REQUEST FOR PROPOSAL 20-008 IT HARDWARE – DESKTOPS, LAPTOPS, TABLETS, MONITORS, PRINTERS, PERIPHERALS AND RELATED SERVICES INDIANA DEPARTMENT OF ADMINISTRATION ON BEHALF OF THE STATE OF INDIANA BY AND THROUGH THE INDIANA OFFICE OF TECHNOLOGY FOR ALL STATE AGENCIES PRE-PROPOSAL CONFERENCE OCTOBER 29, 2019 JOHN E. HELMER IV IDOA/PROCUREMENT DIVISION
Agenda ■ General Information ■ Cost Proposal ■ Purpose of RFP ■ Proposal Preparation ■ Term of Contract ■ Evaluation Criteria ■ Key Dates ■ Minority and Women’s Business Enterprises (M/WBE) ■ Background ■ Indiana Veteran Owned Small ■ Product Category Definitions Business (IVOSB) ■ Current Purchasing Profile ■ Additional Information ■ Business Proposal ■ Question and Answer Session ■ Technical Proposal
General Information ■ Sign-In Sheet for Attendees ■ Sign- In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website ■ Hold questions until the end of the presentation – Any verbal response is not considered binding; respondents are encouraged to submit any questions formally, in writing, if it affects the proposal that will be submitted to the state.
Purpose of the RFP ■ The purpose of this RFP is to select one vendor that can satisfy the State’s IT Hardware needs, specifically for desktops, laptops, tablets, monitors, printers, and peripherals (collectively referred to as IT Hardware in the RFP and this document). ■ Server products will be procured under a separate RFP, issued by IDOA. ■ The resulting contract will be a Quantity Purchase Agreement (QPA). ■ State Agencies are required to utilize this contract for all IT Hardware purchases listed in this RFP. ■ Respondents are required to offer products under the QPA to Other Governmental Bodies (K12 entities, higher education institutions, counties, cities, towns, public libraries, etc.) however Other Governmental Bodies are not required to the QPA. It is their option.
Term of Contract ■ The State intends to sign a QPA contract with one Respondent(s) to fulfill the requirements in this RFP. ■ The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be two (2) one-year renewals for a total of six (6) years at the State’s option.
Key Dates Activity Date Issue of RFP October 23, 2019 Pre-Proposal Conference Today November 01, 2019 Deadline to Submit Written Questions – Round One by 3:00 PM Eastern Time Response to Written Questions/RFP Amendments – Round One November 8, 2019 November 13, 2019 Deadline to Submit Written Questions – Round Two by 3:00 PM Eastern Time Response to Written Questions/RFS Amendments – Round Two November 20, 2019 November 22,2019 Letter of Intent to Respond Due by 3:00 PM Eastern Time January 09, 2020 Submission of Proposals by 3:00 PM Eastern Time January 24, 2020 Submission of Reference Check Forms to State by 3:00 PM Eastern Time
Background ■ This RFP includes information regarding IT Hardware purchases made by the Indiana Office of Technology (IOT) on behalf of State Agencies under the State’s Refresh Program. – IOT refreshes all State-issued computers to a standard desktop, laptop, or tablet model, allowing them to more efficiently and effectively support IT resources across the State. – The State’s Refresh Program typically calls for base configurations to be updated every 12 months. – Peripherals are typically purchased by the State Agencies (direct to the vendor). – Each agency is on a four- year rotation schedule. IOT’s goal is to continue standardization in the equipment purchased and to channel most purchases to the awarded equipment configurations. ■ As such, we have created standard configurations that Respondents are required to price out to maximize internal goals of limiting most purchases to these standard configurations. The objective also remains to maintain a limited brand base to realize purchase volume efficiencies and to manage the oversight of the QPA contract centrally.
Product Category Definitions This RFP is divided into seven (7) IT Hardware product categories. Group Category Definition 1 Desktops A desktop computer is a personal computer intended for regular use at a single location. A desktop computer typically comes in several units connected together during installation. 2 Laptops A laptop computer is a personal computer for mobile use. A laptop includes a display, keyboard, point device such as a touchpad and speakers into a single unit 3 Tablets A tablet is a mobile computer that provides a touchscreen which acts as the primary means of control. 4 Monitors A computer monitor is an output device that displays information in pictorial form. 5 Printers A printer is a peripheral device with makes a persistent representation of graphics or text on paper. 6 Peripherals A peripheral means any hardware product that can be attached to, added within or networked with personal computers, servers and storage. 7 Apple Apple product categories included in this RFP are Mac, iPad, TV, and Accessories. Products
Current Purchasing Profile Over the past four (4) calendar years (2015-2018), State Agencies and Other Governmental Bodies spent approximately $118.8 million on IT Hardware. Total spend for four (4) calendar years by segment is summarized below. State K12 Schools Higher Education Local Government CY 2015 $8,800,357 $21,552,099 $4,163,234 $2,869,095 CY 2016 $8,502,133 $12,173,564 $6,831,952 $2,373,288 CY 2017 $8,617,551 $13,803,227 $2,215,996 $3,412,076 CY 2018 $3,933,466 $15,176,528 $1,698,187 $2,635,175 Total $29,853,508 $62,705,417 $14,909,368 $11,289,634
Current Purchasing Profile Spend distribution by product category and customer segment for four (4) calendar years is summarized below. Higher Local State K12 Schools Education Government 1 – Desktops 14% 9% 8% 13% 2 – Laptops 30% 43% 27% 28% 3 – Tablets 2% 2% 13% 1% 4 – Monitors 7% 4% 9% 10% 5 – Printers 2% 0% 1% 1% 6 – Peripherals 45% 42% 42% 47% 7 – Apple Products Not Available Total 100% 100% 100% 100%
Business Proposal (Attachment E) ■ Respondents should use Attachment E to complete their Business Proposal. Use the yellow shaded fields to answer the questions in Attachment E. – Yellow fields will expand to accommodate content. – Make every attempt to preserve the original format of Attachment E. ■ Company Financial Information (Section 2.3.3) – Respondents must provide documents to demonstrate financial stability including, for example: ■ the most recent Dunn & Bradstreet Business Report (preferred) or ■ audited financial statements for the two (2) most recently completed fiscal years. – If neither of these can be provided, Respondents must explain why and include an income statement and balance sheet for each of the two (2) most recently completed fiscal years. – If the documents are from a parent or holding company, Respondents must explain the business relationship between the entities and demonstrate the financial stability of the entity which is directly responding to this RFP.
Business Proposal (Attachment E) ■ Contract Terms/Clauses (Section 2.3.5) – Respondents should review sample State contract and note exceptions to State non-mandatory clauses in Business Proposal and Transmittal Letter. Mandatory clauses are non-negotiable . – If a non-mandatory clause is not acceptable as worded, suggest specific alternative wording through tracked changes to Sample Contract, Attachment B. If you require additional contract terms please include them in this section and add specific language as tracked changes to Sample Contract, Attachment B. – The State will likely be on an aggressive timeline to finalize the contract after award. The State is interested in understanding how Respondents will organize their contract finalization team to ensure an efficient and timely process. This expectation shall carry through the life of the contract during contract amendments and renewals. ■ References (Section 2.3.6) – Respondents must have at least three (3) references for whom the Respondent has provided products and/or services that are the same or similar to those products and/or services requested in this RFP. Respondents must ask each reference to complete Attachment H Reference Check Form and mail or email (preferred) it directly to IDOA (idoareferences@idoa.in.gov) by January 24, 2019 (10 business days after proposals are due).
Technical Proposal (Attachment F) ■ Respondents should use Attachment F to complete their Technical Proposal. Use the yellow shaded fields to answer the questions in Attachment F. – Yellow fields will expand to accommodate content. – Make every attempt to preserve the original format of Attachment F. ■ Where appropriate, supporting documentation (e.g. diagrams, certificates, graphics, or other exhibits) may be submitted as an attachment and referenced within the relevant answer field.
Cost Proposal (Attachment D) ■ Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells. ■ There are 35 available cost points. ■ Cost scores will then be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal may receive a total of 35 points. The normalization formula is as follows: – Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 35
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