INDIANA DEPARTMENT OF ADMINISTRATION

Real Estate Strategic Planning and Tenant Brokerage Services

REQUEST FOR PROPOSAL 15-060on behalf of the

Indiana Department of Administration

INDIANA DEPARTMENT OF ADMINISTRATION

GENERAL INFORMATION

• Attendee Sign-In Sheet

• Sign-In Sheet and PowerPoint will be posted on State’s Solicitation Website

INDIANA DEPARTMENT OF ADMINISTRATION

RFP QUESTIONS AND ANSWERS

Questions answered verbally today are neither official nor binding and should be submitted in writing if it will affect your proposal response via the Question and Answer Response Template.

All questions must be submitted using the provided Question and Answer Template by February 20, 2015

Email: MAROBINSON@idoa.in.gov

Fax: 317.232.7312

INDIANA DEPARTMENT OF ADMINISTRATION

ACCESSING RFP DOCUMENTS

www.in.gov/idoa/proc

INDIANA DEPARTMENT OF ADMINISTRATION

ACCESSING RFP Documents

INDIANA DEPARTMENT OF ADMINISTRATION

INDIANA DEPARTMENT OF ADMINISTRATION

PURPOSE AND SCOPE OF RFP 15-060The purpose of this RFP is to select one or more vendors that can satisfy the state’s need for Estate Strategic Planning and Tenant Brokerage Services.

The scope of work for this RFP is broken into two (2) distinct components:

Seeking comprehensive analysis of the IDOA lease portfolio and the Indiana Government Center buildings.

Selected vendor will evaluate space utilization, market factors, and individual user agency needs to develop a strategic real estate plan that maximizes operational efficiencies and savings.

Completion and submission of Strategic Plan no later than end of 2015

Seeking brokerage vendor to represent the State of Indiana and its agencies in leasing activities.

Selected vendor responsible for the procurement and administration of pertinent leases for all locations, regardless of size or use, across the State.

Component 1:Utilization Analysis and Strategic Planning

Component 2:Tenant Brokerage Services

INDIANA DEPARTMENT OF ADMINISTRATION

RESPONSE CONSIDERATIONS - RFP 15-060

IMPORTANT:

Respondents may submit proposals for ONE or BOTH scopes of work; however, the State intends to award contract to the most favorable response to each. Responses for each scope of work will be collectively evaluated apart from the other according to Section Three of this RFP document. Respondents MUST complete and submit a separate Minority and Women Sub-contractor Commitment Form, Indiana Veteran Sub-contractor Commitment Form, Indiana Economic Impact Form and Technical and Cost Proposal for each respective scope of work.

INDIANA DEPARTMENT OF ADMINISTRATION

KEY RFP DATES

INDIANA DEPARTMENT OF ADMINISTRATION

RFP OUTLINE

INDIANA DEPARTMENT OF ADMINISTRATION

BUSINESS PROPOSALCompany Financial Information (Section 2.3.3)

Confidential information must be kept separate from the proposal in both hard and soft copy.

Access to Public Records Act (APRA), IC 5-14-3

INDIANA DEPARTMENT OF ADMINISTRATION

BUY INDIANA

2.7 BUY INDIANA INITIATIVE/INDIANA COMPANY

Defining an Indiana Business: “Indiana business” refers to any of the following:

(1)A business whose principal place of business is located in Indiana. (2)A business that pays a majority of its payroll (in dollar volume) to residents of Indiana. (3) A business that employs Indiana residents as a majority of its employees.

(4) A business that makes significant capital investments in Indiana. (5) A business that has a substantial positive economic impact on Indiana.

Questions regarding Buy Indiana status can be send to: buyindianainvest@idoa.in.gov

INDIANA DEPARTMENT OF ADMINISTRATION

COST PROPOSAL

INDIANA DEPARTMENT OF ADMINISTRATION

TECHNICAL PROPOSALThe are separate Technical Proposal Templates for each scope of work component.

INDIANA DEPARTMENT OF ADMINISTRATION

MINORITY AND WOMEN’S BUSINESS ENTERPRISE

Complete Attachment A, MWBE Form- Include sub-contractor letters of commitment Goals for this RFP:

- 8% Minority Business Enterprise

- 8% Women’s Business EnterpriseA separate Attachment A must be submitted for each scope of services proposed.

INDIANA DEPARTMENT OF ADMINISTRATION

MINORITY AND WOMEN’S BUSINESS ENTERPRISE

$$$$$$

This amount comes from respective scope of work Cost Proposal.

INDIANA DEPARTMENT OF ADMINISTRATION

INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)

Complete Attachment A1, IVBE Form- Include sub-contractor letters of commitment

Goal for this RFP: 3%A separate Attachment A1 must be submitted for scope of services proposed.

INDIANA DEPARTMENT OF ADMINISTRATION

$$$$$$

This amount comes from the respective scope of work Cost Proposal.

INDIANA VETERANS’ BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT (ATTACHMENT A1)

INDIANA DEPARTMENT OF ADMINISTRATION

INDIANA ECONOMIC IMPACT

The State defines FTE as a measurement of an employee's productivity on a specific project or contract. A FTE of 1 would mean that there is one (1) worker fully engaged on a project; forty (40) hours a week, fifty-two (52) weeks a year. If there are two (2) employees each spending 1/2 of their working time, 20 hours per week, on a project that would also equal 1.

$$$$$$

A separate Indiana Economic Impact Form must be submitted for each scope of services proposed.

INDIANA DEPARTMENT OF ADMINISTRATION

RFP SCORING AND EVALUATION

INDIANA DEPARTMENT OF ADMINISTRATION

QUESTIONS AND ANSWERS

INDIANA DEPARTMENT OF ADMINISTRATION

ADDITIONAL INFORMATIONIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm1-877-77BUYIN (8946) For Vendor Registration Questions

http://www.in.gov/idoa/2464.htmFor Inquiries Regarding Substantial Indiana Economic Impact

A. Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State. http://www.in.gov/idoa/2467.htm

B. Secretary of State of Indiana: Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

C. Vendor Handbook: Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc

D. Minority and Women Owned Business Enterprises: http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htm

E. RFP posting and updates: Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.