007000000087880.pdf

Request for Quote

INDIANA DEPARTMENT OF EDUCATION

Solicitation For:

Quality Counts II Cohort 4 Peer Reviewers

0000087880

Proposal Submission Due Date and Time:

August 13, 2026 @ 2:00 PM ET

January Sanders, Procurement Specialist DOEProcurment@doe.in.gov

Indiana Department of Education 100 N Senate Ave., 9th FL

Indianapolis, Indiana 46204

Solicitation # 0000087880 mailto:DOEProcurment@doe.in.gov

Key Solicitation Dates Activity Date

Issue of Solicitation July 01, 2026 Deadline to Submit Written Questions July 10, 2026 by 12:00 PM ET IDOE Respond to Written Questions July 17, 2026 Proposal Due Date August 13, 2026, by 2:00 PM ET Notification of Award August 2026

Question / Inquiry Process All questions/inquiries regarding this solicitation must be submitted by the deadline outlined in the Key Solicitation Dates table above.

Questions/Inquiries may be submitted via email to DOEProcurement@doe.in.gov and must be received by the time and date indicated in the Key Solicitation Dates table above.

The subject line of the email must clearly state the following: “[Procurement Name] [RFQ#] Questions/Inquiries – [INSERT COMPANY NAME]”.

After the question/inquiry deadline, IDOE will compile a list of the questions/inquiries submitted by all Respondents, redacting the name of the company who submitted the question. The responses will be emailed to all potential Respondents according to the Key Solicitation Dates table above.

Proposal Due Date and Format All proposals must be submitted via email to DOEProcurement@doe.in.gov and must be received by the deadline indicated in the Key Solicitation Dates table above.

Proposals received after the due date and time will not be considered.

Modifications to proposals received after the due date will not be considered.

Proposals submitted by mail or fax will not be considered.

Proposals must provide a clear, concise description of the vendor’s capabilities to meet the requirements of the scope of work (SOW).

The proposal shall provide a detailed technical approach for completing each of the tasks listed within the SOW and the associated deliverables.

Price / Cost: Pricing on this solicitation must be firm and remain valid for a period of not less than one hundred eighty (180 days) from the date of award issuance.

Any attempt to manipulate cost, include conditions to pricing, or submit pricing that deviates from the requested deliverables will put your proposal at risk of being removed from consideration.

All costs must be inclusive.

Solicitation # 0000087880 mailto:DOEProcurement@doe.in.gov mailto:DOEProcurement@doe.in.gov

Secretary of State Registration If awarded the contract, the Respondent will be required to register with, and be in good standing with, the Indiana Secretary of State. The registration requirement applies to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations, and limited liability companies. Information regarding registration with the Indiana Secretary of State may be obtained by contacting:

Secretary of State of Indiana Corporation Division 402 West Washington Street, E018 Indianapolis, IN 46204

(317) 232-6576 www.in.gov/sos

State of Indiana Bidder Registration To move forward with a contract award, the Respondent must be registered as a bidder with the Indiana Department of Administration (IDOA), Procurement Division.

To complete the online Bidder registration, visit the Bidder Profile Registration website at https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration

Completion of the Bidder registration will add your name to the IDOA Bidder Database for email notification.

The Bidder registration requires general business information, the types of goods and services you can offer the State of Indiana, and location(s) within the state that you can supply or service.

There is no fee to be included the IDOA Procurement Division’s Bidder Database. It is highly recommended that this step be completed BEFORE award as not to slow down contract execution.

Compliance Certification Responses to this solicitation represent that the Respondent has no current or outstanding criminal, civil, or enforcement actions initiated by the State, and that it will immediately notify the State of any such actions. The Respondent also certifies that neither it nor its principals are in arrears on taxes, permit fees or other statutory, regulatory, or judicially required payments to the State. The Respondent agrees that the State may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that State may bar the Respondent from contracting with the State, cancel existing contracts, withhold payments to offset such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the State and has submitted proof of such payment to the State.

Solicitation # 0000087880 http://www.in.gov/sos https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration

Confidential Information Access to Public Records Act Respondents are advised that proposal materials are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, may be viewed and copied by any member of the public, including news agencies and competitors. Responses are deemed public records” unless specifically protected from disclosure under IC 5-14-3 protects it from disclosure. It is the Respondent’s responsibility to notify IDOE if any part of the proposal is considered confidential under APRA.

Family Educational Rights and Privacy Act If chosen for award, the Respondent understands that in performing the duties of the contract, it may be required to obtain personally identifiable student information protected under the Family Educational Rights and Privacy Act (FERPA) (20 USC §1232g, 34 CFR Part 99.) The Respondent agrees to fully comply with all requirements of FERPA and the requirements set forth herein.

Contract Terms / Clauses A sample of the Professional Service Contract that the State expects to execute with the successful Respondent(s) has been linked for review. This contract contains mandatory clauses. Mandatory clauses are listed below and are non-negotiable. Other clauses are substantively required. It is the State’s expectation that the final contract will be substantially similar to the sample contract linked above.

Please review the contract and indicate in your proposal your acceptance of mandatory contract clauses. If a non-mandatory clause is not acceptable as worded, suggest specific alternative wording to address issues raised by the specific clause by submitting a redline version of the template.

To reiterate it’s the State’s strong desire not to deviate from the Professional Service Contract Template and as such the State may reject all requested changes.

The mandatory contract terms are as follows:

• Authority to Bind Contractor

• Compliance with Laws

• Drug-Free Workplace Certification

• Employment Eligibility Verification (E-Verify)

• Funding Cancellation

• Governing Law

• Indemnification

• Information Technology Enterprise Architecture

Requirements

• Nondiscrimination Clause

• Penalties/Interest/Attorney’s Fees

• Termination for Convenience

Solicitation # 0000087880 https://www.in.gov/idoa/procurement/contract-administration/contract-forms-manuals-and-templates/

• Non-Collusion and Acceptance

The substantively required terms are as follows:

• Duties of Contractor, Consideration, and Term of Contract

• Ownership of Documents and Materials

• Payments

Solicitation # 0000087880

Quality Counts II Cohort 4 Peer Reviewers

Scope of Work

Purpose/Background

The Indiana Department of Education (IDOE) administers the Quality Counts II grant, a federally funded program that supports the opening, replicating and expanding of high-quality charter schools. Schools apply through a competitive application process, and each submission must demonstrate sufficient quality, readiness, and alignment with federal and state expectations for the grant.

To ensure a fair, transparent, and objective selection process, all eligible applications are evaluated by external peer reviewers. Each application receives two independent reviews, and when scores differ significantly, a third review is conducted to maintain consistency and integrity in funding determinations.

Peer reviewers are selected based on demonstrated expertise in areas such as charter operations, facilities financing, school improvement, federal grant evaluation, and serving educationally disadvantaged student populations. Their work plays a critical role in upholding the federal requirements for high-quality, unbiased, and compliant grantmaking.

Contractor Responsibilities/Deliverables

IDOE expects to contract with ten peer reviewers. The contractor (peer reviewer) will conduct high-quality, objective reviews of Quality Counts II applications in alignment with the program requirements and IDOE procurement and compliance expectations.

A high-quality review is one that demonstrates accuracy, objectivity, clarity, and alignment with the scoring rubric and federal requirements.

For the Quality Counts II Grant, a high-quality review includes evidence-based scoring, alignment to the scoring rubric, and clear, written feedback. Responsibilities include all activities listed below.

1. Required Orientation (September 8, 2026)

• Attend a virtual 1-hour Peer Review Training with IDOE program staff to review timeline, scoring tools, deliverable expectations, and communication protocols.

2. Review Assignments & Scoring Responsibilities (September 2026)

• Independently review each assigned application using IDOE’s authorized scoring

Solicitation # 0000087880 https://www.ed.gov/grants-and-programs/grants-birth-grade-12/charter-school-programs/expanding-opportunities-through-quality-charter-schools-program-csp-grants-state-entities-84282a rubric and guidance.

• Complete all scoring sheets, comments, and required documentation for each application.

• Conduct two independent reviews per application; be available to conduct a third review if scores diverge significantly between primary reviewers, consistent with the peer review structure identified in program materials.

• Ensure scoring comments are evidence based, aligned with federal expectations, and usable for applicants.

3. Communication Expectations (Ongoing)

• Maintain availability by email during the review window for IDOE questions.

Availability can be defined as a response within 2 business days.

• Notify IDOE immediately if you are unable to complete assigned reviews or if you have any potential conflict of interest. You have a conflict of interest and may not serve as a reviewer if:

- An application will be submitted for this competition in which you will benefit financially from grant funds (if awarded).

- An application will be submitted for this competition in which your spouse will benefit financially from grant funds (if awarded).

- You will be participating in the development of an application.

Deliverables (September 25, 2026)

All deliverables must receive written IDOE approval before being considered final.

Deliverables include:

• Completed scoring sheets for each assigned application, submitted via Euna, IDOE’s grant management platform.

• Reviewer comment summaries submitted via Euna.

Deliverable Format Requirements:

All scores and comments will be submitted via Euna.

Timeline for Project

Task Deliverable Anticipated Start Anticipated Completion

Attend Peer Reviewer Training

Visual confirmation of attendance

September 8, 2026 September 8, 2026

Reviewers to receive applications

Applications sent to reviewers from IDOE

September 8, 2026 September 8, 2026

Review period

Timely communication from reviewers

September 8, 2026 September 25, Submit Quality Counts II Applications

Completed scores and comments submitted via Euna.

September 25, September 25, Staff Qualifications

The contractor must have sufficient experience and knowledge to objectively evaluate Quality Counts II grant applications. While no specific degree or certification is required, contractors must meet the following minimum qualifications:

• Familiarity with charter school operations and governance, with at least one year working with or in a charter school.

• Experience with state or federal grant processes, such as reviewing, managing, or implementing grants.

• Ability to analyze narratives, budgets, and supporting documents and provide clear, evidence based written feedback.

• Strong written communication, attention to detail, and ability to meet deadlines.

Detailed Quote/Proposal Requirements

The contractor must submit a complete proposal to be considered for this scope of work. Because this engagement is structured as a flat rate contract, the proposal requirements are streamlined as follows:

1. Compensation

• The contractor will be compensated at $100 for training and $250 per application.

The number of applications assigned to each reviewer will depend on the number of applications received by IDOE. IDOE cannot guarantee a minimum number of applications for each reviewer. The maximum number of applications will not exceed seven (7) per reviewer.

2. Required Proposal Components

The proposal must include the following:

• Resume (required):

A current resume demonstrating the contractor’s qualifications and experience relevant to charter schools and grant review work.

• Completed and signed copies of all forms included in this solicitation packet (required).

The following pages must be completed and returned with your proposal.

(rev 08/21)

STATE OF INDIANA

Request for Quotation

REQUEST FOR: Quality Counts II Cohort 4 Peer Reviewers

REQUESTED BY: Indiana Department of Education

REQUESTOR: January Sanders, Email: DOEProcurment@doe.in.gov

YOUR RESPONSE MUST BE RECEIVED BY: August 13, 2026 @ 2:00PM ET

GENERAL INFORMATION

The information below is provided to assist you in completing this request. Please note that these instructions may not contain all applicable requirements. Careful reading of this request is imperative. Failure to follow these instructions or those printed throughout this package could lead to rejection of your quotation. It is not necessary to return this page with your response.

• Type or print legibly in black ink all requested information, including prices and extensions, as well as accurate information.

• Manually sign the Signature Page and Contract if applicable.

• Do not add any contractual or payment terms and conditions. Terms and conditions of the award will be those listed in this request package and the resulting Purchase Order only.

• If you are not eligible to claim the Recycled Preference but are offering recycled content products, please list the percentage of content for EACH LINE ITEM and provide manufacturer certification.

• If you are not willing to accept a split award (partial order), your response must include the statement, “Bidding all or none.”

• Your response must be received by the requested date and time indicated.

• If you have questions regarding this request, contact the requestor listed above.

Bidders are not required to be registered with the Procurement Division to respond to a solicitation. If your quotation is recommended for an award, you will be notified of the registration requirements. You will have five (5) days from the date of notification to complete the registration requirements, or the recommended award will be canceled. To register electronically, visit https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/..

Solicitation # 0000087880 mailto:DOEProcurment@doe.in.gov https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/

Event Description Sourcing event 007000000087880 is for obtaining bids for Quality Counts II Cohort 4 Peer Reviewers Questions can be emailed to January Sanders, Procurement Specialist, DOEProcurement@doe.in.gov

Indiana Department of Education 100 N Senate Ave., 9th FL Indianapolis, Indiana 46204

Completed bids must be emailed to Indiana Department of Education at DOEProcurement@doe.in.gov Indiana Department of Education

Attn: Quality Counts II Cohort 4 Peer Reviewers

A completed bid package MUST be submitted by the due August 13, 2026 @ 2:00 PM ET.

The bid package is available for download through the Bid Documents link in the Event Name column. This bid is not eligible for electronic bid through Supplier Portal.

The bid package is available for download through the Bid Documents link in the Event Name column. This bid is not eligible for electronic bid through Supplier Portal.

General Comments

- RFQ

Event Details

Bidder: INTERNAL EVENT DETAILS

Submit To: Education

Contact:

Email:

IN Department of Education Procurement Dept.

100 N SENATE AVE floor 9

INDIANAPOLIS IN 46204

United States January Sanders - 00700

DOEProcurement@doe.in.gov

State of Indiana Request for Quotation Event ID Format Type Page 00700-0000087880 Buy RFx 1 Event Round Version 1 1 Event Name Quality Counts II Cohort 4 Peer Reviewers Start Time Finish Time

07/01/2026 15:00:00 EDT 08/13/2026 14:00:00 EDT

Event Currency: US Dollar Bids allowed in other currency: No

Line Details No Bid:

Line: 1 Item ID: Line Qty: 1 UOM: Month Bid Qty: 1 Required: No Reserve Price: No

Description: Quality Counts II Cohort 4 Peer Reviewers (2026-Q4-0126)

Question UOM Best Worst Response What is your quote/bid price?

Required: Yes Mandatory Response: No

Response Comments

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Education

Contact:

Email:

IN Department of Education Procurement Dept.

100 N SENATE AVE floor 9

INDIANAPOLIS IN 46204

United States January Sanders - 00700

DOEProcurement@doe.in.gov

State of Indiana Request for Quotation Event ID Format Type Page 00700-0000087880 Buy RFx 2 Event Round Version 1 1 Event Name Quality Counts II Cohort 4 Peer Reviewers Start Time Finish Time

07/01/2026 15:00:00 EDT 08/13/2026 14:00:00 EDT

Event Currency: US Dollar Bids allowed in other currency: No

Bidder Information Firm Name:

Name: Signature: Date:

Phone #: Fax #:

Street Address:

City & State: Zip Code:

Email:

Event Details (cont.)

Bidder: INTERNAL EVENT DETAILS

Submit To: Education

Contact:

Email:

IN Department of Education Procurement Dept.

100 N SENATE AVE floor 9

INDIANAPOLIS IN 46204

United States January Sanders - 00700

DOEProcurement@doe.in.gov

State of Indiana Request for Quotation Event ID Format Type Page 00700-0000087880 Buy RFx 3 Event Round Version 1 1 Event Name Quality Counts II Cohort 4 Peer Reviewers Start Time Finish Time

07/01/2026 15:00:00 EDT 08/13/2026 14:00:00 EDT

Event Currency: US Dollar Bids allowed in other currency: No

TERMS AND CONDITIONS

1. ACKNOWLEDGMENT: This Agreement contains the complete and final Agreement between the State and the Contractor and no other Agreement in any way modifying any of said terms and conditions will be binding upon the State or the Contractor unless made in writing and signed by the State's and the Contractor's authorized representative.

2. PRICING: Unit price must be entered and extended, and the total price of the solicitation must be shown. If there is an error between the unit price and total price, the unit price shall prevail.

Awarded Prices: Prices listed for each item are firm and cannot be changed. Any revision in price may be rejected at the discretion of the IN Dept. of Administration, and may result in cancellation of the Purchase Order without recourse on the part of the awarded Contractor.

3. TERMINATION FOR CONVENIENCE: This Agreement may be terminated, in whole or in part, by the State whenever, for any reason, the State determines that such termination is in the best interest of the State. Termination shall be affected by delivery to the Contractor of a Termination Notice at least thirty (30) days prior to termination effective date, specifying the extent to which performance of services under which such termination becomes effective. The Contractor shall be compensated for performance prior to the notice date of termination but in no case shall total payment made to Contractor exceed the original Agreement price due on Agreement. No price increase shall be allowed on individual line items if canceled only in part.

4. FUNDING CANCELLATION: When the Director of the State Budget Agency makes a written determination that funds are not appropriated or otherwise available to support continuation of performance of this Agreement, this Agreement shall be canceled. A determination by the Budget Director that funds are not appropriated or otherwise available to support continuation of performance shall be final and conclusive.

5. INSURANCE: If this Agreement provides for work to be performed by the Contractor for the State, the Contractor shall be responsible for providing all necessary unemployment and workers’ compensation, insurance for the Contractor’s employees and liability and property/casualty insurance, as required by the State.. Upon request, the Contractor shall furnish a certificate of insurance showing coverage acceptable to the State.

6. DELIVERY: Delivery must be made at time agreed upon. If any indicated or actual delays arise, the using agency must be notified immediately, in writing, with the cause for such delay stated. If any goods are not delivered within the time specified on the Purchase Order, or within a reasonable time not exceeding 30 days after receipt of a Purchase Order if no time is specified, the using agency may refuse to accept such goods, and this Agreement may be cancelled. Each package shall be numbered and labeled with the State's Purchase Order number, contents and weight, and shall contain an itemized packing slip and be properly packed for shipment.

7. QUANTITY: Goods shipped in excess of quantity designated in the Purchase Order may be returned at the Contractor’s expense.

8. COMPLIANCE WITH SPECIFICATIONS: The goods and/or services shall conform strictly to the specifications, drawings, or samples specified or furnished in connection with the bid/quote, all of which are incorporated herein. The Contractor warrants all goods and/or services delivered to be free from defects of material or workmanship. This warranty shall survive any inspection, delivery, acceptance, or payment by the State of the goods and/or services. Inspections shall be on the State's premises unless otherwise specified. The State shall have the right to reject and return at the Contractor's expense, or to require at the Contractor's expense, the correction or replacement of materials, workmanship, or services which are defective or do not conform to the requirements of the Purchase Order.

9. WARRANTY: The Contractor will furnish all parts and maintenance at no charge for a period of at least 90 days or the manufacturer’s standard warranty, whichever is longer, provided that such maintenance and parts are not required because of accident, neglect, misuse, or force majeure event. Contractor shall be responsible for removal and/or disposal of all replaced parts. Prior to the expiration of the warranty period, whenever equipment is shipped for a mechanical replacement purpose, the Contractor shall bear all cost of such shipment including, but not limited to, cost of packing, transportation, rigging drayage, and insurance. All replacements shall be covered by a new warranty.

10. INTELLECTUAL PROPERTY DEFENSE: The Contractor shall, at its own expense, defend, indemnify and hold harmless the State with respect to any claims that the goods and/or services furnished under this Agreement violates any third party intellectual property rights including, but not limited to, patents, copyrights, trademarks and trade secrets

11. PAYMENTS: All payments shall be made in arrears in conformance with State fiscal policies and procedures and, as required by IC4-13-2-14.8, by electronic funds transfer to the financial institution designated by the Contractor in writing unless a specific waiver has been obtained from the Auditor of State. No payments will be made in advance of receipt of the goods or services that are the subject of this Agreement except as permitted by IC 4-13-2-20.

12. COMPLIANCE WITH LAWS: The Contractor agrees to comply with all applicable federal, state, and local laws, rules, regulations, or ordinances, and all provisions required thereby to be included herein are hereby incorporated by reference. The enactment of any state or federal statute or the promulgation of regulations thereunder after execution of this Agreement shall be reviewed by the State and the Contractor to determine whether the provisions of this Agreement require formal modification.

13. COMPLIANCE WITH TELEPHONE SOLICITATIONS ACT: As required by IC 5-22-3-7, the Contractor and any principals for the Contractor certify that (A) the Contractor, except for de minimis and nonsystematic violations, has not violated the terms of (i) IC 24-4.7 [Telephone Solicitation of Consumers], (ii) IC 24-5-12 [Telephone Solicitations], or (iii) IC 24-5-14 [Regulation of Automatic Dialing Machines] in the previous three hundred sixty-five (365) days, even if IC 24-4.7 is preempted by federal law; and (B) the Contractor will not violate the terms of IC 24-4.7 for the duration of the Agreement, even if IC 24-4.7 is preempted by federal law. The Contractor and any principals of the Contractor certify that an affiliate or principal of the Contractor and any agent acting on behalf of the Contractor or on behalf of an affiliate or principal of the Contractor: (A) except for de minimis and nonsystematic violations, has not violated the terms of IC 24-4.7 in the previous three hundred sixty-five (365) days, even if IC 24-4.7 is preempted by federal law; and (B) will not violate the terms of IC 24-4.7 for the duration of the Agreement, even if IC 24-4.7 is preempted by federal law.

14. NONDISCRIMINATION: Pursuant to IC 22-9-1-10 and Civil Rights Act of 1964, the Contractor and its Agents, if any, shall not discriminate against any employee or applicant for employment, to be employed in the performance of this Agreement, with respect to hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment, because of race, religion, sex, disability, national origin, ancestry or status as a veteran. The Contractor, and its subcontractor(s), if any, shall comply with all applicable affirmative action reporting requirements.

Breach of this covenant may be regarded as a material breach of this Agreement. The Contractor shall comply with Section 202 of Executive Order 11246, as amended, 41 CFR 60-250, and 41 CFR 60-741, as amended.

15. DRUG-FREE WORKPLACE CERTIFICATION: As required by Executive Order No. 90-5, the Contractor hereby covenants and agrees to make a good faith effort to provide and maintain a drug-free workplace. The Contractor will give written notice to the State within ten (10) days after receiving actual notice that the Contractor or an employee of the Contractor in Indiana has been convicted of a criminal drug violation occurring in the Contractor’s workplace.

16. TAXES: Prices listed on an invoice submitted by the Contractor for payment is not to include any tax for which the State is exempt. The State will furnish a tax exempt certificate, if requested by the Contractor. The State will not be responsible for any taxes levied on the Contractor as a result of this Agreement.

17. FORCE MAJEURE: In the event that either party is unable to perform any of its obligations under this Agreement, or to enjoy any of its benefits, because of natural disaster or decrees of governmental bodies not the fault of the affected party (“Force Majeure Event”), the party who has been so affected shall immediately give notice to the other party and shall do everything possible to resume performance. Upon receipt of such notice, all obligations under this Agreement shall be immediately suspended. If the period of nonperformance exceeds thirty (30) days from the receipt of notice of the Force Majeure Event, the party whose ability to perform has not been so affected may, by giving written notice, terminate this Agreement.

18. GOVERNING LAWS: This Agreement shall be construed in accordance with and governed by the laws of the State of Indiana and suit, if any, must be brought in the State of Indiana.

19. INFORMATION TECHNOLOGY ENTERPRISE ARCHITECTURE REQUIREMENTS: If Contractor provides any information technology related products or services to the State, Contractor shall comply with all Indiana Office of Technology (IOT) standards, policies, and guidelines, which are online at http://iot.in.gov/architecture/. Contractor specifically agrees that all hardware, software, and services provided to or purchased by the State shall be compatible with the principles and goals contained in the electronic and information technology accessibility standards adopted under Section 508 of the Federal Rehabilitation Act of 1973 (29 U.S.C. 794d) and IC 4-13.1-3. Any deviation from these architecture requirements must be approved in writing by IOT in advance. The State may terminate this Agreement for default if Contractor fails to cure a breach of this provision within a commercially reasonable time.

Solicitation # 0000087880 http://iot.in.gov/architecture/

CLAIMING PURCHASING PREFERENCES

Each bidder should review the various procurement preferences allowed by State statute. A summary of the preferences can be found under Programs and Preferences located at: https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/

Each bidder must answer the following questions pertaining to purchasing preferences. No preference will be applied unless these questions have been answered and any required attachments included.

1. Are you claiming the U.S. Manufactured Product Preference (IC 5-22-15-21)?

This is per individual line and should be noted below Yes _____ No _____

If claiming the U.S. Manufactured preference, Respondents must clearly specify the items qualified for the preference, at the individual line level, on the lines provided below. A product is manufactured in the United States, if the cost of its components mined, produced, or manufactured in the United States exceeds 50% of the cost of all its components. (In determining if a product is manufactured in the United States, only the product and its components shall be considered.) This preference can only be applied to the items the State is actually purchasing.

Additionally, Respondents must include a letter on company (manufacturer) letterhead confirming the cost of the product or its components exceed 50% of the cost of all components.

If claiming this preference, the bidder is certifying under penalties of perjury that each of the bidder’s end products claimed is a U.S. Manufactured Product as described in IC 5-22-15-21. Failure to indicate individual line items claimed under this preference or failing to include a letter may affect the evaluation of the bid.

Please list what line items this preference will apply to:

2. Are you claiming the Preference for Steel Products (IC 5-22-15-25) Yes ___ No ___

3. Are you claiming the Preference to Coal Mined in Indiana (IC 5-22-15-22) Yes ___ No ___

4. Are you claiming the Indiana Business Preference also called Buy Indiana (IC 5-22-15-20.5)? Yes ___ No ___

Indicate under which provision for which you are claiming to qualify as an Indiana business, fully complete the Indiana Economic Impact Form (State Form # 51778), and include it with your bid/proposal. Vendors who wish to claim one of the Buy Indiana preferences below, can include the email confirmation of their status provided by buyindianainvest@idoa.in.gov. Or you MUST be certified on the State’s website (https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/buy-indiana/)

_____ (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.

Any company that can demonstrate a minimum capital investment of $5 million or more in plant and/or equipment or annual lease payments of $2.5 million or more shall qualifies as an Indiana business under category #4.

_____ (5) A business that has a substantial positive economic impact on Indiana.

Any company that is in the top 500 companies (adjusted) for one of the following categories: number of employees (DWD), unemployment taxes (DWD), payroll withholding taxes (DOR), or Corporate Income Taxes (DOR); qualifies as an Indiana business under category #5.

5. Are you claiming the Indiana Manufactured Preference (IC 5-22-15-20.5) Yes ___ No ___

This preference may only be claimed by respondents who claim the Indiana Business Preference.

Submit necessary documentation detailing a substantial amount of manufacturing, assembly, or production of the products proposed is in the State of Indiana.

6. Are you claiming the preference for supplies that contain recycled or post-consumer materials (IC 5-22-15-16) Yes ___ No ___

The preference does not apply when the purchase description is limited to a supply that contains recycled materials or post-consumer materials

If yes, a manufacturer’s certification must be submitted for each item or group of items for which the offeror is seeking a preference or the preference may not be considered.

https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/ mailto:buyindianainvest@idoa.in.gov https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/buy-indiana/) https://www.in.gov/idoa/procurement/supplier-resource-center/programs-and-preferences/buy-indiana/)

CLAIMING PURCHASING PREFERENCES

7. Are you claiming the preference for soybean oil based ink (IC 5-22-15-18) Yes ___ No ___

8. Are you claiming the preference for soy diesel/bio diesel (IC 5-22-15-19) Yes ___ No ___

9. Are you claiming the Indiana Small Business Preference (IC 5-22-15-23) Yes ___ No ___

To be eligible to claim the Indiana Small Business Preference, the bidder must be an Indiana business (as defined above in the Indiana Business Preference section) and qualify in at least one of the following categories:

___ Wholesale business with annual sales of four million dollars ($4,000,000) or less during its last fiscal year. “Wholesale business, means a business that derives its principal source of income (over 50% of gross revenues) from sales to retailers, other merchants, or industrial, institutional or commercial users who will use the goods for resale or business use. This definition distribution activities.

___ Service business with average sales of five hundred thousand dollars ($500,000) or less for the current and preceding three (3) fiscal years and which employs no more than twenty-five (25) persons. “Service business, “ means a business that derives its principal source of income (over 50% of gross revenues) from the sale of useful artistic, educational, intellectual, literary, or scientific labor from which no necessary tangible commodity is derived.

___ Retail business or business selling services with annual sales and receipts of five hundred thousand dollars ($500,000) or less. “Retail business,” means a business that derives its principal source of income (over 50% of gross revenues) from the sale of supplies to the ultimate consumer.

___ Manufacturing business, which employs no more than one hundred (100) persons. “Manufacturing business” means a business that derives its principal source of income (over 50% of gross revenues) from the sale of goods the firm produces at its own facility made from raw, unfinished materials, as distinguished from the final product.

___ A business in any of the following sectors is not a small business if it employees more than one hundred (100) persons or if its annual sales exceed 5 Million dollars ($5,000,000):

(A) Information Technology

(B) Life Sciences

(C) Transportation

(D) Logistics

___ A business that has a current verification as a veteran owned small business as defined by IC 5-22-14-3.5(a) (1-3).

10. Are you claiming the preference for Indiana farm products (IC 5-22-15-23.5) Yes ___ No ___

11. Are you claiming the preference for foods/beverages that contain high levels of calcium (IC 5-22-15-24) Yes ___ No __

SF47895 (ELEC2/06)

MINORITY & WOMEN'S BUSINESS ENTERPRISES SUBCONTRACTOR COMMITMENT FORM

Indiana Code 4-13-16.5 and 25 IAC 5 governs the Division of Supplier Diversity program as it relates to the certification, oversight, and responsibilities around the certified Indiana Minority and/or Women Business Enterprises (MWBE). There is a commitment goal for this solicitation. The MWBE Subcontractor Commitment Form is to be submitted as a part of the Respondent’s proposal. The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If utilizing subcontractors, the Respondent must provide the scope of work of the products and/or services to be provided by the subcontractor(s). This must include explanation of whether the products and/or services are to be utilized directly by the Respondent and/or directly by the State, a description of the process through which the products/services will be received and applied to the benefit of the contract, the deliverable requirements as agreed upon between the Contractor and subcontractor, and the cost of supplies being utilized by the Respondent for this proposal. Respondents must complete the Subcontractor Commitment Form in its entirety. The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Bid List Template (“Bid List” tab; Cell M65). The MBE and/or WBE subcontractor amount and subcontractor percentage is based on the initial term of the contract for scoring purposes only. The overall committed subcontractor percentage shall be sustained throughout the life of the contract including any time after the initial term.

The Department reserves the right to verify all information included on the MWBE Subcontractor Commitment Form.

Prime Contractors must ensure that the proposed subcontractors meet the following criteria:

• Must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date

• Prime Contractor must include with their proposal the subcontractor’s M/WBE Certification Letter provided by IDOA to show current status of certification

• Each firm may only serve as one classification – MBE, WBE, or IVOSB

• A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. (See 25 IAC 5-6-2(d))

• Must serve a Valuable Scope Contribution (VSC). The firm must serve a value-added purpose on the engagement, as confirmed by the State.

• Must provide goods or service only in the industry area for which it is certified

• Must be used to provide the goods or services specific to the contract

• National Diversity Plans are generally not acceptable

MINORITY & WOMEN’S BUSINESS ENTERPRISES SUBCONTRACTOR LETTER OF COMMITMENT

A signed letter(s), on company letterhead, from the MBE and/or WBE must accompany the MWBE Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the MBE and/or WBE of its subcontract amount, a description of products and/or services to be provided on this project, and approximate date the subcontractor will perform work on this contract. The MBE and/or WBE subcontractor amount and subcontractor percentage is only based on the initial term of the contract. However, the subcontractor commitment shall apply to the life of the contract including any time after the initial term.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s Division of Supplier Diversity.

Questions about those rules and requirements should be directed to: Division of Supplier Diversity at (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

MINORITY & WOMEN’S BUSINESS COMPLIANCE (MWBE)

If awarded the contract with MWBE subcontractor participation, the Respondent will be required to report payments made to Division of Supplier Diversity certified subcontractors under the Contract monthly using the online audit tool, commonly referred to as “Pay Audit.” The Contractor should also notify subcontractors that they must confirm payments received from Contractor in Pay Audit. The Pay Audit system can be accessed on the IDOA Pay Audit System webpage at www.in.gov/idoa/mwbe/payaudit.htm.

Further, a copy of each subcontractor agreement must be submitted to IDOA’s Division of Supplier Diversity within thirty (30) days of the effective date of this contract. The contracts may be uploaded into Pay Audit, emailed to MWBECompliance@idoa.IN.gov; or mailed to Division of Supplier Diversity Compliance 402 W.

Washington Street, Indianapolis IN 46204. Failure to provide a copy of any subcontractor agreement or failure to meet these commitments could be considered a material breach of this contract and result in sanctions per 25 IAC 5.

Any changes to this information during the term of the contract must be approved by MWBE Compliance at MWBECompliance@idoa.IN.gov.

Solicitation # 0000087880 https://www.in.gov/idoa/mwbe https://www.in.gov/idoa/mwbe https://www.in.gov/idoa/mwbe http://www.in.gov/idoa/mwbe/payaudit.htm mailto:MWBECompliance@idoa.IN.gov mailto:MWBECompliance@idoa.IN.gov

STATE OF INDIANA MBE/WBE SUBCONTRACTOR COMMITMENT FORM

Quote/Bid

DUE DATE:

TOTAL Quote/ BID AMOUNT:

Respondent Firm

Telephone Number

Address Fax Number

City/State/Zip Code

Email Address

Representative

Authorizing Signature

Date Printed Name and Title Please check if additional forms are attached.

Page ________ of __________

IF PARTICIPATION EXISTS, THIS FORM MUST BE COMPLETED IN ITS ENTIRETY WITH COMPLETED LETTERS OF

COMMITMENT.

MBE Firm WBE Firm Company Name: Contact Person:

Address: E-mail:

Telephone Number:

Fax Number:

Sub-Contract Amount:

Sub-Contract Percentage of Total Bid:

Describe service/product to be provided:

Provide approximate dates when Sub-Contractor will perform on this project:

MBE Firm WBE Firm

Fax Number:

INDIANA VETERAN OWNED SMALL BUSINESS ENTERPRISE SUBCONTRACTOR

COMMITMENT FORM

In accordance with IC 5-22-14 and 25 IAC 9, it has been determined that there is a reasonable expectation of Indiana Veteran Owned Small Business subcontracting opportunities on a contract awarded under this solicitation. The IVOSB Subcontractor Commitment Form is to be submitted as a part of the Respondent’s proposal.

The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is met through the use of subcontractors, the Respondent must provide the scope of work of the products and/or services to be provided by the subcontractor(s). This must include an explanation of whether the products and/or services are to be utilized directly by the Respondent and/or directly by the State, a description of the process through which the products/services will be received and applied to the benefit of the contract, the deliverable requirements as agreed upon between the Contractor and subcontractor, and the cost of supplies being utilized by the Respondent for this proposal. Respondents must complete the Subcontractor Commitment Form in its entirety. The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Bid List Template (“Bid List” tab; Cell M65). The IVOSB subcontractor amount and subcontractor percentage is based on the initial term of the contract for scoring purposes only. The overall committed subcontractor percentage shall be sustained throughout the life of the contract including any time after the initial term.

If the Respondent to the bid is an IVOSB certified entity, the letter confirming same should be submitted with their response. The Respondent has the responsibility to alert IDOA of their certification.

The IVOSB respondent must list their company contact information only on the IVOSB Subcontractor Commitment Form.

The Department may verify all information included on the IVOSB Subcontractor Commitment Form.

Prime Contractors must ensure that the proposed subcontractors meet the following criteria:

• Must be listed on Federal Center for Veterans Business Enterprise VETBIZ at https://www.vetbiz/va/gov/vip/ under INDIANA, or listed at State of

Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date

• Prime Contractor must include with their proposal the subcontractor’s veteran business Certification Letter provided by either IDOA or Federal Govt.

VETBIZ at https://www.vetbiz/va/gov/vip/, to show current status of certification.

• Each firm may only serve as one classification – MBE, WBE, or IVOSB

• IVOSB must have a Bidder ID

• A Prime Contractor who is an IVOSB can count their own workforce or companies to meet this requirement. See IAC 25-9-4-1 (c).

• Must serve a Valuable Scope Contribution (VSC). The firm must serve a value-added purpose on the engagement, as confirmed by the State.

• Must provide goods or services only in the industry area for which it is certified as listed in the VETBIZ federal registry, at https://www.vetbiz/va/gov/vip/ under INDIANA or at State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe

• Must be used to provide the goods or services specific to the contract

INDIANA VETERANS’ BUSINESS ENTERPRISES RFP SUBCONTRACTOR LETTER OF COMMITMENT

A signed letter(s), on company letterhead, from the IVOSB must accompany the IVOSB Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the IVOSB of its subcontract amount, a description of products and/or services to be provided on this project, and approximate date the subcontractor will perform work on this contract. The IVOSB subcontractor amount and subcontractor percentage is based on the initial term of the contract. The overall committed subcontractor percentage shall be sustained throughout the life of the contract including any time after the initial term.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s IVOSB Program. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at indianaveteranspreference@idoa.in.gov, (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

Solicitation # 0000087880 https://www.in.gov/idoa/mwbe https://www.vetbiz/va/gov/vip/ https://www.in.gov/idoa/mwbe https://www.vetbiz/va/gov/vip/ https://www.vetbiz/va/gov/vip/ https://www.in.gov/idoa/mwbe mailto:indianaveteranspreference@idoa.in.gov https://www.in.gov/idoa/mwbe

STATE OF INDIANA IVOSB SUBCONTRACTOR COMMITMENT FORM

BID#

DUE DATE:

TOTAL BID AMOUNT: $

Respondent Firm

Telephone Number

Address Fax Number

City/State/Zip Code

Email Address

Representative

Authorizing Signature

Date Printed Name and Title Please check if additional forms are attached.

Page ________ of __________

FORM MUST BE COMPLETED IN ITS ENTIRETY WITH COMPLETED LETTERS OF COMMITMENT.

Fax Number:

Fax Number:

1 Legal Name of firm:

Address/City/State/Zip Code:

Telephone #/Fax #/Website:

4 Federal Tax Identification

Number:

5 State/Country of domicile/incorporation:

6 Location of firm's headquarters or principal place of business:

7 Name of parent company or holding company (if applicable):

8 State/Country of domicile/incorporation of company listed in #7:

9 Address of company listed in #7:

10 IN Department of Workforce Development (DWD) account number:

11 IN Department of Revenue (DOR) account number:

12 Number of Indiana resident employees per most recently completed IRS Form W-2 distribution:

Total number of employees per most recently completed IRS Form W-2 distribution:

14 Total amount of payroll paid to Indiana resident employees per most recently completed IRS Form W-2 distribution:

Total amount of payroll paid to all employees per the most recently completed IRS Form W-2 distribution:

16 Total amount of this proposal, bid, or current contract:

This information is required by the Indiana Department of Administration for all contractors, vendors/suppliers to the State of Indiana (complete all 22 items).

INDIANA ECONOMIC IMPACT - PROPOSALS AND CONTRACTS

State Form 51778 (R4 / 1-06)

DEPARTMENT OF ADMINISTRATION

Approved by State Board of Accounts, 2006

17 Prime Contractor Company Name:

18 Number of Full Time Equivalent (FTE) employees that are Indiana residents specifically for this proposal or contract:

19 Subcontractor Company Name:

20 Address/Contact Person/Telephone Number/Tax ID Number:

21 Number of Full Time Equivalent (FTE) employees that are Indiana residents specifically for this proposal or contract:

Signature:

Name of auththorized official:

Title:

Date:

ACCOUNTING OF INDIANA RESIDENT

Affirmation by authorized official: I affirm under penalties of perjury that the foregoing representations are true to be

DRUG-FREE WORKPLACE CERTIFICATION

The Contractor hereby covenants and agrees to make a good faith effort to provide and maintain a drug-free workplace. The Contractor will give written notice to the State within ten (10) days after receiving actual notice that the Contractor or an employee of the Contractor in the State of Indiana has been convicted of a criminal drug violation occurring in the workplace.