35-26-85738 Addendum.pdf

This is an addendum to a Request for Quotation issued by the Indiana Department of Administration on behalf of the Governor's Planning Council for People with Disabilities for DD Council Meeting Management and Annual Council Leadership Summit services. The addendum modifies key contact information and adjusts the submission deadline for Response Part One. The original procurement solicitation number 35-26-85738 seeks a qualified contractor to provide comprehensive administrative, logistical, and compliance support for bimonthly Council meetings (three in-person and three virtual), a two-day Annual Meeting and Leadership Summit, and ongoing member management services. The contractor will be responsible for securing accessible venues, preparing and distributing meeting materials in accessible formats, maintaining member rosters, and ensuring operations comply with Indiana's Open Door Law and ADA accessibility requirements. The original response submission deadline of December 19, 2025, has been extended to January 5, 2026, at 3:00 PM ET. The contact for procurement inquiries has been updated from Arthur L. Sample IV to Mike Huth at jonhuth@idoa.in.gov. The contract will commence upon execution and continue through September 30, 2027, with potential renewal based on performance and funding availability.

Contractor qualifications must include 2-5 years of experience supporting public boards, knowledge of Indiana's Open Door Law, familiarity with ADA accommodations, and strong organizational skills. Evaluation will assess experience and qualifications (30 points), approach and work plan clarity (25 points), and contractor capacity and availability. The procurement includes specific participation goals requiring 8% minority business enterprise participation, 11% women's business enterprise participation, and a 3% Indiana Veteran Owned Small Business goal. Purchasing preferences prioritize U.S. manufactured products, Indiana businesses, Indiana manufactured products, recycled content materials, and Indiana small businesses. All costs must include overhead, administrative fees, and any subcontractor expenses, with payment made upon submission of itemized invoices and approval of deliverables. Respondents must comply with Indiana Code employment eligibility verification, drug-free workplace certification, nondiscrimination standards, and ethics obligations. The contract allows for potential termination with 30 days' notice and cancellation if funding becomes unavailable.