April 29, 2026 Pre-Proposal Conference IDOA.pdf

Welcome

Welcome

Pre-proposal Meeting April 29th, 2026

RFPs

State of Indiana Bidder Profile

• A bidder profile with IDOA is required to access the Indiana Supplier Portal and to submit bid responses.

• Scan the QR Code to access Supplier Portal Information.

• Before an award may be granted, the bidder must be registered with the Secretary of State

Required Submission Forms/Documents

• Attachment A – MWBE Participation Plan Form

• Letters of Commitment

• Certification Documentation

• Attachment C – Indiana Economic Impact Form

• Attachment D – Cost Proposal Template

• Attachment E – Business Proposal Template

• Attachment F – Technical Proposal Template

• Attachment H – Reference Check Forms

• Must be completed by the reference and emailed directly to the State

• Attachment J – Attestation Form

Executive Summary

The Executive Summary must be completed and submitted via the online submission process. At a minimum, your Executive Summary must address the following (also outlined in Section 2.2 of the RFP):

• Summarize your ability and desire to supply the required services;

• Make sure the Executive Summary is signed by an authorized representative;

• Include your primary contact

• State your understanding of the respondent notification; and

• Indicate status regarding Secretary of State registration.

You may include additional “cover letter” information within the Executive Summary if desired.

Attestation Form

The Attestation Form (Attachment J) must be completed.

• Mandatory Submission and Requirements

• Confirm Mutual Understanding and Submission

• Claim Clarification (Buy Indiana), if applicable

• Subcontractors per RFP 2.3.10

• Confidential / Redacted File Information

Indiana Economic Impact Form (IEI)

Attachment C

• Respondents must submit this completed attachment, but it will not be used for evaluation purposes.

• Definitions of FTE (Full-Time Equivalent)

• Example: If a Respondent has five (5) full time employees, is bidding on its 5th contract, and all contracts get an equal amount of commitment from the employees, then each employee commits 20% of his/her time to the new contract:

o0.2 x 5 employees –1 FTE

Cost Proposal

Attachment D

• Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells. The Total Cost will populate automatically. The Cost Proposal must be returned in the original Excel format. (No PDFs.)

• Cost Proposals are scored based on the Total Cost for the initial term. Using an estimated 30 point score for the Cost, the lowest cost proposal receives a total of 30 points. The normalization formula is as follows:

• Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 30

Business Proposal Attachment E

• Company Financial Information (Section 2.3.4)

• 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.

• Contract Terms (Section 2.3.6)

• Respondents should review sample State contract and note exceptions to State non-mandatory clauses in Business Proposal and Executive Summary.

• The State may refuse to consider any redlines requested in negotiation of a contract that were not specifically identified and included in a vendor’s response.

• Mandatory clauses are non-negotiable.

References (Section 2.3.7)

• Often, Respondents must have at least three (3) references who:

• Can speak to the Respondent’s experience in providing products and/or services that are the same, or similar, to those products and/or services requested in this solicitation

• Can speak to the Respondent’s performance on contracts of similar scope for government clients

• Respondents must ask each reference to complete Attachment H (Reference Check Form) and email it directly to IDOA (idoareferences@idoa.in.gov) by the date specified in the solicitation.

mailto:idoareferences@idoa.in.gov

Technical Proposal

Attachment F

• Every point made in each section must be addressed in the order given. The same outline numbers must be used in the response.

• Where appropriate, supporting documentation may be referenced by a page and paragraph number. However, when this is done, the body of the Technical Proposal must contain a meaningful summary of the referenced material.

• The referenced document must be included as an appendix to the technical proposal with referenced sections clearly marked.

• If there are multiple references or multiple documents, these must be listed and organized for ease of use by the State.

Confidential Information Confidential Information (RFP Main Document - Section 1.15)

• All materials contained in proposals are subject to the Access to Public Records Act (APRA) and can be accessed by any member of the public after contract award. The responses are deemed to be “public records” unless a specific provision of IC 5-14-3 protects parts of the response from disclosure.

• In order to request certain information be kept confidential, Respondents must claim a statutory exception to the APRA in their Attestation Form (Attachment J), including a description of which specific provision applies to any specific part of their response.

• Confidential information must also be clearly marked and kept separate from the proposal in the electronic copies. IDOA recommends sending a “public” file that has the confidential information redacted (may be in PDF format) and a “final” file that includes all required information (must be in format provided).

• A redacted version must be submitted along with the Confidential copy.

• DO NOT LABEL YOUR ENTIRE RESPONSE AS CONFIDENTIAL.

Optional Submission Forms/Documents

Submission of these documents is optional and does not impact your ability to submit a proposal.

• Attachment I - Pre-Proposal Networking Opportunity Form

• Attachment G - Questions and Answers Form

Please see the Key Dates section (RFx Main Document) of each solicitation to confirm due dates for these items.

Evaluation Criteria

Minority and Women’s Business Enterprises

• Mission/Vision

• Promote, monitor, and enforce the standards for certification of minority and women’s business enterprises.

• Provide equal opportunity to minority and women enterprises in the state’s procurement and contracting process.

• Nondiscrimination and Antidiscrimination Laws

• Pursuant to Indiana Civil Rights Law, specifically IC §22-9-1-10, every state contract shall contain a provision requiring the contractor and subcontractors to not discriminate against any employee or applicant with respect to Protected Characteristics

• Contact Information

• Phone: 317-232-3061

• Email: mwbecompliance@idoa.in.gov

• Web: www.in.gov/idoa/mwbe

• Complete Attachment A, MBE/WBE Form

• Include sub-contractor letter of commitment

• Goals for Proposal

• 8% Minority Business Enterprise of Total Bid Amount

• 11% Women’s Business Enterprise of Total Bid Amount mailto:mwbecompliance@idoa.in.gov http://www.in.gov/idoa/mwbe

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

• Are listed in the IDOA Directory of Certified Firms, on or before the proposal due date, national diversity plans are generally not accepted. The directory can be found here: http://www.in.gov/idoa/mwbe/2743.htm.

• Serve a Valuable Scope Contribution (VSC) on the engagement, as confirmed by the State.

• Provide the goods or services specific to the contract and within the industry area for which it is certified.

• National Diversity Plans are generally not acceptable.

http://www.in.gov/idoa/mwbe/2743.htm

Prime contractors should note the following:

• Subcontractors’ MBE/WBE Certification Letter, provided by IDOA, must accompany the proposal to show current status of certification.

• Each firm may only serve as one classification –MBE or WBE (see section 1.22)

• Pursuant to 25 IAC 5-6-2(b)(d), 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.

Professional Services Scoring Methodology.

Points will be awarded on the following schedule:

• MBE:

• WBE:

• Fractional percentages will be rounded up or down to the nearest whole percentage.

• If the respondent’s commitment percentage is rounded down to 0% for MBE or WBE participation the respondent will receive 0 points.

• Submissions of 0% participation will result in a deduction of 1 point in each category.

• The highest submission which exceeds the goal will receive 6 points (5 points plus 1 bonus point).

In case of a tie both firms will receive 6 points.

• For MBE participation, “exceeds” is defined as a commitment percentage that is equal to or greater than 9% before rounding.

• For WBE participation, “exceeds” is defined as a commitment percentage that is equal to or greater than 12% before rounding.

Indiana Veteran Owned Small Business

• Contact Information

• Phone: 317-232-3061

• E-mail: Indianaveteranspreference@idoa.in.gov

• Web: www.in.gov/idoa/2862.htm

• Complete Attachment A1, IVOSB Form

• Include sub-contractor letters of commitment

• Goals for Proposal

• 3% Veteran Owned Small Business of Total Bid Amount mailto:Indianaveteranspreference@idoa.in.gov http://www.in.gov/idoa/2862.htm

Prime contractors should note the following:

• Pursuant to 25 IAC 9-4-1(c), a Prime Contractor who is an IVOSB can use their own workforce to count toward the goal.

• IVOSB must have a Bidder ID (see section 2.3.7 - Department of Administration, Procurement Division).

• Prime contractor and/or subcontractors’ Certification Letter(s), provided by IDOA or Federal Center for Veterans Business Enterprise (VA OSDBU), must accompany the proposal to show the current status of certification.

• Each firm may only serve as one classification –MBE, WBE, or IVOSB (see section 1.22).

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

• Must be listed on the IDOA Directory of Certified Firms, on or before the proposal due date.

• Serve a Valuable Scope Contribution (VSC) on the engagement, as confirmed by the State.

• Valuable Scope Contribution – A business function that supports the scope of this solicitation.

• Provide the goods or services specific to the contract and within the industry area for which it is certified.

• Process. IVOSB scoring is conducted based on 5 points plus a possible 1 bonus point scale.

• IVOSB: Possible 5 points + 1 bonus point

• Professional Services Scoring Methodology. The points will be awarded on the following schedule:

• Fractional points will be awarded based upon a graduated scale between whole points. (e.g., a 0.3% commitment will receive .5 points and a 1.5% commitment will receive 2.5 points)

• Submissions of 0% participation will result in a deduction of 1 point in each category

• The highest submission which exceeds the goal will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points.

Subcontractor Compliance Pay Audit System

• Tool utilized to monitor the state’s diversity spend for subcontractors

• Selected primes and subcontractors are required to report payments submitted or received through this web-based tool

• Based on contract terms payments should be reported monthly or quarterly

• Questions? Contact the Division of Supplier Diversity o mwbecompliance@idoa.in.gov o www.in.gov/idoa/mwbe/payaudit.htm mailto:mwbecompliance@idoa.in.gov mailto:mwbecompliance@idoa.in.gov http://www.in.gov/idoa/mwbe/payaudit.htm http://www.in.gov/idoa/mwbe/payaudit.htm

Submission Requirements

• You must be a registered bidder to submit a proposal.

• Please refer to section 1.8 of the RFP document for instructions regarding the online submission process using the Supplier Portal.

• It is your responsibility to ensure that all required documents and forms are submitted prior to the due dates. Failure to complete or submit required documents and forms may result in disqualification or loss of points.

Additional Resources for Bidders

• Link to the bidder registry with IDOA and Secretary of State

• http://www.in.gov/idoa/2464.htm

• Secretary of State of Indiana

• Can be reached at (317) 232-6576 for registration assistance.

• www.in.gov/sos

• IDOA Vendor and Supplier Resource Center

• http://www.in.gov/idoa/3106.htm

• Minority and Women Owned Business Enterprises

• For more information and full listing of IDOA Minority and Women Owned

Businesses

• http://www.in.gov/idoa/2352.htm http://www.in.gov/idoa/2464.htm http://www.in.gov/idoa/2464.htm http://www.in.gov/sos http://www.in.gov/sos http://www.in.gov/idoa/3106.htm http://www.in.gov/idoa/3106.htm http://www.in.gov/idoa/2352.htm http://www.in.gov/idoa/2352.htm

Questions?

REQUEST FOR PROPOSAL 26-85939

FSSA Learning Management System

Simran Kandola

Purpose of the RFP

The purpose of this solicitation is to select a vendor that can satisfy the State’s need to provide a fully functional learning management system (LMS) to meet State and Federal requirements by administering numerous agency specific training courses for the FSSA Privacy & Security Office (PSO) and the Division of Family Resources (DFR).

Scope of Work The FSSA PSO utilizes custom, agency specific training modules to comply with privacy and security standards for CMS ARC_AMPE, the Social Security Administration, HIPAA, State and FSSA policies and procedures, and numerous Federal requirements under 45 CFR §164.530 (b)(1-2).

The DFR utilizes custom, division specific modules to train staff on services provided by DFR to qualifying Hoosiers.

Objectives:

• Procure a solution that provides a user friendly interface for management staff and trainees. Ensure the tool can easily load FSSA developed training modules and retain all historical training modules from the current solution.

• Provide quick access to audit logs for management to prove user training compliance and completion.

• Ensure seamless retention of historical user training records with the ability to audit in real time, and robust reporting.

The current e-learning management system is an out of the box solution, that allows FSSA to load FSSA created training modules into the tool. Learning paths are used to set educational milestones for users. The current solution includes built-in analytics to track course status and completion. It allows for verifying compliance, scheduling reports, and has a searchable, cloneable, fully customizable system reports. FSSA can keep track of license usage, onboarding progress, exam scores, phishing click-through and report rates. The current solution also provides a Security Awareness training package, containing curated ready to use training modules.

The current system is intuitive and easy to use, with little engagement with the vendor outside of helpdesk support. FSSA staff creates training modules, loads modules into the solution, and enrolls users.

FSSA is seeking to have very minimal disruption from the current state and a minimal learning curve for this procurement. FSSA would like the ability to drill down further in some areas for method improvement, including but not limited to; lesson data, curricula data, individual user quiz results (not just aggregate for the whole module). FSSA would also like the ability to set limits on module rounds between different users, currently limits are only set on registration.

Project Management Plan (PMP):

The Vendor shall develop an overall PMP that addresses the approach and execution of duties, delivered within 15 days after Contract start. The PMP shall be developed according to industry standards and best practices, including the Project Management Institute’s (PMI) latest Project Management Body of Knowledge (PMBOK) and IEEE system and software processes where applicable. Once approved, the Vendor shall maintain and modify the PMP to reflect evolving schedules, priorities, and resources.

At a minimum, the PMP shall include:

• Project Schedule: With milestones and tasks on a timeline for project delivery and enhancements.

• Project Organization and Resource and Staffing Plan: Including vital personnel by name, title, job function, location, and employment type (Vendor or subvendor).

• Requirements Traceability Matrix (RTM): Tracking requirements (ID, description, source, type) to ensure all are met.

• Issue Management Plan: Defining how to identify, assess, and manage project issues.

• Risk Management Plan: Outlining processes for identifying, assessing, and mitigating risks.

• Communication Plan: Defining information dissemination to the project team and stakeholders.

• Quality Management Plan: Defining quality standards, practices, resources, and responsibilities.

• Training Plan: Outlining training requirements, objectives, and methodologies.

• Deployment Plan: Outlining steps, resources, and timeline for deploying the technical solution.

• Implementation Plan: Describing step-by-step activities and schedule for system integration.

• Descriptions of any tools used to manage Project Plan components.

Term

• The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be a two (2) year renewal for a total of six (6) years at the State’s option.

Key Dates

Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical

Proposal) 50 points

3. Cost (Cost Proposal) 30 points

4. Buy Indiana 5 points

5. Minority Business Enterprise Subcontractor Commitment 5 points

(1 bonus point is available, see Section 3.2.5)

6. Women Business Enterprise Subcontractor Commitment 5 points

(1 bonus point is available, see Section 3.2.6)

7. Indiana Veteran Owned Small Business Subcontractor

Commitment

5 points

(1 bonus point is available, see Section 3.2.7)

Total 100 (103 if bonus awarded)

REQUEST FOR PROPOSAL 26-86535

DMHA Review and Monitoring Plan

Mike Huth

Purpose of the RFP

The purpose of this solicitation is to select a respondent that can satisfy the State’s need for Review and monitoring plan for Indiana Mental Health Funds Recovery Program (MHFRP). It is the intent of DMHA to contract with a respondent that provides quality Review and monitoring plan for Indiana Mental Health Funds Recovery Program (MHFRP).

The Contractor shall perform all review and monitoring activities under this engagement in accordance with the American Institute of Certified Public Accountants (AICPA) attestation standards applicable to Agreed-Upon Procedures (AUP) engagements, including AT-C Section 105 (Concepts Common to All Attestation Engagements) and AT-C Section 215 (Agreed-Upon Procedures Engagements).

The Contractor shall:

• Execute only procedures that have been mutually agreed to by the State and the Contractor prior to performance.

• Ensure all procedures are applied exactly as specified without deviation.

• Maintain detailed workpapers that fully document the procedures performed, evidence obtained, exceptions found, and conclusions drawn.

• Present findings in objective, factual terms without interpretation or assurance.

All deliverables, workpapers, and reports produced under this SOW must be suitable for State audit review and must support the State’s compliance obligations. The Contractor shall immediately notify the State of any issues that could impair adherence to AICPA standards.

Term

• The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be a two (2) year renewal for a total of six (6) years at the State’s option.

Key Dates

Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical

Proposal) 50 points

3. Cost (Cost Proposal) 30 points

4. Buy Indiana 5 points

5. Minority Business Enterprise Subcontractor Commitment 5 points

(1 bonus point is available, see Section 3.2.5)

6. Women Business Enterprise Subcontractor Commitment 5 points

(1 bonus point is available, see Section 3.2.6)

7. Indiana Veteran Owned Small Business Subcontractor

Commitment

5 points

(1 bonus point is available, see Section 3.2.7)

Total 100 (103 if bonus awarded)