Att A - IVOSB Commitment Form.docx

Indiana Veteran Owned Small Business RFP Subcontractor Commitment Form RFP 27-88394 Attachment A

1.0 Introduction

It has been determined that there is a reasonable expectation of Indiana Veteran Owned Small Business (IVOSB) subcontracting opportunities on a contract awarded under this solicitation. Therefore, a contract goal of 3% for Indiana Veteran Owned Small Businesses has been established.

Respondents proposing IVOSB participation must submit this form, Attachment A, and ensure all information submitted is complete, accurate, and compliant with governing State requirements. This Attachment sets forth the requirements and conditions for participation and must be submitted only when IVOSB participation is proposed by the Respondent. The State will not follow up with the Respondent if the subcontracting opportunities are not submitted.

1.1 Governing Bodies

Requirements for IVOSB participation in State of Indiana procurements are established under the statutory and regulatory frameworks outlined in IC 5‑22‑14 and 25 IAC 9. These authorities govern certification, eligibility, participation standards, and compliance responsibilities for all subcontractors proposed under this solicitation, and they collectively provide the basis for the requirements described throughout this Attachment.

1.2 Certification of Accuracy and Agreement to Conditions

Submission of this Attachment signifies the Respondent’s certification that all information contained herein is accurate, complete, and compliant with all applicable statutes, regulations, and program requirements. By submission of the Proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s IVOSB Program(s).

1.3 Contact Information

Questions involving the regulations governing the Subcontractor Commitment Form should be directed to: Indiana Department of Administration (IDOA) at (317) 232-3061, indianaveteranspreference@idoa.in.gov, or the IDOA website at https://www.in.gov/idoa/. Any changes to this information during the term of the contract must be approved by IDOA.

2.0 Requirements for Participation

Respondents must supply all information requested within this Attachment for each proposed subcontractor, including a description of the products or services to be provided, the manner in which such services will be delivered and utilized, the specific deliverables to be furnished, the certified UNSPSC code(s) applicable to the subcontractor’s role, and the subcontract dollar amount and percentage of the total proposal. The Attachment must be completed in full. Missing or incomplete information may affect the determination of IVOSB participation and associated evaluation scoring. See Section 3.2.5 (IVOSB) for scoring formulas and bonus point criteria.

All proposed subcontractors must be properly certified by the State of Indiana and appear on the State’s Certified IVOSB listing (https://www.in.gov/idoa/) on or before the proposal due date.

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)). The IVOSB respondent must list their company contact information only on the Subcontractor Commitment Form. If the Respondent is an IVOSB certified entity, the Respondent must indicate this on Attachment J, Attestation Form. The IVOSB Respondent will receive the total points for the IVOSB evaluation criteria, but additional IVOSB Subcontractors must be included if the IVOSB Respondent is seeking the additional bonus point.

2.1 Subcontractor Letter of Commitment

A signed Subcontractor Letter of Commitment, prepared on the subcontractor’s official letterhead, must accompany this Attachment for each proposed IVOSB firm. Each letter shall state and will serve as acknowledgement from the firm of the subcontracted amount and percentage, describe the products and/or services to be provided on this project, and identify the anticipated date or period of performance. If the Respondent to the solicitation is an IVOSB certified entity, the letter submitted with their response must confirm as much. For scoring purposes only, the IVOSB subcontractor amount and subcontractor percentage is 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.

The Total Bid Amount reported in this Attachment must correspond exactly to the Total Bid Amount submitted in Attachment D – Cost Proposal INSERT TAB NAME AND CELL IDENTITY IF HELPFUL. The State may deny evaluation points if the letter(s) is/are not attached, not on company letterhead, not signed and/or does not reference and match the subcontract amount, the subcontract amount as a percentage of the Total Bid Amount, and the anticipated period that the Subcontractor will perform work for this solicitation.

2.2 Valuable Scope Contribution (VSC)

Proposed IVOSB subcontractors must provide a Valuable Scope Contribution directly related to the requirements of this solicitation and consistent with the industry areas for which the subcontractor is certified. Participation must represent a value‑added contribution to the project. Activities that do not directly support the scope of work or that rely solely on a respondent’s corporate veteran owned strategy are not sufficient to qualify as IVOSB contribution for purpose of evaluation.

2.3 Payment Reporting and Subcontractor Agreements

If awarded the contract with IVOSB Subcontractor participation, the Respondent will be required to report payments made to IDOA 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 at https://www.in.gov/idoa/.

Further, a copy of each Subcontractor agreement must be submitted to IDOA within thirty (30) days of the effective date of this contract. The contracts may be uploaded into Pay Audit, emailed to indianaveteranspreference@idoa.in.gov or mailed to IDOA at 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.

3.0 Summary of Subcontractor Criteria

It is the responsibility of the Prime Contractor to ensure that each proposed IVOSB subcontractor meets the following criteria.

· Must be listed on State of Indiana Certified IVOSB list at on or before the proposal due date.

· Prime Contractor must include with their proposal the subcontractor’s veteran business Certification Letter provided by IDOA to show current status of certification.

· 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 on State of Indiana Certified IVOSB list at https://www.in.gov/idoa/.

State of Indiana IVOSB Subcontractor Form

RFP#: Click or tap here to enter text.

TOTAL BID AMOUNT: Click or tap here to enter text.

Company Name: Click or tap here to enter text.

Contact Person: Click or tap here to enter text.

Email: Click or tap here to enter text.

Address: Click or tap here to enter text.

Telephone Number: Click or tap here to enter text.

Describe service/product to be provided and how this is a Valuable Scope Contribution of the Contract.

Include the applicable UNSPSC that applies to this commitment: Click or tap here to enter text.

Subcontract Amount: Click or tap here to enter text.

Subcontract Percentage of Total Bid: Click or tap here to enter text.

Provide approximate dates when Subcontractor will perform on this project: Click or tap here to enter text.

Company Name: Click or tap here to enter text.

Contact Person: Click or tap here to enter text.

Email: Click or tap here to enter text.

Address: Click or tap here to enter text.

Telephone Number: Click or tap here to enter text.

Describe service/product to be provided and how this is a Valuable Scope Contribution of the Contract.

Subcontract Amount: Click or tap here to enter text.

Subcontract Percentage of Total Bid: Click or tap here to enter text.

Provide approximate dates when Subcontractor will perform on this project: Click or tap here to enter text.

☐ Please check if additional forms are attached.

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State of Indiana IVOSB Subcontractor Form

RFP#: Click or tap here to enter text.

TOTAL BID AMOUNT: Click or tap here to enter text.

Company Name: Click or tap here to enter text.

Contact Person: Click or tap here to enter text.

Email: Click or tap here to enter text.

Address: Click or tap here to enter text.

Telephone Number: Click or tap here to enter text.

Describe service/product to be provided and how this is a Valuable Scope Contribution of the Contract.

Subcontract Amount: Click or tap here to enter text.

Subcontract Percentage of Total Bid: Click or tap here to enter text.

Provide approximate dates when Subcontractor will perform on this project: Click or tap here to enter text.

Click or tap here to enter text.

Click or tap here to enter text.

Respondent Firm Click or tap here to enter text.

Telephone Number Click or tap here to enter text.

Address

Fax Number

Click or tap here to enter text.

Click or tap here to enter text.

City/State/Zip Code Click or tap here to enter text.

Email Address

Representative Click or tap here to enter text.

Authorizing Signature Click or tap here to enter text.

Date

Printed Name and Title

☐ Please check if additional forms are attached.

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