Att E - Business Proposal.docx

RFP XX-XXXXX Business Proposal Attachment E

1.0 General (optional)

Please introduce or summarize any information the Respondent deems relevant or important to the State’s successful acquisition of the products and/or services requested in this solicitation.

2.0 Respondent’s Company Structure

Please include in this section the legal form of the Respondent’s business organization, the state in which formed (accompanied by a certificate of authority), the types of business ventures in which the organization is involved, and a chart of the organization.

If the organization includes more than one (1) product division, the division responsible for the development and marketing of the requested products and/or services in the United States must be described in more detail than other components of the organization. Please enter your response below and indicate if any attachments are included.

3.0 Company Financial Information

This section must include documents to demonstrate the Respondent’s financial stability. Examples of acceptable documents include 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, explain why, and include an income statement and balance sheet, for each of the two most recently completed fiscal years.

If the documents being provided by the Respondent are those of a parent or holding company, additional information should be provided for the entity/organization directly responding to this solicitation. That additional information should explain the business relationship between the entities and demonstrate the financial stability of the entity/organization which is directly responding to this solicitation.

4.0 Integrity of Company Structure and Financial Reporting

This section must include a statement indicating that the CEO and/or CFO, of the responding entity/organization, has taken personal responsibility for the thoroughness and correctness of any/all financial information supplied with this proposal.

The areas of interest to the State in considering corporate responsibility include the following items: separation of audit functions from corporate boards and board members, if any, the manner in which the organization assures board integrity, and the separation of audit functions and consulting services. The State will consider the information offered in this section to determine the responsibility of the Respondent under IC 5-22-16-1(d).

5.0 Contract Terms/Clauses

A sample contract that the State expects to execute with the successful Respondent(s) is provided in Attachment B. 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 provided in Attachment B.

Please review the contract and indicate per Attachment J Section 2.0 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. If you require additional contract terms, please include them in this section. It is the State’s strong desire to not deviate from the contract provided in the attachment and as such the State may reject any or all requested changes.

5.1 The mandatory contract terms are as follows:

· Agreement to Use Electronic Signatures

· 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

· Renewal Option

· Termination for Convenience

· Non-Collusion and Acceptance

5.2 The substantively required terms are as follows:

· Duties of Contractor, Consideration, and Term of Contract

· Ownership of Documents and Materials

· Payments

· Liquidated damages

This solicitation and all portions of the Respondent’s response will be incorporated as part of the final contract.

The contracting agency will make the determination during contract negotiations whether proposed alternative language is acceptable. Proposed alternative language is not automatically accepted. The agency has the option to decline proposed language. Inability for the agency and the awardee(s) to agree to terms could jeopardize the contract and end the negotiations. If you are requesting any proposed changes to the Sample Contract (Attachments B, B1-B3), please answer “Yes” below and attach the word document with “Redlines” or Track Changes enabled. IDOA will not consider changes later proposed that were not included with your proposal.

6.0 References

Reference information is captured in Attachment H. Respondent should complete the reference information portion of Attachment H which includes the name, address, and telephone number of the client facility and the name, title, and phone number or email of a person who may be contacted for further information if the State elects to do so. The rest of Attachment H should be completed by the reference and emailed by the reference DIRECTLY to the State. The State should receive three (3) Attachment Hs from clients for whom the Respondent has provided products and/or services that are the same, or similar, to those products and/or services requested in this solicitation.

· Attachment H should be submitted to idoareferences@idoa.in.gov

· Attachment H should be submitted by the due date listed in Section 1.23 of the solicitation. Please provide the customer information for each reference below.

Customer 1

Legal Name of Company or Governmental Entity

Company Mailing Address

Company City, State, Zip

Company Website Address

Contact Person

Contact Title

Company Telephone Number

Company Fax Number

Contact E-mail

Industry of Company

Customer 2

Legal Name of Company or Governmental Entity

Company Mailing Address

Company City, State, Zip

Company Website Address

Contact Person

Contact Title

Company Telephone Number

Company Fax Number

Contact E-mail

Industry of Company

Customer 3

Legal Name of Company or Governmental Entity

Company Mailing Address

Company City, State, Zip

Company Website Address

Contact Person

Contact Title

Company Telephone Number

Company Fax Number

Contact E-mail

Industry of Company

7.0 Subcontractor Agreements

7.1 Per RFP Section 1.21 Indiana Veteran Owned Small Business Subcontractor (IVOSB) of the solicitation document, explain the process followed to engage with potential IVOSB owned Indiana certified businesses listed on the IDOA website. List the businesses invited to discuss the opportunity for potential partnership.

7.2 If not proposing IVOSB subcontractor partnership, explain the rationale for declining to do so.

8.0 General Information

Respondent must enter your company’s general information including contact information below.

Business Information

Legal Name of Company

Contact Name

Contact Title

Contact E-mail Address

Company Mailing Address

Company City, State, Zip

Company Telephone Number

Company Fax Number

Company Website Address

Federal Tax Identification Number (FTIN)

Number of Employees (company)

Years of Experience

Number of U.S. Offices

Year Indiana Office Established (if applicable)

Parent Company (if applicable)

Revenues ($MM, previous year)

Revenues ($MM, 2 years prior)

% Of Revenue from Indiana customers

8.1 Does your company have a formal business continuity and/or disaster recovery plan? Please provide a yes/no response. If not, please provide an explanation of any alternative solution your company has to offer. If yes, please note and include as an attachment.

8.2 What is your company’s technology and process for securing any State information that is maintained within your company?

9.0 Experience Serving State Governments

Please provide a brief description of your company’s experience in serving state governments and/or other governmental bodies.

10.0 Experience Serving Similar Clients

Please describe your company’s experience in serving customers of a similar size to the State with similar scope. Please provide specific clients and detailed examples.

11.0 Extending Pricing to other Governmental Bodies

The Respondent must indicate if it agrees to extend the prices of awarded products and/or services to other governmental bodies. The Respondent should note the following:

· Other Governmental Bodies are defined as an agency, a board, a branch, a bureau, a commission, a council, a department, an institution, an office, or another establishment of any of the following:

1. The judicial branch

2. The legislative branch

3. A political subdivision as defined in IC 5-22-2-22 and IC 36-1-2-13 (includes school corporations, municipal corporations, Legislative body, Taxing district, Town, Township, and Unit)

4. A State educational institution

· The State DOES NOT accept any responsibility for purchase orders issued by other governmental bodies.

· All other governmental bodies must be willing to accept items as described in the specifications without any changes once the solicitation is awarded.

12.0 Cloud Terms and Conditions

Additional Terms and Conditions related to Cloud-based systems the State expects to execute with the successful Respondent(s) are provided in Attachments B1, B2, and B3, respectively Infrastructure-as-a-Service (IaaS), Platform-as-a-Service (PaaS) and Software-as-a-Service (SaaS). Depending on your proposed System, you could be required to agree to one or more of the Additional Terms and Conditions. It is the State’s strong desire not to deviate from the Additional Terms and Conditions that are provided in these attachments and as such the State reserves the right to reject all requested changes. Any or all portions of this solicitation and any or all portions of your response may be incorporated as part of the final contract.

Please indicate in your response below which of these sets of Additional Terms and Conditions you believe applies to your proposed System. Review these Additional Terms and Conditions and indicate acceptance and / or any redlined edits, via Track Changes. Redlines proposed shall be accompanied by a detailed comment outlining the rational for the update.

13.0 Subcontractors

The Respondent is responsible for the performance of any obligations that may result from this solicitation and shall not be relieved by the non-performance of any subcontractor. Respondent’s proposal must identify all subcontractors including those not submitted in Attachment A and describe the contractual relationship between the Respondent and each subcontractor. Per instructions in Attachment J, either a copy of the executed subcontract or a letter of agreement over the official signature of the firms involved must accompany each proposal.

Any subcontracts entered into by the Respondent must be in compliance with all State statutes and will be subject to the provisions thereof. For each portion of the proposed products or services to be provided by a subcontractor, the Attestation Form, Attachment J, must include the identification of the functions to be provided by the subcontractor and the subcontractor’s related qualifications and experience.

The combined qualifications and experience of the Respondent and any or all subcontractors will be considered in the State’s evaluation. The Respondent must furnish information to the State as to the amount of the subcontract, the qualifications of the subcontractor for guaranteeing performance, and any other data that may be required by the State. All subcontracts held by the Respondent must be made available upon request for inspection and examination by appropriate State officials, and such relationships must meet with the approval of the State. The Respondent must list any subcontractor’s name, address, and the state in which formed that are proposed to be used in providing the required products or services. The subcontractor’s responsibilities under the proposal, anticipated dollar amount for subcontract, the subcontractor’s form of organization, and an indication from the subcontractor of a willingness to carry out these responsibilities are to be included for each subcontractor. This assurance in no way relieves the Respondent of any responsibilities in responding to this solicitation or in completing the commitments documented in the proposal.

The Respondent must indicate which, if any, subcontractors qualify as a Veteran Owned Small Business under IC 4-13-16.5-1 and IC 5-22-14-3.5. See Section 1.21 and Attachment A for Veteran Business information.

IVOSB entities (whether a prime or subcontractor) must have a Bidder ID. If registered with IDOA, this should have already been provided. IVOSBs that are only registered with the Federal Center for Veterans Business Enterprise will need to ensure that they also have a Bidder ID provided by IDOA (please see RFP Section 1.16 for details). More rows may be inserted if necessary.

☐ Executed contract or ☐ Letter of Agreement

☐ Executed contract

☐ Executed contract

☐ Executed contract

☐ Executed contract

☐ Executed contract

14.0 Evidence of Financial Responsibility

Insert the following language when applicable: If the contract is greater than One Million Dollars ($1,000,000.00), financial surety or protection may be required. This will require the successful bidder to submit evidence of financial responsibility prior to submission of a fully executed contract. The evidence of financial responsibility shall not exceed 10% of the contract price. If the section is deleted for more than $1,000,000 resulting contract, the agency must provide documentation to IDOA of their desire to remove it. This should include the reasoning behind that decision.

15.0 Payment

Respondent should be able to accept payment by credit card as an optional form of payment but should be able to accept other forms of payment from the State as well. In the Respondent’s proposal, the Respondent should agree to accept any credit card-user handling fees associated with acceptance of the State’s Purchasing Card. Please demonstrate how your company will meet this requirement of accepting payment by credit card as the only form of payment if the State chooses to implement this policy.