Att G - Q&A - posted 7.23.25.xlsx
XLSX spreadsheet 22 KB Posted
- Solicitation number
- 25-83926
- Issued by
- Indiana
About this file
The file is a Questions and Answers (Q&A) document for RFP-25-83926 issued by the Indiana State Department of Agriculture (ISDA) and involving the Division of Soil Conservation, focusing on a comprehensive Capacity Development Needs Assessment for Soil and Water Conservation Districts (SWCDs). The project involves conducting a one-year assessment with potential for a one-year renewal, anticipated to kick off in October 2025, with monthly virtual District Capacity Development workgroup meetings. The contractor will be responsible for data collection, technology needs assessment, training resource evaluation, and producing deliverables including an executive summary, technical report, and up to three presentations to stakeholders like the State Soil Conservation Board (SSCB). The project will use a combination of in-person and virtual work methods, with potential site visits to SWCDs to obtain direct feedback.
The procurement has a total budget of $250,000 for the initial one-year contract, with administrative costs limited to 10% of the total budget. The RFP includes significant set-aside designations for diversity initiatives, specifically targeting 8% for Minority Business Enterprises (MBE), 11% for Women Business Enterprises (WBE), and 3% for Indiana Veteran Owned Small Businesses (IVOSB). The evaluation criteria will allocate 50 points for management assessment, 30 points for cost, and additional points for diversity initiatives, with a total of 103 possible points. The final report will be used to inform strategic planning, support funding requests, guide program design, and establish a baseline for measuring progress, primarily by ISDA and the SSCB, with potential sharing among conservation partners.
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Other files
| File | Type | Posted |
|---|---|---|
| Clarification 1.pdf | ||
| RFP Boilerplate_06.11.25 - 2.pdf | ||
| Att D Cost Proposal - corrected.xlsx | XLSX spreadsheet | |
| Att A - MWBE - ready.docx | DOCX document | |
| Att A1 - IVOSB - ready.docx | DOCX document | |
| Att J - Attestation Form - READY.docx | DOCX document | |
| Att E - Business Proposal-ready.docx | DOCX document | |
| Att F - Technical Proposal - ready.docx | DOCX document | |
| Att G - Q&A - ready.xlsx | XLSX spreadsheet | |
| Att K - Scope of Work.pdf | ||
| Att B - Professional Services Contract Template.docx | DOCX document | |
| Att C - IEI Form.xls | XLS spreadsheet | |
| Att D - Cost Proposal -ready.xlsx | XLSX spreadsheet | |
| Att I - Pre-proposal Network Form - READY.docx | DOCX document | |
| RFP Boilerplate_06.11.25 - ready to post.pdf | ||
| Att H - Reference Check Form - need date.docx | DOCX document |
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Text version
Question & Inquiry Form
| Attachment G | ||||||
| Question and Answer Template | ||||||
| RFP-25-83926 Assessing Soil and Water Conservation Needs | ||||||
| Please submit your questions in the form below (yellow shaded area) per RFP Section 1.24. | ||||||
| Click the dropdown in the RFP Document Column to select topic. | ||||||
| No. | RFP Document | Section Number | Page | Topic | Question | Response |
| 1 | Attachment D Cost Proposal | Administrative costs | Do IDOA or ISDA have a policy on maximum administrative cost rates that apply to this RFP? | Adminstrative costs must not exceed 10% of the total budget. | ||
| 2 | Attachment D Cost Proposal | Administrative costs | Do IDOA or ISDA have a policy on university overhead rates (facilities and administration) that apply to this RFP? | Adminstrative costs must not exceed 10% of the total budget. | ||
| 3 | RFP Documents | Attachment K, 2.3 Objectives, Phases 1-4 | 3 | Project management | What is the role of the contractor at the monthly District Capacity Development workgroup meetings? Convening meetings? Taking minutes? Presenting updates? Other? | Role of the contractor at the monthly District Capacity meetings would be setting the regularly scheduled meeting, providing progress updates, asking for feedback from the workgroup, taking notes, and sharing a summary of the meeting and action items with the workgroup. ISDA will have a representative who will be the primary point of contact for this project who can help as needed. |
| 4 | RFP Documents | Attachment K, Scope of Work, Objectives to be achieved, #4 Evaluate resource needs | 5 | Technology needs assessment and recommendations | How in depth does ISDA anticipate the technology needs assessment and recommendations will be? Is ISDA looking for specific, step-by-step software and technology recommendations or more generalized approaches to meet identified gaps/needs? | Generalized approach, with the hope to identify technology hinderances, barriers, and recommendations for improved communications, delivery, and building capacity at the local level. |
| 5 | RFP Documents | Attachment K, 2.3 Objectives, Phases 1-4 | 3 | Data collection | Using which methods and to what degree will ISDA facilitate connection with the SWCD employees and Board of Supervisors to ensure that the contractor gets buy-in and robust engagement for data collection? | ISDA and the District Capacity Workgroup will help facilitate SWCD connections and engagement through, but not limitied to: newsletters, electronic communications, attendence at SWCD events or conferences, State Soil Conservation Board (SSCB) mentionings, and other ideas. |
| 6 | RFP Documents | Attachment K, 2.3 Objectives, Phases 1-4 | 3 | Data collection | Thinking specifically about the assessment of training resources, technology resources, etc., will the work be in-person, virtual, or a combination? Does ISDA anticipate a need for the contractor to visit SWCD locations? | We anticipate a combination of in-person and virtual work. ISDA does see the benefit of visiting a couple of SWCDs in an effort to obtain honest feedback from SWCDs. |
| 7 | RFP Documents | Attachment K, 2.3 Objectives, Phases 1-4 | 3 | Reporting | What elements does ISDA anticipate will be included as part of final reporting and dissemination? Technical report? Executive summary/brief? Powerpoints? Presentations? Other? | ISDA anticipates the following to part of the final reporting an dissemination: executive summary, a techincal report of results and implementation recommendations, presentations to at least the SSCB and the District Capacity Workgroup. These results may end being shared or used among the Indian COnservation Partnership for the purposes of advocating for SWCD support. |
| 8 | RFP Documents | Attachment K, 2.3 Objectives, Phases 1-4 | Travel | At what location(s) will monthly District Capacity Development workgroup meetings occur? If meetings are in person, will any be held outside Indianapolis and require travel? | We anticipate the District Capacity Workgroup meetings to be held virtually. Final presentation may be virtual or in-person. | |
| 9 | Attachment D Cost Proposal | Deliverable 1 | Do you forsee the monthly district capacity development workgroup meetings to be in person, virtual or hybrid? | We anticipate the District Capacity Workgroup meetings to be held virtually. Final presentation may be virtual or in-person. | ||
| 10 | Deliverable 6 | Would the potential 3 presentations be in person? | At-least one presentation to the SSCB at a public meeting in-person would be preferred, but not required. ISDA has the technology to host these presentations virutally. ISDA can also assist in securing locations, technology, invites, etc. | |||
| 11 | "Initial 2 year contract period" | Is the full cost proposal include only one years worth of work or two? | One year's worth of work. | |||
| 12 | RFP Documents | 2.1 | 3 | Funding Availability | Is the full $250,000 available for the 1 year contract or should money be set aside for the potential of an additional year? | Available for the 1 year contract. |
| 13 | 2.2 | 3 | Project Timeline | When does your team envision starting this project? Early October? | ISDA anticipates project kickoff in October 2025. | |
| 14 | What is the cause of the procurement? | This procurement was developed as an ask from the State Soil Conservation Board (SSCB) in how to better understand the gaps or needs SWCDs have or experience related to operational capacity and how ISDA Division of Soil Conservation and the SSCB can support addressing those needs with current and future resources. | ||||
| 15 | Was a similar assessment done in the past? | A similar assessment was completed in 2016 internally by ISDA. | ||||
| 16 | How will the final report be utilized and by whom? | This report will be used to inform strategic planning, support funding and resource requests, guide program design and delivery, engage partners, and establish a baseline for helping measure porgress and success. The final report will be predominantly used by ISDA and the SSCB; however, other conservation partners who work closely with SWCDs will also have access to this report. | ||||
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| Attachment A MWBE Commitment |
| Attachment A1 - IVOSB Commitment |
| Attachment B Sample Contract |
| Attachment C Indiana Economic Impact Form |
| Attachment D Cost Proposal |
| Attachment E Business Proposal Template |
| Attachment F Technical Proposal Template |
| Attachment H Reference Form |
| RFP Documents |
| Other |
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