Att K - SOW Template (2).docx

RFP 27-87884

Real Estate Services

STATEMENT OF WORK

Attachment K

EXECUTIVE SUMMARY

The State of Indiana, through the Indiana Department of Administration (IDOA) seeks to procure a qualified vendor who can provide robust real estate services under RFP 27-87884. IDOA, on behalf of All State Agencies and Other Governmental Bodies, is establishing a quantity purchase agreement (QPA) for these services.

Other Governmental Bodies of the State may utilize the QPA negotiated by IDOA. It is the State’s goal to continue and encourage all other governmental bodies of the State to use the price agreement(s) resulting from this RFP. Increased utilization by these entities significantly enhances the business opportunity for the winning Respondent without having to participate in additional RFP processes individually with these entities.

BACKGROUND AND CURRENT STATE

This RFP consists of four separately evaluated Service Categories:

Service Category 1 – Tenant Representation/ Acquisition Services Service Category 2 – Project Management Services Service Category 3 – Maintenance Ticket Administration Services Service Category 4 – Disposition Services

Respondents may submit a proposal for one, multiple, or all Service Categories. A Respondent is not required to submit a proposal for all Service Categories in order to be considered responsive.

Each Service Category will be evaluated, scored, ranked, and awarded independently. The State reserves the right to award all Service Categories to a single Respondent, award individual Service Categories to different Respondents, or award any combination of Service Categories to one or more Respondents, as determined to be in the best interest of the State.

A Respondent's selection or non-selection for one Service Category shall not affect its eligibility for award under another Service Category.

SCOPE OF WORK

1. Service Category 1: Tenant Representation/ Acquisition Services

1.1 The Contractor shall provide comprehensive tenant representation and real estate advisory services to State agencies for new leases, relocations, renewals, expansions, contractions, consolidations, and other occupancy requirements. Services shall include, but are not limited to:

1.1.1 Requirement & Needs Assessment

· Meet with the requesting agency and IDOA to understand operational requirements, location parameters, timing, budget, security needs, public accessibility, parking, infrastructure, and other facility requirements.

· Assist the agency in developing and validating space requirements and identifying opportunities for consolidation, co-location, or more efficient utilization of space.

· Develop a written requirement summary and search criteria for IDOA/agency approval prior to commencing the market search.

· The Contractor shall deliver the written requirement summary within [five (5) business days] of the kickoff and the initial property survey within [ten (10) business days] of IDOA approval of search criteria. RFP/RFI solicitations for shortlisted properties shall be issued within [five (5) business days] of shortlist confirmation.

1.1.2 Market Research & Property Identification

· Conduct comprehensive market searches for properties meeting the approved requirements.

· Identify both publicly marketed and appropriate off-market opportunities. Evaluate potential properties for location, economics, condition, configuration, accessibility, infrastructure, operational suitability, and other agency-specific requirements.

· Consider applicable State statutory and policy requirements, including IC 4-13-1.1 and IC 4-20.5.

· Prepare property surveys and comparative market analyses for review by IDOA and the requesting agency.

1.1.3 Property Tours & Evaluation

· Coordinate and conduct property tours with agency and IDOA representatives.

· Provide relevant property information, including asking for rental rates, estimated operating expenses, available tenant improvement allowances, parking, occupancy timing, and other material terms.

· Assist the agency in evaluating and narrowing alternatives based upon operational and financial considerations.

· Document agency feedback and establish an approved shortlist of properties for further consideration.

1.1.4 Solicitation & Proposal Management

· Prepare and distribute Requests for Proposals, Requests for Information, or other approved solicitations to landlords and/or their representatives.

· Establish proposal requirements and submission deadlines in coordination with IDOA.

· Receive, organize, review, and analyze landlord proposals.

· Obtain clarification or additional information from landlords when necessary to provide a complete comparison.

· Maintain appropriate documentation of proposals and negotiations.

1.1.5 Financial Analysis

· Prepare detailed financial analyses of competing alternatives using a consistent methodology.

· Analyze base rent, operating expenses, real estate taxes, tenant improvement costs/allowances, utilities, parking, escalation provisions, moving costs, and other occupancy costs as applicable.

· Evaluate total occupancy cost over the proposed lease term.

· Identify financial and operational advantages, disadvantages, and risks associated with each alternative.

· Provide recommendations to assist the State in determining the alternative that provides the best overall value.

1.1.6 Lease Renewal & Stay vs. Go Analysis

· Monitor lease expirations and initiate the renewal/relocation evaluation sufficiently in advance of lease expiration.

· Evaluate the existing location against current market conditions and agency requirements.

· Obtain and analyze renewal proposals from existing landlords.

· Conduct market searches when appropriate to establish competitive alternatives and market leverage.

· Prepare stay-versus-relocate analyses and recommendations for the State.

1.1.7 Negotiation

· Develop negotiation strategies in consultation with IDOA and the requesting agency.

· Negotiate business and economic terms with landlords and their representatives, subject to State approval.

· Negotiate rental rates, escalations, operating expenses, tenant improvement allowances, landlord work, lease term, renewal/termination/expansion options, parking, commencement conditions, and other material business terms.

· Prepare and manage counter offers and revised proposals through completion of negotiations.

· Clearly document the final negotiated business terms for State approval.

1.1.8 Lease Documentation & Execution

· Coordinate with IDOA and State legal counsel in the preparation and review of lease documents.

· Provide negotiated business terms and supporting documentation necessary for preparation of the lease.

· Review lease drafts for consistency with the negotiated business terms and identify discrepancies for IDOA/legal review.

· Coordinate landlord execution and assist IDOA with routing documents through the State's approval and signature process.

· Maintain complete transaction records and final executed documents in the State-approved system.

1.1.9 Transaction Coordination

· Serve as the primary real estate point of coordination among IDOA, the requesting agency, landlord, landlord's broker, and other transaction participants during the site-selection and lease-negotiation process.

· Establish and maintain transaction schedules, milestones, responsibilities, and required approvals.

· Coordinate turnover to the State's project management/facility team following lease execution when construction, furniture, technology, relocation, or other implementation services are required.

1.1.10 Transaction Reporting

· Maintain accurate information regarding active requirements, property alternatives, proposals, negotiations, lease milestones, and completed transactions.

· Provide periodic pipeline/status reports to IDOA.

· Track lease expirations, renewal notice dates, termination dates, options, and other critical lease milestones.

· Maintain transaction documentation sufficient to support State audit and reporting requirements.

1.1.11 Tax Exemption Administration

The Contractor shall coordinate issuance and renewal of State tax exemption certificates to the landlord, ensure landlord acceptance of exemption status (State Form 136), and verify application of exemptions to rent, operating expenses, and tenant‑improvement procurement where applicable. Documentation of exemption status shall be stored with each lease record and verified [annually]. Landlord is responsible of filing for exemption per lease document.

1.1.12 The Respondent shall provide a quarterly project report which details the following:

· Complete projects.

· Status of open projects.

· Estimated completion of open projects.

· Cost avoidance/savings/reductions.

· Commissions.

· Leases executed.

· Program performance measures.

1.1.13 Landlord Compensation

· The Respondent shall secure its transaction compensation directly with the landlord.

· Baseline rate of a 4% commission for each transaction.

· Total compensation retention is capped by rentable square footage.

· Third party compensation or reimbursement must be fully disclosed to the State.

1.2 Service Category 2: Project Management Services

IDOA seeks an experienced Respondent to provide project management services for State real estate projects, including new leases, relocations, renovations, expansions, consolidations, and other facility-related projects as authorized by the State.

The Respondent shall provide comprehensive project management and coordination services from project initiation through completion and closeout. The Respondent shall serve as the State's project management representative and coordinate with IDOA, State agencies, State QPAs, landlords, architects, engineers, contractors, vendors, and other project participants as necessary to facilitate successful project delivery.

Project Management Services may include, but are not limited to, the following:

1.2.1 Project Planning and Management

· Establish project scope, objectives, responsibilities, milestones, schedules, and deliverables.

· Develop and maintain project schedules and track critical milestones.

· Develop, monitor, and report project budgets and anticipated project costs.

· Identify project risks, delays, budget concerns, and other issues requiring State attention or action.

· Conduct and/or participate in project meetings and maintain appropriate project documentation.

· Provide regular project status reporting to IDOA and the applicable State agency.

· Coordinate project activities from initiation through substantial completion and closeout.

1.2.2 Construction Coordination

· Coordinate construction activities associated with new leases, renovations, expansions, relocations, and other State facility projects.

· Coordinate with landlords, architects, engineers, general contractors, subcontractors, and other construction professionals.

· Monitor construction schedules, milestones, budgets, and deliverables.

· Review project progress and identify potential delays, conflicts, cost impacts, or other issues requiring resolution.

· Coordinate review of proposals, estimates, change orders, schedules, and other project documentation.

· Monitor completion of landlord work, tenant improvements, and other construction obligations applicable to the project.

· Assist with punch-list activities, substantial completion, final completion, and project closeout.

· Escalate material schedule, budget, performance, or compliance issues to the State.

1.2.3 Vendor Coordination and Management

· Coordinate third-party vendors and service providers required for project delivery.

· Assist the State with development of project requirements and scopes for applicable vendors. Coordinate vendor schedules and activities with construction and agency occupancy requirements.

· Monitor vendor performance, schedules, costs, and deliverables.

· Coordinate vendor access to project locations as necessary.

· Identify vendor performance issues and communicate or escalate such issues to the State.

· Coordinate vendor activities to minimize conflicts, delays, and duplication of work among project participants.

1.2.4 Move Management

· Develop and coordinate relocation and move plans in consultation with IDOA and the applicable State agency.

· Develop move schedules, sequencing plans, responsibilities, and critical milestones.

· Coordinate moving vendors and other parties involved in relocation activities.

· Coordinate move activities with construction completion, furniture installation, technology requirements, and agency operational needs.

· Assist with employee and agency move communications, as requested by the State.

· Coordinate pre-move and post-move activities and identify unresolved items.

· Manage relocation activities in a manner intended to minimize disruption to State operations.

1.2.5 Initial Space Planning

The Respondent shall have the capability to provide initial conceptual space planning services when requested by the State. Service may include:

· Preliminary test fits and conceptual layouts.

· Space utilization analysis.

· Evaluation of whether potential facilities can reasonably accommodate agency requirements.

· Preliminary allocation of offices, workstations, conference rooms, public areas, storage, and other functional areas.

· Coordination with architects and other design professionals as necessary.

· Identification of potential space-planning issues that may affect project feasibility, cost, or schedule.

Initial space planning services are intended to support early project planning and feasibility evaluation and shall not constitute architectural, engineering, or other professional design services requiring professional licensure unless such services are separately authorized by the State and performed by appropriately licensed professionals.

1.2.6 Project Coordination and Accountability

The Respondent shall establish a clear project management structure and identify the individual responsible for overall project coordination and communication with the State.

The Respondent shall coordinate with the Contractor providing Tenant Representation I Acquisition Services, if applicable, regardless of whether such services are provided by the same Respondent or a different Contractor selected by the State.

The Respondent shall not authorize expenditures, changes in project scope, contract modifications, or other commitments on behalf of the State unless expressly authorized by the State.

1.2.7 Project Documentation and Closeout

The Respondent shall maintain appropriate project records and documentation throughout each assignment, which may include:

· Project schedules and milestone tracking.

· Project budgets and cost tracking.

· Meeting agendas and minutes.

· Vendor proposals and supporting documentation.

· Change-order logs.

· Decision and issue logs.

· Construction and project status reports.

· Punch lists and completion tracking.

· Move schedules and plans.

· Closeout documentation.

· Other project records requested by the State.

Upon completion of each assignment, the Respondent shall provide project documentation to the State in the format and manner required by IDOA or the agency.

1.3 Service Category 3: Maintenance Ticket Administration Services IDOA seeks an experienced Respondent to provide centralized administration and coordination of maintenance requests for State-owned and/or leased facilities. The primary purpose of this Service Category is the administration, coordination, monitoring, and resolution of maintenance requests, rather than the development or implementation of a custom technology solution.

The Respondent shall provide an electronic maintenance ticket management platform to support delivery of these services. The Respondent is not required to develop, design, or own the platform and may utilize an existing commercially available or third-party software solution. Custom software development is not required or preferred.

The platform should provide the functionality reasonably necessary to receive, assign, track, document, report, and close maintenance requests as described herein. The State is not seeking a complex enterprise facility management or custom software solution.

The Respondent shall be responsible for the personnel, administration, landlord and vendor coordination, tracking, follow-up, escalation, reporting, and related services necessary to manage maintenance requests from initial submission through resolution and closeout.

For purposes of staffing and service planning, Respondents should anticipate a portfolio of approximately 350 facilities and approximately 4,000 maintenance tickets annually. These quantities are estimates and do not constitute a minimum or maximum guaranteed volume.

1.3.1 Maintenance Ticket Administration Services

The Respondent shall provide and maintain an online Maintenance Ticket Management Platform that:

· Provides web-based access for authorized State personnel and designated users.

· Allows users to submit maintenance requests by agency, facility, and location.

· Allows maintenance requests to be categorized and prioritized based upon urgency and type of issue.

· Provides real-time ticket status and activity history.

· Maintains date and time stamps for ticket creation, assignment, response, updates, and closure.

· Allows photographs, proposals, invoices, correspondence, and other supporting documentation to be uploaded and retained with the applicable ticket.

· Provides automated notifications and escalation capabilities.

· Maintains searchable historical records.

· Provides reporting and data export capabilities.

· Provides appropriate user permissions and security controls.

· Maintains State maintenance-ticket data in accordance with applicable State data retention and security requirements.

1.3.2 Ticket Intake, Review, and Assignment

The Respondent shall monitor and administer maintenance requests submitted through the Maintenance Ticket Management Platform and shall:

· Review incoming tickets and determine the nature and priority of the request.

· Identify the appropriate party responsible for addressing the request, including the landlord, property manager, State agency, or third-party vendor, as applicable.

· Route and communicate maintenance requests to the appropriate responsible party.

· Identify requests requiring immediate attention or escalation.

· Maintain accurate documentation of actions and communications associated with each ticket.

1.3.3 Landlord and Vendor Coordination

The Respondent shall coordinate with landlords, property managers, vendors, contractors, State agencies, and other appropriate parties to facilitate resolution of maintenance requests.

Services may include:

· Notification and follow-up with landlords and property managers regarding lease-related maintenance obligations.

· Coordination with third-party vendors when authorized by the State.

· Obtaining proposals or estimates when required.

· Coordinating access to State facilities.

· Monitoring vendor and landlord response and performance.

· Tracking outstanding work and anticipated completion dates.

· Escalating unresolved or recurring issues to IDOA.

· Maintaining supporting documentation within the applicable maintenance ticket.

The Respondent shall not authorize expenditures or engage vendors on behalf of the State without the approvals required by the agency.

1.3.4 Ticket Monitoring and Resolution

The Respondent shall actively monitor open maintenance tickets through completion and shall:

· Follow up with responsible parties regarding outstanding requests.

· Provide status updates to State users as appropriate.

· Monitor response and resolution times.

· Escalate overdue or unresolved requests in accordance with State-established procedures.

· Confirm completion of requested work, as appropriate.

· Document the final resolution and close completed tickets.

· Identify recurring maintenance issues or patterns requiring additional State review.

1.3.5 Service Levels and Escalation

The Respondent shall establish and maintain procedures for prioritizing, monitoring, and escalating maintenance requests based upon the nature and urgency of the issue.

Maintenance requests may include emergency, urgent, routine, and low-priority matters. The Respondent shall comply with the response, communication, escalation, and resolution requirements established by the agency for each priority level.

The Respondent shall maintain appropriate procedures for after-hours or emergency escalation when required by the State.

1.3.6 Reporting and Performance Management

The respondent shall provide the agency with regular reporting regarding maintenance activity and system performance. Reporting shall include, as requested by the State:

· Number of tickets opened and closed.

· Number and status of outstanding tickets.

· Ticket aging.

· Response and resolution times.

· Tickets by agency, facility, issue type, landlord, vendor, and priority.

· Recurring maintenance issues.

· Overdue and escalated tickets.

· Landlord and vendor performance.

· Other performance measures requested by IDOA.

The Respondent shall provide the agency with access to system information and reporting necessary to monitor maintenance activity and Contractor performance.

1.3.7 Implementation, Training and Support

The Respondent shall be responsible for implementation and ongoing support of the Maintenance Ticket System, including:

· System configuration and implementation.

· Facility and user setup.

· Establishment of user roles and permissions.

· Initial and ongoing user training.

· Technical support.

· System maintenance and updates.

· Coordination with IDOA regarding changes to facilities, agencies, users, workflows, or reporting requirements.

1.3.8 Data Ownership and Contract Transition

All State maintenance-ticket records, documentation, reports, and other State-specific data maintained within the Maintenance Ticket System shall remain the property of the State.

Upon expiration or termination of the Contract, the Respondent shall cooperate with IDOA and any successor Contractor to facilitate an orderly transition of services. The Respondent shall provide the State with a complete electronic export of State maintenance-ticket data, records, attachments, status information, and historical activity in a mutually agreed-upon format and shall provide reasonable transition assistance to avoid interruption of maintenance-ticket operations.

1.4 Service Category 4: Disposition Services

IDOA seeks an experienced Respondent to provide comprehensive real estate disposition services for State-owned and/or State-controlled real property throughout Indiana. Services may include evaluation of potential surplus property, development of disposition strategies, property valuation and market analysis, due diligence coordination, marketing, solicitation and evaluation of offers, transaction negotiation, closing coordination, and related advisory services.

The Respondent shall work in coordination with IDOA, applicable State agencies, local governmental entities, economic development organizations, legal counsel, third-party professionals, and other parties as necessary to maximize value to the State and facilitate the efficient disposition of State real property in accordance with applicable State requirements.

Disposition Services may include, but are not limited to, the following:

1.4.1 Property Identification, Evaluation, & Prioritization

The Respondent shall assist the State in evaluating real property identified as potentially surplus or underutilized and shall, as requested:

· Review available property records, deeds, surveys, appraisals, environmental information, operating costs, and other available documentation.

· Assist in identifying and cataloging State-owned properties that may be appropriate for disposition.

· Evaluate property characteristics, market conditions, current and potential uses, and other factors affecting marketability and value.

· Estimate potential market value and/or recommend additional valuation services when appropriate.

· Analyze highest and best use and potential disposition alternatives.

· Identify opportunities for redevelopment, assemblage, subdivision, economic development, or other strategies that may enhance property value.

· Assist the State in prioritizing properties for disposition.

· Recommend an appropriate course of action and disposition strategy for each property.

1.4.2 Due Diligence & Property Preparation

The Respondent shall identify and coordinate due diligence necessary to prepare properties for disposition, which may include:

· Title and deed review.

· Surveys.

· Appraisals and other valuation services.

· Environmental assessments and inspections.

· Physical property inspections.

· Engineering reports.

· Zoning and land-use review.

· Utility and infrastructure information.

· Historic preservation considerations.

· Identification of easements, restrictions, encumbrances, or other matters affecting disposition.

· Identification of neighboring property owners and other potentially interested parties.

· Other property-specific due diligence determined necessary or appropriate by the State.

The Respondent shall identify anticipated third-party costs and obtain State approval prior to incurring reimbursable expenses.

1.4.3 Disposition Strategy

For each property authorized for disposition, the Respondent shall develop and recommend a disposition strategy designed to achieve the best overall outcome for the State.

The strategy may consider:

· Current market conditions.

· Property value and highest and best use.

· Potential purchaser profiles.

· Economic development opportunities.

· Appropriate timing of disposition.

· Property preparation or due diligence necessary prior to marketing.

· Recommended marketing period.

· Competitive solicitation methods.

· Sealed bid, auction, negotiated sale, or other disposition methods permitted by applicable law and authorized by the State.

· Other factors that may affect value, marketability, timing, or execution.

1.4.4 Marketing & Buyer Outreach

The Respondent shall develop and implement State-approved marketing strategies for properties authorized for disposition.

Services may include:

· Preparation of property marketing materials.

· Development of targeted marketing and outreach strategies.

· Listing and advertising properties through appropriate commercial real estate platforms and other media.

· Direct outreach to prospective purchasers, developers, investors, adjoining property owners, and other potential buyers.

· Coordination with local governments, economic development organizations, and other stakeholders when appropriate.

· Property tours and buyer inquiries.

· Maintenance of records regarding marketing activities and prospective purchaser interest.

· Recommendations for additional marketing efforts when market response is insufficient.

Marketing efforts shall be designed to maximize exposure, competition, and potential return to the State.

1.4.5 Offer Solicitation, Evaluation & Negotiation

The Respondent shall assist the State with solicitation, receipt, analysis, and negotiation of offers or bids for properties authorized for disposition.

Services may include:

· Development of solicitation materials and transaction requirements.

· Coordination of property information provided to prospective purchasers.

· Management of bidder and purchaser inquiries.

· Evaluation and comparison of offers based upon price and other material transaction terms.

· Financial analysis of competing proposals.

· Identification of contingencies, risks, and material differences among offers.

· Development of negotiation strategies.

· Negotiation of business terms as authorized by the State.

· Preparation of recommendations to IDOA regarding purchaser selection and transaction terms.

All final disposition decisions and approvals shall remain with the State.

1.4.6 Transaction & Closing Coordination

Following State approval of a disposition transaction, the Respondent shall coordinate activities necessary to facilitate transaction completion and closing.

Services may include:

· Coordination with IDOA, State legal counsel, purchaser representatives, title companies, surveyors, environmental consultants, and other transaction participants.

· Tracking purchaser due diligence requirements and transaction deadlines.

· Coordination of title, survey, environmental, appraisal, and other required documentation.

· Monitoring contingencies and conditions to closing.

· Coordination of closing schedules and required documentation.

· Identification and escalation of issues that may delay or prevent closing.

· Review and documentation of approved transaction expenses.

· Maintenance of complete transaction records.

· Coordination of post-closing matters, as requested by the State.

1.4.7 Statutory & State Requirements

The Respondent shall perform Disposition Services in accordance with all applicable Indiana laws, regulations, policies, procedures, and State requirements governing the disposition of State-owned real property.

The Respondent shall coordinate with IDOA and State legal counsel regarding required approvals, notices, solicitation procedures, documentation, disclosures, and other requirements applicable to each transaction.

The Respondent shall not make commitments, execute agreements, accept offers, authorize expenditures, or otherwise bind the State without express State authorization.

1.4.8 Local & Stakeholder Coordination

When requested by the State, the Respondent shall coordinate with applicable State agencies, local governmental entities, economic development organizations, neighboring property owners, and other stakeholders regarding potential disposition and redevelopment opportunities.

The Respondent shall identify issues or opportunities involving local land use, economic development, infrastructure, community considerations, or other factors that may materially affect the disposition strategy or property value.

1.4.9 Reporting & Performance Metrics

The Respondent shall maintain accurate records regarding active and completed disposition assignments and provide reports to IDOA in the format and frequency required by the State.

Reporting may include:

· Property address and applicable State agency.

· Property type, acreage, and other relevant property information.

· Current disposition status.

· Estimated and/or appraised value.

· Recommended disposition strategy.

· Marketing activities and buyer interest.

· Offers or bids received.

· Transaction milestones and anticipated completion dates.

· Outstanding issues or actions required.

· Approved transaction expenses.

· Final sale price.

· Purchaser/grantee.

· Closing date.

· Other transaction or portfolio metrics requested by IDOA.

The Respondent shall provide periodic pipeline/status reporting and comprehensive reporting regarding completed disposition transactions.

1.4.10 Coordination with Other State Contractors

The Respondent shall coordinate, as necessary, with other contractors engaged by the State, including Contractors providing Tenant Representation/ Acquisition Services, Project Management Services, Maintenance Ticket Administration Services, appraisal services, environmental services, legal services, or other professional services.

The Respondent shall cooperate with such contractors regardless of whether those services are provided by the same Respondent or a different Contractor selected by the State.

1.4.11 Conflict of Interest

The Respondent shall be prohibited from recommending lease space to the State, in a building where the contractor may have ownership, financial, or other related interest of any type, for the length of its Respondent relationship with the State. The Respondent shall provide with each proposed lease transaction an affidavit, via a signed Conflict of interest Affidavit. A sample affidavit has been included in the supplemental documents of this RFP.

1.4.11 Confidentiality of Data and Information

All financial, statistical, personnel, technical, and other data and information relating to the State's operation which are designated confidential by the State and made available to the Respondent in order to carry out this Contract, or which become available to the Respondent in carrying out this Contract, shall be protected by the Respondent from unauthorized use and disclosure through the observance of the same or more effective procedural requirements as are applicable to the State.

The identification of all such confidential data and information as well as the State's procedural requirements for protection of such data and information from unauthorized use and disclosure shall be provided by the State in writing to the Respondent. If the methods and procedures employed by the Respondent for the protection of the Respondent's data and information are deemed by the State to be adequate for the protection of the State's confidential information, such methods and procedures may be used, with the written consent of the State, to carry out the intent of this section.

The Respondent shall not be required under the provisions of this section to keep confidential, (1) information generally available to the public, (2) information released by the State generally, or the Respondent without restriction, (3) information independently developed or acquired by the Respondent or its personnel without reliance in any way on otherwise protected information of the State. Notwithstanding the foregoing restrictions, the Respondent and its personnel may use and disclose any information which it is otherwise required by law to disclose, but in each case only after the State has been so notified, and has had the opportunity, if possible, to obtain reasonable protection for such information in connection with such disclosure.

The Respondent shall be required on a quarterly basis to collect documentation and prepare a report to evaluate program performance measures.

1.4.12 Contract Expiration

No later than ninety (90) days prior to the expiration of the contract, IDOA and the Respondent will develop a list of pending assignments on which the Respondent will continue its effort to finalize pending leases. The Respondent may only continue to completion any IDOA approved lease transactions for the duration of the individual lease on which the Respondent is working. The final determination of those assignments will be the sole discretion of IDOA.

These figures are only an estimate and are not to be construed as an amount to be offered under this RFP. The Indiana Economic Impact Form and Indiana Veterans' Participation Plan Form, please use the total bid amount from the Cost Proposal (Attachment D).

Compliance Requirements

4.1 Statewide IT Policies, Procedures, and Standards

The State has robust and comprehensive security standards that permeate all levels of the organization. The Indiana Office of Technology (IOT) has been tasked with establishing and maintaining these security standards. The security standards include assessing security risks, developing, and implementing effective security procedures, and monitoring the effectiveness of those procedures. If the proposed solution involves information technology-related products or services, all such products or services are to be compatible with any of the technology standards found in the Statewide IT Policies, Procedures, & Standards (https://www.in.gov/iot/policies-procedures-and-standards/) that are applicable, including the assistive technology standard. The Contractor will be required to sign a Non-Disclosure Agreement (NDA) to access the more sensitive standards and policies. The Contractor should review the Statewide IT Policies, Procedures, & Standards and ensure their proposed solution meets all standards therein.

4.2 Artificial Intelligence Standards

The State has adopted an enterprise-level policy governing the use of Artificial Intelligence (AI) within state government. The State’s AI Policy is issued and monitored by the Office of the Chief Data Officer (OCDO), in cooperation with the Chief Privacy Officer (CPO) and the Management Performance Hub (MPH). As a complement to the AI Policy, the State Agency Artificial Intelligence Systems Standard outlines the rationale behind the AI Readiness Assessment Process required for the implementation or any use of AI by a state agency. That Standard outlines the requirement for the submission of a Readiness Assessment Questionnaire prior to implementation or use of an AI tool or system. Any proposed solution meeting these requirements must support the State’s AI Policy and follow the AI Readiness Assessment Process. See https://www.in.gov/mph/AI/ for more detailed information.

4.3 Data Management and Storage Requirements

If the Contractor uses any system, platform, or tool that stores or processes State information as part of the services in this Contract, the Contractor shall provide the State with basic details about how that information is managed. At a minimum, the Contractor must provide:

· Where the data is stored (for example, in the cloud or in a vendor‑managed system).

· How the data is backed up to prevent loss [daily backup recommended].

· How long the data is kept [seven (7) years suggested].

· A simple diagram or description showing how the information moves through the system (for example, where it enters, where it is stored, and how it is accessed).

These details ensure the State understands where its information is located and that it is managed safely and securely. This requirement applies to any solution used under the Contract, including tools used for maintenance ticketing, project documentation, property records, or other services.

KEY PERFORMANCE INDICATORS

The State will use Key Performance Indicators (KPIs) to measure performance and outcomes of the Contract. The specific KPIs and their targets will be defined and agreed upon by the State and the Contractor during the initial phases of the requirements under the Contract. At a minimum, on time delivery at quality standards of the scope provided within the budget set forth in the Contract will each be measured. Additionally, the State will collect a modified Net Promoter Score from customers to this Contract in its discretion. Low ratings on the modified Net Promoter Score or failure to meet any other KPIs may be deemed, at the discretion of the State, to constitute default under the Contract.

PARTICIPATING ENTITY REPORTING REQUIREMENTS AND ADMINISTRATIVE FEE

PARTICIPATION AND USAGE. The resulting QPA may be used by all state agencies, institutions of higher education, cities, counties, districts, and other political subdivisions of the state, and nonprofit organizations within the state if authorized herein and by law.

A. Entities Eligible to Utilize Contract

1. State Agency As defined in IC 4-13-1, “state agency” means an authority, board, branch, commission, committee, department, division, or other instrumentality of the executive, including the administrative department of state government.

2. K-12Indiana The Contractor shall extend the pricing and services under this Contract to all K-12 entities and work with Educational Service Centers (ESC) to provide access and the means to make purchases.

3. LibraryIndiana The Contractor shall extend the pricing and services under this Contract to all Indiana Libraries and work with the State to provide access and the means to make purchases.

4. Extension of Other Governmental Entities/OneIndiana The Contractor shall extend the pricing and services under this Contract to all other governmental entities within the State of Indiana (“Governmental Entities”). Other Governmental Entities are defined as: An agency, 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 (includes towns, cities, local governments, etc.), (4) A State educational institution, and (5) A body corporate and politic.

Unless otherwise specified within this Contract, the term “Ordering Agency” shall refer to entities/procurement initiatives 1-4 as set forth in Section a., Entities Eligible to Utilize Contract. Ordering and/or usage instructions exclusive to State Agencies or Governmental Entities shall be identified within each article.

B. Quarterly Business Reviews (QBR) The State and the Contractor shall agree upon the reporting model during the first 60 days of contract implementation. The model shall be evaluated and re-established as needed by the IDOA Vendor Manager. The State may request that the Contractor include, but is not limited to, Service Level Agreements, Key Performance Indicator (KPI), Performance Metrics, Transaction Usage, Product Substitutions, Pricing Audit Report, K12 usage, additional reporting fields over the life of the Contract. The Contractor shall be responsible for presenting the agreed upon reporting model to the State at the Quarterly Business Review (QBR), as well as, anytime upon the State’s request. The Contractor shall work with the State IDOA Vendor Manager to develop a Savings Model that reflects the actual savings over the life of the Contract. The Contractor shall report on the Savings Model at each QBR and shall provide updates upon request.

C. Administrative Fee

1. Administrative Fee Requirement: The Contractor acknowledges that future purchases will be made under this Contract. Accordingly, the Contractor shall remit to the State an administrative fee based upon the net amounts received for purchases permitted under the Master Agreement.

2. Fee Calculation Exclusions The administrative fee shall not be calculated on payments related to postage, returns, cancellations, subscriptions, shipping and handling, sales tax, or integrator fees.

3. Disbursement of Administrative Fee The administrative fee shall be paid quarterly in a single disbursement. The payment shall be made via check and must be accompanied by a report detailing the fee calculation methodology and supporting documentation. Payment of the administrative fee shall be delivered within forty-five (45) calendar days after the end of each quarterly period.

4. Administrative Fee Period and Contract Termination

i. The administrative fee period shall terminate upon the expiration of the Contract and may only be extended through a written agreement signed by both parties.

ii. If the Contract is terminated by the State due to default, the Contractor shall remain obligated to remit administrative fees accrued during the current contract year.

iii. If the Contract is terminated for convenience by the State, the State shall forfeit any administrative fees accrued during the current contract year.