BID PO_v6823_Portal.pdf

STATE OF INDIANA

Purchase Order Negotiated Bid #25-81558

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of Department of Natural Resources

Solicitation For:

AR-15 Rifles and Accessories

Submission Due Date and Time:

November 13, 2024 @ 3:00 PM ET

Christina Garcia, Strategic Sourcing Consultant Cgarcia@idoa.IN.gov

Indiana Department of Administration Procurement Division

402 W. Washington St., Room W468 Indianapolis, Indiana 46204

Contents Section One General Information and Requested Products/Services

1.1 Introduction

1.2 Definitions and Abbreviations

1.3 Purpose of the Negotiated Bid

1.4 Summary Scope of Work

1.5 Negotiated Bid Outline

1.6 Question/Inquiry Process

1.7 Due Date for Bid Responses

1.8 Modification or Withdrawal of Offers

1.9 Pricing

1.10 Proposal Clarifications and Discussions

1.11 Best and Final Offer (BAFO)

1.12 Type and Term of Contract

1.13 Confidential Information

1.14 Taxes

1.15 Procurement Division Registration

1.16 Secretary of State Registration

1.17 Compliance Certification

1.18 Equal Opportunity Commitment

1.19 Minority & Women's Business Enterprises Subcontractor Commitment (MWBE)

1.20 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

1.21 Americans with Disabilities Act

1.22 Summary of Milestones

1.23 Evidence of Financial Responsibility (25 IAC 1.1-1-5)

1.24 Conflict of Interest

1.25 Ethics Obligations

1.26 Procurement Protest Policy

1.27 F.O.B. (Free on Board) Destination

1.28 Open Competition

1.29 Miscellaneous

Section Two Proposal Preparation Instructions

2.1 General

2.2 Executive Summary

2.2.1 Summary of Ability and Desire to Supply the Required Products or Services

2.2.2 Signature of Authorized Representative

2.2.3 Respondent Notification

2.2.4 Secretary of State

2.2.5 Other Information

2.2.6 PO Terms and Conditions

2.2.7 Registration to do Business

2.2.8 Authorizing Document

2.2.9 Diversity Subcontractor Agreements

2.2.10 Evidence of Financial Responsibility

2.2.11 General Information

2.2.12 Experience Serving State Governments

2.2.13 Experience Serving Similar Clients

2.2.14 Payment

2.3 Bid Cost

2.4 Attestation Form

2.4.1 Indiana Economic Impact

2.4.2 Buy Indiana Initiative/Indiana Company

2.4.3 Indiana Preferences

2.4.4 Subcontractors

Section Three Proposal Evaluation

3.1 Bid Response Evaluation Procedure

3.2 Evaluation Criteria

Section One General Information and Requested Products/Services

1.1 Introduction

In accordance with applicable Indiana Code provisions, Rules and Policies, the Indiana Department of Administration (IDOA), acting on behalf of the Department of Natural Resources, requires AR-15 Rifles for the Department of Natural Resources It is the intent of IDOA to solicit responses to this solicitation in accordance with the statement of work, proposal preparation section, and specifications contained in this document. This solicitation is being posted to the IDOA Bidding Opportunities website, at https://www.in.gov/idoa/procurement/current-business-opportunities/ for downloading. Neither this solicitation nor any response (proposal) submitted hereto are to be construed as a legal offer.

1.2 Definitions and Abbreviations

Following are explanations of terms and abbreviations appearing throughout this solicitation. Other special terms may be used in the document, but they are more localized and defined where they appear, rather than in the following list.

Award Recommendation

IDOA’s summary, typically in letter format, of the solicitation and suggestion on Respondent selection.

Award Amount Proposed amount or the BAFO amount that will result in a Purchase Order (PO)

BAFO Best and Final Offer is an opportunity for Respondents to propose an improved cost for final score consideration

Bid Cost Proposed cost

Bid Response

An offer as defined in IC 5-22-2-17

Evaluated Amount If preferences are selected, this is the amount after the preference is applied. Awardee is based on the evaluation amount.

https://www.in.gov/idoa/procurement/current-business-opportunities/

Full Time Equivalent

(FTE)

The State defines FTE as a measurement of an employee's productivity when executing the scope of work in this Negotiated Bid for a specific project or contract. An FTE of 1 would mean that there is one worker fully engaged on a project.

If there are two employees each spending 1/2 of their working time on a project that would also equal 1 FTE

IAC Indiana Administrative Code

IC

Indiana Code

Installation

The delivery and physical setup of products or services requested in this Negotiated Bid

Other Governmental Body

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

PO (Purchase Order) Contractual mechanism for a one-time purchase

Prime Contractor Refers to the entity responding to the solicitation

Products

Tangible goods or manufactured items as specified in this Negotiated Bid

Proposal An offer as defined in IC 5-22-2-17

Respondent

An offeror as defined in IC 5-22-2-18; and any entity or person who does business with the State and is registered as same. The State will not consider a bid response responsive if two or more offerors submit a joint or combined proposal. One entity or individual must be clearly identified as the company who will be ultimately responsible for performance of the contract

Services

Work to be performed as specified in this solicitation

State

The State of Indiana

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

Subcontractor Refers to the entity entering into a contract with the Prime

Contractor for a portion of the scope of the solicitation

Total Bid Amount

The amount that the Respondent proposes on Attachment D that represents their total, all-inclusive price

VSC (Valuable Scope Contribution)

The benefit the proposed certified subcontractors(s) must provide to the project set forth in the solicitation

1.3 Purpose of the Negotiated Bid

The purpose of this solicitation is to select a Respondent that can satisfy the State’s need for Sig Sauer Pro Rifles It is the intent of Department of Natural Resources to contract with a Respondent that provides quality AR-15 Rifles for Department of Natural Resources.

1.4 Summary Scope of Work

1. Sig AR-15 Pro Rifle (Quantity 215) / comparable alternate

• Model No.: WRM400-556N-16B-Pro

• Operating System: Direct lmpingement

• Caliber: .223 Remington / 5.56 NATO

• Length: 36.5 in.

• Weight: 6.5 tbs.

• Height: 7.50 in,

• Width: 2.5 in

• Action Type: Semi-Auto Ambidextrous controls

• Trigger: Enhanced SIG Trigger

• Trigger Pull Weight: 4.5-9lbs

• Magazine Release: Ambidextrous

• Barrel: 16 in. Cold Hammer Forged Carbon Steel

• Twist Rate: 1:7

• Upper Receiver: 7075-T6 Aircraft grade aluminum w/ M1913 Picatinny flat top upper

• Lower Receiver: 7075-.T6 Aircraft grade aluminum

• Receiver Finish: Black Hard Anodized

• Handguard: Free-Floating 15 inch M-LOK

• Stock: 6 Position Telescopic Sig Sauer w/ QD Points

• Grip: Sig Sauer pistol grip

• Sights: Sig Sauer locking flip-up front and rear iron sights

• Magazine: thirty round Magpul PMAG Gen M3

• Sling: 2-point nylon sling with QD sling swivels

2. 5 Red Dot (Quantity 215)

• MOA Red-Dot provides 10 illumination settings (8 daylight plus 2 NV) for visibility in all light conditions MOTAC™ (Motion Activated Illumination) powers up when it senses motion and powers down when it does not. Provides for optimum operational safety and enhanced 40,000+ hour battery life Integrated M1913 Picatinny interface provides industry-standard mounting options for a wide range of applications Dependable waterproof (IPX-7 rated for complete water immersion up to 1 meter) and fog-proof performance Includes a M1913 Picatinny low mount riser and a co-witness 1.41” riser mount

Specification Color -- Black Height --70 mm Magnification -- 1x Clear Aperture --24 mm Overall Length --108 mm Overall Width -- 71 mm Battery --(1) CR2032

Reticle --2 MOA Red Dot Reticle Color --Red Weight --12.5 oz Illumination Settings --8 daytime/2 NV Total Elevation Travel --100 MOA Total Windage Travel --100 MOA Run Time --40000 hrs

3. Juliet 3 (3X) Magnifier (Quantity 215)

• Aircraft grade CNC aluminum housing ensures a lifetime of reliable service.

IPX-8 rated for waterproofing -- up to 20 meters for 1 hour Dialectic coated prism, Compact size and weight Objective thread-in lens cover and ocular slip-on, flip-back lens cover included Backed by an Infinite Guarantee™

Specification

Model : Juliet Overall Width : 71mm Magnification : 3x Weight : 12.5 oz Color : Black Exit Pupil : 8mm Height : 70mm Field of View : 8 degrees Objective Lens Diameter :

24mm

Total Elevation Travel : 110

MOA

Overall Length : 108mm Total Windage Travel : 110 MOA Diopter Adjustment Range : ±2

Included Lens Cover – Objective Thread-In lens Cover, Ocular Slip, Flip-back Lens Cover

4. Foxtrot-MSR Full Size, Rail Mounted White Light

• Model--FOXTROT-MSR

• Application--Hunting, Self-Defense, Target Shooting, Law Enforcement / Military, Tactical

• Function--Light

• Output Modes--Single

• Candela--33,000

• High Output Lumens--1350

• Overall Length--5.60 in (142.24 mm)

• Rechargeable--Yes

• Battery Included--Yes

• Auto Shut Off-- No

• Beam Color--White

• Material--Machined 6061 Aluminum

• Attachment Type--M-LOK or M1913 Picatinny Rail

• Finish Anodized Color--Black

• Activation--INTEGRATED PUSH BUTTON ACTIVATION & REMOTE TAPE SWITCH WITH

SUREFIRE® COMPATIBLE PLUG

• Battery--(1) 18650 Lithium-Ion Re-Chargeable battery or (2) C123A batteries

• Modes--Momentary, Latching

If bidding alike equivalent, please list detailed specifications on Attachment D Bid Cost.

These figures are only an estimate and are not to be construed as an amount to be offered under this Negotiated Bid. However, when completing Minority and Women’s Business Enterprises Participation Plan Form (Attachment A), Indiana Veterans’ Participation Plan Form (Attachment A1), and the Indiana Economic Impact Form (Attachment C) please use the total bid amount from the Bid Cost (Attachment D)Bid List Tab, column G cell 15.

1.5 Negotiated Bid Outline

The outline of this Negotiated Bid document is described below:

Section Description

Section One – General Information and Requested Products or Services

This section provides an overview of the solicitation, general timelines for the process, and a summary of the products/services being solicited by the State/Agency via this Negotiated Bid.

Section Two – Bid Response Preparation Instruction

This section provides instructions on the format and content of the Bid including an https://www.sigsauer.com/glossary/m1913/

Executive Summary and a Bid Cost.

Section Three – Negotiated Bid Evaluation Criteria

This section discusses the evaluation criteria to be used to evaluate Respondents’ bid responses

Attachment A

M/WBE Subcontractor Form

Attachment A1 IVOSB Participation Plan Form

Attachment B PO Terms and Conditions

Attachment C Indiana Economic Impact (IEI) Form

Attachment D Bid Cost

Attachment E Q&A Template

Attachment F Attestation Form

Attachment G Claiming Purchasing Preference Form

1.6 Question/Inquiry Process

All questions/inquiries regarding this Negotiated Bid must be submitted in writing by the date and time outlined in Section 1.22. Questions/Inquiries may be submitted in Attachment E, Q&A Template, via email to rfp@idoa.IN.gov and must be received by the time and date indicated in Section 1.22.

The subject line of the email submissions must clearly state the following:

“BID 25-81558 Questions/Inquiries – [INSERT COMPANY NAME]”.

Following the question/inquiry due date, the State personnel will compile a list of the questions/inquiries submitted by all Respondents. The responses will be posted to the IDOA website according to the timetable established in Section 1.22. Only answers posted on the IDOA website will be considered binding and valid by the State. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any State employee.

If it becomes necessary to revise any part of this solicitation, or if additional information is necessary for a clearer interpretation of provisions of this solicitation prior to the due date for mailto:rfp@idoa.IN.gov?subject=BID%20%23%23-%23%23%23%20Questions/Inquiries%20%E2%80%93%20%5bINSERT%20COMPANY%20NAME%5d bid responses, an Addendum will be posted on the IDOA website. If such Addenda issuance is necessary, the State may extend the due date and time of bids to accommodate such additional information requirements, if required.

1.7 Due Date for Bid Responses

All proposals must be received through the Supplier Portal at the link below by the Procurement Division no later than the date and time outlined in 1.22 Summary of Milestones. The proposal will be considered the official response in evaluating responses for scoring and protest resolution and may be posted on the IDOA website, https://www.in.gov/idoa/procurement/award-recommendations/ if recommended for selection. The proposal must follow the format indicated in Section Two of this document. No other method of submission will be accepted. Unnecessarily elaborate brochures or other presentations, beyond those necessary to present a complete and effective proposal, are not desired.

Multi-Factor Authentication:

https://www.in.gov/iot/customer-service/myshareingov/multi-factor-authentication/

Supplier Portal:

https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/

Instructions on how to submit an electronic bid:

https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/

Important notes:

Remember that you cannot update the primary contact’s email address and use it to sign into the Supplier Portal on the same day.

No more than one proposal per Respondent may be submitted.

Responses may no longer be sent in on flash drives.

The State encourages Respondents to break down their proposals into small file sizes and use compressed zip files, where possible. Uploading large files may lengthen the time to successfully submit your proposal. Checking file sizes of the proposal documents by viewing file properties is also recommended to reduce risks when uploading files.

A bidder ID and password are required to submit a response. For more information on that process, visit: https://www.in.gov/idoa/wbt/SupplierPortal/index.html. Bidder ID and password issues are handled by submitting a request for assistance to the State of Indiana Office of https://www.in.gov/idoa/procurement/award-recommendations/ https://www.in.gov/iot/customer-service/myshareingov/multi-factor-authentication/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/ https://www.in.gov/idoa/wbt/SupplierPortal/index.html

Technology and are handled in the order in which they are received. IDOA is not able to assist with these types of issues and they are not justification to miss the submission deadline.

The State strongly encourages Respondents to allow plenty of time when electronically submitting their proposals. Waiting until the last day is not recommended. The Supplier Portal allows documents to be edited until the proposal due date. Therefore, documents could be loaded over several days. The Supplier Portal will not accept proposals once the proposal due date and time has expired, even if a Respondent has already begun uploading bid documents.

The State accepts no obligations for costs incurred by Respondents in anticipation of being awarded a contract.

1.8 Modification or Withdrawal of Offers

Responses may be modified by Respondents until the time and date the response is due. The Respondent’s authorized representative may withdraw the proposal prior to the due date by sending notice to the address listed above in Section 1.7.

1.9 Pricing

Pricing on this solicitation must be firm and remain open for a period of not less than one hundred eighty (180) days from the date of award issuance.

Any attempt to manipulate the format of the document, attach caveats to pricing, or submit pricing that deviates from the current format will put your bid response at risk of being removed from consideration.

Respondents should refer to the Bid Cost sub-section under Section Two for a detailed discussion of the bid response pricing format and requirements.

1.10 Proposal Clarifications and Discussions

The State may request clarifications, in writing, on bid responses submitted. These clarifications could include, but are not limited to, request for additional information, or request for Bid Cost.

If clarifications are conducted, they will involve all responsive Respondents and will be conducted in writing. As a result of these clarifications, Respondents may be asked to submit revised bid responses. Respondents may respond to this request by submitting their initial bid response unchanged; however, prices cannot be increased, they must remain the same or lower. The State will provide equivalent information to all Respondents which have been chosen for clarifications.

A sample PO Terms and Conditions is provided in Attachment B.

1.11 Best and Final Offer (BAFO)

The State may request best and final offers from those Respondents determined by the State to be reasonably viable. The State reserves the right to award based on initial bid responses received. Therefore, each bid response should contain the Respondent’s best terms from a price and technical standpoint.

Following evaluation of the best and final offers, the State may select for final award negotiations/execution the offer(s) that are most advantageous to the State.

1.12 Type and Term of Contract

The State intends to make a one-time purchase with one or more Respondent(s) to fulfill the requirements in this Negotiated Bid.

1.13 Confidential Information

Respondents are advised that materials contained in bid responses are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the award, the entire solicitation file will be posted on the IDOA website and may be viewed and copied by any member of the public, including news agencies and competitors. The responses are deemed to be “public records” unless a specific provision of IC 5-14-3 protects it from disclosure.

The Public Access Counselor (PAC) provides guidance on APRA. Respondents are encouraged to read guidance from the PAC on this topic as this is the guidance IDOA follows:

• 18-INF-06; Redaction of Public Procurement Documents Informal Inquiry

If the Respondent does not identify the statutory exception, the State will not consider the submission confidential. The State also reserves the right to seek the opinion of the PAC for guidance.

1.14 Taxes

Bid responses should not include any tax from which the State is exempt.

1.15 Procurement Division Registration

In order to submit a proposal per Section 1.7, Respondents must be registered as a bidder with the Department of Administration, Procurement Division.

At Bidder Profile Registration, https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ the following may be completed.

https://www.in.gov/pac/informal/files/18-INF-06.pdf https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/

• To register, follow instructions provided in Section 2.2.7.

• If registered, a Bidder ID # list is available to complete the Submission Form per Section

2.1.

1.16 Secretary of State Registration

If awarded, the Respondent will be required to register, and be in good standing, with the Secretary of State. The registration requirement is applicable to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations, and limited liability companies. Information concerning registration with the Secretary of State may be obtained by contacting:

Secretary of State of Indiana Corporation Division 402 West Washington Street, E018 Indianapolis, IN 46204

(317) 232-6576 www.in.gov/sos

1.17 Compliance Certification

Responses to this Negotiated Bid serve as a representation that the Respondent has no current or outstanding criminal, civil, or enforcement actions initiated by the State, and it agrees that it will immediately notify the State of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory, or judicially required payments to the State. The Respondent agrees that the State may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that State may bar the Respondent from contracting with the State, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the State and has submitted proof of such payment to the State.

1.18 Equal Opportunity Commitment1

It has been determined that there is a reasonable expectation of minority, woman, and Indiana veteran business enterprises subcontracting opportunities on an award under this solicitation.

Therefore, a contract goal of 8% for Minority Business Enterprises, 11% for Woman Business Enterprises, and 3% for Indiana Veteran Owned Small Businesses have been established.

1 Points do not apply in a Negotiated Bid http://www.in.gov/sos

Failure to address these subcontracting opportunities will not impact the evaluation of your bid response. Evaluation points are not associated with Minority Enterprises, Women Enterprises and Indiana Veteran Owned Small Businesses.

1.19 Minority & Women's Business Enterprises Subcontractor Commitment (MWBE)

Indiana Code 4-13-16.5 and 25 IAC 5 governs the Division of Supplier Diversity program as it relates to the certification, oversight, and responsibilities around the certified Indiana Minority and/or Women Business Enterprises (MWBE). As stated in Section 1.18, a commitment expectation for this solicitation. The MWBE Subcontractor Commitment form is Attachment A.

If opting to propose a commitment, the MWBE Subcontractor Commitment Form is to be submitted as a part of the Respondent’s proposal. The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe. The State will not follow up with the Respondent if the subcontracting opportunities are not submitted.

If participation is proposed through the use of Subcontractors, the Respondent must provide the scope of work of the products and/or services to be provided by the Subcontractor(s). This must include explanation of whether the products and/or services are to be utilized directly by the Respondent and/or directly by the State, a description of the process through which the products/services will be received and applied to the benefit of the award, the deliverable requirements as agreed upon between the Contractor and Subcontractor, the certified UNSPSC that applies to the award, and the cost of supplies being utilized by the Respondent for this proposal. Respondents must complete the Subcontractor Commitment Form in its entirety.

The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Attachment D, Bid Cost Template Bid List Tab, column G cell 15

Failure to meet these goals will not affect the evaluation of your Proposal. The Department will verify certification information included on the MWBE Subcontractor Commitment Form.

Prime Contractors must ensure that the proposed Subcontractors meet the following criteria:

• Must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the bid response due date.

• Each firm may only serve as one classification – MBE, WBE, or IVOSB (see section 1.18).

• MWBE must have a Bidder ID

• MWBE must provide goods or service only in the industry area for which it is certified.

Specify the certified code on Attachment A that applies to the contract from https://www.in.gov/idoa/mwbe.

• Must be used to provide the goods or services specific to the award.

• National Diversity Plans are generally not acceptable.

https://www.in.gov/idoa/mwbe

MINORITY & WOMEN’S BUSINESS ENTERPRISES RFP SUBCONTRACTOR LETTER OF

COMMITMENT (MWBE)

A signed letter(s), on company letterhead, from the MBE and/or WBE must accompany the MWBE Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the MBE and/or WBE of its Subcontract amount, a description of products and/or services to be provided on this project, and approximate date the Subcontractor will perform work on this award.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s Division of Supplier Diversity. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

MINORITY & WOMEN’S BUSINESS COMPLIANCE (MWBE)

If awarded with MWBE Subcontractor participation, the Respondent will be required to report payments made to Division of Supplier Diversity 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 on the IDOA Pay Audit System webpage at www.in.gov/idoa/mwbe/payaudit.htm.

Further, a copy of each Subcontractor agreement must be submitted to IDOA’s Division of Supplier Diversity within thirty (30) days of the effective date of this award. The contracts may be uploaded into Pay Audit, emailed to MWBECompliance@idoa.IN.gov; or mailed to Division of Supplier Diversity Compliance 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.

Any changes to this information during the term of the award must be approved by Division of Supplier Diversity Compliance at MWBECompliance@idoa.IN.gov.

1.20 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

In accordance with IC 5-22-14 and 25 IAC 9, it has been determined that there is a reasonable expectation of Indiana Veteran Owned Small Business subcontracting opportunities under this solicitation. The IVOSB Subcontractor Commitment form is Attachment A1. The IVOSB Subcontractor Commitment Form is to be submitted alongside the Respondent’s proposal. The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is proposed through the use of Subcontractors, the Respondent must provide the scope of work of the products and/or services to be provided by the Subcontractor(s). This https://www.in.gov/idoa/mwbe http://www.in.gov/idoa/mwbe/payaudit.htm http://www.in.gov/idoa/mwbe/payaudit.htm mailto:MWBECompliance@idoa.IN.gov mailto:MWBECompliance@idoa.IN.gov must include explanation of whether the products and/or services are to be utilized directly by the Respondent and/or directly by the State, a description of the process through which the products/services will be received and applied to the benefit of the award, the deliverable requirements as agreed upon between the Contractor and Subcontractor, the certified UNSPSC that applies to the award, and the cost of supplies being utilized by the Respondent for this proposal. Respondents must complete the Subcontractor Commitment Form in its entirety.

The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Attachment D, Bid Cost Template Bid List Tab, column G cell 15.

If the Respondent to the solicitation is an IVOSB certified entity, the Respondent may indicate this on Attachment F, Attestation Form.

The IVOSB Respondent must list their company contact information only on the IVOSB Subcontractor Commitment Form.

Failure to address these subcontracting opportunities will not impact the evaluation of your Proposal. The Department will verify certification information included on the IVOSB Subcontractor Commitment Form.

Prime Contractors must ensure that the proposed IVOSB subcontractors meet the following criteria:

• Must be listed on Federal Center for Veterans Small Business Certification VETCERT at https://veterans.certify.sba.gov/ under INDIANA, or listed at State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date

• Prime Contractor must include with their proposal the Subcontractor’s veteran business’s current certification status from VETCERT at https://veterans.certify.sba.gov/.

• Each firm may only serve as one classification – MBE, WBE (see Section 1.18) or IVOSB

• IVOSB must have a Bidder ID

• Must provide goods or services only in the industry area for which it is certified as listed in the VETCERT federal registry, at https://veterans.certify.sba.gov/ under INDIANA or at State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe. Specify the certified code on Attachment A1 that applies to the contract.

• Must be used to provide the goods or services specific to the award. Must be used to provide the goods or services specific to the award.

INDIANA VETERAN OWNED SMALL BUSINESS

SUBCONTRACTOR LETTER OF COMMITMENT

https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

A signed letter(s), on company letterhead, from the IVOSB must accompany the IVOSB Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the IVOSB of its subcontract amount, a description of products and/or services to be provided on this project, and approximate date the Subcontractor will perform work on this award.

By submission of the Bid Response, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s IVOSB Program. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at indianaveteranspreference@idoa.in.gov, (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

INDIANA VETERAN OWNED SMALL BUSINESS COMPLIANCE (IVOSB)

If awarded with IVOSB Subcontractor participation, the Respondent will be required to report payments made to Division of Supplier Diversity 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 on the IDOA Pay Audit System webpage at www.in.gov/idoa/mwbe/payaudit.htm.

Further, a copy of each Subcontractor agreement must be submitted to IDOA’s Division of Supplier Diversity within thirty (30) days of the effective date of this award. The awards may be uploaded into Pay Audit, emailed to MWBECompliance@idoa.IN.gov; or mailed to Division of Supplier Diversity Compliance 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.

Any changes to this information during the term of the award must be approved by Division of Supplier Diversity Compliance at MWBECompliance@idoa.IN.gov.

1.21 Americans with Disabilities Act

The Respondent specifically agrees to comply with the provisions of the Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq. and 47 U.S.C. 225).

1.22 Summary of Milestones

The following timeline is only an illustration of the solicitation process. Not all the dates below are binding.2 Due to the unpredictable nature of the evaluation period, these dates are commonly subject to change. At the conclusion of the evaluation process, all Respondents will be informed of the evaluation team’s findings.

2 [1] Submission dates for Proposals, and Reference Check Forms to State ARE binding and not subject to change.

mailto:indianaveteranspreference@idoa.in.gov https://www.in.gov/idoa/mwbe http://www.in.gov/idoa/mwbe/payaudit.htm

Key Dates Activity Date

Issue of solicitation October 15, 2024

Deadline to Submit Written Questions October 22, 2024 by 3:00 PM Eastern Time

Response to Written Questions/Amendments October 30, 2024

Submission Due Date/Time

November 13, 2024 by 3:00 PM Eastern Time

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation TBD

Proposal Discussions/Clarifications (if necessary) TBD

Best and Final Offers (if necessary) TBD

Award Recommendation December 2025

1.23 Evidence of Financial Responsibility (25 IAC 1.1-1-5)

Removed at the request of the agency.

1.24 Conflict of Interest

Any person, firm or entity that assisted with and/or participated in the preparation of this solicitation document is prohibited from submitting a bid response to this specific solicitation.

For the purposes of this solicitation, a “person” means a State officer, employee, special State appointee, or any individual or entity working with or advising the State or involved in the preparation of this solicitation. This prohibition would also apply to an entity who hires, within a one-year period prior to the publication of this solicitation, a person that assisted with and/or participated in the preparation of this solicitation.

1.25 Ethics Obligations

The Respondent and its agents shall abide by all ethical requirements that apply to persons who have a business relationship with the State, as set forth in Indiana Code § 4-2-6 et seq. and Indiana Code 4.2.7, the regulations promulgated thereunder, and Executive Order 04-08, dated April 27, 2004. If the Respondent is not familiar with these ethical requirements, the Respondent should refer any questions to the Indiana State Ethics Commission or visit the Indiana State Ethics Commission website at http://www.in.gov/ig/2335.htm. If the Respondent http://www.in.gov/ig/2335.htm or its agents violate any applicable ethical standards, the State may, in its sole discretion, terminate this award immediately upon notice to the contractor. In addition, the Respondent may be subject to penalties under Indiana Code § 4-2-6-12 and 4.2.7.

1.26 Procurement Protest Policy

The State’s procurement protest policy can be found at https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf. Per the policy, there are two periods of protest allowable for the solicitation:

• Specifications Protest - written letter of protest regarding inadequate, unduly restrictive, or ambiguous requirements or specifications must be received by IDOA by the close of business not less than ten (10) business days (as defined by the State work calendar) prior to the bid response due date.

• Award Recommendation Letter Protest - written letter of protest regarding the procurement methods and/or procedures used during the procurement process must be received by IDOA by the close of business within five (5) business days (as defined by the State work calendar) after the date of the Award Recommendation Letter.

Additional details as to the required content in the letter and the steps involved in a protest can be found in the State’s Procurement Protest Policy at https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf.

1.27 F.O.B. (Free on Board) Destination

The State requires all bids to be submitted based on F.O.B. destination.

Refusal to do so may lead to disqualification.

1.28 Open Competition

The specifications are intended to be nonrestrictive. Brand names and model numbers may be used but, they are merely intended to be guidelines to establish criteria and quality for competitive bidding. Unless otherwise stated, alternate bids will be evaluated and may be acceptable if they can be verified as equal or better than specified as determined by the State.

All Respondents with alternate products shall submit detailed specifications with their bid.

1.29 Miscellaneous

Patents: The Contractor agrees to defend, at its own expense, the State of Indiana and the Using Agency and to hold it harmless with respect to any claims that the equipment furnished by the Contractor under this agreement infringes or allegedly infringes any patents of the United States and with respect to any and all suits, controversies, demands, and liabilities arising out of such claim; provided that the foregoing shall not apply to infringement resulting from Contractor’s use of a patented invention required to comply with the written instructions of the State, if such patented invention is not normally utilized by the Contractor, and provided https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf that the State:

A. Gives the Contractor a prompt written notice of any claim; and B. Allows the Contractor to control and fully cooperates with the Contractor in the defense and all related settlement negotiations.

Obligation: Contractor’s obligation under the Patents Section is further conditioned on the State’s agreement that if the operation of the equipment becomes or, in the Contractor’s opinion, is likely to become the subject of such a claim, the State will permit Contractor, at its option and expense, either to procure the right for the State to continue using the equipment or to replace or modify it so that it becomes non-infringing. However, if neither of the foregoing alternatives is reasonably available, the State will return the equipment upon written request by the Contractor. The Contractor agrees to grant the State credit for returned equipment as depreciated. The depreciation shall be an equal amount per year over the life of the equipment established by mutual agreement of the State of Indiana and the Contractor.

SECTION TWO

PROPOSAL PREPARATION INSTRUCTIONS

2.1 General

To facilitate the timely evaluation of proposals, a standard format for proposal submission has been developed and is described in this section. All Respondents are required to format their proposals in a manner consistent with the guidelines described below:

Proposals will be disqualified if received after 1.22 Summary of Milestones, Due Date.

Each item must be addressed in the Respondent’s proposal.

The Executive Summary must be in the form of a letter.

Each item, Executive Summary, and attachments must be separate standalone electronic files. Please do not submit your proposal as one large file.

A Bidder ID is a required. See 1.7 Due Date for Bid Responses.

Please submit all attachments in their original format. Any attempt to manipulate the format of the documents that deviates from the current format will put your proposal at risk of disqualification.

Confidential Information must also be clearly indicated in Attachment F, Attestation Form and a redacted file provided (See 1.13 Confidential Information).

2.2 Executive Summary

The Executive Summary must address the following topics except those specifically identified as “optional.” The Executive Summary is to be attached to the Submission Form by the response due date and Eastern time.

2.2.1 Summary of Ability and Desire to Supply the Required Products or Services

The Executive Summary must briefly summarize the Respondent’s ability to supply the requested products and/or services that meet the requirements defined in Section One of this solicitation.

2.2.2 Signature of Authorized Representative

A person authorized to commit the Respondent to its representations and who can certify that the information offered in the proposal meets all general conditions, must sign the Executive Summary. In the Executive Summary, please indicate the principal contact for the proposal along with an address, telephone, and e-mail address, if that contact is different than the individual authorized for signature.

2.2.3 Respondent Notification

Unless otherwise indicated in the Executive Summary, Respondents will be notified via e-mail.

It is the Respondent’s obligation to notify the State of any changes in any address that may have occurred since the origination of this solicitation. The State will not be held responsible for incorrect vendor, contractor, or Respondent addresses.

2.2.4 Secretary of State

The Respondent shall indicate their status with respect to the Office of the Indiana Secretary of State.

2.2.5 Other Information

This item is optional. Any other information the Respondent may wish to briefly summarize will be acceptable.

2.2.6 PO Terms and Conditions

A sample PO Terms and Conditions that the State expects to execute with the successful Respondent(s) is provided in Attachment B. These are mandatory terms and are non-negotiable.

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

file://state.in.us/file1/IDOA/Shared/apps/Strategic_Sourcing/Strategic%20Sourcing%20Boilerplate%20Docs/RFP%20DOCS/2021%20Version/RFP%20Boilerplate_06212022.docx#_2.4_TECHNICAL_PROPOSAL

2.2.7 Registration to do Business

Secretary of State Respondents providing the products and/or services required by this solicitation must be registered to do business within the State by the Indiana Secretary of State. This process must be concluded prior to negotiations with the State. It is the successful Respondent’s responsibility to complete the required registration with the Secretary of State at www.in.gov/sos. The Respondent must indicate the status of registration, in the Executive Summary.

Department of Administration, Procurement Division To complete the on-line Bidder registration, go to the Bidder Profile Registration website at https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/.

The Bidder registration offers email notification of upcoming solicitation opportunities, corresponding to the Bidder’s area(s) of interest, selected during the registration process. Respondents need to be registered to submit a proposal. Completion of the Bidder registration will result in your name being added to the Bidder’s Database, for email notification. The Bidder registration requires some general business information, an indication of the types of goods and services you can offer the State of Indiana, and locations(s) within the state that you can supply or service. There is no fee to be placed in Procurement Division’s Bidder Database.

2.2.8 Authorizing Document

A person authorized to commit the Respondent to its representations and who can certify that the information offered in the bid response meets all general conditions must sign the Executive Summary, please indicate the principal contact for the proposal along with an address, telephone number, and e-mail address, if that contact is different than the individual authorized for signature.

Additionally, the Company’s Bidder ID #, FEIN, Type of Business (i.e., Corporation, Sole Proprietor, LLC), and North American Industry Classification System (NAICS) Code should all be included in the Executive Summary.

2.2.9 Diversity Subcontractor Agreements

a. Per Section 1.19, Minority & Women’s Business Enterprises (MBE/WBE), and 1.20 Indiana Veteran Owned Small Business Subcontractor (IVOSB), explain process followed to engage with potential MBE, WBE and IVOSB owned, Indiana certified businesses listed on Division of Supplier Diversity site. List the businesses invited to discuss the opportunity for potential partnership.

http://www.in.gov/sos https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/

b. If not proposing each MBE, WBE or IVOSB subcontractor partnership, explain the rationale for declining to do so. Complete this for each category not proposed.

2.2.10 Evidence of Financial Responsibility

Removed at the request of the agency.

2.2.11 General Information

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

a. Does your Company have a formal disaster recovery plan? Please provide a yes/no response. If no, please provide an explanation of any alternative solution your company has to offer. If yes, please note and include as an attachment.

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

2.2.12 Experience Serving State Governments

Each Respondent is asked to please provide a brief description of your company’s experience in serving state governments and/or other governmental bodies.

2.2.13 Experience Serving Similar Clients

Each Respondent is asked to please describe your company’s experience in serving clients of a similar size to the State that also had a similar scope. Please provide specific clients and detailed examples.

2.2.14 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.

2.3 Bid Cost

The Bid Cost Template is Attachment D.

The Bid Cost must be submitted in the original format. Any attempt to manipulate the format of the Bid Cost document, attach caveats to pricing, or submit pricing that deviates from the current format will put your bid response at risk.

Unit price must be entered and extended, and the total price of the bid must be shown. Unit prices are to be bid based on the unit specified. If there is an error between the unit price and total price, the unit price shall prevail. Awarded Prices: Prices listed for each item are firm and cannot be changed.

2.4 Attestation Form

The Attestation Form is Attachment F. This is the formal declaration of responses to the following as well as to the additional areas cited within Attachment F as it relates to this solicitation. Attachment F, Attestation Form is to be attached to the Submission Form due on the Submission Form due date and Eastern time.

2.4.1 Indiana Economic Impact

All companies desiring to do business with State Agencies must complete an “Indiana Economic Impact” form (Attachment C). This is not a separate evaluation item as set forth in Section 3.2 but still a required form. The collection and recognition of the information collected with the Indiana Economic Impact form places a strong emphasis on the economic impact a project will have on Indiana and its residents regardless of where a business is located. The collection of this information does not restrict any company or firm from doing business with the State. The amount entered in Line 16 “Total amount of this proposal, bid, or current award” should match the amount entered in Attachment D.

2.4.2 Buy Indiana Initiative (Indiana Business Preference) /Indiana Company

It is the Respondent’s responsibility to confirm its Buy Indiana status for this portion of the process. Go to the Buy Indiana website at https://www.in.gov/idoa/2467.htm to determine certification status.

Respondents not previously registered with IDOA must go to the Buy Indiana website at https://www.in.gov/idoa/2467.htm and follow the steps outlined in the paragraph above to certify your business’ status. The Respondent’s Buy Indiana status must be finalized when the solicitation response is submitted to the State.

Respondent must clearly indicate whether they intend to claim in Attachment F.

https://www.in.gov/idoa/2467.htm https://www.in.gov/idoa/2467.htm

When applying to Buy IN status, be sure to allow sufficient time to complete this process, at least twenty (20) business days.

Buy Indiana must be affirmatively claimed in the Attestation Form, Attachment F.

2.4.3 Indiana Preferences

Pursuant to IC 5-22-15-7, Respondent may claim only one (1) preference.

Respondent must clearly indicate which preference(s) they intend to claim in Attachment G.

2.4.4 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/or Attachment A1 and describe the contractual relationship between the Respondent and each subcontractor. 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…