Essential Functions.pdf

Essential Functions for DD Council Meeting Support Contractor

1. Meeting Planning and Coordination

• Agenda Development o Distribute agendas in advance per public meeting laws.

• Scheduling and Calendar Management o Coordinate bimonthly meeting dates with Council members and key stakeholders.

o Manage calendar invites, RSVPs, and quorum tracking.

o Maintain a master calendar of all Council-related events and deadlines.

• Logistics Management o Secure accessible venue for Leadership Summit with necessary accommodation.

o Arrange for interpreters, captioning, and other accessibility supports with GCPD.

o Coordinate travel and lodging for members, if applicable.

2. Meeting Materials and Documentation

• Preparation and Distribution o Compile and format meeting packets, including minutes, reports, and supporting documents.

o Ensure materials are accessible (plain language, large print, screen reader compatible).

o Distribute materials to members and the public in a timely manner.

3. Member Support and Management

• Member Communication o Send reminders, updates, and follow-ups related to meetings and Council activities.

o Provide technical assistance to members needing help accessing materials or platforms.

4. Annual Retreat and Special Events

• Event Planning and Execution o Plan and coordinate the Council’s annual retreat, including venue, agenda, facilitators, and logistics.

o Support other special events or listening sessions as needed.

• Facilitation and Engagement Support o Assist with facilitation tools, breakout sessions, and interactive components.

o Ensure inclusive participation and accessibility throughout.

Scope of Work (SOW): Contractor Support for DD Council Meetings and

Member Management

I. Purpose

The Indiana Governor's Council for People with Disabilities (the DD Council) seeks a qualified contractor to provide comprehensive administrative, logistical, and compliance support for its bimonthly

Council meetings, two-day Annual Meeting and Leadership Summit, and ongoing member management. This work ensures the Council’s operations are accessible, efficient, and compliant with

Indiana’s Open Door and public access laws.

The contract will begin upon execution and continue through September 30, 2027, with the possibility of renewal based on performance and funding availability.

Essential Services and Deliverables include, but are not limited to:

- Meeting planning and coordination

- Support for GCPD staff to prepare and distribute meeting materials

- Member Support and Management

- Council Annual Meeting and two-day Council Leadership Summit (open to the community)

Potential suppliers will demonstrate capacity for event management and logistic support, experience working with boards, must have a minimum of 2-5 years' experience in working with people with disabilities, and have working knowledge of ADA accommodations and meeting support services for people with intellectual and/or developmental disabilities to fully participate in meetings and events.

II. Essential Services and Deliverables

A. Meeting Planning and Coordination

1. Agenda Development o Collaborate with Council leadership to draft, revise, and finalize meeting agendas.

o Ensure agendas reflect Council priorities and comply with public notice requirements.

2. Scheduling and Calendar Management o Coordinate meeting dates with members and stakeholders.

o Track RSVPs and quorum.

o Maintain a master calendar of Council activities.

3. Logistics Management o Secure accessible venue for March Leadership Summit.

o Arrange accommodation (e.g., interpreters, captioning, assistive technology, accessible transportation if applicable).

o Coordinate travel and lodging for members, if applicable.

B. Meeting Materials and Documentation

1. Preparation and Distribution o Compile and distribute meeting packets (agendas, minutes, reports).

o Ensure materials are accessible (plain language, screen-reader compatible).

C. Compliance and Public Engagement

1. Public Meeting Law Compliance o Ensure compliance with Indiana Open Door Law (IC 5-14-1.5).

2. Public Records Management o Maintain and archive records per Indiana Code and agency policy.

o Respond to public records requests in coordination with Council staff.

D. Member Support and Management

1. Roster and Term Tracking o Maintain up-to-date member contact information and term expiration dates.

2. Communication and Technical Assistance o Provide timely updates, reminders, and technical support to members.

E. Annual Retreat and Special Events

1. Retreat Planning and Execution o Coordinate logistics, agenda, facilitators, and materials for the annual retreat.

o Ensure accessibility and inclusive participation.

2. Support for Listening Sessions or Special Events o Provide planning and facilitation support as needed.

F. Continuous Improvement and Reporting

1. Feedback and Evaluation o Collect post-meeting feedback and summarize findings.

2. Reporting o Track attendance, engagement, and preparing summaries for reporting purposes.

III. Contractor Qualifications

• Demonstrated experience supporting public boards or councils.

• Familiarity with Indiana Open Door Law and public records requirements.

• Experience with accessible meeting practices and plain language communication.

• Strong organizational and communication skills.

IV. Compliance Requirements

• Contractor must comply with all applicable Indiana procurement laws (IC 5-22), Financial

Management Circulars, and State Budget Agency policies 1 2 3.

• All deliverables must meet accessibility standards under the ADA and Section 508.

V. Payment Terms

• Payment will be made upon submission of itemized invoices and approval of deliverables.

• Contractor must be registered as a vendor with the State of Indiana.

VI. Notes and Assumptions

• Please describe any assumptions used in developing this cost proposal (e.g., number of meetings, hours per task, travel expectations, etc.).

• All costs must be inclusive of overhead, administrative fees, and any subcontractor costs.

1. Experience and Qualifications

Demonstrated experience supporting public boards, councils, or similar bodies; knowledge of Indiana

Open Door Law and public records requirements; experience with accessible meeting practices. | 30 | |

2. Approach and Work Plan

Clarity and feasibility of the proposed approach to meeting planning, logistics, compliance, and member support. Includes understanding of accessibility and inclusion best practices. | 25 | | 3. Capacity and

Availability

1https://www\.in\.gov/sba/budget\-information/financial\-management\-circulars/

2https://aimindiana\.org/wp\-content/uploads/2021/07/2021\-Purchasing\-Guide\.pdf

3https://www\.in\.gov/idoa/procurement/how\-to\-build\-a\-request\-for\-proposal\-rfp/frequently\-asked\-questions/ https://www/.in/.gov/sba/budget/-information/financial/-management/-circulars/ https://aimindiana/.org/wp/-content/uploads/2021/07/2021/-Purchasing/-Guide/.pdf https://www/.in/.gov/idoa/procurement/how/-to/-build/-a/-request/-for/-proposal/-rfp/frequently/-asked/-questions/ https://www/.in/.gov/idoa/procurement/how/-to/-build/-a/-request/-for/-proposal/-rfp/frequently/-asked/-questions/