IN DD Council Proposal Questions.docx
DOCX document 30 KB Posted
- Solicitation number
- 00035-0000085738
- Issued by
- Marion County, Indiana
About this file
This document contains proposal questions for a Request for Quotation (RFQ) issued by the Indiana Governor's Council for People with Disabilities (DD Council), located in Indiana. The DD Council is soliciting comprehensive administrative, logistical, and compliance support services for its bimonthly Council meetings (three in-person and three virtual annually), a two-day Annual Meeting and Leadership Summit, and ongoing member management activities. Key deliverables include coordinating meeting logistics, securing accessible venues, preparing and distributing materials in accessible formats, maintaining member rosters, and executing the annual retreat. The solicitation number is 35-26-85738, with the response period running from October 16, 2025, to December 19, 2025, and proposals due by December 19, 2025. The contract will commence upon execution and continue through September 30, 2027, with potential renewal based on performance and funding availability. Inquiries should be directed to Arthur L. Sample IV at ASample@idoa.in.gov.
Contractor qualifications must include 2-5 years of experience supporting public boards, knowledge of Indiana's Open Door Law, familiarity with ADA accommodations, and strong organizational skills. Evaluation criteria will assess experience and qualifications (30 points), approach and work plan clarity (25 points), and contractor capacity and availability. The procurement includes specific set-aside and participation goals requiring 8% minority business enterprise (MWBE), 11% women's business enterprise participation, and a 3% Indiana Veteran Owned Small Business (IVOSB) goal. Purchasing preferences include U.S. manufactured products, Indiana businesses, Indiana manufactured products, recycled content materials, and Indiana small businesses. All proposal costs must include overhead, administrative fees, and any subcontractor expenses, with payment made upon submission of itemized invoices and approval of deliverables. The contractor must be registered as a vendor with the State of Indiana and must comply with Indiana Code requirements for employment eligibility verification, drug-free workplace certification, nondiscrimination standards, and ethics obligations. Responses with amounts exceeding $75,000 must include manual signatures, and the contract allows for potential termination with 30 days' notice or cancellation if funding becomes unavailable.
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Other files
| File | Type | Posted |
|---|---|---|
| 35-26-85738 Addendum.pdf | ||
| 35-26-85738 - RFQ Quote Packet.docx | DOCX document | |
| Essential Functions.pdf | ||
| 85738 - Bid Cost.xlsx | XLSX spreadsheet | |
| Event Details.pdf |
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Text version
IN DD Council Proposal Questions
| Question |
| IDOA Response |
| On page 4 of the “Essential Functions for DD Council Meeting Support Contractor” document, there is a list of requirements for Experience and Qualifications, Approach and Work Plan, and Capacity and Availability. The Capacity and Availability description is missing, and there are numbers that appear to be associated with proposal scoring that are unclear. Can IDOA provide an updated version of this document with complete information, or otherwise provide clarification? |
| The bidder should demonstrate some working knowledge of event support for people with intellectual and/or developmental disabilities, including accessible transportation, dietary needs, and language accessibility. |
| Are there evaluation and scoring criteria for proposals, including technical submittals and pricing? If so, can IDOA provide these criteria? |
| Cost is the only scoring criteria, and the lowest cost will receive the award. |
| How will the MBE/WBE participation goals be considered in the proposal evaluation and scoring? |
| Sub participation and Prime Contractor preferences will be taken into account based on certification through the Division of Supplier Diversity: https://www.in.gov/idoa/mwbe/ |
The Bid Cost workbook includes sections for both Labor Costs and Fixed Costs.
· The Labor Cost section includes Project Manager and Admin Support lines, along with fixed hours/month for each of these roles. Can IDOA clarify what those hours per month are expected to cover? And is there an option to add other roles and associated hours to the Labor Cost?
· Is it expected that the Fixed costs section will include a combination of staff costs, travel, venue, and other costs?
Both Labor Costs and Fixed Costs on the Bid Cost workbook do not have to be completed. Instead, using one section or a combination of both sections to provide the respondent’s bid will be appropriate depending on the proposal. Responses will not be penalized for either approach as long as all costs are accounted for. The fixed costs should include everything specified in the question.
| Does IDOA have a budget for this work? |
| As the contracting agency, GCPD has a set budget for this work of $61,000 for Council Meeting reimbursable expenses (travel accommodations, meeting management, contractor time and labor, etc.) |
| Is there an incumbent vendor, or is this the first time that the DD Council is bringing on outside support for this work? |
| No, this is the first time GCPD has sought a vendor to support this work. |
| Should bidders include expected costs for the venue, accommodations (including interpreters), and travel and lodging costs for members in the Bid Cost? Or will these costs be reimbursed separately by the State? |
| · Meetings take place at the Indiana Government Center-South; as a state agency, there is no associated fee with room rental. |
· Council Leadership Summit: The Council is seeking sponsorships to cover the cost of food, AV, interpreters, and accessible statewide travel for attendees who need it.
· The Council is not covering the cost of overnight accommodations for attendees of the Council Leadership Summit, unless they are Council Members
· Cost proposals should include time and labor for scheduling and calendar management, meeting logistics management, meeting material preparation and distribution, Annual Retreat and Special Events
· GCPD will reimburse contractor for Council Member expenses, Council Leadership Summit expenses not covered by sponsorship, and time and labor for contractor
| Will the selected vendor be responsible for reimbursing travel and lodging costs for members directly? Or will the State reimburse members directly based on information provided by the vendor? |
| Yes; the selected vendor will be responsible for reimbursing Council Members eligible. |
| The RFP Quote Packet states “Fax or mail your response to the Requestor listed above” and “IF THE RESPONSE IS GREATER THAN $75,000, MANUAL SIGNATURE IS REQUIRED, THEREFORE A FAX IS NOT ACCEPTABLE.” Are bidders required to submit a physical copy via mail if the response is greater than $75,000, or can they submit a copy of the proposal on the Supplier Portal? If a physical copy is required, can IDOA confirm the address the proposal should be sent to? |
| Submit bids to rfp@idoa.IN.gov and jonhuth@idoa.IN.gov. |
| Average in-person meeting attendance: |
| 20 |
| Average leadership summit attendance: |
| 120 |
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