July 30, 2026 Pre-Proposal Conference IDOA.pptx

Welcome Welcome

Pre-proposal Meeting July 30th, 2026

State of Indiana Bidder Profile A bidder profile with IDOA is required to access the Indiana Supplier Portal and to submit bid responses.

Scan the QR Code to access Supplier Portal Information.

Before an award may be granted, the bidder must be registered with the Secretary of State

Pre-Proposal Breakout Meeting Information Topics for event-specific sessions:

Key Dates Term of Contract Purpose of RFP Scope of Work Q&A

The specific location(s) and Time(s) of each Breakout meeting will be listed on the last slide.

Key dates include: Issuance of the RFP, Deadline to submit the preproposal networking form and written questions, responses to questions/RFP amendments, deadline for submission of proposal (incl all required documents), deadline for submission of ref. check forms, and the anticipated time for preliminary award.

Pre-Proposal Main Meeting Information General Information Proposal Preparation Evaluation Criteria Indiana Veteran Owned Small Business Enterprises (IVOSB) Submission Requirements Optional Forms/Documents Required Forms/Documents Additional Information Questions (Attachment G)

General Information Potential Respondents are typically given the opportunity to express interest in a solicitation and to have their company and contact information posted to the solicitation website by submitting the Pre-Proposal Network Opportunities Form (Attachment I).

The form is optional but must be submitted to rfp@idoa.in.gov by the date and time specified in the documents for each solicitation.

Potential Respondents are encouraged to submit any questions pertaining to a solicitation via the Question/Inquiry process, using Attachment G.

Specific deadlines for each event are listed in the published solicitation document(s) (RFx Main Document).

Potential Respondents = Both Primes and Subs.

Remember that only questions/answers provided in writing may be considered binding on the State.

Submission Forms/Documents Additional forms may also be required depending on the event.

Use the templates provided for all responses and do not alter any templates.

Responses must be submitted per the RFP instructions. See RFP Sections 1.8 and 2.1 for additional details. Late submissions, emailed or hand-delivered submissions will not be accepted.

Please see the Key Dates section (RFP Main Document) of each solicitation to confirm due dates for these items.

Required Submission Forms/Documents Attachment C – Indiana Economic Impact Form Attachment D – Cost Proposal Template Attachment E – Business Proposal Template Attachment F – Technical Proposal Template Attachment H – Reference Check Forms Must be completed by the reference and emailed directly to the State Attachment J – Attestation Form

Cloud Questionnaire and Infrastructure Overview Forms

Executive Summary The Executive Summary must be completed and submitted via the online submission process. At a minimum, your Executive Summary must address the following (also outlined in Section 2.2 of the RFP):

Summarize your ability and desire to supply the required services;

Make sure the Executive Summary is signed by an authorized representative;

Include your primary contact State your understanding of the respondent notification; and Indicate status regarding Secretary of State registration.

You may include additional “cover letter” information within the Executive Summary if desired.

Attestation Form The Attestation Form (Attachment J) must be completed.

Mandatory Submission and Requirements Confirm Mutual Understanding and Submission Claim Clarification (Buy Indiana), if applicable Subcontractors per RFP 2.3.10 Confidential / Redacted File Information

Confidential Information Confidential Information (RFP Main Document - Section 1.15) All materials contained in proposals are subject to the Access to Public Records Act (APRA) and can be accessed by any member of the public after contract award. The responses are deemed to be “public records” unless a specific provision of IC 5-14-3 protects parts of the response from disclosure.

In order to request certain information be kept confidential, Respondents must claim a statutory exception to the APRA in their Attestation Form (Attachment J), including a description of which specific provision applies to any specific part of their response.

Confidential information must also be clearly marked and kept separate from the proposal in the electronic copies. IDOA recommends sending a “public” file that has the confidential information redacted (may be in PDF format) and a “final” file that includes all required information (must be in format provided).

A redacted version must be submitted along with the Confidential copy.

DO NOT LABEL YOUR ENTIRE RESPONSE AS CONFIDENTIAL.

Indiana Economic Impact Form (IEI) Attachment C Respondents must submit this completed attachment, but it will not be used for evaluation purposes.

Definitions of FTE (Full-Time Equivalent) Example: If a Respondent has five (5) full time employees, is bidding on its 5th contract, and all contracts get an equal amount of commitment from the employees, then each employee commits 20% of his/her time to the new contract:

0.2 x 5 employees –1 FTE

Cost Proposal Attachment D Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells. The Total Cost will populate automatically. The Cost Proposal must be returned in the original Excel format. (No PDFs.)

Cost Proposals are scored based on the Total Cost for the initial term. Using an estimated 30 point score for the Cost, the lowest cost proposal receives a total of 30 points. The normalization formula is as follows:

Respondent’s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 30

(Total Cost in cell E8of the Cost Proposal)

Cost Proposal The Respondent should provide a brief narrative (not longer than two pages) in support of each Cost Proposal item and return this document in a PDF format, labeled as “Cost Proposal Narrative.”

The Respondent should list and describe as part of its Cost Proposal any special cost assumptions, conditions, and/or constraints relative to, or which impact, the prices presented on the Cost Schedules. The Respondent should return this document in a PDF format, labeled as “Cost Assumptions, Conditions and Constraints”.

Business Proposal Attachment E Company Financial Information (Section 2.3.4) Respondents must provide documents to demonstrate financial stability including, for example, the most recent Dunn & Bradstreet Business Report (preferred) or audited financial statements for the two (2) most recently completed fiscal years. If neither of these can be provided, Respondents must explain why and include an income statement and balance sheet for each of the two (2) most recently completed fiscal years.

If the documents are from a parent or holding company, Respondents must explain the business relationship between the entities and demonstrate the financial stability of the entity which is directly responding to this RFP.

Contract Terms (Section 2.3.6) Respondents should review sample State contract and note exceptions to State non-mandatory clauses in Business Proposal and Executive Summary.

The State may refuse to consider any redlines requested in negotiation of a contract that were not specifically identified and included in a vendor’s response.

Mandatory clauses are non-negotiable.

References (Section 2.3.7) Often, Respondents must have at least three (3) references who:

Can speak to the Respondent’s experience in providing products and/or services that are the same, or similar, to those products and/or services requested in this solicitation Can speak to the Respondent’s performance on contracts of similar scope for government clients Respondents must ask each reference to complete Attachment H (Reference Check Form) and email it directly to IDOA (idoareferences@idoa.in.gov) by the date specified in the solicitation.

Technical Proposal Attachment F Every point made in each section must be addressed in the order given. The same outline numbers must be used in the response.

Where appropriate, supporting documentation may be referenced by a page and paragraph number. However, when this is done, the body of the Technical Proposal must contain a meaningful summary of the referenced material.

The referenced document must be included as an appendix to the technical proposal with referenced sections clearly marked.

If there are multiple references or multiple documents, these must be listed and organized for ease of use by the State.

Optional Submission Forms/Documents Submission of these documents is optional and does not impact your ability to submit a proposal.

Attachment I - Pre-Proposal Networking Opportunity Form Attachment G - Questions and Answers Form

Please see the Key Dates section (RFx Main Document) of each solicitation to confirm due dates for these items.

Evaluation Criteria

This is an example of our typical eval criteria, but these can vary somewhat from event to event. Be sure to read the RFP carefully.

Indiana Veteran Owned Small Business Contact Information Phone: 317-232-3061 E-mail: Indianaveteranspreference@idoa.in.gov Web: www.in.gov/idoa/2862.htm

Complete Attachment A1, IVOSB Form Include sub-contractor letters of commitment

Goals for Proposal 3% Veteran Owned Small Business of Total Bid Amount

Indiana Veteran Owned Small Business Prime contractors should note the following:

Pursuant to 25 IAC 9-4-1(c), a Prime Contractor who is an IVOSB can use their own workforce to count toward the goal.

IVOSB must have a Bidder ID (see section 2.3.7 - Department of Administration, Procurement Division).

Prime contractor and/or subcontractors’ Certification Letter(s), provided by IDOA or Federal Center for Veterans Business Enterprise (VA OSDBU), must accompany the proposal to show the current status of certification.

Prime contractors must ensure that the proposed subcontractors meet the following criteria:

Must be listed on the IDOA Directory of Certified Firms, on or before the proposal due date.

Serve a Valuable Scope Contribution (VSC) on the engagement, as confirmed by the State.

Valuable Scope Contribution – A business function that supports the scope of this solicitation.

Provide the goods or services specific to the contract and within the industry area for which it is certified.

Process. IVOSB scoring is conducted based on 5 points plus a possible 1 bonus point scale.

IVOSB: Possible 5 points + 1 bonus point Professional Services Scoring Methodology. The points will be awarded on the following schedule:

Fractional points will be awarded based upon a graduated scale between whole points. (e.g., a 0.3% commitment will receive .5 points and a 1.5% commitment will receive 2.5 points) Submissions of 0% participation will result in a deduction of 1 point in each category The highest submission which exceeds the goal will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points.

Subcontractor Compliance Pay Audit System Tool utilized to monitor the state’s diversity spend for subcontractors Selected primes and subcontractors are required to report payments submitted or received through this web-based tool Based on contract terms payments should be reported monthly or quarterly Questions? Contact the Division of Supplier Diversity compliance@idoa.in.gov www.in.gov/idoa/payaudit.htm

Submission Requirements

You must be a registered bidder to submit a proposal.

Please refer to section 1.8 of the RFP document for instructions regarding the online submission process using the Supplier Portal.

It is your responsibility to ensure that all required documents and forms are submitted prior to the due dates. Failure to complete or submit required documents and forms may result in disqualification or loss of points.

Additional Resources for Bidders Link to the bidder registry with IDOA and Secretary of State http://www.in.gov/idoa/2464.htm Secretary of State of Indiana Can be reached at (317) 232-6576 for registration assistance.

www.in.gov/sos IDOA Vendor and Supplier Resource Center http://www.in.gov/idoa/3106.htm

Questions?

REQUEST FOR PROPOSAL 26-87343

Social Security Disability Medical Consultation (FSSA)

Kristine Kruger

Purpose of the RFP Indiana Family and Social Services Administration/The Indiana Disability Determination Bureau (DDB) are seeking Medical consultation services from fully trained and licensed MDs/DOs to conduct digital and/or paper claim reviews to provide policy‑compliant advice and severity assessments for Social Security Disability Insurance (SSDI) and Supplemental Security Income Disability (SSID) claims.

Scope of Work The Contractor shall provide medical consultation services for Social Security Disability claims as directed by the State’s Disability Determination Bureau (DDB) pursuant to Indiana Code 12 9-2-1 et. Seq.

The Contractor shall maintain an unrestricted and non-probationary medical license issued by the State of Indiana.

The Contractor shall provide the said consultation services employing the Contractor’s knowledge, training, and experience and shall apply the Contractor’s expertise according to the standards set forth in the Social Security Administration’s Program Operations Manual for the Evaluation of Social Security Disability Claims (the “Manual”). The State will provide access to the Manual and other pertinent documents of the Social Security Disability program to the Contractor.

The Contractor shall provide said consultation services only at the State’s DDB offices at 2525 N. Shadeland Ave., Indianapolis, Indiana or at a State and Social Security Administration (SSA) approved remote work location, typically the contractor’s residential address. Remote reviews must be performed on SSA equipment and an SSA secured VPN to be provided by the State. Performing remote reviews may or may not be an option dependent upon the needs of the DDB and options provided by SSA. The Contractor must be available to report to the DDB office as required by DDB with minimal notice. The State shall make available to the Contractor office space for the Contractor to review and evaluate case files when necessary. The state will provide a computer to be used in DDB offices and when working in an approved remote work location. The Contractor may not remove any files or copy the paper or electronic files for the purpose of removing them from the DDB office or SSA aegis.

The Contractor shall provide said consultation services at such times as the Contractor may decide within the following guidelines: security access to the State’s DDB offices is from 7:00 a.m. to 5:30 pm, local time, Monday through Friday. Remote work can be performed at an approved location at such times as the Contractor may decide so long as system access is available. Access to DCPS and associated SSA systems is typically available 24/7 except when down for maintenance.

Scope of Work The Contractor shall complete time and activity reports, or other reports as requested by the State.

The Contractor shall determine how many cases the Contractor shall review at any one time, but all cases received by the Contractor must have all actions completed and be returned to the DDB’s workflow of cases within forty-eight (48) hours after receipt. Standards of promptness and workflow assignments shall be determined by the DDB. At the discretion of the DDB, cases may be removed from the Contractor’s queue prior to the Contractor’s completion of work.

The Contractor shall maintain all consultation services at 95% accuracy, as demonstrated by the case review and evaluation performed by Social Security Administration. The case review commonly referred to as the Disability Quality Branch (“DQB”) review consists of all levels of cases. Only Group I errors (decision and documentary, not referring to onset) defined as significant medical decision or documentation deficiencies will affect the computation of this accuracy rate.

The Contractor shall provide, at the Contractor’s own expense, any supplies required to perform the consultation services beyond the equipment provided by the SSA.

The Contractor shall attend, or view, training developed by SSA or DDB. The parties agree that should the Contractor be required to attend training sessions, attendance at each hour of training will be paid at the rate equal to the completion of two (2) cases.

The Contractor shall also provide training to the State as agreed upon by the Contractor and the State. The parties agree that should the Contractor provide training, each hour of training provided shall be paid at the rate equal to the completion of two (2) cases.

The Contractor shall comply with all State and Federal statutes, rules and regulations and all rules and regulations of the State relative to the review and evaluation of claims for Social Security Disability benefits.

SOW continued on Att O of RFP.

Term The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be a two (2) year renewal for a total of six (6) years at the State’s option.

Key Dates

at 9:30 AM Eastern Time See Section 1.6 Deadline to Submit Written Questions August 5, 2026 by 3:00 PM Eastern Time

by 3:00 PM Eastern Time

by 3:00 PM Eastern Time

Evaluation Criteria

Questions?

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