Pre-Proposal Conference June 24 2026 Slides.pptx

Welcome Pre-proposal Conference June 24th, 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 Solicitation 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 Minority and Women’s Business Enterprises (M/WBE) 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 A – MWBE Participation Plan Form Letters of Commitment Certification Documentation 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

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.

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”.

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.

Minority and Women’s Business Enterprises Mission/Vision Promote, monitor, and enforce the standards for certification of minority and women’s business enterprises.

Provide equal opportunity to minority and women enterprises in the state’s procurement and contracting process.

Nondiscrimination and Antidiscrimination Laws Pursuant to Indiana Civil Rights Law, specifically IC §22-9-1-10, every state contract shall contain a provision requiring the contractor and subcontractors to not discriminate against any employee or applicant with respect to Protected Characteristics

Minority and Women’s Business Enterprises Contact Information Phone: 317-232-3061 Email: mwbecompliance@idoa.in.gov Web: www.in.gov/idoa/mwbe

Complete Attachment A, MBE/WBE Form Include sub-contractor letter of commitment

Goals for Proposal 8% Minority Business Enterprise of Total Bid Amount 11% Women’s Business Enterprise of Total Bid Amount

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

Are listed in the IDOA Directory of Certified Firms, on or before the proposal due date, national diversity plans are generally not accepted. The directory can be found here: http://www.in.gov/idoa/mwbe/2743.htm.

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

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

National Diversity Plans are generally not acceptable.

Prime contractors should note the following:

Subcontractors’ MBE/WBE Certification Letter, provided by IDOA, must accompany the proposal to show current status of certification.

Each firm may only serve as one classification –MBE or WBE (see section 1.22) Pursuant to 25 IAC 5-6-2(b)(d), a Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.

Professional Services Scoring Methodology.

Points will be awarded on the following schedule:

MBE:

WBE:

Fractional percentages will be rounded up or down to the nearest whole percentage.

If the respondent’s commitment percentage is rounded down to 0% for MBE or WBE participation the respondent will receive 0 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.

For MBE participation, “exceeds” is defined as a commitment percentage that is equal to or greater than 9% before rounding.

For WBE participation, “exceeds” is defined as a commitment percentage that is equal to or greater than 12% before rounding.

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

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.

Each firm may only serve as one classification –MBE, WBE, or IVOSB (see section 1.22).

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 mwbecompliance@idoa.in.gov www.in.gov/idoa/mwbe/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 Minority and Women Owned Business Enterprises For more information and full listing of IDOA Minority and Women Owned Businesses http://www.in.gov/idoa/2352.htm

Schedule for the day

REQUEST FOR SERVICES

26-87589

Ag-Retailer and Crop Advisor Soil Sampling Program

Alexis Humbert

Purpose of the RFS The purpose of this solicitation is to select respondents that can satisfy the State’s need for soil sampling. It is the intent the Indiana State Department of Agriculture to contract with respondents that provides quality soil sampling.

Scope of Work

BACKGROUND

The intent of this program is to increase adoption of soil sampling to provide the necessary information for nutrient management planning and to improve nutrient use efficiency statewide. This program focuses on Indiana producers within the Mississippi River Basin who have never soil tested or not soil testing regularly (i.e., within the last 3 or more years). The overarching goal is to influence increased adoption and use of soil sampling as a nutrient management practice to support informed on-farm decisions.

This program continues Indiana’s nutrient reduction efforts under the Indiana State Nutrient Reduction Strategy.

Scope of Work Continued

DELIVERABLES

Soil Sampling and Agronomic Deliverables

Lite Nutrient Management Plan Requirement Deliverables

Additional Requirements:

Vendor Cerfitifcation Required Statement Information covering: Service Area, primary point of contact, relevant experience, standard operating procedures, Conflict of interest disclosure, and certifications and qualifications.

PAYMENT:

Participating vendors will be reimbursed at $12.00 per acre for a maximum of 400 acres per landowner/renter per sampling season, contingent upon full compliance with all program guidelines and deliverables outlined in this Scope of Work. Acreage or reimbursement amounts may not be altered or adjusted by the vendor.

This reimbursement rate includes all activities required under the program, including soil sample collection and laboratory analysis, preparation of the lite nutrient management plan.

Submit all required deliverables and the corresponding invoice within 30 calendar days of completing sampling and nutrient management plan development for each participating farm operation.

Recognize that reimbursement will be processed only after all deliverables have been received, reviewed, and approved by ISDA DSC for completeness and accuracy.

Respond to any requests for corrections in submitted materials within 14 calendar days for payment to be issued.

In the instance of any questions that may arise to this scope of work, please direct inquiries to the following:

Ophelia Norman - Nutrient Stewardship Program Manager-ISDA; odavis@isda.in.gov

Julie Harrold - CREP and Water Quality Initiatives Program Manager-ISDA; jharrold@isda.in.gov

Other Project Staff Breegan Andersen - Deputy Director, Division of Soil Conservation-ISDA; bandersen3@isda.in.gov

Term The term of the contract shall be for a period of three (3) years from the date of contract execution.

There may be two (2), one-year extensions for a total of five years at the State’s option.

Key Dates

TODAY

Evaluation Criteria

Questions?

Questions/Inquiries should be submitted in Attachment G, Q&A Template, via email to rfp@idoa.IN.gov and must be received by the time and date indicated in Section 1.24.

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

“RFS 26-87589 Questions/Inquiries – [INSERT COMPANY NAME]”.

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