Pre-Proposal Conference SlideS.pptx

Request for Proposal 26-85248 Correctional Health Care

Indiana Department of Administration On Behalf Of Indiana Department of Correction

Pre-Proposal Conference

ANGIE ALEXANDER; PROCUREMENT SPECIALIST

IDOA/Procurement Division

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General Information Purpose of RFP Scope of Work Term of Contract Key Dates Proposal Preparation Executive Summary Attestation Form Confidential Information Indiana Economic Impact Form Business Proposal Technical Proposal Cost Proposal

Evaluation Criteria Minority and Women’s Business Enterprises (M/WBE) Indiana Veteran Owned Small Business Enterprises (IVOSB) Submission Requirements Additional Information Questions (Attachment G)

Agenda

General Information Potential Respondents (prime contractors and subcontractors) will be given the opportunity to express interest in this solicitation and to have their company and contact information posted to the solicitation website by submitting the Pre-Proposal Network Opportunities Form (Attachment U) to rfp@idoa.in.gov no later than 10/3/25 @ 3:00 PM This form is optional.

Potential Respondents to the solicitation are encouraged to submit any questions pertaining to the RFP via the Question/Inquiry process. Please use Attachment R of this RFP for this purpose. Questions regarding the solicitation must be submitted by 3:00 PM ET on 10/3/25 Submission of proposals is due no later than 3:00 PM ET on 10/23/25.

Attachment U; Pre-Proposal Network Opportunities Form

Purpose of the RFP The Respondent shall provide correctional health services on a fixed per inmate per day rate that meets or exceeds the minimum requirements. This includes all treatment and related program support services. No deviations from the minimum service requirements shall be permitted without the prior written approval of the State. The Contractor shall act in good faith in the performance of all contract provisions.

A complete Scope of Work can be found on Attachment S

Term of Contract

Key Dates

Executive Summary The Executive Summary must be completed and submitted via Part One of the 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 Indicate status regarding Secretary of State registration You may include additional “cover letter” information within the Executive Summary if desired.

Attestation Form (attachment J)

Must be completed and returned with your submission.

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 it 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 describing which specific provision applies to which 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).

DO NOT LABEL YOUR ENTIRE RESPONSE AS CONFIDENTIAL

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 five (5) 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 five (5) 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. Mandatory clauses are non-negotiable.

References (Section 2.3.7) 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 The State of Indiana has the option to contact any/all of the reference information provided.

Technical Proposal (Attachment Q) The Technical Proposal must be divided into the sections as described in Attachment Q.

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.

Indiana Economic Impact Form (IEI) Indiana Economic Impact, Attachment N 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) The cost proposal has 3 Separate Tabs for completion 1- Line item pricing for each year of the 5 year contract based on a population of 26,500 2- There is a second page for Miscellaneous Cost by year. Detail is preferred 3- Equipment Itemization broken down by year

Evaluation Criteria

7. Indiana Veteran Owned Small Business Subcontractor Commitment 5 (1 bonus point available; see section 3.2.6)

Total 100 (103 if bonus awarded)

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

Contact Information Phone: 317-232-3061 E-mail: 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

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.

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.

MBE/WBE Scoring Methodology: MBE/WBE scoring is conducted based on 10 points plus a possible 2 bonus points scale MBE: Possible 5 points + 1 bonus point WBE: Possible 5 points + 1 bonus Point Professional Services Scoring Methodology:

The 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 (“exceeds” defined as a commitment percentage that is equal to or greater than 9% before rounding) for the MBE participation or equal to or greater than 12% before rounding) for the WBE participation will receive 6 points (5 points plus 1 bonus point). In case of a tie both firms will receive 6 points.

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 L1, 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 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 VA OSDBU registry or 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.

New 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.

IDOA Subcontractor Scoring RFP MBE/WBE/IVOSB Scoring Example

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 Division of Supplier Diversity mwbecompliance@idoa.in.gov www.in.gov/idoa/mwbe/payaudit.htm

Subcontractor Compliance

Pay Audit System

Prime Subcontractor

Submit subcontractor actual paid invoice amounts Submit actual payments received Payment

Additional Information

IDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htm

Minority and Women Owned Business Enterprises:

E. RFP posting and updates:

Thank You!

Angie Alexander angalexander@idoa.in.gov

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