RFP 26-82969 Pre-Proposal Conference Slide Deck.pdf

REQUEST FOR PROPOSAL 26-82969

ISPHN Centralized Billing Office

INDIANA DEPARTMENT OF ADMINISTRATION

ON BEHALF OF

INDIANA STATE PSYCHIATRIC HOSPITAL NETWORK

PRE-PROPOSAL CONFERENCE

JANUARY 28TH, 2026

MIKE HUTH

IDOA/PROCUREMENT DIVISION

■ 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)

■ Buy Indiana

■ Submission Requirements

■ Optional Forms/Documents

■ Required Forms/Documents

■ Additional Information

■ Questions (Attachment G)

Agenda

General Information

■ Potential Respondents to the solicitation are encouraged to submit any questions pertaining to the RFP via the Question/Inquiry process. Please use Attachment G of this RFP for this purpose. Questions regarding the solicitation must be submitted by 3:00 PM ET on February 4th, 2026.

■ Submissions are due no later than 3:00 PM ET on February

25th, 2026.

Purpose of the RFP

■ In accordance with applicable Indiana Code provisions, Rules and Policies, the Indiana Department of Administration (IDOA), acting on behalf of the Indiana State Psychiatric Hospital Network (ISPHN), Family and Social Services Administration (FSSA), requires Centralized Billing Office services. It is the intent of IDOA to solicit responses to this solicitation in accordance with the statement of work, proposal preparation section, and specifications contained in this document.

Scope of Work

■ The contractor shall establish and maintain the operations of a centralized billing office

(CBO), provide consulting services for revenue cycle management, and execute coding and billing functions for the Indiana State Psychiatric Hospital Network (ISPHN). These services shall be performed to optimize revenue opportunities while ensuring full compliance with federal and state regulations across all payor sources, including Medicare, Medicaid, managed care, and commercial insurers.

■ The contractor shall compile the required cost reports for the Indiana State Psychiatric

Hospital Network (ISPHN) for the fiscal year ending June 30, 2027, and June 30, 2028.

Term of Contract

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

Key Dates

Activity Date

Issue of RFP January 14, 2026

Deadline to Submit Written Questions February 4, 2026 by 3:00 PM Eastern Time

Response to Written Questions/RFP Amendments February 11, 2026

Submission Due Date/Time February 25, 2026 by 3:00 PM Eastern Time

Submission of Reference Check Forms to the State February 25, 2026 by 3:00 PM Eastern Time

RFP Award Recommendation April 2026

Proposal Preparation Executive Summary

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)

■ Please complete and return Attestation Form (Attachment J).

– Mandatory Submission and Requirements

– Confirm Mutual Understanding and Submission

– Claim Clarification (Buy Indiana), if applicable

– Confidential / Redacted File Information

– Subcontractors per RFP 2.3.10 and 2.6.4

– Respondent additional attachments (Optional)

Confidential Information

■ Confidential Information (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

Indiana Economic Impact Form (Attachment C)

■ Please complete the template provided for the IEI filling out information on tab Attachment C and tab FTE Details

■ Form must be signed on tab Attachment C, electronic signatures are acceptable

■ Complete only the yellow shaded cells on tab FTE Details

❑ Definitions of FTE (Full-Time Equivalent)

Examples:

5 employees x 48 months (48 months working solely on this project) x 1 (time spent solely on this project) = 240 months / 48 months (length of contract) = 5 FTEs

3 employees x 48 months x .5 (splitting time equally between 2 projects) = 72 months / 48 months = 1.5 FTEs

2 employees x 12 months (12 months dedicated solely to this project) x 1 (time spent solely on this project) = 24 months / 48 months = .5 FTEs

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 provided by the Respondent 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 the sample State contract (Attachment B) and note exceptions to State non-mandatory clauses in Attachment E - Business Proposal. Mandatory clauses are non-negotiable.

■ References (Section 2.3.7)

– Respondents must have at least three (3) references for whom the Respondent has provided products and/or services that are the same or similar to those products and/or services requested in this RFP. Respondents must ask each reference to complete Attachment H - Reference Check Form and email it directly to IDOA (idoareferences@idoa.in.gov) by 3:00 PM EST January 15, 2024.

mailto:idoareferences@idoa.in.gov

Technical Proposal (Attachment F)

■ The Technical Proposal must be divided into the sections as described in Attachment F

■ Respondents should use Attachment F to complete their Technical Proposal. Requirements in the Scope of Work (SOW) should be reviewed carefully as they should inform answers to the questions in Attachment F. Use the yellow shaded fields to answer the questions in Attachment F.

– Respondents shall describe relevant experience and explain how they propose to perform the work.

– Insert text in the provided yellow fields. Yellow fields will expand to accommodate content.

– Make every attempt to preserve the original format of Attachment F.

■ Where appropriate, supporting documentation (e.g. diagrams, certificates, graphics, or other exhibits) may be submitted as an attachment and referenced within the relevant answer field.

Cost Proposal (Attachment D)

■ Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells.

■ Attachment D (Cost Proposal) must be returned in the original Excel format.

■ Cost scores will then be normalized to one another, based on the lowest cost proposal evaluated. 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

■ 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”.

Evaluation Criteria

Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical

Proposal) 47 points

3. Cost (Cost Proposal) 33 points

4. Buy Indiana 5 points

5. Minority Business Enterprise Subcontractor Commitment 5 points

(1 bonus point is available, see Section 3.2.5)

6. Women Business Enterprise Subcontractor Commitment 5 points

(1 bonus point is available, see Section 3.2.6)

7. Indiana Veteran Owned Small Business Subcontractor

Commitment

5 points

(1 bonus point is available, see Section 3.2.7)

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

- 8% Minority Business Enterprise of the Total Bid Amount

- 11% Women’s Business Enterprise of the Total Bid Amount mailto:mwbecompliance@idoa.in.gov http://www.in.gov/idoa/mwbe

Please carefully review the information in this box.

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 NOT accepted.

http://www.in.gov/idoa/mwbe/2743.htm

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 1.21)

■ 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 as of August 2014: 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.

% 1% 2% 3% 4% 5% 6% 7% 8% Pts. .45 .9 1.35 1.8 3.125 3.75 4.375 5.0

% 1% 2% 3% 4% 5% 6% 7% 8% 9% 10% 11% Pts. 0.45 0.9 1.35 1.8 2.25 2.7 3.15 3.6 4.05 4.5 5.0

Indiana Veteran Owned Small Business

Contact Information

– Phone: 317-232-3061

– E-mail: Indianaveteranspreference@idoa.in.gov

– Web: www.in.gov/idoa/2863.htm

Complete Attachment A1, IVOSB Form

– Include sub-contractor letters of commitment

Goals for Proposal

– 3% Veteran Owned Small Business of the Total Bid Amount mailto:Indianaveteranspreference@idoa.in.gov http://www.in.gov/idoa/2862.htm

Please carefully review the information in this box.

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).

http://www.va.gov/osdbu/

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.

http://www.va.gov/osdbu/

•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.

% 0% 0.6% 1.2% 1.8% 2.4% 3%

Pts. -1 1 2 3 4 5

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

Payment mailto:mwbecompliance@idoa.in.gov?subject=Pay%20Audit%20Inquiry mailto:mwbecompliance@idoa.in.gov?subject=Pay%20Audit%20Inquiry http://www.in.gov/idoa/mwbe/payaudit.htm http://www.in.gov/idoa/mwbe/payaudit.htm

Buy Indiana

■ Respondent’s Buy Indiana status must be finalized by proposal due date.

■ It is the Respondent’s responsibility to confirm its Buy Indiana status for this portion of the process.

■ Respondent must clearly indicate which preference(s) they intend to claim in Attachment J.

■ Respondents that wish to claim the Buy Indiana preference must have an email confirmation of their Buy Indiana status provided by buyindianainvest@idoa.in.gov included in the proposal response. The email confirmation must have been provided from within one year prior to the proposal due date.

Submission Requirements

■ All submissions must be made through the Supplier Portal. We do not accept alternative submission methods.

■ You must be a registered bidder to submit a proposal.

– Please refer to the Bidder Registration tutorial page for instructions about creating or updating your Bidder Profile.

■ If you encounter any technical issues, please visit the FAQ on the Supplier Portal home page and/or the Supplier Portal Help Center.

■ Give yourself plenty of time to submit your proposal via the Supplier Portal. Please note: Registration and/or updating the required email address used to sign in to the Supplier Portal cannot be done on the same day as document download or submission.

■ 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.

https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://faqs.in.gov/hc/en-us/sections/115001504348-Administration-Department-of https://www.in.gov/idoa/procurement/files/SP_SubmitarequestForAssistance.pdf

Optional Submission Forms/Documents

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

Due Date Document/Form

2/4/2026 Pre-Proposal Network Opportunities Form (Attachment

I)

2/4/2026 Questions and Answers Form (Attachment G)

Required Submission Forms/Documents

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.

Due Date Document/Form 2/25/2026 Online Submission Form

• Executive Summary

• Attestation Form (Attachment J)

2/25/2026 MWBE and IVOSB Participation Plan Form (Attachment A & A1)

• Letter(s) of Commitment

• Certification Documentation

2/25/2026 Indiana Economic Impact Form (Attachment C)

2/25/2026 Cost Proposal Template (Attachment D)

2/25/2026 Business Proposal Template (Attachment E)

2/25/2026 Technical Proposal Template (Attachment F)

2/25/2026 Reference Check Forms (Attachment H) – Must be completed by the reference and emailed directly to the State.

Additional Information

IDOA PROCUREMENT LINKS AND NUMBERS

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

A. Link to the developing for bidder registry with IDOA and Secretary of State.

http://www.in.gov/idoa/2464.htm B. Secretary of State of Indiana:

Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos C. See Vendor and Supplier Resource Center:

http://www.in.gov/idoa/3106.htm D. Minority and Women Owned Business Enterprises:

Link to more information and full listing of IDOA Minority and Women Owned Businesses http://www.in.gov/idoa/2352.htm E. RFP posting and updates:

Go to https://www.in.gov/idoa/procurement/current-business-opportunities/ Scroll through table until you find desired RFP number on left-hand side and click the link.

http://www.in.gov/idoa/2788.htm http://www.in.gov/idoa/2464.htm http://www.in.gov/sos http://www.in.gov/idoa/3106.htm http://www.in.gov/idoa/2352.htm https://www.in.gov/idoa/procurement/current-business-opportunities/ https://www.in.gov/idoa/procurement/current-business-opportunities/ https://www.in.gov/idoa/procurement/current-business-opportunities/ https://www.in.gov/idoa/procurement/current-business-opportunities/ https://www.in.gov/idoa/procurement/current-business-opportunities/

Questions

All questions/inquiries should be submitted using the Q&A Template (Attachment G) as outlined in Section 1.7 of the RFP main document no later than 3:00 PM ET on February

4, 2026.

REMINDER (OPTIONAL): If interested, send a Pre-proposal Network Opportunities Form (Attachment I) via email at rfp@idoa.in.gov no later than 3:00 PM ET on February 4, 2026.

mailto:rfp@idoa.in.gov

Questions?