RFP 26-84944 Main Document.pdf

STATE OF INDIANA

Request for Proposal/Partnership 26-84944

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of Indiana Department of Transportation and All State Agencies

Solicitation For:

Mobility Vans

Submission Due Date and Time:

December 17, 2025 @ 3:00 PM ET

Kevin March, Strategic Sourcing Consultant KMarch@idoa.IN.gov

Indiana Department of Administration Procurement Division

402 W. Washington St., Room W468 Indianapolis, Indiana 46204

Page 2 of 37 v.09192024

Contents

Section One General Information and Requested Products/Services

1.1 Introduction

1.2 Definitions and Abbreviations

1.3 Purpose of the Solicitation

1.4 Summary Scope of Work

1.5 Solicitation Outline

1.6 Pre-Proposal Conference

1.7 Question/Inquiry Process

1.8 Due Date for Proposals

1.9 Modification or Withdrawal of Offers

1.10 Pricing

1.11 Proposal Clarifications

1.12 Best and Final Offer (BAFO)

1.13 Reference Site Visits

1.14 Type and Term of Contract

1.15 Confidential Information

1.16 Taxes

1.17 Procurement Division Registration

1.18 Secretary of State Registration

1.19 Compliance Certification

1.20 Equal Opportunity Commitment

1.21 Minority & Women Business Enterprises Subcontractor Commitment (MWBE)

1.22 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

1.23 Americans with Disabilities Act

1.24 Summary of Milestones

1.25 Evidence of Financial Responsibility (25 IAC 1.1-1-5)

1.26 Conflict of Interest

1.27 Procurement Protest Policy

Section Two Proposal Preparation Instructions

2.1 General

2.2 Executive Summary

2.2.1 Summary of Ability and Desire to Supply the Required Products or Services

Page 3 of 37 v.09192024

2.2.2 Signature of Authorized Representative

2.2.3 Respondent Notification

2.2.4 Secretary of State

2.2.5 Other Information

2.3 Business Proposal

2.3.1 General (optional)

2.3.2 Respondent’s Company Structure

2.3.3 Company Financial Information

2.3.4 Integrity of Company Structure and Financial Reporting

2.3.5 Contract Terms/Clauses

2.3.6 References

2.3.7 Registration to do Business

2.3.8 Authorizing Document

2.3.9 Diversity Subcontractor Agreements

2.3.10 Evidence of Financial Responsibility

2.3.11 General Information

2.3.12 Experience Serving State Governments

2.3.13 Experience Serving Similar Clients

2.3.14 Payment

2.3.15 Extending Pricing to Other Governmental Bodies

2.3.16 Cloud Terms and Conditions

2.4 Technical Proposal

2.5 Cost Proposal

2.6 Attestation Form

2.6.1 Indiana Economic Impact

2.6.2 Buy Indiana Initiative (Indiana Business Preference) /Indiana Company

2.6.3 Subcontractors

Section Three Proposal Evaluation

3.1 Proposal Evaluation Procedure

3.2 Evaluation Criteria

3.2.1 Adherence to Requirements – Pass/Fail

3.2.2 Management Assessment/Quality

3.2.3 Price

3.2.4 Buy Indiana Initiative

3.2.5 Minority Business Subcontractor Commitment

3.2.6 Women Business Subcontractor Commitment

3.2.7 Indiana Veteran Owned Small Business Subcontractor Commitment

3.2.8 Qualified State Agency Preference Scoring

Page 4 of 37 v.09192024

Section One General Information and Requested Products/Services

1.1 Introduction

In accordance with applicable Indiana Code provisions, Rules and Policies, the Indiana Department of Administration (IDOA), acting on behalf of the Indiana Department of Transportation (INDOT), requires Mobility Vans for All State Agencies. 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. This solicitation is being posted to the IDOA Bidding Opportunities website, at https://www.in.gov/idoa/procurement/current-business-opportunities/ for downloading.

Neither this solicitation nor any response (proposal) submitted hereto are to be construed as a legal offer.

1.2 Definitions and Abbreviations

The following are explanations of terms and abbreviations appearing throughout this solicitation. Other special terms may be used in the solicitation, but they are more localized and defined where they appear, rather than in the following list.

Award Recommendation

BAFO

IDOA’s summary, typically in letter format, of the solicitation and suggestion on respondent selected for the purposes of beginning contract negotiations.

Best and Final Offer is an opportunity for short-listed respondents to propose an improved cost for final score consideration.

Contract Award The acceptance of IDOA’s Award Recommendation by the agency being supported in conjunction with the public posting of the Award Recommendation.

Full Time Equivalent

(FTE)

The State defines FTE as a measurement of an employee's productivity when executing the scope of work in this solicitation for a specific project or contract. An FTE of 1 would mean that there is one worker fully engaged on a project. If there are two employees each spending 1/2 of their working time on a project that would also equal 1 FTE

IAC Indiana Administrative Code https://www.in.gov/idoa/procurement/current-business-opportunities/

Page 5 of 37 v.09192024

IC

Indiana Code

Installation

The delivery and physical setup of products or services requested in this solicitation

Other Governmental Body

An agency, a board, a branch, a bureau, a commission, a council, a department, an institution, an office, or another establishment of any of the following:

1) The judicial branch

2) The legislative branch

3) A political subdivision as defined in IC 5-22-2-22 and IC 36-1-2-

13 (includes school corporations, municipal corporations, Legislative body, Taxing district, Town, Township, and Unit)

4) A State educational institution

Prime Contractor

As used in Attachments A and A1, refers to the entity responding to the solicitation.

Products

Tangible goods or manufactured items as specified in this solicitation

Proposal

An offer as defined in IC 5-22-2-17

Respondent

An offeror as defined in IC 5-22-2-18; and any entity or person who does business with the State and is registered as same. The State will not consider a proposal responsive if two or more offerors submit a joint or combined proposal. One entity or individual must be clearly identified as the company who will be ultimately responsible for performance of the contract.

Services

Work to be performed as specified in this solicitation

State

The State of Indiana

State Agency

As defined in IC 4-13-1, “State Agency” means an authority, board, branch, commission, committee, department, division, or other instrumentality of the executive, including the administrative, department of State government

Page 6 of 37 v.09192024

Subcontractor As used in Attachments A and A1 refers to the entity entering into a contract with the Prime Contractor for a portion of the scope of the solicitation.

Total Bid Amount

The amount that the Respondent proposes on Attachment D that represents their total, all-inclusive price.

VSC (Valuable Scope Contribution)

The benefit the proposed certified subcontractors(s) must provide to the project set forth in the solicitation.

1.3 Purpose of the Solicitation

The purpose of this solicitation is to select a respondent that can satisfy the State’s need for Mobility Vans. It is the intent of IDOA to contract with a respondent that provides quality Mobility Vans for All State Agencies.

1.4 Summary Scope of Work

1.4.1 Overview

The Contractor shall provide all services necessary to provide new mobility vans to the State of Indiana as set forth in this RFP and attachments, incorporated and made a part of this Contract herein by reference. IDOA, on behalf of All State Agencies, is establishing a quantity purchase agreement (QPA) for these services. The duties of the Contractor are set forth, attached hereto, and fully incorporated herein.

Furthermore, other governmental bodies of the State of Indiana may utilize the QPA negotiated by the State. Although participation of this contract by the other governmental bodies is not mandatory, it is the State’s goal to continue to encourage all other governmental bodies of the State of Indiana to use the price agreement(s) resulting from this RFP. Increased utilization by these entities significantly enhances the business opportunity for the winning Respondent without having to participate in additional RFP processes individually with these entities.

The State, however, is not responsible for the transactions between the awarded Respondent and these entities. All other governmental bodies using State contracts and QPAs are expected to follow the contractual terms and conditions specified in those agreements and within local purchasing requirements. The awarded Respondent is required to provide and extend pricing for vehicles to other governmental bodies of the State of Indiana.

The State may award all or part of this RFP based on the best interests of the State.

Page 7 of 37 v.09192024

1.4.2 Background and Recent Purchasing Profile

The Indiana Department of Administration (IDOA) is soliciting bids on behalf of the

Indiana Department of Transportation (INDOT) to purchase mobility vans for use primarily by the INDOT federal Section 5310 (specialized) and 5311/5339 (rural public transit) subrecipients. INDOT currently has 44 Section 5310 subrecipients and 46 Section

5311/5339 subrecipients throughout Indiana.

The Section 5310 program provides formula funding to states and designated recipients to meet the transportation needs of older adults and people with disabilities. Formula funds are apportioned to direct recipients; for rural and small urban areas, this is the

Indiana Department of Transportation. In large urban areas with over 200,000 population, a designated recipient is chosen by the governor. The designated recipient

(state and large urban areas) in turn award funds for local projects to “subrecipients,” which can include local governments and private nonprofit organizations that provide specialized transportation to older adults and individuals with disabilities.

The Section 5339(a) rural bus program provides funding to states through a statutory formula to replace, rehabilitate and purchase buses and related equipment. States in turn award funds for local projects to “subrecipients,” to rural areas under 50,000 population such as local governments and private nonprofit organizations that provide rural public transportation using federal Section 5311 rural transit operating assistance.

Both programs provide at least an 80% federal share for the purchase of mobility vans.

In recent years, INDOT has increased the federal share to 85% to assist subrecipients with the remaining local cash balance.

To meet the various operating characteristics of subrecipients, INDOT has utilized low floor minivans along with body-on-van chassis vehicles (cutaway) in the past. While there are other suitable vehicles, the aforementioned mobility vans provide the most cost-effective operating/maintenance characteristics and prices for INDOT subrecipients. To further accommodate subrecipients’ needs, INDOT is also requesting bids for Ford Transit Cutaway Van (8 passenger/2 wheelchair) for this particular contract.

The number and type of vehicles purchased each year is dependent on annual federal allocations, along with subrecipient operating needs and the ability to secure local match. The total number of INDOT subrecipients receiving vehicles each year varies depending on operating needs and the ability to secure local match.

The types of Mobility Vans to be purchased are listed in the table below.

Page 8 of 37 v.09192024

Type Estimated

Quantities

Typical Seating

Capacities

Low floor minivan with in-floor ramp

Up to 80 each year 4 ambulatory + 1 wheelchair

3 ambulatory + 2 wheelchairs

5 ambulatory with optional center foldaway seat.

Small Transit

Cutaway 138 inch wheelbase

Up to 50 each year 8 ambulatory + 2 wheelchairs

Large Transit

Cutaway 176 inch wheelbase

Up to 15 each year 16 ambulatory + 2 wheelchairs

Medium Transit

Vehicle 158 inch wheelbase

Up to 40 each year 12 ambulatory + 2 wheelchair

Ford Transit

Cutaway 138 inch wheelbase

Up to 10 each year 8 ambulatory + 2 wheelchair

These figures are only an estimate and are not to be construed as an amount to be offered under this RFP. The Medium Transit Vehicle is listed as an optional item in the

Cost Proposal Attachment C, as it shares a common chassis with the Large Transit

Vehicle. The Ford Transit Cutaway is a new vehicle type sought by INDOT for this bid. It was not requested in previous state mobility vans solicitations.

INDOT Estimated Current spend (CY 2023 and 2024)

Vehicle Category Two Year Totals

Low Floor Minivan $7,706,137

Small Transit Vehicle $5,327,263

Medium/Large Transit Vehicle $7,463,626

Totals $20,497,026

Page 9 of 37 v.09192024

These figures are only an estimate and are not to be construed as an amount to be offered under this RFP. These figures do not include any piggy-backing orders by other

Section 5307/5310/5339 grantees located in Indiana.

1.4.3 Delivery Requirements

The State declares that time is of the essence and the delivery of the new vehicle(s) ordered by the projected delivery date is crucial to the Requesting Entity. The Contractor shall use commercially reasonable best efforts to maintain a Fill Rate of 100% delivery of new vehicles within the maximum delivery date range of 180 calendar days from Order Confirmation Date, State-approved documentation from the OEM requiring a separate delivery date, or a delivery date otherwise mutually agreed upon by the Requesting Entity and the Contractor. The Contractor shall use commercially reasonable best efforts to meet the requirements specified by each Requesting Entity and to deliver to all current and potential delivery sites or points of use within the State.

If for any reason the Contractor is unable to meet the maximum delivery date of 180 calendar days or the date that was otherwise mutually agreed upon for a vehicle, the Contractor shall be subject to consequential Invoice Credits and corrective actions as described in Sections 1.4.13 and 1.4.14.

Delivery must be made between the hours of 7:30am and 3:30pm, Monday through Friday, Eastern Time. No deliveries may occur on state holidays. The Contractor shall notify the Requesting Entity 24 hours prior to vehicle delivery. The Contractor will allow the Requesting Entity five (5) business days following vehicle delivery to notify the Contractor of any irregularities. If any deviations from the specifications, damage, or improper dealer preparation exists, the Requesting Entity may not accept the vehicle. If the Requesting Entity does not notify the Contractor within five (5) business days, the Contractor may assume the Requesting Entity has accepted the vehicle.

Delivery shall be made to a secure location within the Indianapolis-Carmel-Greenwood Metropolitan Statistical Area (excluding Brown, Madison and Tipton counties) agreed upon by the State and the successful vendor. The location shall be within 10 miles of a gasoline fuel station.

For Mobility Vans, the delivery fee may be imposed starting at the 1st mile from the agreed delivery location.

1.4.3.1 Pre-Delivery Service Checklist

Prior to delivery of any vehicle, the dealer should make arrangements with the State or an ordering Authorized User for the purpose of scheduling delivery and conducting an inspection of delivered vehicles. The State or an ordering Authorized User reserve the right to inspect each delivered vehicle to establish conformity to specifications prior to acceptance. All delivered vehicles shall be

Page 10 of 37 v.09192024 ready for immediate operation. The Contract shall perform all pre-delivery servicing and adjustments according to the requirements of this RFP, including Attachment J – Pre-Delivery Service Checklist. A completed Attachment J – Pre- Delivery Checklist shall be included with each new vehicle that is delivered.

1.4.4 Report Submission Requirements

The Contractor shall provide IDOA with the reports listed below as well as any reports requested by the State on an ad hoc basis.

1.4.4.1 Monthly Sales Report

The Contractor shall submit to IDOA a monthly sales report on the 15th of each month documenting the sales for the past month. Reports shall include, but are not limited to:

• Requesting Entity Name

• End-user Type (State Agency, School, Local Government, other)

• Purchase Order Number and Date of Order

• Estimated Date of Delivery

• Vehicle model year, make and any other accessories or options purchased

• Price per unit

• Quantity ordered

• Extended Price

1.4.4.2 Quarterly non-QPA Sales Report

The Contractor shall submit to IDOA a quarterly report that documents any sales made to Indiana government customers but not under the auspices of this QPA.

For example, the Contractor will include vehicles that are not an approved QPA model in this report. The report will contain the same data points and shall be in the same format as the monthly sales report.

1.4.4.3 Quarterly Performance Report

The Contractor shall submit to IDOA a quarterly performance report on the 15th of each month, documenting the degree to which the Contractor met the performance metrics outlined in Section 1.4.13 over the past month.

1.4.4.4 Annual Other Governmental Bodies Report

The Contractor shall submit to IDOA a quarterly report that documents any sales made to Other Governmental Bodies that falls under the auspices of this QPA.

1.4.4.5 Monthly Order Due Date Report

Page 11 of 37 v.09192024

The Contractor is required to notify the State no fewer than once per 30 days when manufacturers’ final order due dates are released. All orders received by the Contractor on, or prior to a manufacturer’s final order due date shall guarantee delivery of the vehicle as described on the purchase order at the contract price. If a vehicle that is ordered before the manufacturer’s order due date (as last communicated in writing to IDOA) is out of stock or out of production, the Contractor must honor the originally ordered vehicle’s pricing on the newer year model or a functionally equivalent vehicle that is acceptable to the Requesting Entity.

1.4.4.6 Close-out Report

The Contractor shall submit to IDOA a close-out report within one hundred twenty (120) days after the expiration of the contract. The close-out report must cover all sales now shown on the final monthly report and reconcile all errors and credits. If the Contractor reporting all sales and reconciled all errors and credits on the monthly sales report, then the Contractor should show zero (0) sales in the close-out report. The report will contain the same information and shall be in the same format as the monthly sales report.

All reports must be submitted in a Microsoft Excel template provided by IDOA at the start of the contract term.

1.4.5 Audit

The State reserves the right to audit at any time the Contractor’s dealer invoices, factory invoices, evidence of holdbacks and dealer incentives, customer incentives, published price lists, or any other evidence establishing the Contractor’s net cost, upon request.

1.4.6 Vehicle Requirements

IDOA is soliciting the vehicle types listed in Attachment D – Cost Proposal Template. In that attachment, please refer to “Tab A. Vehicle Minimum Specifications” to review the minimum specifications of each vehicle type.

1.4.6.1 Vehicle Drivable Upon Delivery

All vehicles sold under this contract must be fully serviced as per the manufacturer’s pre-delivery recommendations and all equipment accessories and options are to be installed with the adjustments made that are required to prepare the vehicle for immediate and continuous operation. All necessary fluids must be filled to the maximum level. The gasoline tank must contain at least three (3) gallons of fuel when delivered.

1.4.6.2 Advertisements on Vehicle

Page 12 of 37 v.09192024

All vehicles sold under this contract must not have any advertisement or dealer logo of any kind affixed to the vehicle. Only information required by law shall be affixed to the vehicle.

1.4.6.3 Odometer Limit

All Mobility Vans sold under this contract must be delivered or picked up with less than 1,000 miles on the odometer. If the Contractor believes that a vehicle will have 1,000 miles or more for Mobility Vans, the Contractor must seek the written approval of the Requesting Entity and IDOA. The Requesting Entity and IDOA has the authority to reject any Mobility Van that has 1,000 miles or more on the odometer if the Requesting Entity and IDOA did not already agree to such mileage in writing.

1.4.7 Price Decrease Reciprocation

If, during the contract term, the Contractor’s costs from the manufacturer for a vehicle, accessory, option or any other equipment or product sold under this contract decrease, the Contractor shall notify the State of such decrease pass along any cost savings to the State. In addition, the State shall receive any other incentives offered at the time of sale of each vehicle in addition to the guaranteed Incentives. Please see Section 2.5 (Cost Proposal) for additional information.

1.4.8 Customer Service

Single Point of Contact: The Contractor shall be the single point of contact for the State or Requesting Entity regarding all contract use issues such as ordering, invoicing, delivery, and payment.

Timely Response to Inquiry: The Contractor shall respond to comments or questions from the State or any Requesting Entity within one (1) business day. For all unresolved questions older than two (2) business days, the Contractor shall contact the questioner and provide an estimated date of when the answer will be communicated.

1.4.9 Timely Response to Inquiry

The Contractor shall respond to comments or questions from the State or any Requesting Entity within one (1) business day. For all unresolved questions older than two (2) business days, the Contractor shall contact the questioner and provide an estimated date of when the answer will be communicated. If the Contractor fails to meet this requirement, the Contractor will be subject to all applicable corrective actions in Section 1.4.12.

1.4.10 Order Due Date Notifications and Guarantee

In addition to the Monthly Order Due Date Report, the Contractor is required to notify the State immediately when manufacturers’ final order due dates are released. All

Page 13 of 37 v.09192024 orders received by the Contractor on, or prior to a manufacturer’s final order due date shall guarantee delivery of the vehicle as described on the purchase order at the contract price. If a vehicle that is ordered before the manufacturer’s order due date (as last communicated in writing to IDOA) is out of stock or out of production, the Contractor must honor the originally ordered vehicle’s pricing on the newer year model or a functionally equivalent vehicle that is acceptable to the Requesting Entity.

If the Contractor provides a replacement vehicle that is acceptable to and approved by the Requesting Entity, but after the original delivery date or a revised date approved by the Requesting Entity, the Contractor will be subject to the Delivery and Pick Up Timeliness Metric’s Invoice Credit calculation as detailed in Section 1.4.14.

If the Contractor and the Requesting Entity cannot come to an agreement on a replacement vehicle that is acceptable to the Requesting Entity within five (5) business days, the Requesting Entity may cancel the order at no cost. The Contractor will also be subject to the Order Fill Rate Metric’s Invoice Credit calculation as detailed in Section

1.4.12.

1.4.11 Standard Color

As noted in the vehicle specifications, all mobility vans have an exterior color of white or off-white.

1.4.12 Performance Metrics and Invoice Credits

The State has developed a set of performance metrics and targets, defined below, that the Respondent must meet or exceed in order to be in good standing on the contract.

All pricing submitted through Attachment D – Cost Proposal Template will need to reflect these performance metrics and targets. The Respondent will be scored on their ability to commit to meeting and exceeding these performance metrics and targets. The Contractor’s performance for these metrics and the invoice credits will be reviewed quarterly by the State contract manager.

1.4.12.1 Metric 1: Delivery and Pick Up Timelines

Goal: (a) The Contractor delivers the ordered vehicle/accessories/options by the scheduled delivery date and, (b) for orders where the Requesting Entity plans to pick up the vehicle, the Contractor has the vehicle ready for pick up by scheduled pick up date.

Performance Target: Zero (0) days late on each order Calculation: Number of days that an order is delivered/available for pick up beyond the originally agreed upon delivery/pick up date Invoice Credit: If the Contractor fails to meet the service level target, the Contractor will provide fifty dollars ($50.00) in Invoice Credit on the affected order’s invoice per calendar day late beyond the approved delivery/pick up date.

Page 14 of 37 v.09192024

There is, however, a five (5) calendar day grace period after the approved delivery/pick up date. If for any late order, the vehicle is still not delivered/ready for pick up after grace period ends, the Invoice Credit calculation will be triggered and will include the days of the grace period. For example, a vehicle delivered 4 calendar days late will not incur an invoice credit, while a vehicle delivered 6 calendar days late will incur a $300 invoice credit.

1.4.12.2 Metric 2: Order Accuracy

Goal: Orders are filled correctly. Vehicles meet the order specifications, and all requested accessories and options are included.

Performance Target: 98% or higher Calculation: Number of orders that are correctly filled monthly divided by total number of orders placed monthly Invoice Credit: If the Contractor fails to meet the performance target for three

(3) consecutive months, the Contractor will be required to provide a future two percent (2%) Invoice Credit based on the value of the affected orders over that three-month period.

1.4.12.3 Metric 3: Order Fill Rate

Goal: The Contractor is able to fill orders for vehicles, options, and accessories placed before the manufacturer’s order due date (as last communicated in writing to IDOA).

Performance Target: 100% Calculation: Total number of orders filled monthly divided by total number of orders placed monthly Invoice Credit: If the Contractor is unable to fill the order and if then the Contractor and the Requesting Entity cannot come to an agreement on a replacement vehicle/option/accessory that is acceptable to the Requesting Entity in a reasonable time period, then the Contractor must provide the Requesting Entity with a future Invoice Credit in an amount equal to three percent (3%) of the total value of the cancelled order.

Each future Invoice Credit stemming from Metrics 2 and 3 will remain available to the Requesting Entity for up to a year after the contract term ends and applied to the subsequent future orders until the Invoice Credit has been fully depleted.

In addition to the Invoice Credits, the Contractor may be subject to corrective actions in Section 1.4.13.

Per Section 1.4.14, The Contractor shall submit to IDOA a quarterly performance report on the 15th of each month, documenting the degree to which the

Page 15 of 37 v.09192024

Contractor met the performance metrics outlined in Section 1.4.12 over the past month. The Contractor will be allowed a sixty (60) calendar day grace period during the implementation phase of the contract to ramp up services, without scoring on the performance metrics above. After the sixty (60) calendar day grace period, tracking of each of the above performance metrics should begin, and the first report shall be due to the State contract manager one (1) month after the grace period ends. Once a final scorecard, which will include the above performance metrics, has been developed, the State contract manager will calculate a score for the contractor’s overall performance.

1.4.13 Corrective Actions for Requirements

1.4.13.1 Non-compliance with General Contract Provisions

The State monitors certain quality and performance standards, and holds the Contractor accountable for delivering the scope of work and being in compliance with contract terms. The State accomplishes this by working collaboratively with the Contractor to maintain and improve programs, and not to impair Contractor stability. The State may enforce any of the remedies listed in this section if the Contractor is non-compliant with the contract.

1.4.13.2 Non-compliance with Reporting Requirements

Reports submitted incorrectly or not delivered complete, on time, and in the correct reporting formats, as defined in Section 1.4.4 of the RFP document, constitute contractual non-compliance and the State may require corrective action(s) as described in this Section. The State may change the frequency of required reports, or may require additional reports, at the State’s reasonable discretion.

1.4.13.3 Non-compliance with Service Level Agreements (SLAs)

Reports submitted incorrectly or not delivered complete, on time, and in the correct reporting formats, as defined in Section 1.4.4 of the RFP document, constitute contractual non-compliance and the State may require corrective action(s) as described in this Section. The State may change the frequency of required reports, or may require additional reports, at the State’s reasonable discretion.

1.4.13.4 Corrective Actions

In the event that the Contractor fails to meet contract requirements, performance requirements or reporting standards set forth in the Contract, the State will provide the Contractor with a written notice of non-compliance and may require any of the corrective actions or remedies discussed below. The State

Page 16 of 37 v.09192024 will provide written notice of non-compliance to the Contractor within sixty (60) calendar days of the State's discovery of such non-compliance.

If the State elects not to exercise any Corrective Actions in a particular instance, this decision must not be construed as a waiver of the State's right to pursue future assessment of that performance requirement and associated damages, including damages that, under the terms of the RFP or Contract, may be retroactively assessed.

The nature of the corrective action(s) will depend upon the nature, severity and duration of the deficiency and repeated nature of the non-compliance. The written notice of non-compliance corrective actions may be instituted in any sequence and include, but are not limited to, any of the following:

– Written Warning: The State may issue a written warning and solicit a response regarding the Contractor’s corrective action.

– Formal Corrective Action Plan: The State may require the Contractor to develop a formal corrective action plan (CAP) detailing the actionable cure for remedying the issue or issues of each performance metric in need of correction. The CAP must be submitted under the signature of the Contractor’s chief executive (5) business days. Upon receipt of the CAP, the State shall review and advise of any questions. If the State has no objections to the plan, the plan shall be implemented within (24) hours. From that point, the Contractor has the agreed upon timeline to cure the issues. The timeline shall be determined by the State. If the CAP is not acceptable, the State may provide suggestions and direction to bring the Contractor into compliance.

If the Contractor still has any issue associated with the Corrective Action Plan purpose, by the end of the timeline, the State shall obtain a credit of $2,500 from the Contractor in the form of a check with the supportive reporting model, unless the credit is waived by the State contract administrator.

– Contract Termination: The State reserves the right to terminate the contract pursuant to the contract termination clauses in the contract resulting from this RFP.

1.4.14 Quarterly Meeting

A quarterly meeting will take place among the Account Managers, State Agency Representatives, and the State Contract Manager to review the quality of service provided to the State by the Contractor. It is at this time that the State will score the Contractor on a variety of performance criteria, including, but not limited to, the performance metrics described in Section 1.4.14. The Contractor will also have the

Page 17 of 37 v.09192024 opportunity to provide the State with suggestions on how to improve its own processes relating to vehicles.

Technology Security Standards

The State has robust and comprehensive security standards that permeate all levels of the organization. The Indiana Office of Technology (IOT) has been tasked with establishing and maintaining these security standards. The security standards include assessing security risks, developing, and implementing effective security procedures, and monitoring the effectiveness of those procedures. If the proposed solution involves information technology-related products or services, all such products or services are to be compatible with any of the technology standards found in Information Security Framework (https://www.in.gov/iot/iot-vendor-engagement/) that are applicable, including the assistive technology standard. Respondents will be required to sign a Non-Disclosure Agreement (NDA) to access the IOT Information Security Framework; Respondent’s should review the IOT Information Security Framework, and ensure their proposed solution meets all standards therein.

1.5 Solicitation Outline

The outline of this solicitation document is described below:

Section Description

Section One – General Information and Requested Products or Services

This section provides an overview of the solicitation, general timelines for the process, and a summary of the products/services being solicited by the State/Agency via this solicitation

Section Two – Proposal Preparation Instruction

This section provides instructions on the format and content of the solicitation including an Executive Summary, Business Proposal, Technical Proposal, and a Cost Proposal

Section Three – Proposal Evaluation Criteria

This sections discusses the evaluation criteria to be used to evaluate Respondents’ proposals

Attachment A M/WBE Participation Plan Form [RESERVED]

Attachment A1 IVOSB Participation Plan Form [RESERVED]

Attachment B Sample Contract

Attachment C Indiana Economic Impact Form [RESERVED]

Attachment D Cost Proposal Template https://www.in.gov/iot/iot-vendor-engagement/

Page 18 of 37 v.09192024

Attachment E Business Proposal Template

Attachment F Technical Proposal Template

Attachment G Q&A Template

Attachment H Reference Check Form

Attachment I Pre-proposal Network Opportunities Form

Attachment J Attestation Form

Attachment K Artificial Intelligence

Attachment L Infrastructure Overview

Attachment M Mobility Van Specifications, Terms, and Conditions

Attachment N FTA Transit Vehicle Manufacturer List

1.6 Pre-Proposal Conference

A pre-proposal conference will be held at the date, time and location specified in Section 1.24.

At this conference, potential respondents may ask questions about the solicitation and the solicitation process. Respondents are reminded that no answers issued verbally at the conference are binding on the State and any information provided at the conference, unless it is later issued in writing, also is not binding on the State.

The pre-proposal conference provides an opportunity for potential Prime Contractors and potential Subcontractors to connect. The State strongly encourages potential Prime Contractors and potential Subcontractors to complete and submit Attachment I directly to rfp@idoa.in.gov no later than the time and date outlined in Section 1.24. Compiled company contact information will be posted to the solicitation website to allow networking to take place among the vendor community. Though Attachment I is not required, the State encourages its use.

1.7 Question/Inquiry Process

All questions/inquiries regarding this solicitation must be submitted by the date and time outlined in Section 1.24. Questions/Inquiries may 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:

“RFP 26-84944 Questions/Inquiries – [INSERT COMPANY NAME]”.

Following the question/inquiry due date, Procurement Division personnel will compile a list of the questions/inquiries submitted by all Respondents, redacting the name of the company who mailto:rfp@idoa.in.gov mailto:rfp@idoa.IN.gov

Page 19 of 37 v.09192024 submitted the question. The responses will be posted to the IDOA website according to the timetable established in Section 1.24. Only answers posted on the IDOA website will be considered binding and valid by the State. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any State employee.

If it becomes necessary to revise any part of this solicitation, or if additional information is necessary for a clearer interpretation of provisions of this solicitation prior to the due date for proposals, an Addendum will be posted on the IDOA website. If such Addenda issuance is necessary, the Procurement Division may extend the due date and time of proposals to accommodate such additional information requirements, if required.

1.8 Due Date for Proposals

All proposals must be received through the Supplier Portal at the link below by the Procurement Division no later than the date and time outlined in Section 1.24 Summary of Milestones. The proposal will be considered the official response in evaluating responses for scoring and protest resolution and may be posted on the IDOA website, https://www.in.gov/idoa/procurement/award-recommendations/ if recommended for selection. The proposal must follow the format indicated in Section Two of this document. No other method of submission will be accepted. Unnecessarily elaborate brochures or other presentations, beyond those necessary to present a complete and effective proposal, are not desired.

Multi-Factor Authentication:

https://www.in.gov/iot/customer-service/myshareingov/multi-factor-authentication/

Supplier Portal:

https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ Instructions on to submit an electronic bid:

https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/

Important notes:

Remember that you cannot update the primary contact’s email address and use it to sign into the Supplier Portal on the same day.

No more than one proposal per Respondent may be submitted.

Responses may no longer be sent in on flash drives.

The State encourages Respondents to break down their proposals into small file sizes and use compressed zip files, where possible. Uploading large files may lengthen the time to successfully submit your proposal. Checking file sizes of the proposal documents by viewing file properties is also recommended to reduce risks when uploading files.

https://www.in.gov/idoa/procurement/award-recommendations/ https://www.in.gov/iot/customer-service/myshareingov/multi-factor-authentication/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/manage-my-bidder-profile/submitting-a-bid/

Page 20 of 37 v.09192024

A bidder ID and password are required to submit a response. For more information on that process, visit: https://www.in.gov/idoa/wbt/SupplierPortal/index.html. Bidder ID and password issues are handled by submitting a request for assistance to the State of Indiana Office of Technology and are handled in the order in which they are received. IDOA is not able to assist with these types of issues and they are not justification to miss the submission deadline.

The State strongly encourages Respondents to allow plenty of time when electronically submitting their proposals. Waiting until the last day is not recommended. The Supplier Portal allows documents to be edited until the proposal due date. Therefore, documents could be loaded over several days. The Supplier Portal will not accept proposals once the proposal due date and time has expired, even if a Respondent has already begun uploading bid documents.

The State accepts no obligations for costs incurred by Respondents in anticipation of being awarded a contract.

1.9 Modification or Withdrawal of Offers1

Responses may be modified by Respondents until the time and date the response is due. The Respondent’s authorized representative may withdraw the proposal prior to the due date by sending notice to the address listed above in Section 1.8.

1.10 Pricing

Pricing on this solicitation must be firm and remain open for a period of not less than one hundred eighty (180 days) from the date of award issuance. Any attempt to manipulate the format of the document, attach caveats to pricing, or submit pricing that deviates from the current format will put your proposal at risk of being removed from consideration. 2

Please refer to the Cost Proposal sub-section under Section Two for a detailed discussion of the proposal pricing format and requirements.

1.11 Proposal Clarifications

The State may request clarifications, in writing, on proposals submitted. These clarifications could include, but are not limited to, request for additional information, or request for Cost or Technical proposal revision. Additionally, in conducting clarifications, the State may use information derived from proposals submitted by competing Respondents only if the identity of

1 Please note if the State elects to cancel the solicitation, all submitted responses would remain confidential, until the replacement solicitation is concluded, and an Award Recommendation made.

2 Making modifications to the Cost Proposal could result in the proposal being removed from consideration.

https://www.in.gov/idoa/wbt/SupplierPortal/index.html

Page 21 of 37 v.09192024 the Respondent providing the information is not disclosed to others. The State will provide equivalent information to all Respondents which have been chosen for clarifications.

A sample contract is provided in Attachment B. Any requested changes to the sample contract must be submitted with your response (See Section 2.3.6 for details). The State may reject any of these requested changes. It is the State’s expectation that any material elements of the contract will be substantially finalized prior to contract award.

1.12 Best and Final Offer (BAFO)

Each proposal should contain the Respondents’ best terms from a price and technical perspective.

The State may request best and final offers from those Respondents determined by the State to be reasonably viable for contract award. However, the State reserves the right to award a contract based on initial proposals received.

Following evaluation of the best and final offers, the State may select for final contract negotiations/execution the offer(s) that are most advantageous to the State.

1.13 Reference Site Visits

The State may request a site visit to a Respondent’s working support center to aid in the evaluation of the Respondent’s proposal. Site visits, if required will be discussed in the technical proposal.

1.14 Type and Term of Contract

The State intends to sign a contract with one or more Respondent(s) to fulfill the requirements in this solicitation.

The term of the contract shall be for a period of two (2) years from the date of contract execution. There may be three (3) one-year renewals for a total of five (5) years at the State’s option.

1.15 Confidential Information

Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the entire solicitation file will be posted on the IDOA website and may be viewed and copied by any member of the public, including news agencies and competitors. The responses are deemed to be “public records” unless a specific provision of IC 5-14-3 protects it from disclosure.

Respondents claiming a statutory exception to the APRA must indicate so per Attachment J which specific provision applies to which specific part of the response.

Page 22 of 37 v.09192024

Please note citing “Confidential” on an entire section is not sufficient or acceptable.

The Public Access Counselor (PAC) provides guidance on APRA. Respondents are encouraged to read guidance from the PAC on this topic as this is the guidance IDOA follows:

• 18-INF-06; Redaction of Public Procurement Documents Informal Inquiry

If the Respondent does not identify the statutory exception, the Procurement Division will not consider the submission confidential. The State also may seek the opinion of the PAC for guidance.

1.16 Taxes

Proposals should not include any tax from which the State is exempt.

1.17 Procurement Division Registration

In order to submit a proposal per Section 1.8, Respondents must be registered as a bidder with the Department of Administration, Procurement Division.

At Bidder Profile Registration, https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ the following may be completed.

• To register, follow instructions provided in Section 2.3.8.

• If registered, a Bidder ID # list is available to complete the Submission Form per Section 2.1.

1.18 Secretary of State Registration

If awarded the contract, the Respondent will be required to register, and be in good standing, with the Secretary of State. The registration requirement is applicable to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations, and limited liability companies. Information concerning registration with the Secretary of State may be obtained by contacting:

Secretary of State of Indiana Corporation Division 402 West Washington Street, E018 Indianapolis, IN 46204

(317) 232-6576 www.in.gov/sos https://www.in.gov/pac/informal/files/18-INF-06.pdf https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ https://www.in.gov/idoa/procurement/supplier-resource-center/requirements-to-do-business-with-the-state/bidder-profile-registration/ http://www.in.gov/sos

Page 23 of 37 v.09192024

1.19 Compliance Certification

Responses to this solicitation serve as a representation that the Respondent has no current or outstanding criminal, civil, or enforcement actions initiated by the State, and it agrees that it will immediately notify the State of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory, or judicially required payments to the State. The Respondent agrees that the State may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that State may bar the Respondent from contracting with the State, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the State and has submitted proof of such payment to the State.

1.20 Equal Opportunity Commitment

[RESERVED]

1.21 Minority & Women Business Enterprises Subcontractor Commitment (MWBE)

[RESERVED]

1.22 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

[RESERVED]

1.23 Americans with Disabilities Act

The Respondent specifically agrees to comply with the provisions of the Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq. and 47 U.S.C. 225).

1.24 Summary of Milestones

The following timeline is only an illustration of the solicitation process. Not all the dates below are binding.3 Due to the unpredictable nature of the evaluation period, these dates are commonly subject to change. At the conclusion of the evaluation process, all Respondents will be informed of the evaluation team’s findings.

Key Dates

Activity Date

Issue of solicitation October 15, 2025

3 Submission dates for Proposals, and Reference Check Forms to State ARE binding and not subject to change.

Page 24 of 37 v.09192024

Pre-Proposal Conference

October 29, 2025 10:00-10:30am

Teams link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODNhYjQ5ODMtNz FjZC00ZDNjLTg1ZTAtNjY2ODQ5YjZjZjFm %40thread.v2/0?context=%7b%22Tid%2

2%3a%222199bfba-a409-4f13-b0c4- 18b45933d88d%22%2c%22Oid%22%3a

%22bd014e98-1cb3-437e-b38f- 954fb044aa68%22%7d

Deadline to Submit Written Questions November 12, 2025 by 3:00 PM Eastern Time

Response to Written Questions/Amendments November 26, 2025

Submission Due Date/Time

December 17, 2025 by 3:00 PM Eastern Time

Submission of Reference Check Forms to State

December 17, 2025 by 3:00 PM Eastern Time

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation TBD

Proposal Discussions/Clarifications (if necessary) TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

Award Recommendation March 2026

1.25 Evidence of Financial Responsibility (25 IAC 1.1-1-5)

If the contract is greater than One Million Dollars ($1,000,000.00), financial surety or protection may be required. This will require the successful bidder to submit evidence of financial responsibility prior to submission of a fully executed contract. The evidence of financial responsibility shall not exceed 10% of the contract price. If the section is deleted for more an $1,000,000 resulting contract, the agency must provide documentation to IDOA of their desire to remove it. This should include the reasoning behind that decision.

Indiana Department of Transportation…