RFP Boilerplate Document.pdf

STATE OF INDIANA

Request for Proposal/Partnership 26-85126

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of Indiana Family Social Services Administration, Division of Mental Health and Addiction Indiana State Psychiatric Hospital Network

Solicitation For:

Mobile Imaging Services

Submission Due Date and Time:

March 6, 2026 @ 3:00 PM

Christina Garcia, Procurement Consultant Cgarcia@idoa.IN.gov

Indiana Department of Administration Procurement Division

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

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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

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2.2 Executive Summary

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

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 – 5 points

3.2.5 Minority Business Subcontractor Commitment – 5 points

3.2.6 Women Business Subcontractor Commitment - 5 points

3.2.7 Indiana Veteran Owned Small Business Subcontractor Commitment - 5 points 39

3.2.8 Qualified State Agency Preference Scoring

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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 Family Social Services Administration, Division of Mental Health and Addiction, requires mobile imaging services for the Indiana State Psychiatric Hospital Network. 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/

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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

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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 mobile imaging services. It is the intent of Division of Mental Health and Addictions/Indiana State Psychiatric Hospital Network to contract with a respondent that provides quality mobile imaging services for DMHA/ISPHN.

1.4 Summary Scope of Work

Overview The State of Indiana is seeking mobile diagnostic services for the Indiana State Psychiatric Hospital Network (ISPHN) campuses of Evansville State Hospital (ESH), Madison State Hospital (MSH), Logansport State Hospital (LSH), Richmond State Hospital (RSH), and NeuroDiagnostic Institute (NDI). Provided services include portable X-ray, echocardiogram, ultrasound, electrocardiogram (EKG), EKG read-only, and Doppler services. All imaging services must include interpretation by Indiana-licensed, board-certified radiologists or appropriately certified specialists. Final signed reports must be delivered within the timeframes specified below.

Contractor must adhere to all applicable healthcare regulations, including but not limited to those set by The Joint Commission and the Centers for Medicare and Medicaid Services (CMS), as well as ISPHN-wide and facility-specific policies and operating procedures.

Offerors are required to submit a preliminary System Integration Statement in their proposal, detailing how their solution will align with ISPHN workflows and facility protocols.

Definitions

• Critical Results: Imaging results that are outside normal parameters and significant enough to require action, immediate communication and verification of communication.

The Contractor shall be responsible for defining and maintaining a list of specific Critical Results that align with this definition, and for providing an updated version of this list to each facility annually.

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Hours of Availability and Ordering Times specified below are local to the facility where services are being provided.

Contractor must have an Account Manager available to each facility’s administrative office from Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding State holidays. View State Holiday Schedule online, https://www.in.gov/spd/benefits/state-holidays/.

• Standard X-ray Services o Available Monday through Friday, 8:00 a.m. to 10:00 p.m., excluding State holidays.

o Available Saturdays, 8:00 a.m. to 12:00 p.m.

o Same day service on weekdays if ordered by 4:00 p.m. Next-day service if ordered after 4:00 p.m.

• STAT X-ray Services o Available Saturdays, 12:00 p.m. to 10:00 p.m.

o Available Sundays and State Holidays, 8:00 a.m. to 10:00 p.m.

o Arrival must occur within two (2) hours of order during designated STAT hours.

• Standard Echocardiogram, EKG, Ultrasound, and Doppler Services o Available Monday through Friday, 8:00 a.m. to 4:00 p.m.

o Services must be provided within one (1) business day of order.

o STAT Services are not applicable for Echocardiogram, EKG, Ultrasound and

Doppler services.

Turnaround/Delivery Times Contractor shall meet the following minimum standards for report turnaround/delivery:

• Standard X-ray Final Report: Available in the online portal within eight (8) service hours of exam completion.

• STAT X-ray Final Report: Available in the online portal within four (4) hours of exam completion.

• Critical Results: Must be communicated by telephone to the ordering provider within ninety (90) minutes of identification.

Ordering Process Contractor shall:

• Provide an online portal that allows facilities to place patient imaging orders electronically.

• Accept imaging orders by telephone at no additional charge.

https://www.in.gov/spd/benefits/state-holidays/

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• Contact the facility within one (1) hour of receiving an order using the facility-designated communication process to confirm an appointment time.

• Complete orders placed by 4:00 p.m. on the same day; orders received after 4:00 p.m.

must be completed the following morning.

• Any changes to this process must be communicated to and approved by the ISPHN and may not negatively impact service times or quality.

Quality Standards All images shall meet American College of Radiology (ACR) or equivalent diagnostic quality standards. Studies rejected due to quality concerns must be repeated within the original turnaround timeframe at no additional cost to the ISPHN.

Equipment and Safety All imaging equipment must:

• Be FDA-cleared and maintained according to manufacturer specifications.

• Undergo annual physics quality-control testing.

• Comply with all Joint Commission Standards and the Contractor’s infection prevention policies and protocols.

Upon request, the Contractor shall provide documentation of equipment maintenance, quality-control records, and technologist dosimetry reports.

Staffing and Credentials All technologists performing services must:

• Be appropriately trained in accordance with The Joint Commission requirements.

• Hold current registration and be in good standing with the relevant certifying body:

o American Registry of Radiologic Technologists in radiography (ARRT[R]) o American Registry for Diagnostic Medical Sonography (ARDMS) for sonography, or RDCS/RDMS-AE for echocardiography, as applicable.

Additionally, the Contractor shall ensure all personnel have appropriate clinical privileges, have passed required background checks performed by and at the Contractor’s expense, and maintain current vaccinations in compliance with the Contractor’s policies, Indiana State law, and The Joint Commission Standards.

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Records Retention Contractor shall retain all imaging records and associated reports for the retention period required by State law. Upon request, the Contractor must export and deliver this data to the ISPHN at no additional cost.

The State has robust and comprehensive data transmission standards that operate enterprise wide. The IOT established and maintains these standards, which support IOT’s data exchange and API-led strategies for the State. The Contractor’s solution must support the State’s standard API and file transfer methods to facilitate secure data transmission. The State’s standardized data transmission technologies are the MuleSoft API Management and GoAnywhere Managed File Transfer (MFT) services. See https://www.in.gov/iot/policies-procedures-and-standards/applications-standards/.

Contractor Responsibilities

• Any results meeting the Critical threshold must be communicated to the ordering facility staff within ninety (90) minutes of identification.

• Contractor shall maintain a Critical Results Listing and provide an updated version annually to each facility.

• The Contractor and each facility will conduct a Business Review at least twice per year.

Required Business Review participants involve: Facility-designated executive authority, Facility-designated clinical authority, personnel designated by the Facility to manage financial operations, and a Contractor-designated executive authority. Additional Business Reviews may be scheduled as needed.

The Business Review should include reporting and discussion surrounding:

o Financial analysis of expenditures and usage o Contract compliance o Identification and consideration of any potential changes to the scope of work o Contractor involvement in Incident Reports o Status and outcomes of any corrective actions

• Contractor shall submit quarterly reports to ISPHN detailing, at a minimum, the number of each type of service provided at each facility.

Independent Verification and Validation Engagement If the State decides to add Independent Verification & Validation (IV&V) services as part of this engagement, the contractor will copy the Indiana Department of Administration (IDOA) – Independent Verification & Validation (IV&V) team member(s) on all project related communications (emails, meeting invites, collaboration tools, etc.) and will grant access to all documents and deliverables throughout the term of the contract.

IV&V Payment Approval If IDOA elects to deploy Independent Verification and Validation (IV&V) services in connection with this engagement, the IV&V Team shall review and assess all Deliverables to determine compliance with the State’s requirements as set forth in the Contract and/or applicable Statement(s) of Work. For contracts entered into, renewed, or amended after June 30, 2026, https://www.in.gov/iot/policies-procedures-and-standards/applications-standards/

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IV&V shall serve as an approving authority, and no payment shall be issued to the Vendor unless and until IV&V has provided such approval.

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

Attachment A1 IVOSB Participation Plan Form

Attachment B Sample Contract

Attachment B1 IaaS Form

Attachment B2 PaaS Form

Attachment B3 SaaS Form https://www.in.gov/iot/iot-vendor-engagement/

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Attachment C Indiana Economic Impact Form

Attachment D Cost Proposal Template

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 Cloud Questionnaire

Attachment L Infrastructure Overview

Attachment M Resource Usage Template

Attachment O Artificial Intelligence Questions

1.6 Pre-Proposal Conference

A pre-proposal conference will be held, 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 7/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.

The pre-proposal conference will be held both “in-person” and “virtually”. The virtual option will have a link posted on the Current Business Opportunities Page at the following link IDOA:

Procurement: Current Business Opportunities. This link will be posted no later than 48 hours before the published date outlined in Section 1.24 of this document. The in-person option will be held at the Indiana Government Center South located at 402 W Washington Street, Indianapolis, IN 46204. The specific conference room will be near the auditorium. There will be Procurement Professionals available to help direct you upon entering the building.

bookmark://_1.24_SUMMARY_OF/ mailto:rfp@idoa.in.gov bookmark://_1.24_SUMMARY_OF/

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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 26-85126 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 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:

mailto:rfp@idoa.IN.gov 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/

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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.

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

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.

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

Page 14 of 40 v.09192024 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 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.

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

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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 Five (5) years from the date of contract execution. There may be one (1) one-year renewals for a total of six (6) 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.

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.

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/

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• 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

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

It has been determined that there is a reasonable expectation of minority, woman, and Indiana veteran business enterprises subcontracting opportunities on a contract awarded under this solicitation. Therefore, a contract goal of 8% for Minority Business Enterprises, 11% for Woman Business Enterprises, and 3% for Indiana Veteran Owned Small Businesses has been established.

Failure to address these requirements may impact the evaluation of your proposal.

1.21 Minority & Women Business Enterprises Subcontractor Commitment (MWBE) http://www.in.gov/sos

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Indiana Code 4-13-16.5 and 25 IAC 5 governs the Division of Supplier Diversity program as it relates to the certification, oversight, and responsibilities around the certified Indiana Minority and/or Women Business Enterprises (MWBE). The contract goal for this solicitation is 8% Minority participation and 11% for Women participation.

If participation exists, the vendor must submit with its quote an MWBE Subcontractor Commitment Form.

The entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is met through the use of vendors who supply products and/or services directly to the Respondent, the Respondent must provide a description of products and/or services provided that are directly related to this quote and the cost of direct supplies for this quote. Respondents must complete the Subcontractor Commitment Form in its entirety. The total amount proposed should match the amount entered on the Supplier Commitment form. The subcontractor commitment shall apply to the life of the contract including any time after the initial term.

A signed letter(s), on company letterhead, from the MBE(s) and/or WBE(s) must accompany the MWBE Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the MBE and/or WBE of its subcontract amount, a description of products and/or services to be provided on this project and approximate date the subcontractor will perform work on this contract.

Questions about those rules and requirements should be directed to: Division of Supplier Diversity at (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe Indiana Code 4-13-16.5 and 25 IAC 5 governs the Division of Supplier Diversity program as it relates to the certification, oversight, and responsibilities around the certified Indiana Minority and/or Women Business Enterprises (MWBE). As stated in Section 1.20, there is a commitment goal for this solicitation.

The MWBE Subcontractor Commitment form is Attachment A. The MWBE Subcontractor Commitment Form is to be submitted as a part of the Respondent’s proposal. In order for the Subcontractor commitment to result in evaluation points for the Respondent, the entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is met through the use of Subcontractors, the Respondent must provide the scope of work of the products and/or services to be provided by the Subcontractor(s). This must include explanation of whether the products and/or services are to be utilized directly by the Respondent and/or directly by the State, a description of the process through which the products/services will be received and applied to the benefit of the award, the deliverable requirements as agreed upon between the Contractor and Subcontractor, the certified UNSPSC that applies to the award, and the cost of supplies being utilized by the Respondent for this proposal. Respondents must complete the Subcontractor Commitment Form in its entirety.

The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Attachment D, Cost Proposal Template, Cost Proposal tab and cell F29. The MBE and/or WBE Subcontractor amount and Subcontractor percentage is based on the initial term of the contract for scoring purposes only. The overall committed Subcontractor percentage shall be sustained throughout the life of the contract including any time after the initial term.

https://www.in.gov/idoa/mwbe

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Failure to meet these goals will affect the evaluation of your Proposal. The Department will verify all information included on the MWBE Subcontractor Commitment Form.

Prime Contractors must ensure that the proposed Subcontractors meet the following criteria:

• Must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date.

• Prime Contractor must include with their proposal the Subcontractor’s M/WBE Certification Letter provided by IDOA to show current status of certification.

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

• 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. See 25 IAC 5-6-2(d))

• Must serve a Valuable Scope Contribution (VSC). The firm must serve a value-added purpose on the engagement, as confirmed by the State.

• Must provide goods or services only in the industry area for which it is certified.

• Must be used to provide the goods or services specific to the contract.

• National Diversity Plans are generally not acceptable.

MINORITY & WOMEN’S BUSINESS ENTERPRISES SUBCONTRACTOR LETTER

OF COMMITMENT (MWBE)

A signed letter(s), on company letterhead, from the MBE(s) and/or WBE(s) must accompany the MWBE Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the MBE and/or WBE of its Subcontract amount, a description of products and/or services to be provided on this project and approximate date the Subcontractor will perform work on this contract. For scoring purposes, the MBE and/or WBE Subcontractor amount and Subcontractor percentage is based on the initial term of the contract. However, the Subcontractor commitment shall apply to the life of the contract including any time after the initial term.

The State may deny evaluation points if the letter(s) is/are not attached, not on company letterhead, not signed and/or does not reference and match the subcontract amount, subcontract amount as a percentage of the “TOTAL BID AMOUNT” and the anticipated period that the Subcontractor will perform work for this solicitation.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s Division of Supplier Diversity. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

MINORITY & WOMEN’S BUSINESS COMPLIANCE (MWBE)

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If awarded the contract with MWBE Subcontractor participation, the Respondent will be required to report payments made to Division of Supplier Diversity certified Subcontractors under the Contract monthly using the online audit tool, commonly referred to as “Pay Audit.” The Contractor should also notify Subcontractors that they must confirm payments received from Contractor in Pay Audit. The Pay Audit system can be accessed on the IDOA Pay Audit System webpage at www.in.gov/idoa/mwbe/payaudit.htm.

Further, a copy of each Subcontractor agreement must be submitted to IDOA’s Division of Supplier Diversity within thirty (30) days of the effective date of this contract. The contracts may be uploaded into Pay Audit, emailed to MWBECompliance@idoa.IN.gov; or mailed to Division of Supplier Diversity Compliance 402 W. Washington Street, Indianapolis IN 46204. Failure to provide a copy of any Subcontractor agreement or failure to meet these commitments could be considered a material breach of this contract and result in sanctions per

25 IAC 5.

Any changes to this information during the term of the contract must be approved by Division of Supplier Diversity Compliance at MWBECompliance@idoa.IN.gov.

1.22 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

In accordance with IC 5-22-14 and 25 IAC 9, it has been determined that there is a reasonable expectation of Indiana Veteran Owned Small Business subcontracting opportunities on a contract awarded under this solicitation. The IVOSB Subcontractor Commitment form is Attachment A1. The IVOSB Subcontractor Commitment Form is to be submitted as a part of the Respondent’s proposal. In order for the Subcontractor commitment to result in evaluation points for the Respondent, the entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

If participation is met through the use of Subcontractors, the Respondent must provide the scope of work of the products and/or services to be provided by the Subcontractor(s). This must include explanation of whether the products and/or services are to be utilized directly by the Respondent and/or directly by the State, a description of the process through which the products/services will be received and applied to the benefit of the award, the deliverable requirements as agreed upon between the Contractor and Subcontractor, the certified UNSPSC that applies to the award, and the cost of supplies being utilized by the Respondent for this proposal. Respondents must complete the Subcontractor Commitment Form in its entirety.

The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Attachment D, Cost Proposal Template, Cost Proposal tab and cell F29. The IVOSB subcontractor amount and Subcontractor percentage is based on the initial term of the contract for scoring purposes only. The overall committed Subcontractor percentage shall be sustained throughout the life of the contract including any time after the initial term.

If the Respondent to the solicitation is an IVOSB certified entity, the letter confirming same http://www.in.gov/idoa/mwbe/payaudit.htm mailto:MWBECompliance@idoa.IN.gov mailto:MWBECompliance@idoa.IN.gov

Page 20 of 40 v.09192024 should be submitted with their response. The Respondent has the responsibility to alert IDOA of their certification. The IVOSB Respondent will receive the total points for the IVOSB evaluation criteria per Section 3.2.7. Additional IVOSB Subcontractors must be included if the IVOSB Respondent is seeking the additional bonus point.

The IVOSB Respondent must list their company contact information only on the IVOSB Subcontractor Commitment Form.

Failure to address these goals may impact the evaluation of your Proposal. The Department may verify all information included on the IVOSB Subcontractor Commitment Form.

Prime Contractors must ensure that the proposed IVOSB subcontractors meet the following criteria:

• Must be listed on Federal Center for Veterans Small Business Certification VETCERT at https://veterans.certify.sba.gov/ under INDIANA, or listed at State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe, on or before the proposal due date

• Prime Contractor must include with their proposal the Subcontractor’s veteran business Certification Letter provided by either IDOA or Federal Govt. VETCERT at https://veterans.certify.sba.gov/, to show current status of certification.

• Each firm may only serve as one classification – MBE, WBE (see Section 1.21) or IVOSB

• IVOSB must have a Bidder ID (see Section 2.3.8 - Department of Administration, Procurement Division).

• A Prime Contractor who is an IVOSB can count their own workforce or companies to meet this requirement. See IAC 25-9-4-1 (c).

• Must serve a Valuable Scope Contribution (VSC). The firm must serve a value-added purpose on the engagement, as confirmed by the State.

• Must provide goods or services only in the industry area for which it is certified as listed in the VETCERT federal registry, at https://veterans.certify.sba.gov/ under INDIANA or at State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

• Must be used to provide the goods or services specific to the contract.

INDIANA VETERAN OWNED SMALL BUSINESS

SUBCONTRACTOR LETTER OF COMMITMENT

A signed letter(s), on company letterhead, from the IVOSB must accompany the IVOSB Subcontractor Commitment Form. Each letter shall state and will serve as acknowledgement from the IVOSB of its subcontract amount, a description of products and/or services to be provided on this project, and approximate date the Subcontractor will perform work on this contract. For scoring purposes only, the IVOSB Subcontractor amount and Subcontractor percentage is based on the initial term of the contract. However, the Subcontractor commitment shall apply to the life of the contract including any time after the initial term.

https://veterans.certify.sba.gov/ https://www.in.gov/idoa/mwbe https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

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The State may deny evaluation points if the letter(s) is/are not attached, not on company letterhead, not signed and/or does not reference and match the subcontract amount, subcontract amount as a percentage of the “TOTAL BID AMOUNT” and the anticipated period that the Subcontractor will perform work for this solicitation.

By submission of the proposal, the Respondent acknowledges and agrees to be bound by the rules and requirements of the State’s IVOSB Program. Questions about those rules and requirements should be directed to: Division of Supplier Diversity at indianaveteranspreference@idoa.in.gov, (317) 232-3061 or the Supplier Diversity website at https://www.in.gov/idoa/mwbe.

INDIANA VETERAN OWNED SMALL BUSINESS COMPLIANCE (IVOSB)

If awarded the contract with IVOSB Subcontractor participation, the Respondent will be required to report payments made to Division of Supplier Diversity certified Subcontractors under the Contract monthly using the online audit tool, commonly referred to as “Pay Audit.” The Contractor should also notify Subcontractors that they must confirm payments received from Contractor in Pay Audit. The Pay Audit system can be accessed on the IDOA Pay Audit System webpage at www.in.gov/idoa/mwbe/payaudit.htm.

Further, a copy of each Subcontractor agreement must be submitted to IDOA’s Division of Supplier Diversity within thirty (30) days of the effective date of this Contract. The contracts may be uploaded into Pay Audit, emailed to MWBECompliance@idoa.IN.gov; or mailed to Division of Supplier Diversity Compliance 402 W. Washington Street, Indianapolis IN 46204. Failure to provide a copy of any Subcontractor agreement or failure to meet these commitments could be considered a material breach of this Contract and result in sanctions.

Any changes to this information during the term of the contract must be approved by Division of Supplier Diversity Compliance at MWBECompliance@idoa.IN.gov.

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.

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

mailto:indianaveteranspreference@idoa.in.gov https://www.in.gov/idoa/mwbe http://www.in.gov/idoa/mwbe/payaudit.htm

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Key Dates

Activity Date

Issue of solicitation January 14, 2026

Pre-Proposal Conference January 28, 2026

9:30 am Please see section 1.6

Deadline to Submit Written Questions January 29, 2026 by 3:00 PM Eastern Time

Deadline to Submit Pre Proposal Networking Form January 29, 2026 by 3:00 PM Eastern Time

Response to Written Questions/Amendments February 13, 2026

Submission Due Date/Time

March 6, 2026 by 3:00 PM Eastern Time

Submission of Reference Check Forms to State

March 6, 2026 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 April 2026

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

Removed at the request of the agency.

1.26 Conflict of Interest

Any person, firm or entity that assisted with and/or participated in the preparation of this solicitation document is prohibited from submitting a proposal to this specific solicitation. For the purposes of this solicitation, a “person” means a State officer, employee, special State appointee, or any individual or entity working with or advising the State or involved in the preparation of this solicitation proposal. This prohibition would also apply to an entity who hires, within a one-year period prior to the publication of this solicitation, a person that assisted with and/or participated in the preparation of this solicitation.

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1.27 Procurement Protest Policy

The State’s procurement protest policy can be found at https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf. Per the policy, there are two periods of protest allowable for the solicitation:

• Specifications Protest - written letter of protest regarding inadequate, unduly restrictive, or ambiguous requirements or specifications must be received by IDOA by the close of business not less than ten (10) business days (as defined by the State work calendar) prior to the proposal due date.

• Award Recommendation Letter Protest - written letter of protest regarding the procurement methods and/or procedures used during the procurement process must be received by IDOA by the close of business within five (5) business days (as defined by the State work calendar) after the date of the Award Recommendation Letter.

Additional details as to the required content in the letter and the steps involved in a protest can be found in the State’s Procurement Protest Policy at https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf.

https://www.in.gov/idoa/files/ProcurementProtestPolicy.pdf…