RFP Boilerplate Document.pdf

STATE OF INDIANA

Request for Proposal/Partnership 26-86494

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of Family and Social Services Administration (FSSA)

Deaf and Hard of Hearing Services (DHHS)

Solicitation For:

Hearing Aids, Devices, and Services

Submission Due Date and Time:

July 27, 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 41

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 Family and Social Services Administration (FSSA), requires Hearing Aids, Devices, and Services for the Family and Social Services Administration – Deaf and Hard of Hearing Services (FSSA-DHHS)]. 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 Solicitation

The purpose of this solicitation is to select a respondent that can satisfy the State’s need for Hearing Aids, Devices, and Services. It is the intent of Family and Social Services Administration

– Deaf and Hard of Hearing Services (FSSA-DHHS) to contract with a respondent that provides quality Hearing Aids, Devices, and Services for Family and Social Services Administration – Deaf and Hard of Hearing Services (FSSA-DHHS).

1.4 Summary Scope of Work

The Contractor shall provide all services necessary to provide new hearing aids, devices, and services 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 Family and Social Services Administration – Deaf and Hard of Hearing Services, is establishing a quantity purchase agreement (QPA) for these commodities and 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 hearing aids, devices and services 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.

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1.4.1 INDEPENDENT VALIDATION AND VERIFICATION (IV&V)

If the State decides to add Independent Verification & Validation (IV&V) services as part of this Contract, the Vendor will copy the Indiana Department of Administration (IDOA) – 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. If IDOA elects to deploy IV&V services in connection with this engagement, the IV&V Team will review and assess all deliverables to determine compliance with the State’s requirements set forth in the Contract including the Statement of Work. For contracts entered into, renewed, or amended after June 30, 2026, the IV&V Team shall serve as an approving authority, and no payment shall be issued to the Vendor unless and until IV&V has provided such approval.

1.4.2 KEY PERFORMANCE INDICATORS (KPIs)

The State will use Key Performance Indicators (KPIs) to measure performance and outcomes of the Contract. The specific KPIs and their targets will be defined and agreed upon by the State and the Vendor during the initial phases of the requirements under the Contract. At a minimum, on time delivery at quality standards of the scope provided within the budget set forth in the Contract will each be measured. Additionally, the State will collect a modified Net Promoter Score from customers to this Contract in its discretion. Low ratings on the modified Net Promoter Score or failure to meet any other KPIs may be deemed, at the discretion of the State, to constitute default under the Contract.

1.4.3 Current Purchasing Profile

The table below represents the approximate State spend from January 1 – December 31, 2025.

The approximate total of one year’s spend (for State and Local) on the current contracts from Date January 1 – December 31, 2025, was $1,000,000.

Category One Year Total State Spend by Category January 1 – December 31, 2025

Hearing Aids, Accessories and Services

$1,000,000

One Year State Spend Total $1,000,000

These figures are only an estimate and are not to be construed as an amount to be offered under this RFP.

Federal funds may be associated with the Hearing Aids, Devices, and Services awarded as a result of this RFP, any vendor responding should be familiar with the federal rules regarding contractor suspension, disbarment and exclusion. Before awarding a contract, the State will review the performance and integrity information available from the System for Award Management (SAM) Exclusions.

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1.4.4 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.

1.4.5 Authentication (Access Indiana)

The proposed solution is expected to integrate with Access Indiana. The IN.gov Program is tasked with implementing a single sign-on authentication mechanism and Identity Provider for online applications for the State of Indiana, referred to as Access Indiana. The benefits of a standard authentication solution, integration strategy, integration process, and more can be found at Access Indiana Authentication (https://www.in.gov/inwp/applications/authentication/).

1.4.6 End of Contract Turnover

The services to be performed under the Contract resulting from this RFP are vital to the State and must be continued without interruption. Procedures must be in place to ensure a seamless transition and uninterrupted service throughout the transition to a project successor at contract end. The State seeks to ensure that program stakeholders experience no adverse impact from the transfer of scope to either the State or to the successor contractor(s) should the Contract not be extended or terminated early.

The Contractor shall be responsible for planning and performing end of contract turnover and disengagement activities. Disengagement includes transition planning to ensure a seamless operational transition to the State or its designee in the event of required contract transition.

The Contractor shall work with the State to ensure that all end of contract turnover tasks are completed and that all responsibilities are transitioned in a timely and effective manner.

The Contractor shall complete, at a minimum, the following tasks and activities during the End of Contract Turnover period:

- Develop an End of Contract Turnover Plan, subject to State approval, including a detailed schedule and resources (quantity, type, and role) who will be available for all months of the End of Contract Turnover period. The End of Contract Turnover Plan shall outline the following:

https://www.in.gov/iot/iot-vendor-engagement/ https://www.in.gov/inwp/ https://www.in.gov/inwp/applications/authentication/ https://www.in.gov/inwp/applications/authentication/

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- Contractor roles and responsibilities

- State roles and responsibilities

- A schedule with key milestones and deliverables

- Method to transfer information to the State and/or a successor contractor(s)

- An inventory of detailed documentation about operations, applications, architecture, and infrastructure, as well as any supporting information related to the technical architecture and infrastructure.

- An inventory of all work-in-progress that need to be completed by the State and/or a successor contractor(s)

- Plans for coordination and transition of specific responsibilities from the incumbent to the future contractor.

- An inventory of project documentation, work-in-progress, technology, systems, and assets necessary for a successive Contractor to perform the duties of the Scope of Work

- Conduct training of State staff or successor contractor(s) staff, in the operations and procedures performed by Contractor staff.

- Perform shadowing and training activities for the State and successor contractor(s)

- Transfer the following information to the State or a successor contractor(s) on a medium acceptable to the State:

- All relevant project artifacts created, maintained, and updated throughout the Contract term

- Project documentation, work-in-progress, technology, systems, and assets necessary for a successive Contractor to perform the duties of the Scope of Work

- Other documentation including, but not limited to:

- User, provider, and operations manuals

- Training materials

- Documentation of any interfaces developed to support business activities between contractors

- Participate in reverse shadowing for the State and/or successor contractor(s) staff on all aspects of workflows, releases, and assignments as requested by the State

- Be available to provide support as requested by the State by the end date of the Contract, the Contractor must turn over all State property to the State, and Contractor’s access to all State infrastructure and facilities shall be terminated. The State has the right to initiate the disengagement process for any service under the Contractor Scope of Work with thirty (30) calendar day’s written notice. The notice of termination initiates these disengagement activities and responsibilities.

1.4.7 Estimated Figures

These figures are only an estimate and are not to be construed as an amount to be offered under this solicitation. However, when completing Minority and Women’s Business Enterprises Participation Plan Form (Attachment A), Indiana Veterans’ Participation Plan Form (Attachment A1), and the Indiana Economic Impact Form (Attachment C) please use the total bid amount from the Cost Proposal (Attachment D).

1.5 Solicitation Outline

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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

Attachment B2 PaaS

Attachment B3 SaaS

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 Mandatory Requirements

Attachment L Artificial Intelligence

Attachment M Infrastructure Overview

Attachment N Resource Usage

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1.6 Pre-Proposal Conference

A pre-proposal conference will be held following 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 26-86494 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 bookmark://_1.24_SUMMARY_OF/ mailto:rfp@idoa.in.gov bookmark://_1.24_SUMMARY_OF/ mailto:rfp@idoa.IN.gov

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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.

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.

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

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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 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.

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.

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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 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.

https://www.in.gov/pac/informal/files/18-INF-06.pdf

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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

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

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

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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)

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.

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

Page 17 of 42 v.09192024

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 Discount Pricing tab and cell G41. 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.

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

Page 18 of 42 v.09192024 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)

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

Page 19 of 42 v.09192024 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 Discount Pricing tab and cell G41. 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 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 https://veterans.certify.sba.gov/ https://veterans.certify.sba.gov/

Page 20 of 42 v.09192024 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.

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.

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

Page 21 of 42 v.09192024

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 June 10, 2026

Pre-Proposal Conference

Indiana Government Center South

Conference Center

June 24, 2026 8:00am – 12:30pm

Pre-Proposal Conference

10:15 am

Room 4

[Virtual Info to follow]

Deadline to Submit Written Questions June 25, 2026 by 3:00 PM Eastern Time

Deadline to Submit Pre-Proposal Networking Forms June 25, 2026 by 3:00 PM Eastern Time

Response to Written Questions/Amendments July 10, 2026

Submission Due Date/Time

July 27, 2026 by 3:00 PM Eastern Time

Submission of Reference Check Forms to State

July 27, 2026 by 3:00 PM Eastern Time

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

Page 22 of 42 v.09192024

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 September 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.

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…