RFP Boilerplate Documentv2.pdf

STATE OF INDIANA

Request for Proposal/Partnership 25-83979

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of Indiana Veterans’ Home

Solicitation For:

Therapy Services

Submission Due Date and Time:

September 29, 2025 @ 3:00 PM ET

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

Indiana Department of Administration Procurement Division

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

Page 2 of 41 v.09192024

Contents Section One General Information and Requested Products/Services

1.1 Introduction

1.2 Definitions and Abbreviations

1.3 Purpose of the Solicitation

1.4 Summary Scope of Work

1.5 Solicitation Outline

1.6 Pre-Proposal Conference

1.7 Question/Inquiry Process

1.8 Due Date for Proposals

1.9 Modification or Withdrawal of Offers

1.10 Pricing

1.11 Proposal Clarifications

1.12 Best and Final Offer (BAFO)

1.13 Reference Site Visits

1.14 Type and Term of Contract

1.15 Confidential Information

1.16 Taxes

1.17 Procurement Division Registration

1.18 Secretary of State Registration

1.19 Compliance Certification

1.20 Equal Opportunity Commitment

1.21 Minority & Women Business Enterprises Subcontractor Commitment (MWBE)

1.22 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

1.23 Americans with Disabilities Act

1.24 Summary of Milestones

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

1.26 Conflict of Interest

1.27 Procurement Protest Policy

Section Two Proposal Preparation Instructions

2.1 General

Page 3 of 41 v.09192024

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 40

3.2.8 Qualified State Agency Preference Scoring

Page 4 of 41 v.09192024

Section One

General Information and Requested Products/Services

1.1 Introduction

In accordance with applicable Indiana Code provisions, Rules and Policies, the Indiana Department of Administration (IDOA), acting on behalf of the Indiana Veterans’ Home, requires Therapy Services for the Indiana Veterans’ Home. 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/ https://www.in.gov/idoa/procurement/current-business-opportunities/

Page 5 of 41 v.09192024

IC

Indiana Code

Installation

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

Other Governmental Body

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

1) The judicial branch

2) The legislative branch

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

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

4) A State educational institution

Prime Contractor

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

Products

Tangible goods or manufactured items as specified in this solicitation

Proposal

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

Respondent

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

Services

Work to be performed as specified in this solicitation

State

The State of Indiana

State Agency

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

Page 6 of 41 v.09192024

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

Total Bid Amount

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

VSC (Valuable Scope Contribution)

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

1.3 Purpose of Solicitation

The purpose of this solicitation is to select a respondent that can satisfy the State’s need for Therapy Services. It is the intent of Indiana Veterans’ Home to contract with a respondent that provides quality Therapy Service for Indiana Veterans’ Home.

1.4 Summary Scope of Work

1.4.1. General Services

Respondent will provide professional staff, who are appropriately licensed/certified in Indiana.

These staff will perform the scope of services required by their respective profession and will be able to meet the credentialing requirements of the State of Indiana and VA long term care regulations applicable to the Indiana Veterans' Home. It is the Respondent’s responsibility to make certain that the professional staff maintain their license and certification and provide IVH with any updates to licenses or certifications for the professional staff working at IVH.

Respondent will assign a manager who will serve as the main contact person for the length of the contract. IVH requests that the same person remains the manager for the length of the contract. If there is a need for change, IVH must have final say on the replacement contract. IVH reserves the right to decline and/or request a different contract manager at any point throughout the contract.

Respondent will provide the same therapy staff for continuity of care as long as the staff member remains employed by the selected Respondent and remains acceptable to IVH. If a new staff member is employed, Respondent must provide documentation that the employee is properly licensed/certified. IVH reserves the right to decline and/or request different staff throughout the contract.

Respondent will provide therapy staff with experience in the evaluation and treatment of a diverse population, including, but not limited to, those with the following diagnoses:

Alzheimer's disease, dementia, stroke, Parkinson's disease, multiple sclerosis, transverse

Page 7 of 41 v.09192024 myelitis, mental illness, behavioral, and orthopedic conditions (i.e. post hip fracture, total knee replacement, etc). The Respondent must provide licensed staff with experience and certification in the following: wound management, treatment of balance disorders, fabrication of orthotics, fall prevention, restraint reduction, wheelchair fitting and positioning systems, and wellness programs for the geriatric population.

Respondent will provide assurance and documentation that shows that each staff member has received orientation and training in the Respondent's policies and procedures and is proficient in performing the essential tasks of their assigned position. Respondent will provide an orientation/training plan to the Director of Nursing (DON) and the facility Superintendent.

IVH will provide manuals that the Respondent staff will be required to read before working at IVH. The Respondent will be responsible for making certain that each employee has read and understands the rules in the manual. Each employee must sign a form (provided by IVH) stating that the employee has completed the manual.

Respondent will periodically provide educational training programs and consultation for IVH staff that may be required by state, federal or VA long-term care regulations as requested or as needed. Respondent will provide educational training programs as requested by IVH for any specialized assistance devices.

Respondent will provide documentation and charting to IVH nursing staff and other members of each patient’s care plan team to assure information is adequately shared with others regarding the resident’s progress, needs, and/or assistance and services needed to support and complement the skilled therapy treatments. This documentation and charting must be done no less than weekly, and more often if requested.

Respondent will monitor IVH owned department and therapy equipment to ensure proper working condition in accordance with equipment maintenance schedules and manufacturer recommendations. Respondent will advise IVH contract manager when repairs are necessary.

Respondent will work with the Department of Veterans Affairs to obtain and maintain equipment.

Respondent will mandate their therapy staff to maintain resident privacy and confidentiality in all aspects of service.

On a weekly basis, Respondent will participate in facility committees on such subjects as: falls, restraints, and wound care. Respondent will also perform home assessments.

Respondent will attend and provide data for the following committees: Medicare, Care Plans (when requested), Clinical Meetings (when requested), and Quality Assurance . Respondent will provide data for statistical information required by the Indiana State Department of Health.

Page 8 of 41 v.09192024

Respondent will provide resident success stories and other data requested by IVH for marketing purposes.

Respondent will ensure that staff is trained for maintaining professional continuing education and any specific training that may be required by state, federal or VA long-term care regulations.

Respondent must provide an on-call staff member to be available after on-site hours to respond to potential emergency situations. The contact person must respond within one (1) hour of request.

1.4.2 Occupational/Physical Therapy Services

Respondent will provide policies and procedures, including job descriptions, for the operation of the Therapy Department and provision of therapy services in accordance with current professional standards of practice. A manual will be available for approval by the IVH Quality Assurance Committee and revised as needed.

Respondent will provide services to all residents whose physician has determined a need and has provided a written order. Respondent will advise IVH and the physician of those services ordered which do not meet the criteria for skilled therapy service and determine the mode of payment prior to continuing the treatment or make recommendations for appropriate alternative treatment. Prior approval from IVH Administration must be made before therapy is administered.

Respondent will make recommendations to the Nursing Department for restorative programs to reinforce skills acquired during therapy.

Respondent will participate in the completion of appropriate sections of the MDS Full and Quarterly assessments and attend resident care plan conferences as necessary for Occupational, Physical, and Speech Therapy. Respondent will provide the number of minutes provided to each resident to the MDS Nurse.

Respondent will maintain a safe working environment for staff and residents in the therapy department, making certain that chemicals and solutions are properly used and stored (this includes appropriate use and display of safety precautions and material safety data sheets), equipment is sufficiently monitored when residents are present, and department entry is locked when therapy staff are not present or available to supervise.

Respondent will provide initial services assessments within 24 hours of receiving physician's order and notification of same. Any further delay will require direct communication with the DON, Superintendent, and the attending physician.

Page 9 of 41 v.09192024

Respondent will provide screenings of new residents within 24 hours and quarterly during the MDS assessment reference period. Respondent will also provide services for any significant condition change as deemed necessary by the DON.

Respondent will maintain an appropriate inventory and make requests for purchase of necessary therapy supplies. Respondent will provide a monthly audit of equipment and supplies. This report shall be given to the DON and Controller on the first Monday of the month the prior month.

1.4.3 Speech Therapy Services:

Respondent will provide a full range of diagnostic and therapeutic speech, language and dysphasia services to residents in accordance with professional standards, facility policy, and state and federal long term care regulations.

Respondent will provide screening and diagnostic evaluation of residents for speech, language and cognitive therapy within three (3) days of admittance of a resident.

Respondent will provide the provision of appropriate individual and group speech, language, and cognitive therapy.

Respondent will provide evaluation and treatment of swallowing disorders.

Respondent will provide the development of individualized augmentative and alternative communication systems.

1.4.4 Hours

Professional licensed therapists, assistants and therapy aides will be scheduled sufficient hours per day/week to assure evaluations, treatments and other tasks related to the services provided are completed timely and in accordance with professional standards of practice.

Hours are non-specific as they may vary depending on the facility census and needs of the residents and health care team. However, it is expected that licensed staff will be working in IVH Therapy Department seven (7) days per week and on-call evening and weekends.

Respondent must provide a monthly schedule one (1) week prior to the beginning of the work month to the DON. Any changes to the schedule must be provided one (1) week in advance and approved by the DON.

Page 10 of 41 v.09192024

Licensed physical, occupational and speech therapists are to be available to perform evaluations and supervise staff in accordance with the needs of the therapy caseload and to efficiently operate the Department.

1.4.5 Billing Services:

IVH will bill Medicare, Medicaid, and third-party insurance at our facility. The Respondent will be responsible for becoming and maintaining Medicare certification as a health care practitioner (CMS 855I and 855R) throughout the life of the contract.

Respondent must be knowledgeable in the procedures and documentation requirements for the billing and reimbursement of treatment modalities and other approved therapy services in accordance with the requirements of Medicare Parts A & B, Medicaid, and third-party private insurance. Respondent agrees to adhere to standards and regulatory requirements of Medicare/Medicaid fiscal intermediaries in the provision of therapy services, development of treatment plans, physician approval, and tracking of treatments, including number of minutes per treatment and appropriate progress notes and discharge summaries.

Respondent agrees to apply for and maintain Medicare certification as health care practitioner (CMS 855I and 855R) and agrees to provide skilled therapy services under the provider’s Medicare number.

Respondent will submit to IVH a weekly statement that will include all therapy patients treated, itemized by billing codes and total amount of therapy minutes.

Respondent must be able to export treatment information relevant for billing from their data system into the IVH billing system, currently MDI Achieve.

Respondent provider agrees to maintain current knowledge of Medicare Parts A & B and Medicaid requirements regarding reimbursement and covered services for their particular therapy services and advises IVH when a change in the program that will affect the provision of service and reimbursement for IVH residents becomes known.

Respondent agrees to advise the physician and contract manager whenever treatment no longer meets the criteria for reimbursement by Medicare Parts A & B, Medicaid, or other third-party payer and there is evidence that the resident would benefit from continued service.

Approval may be made by IVH Administration to continue the service and for the facility to have the service performed and billed to IVH. Such situations will be reviewed weekly to determine the appropriateness of ongoing treatment and residents' response to treatment.

Respondent will work to resolve claim denials and audits.

Technology Security Standards

Page 11 of 41 v.09192024

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.

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

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 C Indiana Economic Impact Form

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

Page 12 of 41 v.09192024

Attachment E Business Proposal Template

Attachment F Technical Proposal Template

Attachment G Q&A Template

Attachment H Reference Check Form

Attachment I Pre-proposal Network Opportunities Form

Attachment J Attestation Form

Attachment K Artificial Intelligence

Attachment L Infrastructure Overview

1.6 Pre-Proposal Conference

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

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

The pre-proposal conference provides an opportunity for potential Prime Contractors and 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.

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 25-83979 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 mailto:rfp@idoa.in.gov mailto:rfp@idoa.IN.gov

Page 13 of 41 v.09192024 considered binding and valid by the State. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any State employee.

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

1.8 Due Date for Proposals

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

Multi-Factor Authentication:

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

Supplier Portal:

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

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

Important notes:

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

No more than one proposal per Respondent may be submitted.

Responses may no longer be sent in on flash drives.

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

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

Page 14 of 41 v.09192024

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

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

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

1.9 Modification or Withdrawal of Offers1

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

1.10 Pricing

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

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

1.11 Proposal Clarifications

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

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

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

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

Page 15 of 41 v.09192024

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

1.12 Best and Final Offer (BAFO)

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

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

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

1.13 Reference Site Visits

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

1.14 Type and Term of Contract

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

The term of the contract shall be for a period of four years (4) years from the date of contract execution. There may be one (1) one-year renewal for a total of five (5) years at the State’s option.

1.15 Confidential Information

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

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

Page 16 of 41 v.09192024

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

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

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

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

1.16 Taxes

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

1.17 Procurement Division Registration

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

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

• To register, follow instructions provided in Section 2.3.8.

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

2.1.

1.18 Secretary of State Registration

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

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

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

Page 17 of 41 v.09192024

1.19 Compliance Certification

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

1.20 Equal Opportunity Commitment

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

Page 18 of 41 v.09192024 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 name and cell B22. 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)) https://www.in.gov/idoa/mwbe

Page 19 of 41 v.09192024

• 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)

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

Page 20 of 41 v.09192024 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 B22. 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:

mailto:MWBECompliance@idoa.IN.gov

Page 21 of 41 v.09192024

• 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.

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)

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

Page 22 of 41 v.09192024

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.

Key Dates Activity Date

Issue of solicitation July 28, 2025

Pre-Proposal Conference

August 8, 2025 at 10:00 AM ET

Join the meeting now Meeting ID: 255 355 443 060 1 Passcode: Gh36fD3t Dial in by phone +1 317-552-1674,,40434717# United States, Indianapolis

3 Submission…