RFP Boilerplatev3updated.pdf

STATE OF INDIANA

Request for Proposal 25-81029

INDIANA DEPARTMENT OF ADMINISTRATION

On Behalf Of Indiana Department of Environmental Management

Solicitation For:

Laboratory Analytical Services for Fish Tissues and Sediment Analyses

Submission Due Date and Time:

March 31, 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

Contents Section One General Information and Requested Products/Services

1.1 Introduction

1.2 Definitions and Abbreviations

1.3 Purpose of the Solicitation

1.4 Summary Scope of Work

1.5 Solicitation Outline

1.6 Pre-Proposal Conference

1.7 Question/Inquiry Process

1.8 Due Date for Proposals

1.9 Modification or Withdrawal of Offers

1.10 Pricing

1.11 Proposal Clarifications

1.12 Best and Final Offer (BAFO)

1.13 Reference Site Visits

1.14 Type and Term of Contract

1.15 Confidential Information

1.16 Taxes

1.17 Procurement Division Registration

1.18 Secretary of State Registration

1.19 Compliance Certification

1.20 Equal Opportunity Commitment

1.21 Minority & Women Business Enterprises Subcontractor Commitment (MWBE)

1.22 Indiana Veteran Owned Small Business Subcontractor Commitment (IVOSB)

1.23 Americans with Disabilities Act

1.24 Summary of Milestones

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

1.26 Conflict of Interest

1.27 Procurement Protest Policy

Section Two Proposal Preparation Instructions

2.1 General

2.2 Executive Summary

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

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 Respondent’s Diversity, Equity, and Inclusion Information

2.3.4 Company Financial Information

2.3.5 Integrity of Company Structure and Financial Reporting

2.3.6 Contract Terms/Clauses

2.3.7 References

2.3.8 Registration to do Business

2.3.9 Authorizing Document

2.3.10 Diversity Subcontractor Agreements

2.3.11 Evidence of Financial Responsibility

2.3.12 General Information

2.3.13 Experience Serving State Governments

2.3.14 Experience Serving Similar Clients

2.3.16 Payment

2.3.17 Extending Pricing to Other Governmental Bodies

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 Indiana Preferences

2.6.4 Subcontractors

Section Three Proposal Evaluation

3.1 Proposal Evaluation Procedure

3.2 Evaluation Criteria

3.2.1 Adherence to Requirements – Pass/Fail

3.2.2 Management Assessment/Quality

3.2.3 Price

3.2.4 Buy Indiana Initiative – 5 points

3.2.5 Minority Business Subcontractor Commitment – 5 points

3.2.6 Women Business Subcontractor Commitment - 5 points

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

3.2.8 Qualified State Agency Preference Scoring

Section One General Information and Requested Products/Services

1.1 Introduction

In accordance with applicable Indiana Code provisions, Rules and Policies, the Indiana Department of Administration (IDOA), acting on behalf of the Indiana Department of Environmental Management, requires Laboratory Analytical Services to perform analyses of biological (fish) tissues and/or surficial aquatic sediment for bioaccumulating chemicals of concern for IDEM . 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

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/

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

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

Total Bid Amount

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

VSC (Valuable Scope Contribution)

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

1.3 Purpose of the Solicitation

The purpose of this solicitation is to select a respondent that can satisfy the State’s need for Laboratory Analytical Services for Fish Tissues and Sediment Analyses. It is the intent of IDEM to contract with a respondent that provides quality Laboratory Analytical Services for IDEM.

1.4 Summary Scope of Work

In order to support the programs of the IDEM/OWQ, the State of Indiana seeks to acquire appropriate analytical laboratory services to test biological (fish) tissues and aquatic sediment samples for contaminants. These laboratory services are necessary to provide valid and timely data. The analytical data will be used by IDEM, Indiana Department of Health (IDOH), and the Indiana Department of Natural Resources (IDNR) in evaluating the continuation of existing, or creation of new Fish Consumption Advisories for the citizens of Indiana. Results will also be used by the various program areas of IDEM to determine the extent of contamination in biota (primarily fish) and aquatic sediment from a variety of sources including, but not limited to, point or non-point discharges from waste fills, spill sites, storage facilities, wastewater treatment plants, non-point sources, etc. The results will support IDEM activities in the areas of compliance, enforcement, promotion of safe environmental practices, and protection of the environment and public health.

The type of samples to be analyzed by the Contractor will be predominately biological (fish) tissue samples (either whole or fillet) and some surficial aquatic sediment samples collected from rivers, streams and lakes from within Indiana. Some of these samples could be from locations suspected of containing hazardous organic and/or inorganic materials at high concentration levels. Respondents should be aware of the potential hazards associated with handling and analysis of these samples. It is the Contractor’s responsibility to take all necessary measures to ensure the health and safety of its employees.

The successful Contractor will be responsible for the following services:

• Providing proper sample containers, shipping containers, dry ice and other coolants/preservatives for the samples to IDEM sampling personnel.

• Assumption of the costs associated with sample transportation and shipping.

• Provision of overnight or one-day courier delivery to Contractor’s facility to facilitate sample shipping.

• Performing requested analyses for selected parameters on submitted samples in a timely manner using prescribed methods.

• Preparing analytical reports for samples analyzed.

• Providing the necessary QA/QC measures and documentation

• Providing raw data results and QC information in a prescribed electronic format that will allow rapid and accurate uploading into the OWQ’s Assessment Information Management System (AIMS).

• Being available for explanation of reports and expert testimony in enforcement actions when requested.

• Additional services as agreed to by the Contractor and the IDEM/OWQ program area.

The services noted above are described in Services 1 through 6 below. Detailed functional specifications are described in the Attachments H1-H7.

1. Sample Containers and Preservatives

All samples will be collected, preserved, and delivered to the Contractor in proper containers by IDEM personnel. Contractor must provide sample containers (appropriate sample jars for analysis tasks selected, heavy duty 18-inch and 24-inch-wide roles of aluminum foil, plastic bags, zip-lock bags, bubble wrap, etc.) at its expense for the collection of samples and their transportation from IDEM to the Contractor’s laboratory facility. Shipping containers such as 48–60-quart coolers must also be provided for shipping the samples to the Contractor’s laboratory facility.

All such shipping containers must meet United States Department of Transportation and any other appropriate regulations. These containers will be of such construction and volume to ensure the integrity of the sample to be analyzed. This implies that samples are not to come into contact with preservatives, their residues, or the shipping containers. It is the responsibility of the Contractor to perform analyses upon representative empty sample containers (i.e., aluminum foil, glass jars, and lids) from time to time to verify that they are free from contaminants. All sample containers are to be for one-time use only. Shipping containers may be re-used. All preservatives -- chemical, dry ice, ice packs, or other coolant -- must be supplied on an “as needed” basis (see below). Quantities of available preservatives must be sufficient for both collection and shipment of samples. It will be advantageous for the respondent to establish accounts with local vendors for the storage bags, aluminum foil and ice supplies so that these items can be signed for and picked up by designated IDEM personnel on an as-needed basis for the purposes of this RFP.

2. Sample Transportation

Contractor will make necessary arrangements for priority overnight shipping and one-day courier delivery services of samples to the Contractor’s laboratory facility. Costs associated with shipping and sample delivery will be at the Contractor’s expense. It will be advantageous for the

Contractor to set up shipping/delivery arrangements so that shipping charges are billed directly to the vendor.

3. Analytes and Methods

Analytical parameters required will be clearly identified by IDEM personnel when samples are submitted to the Contractor. Parameters will be identified by task numbers, and all parameters in those tasks will be considered the required analytical parameters for those samples (see Attachment H6 – Technical Specifications Task Lists).

Analytical tasks will be clearly identified by IDEM/OWQ personnel when samples are submitted to the Contractor. The parameter list in Attachment H6 – Technical Specifications Task List must be met for each method performed, unless directed otherwise by the IDEM project contact.

Tasks may be requested in any combination.

Generally, the procedures for the specified methods for analysis should be followed. Some of the methods requested in this RFP may not have been regularly updated to reflect current advances in analytical chemistry. In such cases, the Contractor is permitted to make modifications in accordance with Attachment H4 – Technical Specifications Methods and Analytical Parameters.

As methods are updated either by the Federal Register, supplemental updates, technical notes, or memo from the United States Environmental Protection Agency (USEPA), the laboratory must update its methodology, Standard Operating Procedures (SOPs), and/or analyte list. The updates must be completed within the time specified in the update or sixty (60) days, whichever is greater.

4. Analytical Reports

All analyses conducted for IDEM must result in a written analytical report and an electronic data deliverable (Attachment I – Electronic Data Reporting Standards), in accordance with the specifications outlined in the appendices attachments and forwarded to the responsible IDEM contact for review. All IDEM sample identification numbers listed on one or more IDEM chain of custody form(s) shipped together will be considered as one group for the purpose of this contract. These groups of samples will be assigned to analysis sets agreed to by the Contractor and IDEM.

A report for a group is considered completed when all individual reports and electronic data deliverables in a set or group contain all data for the required analytical parameters, QA/QC information, and sample identification. Prior to payment, the analytical report must be accepted as completed by the responsible IDEM contact. IDEM’s review and acceptance of an analytical report and electronic data deliverables are an equal part of the sample analysis.

IDEM’s review and acceptance of an analytical report is an equal part of the sample analysis.

Fourteen (14) calendar days after the “Delivery Date” of an analytical report shall be counted as Contractor’s time. These fourteen (14) days will be treated as if the report were in the

Contractor’s possession, even though under review by IDEM. These fourteen (14) days will not be counted against reporting time requirements. If there is a ninety (90) day analysis/reporting cycle, the Contractor has the full ninety (90) days to analyze the sample and deliver the report.

(See Section D of Attachment H1 – “Technical Specifications”, Invoicing IDEM and Payment Reduction, for definition of “Delivery Date.”)

5. Quality Assurance/Quality Control and Documentation

The Contractor must have and maintain a documented Quality Assurance/Quality Control (QA/QC) Program capable of demonstrating that data has a specified degree of reliability. An acceptable QA/QC Program would be one patterned after a publication such as the “Handbook for Analytical Quality Control in Water and Wastewater Laboratories”, USEPA 600/4-79-019.

The Contractor must be able to validate each method used and each analysis performed by that method using the QA/QC Program.

QA/QC measures must be documented. All documentation must be maintained and made available for the use of IDEM/OWQ for five (5) years after the expiration date of this Contract.

QA/QC documentation must be submitted as required in Attachment H3 – Technical Specifications Quality Assurance/Quality Control Criteria.

Comprehensive, on-site laboratory audits may be conducted at a minimum of once per year. The State may request a site visit to a Contractor’s working support center once per year. The Contractor must pay for the cost of travel to and from the laboratory facility, for two (2) IDEM auditors per audit visit.

Proper sample chain-of-custody procedures must be maintained by the Contractor. Sample holding times end when the Laboratory Reagent Blank is analyzed. Sample analysis must begin within the holding time. Payment will not be authorized for samples analyzed outside of method holding times unless directed by IDEM Quality Assurance Officer.

6. Availability of Services and Personnel

Laboratory services will be available at all reasonable hours for the delivery of samples. When explanations of reports are necessary, the Contractor’s personnel will provide them. The Contractor’s personnel will be available during normal business hours. The Contractor’s personnel will not be required to provide interpretation of results obtained by the analysis of samples. It is sometimes necessary to validate analyses by the use of the Contractor’s personnel in enforcement action taken by IDEM. This use of the Contractor’s personnel will be kept to a minimum but must be available. Charges for the use of the Contractor’s personnel will be separate from all other charges.

• Contractor’s services must be available at all reasonable hours for the delivery of samples collected by IDEM personnel. Arrangements for after-hours delivery will be made prior to sample collection. Respondents must list normal hours of delivery in their responses.

• Respondents must list any special conditions for samples and/or sample types delivered on a Friday; otherwise sample delivery and analysis will be treated as any normal weekday.

• When explanations of reports are necessary, the Contractor’s personnel will provide them. This does not apply to the interpretation of results obtained by the analysis of samples.

• It is sometimes necessary to validate the sampling and analysis by the use of the

Contractor’s personnel in enforcement actions taken by IDEM. This use of the Contractor’s personnel will be kept to a minimum but must be available. Appropriate charges for such use of the Contractor’s personnel (hourly costs, per diem, lodging, etc.)

must be provided in a Statement of Additional Charges, or such use will be presumed to be donated.

Respondents should realize that the selected Contractor not only has considerable responsibility for providing reliable laboratory descriptions of the samples at issue, but also that its professional competence, the validity of the procedures used, and the resulting values reported may be challenged (perhaps in court). For the Contractor to meet such challenges, it should support the laboratory data with an adequate documentation program that provides valid records of the control measures applied to all factors bearing on the final results of investigations.

Over the course of the term of the contract, the State spent a total of $594,800.00.

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

Attachment E Business Proposal Template

Attachment F Technical Proposal Template

Attachment G Q&A Template

Attachment H Reference Check Form

Attachment H1 Technical Specifications

Attachment H2 Technical Specifications: Definitions

Attachment H3 Technical Specifications: Quality Assurance/Quality Control Criteria

Attachment H4 Technical Specifications: Methods and Analytical Parameters

Attachment H5 Technical Specifications: Reporting

Attachment H6 Technical Specifications: Tasks List

Attachment H7 Technical Specifications: Test Method References

Attachment I Pre-proposal Network Opportunities Form

Attachment J Attestation Form

Attachment K Electronic Data Reporting Standards

Attachment L Current Laboratory Services Contract Charges

Attachment M Intent to respond

1.6 Pre-Proposal Conference

A pre-proposal conference will be held at the date, time and virtual 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 25-81029 Questions/Inquiries – [INSERT COMPANY NAME]”.

Following the question/inquiry due date, Procurement Division personnel will compile a list of the questions/inquiries submitted by all Respondents, redacting the name of the company who submitted the question. The responses will be posted to the IDOA website according to the timetable established in Section 1.24. Only answers posted on the IDOA website will be considered binding and valid by the State. No Respondent shall rely upon, take any action, or make any decision based upon any verbal communication with any State employee.

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

1.8 Due Date for Proposals

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

mailto:rfp@idoa.in.gov mailto:rfp@idoa.IN.gov https://www.in.gov/idoa/procurement/award-recommendations/

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.

1.9 Modification or Withdrawal of Offers1

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

https://www.in.gov/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

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)

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. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint.

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.

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

1.13 Reference Site Visits

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

1.14 Type and Term of Contract

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

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

1.15 Confidential Information

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

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

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

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

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

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

1.16 Taxes

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

1.17 Procurement Division Registration

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

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

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

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.

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

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). As stated in Section 1.20, there is a commitment goal for this solicitation. The MWBE Subcontractor Commitment form is Attachment A. The MWBE Subcontractor Commitment Form is to be submitted as a part of the Respondent’s proposal. In order for the Subcontractor commitment to result in evaluation points for the Respondent, the entity must be on the State of Indiana Certified M/W/IVOSB list at https://www.in.gov/idoa/mwbe.

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

The amount entered in “TOTAL BID AMOUNT” should match the amount entered in the Attachment D, Cost Proposal Template, Cost Proposal tab, and cell D61.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

• 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 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 D61. 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 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

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 January 13, 2025

Pre-Proposal Conference

January 28, 2025 @ 10:00 AM Microsoft Teams Join the meeting now Meeting ID: 231 383 325 835 Passcode: op36J2Ta

Dial in by phone

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

http://www.in.gov/idoa/mwbe/payaudit.htm mailto:MWBECompliance@idoa.IN.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTUwZjMzZjMtMTEwNi00MWMwLWE3N2EtMzlhNTkxZWY0YWYz%40thread.v2/0?context=%7b%22Tid%22%3a%222199bfba-a409-4f13-b0c4-18b45933d88d%22%2c%22Oid%22%3a%22d83705a8-3f37-45b3-8efd-d0f182cdb294%22%7d

+1 317-552-1674,,597303059# United States, Indianapolis Find a local number Phone conference ID: 597 303 059# Join on a video conferencing device Tenant key: indiana@m.webex.com Video ID: 111 047 633 5

Deadline to Submit Pre-Proposal Network Opportunities Form

January 29, 2025

Deadline to Submit Written Questions January 29, 2025 by 3:00 PM Eastern Time

Response to Written Questions/Amendments February 12, 2025

Deadline to submit Intent to Respond March 17, 2025

Submission Due Date/Time

March 31, 2025

Submission of Reference Check Forms to State

March 31, 2025

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 TBD

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.