DD Council Meeting Management & Annual Council LeaBid Documents

The Indiana Governor's Council for People with Disabilities (DD Council) is seeking a qualified contractor to provide comprehensive administrative, logistical, and compliance support for its bimonthly Council meetings, two-day Annual Meeting and Leadership Summit, and ongoing member management. The procurement is a Request for Quotation (RFQ) with solicitation number 35-26-85738, targeting support services that ensure accessible, efficient, and legally compliant Council operations. Key deliverables include coordinating bimonthly meetings (three in-person and three virtual), securing accessible venues, preparing and distributing meeting materials in accessible formats, maintaining member rosters, and executing the annual retreat. Contractor qualifications must include 2-5 years of experience supporting public boards, knowledge of Indiana's Open Door Law, familiarity with ADA accommodations, and strong organizational skills. Evaluation criteria will assess experience and qualifications (30 points), approach and work plan clarity (25 points), and contractor capacity and availability. The response period runs from October 16, 2025, to December 19, 2025, with proposals due by December 19, 2025, and contact for inquiries being Arthur L. Sample IV at ASample@idoa.in.gov.

The solicitation includes specific set-aside and participation goals, requiring 8% minority business enterprise (MWBE), 11% women's business enterprise participation, and a 3% Indiana Veteran Owned Small Business (IVOSB) goal. Purchasing preferences include prioritizing U.S. manufactured products, Indiana businesses, Indiana manufactured products, recycled content materials, and Indiana small businesses. Respondents must comply with Indiana Code requirements for employment eligibility verification, drug-free workplace certification, nondiscrimination standards, and ethics obligations. The contract will commence upon execution and continue through September 30, 2027, with potential renewal based on performance and funding availability. While no specific incumbent vendor is identified, the contract allows for potential termination with 30 days' notice and includes provisions for cancellation if funding becomes unavailable. Bidders must submit responses with manual signatures for amounts exceeding $75,000, and all costs must include overhead, administrative fees, and any subcontractor expenses. Payment will be made upon submission of itemized invoices and approval of deliverables, with the contractor required to be registered as a vendor with the State of Indiana.