Real Estate ServicesBid Documents

The Indiana Department of Administration is requesting proposals for comprehensive real estate services under RFP 27-87884, with proposals due November 19, 2026, at 3:00 PM ET. An Indiana Veteran Owned Small Business (IVOSB) subcontracting goal of 3% and an Indiana Small Business Program (INSBP) subcontracting goal of 10% apply; respondents may claim a 5% Buy Indiana Initiative preference if they meet state certification and presence requirements (principal place of business in Indiana, majority payroll or employment in Indiana, or minimum $5 million capital investment or $2.5 million annual lease payments).

The solicitation seeks responses for four independently evaluated service categories: Tenant Representation/Acquisition Services, Project Management Services, Maintenance Ticket Administration Services, and Disposition Services. The State may award all categories to one respondent, to different respondents, or any combination. Tenant Representation is compensation-structured as a baseline 4% commission on direct landlord transactions with caps by rentable square footage, plus 1% administrative fees on net Master Agreement purchases (excluding postage, returns, subscriptions, shipping, sales tax, and integrator fees). Disposition Services use a commission rate on gross sale proceeds plus itemized transactional expenses. Maintenance Ticket Administration requires an online platform managing approximately 350 facilities and 4,000 annual maintenance tickets. The contractor must provide helpdesk coverage Monday–Friday, 8:30 AM–2:00 PM, and emergency monitoring 2:00 PM–8:30 AM daily.

The contract term is five years from execution with renewal options subject to Commissioner and State Budget Director approval. Pricing must remain firm for at least 180 days from award. The contract is available to state agencies, K-12 entities, Indiana libraries, and other governmental entities within Indiana.

Evaluation is weighted as Management Assessment/Quality (50 points), Cost (30 points), Buy Indiana Initiative (5 points), IVOSB Subcontractor Commitment (5 points with potential 1-point bonus), and INSBP Subcontractor Commitment (5 points with potential 1-point bonus), totaling 90 points (92 with bonuses).

A pre-proposal conference is scheduled for October 28, 2026, at 9:30 AM ET at the Indiana Government Center South in Indianapolis, with virtual participation available. Written questions are due October 30, 2026, at 3:00 PM ET; responses will be posted by November 13, 2026. Proposal discussions and clarifications are targeted for December 2, 2026; oral presentations if necessary for December 14, 2026; and Best and Final Offers if necessary for December 21, 2026, with Award Recommendation expected in January 2027. An optional Pre-Proposal Network Form is due October 28, 2026, by 10:40 AM ET.

All respondents must comply with Indiana Office of Technology standards, including information security, GovRAMP cloud hosting, data retention, and NIST 800-53 Revision 5 compliance. Vendors must disclose any AI/ML usage with risk classification and governance alignment. Reference checks must be submitted by November 19, 2026, at 3:00 PM ET to PScategory@idoa.IN.gov.