Technical Assistance (TA) Services RFP-19-063

Agency: State Government of Indiana
State: Indiana
Level of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD00165104391764763
Posted Date: Jan 4, 2019
Due Date: Jan 17, 2019
Source: Members Only
Request for Proposal 19-063 Indiana Department of Administration On Behalf Of: The Family and Social Services Administration, Office of Early Childhood and Out of School Learning (OECOSL)
Solicitation for: Technical Assistance (TA) Services Response Due Date: Wednesday, February 13th, 2019

This is an electronic version of a Request for Proposal (RFP). Any alteration to the text or any file associated with this RFP in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in your response being considered nonresponsive.

Thank you for your interest in doing business with the State of Indiana.

CONTENTS OF RFP 19-063

RFP 19-063 consists of the following documents, which may be downloaded from this web site:

  • Addendum 1 - Posted - January 4, 2019

  • RFP 19-063 , RFP Document - Updated - January 4, 2019
  • Attachment A , M/WBE Participation Plan Form
  • Attachment A1 , IVOSB Participation Plan Form
  • Attachment B , Sample Contract Document
  • Attachment C , Indiana Economic Impact Form
  • Attachment D , Cost Proposal Template - Updated - January 4, 2019
  • Attachment E , Business Proposal Template
  • Attachment F , Technical Proposal Template - Updated - January 4, 2019
  • Attachment G , Question and Answer Template
  • Attachment H , Scope of Work
  • Attachment I , Intent to Respond
  • Attachment J , Bidders Library

  • Attachment Preview

    Test Title

    STATE OF INDIANA

    Request for Proposal 19-063

    INDIANA DEPARTMENT OF ADMINISTRATION

    On Behalf Of

    Indiana Family and Social Services Administration

    Office of Early Childhood and Out of School Learning

    Solicitation For:

    Technical Assistance (TA) Services

    Response Due Date: February 13th, 2019

    David Brandon-Friedman

    Indiana Department of Administration

    Procurement Division

    402 W. Washington St., Room W468

    Indianapolis, Indiana 46204


    TA RFP FINTA

    SECTION ONE
    GENERAL INFORMATION AND REQUESTED PRODUCTS/SERVICES

    1.1 INTRODUCTION

    In accordance with Indiana statute, including IC 5-22-9, the Indiana Department of Administration (IDOA), acting on behalf of the Family and Social Services Administration (FSSA) Office of Early

    Childhood and Out of School Learning (OECOSL), requires technical assistance (TA) services for Indiana’s early childhood care and education programs. It is the intent of IDOA to solicit responses to this Request for Proposals (RFP) in accordance with the statement of work, proposal preparation section, and specifications contained in this document. This RFP is being posted to the IDOA website ( http://www.IN.gov/idoa/2354.htm ) for downloading. A nominal fee will be charged for providing hard copies. Neither this RFP 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 RFP. Other special terms may be used in the RFP, but they are more localized and defined where they appear, rather than in the following list.

    Award Recommendation

    IAC

    IDOA’s summary to the agency being supported, typically in letter format, of the solicitation and suggestion on vendor selection for the purposes of beginning contract negotiations.

    Indiana Administrative Code

    IC

    Contract Award

    Indiana Code

    The acceptance of IDOA’s Award Recommendation by the agency being supported in conjunction with the public posting of the Award Recommendation.

    VSC

    Valuable Scope Contribution – A business function that supports the scope of this solicitation

    Full Time Equivalent (FTE)

    The State defines FTE as a measurement of an employee's productivity when executing the scope of work in this RFP 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

    Implementation

    The successful implementation of technical assistance services at the Indiana Government Center as specified in the contract resulting from this RFP

    Installation

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

    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 (includes towns, cities, local governments, etc.)

    4) A state educational institution

    Products

    Tangible goods or manufactured items as specified in this RFP

    Proposal

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

    Respondent

    An offeror as defined in IC 5-22-2-18. 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 respondent who will be ultimately responsible for performance of the contract

    Services

    Work to be performed as specified in this RFP

    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

    Total Bid Amount

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

    Vendor

    Any successful respondent selected as a result of the procurement process to deliver the products or services requested by this RFP

    1.3 PURPOSE OF THE RFP

    The purpose of this RFP is to select a vendor that can satisfy the State’s need for TA support through the tiered approach to TA service delivery, including differing levels of support and intensity determined by programs’ needs and goals. It is the intent of FSSA to contract with a vendor that provides quality TA support and instruction for Indiana’s early childhood programs.

    1.4 SUMMARY SCOPE OF WORK

    FSSA seeks to solicit a vendor that can administer TA services for the State of Indiana’s early childhood care and education programs. TA services will be available generally to all of the State’s early childhood care and education programs, but also specifically for those navigating the Paths to QUALITY (PTQ) program. Key services required for this Contract include:

    • Providing a process for Self-Assessment and identification of programs’ TA needs

    • Providing TA staff to help programs complete the Self-Assessment and address any other needs

    • Developing a training approach that ensures that the program staff are knowledgeable in their job functions

    • Providing TA to early childhood programs to ensure they meet the standards outlined by OECOSL

    • Creating a process of TA services that demonstrates reliability amongst coaches and other TA staff

    • Collaborating with OECOSL in the development, updating, and implementing of policies and procedures related to TA services

    This RFP includes a transition from the current practice of TA provision by local Child Care Resource and Referral (CCR&R) agencies and other contractors providing financial and technical support for the professional development of early childhood programs, to a single Contractor that will organize and provide all TA support through a tiered approach. The tiered approach begins with high-quality universal TA and instruction available to all early childhood programs. Within the three tiers, programs are provided with supports and TA at increasing levels of intensity, based on their needs. These services may be provided by a variety of personnel, and in different modalities. The Contractor that provides TA services will support early childhood programs in meeting regulatory requirements, as well as improving their own individual development paths. One of the main roles of the Contractor is to help early childhood programs navigate the State's PTQ program through the provision of TA services. The Contractor will provide and train staff, both Technical Assistance Specialists as well as PTQ coaches, that meet the State's requirements for this Contract and the needs for statewide TA provision.

    1.5 RFP OUTLINE

    The outline of this RFP document is described below:

    Section

    Description

    Section 1 – General Information and Requested Products or Services

    This section provides an overview of the RFP, general timelines for the process, and a summary of the products/services being solicited by the State/Agency via this RFP

    Section 2 – Proposal Preparation Instruction

    This section provides instructions on the format and content of the RFP including a Letter of Transmittal, Business Proposal, Technical Proposal, and a Cost Proposal

    Section 3 – 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

    Scope of Work

    Attachment I

    Intent to Respond Form

    Attachment J

    Bidders’ Library

    1.6 PRE-PROPOSAL CONFERENCE

    A pre-proposal conference will be held on the date listed in Section 1.24 at 10:00 AM in Indiana Government Center South Conference Center Room 22. At this conference, potential respondents may ask questions about the RFP and the RFP 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.

    1.7 QUESTION/INQUIRY PROCESS

    All questions/inquiries regarding this RFP must be submitted in writing by the deadline of 3:00 p.m. Eastern Time on the date listed 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 above.

    Following the question/inquiry due date, Procurement Division personnel will compile a list of the questions/inquiries submitted by all Respondents. The responses will be posted to the IDOA website according to the RFP timetable established in Section 1.24. The question/inquiry and answer link will become active after responses to all questions have been compiled. Only answers posted on the IDOA website will be considered official 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.

    Inquiries are not to be directed to any staff member of FSSA, or any other participating agency. Such action may disqualify Respondent from further consideration for a contract resulting from this RFP.

    If it becomes necessary to revise any part of this RFP, or if additional information is necessary for a clearer interpretation of provisions of this RFP 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 at the address below by the Procurement Division no later than 3:00 p.m. Eastern Time on the date listed in Section 1.24. Each Respondent must submit one original USB drive/CD-ROM (marked "Original") and one (1) complete copy on USB drive/CD-ROM of the proposal, including the Transmittal Letter and other related documentation as required in this RFP. The original USB drive/CD-ROM will be considered the official response in evaluating responses for scoring and protest resolution. The respondent's proposal response on this USB drive/CD may be posted on the IDOA website, ( http://www.in.gov/idoa/2462.htm ) if recommended for selection. Each copy of the proposal must follow the format indicated in Section Two of this document. Unnecessarily elaborate brochures or other presentations, beyond those necessary to present a complete and effective proposal, are not desired. All proposals must be addressed to:

    David Brandon-Friedman

    Indiana Department of Administration

    Procurement Division

    402 West Washington Street, Room W468

    Indianapolis, IN 46204

    If you hand-deliver solicitation responses:
    To facilitate weapons restrictions at Indiana Government Center North and Indiana Government Center South, as of July 21, 2008, the public must enter IGC buildings through a designated public entrance. The public entrance to Indiana Government Center South is located at 10 N. Senate Avenue (East side of building). This entrance will be equipped with metal detectors and screening devices monitored by Indiana State Police Capitol Police.

    Passing through the public entrance may take some time. Please be sure to take this information into consideration if your company plans to submit a solicitation response in person.

    If you ship or mail solicitation responses: United States Postal Express and Certified Mail are both delivered to the Government Center Central Mailroom, and not directly to the Procurement Division. It is the responsibility of the Respondent to make sure that solicitation responses are received by the Procurement Division at the Department of Administration’s reception desk on or before the designated time and date. Late submissions will not be accepted. The Department of Administration, Procurement Division clock is the official time for all solicitation submissions.

    Regardless of delivery method, all proposal packages must be sealed and clearly marked with the RFP number, due date, and time due.  IDOA will not accept any unsealed bids. Any proposal received by the Department of Administration, Procurement Division after the due date and time will not be considered. Any late proposals will be returned, unopened, to the Respondent upon request. All rejected proposals not claimed within 30 days of the proposal due date will be destroyed.

    No more than one proposal per Respondent may be submitted.

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

    1.9 MODIFICATION OR WITHDRAWAL OF OFFERS

    Modifications to responses to this RFP may only be made in the manner and format consistent with the submittal of the original response, acceptable to IDOA and clearly identified as a modification.

    The Respondent’s authorized representative may withdraw the proposal, in person, prior to the due date. Proper documentation and identification will be required before the Procurement Division will release the withdrawn proposal. The authorized representative will be required to sign a receipt for the withdrawn proposal.

    Modification to, or withdrawal of, a proposal received by the Procurement Division after the exact hour and date specified for receipt of proposals will not be considered.

    1.10 PRICING

    Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date. 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.

    Please refer to the Cost Proposal sub-section under Section 2 for a detailed discussion of the proposal pricing format and requirements.

    1.11 PROPOSAL CLARIFICATIONS AND DISCUSSIONS, AND CONTRACT DISCUSSIONS

    The State reserves the right to request clarifications on proposals submitted to the State. The State also reserves the right to conduct proposal discussions, either oral or written, with Respondents. These discussions could include request for additional information, request for cost or technical proposal revision, etc. Additionally, in conducting discussions, 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 discussions. Discussions, along with negotiations with responsible respondents may be conducted for any appropriate purpose.

    The Procurement Division will schedule all discussions. Any information gathered through oral discussions must be confirmed in writing.

    A sample contract is provided in Attachment B. Any requested changes to the sample contract must be submitted with your response (See Section 2.3.5 for details). The State reserves the right to 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

    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 on the basis of 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 offers that are most advantageous to the State, considering cost and the evaluation criteria in this RFP.

    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 RFP.

    The term of the contract shall be for a period of four (4) years from the date of contract execution. There may be two (2) one-year renewals for a total of six (6) years at the State’s option.

    1.15 CONFIDENTIAL INFORMATION

    Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA), IC 5-14-3 et seq., and, after the contract award, the entire RFP file may be viewed and copied by any member of the public, including news agencies and competitors. Respondents claiming a statutory exception to the APRA must indicate so in the Transmittal Letter. Confidential Information must also be clearly marked in a separate folder on any included CD-ROM. The Respondent must also specify which statutory exception of APRA that applies. The State reserves the right to make determinations of confidentiality. If the Respondent does not identify the statutory exception, the Procurement Division will not consider the submission confidential. If the State does not agree that the information designated is confidential under one of the disclosure exceptions to APRA, it may seek the opinion of the Public Access Counselor. Prices are not confidential information.

    1.16 TAXES

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

    1.17 PROCUREMENT DIVISION REGISTRATION

    In order to receive an award, you must be registered as a bidder with the Department of Administration, Procurement Division.  Therefore, to ensure there is no delay in the award all Respondents are strongly encouraged to register prior to submission of their response.  Respondents should go to www.in.gov/idoa/2464.htm .

    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 RFP serve as a representation that it 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

    Pursuant to IC 4-13-16.5 and in accordance with 25 IAC 5, Executive Order 13-04 and IC 5-22-14-3.5, 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 RFP. Therefore a contract goal of 8% for Minority Business Enterprises, 8% for Woman Business Enterprises, and 3% for Indiana Veteran Owned Small Businesses have been established and all respondents will be expected to comply with the regulation set forth in 25 IAC 5, Executive Order 13-04 and IC 5-22-14-3.5.

    Failure to address these requirements may impact the evaluation of your proposal.

    1.21 MINORITY & WOMEN'S BUSINESS ENTERPRISES RFP SUBCONTRACTOR COMMITMENT (MWBE)

    In accordance with 25 IAC 5-5, the respondent is expected to submit with its proposal a Minority & Women’s Business Enterprises RFP Subcontractor Commitment Form. The Form must show that there are, participating in the proposed contract, Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) listed in the Minority and Women’s Business Enterprises Division (MWBED) directory of certified firms located at http://www.in.gov/idoa/2352.htm .

    If participation is met through 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 proposal and the cost of direct supplies 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.

    Failure to meet these goals will affect the evaluation of your Proposal. The Department reserves the right to verify all information included on the MWBE Subcontractor Commitment Form.

    Prime Contractors must ensure that the proposed subcontractors meet the following criteria:

    • Must be listed on the IDOA Directory of Certified Firms, 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.

    • 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 service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm

    • 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 RFP Subcontractor Letter of Commitment (MWBE)

    A signed letter(s), on company letterhead, from the MBE and/or WBE 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. The MBE and/or WBE subcontractor amount and subcontractor percentage is only based on the initial term of the contract, unless the products and/or services are needed beyond the initial term. Any products and/or services desired after the initial term will require separate negotiations between the prime contractor and subcontractor. The State may deny evaluation points if the letter(s) is 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 regulatory processes involving the State’s M/WBE Program. Questions involving the regulations governing the MWBE Subcontractor Commitment Form should be directed to: Minority and Women’s Business Enterprises Division at (317) 232-3061 or http://www.in.gov/idoa/2352.htm .

    Minority & Women’s Business ComPLIANCE (MWBE)

    If awarded the contract with MWBE subcontractor participation, the Respondent is will be required to report payments made to MWBE Division subcontractors under the Contract on a monthly basis 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 webpage at: www.in.gov/idoa/mwbe/payaudit.htm

    Further, a copy of each subcontractor agreement must be submitted to IDOA’s MWBE Division 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 MWBE Compliance 402 W. Washington Street, Indianapolis IN 46204.  Failure to provide a copy of any subcontractor agreement or failure to meet these commitments could be considered a material breach of this Contract and result in sanctions per 25 IAC 5.

    Any changes to this information during the term of the contract must be approved by MWBE Compliance at MWBECompliance@idoa.IN.gov .

    1.22 INDIANA VETERAN OWNED SMALL BUSINESS SUBCONTRACTOR COMMITMENT (IVOSB)

    In accordance with Executive Order 13-04 and IC 5-22-14-3.5, it has been determined that there is a reasonable expectation of Indiana Veteran Owned Small Business subcontracting opportunities on a contract awarded under this RFP. The IVOSB Subcontractor Commitment Form is to be submitted alongside the Respondent’s proposal. The Form must show that they are participating in the proposed contract and IVOSB firms that meet the requirements listed at the Veteran’s Business Program website ( http://www.in.gov/idoa/2862.htm ).

    If participation is met through 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 proposal and the cost of direct supplies 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.

    If the vendor responding to the RFP is an IVOSB certified entity, the letter confirming same should be submitted with their response. IDOA will verify the certification but will not check for it. Therefore the responding vendor 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 ISVOB 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 reserves the right to 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 Business Enterprise ( VA OSDBU ) registry or listed on the IDOA Directory of Certified Firms, 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. (VA OSDBU), 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 2.3.7 - Department of Administration, Procurement Division)

    • A Prime Contractor who is an IVOSB can count their own workforce or companies to meet this requirement.

    • 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 service only in the industry area for which it is certified as listed in the VA OSDBU or IDOA Certified Firm directories http://www.in.gov/idoa/2352.htm

    • Must be used to provide the goods or services specific to the contract

    Indiana Veteran OWNED SMALL Business RFP 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. The State reserves the right to deny evaluation points if the letter(s) is not attached. The State may deny evaluation points if the letter(s) is 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 policies and processes involving the State’s IVOSB Program. Questions involving the regulations governing the IVOSB Subcontractor Commitment Form should be directed to: indianaveteranspreference@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 RFP process. The dates associated with each step are not to be considered binding. 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 RFP Dates

    Activity

    Date

    Issue of RFP

    December 21, 2018

    Pre-Proposal Conference

    January 17, 2019

    Deadline to Submit Written Questions

    January 18, 2019

    Deadline to Submit Intent to Respond Form

    January 18, 2019

    Response to Written Questions/RFP Amendments

    January 30, 2019

    Submission of Proposals

    February 13, 2019

    The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

    Proposal Evaluation

    February/March 2019

    Proposal Discussions/Clarifications (if necessary)

    March 2019

    Oral Presentations (if necessary)

    April 2019

    Best and Final Offers (if necessary)

    April 2019

    RFP Award Recommendation

    April 2019

    1.25 RESERVED

    1.26 CONFLICT OF INTEREST

    Any person, firm or entity that assisted with and/or participated in the preparation of this RFP document is prohibited from submitting a proposal to this specific RFP. For the purposes of this RFP “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 RFP proposal. This prohibition would also apply to an entity who hires, within a one-year period prior to the publication of this RFP, a person that assisted with and/or participated in the preparation of this RFP.


    SECTION TWO
    PROPOSAL PREPARATION INSTRUCTIONS

    2.1 GENERAL

    To facilitate the timely evaluation of proposals, a standard format for proposal submission has been developed and is described in this section. All Respondents are required to format their proposals in a manner consistent with the guidelines described below:

    • Each item must be addressed in the Respondent’s proposal.

    • The Transmittal Letter must be in the form of a letter. The business and technical proposals must be organized under the specific section titles as listed below.

    • The electronic copies of the proposal submitted via USB drive/CD-ROM should be organized to mirror the sections below and the attachments.

    • Each item, i.e. Transmittal Letter, Business Proposal, Technical Proposal, Cost Proposal, etc., must be separate standalone electronic files on the USB drive/CD-ROM. Please do not submit your proposal as one large file.

    • Whenever possible, please submit all attachments in their original format.

    • Confidential Information must also be clearly marked in a separate folder/file on any included USB drive/CD-ROM.

    2.2 TRANSMITTAL LETTER

    The Transmittal Letter must address the following topics except those specifically identified as “optional.”

    2.2.1 Agreement with Requirement listed in Section 1

    The Respondent must explicitly acknowledge understanding of the general information presented in Section 1 and agreement with any requirements/conditions listed in Section 1.

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

    The Transmittal Letter must briefly summarize the Respondent’s ability to supply the requested products and/or services that meet the requirements defined in Section 2.4 of this RFP. The letter must also contain a statement indicating the Respondent’s willingness to provide the requested products and/or services subject to the terms and conditions set forth in the RFP including, but not limited to, the State’s mandatory contract clauses.

    2.2.3 Signature of Authorized Representative

    A person authorized to commit the Respondent to its representations and who can certify that the information offered in the proposal meets all general conditions including the information requested in Section 2.3.4, must sign the Transmittal Letter. In the Transmittal Letter, please indicate the principal contact for the proposal along with an address, telephone and fax number as well as an e-mail address, if that contact is different than the individual authorized for signature.

    2.2.4 Respondent Notification

    Unless otherwise indicated in the Transmittal Letter, Respondents will be notified via e-mail.

    It is the Respondent’s obligation to notify the Procurement Division of any changes in any address that may have occurred since the origination of this solicitation. The Procurement Division will not be held responsible for incorrect vendor/contractor addresses.

    2.2.5 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. (see section 1.16).

    Provide the following information:

    • List all documents where claiming a statutory exemption to the APRA;

    • Specify which statutory exception of APRA that applies for each document;

    • Provide a description explaining the manner in which the statutory exception to the APRA applies for each document.

    2.2.6 Other Information

    This item is optional. Any other information the Respondent may wish to briefly summarize will be acceptable.

    2.2.7 Cost Affirmation

    The Respondent must explicitly affirm that their Total Four-Year NTE Base Contract Cost, as listed in the Cost Proposal Template (Attachment D), is equal to or less than the State’s Four-Year Budget Amount of $26,200,000.

    2.3 BUSINESS PROPOSAL

    The Business Proposal must address the following topics except those specifically identified as “optional.” The Business Proposal Template is Attachment E.

    2.3.1 General (optional)

    This section of the business proposal may be used to introduce or summarize any information the Respondent deems relevant or important to the State’s successful acquisition of the products and/or services requested in this RFP.

    2.3.2 Respondent’s Company Structure

    The legal form of the Respondent’s business organization, the state in which formed (accompanied by a certificate of authority), the types of business ventures in which the organization is involved, and a chart of the organization are to be included in this section. If the organization includes more than one product division, the division responsible for the development and marketing of the requested products and/or services in the United States must be described in more detail than other components of the organization.

    ...
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