Bidder Opportunities may now be accessed on the Current Business Opportunities web page.
Response process instructions are available within the sourcing documents and addendums. Be aware, this is now a two-part submission process. The Submission Form referenced in the instructions are located within the Current Business Opportunities web page. Note the extended deadlines.
Bidder Registration and Bidder ID Number information is available at the Bidder Profile Registration page
How to Respond to a Solicitation
Responding to a request for proposal (RFP) or another solicitation is an extensive process due to laws, policies, required documents, etc. The following sections will prepare you for your solicitation submission to the State of Indiana. Each solicitation is unique and will have a unique set of requirements and documents. These steps will provide an overview for the process.
Steps to Respond to a Solicitation
Step 1
Read the Entire Solicitation, including all the Attachments
While reading the solicitation and attachments, make notes and write down all your questions. Pay special attention to the following section resources to get started.
| Resource | Notes |
|---|---|
| Summary of Milestones | This section provides a timeline for the solicitation process. These key dates are very important and should be recognized. If a proposal is not submitted on time, it may not be considered. |
| Checklist | Use this checklist attachment to ensure that your proposal contains the required documents and meets the submission requirements. |
| Sample Contract | Review the sample contract and make notes to any exceptions to the State's mandatory contract clauses in the Transmittal Letter. |
| Q & A Template | Submit your questions in the Question and Answer attachment by the date and time established in solicitation. |
Step 2
Review Previous Solicitations
It is important to review previous solicitations, if applicable, to understand the average cost and agreements that have been submitted.
Previous Proposals
Previous proposals can be requested by doing a public records request. Public records requests must be submitted in writing, preferably as an e-mail, utilizing the procedure found on the Media and Public Information web page.
Step 3
Attend the Pre-Proposal Conference
A pre-proposal conference will be held for solicitations. 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. It is recommended for prime contractors and sub-contractors to attend pre-proposal conferences to:
- Network
- Learn the State of Indiana's solicitation process
- Get real-time answers to proposal questions
Step 4
Create your Solicitation Response
Create your response so that it is easy to navigate includes all of the required information.
| Section | Notes |
|---|---|
| Conflict of Interest | Confirm if any person, firm or entity that assisted with and/or participated in the preparation of the solicitation document is prohibited from submitting a proposal to the specific solicitation. |
| Transmittal Letter | The Transmittal Letter must address specific topics except those specifically identified as "optional." Respondents are advised that materials contained in proposals are subject to the Access to Public Records Act (APRA). In the Transmittal Letter list all documents containing any confidential information that would need to claim a statutory exemption to the APRA. |
| Confidential Information | Separate all the confidential information in a separate folder labeled CONFIDENTIAL |
| Subcontractors | Meet Subcontractor Commitment Goals (M/WBE and IVOSB). This is worth 25% of the total RFP points during the solicitation evaluation. Include the subcontractor commitment letter. |
Step 5
Submit the Proposal
All bid proposals must be received no later than the date and time outlined in the solicitation documents. 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.
For quicker and manageable uploading of bid documents if the proposals are being collected electronically, 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.
The State strongly encourages Respondents to allow plenty of time when submitting their proposals. Waiting until the last day is not recommended.
The State accepts no obligations for costs incurred by Respondents in anticipation of being awarded a contract.
MISTAKES IN SOLICITATION RESPONSES
A respondent may alter or withdraw their response before the due date and time. After the solicitation due date and time has passed, the respondent may only withdraw in writing before the award has been made. If the respondent withdraws the offer before the award, the offer becomes part of the solicitation file. It is also open to public review.
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.