Att G - Q&A.xlsx

XLSX spreadsheet 30 KB Posted Oct 19, 2026

Attached to: RFP 27-88033 IDEA Part B Fiscal Monitoring TABid Documents
Solicitation number: RFP 27-88033
Issued by: Marion County, Indiana

About this file

Written by GovTribe AI · Oct 19, 2026

This Question and Answer document provides clarifications for RFP 27-88033, issued by the Indiana Department of Education's Office of Special Education, regarding IDEA Part B fiscal monitoring technical assistance services. The contract scope requires the selected vendor to conduct fiscal reviews for up to 13 Tier 3 Local Education Agencies (LEAs) annually, develop annual training materials for LEA staff, and prepare comprehensive fiscal monitoring reports with findings and corrective action recommendations. The vendor will not be expected to develop fiscal monitoring protocols, instruments, or templates, as IDOE will provide existing materials; however, IDOE welcomes vendor suggestions for improvements. All communications with Tier 3 LEAs will be routed through IDOE, and the vendor must conduct all monitoring activities virtually with no onsite travel required. Training materials should accommodate both virtual and in-person delivery formats and will be used for combined Tier 2 and Tier 3 LEA training without differentiation by tier. Each cohort will be monitored on the IDEA Part B grant year that has just closed, with all LEAs within a cohort using the same review period. The contract term runs three years (January 2027 through December 2029) with one optional one-year renewal, and the pre-proposal conference occurred on September 30, 2026, with proposals due October 28, 2026.

Respondents may use subcontractors and key personnel to meet qualifications, provided the prime contractor retains full responsibility for performance; at proposal submission, documentation must include the subcontractor's name, scope of work, level of participation, and resumes demonstrating extensive IDEA Part B fiscal monitoring experience and familiarity with applicable federal requirements including 34 CFR Parts 75, 76, 77, and 300, and 2 CFR Parts 200 and 180. GASB expertise is required with CPA licensure preferred but not required. The three required references must come from the prime respondent, though additional references from subcontractor clients may be included in evaluation materials. Invoicing occurs once an LEA's final fiscal monitoring report has been submitted to IDOE, with monthly pricing for program management permitted and separate invoicing for monitoring and training deliverables subject to acceptance criteria. All insurance requirements from the sample contract apply, including $5 million per-occurrence general liability, $1 million professional liability, and $5 million aggregate cyber limits, with revisions subject to IDOE and other state agency approval. An Indiana Veteran Owned Small Business (IVOSB) subcontracting goal of 3% applies, and all review, reporting, and correction deadlines are measured in business days. Cost proposals are scored at 30 points, with biweekly status meetings required unless additional meetings are determined necessary.

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Other files

File	Type	Posted
Att I - Pre-Proposal Network Form - Vespa Group (IVOSB).docx	DOCX document	Oct 19, 2026
Att I - Pre-proposal Network Form - Axon Advisors - IVOSB.docx	DOCX document	Oct 19, 2026
Att I - Pre-proposal Network Form.docx	DOCX document	Sep 17, 2026
Att F - Technical Proposal.docx	DOCX document	Sep 17, 2026
Att E - Business Proposal.docx	DOCX document	Sep 17, 2026
Att B1 - IOT-IaaS.docx	DOCX document	Sep 17, 2026
Att L-AI- Technical Proposal Questions.docx	DOCX document	Sep 17, 2026
Att B2 - IOT-PaaS.docx	DOCX document	Sep 17, 2026
Att K- Statement of Work.docx	DOCX document	Sep 17, 2026
Att A1 - IVOSB.docx	DOCX document	Sep 17, 2026
RFP 27-88033 Main Document.pdf	PDF	Sep 17, 2026
Att M- Infrastructure Overview.docx	DOCX document	Sep 17, 2026
Att H - Reference Check Form.docx	DOCX document	Sep 17, 2026
Att G - Q&A Template.xlsx	XLSX spreadsheet	Sep 17, 2026
Att J - Attestation Form.docx	DOCX document	Sep 17, 2026
Att C - Indiana Economic Impact Form.xls	XLS spreadsheet	Sep 17, 2026
Att B3 - IOT-SaaS.docx	DOCX document	Sep 17, 2026
Att D - Cost Proposal.xlsx	XLSX spreadsheet	Sep 17, 2026
Att B - Sample Contract.docx	DOCX document	Sep 17, 2026

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Question & Inquiry Form

	Attachment G
	Question and Answer Template
	RFP 27-88033
	Please submit your questions in the form below (yellow shaded area) per RFP Section 1.24.
				Click the dropdown in the RFP Document Column to select topic.
	No.	RFP Document	Section Number	Page	Topic	Question	Answers
	1	Attachment K Statement of Work	III	2	Monitoring protocols and tools	Will IDOE provide existing fiscal monitoring protocols, monitoring instruments, report templates, corrective action templates, and review criteria, or is the vendor expected to develop or substantially revise these materials as part of the engagement?	Yes. IDOE will provide its existing fiscal monitoring protocols, monitoring instruments, report templates, corrective action templates, and review criteria. The vendor will not be expected to develop or substantially revise these materials. IDOE welcomes the vendor’s suggestions for improvements that may help streamline and facilitate the fiscal monitoring process.
	2	Attachment K Statement of Work	III	2	Tier 3 LEA cohort	Can IDOE provide additional information regarding the anticipated size and complexity of the up to 13 Tier 3 LEAs, including whether charter schools are expected to be included in the monitoring cohort and the approximate volume of documentation typically reviewed per LEA?	Tier 3 monitoring is determined annually based on the results of the risk assessment. A Tier 3 LEA may be small or large LEA, charter school, interlocal, or cooperative. The volume of documentation reviewed will depend on the size of the allocation. In general, a cooperative would be expected to provide more documentation than a charter school.
	3	Attachment K Statement of Work	III	3	Corrective action	Following issuance of findings, what level of contractor involvement is expected during the corrective action phase? Is the vendor expected to review corrective action submissions, provide technical assistance, recommend closure determinations, and support verification of correction?	IDOE will handle the corrective action phase. If questions arise during this phase, they may be addressed during the biweekly meeting.
	4	Attachment K Statement of Work	III	3	LEA communications	For the Tier 3 LEAs, does IDOE anticipate that the contractor will communicate directly with assigned LEAs to request documentation, clarify findings, and request additional information, or would communications with LEAs be routed through IDOE?	All communication with the Tier 3 LEAs will be routed through IDOE. The contractor should not contact assigned LEAs directly to request documentation, clarify findings, or obtain additional information.
	5	Attachment K Statement of Work	III	4	Training differentiation	Regarding the annual training materials, does IDOE anticipate Tier 2 and Tier 3 LEAs will engage in the same annual training, or should the contractor expect to develop differentiated training materials based on the LEA's assigned tier?	Tier 2 and Tier 3 LEAs will engage in the same annual training. The contractor should not expect to develop differentiated annual training materials based on the LEA’s assigned tier.
	6	Attachment K Statement of Work	III	4	Training delivery support	Attachment K states that the contractor will develop annual training materials but that the SEA will provide the training. Does IDOE anticipate the contractor would provide any support for training delivery, such as a train-the-trainer for SEA staff who will then deliver the training to LEAs?	The contractor will review the annual training materials during the regularly scheduled status check-in meetings. These discussions will provide SEA staff with an opportunity to ask questions and prepare for delivering the training to LEAs.
	7	Attachment K Statement of Work	III	4	Training format	Should the contractor anticipate annual training materials will be used for virtual delivery, in-person delivery, or both?	Training materials may be used for both virtual and in-person training.
	8	Attachment K Statement of Work	III	2	Review period	Which IDEA Part B award years and grant periods will each Tier 3 review cover? Will all LEAs in the cohort use the same review period?	Each new cohort will be monitored on the IDEA Part B grant year that has just closed. All LEAs within a cohort will use the same review period. For example, all LEAs in Cohort 2 will be monitored on their FY25 IDEA Part B grants.
	9	Attachment K Statement of Work	III	3	Tier 3 review scope	Several review areas appear more than once in the Tier 3 list, including Detailed Expenditure Report review, Purchase Orders/Invoices, and Allowability of Costs. Do these repeats mean separate testing for each fund source, such as Section 611, Section 619 (Preschool), CEIS/CCEIS, and Proportionate Share, or are they duplicates?	The repeated review areas are not duplicates. They represent separate monitoring for each applicable grant and scope. An LEA may have up to three scopes under IDEA Part B 611: Special Education, Proportionate Share, and Voluntary CEIS. IDEA Part B 619 may include two scopes: Special Education and Proportionate Share. If an LEA is subject to Mandatory CCEIS, it will have a separate application. Because allowability-of-cost requirements may differ by grant and scope, all grants and scopes applicable to the LEA must be monitored.
	10	Attachment K Statement of Work	III	3	Calculation verification	For the Excess Cost Calculator, Proportionate Share, and CEIS/CCEIS, should the vendor independently recalculate the required amounts, or only check that the LEA's submitted calculations are supported?	For Proportionate Share, CEIS, and CCEIS, the SEA calculates the required amounts on the application using the applicable formulas; the vendor does not need to recalculate them independently. The vendor should verify that the LEA’s submitted calculations are supported. The Excess Cost Calculator will indicate whether the LEA is compliant.
	11		N/A	N/A	Incumbent	What is the name of the previous awarded vendor (incumbent)?	This informaiton can be found on IDOA's Transparency portal webpage at https://secure.in.gov/apps/idoa/contractsearch/ Contract Number or agency search criteria.
	12					May a Respondent’s proposed team include subcontractors or other committed key personnel whose qualifications and relevant IDEA Part B fiscal-monitoring experience are considered as part of the Respondent’s technical experience and qualifications, provided the prime contractor retains responsibility for contract performance?	Yes
	13					The scope references fiscal reviews for up to 13 Tier 3 Local Education Agencies. Should Respondents anticipate up to 13 Tier 3 reviews during each contract year, or up to 13 reviews across the initial contract term?	Respondents should anticipate up to 13 Tier 3 reviews during each contract year.
	14					Does IDOE anticipate that Tier 3 fiscal reviews will be conducted primarily onsite, virtually, or through a hybrid approach? If onsite work is anticipated, should associated travel expenses be incorporated into the proposed cost or treated separately?	All Tier 3 fiscal monitoring will be conducted virtually. Therefore, travel expenses should not be included in the proposed cost.
	15					Will IDOE retain final authority for formal findings and fiscal-compliance determinations, with the Contractor providing review, analysis, documentation, and recommendations, or will the Contractor be expected to issue formal findings or determinations on IDOE’s behalf?
	IDOE will retain final authority for formal findings and fiscal-compliance determinations. The Contractor will provide review, analysis, documentation, and recommendations but will not issue formal findings or determinations on IDOE’s behalf.
	16					For experience and past-performance evaluation, may Respondents provide references demonstrating comparable work in fiscal/compliance review, internal controls, corrective-action support, technical assistance, and training when the referenced engagement was not specifically an IDEA Part B fiscal-monitoring engagement?	Yes, must be relative to the SOW within requested services.
	17				Subcontractor Qualifications	May a respondent satisfy Attachment F’s IDEA Part B fiscal-monitoring and GASB experience requirements through a disclosed technical subcontractor and its proposed personnel, while the prime manages contract administration, scheduling, quality control, and invoicing? If so, what supporting documentation is required?	At the time of proposal submission, the respondent should provide the subcontractor’s name, scope of work, proposed level of participation, and resumes for the subcontractor and each proposed key personnel member. The documentation should demonstrate extensive experience with IDEA Part B fiscal monitoring and familiarity with applicable U.S. Department of Education requirements, including:
•	34 CFR Parts 75, 76, and 77 (EDGAR);
•	2 CFR Part 200 (Uniform Grant Guidance);
•	2 CFR Part 180 (Debarment and Suspension); and
•	34 CFR Part 300 (Assistance to States for the Education of Children with Disabilities).

The proposal should also include documentation of the subcontractor’s experience working with the U.S. Department of Education, the Office of Special Education Programs (OSEP), or state agencies administering IDEA Part B grants. Because GASB expertise is required, the proposal should specifically describe relevant GASB experience and identify the personnel who will provide that expertise. A CPA license is preferred but not required.

Supporting materials should address the subcontractor’s:

•	Knowledge of financial oversight and internal controls;
•	Ability to prepare clear policies and fiscal guidance for public entities;
•	Experience overseeing charter school finances; and
•	Advanced knowledge of EDGAR, including the Uniform Grant Guidance.

The subcontractor will be expected to attend check-in meetings and interact directly with the Indiana Department of Education (IDOE). Accordingly, the proposal should explain how the prime contractor and subcontractor will coordinate, communicate with IDOE, manage deliverables, maintain quality control, and ensure that the subcontractor’s proposed personnel remain available to perform the required work.

18	References	May the proposed technical subcontractor’s clients submit the three required Attachment H reference forms for comparable work performed by that subcontractor? Must any references concern work performed directly by the prime respondent?	The 3 references should come from the prime respondent. Any additional referenes will be included in the evaluation materials. Please see attachment RFP Main Document Page 21-22. Refer to page 5 of RFP Main Document to see defining terminology and meaning. The acceptable guidelines for Att H requirements within completion are included in this main document.
19	Monitoring Volume	Does “up to 13 Tier 3 LEAs” mean up to 13 LEAs each contract year or up to 13 across the entire three-year base term? What volume should respondents assume for the option year?	The Contractor should anticipate up to 13 Tier 3 reviews during each contract year. Tier 3 monitoring is determined annually based on the results of the risk assessment. A Tier 3 LEA may be small or large LEA, charter school, interlocal, or cooperative. The volume of documentation reviewed will depend on the size of the allocation. In general, a cooperative would be expected to provide more documentation than a charter school.
20	Corrective-action workload	Does the monitoring scope include unresolved findings from prior monitoring cycles? What duration and extent of corrective-action follow-up should respondents include, particularly when correction extends beyond an annual cycle or the contract term?	Monitoring scope does not include unresolved findings from prior monitoring cycles. IDOE will follow up on corrective actions and issue the closeout letter.
21	Pricing Format	Please confirm that Attachment D requires monthly equivalent prices for program management, fiscal monitoring, and training materials, with each monthly amount multiplied by 12. Please also confirm that the evaluated total includes the three base years and excludes the separately priced option year.	The attachment D has structure of per unit cost in description column. The total cost in the "year" column row 13 is formulated upon entry in the yellow cell with unit of measure MONTHLY ENTRY (Column D 12 Months shown) formulating with the information that will be entered. .
22	Invoice and Acceptance	How should the monthly pricing categories align with deliverable-based invoicing? May program management be invoiced monthly? For monitoring and training deliverables, what acceptance criteria and State review periods apply, and is partial invoicing permitted for accepted milestones?	Invoicing may occur once an LEA’s final fiscal monitoring report has been submitted to IDOE.
23	Insurance	Which insurance coverages and limits in the sample contract apply to this remote professional-services engagement? Specifically, are the stated $5 million per-occurrence general liability, $1 million professional liability, and $5 million aggregate cyber limits required? Must subcontractors independently carry these limits?
All insurance requirements in the sample contract would apply. Revisions to the standard insurance coverage and limits may be proposed, but any requested changes would be subject to approval by IDOE and other applicable state agencies. Only the prime contractor must carry the agreed-upon coverage.
24	Subcontract Approval	What documentation and approval process apply to a proposed technical subcontractor? Does approval of the proposal constitute written subcontracting consent, or is separate approval required before performance?
The only documentation that is applied to proposal for subcontractor is the IVOSB submission for qualified subcontractors to assure they are registered within the proposal submission. Directions of this guidline are in the RFP Main Document.
25	Schedule and Revisions	Please clarify which review, reporting, and correction deadlines use business days versus calendar days. Under what circumstances will weekly meetings replace biweekly meetings, and what revision workload should respondents include in their fixed pricing?	At this time, all review, reporting, and correction deadlines are measured in business days. This may change to calendar days in the future. Meetings will be held biweekly unless the contractor or the Indiana Department of Education determines that an additional meeting with the monitoring team is necessary.
26	Cost Scoring	Please confirm whether cost is worth 30 points, as shown in the scoring table and formula, or 35 points, as stated elsewhere in the RFP.	Cost Proposals will be scored at 30 points.
27	Conference Materials and Elegibility	Please confirm that attendance at the September 30 pre-proposal conference was not mandatory. Where may respondents obtain the presentation, attendance/networking list, and any binding written clarifications?	September 30th pre-proposal conference was not manditory. There will be a personal invitation sent to selected respondent for oral presentation attendance.
28	Required Attestation	Where may respondents obtain Attachment J, the required Attestation Form referenced in the submission requirements?	Att J is within the same bid document package that is posted on the Current Business Opportunities webpage under the Event Name. There is a hyperlink that will automatically download a zip file within the word "Bid Documents"
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Attachment A1 IVOSB Commitment

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 H Reference Form

Attachment I Pre-Proposal Network Opportunities Form

Attachment J Attestation Form

File details come from the government source that posted it. Updated Oct 19, 2026.