Att G - Q&A Template response.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- Hearing Aid Assistance ProgramBid Documents State and local contract opportunity
- Solicitation number
- 400-26-84342
- Issued by
- Indiana
About this file
This is a Question and Answer Template document for RFP #400-26-84342, issued by the Indiana Department of Administration in collaboration with the Indiana Department of Health and the Center for Deaf and Hard of Hearing Education (CDHHE/IDOH), addressing vendor inquiries regarding the administration of the Hearing Aid Assistance Program of Indiana (HAAPI). The RFP seeks a qualified vendor to manage comprehensive program operations including manufacturer relationships with five specified hearing aid companies, recruitment and maintenance of licensed pediatric audiologists, statewide program promotion, application processing, and hearing aid distribution to eligible participants. The state anticipates no significant growth in HAAPI applications or recipients over the next four years based on historical trends and the consistent population of deaf and hard of hearing children in Indiana. The contract term is four years with potential for one additional one-year renewal, and proposals are due November 10, 2025, at 3:00 PM ET, with a pre-proposal conference held on October 8, 2025.
The total annual budget allocation for HAAPI is $375,000, with administrative costs capped at a maximum of 20% of the total budgeted amount, equating to $75,000 annually for administrative operations and technology platform maintenance combined. The selected vendor will be responsible for website domain maintenance, hosting, and development of centralized data systems to track applications, audiologists, and manufacturer relationships, with future integration into IDOH/CDHHE data systems. The vendor has flexibility to onboard additional hearing aid manufacturers beyond the initial five with IDOH/CDHHE approval, and must conduct outreach to all known licensed pediatric audiologists and maintain quarterly communication with registered participants. Quarterly reporting format is negotiable with the state, and the vendor must demonstrate capacity to modernize the application process through online portals, electronic document uploads, and automated eligibility checks. The procurement includes set-asides and diversity requirements for Minority and Women's Business Enterprises (MBE/WBE) and Indiana Veteran Owned Small Business (IVOSB) participation, with bonus points available for Indiana business status.
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Text version
Question & Inquiry Form
| Attachment G | ||||||
| Question and Answer Template | ||||||
| RFP # 400-26-84342 | ||||||
| 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 | Response |
| 1 | 1.4 | Program Administration | Can the State clarify the expected volume growth for HAAPI applications and recipients over the next four years to help vendors forecast staffing and system capacity needs? | Given recent year's HAAPI applicant/recipient rates and consistency in population of deaf/hard of hearing children in Indiana, there is not anticipated growth in applications or recipients over the next four years. | ||
| 2 | 1.4 | Vendor Management | Will the selected administrator have flexibility to onboard additional hearing aid manufacturers beyond the five listed, and what approval process will apply? | The process to consider manufacturers can be initiated by the vendor with approval by IDOH/CDHHE. | ||
| 3 | 1.4 | Audiologist Relationships | What are the performance expectations or KPIs for recruiting and managing participating audiologists statewide? | Expectation is to reach out to all known licened pediatric audiologists serving Hoosier children routinely to ensure awareness of HAAPI and consideration of registering for the program. In addtion, vendor is expected to have open lines of communication with registered audiologists and share out information to this group quarterly at a minimum. Data on these efforts are to be shared with IDOH/CDHHE in quarterly reports. | ||
| 4 | 1.4 | Website and Communication | Is there an existing content management system (CMS) for the HAAPI website, or should the vendor propose and maintain a new one? | The goal would be to continue to same URL with vendor responsiblity for both domain maintanence and web hosting. | ||
| 5 | 1.4 | Quarterly Reporting | Can the State provide a sample or preferred format for quarterly reporting to ensure data alignment with CDHHE/IDOH requirements? | Quarterly reporting format is negotiable with IDOH/CDHHE. | ||
| 6 | 1.4 | Technology Security Standards | Will the HAAPI administrator be required to host or interface with any IDOH or IOT systems, and if so, what security integration standards apply? | These are not integrated at this time. | ||
| 7 | 2.3.13 | Experience Requirements | Will prior experience with similar healthcare or hearing aid programs in other states be considered equivalent experience for evaluation? | This will be reviewed to consider the equivalency of this experience. | ||
| 8 | 2.5 | Cost Proposal | Can the State clarify if the cost proposal should include both administrative operations and technology platform maintenance, or are they separate budget categories? | Both of these are categorized under the administrative costs that are not to exceed 20% of the HAAPI allotment, | ||
| 9 | 1.4 | Data Management & Tracking | Will the selected HAAPI administrator be required to develop or maintain a centralized data system to track applications, audiologists, and manufacturer relationships? | Yes. | ||
| 10 | 1.4 | Integration Requirements | Are there existing IDOH or CDHHE data systems or databases that the HAAPI administrator must integrate with (e.g., applicant or payment tracking)? | Not currently- but there is interest in integrating HAAPI data collection and maintanence within IDOH/CDHHE data systems | ||
| 11 | 1.4 | Application Process Workflow | Is the State open to modernization of the HAAPI application process (e.g., online applicant portal, electronic document uploads, automated eligibility checks)? | Yes. | ||
| 12 | 1.4 | Website Hosting | Is the vendor responsible for both domain management and web hosting of the HAAPI website, or will these remain under the State’s IT infrastructure? | The current website is not under the state's IT infrastructure. The goal would be to continue to same URL with vendor responsiblity for both domain maintanence and web hosting. | ||
| 13 | Incumbent | Who is the current incumbent for this Project? | Please see the Indiana Transparency Portal | |||
| 14 | Budget | What is the budget allocated for this Project? | The total allocation for HAAPI is $375k annually. The administrative portion may not exceed 20% of the total budgeted amount. | |||
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| Attachment A MWBE Commitment |
| 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 |
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