Att K - Statement of Work.docx

Mike Braun, Governor State of Indiana Indiana Family and Social Services Administration Division of Disability, Aging and Rehabilitative Services

402 W. WASHINGTON STREET, P.O. BOX 7083

INDIANAPOLIS, IN 46207-7083

800-545-7763 Fax:

RFP 26-87798 2027 Establishment Projects Attachment K

STATEMENT OF WORK

I. EXECUTIVE SUMMARY

The Establishment Project aims to strengthen Indiana’s public or nonprofit Community Rehabilitation Programs (CRPs) registered with Vocational Rehabilitation (VR), enhancing their capacity to deliver high‑quality, timely employment services that support individuals with disabilities in achieving competitive, integrated employment. Through targeted investments in staffing, training, and limited supplies, the project seeks to improve employment outcomes, expand service availability, and increase provider capacity statewide. This SOW covers only staffing, training, and limited supplies for newly created direct service positions serving a 100% VR caseload; it excludes supervisory/administrative costs, travel, and any non-allowable expenses defined herein.

Funded activities focus exclusively on improving employment services for VR applicants and eligible individuals. CRPs must hire new employment service staff dedicated to 100% VR caseloads, adhere to required staffing ratios, and provide a 21.3% non‑federal match. Allowable costs include salaries, fringe benefits for new direct‑service staff, approved training aligned with ACRE competencies or BRS‑contracted programs, and limited supplies such as one computer per newly created position.

Each participating CRP must implement strategies for staff recruitment, retention, and competency development, submitting annual staffing and training plans and meeting reporting and measurable objectives deadlines. These objectives emphasize increased participant engagement, improved employment outcomes, higher wages and hours, enhanced service quality, and expanded capacity to serve VR referrals.

Overall, the Establishment Project is structured to build sustainable provider capacity, strengthen employment services for Hoosiers with disabilities, and support statewide goals of increasing the number of individuals who achieve competitive, integrated employment through VR services.

II. BACKGROUND AND CURRENT STATE

Indiana’s Bureau of Rehabilitation Services (BRS) seeks to strengthen the statewide network of public and nonprofit Community Rehabilitation Programs (CRPs) that provide employment services to individuals with disabilities. These CRPs play a critical role in preparing VR applicants and eligible individuals for competitive, integrated employment, including those with the most significant disabilities. However, many providers face challenges related to limited staffing capacity, inconsistent training, and difficulty maintaining timely and high‑quality service delivery. To address these barriers, the Establishment Project was created to assist in CRP program improvement, expand provider capacity, and increase the number of individuals who achieve successful employment outcomes through Vocational Rehabilitation (VR) services.

At present, CRPs vary in their ability to meet demand for VR services, struggling with staffing shortages and/or staff turnover, and challenges to serve all VR referrals in a timely manner. These struggles have resulted in inconsistent participant engagement, delays in service initiation, and challenges in achieving competitive integrated employment outcomes. Through focused investment in newly created direct‑service positions, targeted training, and structured oversight, the Establishment Project aims to eliminate capacity gaps, improve service timeliness and quality, and support CRPs in building sustainable staffing and training models that ensure long‑term effectiveness in serving VR participants.

III. SCOPE OF WORK

Establishment Project funds will be used to support the improvement of public or nonprofit Community Rehabilitation Programs (CRP) that are registered with Vocational Rehabilitation (VR) to provide VR services that prepare individuals with disabilities for competitive integrated employment, including supported employment and customized employment (34 CFR 361.49(a)(1)). Activities funded through this contract will support the improvement of these providers in the provision of VR services to prepare and support VR participants in achieving competitive, integrated employment, supporting an overall Bureau of Rehabilitation Services (BRS) goal of increasing the number of participants achieving employment. Improvement in CRP service delivery and performance is integral to improving the quality and timeliness of VR participant employment outcomes, including those individuals with the most significant disabilities.

Establishment Project funds will increase the capacity of public or private non-profit CRPs, specifically those registered as VR employment service providers, to provide quality and timely employment services. Employment services include Discovery services, job readiness training, outcome-based employment services, supported employment services, on-the-job supports short-term, job search/job placement assistance, and youth extended services. Each of these services is defined in the Vocational Rehabilitation Manual of Employment Services published in the VR Employment Services Manual.

a. OBJECTIVES OF ENGAGEMENT These objectives reflect the measurable performance expectations and are designed to guide CRP activities throughout Years 3 and 4.

1. Engagement Objectives

· Increase the percentage of referrals achieving Employment Service Milestone 1 by at least 10% by end of Year 3 and an additional 10% by end of Year 4. Baseline is end of Year 2 (July 1, 2026 – June 30, 2027)

· Increase the percentage of referrals achieving Employment Service Milestone 3 by at least 10% by end of Year 3 and an additional 10% by end of Year 4. Baseline is end of Year 2 (July 1, 2026 – June 30, 2027)

· Increase VR exits with competitive integrated employment (CIE) by 10% by end of Year 3 and an additional 10% by end of Year 4. Baseline is end of Year 2 (July 1, 2026 – June 30, 2027)

2. Quality Objectives

· Improve average participant wage at exit by 10% by end of Year 3, with an additional 10% increase by end of Year 4. Baseline is end of Year 2 (July 1, 2026 – June 30, 2027).

· Improve average weekly work hours by 5% by end of Year 3, with an additional 5% increase by end of Year 4. Baseline is end of Year 2 (July 1, 2026 – June 30, 2027).

· Increase total Performance Incentive Payments (levels 1–3) each project year so totals exceed the prior year.

3. Capacity Objectives

· Increase average direct service hours provided within 30 days of referral by at least 10% from baseline (end of Year 2 (July 1, 2026 – June 30, 2027) by end of Year 3, with an additional 10% increase by end of Year 4, achieving a minimum average of 7 hours by end of Year 4.

· Increase CRP reported capacity by project end.

b. DELIVERABLES AND DEADLINES Deliverables should explicitly identify purpose, acceptance criteria, required artifacts, review/approval authority, dependencies, and KPI alignment.

These represent required submissions and compliance expectations.

1. Staffing & Training Plan

· Submit Staffing & Training Plan within 30 days of contract award.

· CRPs must submit a finalized plan within 30 days of receiving BRS feedback.

2. Monthly Reporting Deliverables

· Monthly Claim Reimbursement Form for each month of expenses.

· Due by the 10th of the following month. Example: March expenses are due April 10.

· Staffing Ratios Report

· Due monthly; template provided by BRS.

· Required documentation must be submitted within 60 days after the billing period.

3. Quarterly & Annual Reporting Deliverables

· Quarterly Narrative & Metrics Reports addressing measurable objectives and outcomes, including progress on staffing, training, sustainability, and program growth plans.

4. Match Submission Deliverables

· Deposit the 21.3% non‑federal match after receiving BRS invoice.

· BRS issues invoice: 15th–18th of each month.

· CRP deposit due: by the 20th of each month.

· Claims are rejected if match is not deposited by the deadline.

5. Audit & Compliance Deliverables

· Provide documentation for periodic and on‑site audits when requested.

· Respond to audit findings and submit a corrective action plan within one week of receiving a Final Report.

· Repay unallowable expenses within 30 days of Final Notice.

c. PAYMENT MILESTONES

1. Monthly Reimbursement Cycle Payment is issued only after both CRP claim review and non‑federal match deposit.

Sequence:

a) CRP submits monthly claim by the 10th ONLY to Establishmentproject@fssa.in.gov.

b) BRS reviews within 5 business days. (“Business days” means Monday–Friday, excluding State holidays.)

c) BRS sends invoice for CRP match between the 15th–18th.

d) CRP deposits the non-federal match by the 20th.

e) BRS submits the claim to FSSA Claims for reimbursement, which is typically issued within 35 business days of claim receipt.

2. Match Requirements by Cost Category

· Staffing costs are eligible for Establishment Project reimbursement at 60% for Year 3 and 45% for Year 4 – of these amounts, the CRP must provide the 21.3%.non-federal match and VR covers 78.7%. Refer to the below example.

· Training and Supplies for Years 3 and 4 are each at 100%, with the CRP providing 21.3% non-federal match and VR covering 78.7%. Refer to the below example.

For example, let’s say the Total Year 3 Staffing Costs are projected at $100,000; Training is $10,000; and Supply is $5,000.

· For the staffing costs, the portion available for federal and match funds is 60% of $100,000, equaling $60,000 – of this amount, the CRP provides the 21.3% non-federal match of $12,780 and VR covers $47,220 (which equals 78.7% of $60,000). *

· Allowable training is reimbursable at 100%, totaling $10,000 (CRP provides the 21.3% non-federal match and VR provides 78.7%). *

· Allowable supplies are also reimbursable at 100%, totaling $5,000 (CRP provides the 21.3% non-federal match and VR provides 78.7%). *

For example, let’s say the Total Year 4 Staffing Costs are projected at $100,000; Training is $10,000; and Supply is $5,000.

· For the staffing costs, the portion available for federal and match funds is 45% of $100,000, equaling $45,000 – of this amount, the CRP provides the 21.3% non-federal match of $9,585 and VR covers $35,415 (which equals 78.7% of $45,000). *

· Allowable training is reimbursable at 100%, totaling $10,000 (CRP provides the 21.3% non-federal match and VR provides 78.7%). *

· Allowable supplies are also reimbursable at 100%, totaling $5,000 (CRP provides the 21.3% non-federal match and VR provides 78.7%). *

*Year 3 and 4 EXAMPLE Expense Chart

The CRP must not use funds from VR fee-for-service billing, Ticket to Work funds, in-kind contributions, or any source of federal dollars to meet the non-federal 21.3% match.

IV. PROJECT MANAGEMENT

a. PROJECT MANAGEMENT PLAN The CRP will submit all staffing, training, reporting, budgeting, match submission, and performance objectives outlined in the Establishment Project Scope of Work, to be monitored and reviewed by BRS. The submission and review of said documents should include:

· Oversight of all newly hired employment service staff to ensure caseloads remain at 100% VR participants and stay within the required 1:10–1:20 staffing ratios. Monthly staffing ratio data must be submitted to BRS, and staffing levels must be adjusted based on documented need.

· Management of allowable staffing, training, and supply expenses, ensuring all expenditures align with allowable cost definitions and are properly documented for monthly claim reimbursement submissions.

· Coordination of all required reporting, including monthly claims, quarterly narrative and metrics reports, annual contract deliverables reports, and any documents required for audits. Reports must be submitted within the timelines specified by BRS.

· Implementation of the Staffing & Training Plan, including strategies for timeliness, quality improvement, recruitment, retention, and sustainability. The CRP will ensure the plan is submitted within required deadlines and updated annually based on BRS feedback.

· Ongoing monitoring of performance outcomes to ensure measurable objectives are achieved or exceeded (Milestone increases, quality measures, capacity improvements). If corrective action is required, the CRP will coordinate development and implementation of steps jointly identified with BRS.

· Preparation for periodic or on‑site audits, ensuring complete documentation of allowable activities, match verification, staffing and training expenditures, and measurable outcomes.

b. KEY PERSONS Key personnel roles will vary for each CRP, depending on their unique business processes and organizational structure.

c. OTHER PROJECT STAFF

· Newly hired Employment Service Staff (employment consultants, job coaches): These individuals provide direct services to VR applicants and eligible individuals, maintain caseloads of 100% VR participants, and participate in allowable training. Their positions must be newly created for the Establishment Project and must comply with caseload ratios.

d. DOCUMENT MANAGEMENT The CRP must maintain a comprehensive document management process to ensure all records are complete, organized, audit‑ready, and submitted on time.

This includes:

· Maintaining copies of monthly Claim Reimbursement Forms, receipts, training completion documentation, staffing ratio reports, and all required BRS templates. All documentation must be complete and aligned with allowable activities.

· Keeping records of monthly claim submissions, ensuring claims are submitted by the 10th, and match deposits occur after receiving the invoice and before the 20th each month. Documentation must reflect accurate totals, as any mismatch may result in claim reduction or denial.

· Maintaining quarterly and annual Narrative and Metrics Reports, including data supporting measurable objectives and outcomes, staffing and training updates, and sustainability planning.

· Preparing and preserving all documents required for audits, including proof of allowable activities, invoices, match deposit confirmations, staffing documentation, training verification, and any corrective action plans required after audit findings.

· Organizing communications with BRS, including plan submissions, feedback, version control for staffing/training plans, and documentation of any required changes.

The State will establish an electronic project library using OneDrive as the primary repository for all deliverables and administrative documents. The CRP shall submit documents in either an editable or PDF formats, apply State-approved naming conventions, and maintain version control with an audit trail. Access permissions will be managed by the State and will Apply Role‑Based Access Control (RBAC) with least privilege; conduct quarterly access reviews; require Multi‑Factor Authentication (MFA) for all access to the project library; and enforce device compliance per the ITR User Policy.

e. STATUS UPDATES AND REPORTING

Awarded CRPs will be required to complete deliverables to include a Staffing and Training Plan, to be updated and submitted annually.

Staffing and Training Plan To best position service providers for growth and retention, CRPs will be required to develop a training outline and staff retention strategies (such as training approaches beyond basic onboarding). This includes each CRP’s recruitment and retention strategies, as well as a robust training process to support competency development and continuous improvement throughout the project period. CRPs will be required to fully address all evaluation criteria (see Technical Proposal) and thoroughly explain plans for growth, recruitment and retention, and long‑term sustainability.

CRPs must submit a Staff and Training Plan within 30 days of contract award or notify BRS in writing within 30 days of award notification if changes are not needed. BRS will then provide feedback regarding proposed staff/training strategies, including strategies for training, recruiting and retaining staff. Awarded CRPs will be required to submit a finalized plan, based on BRS’ feedback, within 30 days of receipt of BRS feedback.

The CRP’s staffing/training strategies will be re-evaluated annually to review the CRP’s progress with improving staff capacity to support program growth. Awarded CRPs will be required to revise the staffing/training strategies annually, or as requested by BRS.

Staffing and Training Requirements

STAFFING

Funding will be utilized to increase capacity to provide VR employment services, including supported employment services, to VR applicants or eligible individuals, including those with the most significant disabilities. Employment service staff hired for this project to provide direct services (e.g., employment consultant, job coach) to a caseload that consists entirely of VR participants (100% VR caseload) is an allowable project expense. Allowable staffing funding will be utilized to ensure that the newly hired, 100% VR caseload of applicants or eligible individuals will not exceed a case load size of 1:20, but with the understanding a caseload size must be at least a 1:10 ratio. (See Allowable Staffing Ratios section).

A 100% VR caseload for new employment service staff hired for the purpose of the Establishment Project, means that each individual on the caseload of the direct services staff charged to this project, must have a current open case with VR. Individuals previously served by VR who have subsequently exited VR and have not reapplied, individuals who have exited and are now served through non-VR funding sources, or individuals who have never applied to VR, are not considered to have a current, open VR case. Individuals needing important services such as extended services through a home and community-based waiver, or supports through Medicaid Rehabilitation Option, should receive those follow along services through a CRP staff member whose position is not charged to the Establishment Project. This will ensure that individuals receiving services across different funding streams can access the services they need, while also ensuring compliance with allowable VR Establishment Project activities.

Allowable Staffing Costs Allowable staffing costs include staff salaries and fringe benefits for direct VR employment service staff (i.e. employment consultants, job coaches), for the provision of employment services to VR applicants or eligible individuals. Staffing costs must be associated with the provision of VR employment services as outlined in the VR Manual of Employment Services. Since the purpose of the Establishment Project is to increase staff capacity, reimbursable staffing costs shall only include staffing costs that result from increasing staff capacity through the creation of a new position(s) that will provide direct services and maintain caseloads of 100% VR applicants or eligible individuals. Allowable Establishment Project costs shall not include costs for existing positions (i.e. staff hired prior to the effective date of this contract). This includes existing direct services staff, existing or new staff with blended caseloads, supervisory or clerical staff, or any other staff who are not hired for newly created positions for purposes of this Establishment Project. A “newly created position” means a unique position ID created on or after the contract effective date with no prior incumbent. Evidence includes offer letter, position ID, and onboarding date, attached to the first claim for that position

When an allowable employment services staff member receives an allowable training (i.e. an Employment Consultant hired in a newly created position attends an allowable training), the personnel time spent receiving the allowable training must be charged to the staffing budget. Allowable training examples are provided under the Training section below, and a complete listing of allowable training will be issued to awarded CRPs annually.

Allowable Staffing Ratios Newly hired staff must only be hired to meet an overall average caseload ratio ranging from 1:10-1:20, depending on the level of needs of VR applicants or eligible individuals served. Newly hired staff cannot be hired if the population of VR applicants or eligible individuals served across the employment services unit does not warrant the staffing increase, based on the 1:10-1:20 ratio. Furthermore, if additional direct service staff are hired, and the population served later decreases, the CRP must re-evaluate the forecasted staffing needs. It is expected that awarded CRPs would employ a minimum of 1 new full-time employee (FTE) and a maximum of 5 new FTEs through this agreement, however additional ES staff needs may be approved by BRS depending on need, as demonstrated through submission of staffing ratio data.

Unallowable Staffing Costs Recruiting expenses cannot be charged to Establishment Project funds. In addition, travel, equipment, supplies (other than allowable supplies as defined under Allowable Supplies), cell phones, utilities, leasing, and other administrative costs (including administrative or support staff, and supervisory or other executive level staff who directly oversee employment service staff) cannot be charged to Establishment Project funds. Also, membership fees and subscriptions are unallowable costs and cannot be charged to the project. Time spent by staff on activities other than those specifically described under ‘Allowable Staffing Costs’ cannot be charged to the project.

Additionally, costs for any positions that existed prior to entering into the Establishment Project that become vacant at any point during the project are unallowable expenses.

Staffing Retention The CRP is responsible for improving staff retention, which leads to higher quality services and increased employment placement outcomes. Since the Establishment Project will assist with staffing costs for newly hired staff, while simultaneously allowing fee-for-service reimbursement for direct service provision by those newly hired staff, it is expected that the CRP will have increased opportunity to direct available funds toward the implementation of an incentive retention plan.

CRPs must outline strategies for incentivizing staff retention and will be required to submit an incentive retention plan to BRS (see Evaluation Criteria, Attachment E). CRPs will also be responsible for meeting their incentive retention plan goals throughout the contract term and will be required to provide updates to BRS in accordance with contract deliverables and reporting.

TRAINING & ALLOWABLE EXPENSES

An important aspect of the Establishment Project is to focus on effective strategies to support growth of CRPs to carry out employment services to VR participants, which will produce the desired outcome of increased capacity to provide quality and timely services to VR applicants and eligible individuals. The Establishment Project will provide funding for allowable training (guidance from BRS will be provided on allowable training), which shall be person-centered, strength-based, and focused on individuals with disabilities’ employable strengths. Training must align with a philosophy that individuals with disabilities can obtain competitive integrated employment with the right supports and services.

Allowable Training Costs All training activities must be associated with improving the CRPs provision of employment services as outlined in the VR Manual of Employment Services, and increasing the quality and quantity of competitive, integrated employment outcomes. Allowable training costs may only be charged for the newly hired positions funded through Establishment Projects as defined under the Staffing section above. Allowable training costs may only be charged for newly hired positions who are serving 100% VR applicants or eligible individuals, as previously defined.

Allowable training costs include the following:

· Registration fees for training that meets Association of Certified Rehabilitation Educator (ACRE) competencies

· Registration fees for training carried out by BRS contracted training entities such as Level Up.

It is the CRP’s responsibility to contact BRS if there is concern as to whether a specific expense may be encumbered and charged to the Establishment Project, before encumbering the expense.

Unallowable Training Costs Training costs must be associated with improving the CRPs provision of employment services and outcomes for VR eligible individuals and participants and must be approved by BRS. Any expenses incurred for training to staff who are not funded through this project, i.e., who are not newly hired staff with a 100% VR caseload, cannot be funded through this contract. Training for supervisory and support staff cannot be charged to this contract. In addition, mileage, out-of-state training, per diem (meal reimbursement), conference fees including registration costs, and hotel costs will not be reimbursed through the Establishment Project.

Allowable Supplies Supplies are limited to one computer (e.g., laptop) per newly created, direct services position for purposes of this project, who will carry a 100% VR caseload. Supplies are limited to one (1) device per project position that meets these criteria, for the life of the project. This will ensure that supplies are only used for time spent as related to delivery of VR services for VR applicants or eligible individuals. If computer software needs to be purchased in order to provide direct provision of services to 100% VR applicants or eligible individuals, e.g., software for accommodations, completion of VR required documentation, or participation in virtual VR participant meetings, the CRP must obtain prior approval from BRS.

Training & Supplies – 21.3% Non-Federal Match The CRP must provide the non-federal match of 21.3%. The CRP must not use funds from VR fee-for-service billing, Ticket to Work funds, in-kind contributions, or any source of federal dollars to meet the non-federal 21.3% match.

V. COMPLIANCE REQUIREMENTS

STATEWIDE IT POLICIES, PROCEDURES, AND STANDARDS

BRS OVERSIGHT AND MONITORING

BRS will monitor the CRP to ensure compliance with contract expectations and state and federal law, by reviewing the source of match and reviewing expenses to verify that only allowable activities are reimbursed. Monitoring will include, but is not limited to, reviewing monthly claim reimbursement submissions, quarterly reports, annual reports, and contract audits as deemed necessary. The parameters and expectations for each are outlined below.

Monthly:

A. Monthly Claims Audit - Review of Claim Reimbursement Form and Supporting Documentation

When submitting a monthly claim reimbursement packet, the CRP must provide the following documents within 60 days after the billing period:

· A Claim Reimbursement Form must be completed separately for each month of expenses being claimed. Only the specific amounts being claimed for the single month should be listed on the form.

· Any required documentation or forms issued by BRS, e.g., detailed expenses charged to the contract for registration fees, documentation to verify completion of the training, such as completion certificate, listing of training attendees with CRP organization identified, etc.

· Receipts for allowable training expenses must accompany the Claim Reimbursement form (i.e. supplies receipt for the purchase of a laptop; receipt identifying allowable training cost).

The CRP’s claim will be reviewed by BRS within five (5) business days to ensure all necessary documentation was submitted by the deadline and properly completed. Any mismatch of totals on the Claim Reimbursement Form and supporting documentation will result in a claim being reduced or rejected. BRS will closely review claims, and all required supporting documentation, to ensure that only allowable expenses are included. The inclusion of any unallowable expenses will result in the claim being reduced/denied.

Monthly Staffing Ratios – refer to Allowable Staffing Ratios The CRP will be required to submit staffing ratios on a monthly basis for BRS to review (template to be provided by BRS). At any time during the performance review period, BRS may request for the CRP to submit justification regarding the forecasted staffing needs, and if BRS identifies that the need for the added staff is not aligned with allowable staffing ratios, BRS will work with the CRP to adjust allowable staffing costs accordingly such as reducing budgeted costs for staffing.

Quarterly/Annual:

B. Narrative and Metric Reports

The CRP is required to submit “Narrative and Metric Reports’ to BRS to provide the following:

1. Quarterly: Measurable Objectives and Outcomes

2. Annually: Contract Deliverables

3. Schedule TBD: Contract Audits

CONTRACT AUDITS

The CRP is subject to periodic audits and must comply with all requests for documentation. The CRP is responsible for providing responses/supporting documentation to demonstrate that funds were only used for allowable activities. As applicable, audits will also include review of supporting documentation to validate achievement of reported measures and outcomes, a review of non-federal match sources, and verification of staffing/training expenses.

In addition to routine audits, BRS in collaboration with the FSSA audit team, may conduct a thorough on-site contract audit at any time during the four-year contract period, in consideration of several risk factors associated with the performance of the CRP for any of the following:

· Failure to submit one or more quarterly/annual reports;

· Failure to meet the measurable objectives identified in the contract;

· Failure to meet contract deliverables;

· Behaviors or actions of CRP that could lead to unallowable use of funds.

An exit conference call will be scheduled within thirty (30) days of completion of the audit to address any findings or areas of concern, as well as answer any questions. When an onsite visit is conducted, the FSSA Audit Services department will conduct an exit meeting on the final day of the audit to address any findings or areas of concern, as well as answer any questions.

Following the exit conference call/meeting, the FSSA Audit Services department will provide the CRP with a Final Report to document the findings and areas of concern. The report will also provide instructions for the CRP to provide BRS and the FSSA Audit Services department with a corrective action plan, if applicable, within one week of receipt of the Final Report. If it is identified that the CRP received reimbursement for an unallowable expense, the CRP must submit payment within thirty (30) days of the issue date of the Final Notice. Further instructions regarding the payback procedures will be included with the Final Notice. Based on the specific findings, subsequent onsite visits may be scheduled to provide technical assistance and follow-up on progress regarding the corrective action plan.

· If a finding is issued following an on-site audit that is a repeat finding, BRS will evaluate the need to issue orders to cease activities, withhold claims payments, or issue a notice of contract termination, based on the nature and severity of the findings. Repeat findings regarding unallowable use of funds will be a finding severe in nature.

ARTIFICIAL INTELLIGENCE STANDARDS

The State has adopted an enterprise-level policy governing the use of Artificial Intelligence (AI) within state government. The State’s AI Policy is issued and monitored by the Office of the Chief Data Officer (OCDO), in cooperation with the Chief Privacy Officer (CPO) and the Management Performance Hub (MPH). As a complement to the AI Policy, the State Agency Artificial Intelligence Systems Standard outlines the rationale behind the AI Readiness Assessment Process required for the implementation or any use of AI by a state agency. That Standard outlines the requirement for the submission of a Readiness Assessment Questionnaire prior to implementation or use of an AI tool or system. Any proposed solution meeting these requirements must support the State’s AI Policy and follow the AI Readiness Assessment Process. See https://www.in.gov/mph/AI/ for more detailed information.

VI. KEY PERFORMANCE INDICATORS

The State will use Key Performance Indicators (KPIs) to measure performance and outcomes of the Contract. The specific KPIs and their targets will be defined and agreed upon by the State and the Contractor during the initial phases of the requirements under the Contract. At a minimum, on time delivery at quality standards of the scope provided within the budget set forth in the Contract will each be measured. Additionally, the State will collect a modified Net Promoter Score from customers to this Contract in its discretion. Low ratings on the modified Net Promoter Score or failure to meet any other KPIs may be deemed, at the discretion of the State, to constitute default under the Contract.

VII. END OF CONTRACT TRANSITION AND TURNOVER

The services provided under the resulting Contract are essential to the State and must continue without interruption, ensuring stakeholders experience no adverse impact if the Contract ends or is not extended. The Contractor is responsible for planning and executing all end‑of‑contract turnover and disengagement activities, working closely with the State to ensure timely and effective transition of responsibilities. The State may initiate the disengagement process for any service within the Contractor’s scope with thirty (30) calendar days’ written notice, at which point all required disengagement tasks and obligations begin.

EXIT CONFERENCE AND FINAL REPORT

This project will conclude upon completion of the contract end period, with no subsequent or replacement activities anticipated. As such, transition planning is not applicable. All final billing, documentation, and required closeout materials will be submitted within 90 days of project completion. No additional transition activities are necessary.

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