RFI 26-85125 Att B Q & A State Response.xlsx
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- State Plan DevelopmentBid Documents State and local contract opportunity
- Solicitation number
- RFI 26-85125
- Issued by
- Indiana
About this file
This Q&A document addresses inquiries submitted by potential respondents to Indiana's Department of Administration (IDOA), acting on behalf of the Governor's Council for People with Disabilities (GCPD), regarding a Request for Information (RFI) for State Plan Development services. The RFI seeks qualified entities to facilitate development of a comprehensive five-year State Plan for Developmental Disabilities covering 2027-2032, utilizing the Charting the LifeCourse framework and incorporating stakeholder engagement, data analysis, and strategic goal development. Key deliverables include drafting a state plan with public comment periods, facilitating engagement sessions with constituents, and synthesizing feedback on draft plan language. The RFI was issued October 23, 2025, with written questions due November 6, 2025, and state responses provided November 13, 2025. The final proposal submission deadline is November 25, 2025 (with potential extension to December 2, 2025), and the contract start date is January 1, 2026, with performance through September 30, 2026. The state plan must be completed and approved by August 15, 2026, for submission to the federal Administration on Community Living. A renewal option exists for an additional year utilizing FFY 2027 award dollars to continue refining the evaluation process and performance metrics.
The anticipated contract value ranges from $5,000 to $10,000 for the one-year scope of work, with a maximum budget of $10,000. Funding is entirely federally funded through the Department of Health and Human Services' Administration on Community Living (ACL) under Assistance Listing Number 93.630, designated as a line item comprising 30 percent of GCPD's FFY 2026 total award. The selected contractor will receive access to comprehensive data previously collected through stakeholder surveys, focus groups, listening sessions, participant satisfaction surveys, and analyses completed by an independent contractor and MPH; no additional primary data collection is anticipated. The contractor is expected to demonstrate professional staff qualifications and technological capabilities appropriate to the work scope, though specific individuals need not be named. Evidence-based engagement practices are required, with flexibility regarding virtual, in-person, or hybrid stakeholder engagement formats. On-site and travel requirements are currently not anticipated, though respondents should include any travel plans that must comply with IDOA travel guidelines. The RFI is informational in purpose; no award will be made directly from the RFI, and a separate RFP will be issued for the solicitation.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| RFI 26-85125 Main Document.docx | DOCX document | |
| RFI 26-85125 Att A Reqs and Info Requested.docx | DOCX document | |
| RFI 26-85125 Cost Proposal.xlsx | XLSX spreadsheet | |
| RFI 26-85125 Infrastructure Overview.docx | DOCX document | |
| RFI 26-85125 Artificial Intelligence.docx | DOCX document | |
| RFI 26-85125 Att B Q & A Template.xlsx | XLSX spreadsheet |
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Q&A
| Attachment B | |||||
| Questions and Answers Template | |||||
| RFI 26-85125 | |||||
| Please submit your questions in the blue shaded areas by the date and time established in the RFI. | |||||
| # | DOC NAME (RFI or Attachment) | PAGE # AND/OR SECTION # | RESPONDENTS QUESTION | STATE'S RESPONSE | |
| 1 | If this RFI greenlights a solicitation, what is the estimated timeframe for procurement? | The Council needed the contract to be procured by 10/1/2025 and will utilize contractual services until 9/30/2026 with the option to renew utilizing FFY 2027 award dollars to continue to refine the evaluation process and tools utilized by the Council for performance metrics. | |||
| 2 | What is the anticipated contract value? | We anticipate a range of values for identified deliverables, from $5,000-$10,000 or less. | |||
| 3 | Attachment | Page 3 and 4 | Could the State clarify the expected submission date for the State Plan as well as the anticipated period of performance for the project? Should the full period of performance include annual reviews referenced in the attachment? | The deadline for the Council to submit their State Plan to the Administration on Community Living for approval is August 15, 2026. The Council is required to have at least one (1) 45-day public comment period for constiuents to review and respond to the Council's Five-Year State Plan. The Council is required to review and respond to all received public comments. GCPD staff will work with the contractor to ensure transparency in the process is outlined and available for constiuents. | |
| 4 | Attachment | Page 3 | Will the State provide the final report or summary of findings from the independent contractor’s analysis, and will this information be made available to the selected vendor at the time of award? | Yes; the selected contractor will have access to the Comprehensive Review & Analysis, including the data collected from stakeholder engagement conducted between March-September 2025, and data collected through previously funded programs activities during the 2022-2026 state plan. | |
| 5 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 1 | Will the resulting engagement be federally or state-funded, and is there a ceiling on consultant costs? | GCPD does not receive state funds. The allocation for this work is entirely federally funded, as a line item in the 30% of the Council's total award for FFY 2026. | |
| 6 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 4 | Has the Council established target deadlines for the final draft plan completion? | Yes; several milestones have been identified. The first draft for public comment must be published no later than March 31st to accommodate constituents time and ability to respond to draft language. | |
| 7 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 3 | Can existing data analyses from Parts A–C be shared with respondents before proposal development? | MPH is working with GCPD staff through a project charter to complete the CRA, parts A-C. Staff is synthesizing the data to present to the Council. A contractor is needed to facilitate the goal development utilizing the evaluated data. | |
| 8 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 3 | Will the Council expect the vendor to lead additional public engagement sessions, or only synthesize existing input? | The contractor/vendor will collaborate with GCPD staff to assist in the facilitation of engagement sessions with constituents and synthesize feedback received on drafts of the state plan prior to the development and submission of the final draft. | |
| 9 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 3 | Does GCPD have a preference on the method for stakeholder engagement - virtual, in person or hybrid? | GCPD will provide support to the contractor for evidence-based practices in engaging with the target population. Virtual, in-person and hybrid opportunities or a combination thereof will be considered. | |
| 10 | DM2945_809_86_RFI_2685125_Main_Document | n/a | Will the State issue a separate RFP for this scope or work, or intend to award based on the RFI? | The RFI is intended for informational purposes, there is no intent to award from it. | |
| 11 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 3 | Does the Council anticipate completing the comprehensive review and analysis in-house or expect additional work to be completed by prospective vendors? | The CRA is referenced in Attachment A as "work completed by staff" | |
| 12 | n/a | n/a | Are the current surveys available online at https://www.in.gov/gcpd/state-plan-development/ intended to inform the next 5-year state plan? | Yes; the surveys available on the link provided are a part of the data used to inform the Council's next five-year state plan. | |
| 13 | DM2945_809_82_RFI_2685125_Artificial Intelligence | n/a | Is this a required attachment? | If you determine that this attachment is not applicable to your response, please indicate that with an "N/A" response on the form. | |
| 14 | DM2945_809_82_RFI_2685125_Infrastructure_Overview | n/a | Is this a required attachment? | If you determine that this attachment is not applicable to your response, please indicate that with an "N/A" response on the form. | |
| 15 | DM2945_809_82_RFI_2685125_Att_A_Reqs_and_Info_Requested | Page 3 | Will GCPD provide additional context on the internal and external stakeholders that have already been engaged and/or are planned for future engagement activities such as sessions completed, the number of future sessions desired, and the targeted audience for each session? | GCPD can provide the number of internal state agency stakeholders and a summary of the number of external stakeholders that have already been engaged. Contractors are expected to submit a plan for the number of future sessions and identify the target population to demonstrate an understanding of who the Council serves. | |
| 16 | n/a | n/a | Would the State consider extending the due date to allow suffient time to review the answers and prepare a quality response? | There is limited flexibility to extend the deadline however the Council would consider extending the deadline to December 2nd. | |
| 17 | RFI 26-85125 Main Document | Page #1 | The cover page response due date is listed as Monday, November 25; however, November 25 is a Tuesday. Can the Council please clarify when responses are due? | Tuesday, November 25th is the preferred deadline. | |
| 18 | RFI 26-85125 Att A Reqs and Info Requested | Page #3 | The RFI notes that the Council has intiated several elements of the State Plan development process. While not listed in the RFI, the Council also appears to have completed a stakeholder engagment survey of individuals with ID/DD, families of individuals with ID/DD, and community members via its website. In order for respondents to develop an accurate cost proposal, can the Council provide: (1) a summary of information collected via the aforementioned survey (e.g., number of responeses by stakeholder type, etc.); and (2) a list of any additional activities that have been completed to date and may not have been listed in the RFI. | GCPD staff and the Council will provide the contractor with the data analysis from the CRA, number of respondants to surveys, stakeholder descriptions, and other data sources utilized for initial community input. To date, the Council has formed a State Plan Development workgroup, INvision Team, and have received training on the DD Act, DD Act Activities and Areas of Emphasis, DD Council Performance Measures, Making a Logic Model, and will begin training in November on the Comprehensive Review & Analsyis. A transparency process is in place to record, summarize, and share those trainings with the goal to post the summaries on the Council website. | |
| 19 | RFI 26-85125 Att A Reqs and Info Requested | Page #4 | The RFI notes that respondents must provide "information on the resources and capabilities your organization can bring to this project, including staff qualifications and technological tools." staff qualifications and technological tools." Can the Council specify whether general staff qualifications are sufficient or whether specific individuals must be identified/named. | GCPD agency staff and the Council have left this to the discretion of the respondants however qualifications and technological tools should demonstrate the professional skills and capacity of the organization to support the work outlined in the RFI. | |
| 20 | RFI 26-85125 Att A Reqs and Info Requested | Page #3 | The RFI notes that "initial data collection and analysis have been initiated with an independent contractor...". Are there any other vendors currently supporting this work? If yes, can you provide the name of the vendor(s)? Also, did a vendor support development of the 2017 - 2021 State Plan? If yes, can you provide the name of the vendor(s)? | Yes; a part-time contractor who has previous experience supporting people with ID/DD is engaged with supporting the INvision Team workgroup to meet the transparency process for goal development. | |
| 21 | RFI 26-85125 Main Document | Page #3 | The Council's responses to Q&A may have a substantive impact on respondent's proposals. As responses will not be released until November 13, and the RFI is due the 25, would the Council consider issuing an extension to December 5? | There is limited flexibility to extend the deadline however the Council would consider extending the deadline to December 2nd. | |
| 22 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 3- State Plan Development Requirements | Is there a maximum budget the State has for this work? | No more than $10,000 for 1 year scope of work with the opportunity to renew for an additional year | |
| 23 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 3 - Work Completed to Date | Does the Council anticipate that MPH will be able to provide all needed data to identify current service gaps, or will the contractor need to perform primary data collection to supplement data available from MPH? | Yes; the data collected and analyszed with MPH will be available for the contractor. | |
| 24 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 3 - Work Completed to Date | For the service gap identification, will the contractor have access to data from MPH or will the contractor work collaboratively with MPH to suggest analyses and data mapping? | Yes; the data collected and analyszed with MPH will be available for the contractor. | |
| 25 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 4 - Information Requested | Does the Council have an anticipated start date or set amount of time for this State Plan Development, or will that be determined based on input from the RFI responses? | The start date will be no later than January 1st. | |
| 26 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 4 - Information Requested | Is there a central communications department or division (FSSA Communications or other) that has assisted in the initial stakeholder engagement? | GCPD is a small agency; central communications come directly from project leads within the agency. GCPD has partnered with several state agencies, including FSSA, DD advocacy organizations, and utilized its own communications platforms to engage with community stakeholders. | |
| 27 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 4 - Information Requested | What communications platforms does the Council for People with Disabilities currently have at their disposal? (including social media platforms, email marketing platforms or listservs, website, etc) | GCPD utilizes a marketing and communications QPA contract and has a monthly newsletter, social media pages including Facebook, Instagram, and Linkedin, and a listserv. | |
| 28 | RFI_2685125_Att_A_Reqs_and_Info_Requested | 4 - Information Requested | Are there anticipated on-site or travel requirements for this initiative? | Currently, there are no on-site or travel requirements. Respondants should demonstrate how strategies to engage with the INvision Team (state plan development workgroup), the full Council, and other stakeholders will be mazimized. On-site and travel plans should be included in the response and must meet IDOA travel guidelines. | |
| 29 | Artificial Intelligence Attachment | All | Is the "Artificial Intelligence" attachment required with RFI responses? | If you determine that this attachment is not applicable to your response, please indicate that with an "N/A" response on the form. | |
| 30 | Infrastructure Overview Attachment | All | Is the "Infrastructure Overview" attachment required with RFI responses? | If you determine that this attachment is not applicable to your response, please indicate that with an "N/A" response on the form. | |
| 31 | RFI 26-85125 Att A Reqs and Info Requested | 2 | Attachment A indicates that staff have already completed some work to align the LifeCourse Framework with the planning development process (including person-centered approaches for data collection methods). Could you please elaborate further on expectations and/or requirements of the selected vendor for aligning the framework with the state plan? And - are there any additional steps that have been taken for framework alignment that might help inform a strategic planning approach? | The selected vendor will demonstrate a commitment to the core princples of Charting the LifeCourse, with an emphasis on the strengths, value, and contributions that people with ID/DD and their families make to the community. GCPD staff will work to collaborate with the selected vendor to support further understanding and alignment with Charting the LifeCourse framework. The selected vendor will be given the opportunity to review previous strategic planning approaches that have integrated CtLC framework in the development process. | |
| 32 | RFI 26-85125 Att A Reqs and Info Requested | 3 | Attachment A notes that staff have completed some data collection and analysis through trainings/community engagement and that a contractor provided initial data collection and analysis. Will the selected vendor have access to all of the data previously collected and analyzed? If so, could you share what type of data methods (SWOC, focus groups, surveys, etc.) were used? | Yes, the selected vendor will be provided with the initial data collection and analysis, as well as the methodology for data collection. Data collection methods include informal surveys, listening sessions, participant satisfaction and outcome surveys from previously funded activities, data collected from subrecipients, and content analysis of certain survey sets. Additionally, GCPD staff piloted an interactive visual collage to collect information from people with ID/DD. | |
| 33 | RFI 26-85125 Att A Reqs and Info Requested | 3 | Will the vendor selected for the future scope of work be expected to do more extensive data collection and review? Or will they be expected to realy on data that has already been gathered? | No additional data collection and review is anticipated at this time. | |
| 34 | RFI 26-85125 Att A Reqs and Info Requested | N/A | What is the anticipated timeline for this scope of work? | January 1, 2026-September 30, 2026, with the deadline of August 15th to submit a final, Council approved state plan to the agency's federal funders. | |
| 35 | RFI 26-85125 Att A Reqs and Info Requested | N/A | Is there a previous version of the DD Council State Plan? If so, which vendor developed this plan? | Yes; the DD Council is required to develop a state plan every five years. Previous state plans have been developed by Griffin-Hammis and Red Road Ventures. | |
| 36 | RFI 26-85125 Att A Reqs and Info Requested | N/A | Is there an expectation for meetings and/or data collection to take place in-person? Is a virtual format acceptable for meetings, interviews, and focus groups (if proposed)? | GCPD agency staff and the Council have left this to the discretion of the respondants however respondants should consider evidence-based best practices for engaging with people with ID/DD. GCPD staff will collaborate with the contractor for specific sessions with the full Council. | |
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