RFP IHHA 2027000051 IEP Advocacy Training.docx

Request for Proposals Individual Education Plan (IEP) Advocacy Training for Families with Children with Intellectual and Developmental Disabilities (I/DD) 2027000051 October 14, 2026 Basic Information and Timeline

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Colorado Department of Human Services Solicitation Number: 2027000051 Division of Contracts and Procurement (v. 03/26) Page 1 of 2

A. Quick Resources

1. For questions about this solicitation, contact the Single Point of Contact identified above.

2. For help with Vendor Self Service (ColoradoVSS), contact the Vendor Self Service Help Desk vsshelp@state.co.us or 303-866-6464.

3. For information about doing business with the state of Colorado generally, go to: https://osc.colorado.gov/spco/accesscolorado.

4. The Department is always interested in improving. Please take this survey at any time: https://docs.google.com/forms/d/e/1FAIpQLScIgv9lgrT3x5AGzcvT1xkvpucrRhhN5QJ23vLcbyfvc2smaw/viewform (We do actually read the responses)

B. Introduction and Background The Colorado Developmental Disabilities Council (CDDC) is a Governor-appointed board of volunteers led by people with intellectual and/or developmental disabilities (I/DD), their parents, guardians, immediate families, and agency representatives, which was established in 1979 by the Developmental Disabilities Assistance and Bill of Rights Act. The CDDC is authorized to operate in Colorado per C.R.S. 27-10.5-201. The CDDC is part of a national network of 56 councils operating in US states and territories.

The CDDC’s mission is to advocate for systems changes by promoting meaningful person-centered participation, self-determination, and inclusion for all individuals with developmental disabilities. We do this through advocacy to achieve systems and policy changes to increase the inclusion, integration, and self-determination of people with intellectual and/or developmental disabilities. We also advocate for what families of people with disabilities need to support their inclusion, integration, and participation in all aspects of community life.

This solicitation is supported by the Administration for Community Living of the US Department of Health and Human Services as part of Grant No. 2601COSCDD totaling $1,170,702.00, 100% from federal funding.

How Does this Request for Proposals Align with the CDDC’s Work?

The Council develops and implements a five year state plan that uses federal funds to address unmet needs of Colorado State residents with intellectual and/or developmental disabilities (I/DD) and their families. This project relates to the Council’s 2022-2026 plan under Goal 2, which focuses on lifelong learning. The specific objective the plan addresses is:

1. During the project period,150 parents, guardians or family members with students with I/DD (pre-K through grade 12) will be educated in and using current best practice tools to advocate effectively for Individualized Education Plans that demonstrate progress toward personalized, self-determined goals, objectives and strategies and incorporate educational best practices in planning and outcome.

The awarded organization(s) services will be expected to reach the following audience:

1. A minimum of 150 families throughout the state of Colorado.

2. Families of students with an Individualized Education Plan (IEP).

Additional Requirements:

1. Eligible applicants are organizations (for profit or non-profit) or individuals. School districts can be included in partner project activities, but may not be a lead applicant. Applications may be from a single organization, or from a group of organizations with one lead applicant identified in the proposal as the organization responsible for administering the project and grant funds.

2. Indirect expenses are limited to 10% of the project cost (de minimis) or the organization's federally negotiated indirect rate.

3. The organization(s) or individual(s) that receives this funding will be required to provide a cash or in-kind non-federal match as required by our federal grant guidelines.

4. For most communities, the Council can reimburse grantees for up to 75% of the total cost of this project or activity. This means the cost share (match) amount is 25%.

5. If the work is located in a US Census Bureau identified urban or rural poverty area, the Council can pay up to 90% of the total cost of a project or activity. This means the cost share (match) is 10%.

6. If the project covers multiple areas, match rate can be combined.

7. Technical assistance is available to provide proof and documentation of match upon award. Guidance and specific needs will be provided to the grantee if awarded.

8. The organization awarded these funds shall include the Council logo and federal grant number on project materials, per federal rule to identify the use of federal grant funds under the Stevens Amendment. Guidance and specific needs will be provided to the grantee if awarded.

Reporting Requirements:

The CDDC is required to annually report on its work. The organization awarded these funds:

1. Will provide written program and spending reports on a quarterly basis and will be required to submit a final grant report, with specific project outcomes to be determined if awarded. Reporting forms are provided by the Council.

2. Will be required to meet with the Council staff at least once, at the midpoint of the project period.

3. May be asked to provide a survey to each participant, provided by the Council.

4. May be asked to make one or more presentations to the Council about the project.

5. May be asked to provide photos or participant quotes to the Council about the project.

6. Will be required to verify match prior to receiving reimbursement for expenses for the last 25% of the funding amount.

7. Will be required to collect data on the number of participants, demographic, and geographic data.

The CDDC is funded by the US Department of Health and Human Services, Administration for Community Living (ACL), Administration on Disability. The Council aspires to demonstrate that funding supported project participants learn how to advocate for the development and implementation of effective IEPs based on current best practices that demonstrate progress toward personalized, self-determined goals, objectives and strategies, and incorporate educational best practices.

Timelines and Potential Continuation Funds under this project need to be spent by September 30, 2027. No future funding is guaranteed but may be provided based on performance and availability of funding.

C. How to Submit a Proposal

1. In General. Email the proposal, Signature Page, and any other required documents in one zip file as an attachment to this email address: DT_IHHA.qqphgg72idb5vk9f@u.box.com Please be aware of email server file size limitations. The maximum file size the Department can accept is 15 GB.

2. Only Attachments. Only the zip file goes through. The Department cannot see any text or messages sent to the email address identified above. Written questions may be emailed to the Single Point of Contact.

3. File Names. The zip file name should start with the solicitation type, solicitation number, and vendor name (e.g., “RFP 2027000051 Vendor Name…”). Vendors may include additional information in the zip file name.

4. Timing. The zip file typically uploads within five minutes; however, vendors should submit zip files at least thirty minutes prior to any deadline to ensure the file is received.

5. Confirmation. Vendors will receive an email confirmation from box.com that the zip file was uploaded correctly. If not, please contact the Single Point of Contact.

6. No Encryption. Do not encrypt emails sent to the submission email as it may prevent full submission.

7. Pre-bid Conference. There will be an optional pre-bid conference.

8. Questions. Vendors may submit questions by email to the Single Point of Contact prior to the Questions Due Date identified in the Basic Information and Timeline above. The Department may answer some, all, or none of the questions asked by posting them publicly.

9. Late Proposals will not be accepted unless specifically allowed by rule and at the Department’s sole discretion.

D. Proposal Format

1. Maximum Length. Proposals should not exceed eight (8) pages. The Department may evaluate proposals negatively if this page limit is not followed.

E. Proposal Content

1. Proposal Substance. Please answer or address the following questions or issues:

i. Proposals should demonstrate proven experience, knowledge, skills, and abilities across the following requirements:

a. Describe how you will provide culturally and linguistically appropriate strategies to help families advocate for effective implementation of IEPs by empowering participants with the knowledge and skills they need to advocate for their student(s). This response should be based on legal and regulatory standards for special education, and educational best practices in planning and outcomes that demonstrate progress toward personalized, self-determined goals, objectives and strategies.

b. The Council seeks to show that project participants applied what they learned to benefit their students. Please explain how you will gather evaluation data from participants and what program outcomes you will report to the Council. (Participant satisfaction data is required.)

c. The organization(s) that receive this funding will be required to provide match/cost sharing. Please describe how your organization will provide this match (i.e. in-kind, monetary, or needs help to identify, if awarded the grant).

d. Please describe any experience you have administering a program similar in scope.

ii. Proposals should describe how the information and training provided will:

a. Be delivered to maximize reach throughout Colorado. Strong proposals will demonstrate a population need, which includes areas with a history of lack of support.

b. Teach families to incorporate student perspective into their own IEPs and support students in building self-advocacy skills about their own learning.

c. Describe how or if support will be available to families and students should they request assistance outside of the training modules.

d. Describe your plan to conduct in-person, virtual, and hybrid trainings to reach a greater audience, on topics that might include, at a minimum:

i. Relevant vocabulary for advocating in the K-12 school system.

ii. Detailed description of all aspects of the IEP cycle.

iii. Explanation about the legal obligations teachers, schools, and school districts have to students with disabilities.

iv. Common barriers families may experience when seeking individualized services from school and districts.

v. Right of students to participate in their own IEP meetings and to provide feedback about their goals as part of the planning process.

vi. Use of harmful disciplinary measures such as seclusion, restraints, suspension, and expulsion, and how students with disabilities have experienced this at a greater rate than their counterparts, and how to identify and mitigate risks of harm.

2. Cost. Please answer or address the following questions or issues:

i. Use the attached work plan and budget spreadsheets to establish cost requirements.

a. Budgets should include short budget justification narratives for each line item, describing how the funds support program activities and how costs were calculated.

b. All pricing and costs should be tied to the requirements and work being proposed. If appropriate, provide the number of hours, hourly rate by level of staffing, and deliverables.

F. Demographic Form

1. In an effort to best comply with Colorado Procurement Code rule R-24-103-901 re maximizing opportunities, we like to gather certain voluntary demographic information from potential vendors where possible. This is entirely voluntary and does not affect an organization’s application/proposal/quote/bid or contract whatsoever in any way. It is not taken into consideration in this procurement process or reviewed by evaluators in this process. The information gathered is submitted directly to a data gathering team at CDHS who provide general statistics on outcomes and trends to CDHS Contracts & Procurement leadership on approximately a quarterly basis so that this leadership can look for ways to generally and overall maximize opportunities as described in the Code. Please fill out the following form regarding your organization’s demographic information if and to whatever extent you are willing. This is again entirely voluntary and has no impact on your potential work for the State: https://app.smartsheet.com/b/form/219f6db8803b4994afb9bf70e84fa421 G. How Proposals are Evaluated

1. In General. The Department will identify the proposal(s) most advantageous to the State through an objective and competitive process. A committee will review all acceptable proposals and may request more information or clarifications from any vendor. The committee will then recommend one or more proposals for award. The Single Point of Contact will notify all vendors of the final decision.

2. Mandatory Criteria. The Department may identify mandatory criteria. However, the Department reserves the right to waive mandatory requirements pursuant to Rule 24-103-301-03.

3. Evaluation Factors. The Department may evaluate proposals based on the information requested or referenced in the proposal content section, or as noted throughout the solicitation.

4. References. The Department may contact references, whether provided or not, and also consider them as part of the evaluation.

5. Standard Contracting Terms. Vendors must submit any requested changes to the attached standard CDHS Contract/PO terms and conditions and exhibits ("State Agreement Pieces") in redline with their submission. These terms are difficult to modify and the State does not guarantee acceptance of any changes, even after a notice of intent to award. Requested modifications increase risk and cost to the State, which may negatively impact any evaluation or award. Changes also significantly delay contract execution, as approvals are required from multiple State agencies (e.g., DPA, AG, OIT, CDHS). If no exceptions are noted, the Vendor accepts the State's terms as-is. A notice of intent to award does not imply acceptance of any proposed changes.

H. Ethics and Accessibility

1. Any person involved in the purchasing process for the State, any end users of such goods and services, any vendor or contractor that does business with the state, and any other interested third parties to the procurement process shall enhance the proficiency and stature of the purchasing process by adhering to the highest standards of ethical behavior.

2. Accessibility Requirements. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §24-85-103 (2.5), C.R.S. and 3) all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

I. Administrative Information

1. Communication. All communication regarding this solicitation must be done through the Single Point of Contact identified above. Unauthorized contact with any Department personnel other than the Single Point of Contact regarding this solicitation is prohibited and may result in disqualification.

2. Notices. The Department may modify this solicitation by posting changes via the Colorado VSS website. All communications will be posted on the VSS, www.colorado.gov/vss , and/or through a direct email from the Single Point of Contact.

3. Modifications of Proposals. Proposals may be modified or withdrawn by the vendor prior to the established proposal due date and time.

4. Public Opening. On the date and time shown above, the Department will hold a public opening pursuant to Rule 24-103-201-13. Vendors may request an accommodation to attend the public opening from the Department.

5. Presentations or Site Visits. At the Department’s sole discretion, the Department may request presentations or site visits. Vendors should not, however, prepare the proposal with the assumption that an opportunity for oral presentations or revisions will be offered.

6. Acceptance of solicitation terms. A proposal submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Vendors must identify any variations between its proposal and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

7. Contract. Vendors must agree to the State’s contract terms, found here: https://cdhs.colorado.gov/procurement or as an exhibit to this solicitation. Please note that any referenced or attached model contract lists the State’s standard required legal provisions but may not include the specific scope of work and other specific terms or requirements for this solicitation. Vendors must review any attached contract terms and note any exceptions. If no exceptions are noted, Vendor is indicating an intent to accept the terms as-is. Modifications to the State’s contract terms constitute increased risk and costs to the State. Therefore, Vendor’s noted exceptions may be considered in any evaluation.

8. Award. The Department will notify all vendors who submitted a proposal when it issues a Notice of Intent to Award. The awarded vendor(s) must act in good faith to execute an agreement on or before the Anticipated Contract Start Date identified above. If this date is not met, through no fault of the State, the State, at its sole discretion, may cancel the Notice of Intent to Award.

9. Protests. Any actual or prospective vendor who is aggrieved in connection with the solicitation or award of a contract may protest to Lauren Ingalls (email to lauren.ingalls@state.co.us), Procurement Director, Division of Contracts and Procurement, Department of Human Services. The protest shall be submitted in writing within ten business days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

10. CORE Registration. Unless otherwise noted, before the Department can award to any vendor, that vendor must be registered in CORE, which can be completed through Vendor Self Service at www.colorado.gov/vss.

11. EFT. Awarded vendors are encouraged to sign up for EFT transfers.

12. Secretary of State Registration. Before Contract execution, the awarded vendor must be registered to do business in the State of Colorado. If a vendor is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the State of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the State of Colorado and has designated a registered agent in Colorado to accept service of process.

13. System for Award Management. Before Contract execution, the awarded vendor(s) must be registered with the System for Award Management (SAM.gov).

14. Confidentiality. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act. Anything submitted by a vendor is likely to become public information. Vendors may submit, as a part of its solicitation response, a written request for classification of certain portions of the proposal as confidential information pursuant to Colorado Procurement Code R-24-101-401-03. Material for which confidentiality has been requested shall be readily identifiable and separable from other portions of the solicitation to facilitate public inspection of the non-confidential portion of the solicitation response, if it is not, the confidentiality request will not be considered. Commingling of confidential and non-confidential information is not acceptable and any confidentiality request made in this fashion will not be considered. In no event shall an entire proposal be classified as confidential. Marking an entire proposal as confidential is a confidentiality request that will not be considered. Price information will not be considered confidential. In addition to complying with the aforementioned restrictions, in order for the confidentiality request to be considered, the vendor must include the rationale for the request to classify portions as confidential, as specified in the Colorado Procurement Code R-24-101-401-03, specifying by line which section of §24-72-204, C.R.S. is the purported authority for the requested confidentiality determination ("Confidentiality Request Justification"). The confidentiality request shall also include both a proposed redacted version and an unredacted version of the submission. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Offeror in writing of his or her determination. If the Offeror does not agree with the determination, the Offeror may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03. A confidentiality request, even if granted, will not render any potential later mutually-negotiated contract terms confidential, as such a resulting contract would be a matter of public record.

15. Background Checks. Pursuant to C.R.S. §27-90-111 and Department policy, any vendor, and its agent(s), who has direct contact with vulnerable persons in a state-operated facility, or who provides state-funded services that involve direct contact with vulnerable persons in the vulnerable person’s home or residence, shall:

a. submit to and successfully pass a criminal background check, and

b. report any arrests, charges, or summonses for any disqualifying offense as specified by C.R.S. §27-90-111 to the Department.

16. Proposal Prices. Estimated proposal prices are not acceptable. Best and final offers may be considered in determining the apparent successful vendor. Proposals shall be firm for a period of not less than 180 calendar days from the date of award.

17. Cancellation. A solicitation may be cancelled only when there are cogent and compelling reasons to believe that the cancellation of the solicitation is in the state's best interest. An award of a contract under a solicitation may be cancelled, in whole or in part, when the procurement official determines in writing that such action is in the state's best interest.

18. Costs. The Department is not liable for any cost incurred by vendors prior to any formal contract, purchase order, or other agreement. No property interest of any nature shall occur until a contract is signed by all concerned parties.

19. Proposal Rejection. The Department may reject a proposal, waive informalities, and minor irregularities, or accept any portion.

20. Tax ID. Any tax identification number provided must be that of the vendor responding to the solicitation. The vendor must be a legal entity with the legal right to contract.

21. News Releases. Vendors may not issue any news releases pertaining to this solicitation without the Department’s prior written approval.

22. Taxes. The Department is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. §39-26-114(a). The Colorado State and Local Sales Tax Exemption Number is 98-02565. When materials are purchased in certain political subdivisions (for example - City of Denver), the vendor may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

23. E-Verify. Vendors must participate in the federal E-Verify program or the Colorado Department of Labor and Employment Program as required by C.R.S. §8-17.5-101.

24. Services Outside of Colorado or the United States. Vendors must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

25. Notice to NonResident Bidders. If a nonresident vendor is from a state that provides a bidding preference to vendors from that state, then a comparable percentage disadvantage will be applied to the bid of that nonresident vendor pursuant to C.R.S. §24-103-908. The vendor may obtain additional information from the department of personnel's website.

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J. Exhibit List Exhibit A. Work Plan and Budget Template (Please fill out and return.)

Exhibit B. Signature Page. Section K within this solicitation or attached as Exhibit B (Please fill oud and return.)

Exhibit C. Purchase Order Terms & Conditions linked here. For informational purposes only.

Exhibit D. Model State Contract. For informational purposes only.

K. Signature Page The vendor must complete and submit the Signature Page along with the bid.

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