Hearing Aid Assistance ProgramBid Documents

The Indiana Department of Administration (IDOA), in collaboration with the Indiana Department of Health and the Center for Deaf and Hard of Hearing Education, is seeking a qualified vendor to administer the Hearing Aid Assistance Program of Indiana (HAAPI). The primary objective is to select an entity capable of managing comprehensive program operations, including relationships with hearing aid manufacturers, recruitment and maintenance of licensed audiologists, statewide program promotion, application processing, and hearing aid distribution to eligible participants. The RFP requires the selected vendor to work with five specific hearing aid manufacturers (Cochlear, Oticon, Oticon Medical, Phonak, and Resound) and coordinate with the existing network of 79 participating audiologists. Proposals are due on November 10, 2025, at 3:00 PM ET, with a pre-proposal conference scheduled for October 8, 2025. The contract term is four years, with potential for one additional one-year renewal. Evaluation criteria will focus on management quality, cost-effectiveness, and subcontractor commitments, with a total of 103 available points. Key deliverables include maintaining vendor relationships, updating the HAAPI website, and providing quarterly reports on program activities.

The procurement includes several set-aside and diversity requirements, with opportunities for Minority & Women's Business Enterprises (MBE/WBE) and Indiana Veteran Owned Small Business (IVOSB) participation. Vendors can earn bonus points for Indiana business status and diverse business participation. The program has specific infrastructure requirements, including preference for state-owned cloud tenants in Microsoft Azure or Amazon Web Services, with strict security and data management protocols. In fiscal year 2025, the program processed 265 applications, resulting in 241 children receiving hearing aids, with an estimated annual budget of $375,000. Administrative costs are capped at 20% of the total budget. Potential respondents must demonstrate extensive experience in pediatric audiology, fund management, and complex program administration. The state will conduct thorough reference checks and require comprehensive documentation, including detailed technical proposals, business proposals, and compliance with state technology and security frameworks.