Hearing Aid Devices and ServicesBid Documents

The Indiana Department of Administration is soliciting proposals for hearing aids, devices, and services on behalf of the Family and Social Services Administration's Deaf and Hard of Hearing Services division under RFP 26-86494, with proposals due July 27, 2026 at 3:00 PM Eastern Time and written questions due June 25, 2026 at 3:00 PM Eastern Time. A pre-proposal conference is scheduled for June 24, 2026, from 8:00 AM to 12:30 PM at the Indiana Government Center South Conference Center, with a virtual option available.

Diversity set-asides apply: 8% for Minority Business Enterprises, 11% for Women Business Enterprises, and 3% for Indiana Veteran Owned Small Businesses. Subcontractor participation is optional; all proposed subcontractors must be listed on the State of Indiana Certified M/W/IVOSB directory at proposal submission.

The scope encompasses hearing aids with integrated ear apparatus, hearing aid accessories, assistive listening devices, ear molds, and related services. Mandatory requirements include providing at least a 46% discount on all products, establishing individual accounts per VRS Counselor or state agency rather than a single state account, accepting orders via email, fax, online portal, or other means, and maintaining separate billing and shipping addresses. The vendor must deliver hearing aids to dispensers within two weeks of receiving ear impressions and within five days of non-ear mold orders. Devices must include at least a two-year repair warranty and one-year replacement warranty for loss or damage. A 90-day full refund return policy applies to hearing aids and devices; a 60-day return policy applies to ear molds and accessories, with all interest, restocking, and shipping fees waived. The vendor must provide a staff audiologist for consultations, yearly training, online tracking, and a primary point of contact responsive within 48–72 hours. Billing must occur within five business days per invoice.

The approximate State spend for 2025 was $1 million; this figure is an estimate and does not constitute a guaranteed purchase amount. The contract term is five years from execution with one optional one-year renewal for a potential total of six years. The awarded vendor must extend pricing to other governmental bodies throughout Indiana. Pricing must remain firm for a minimum of 180 days from award. Award recommendation is anticipated in September 2026.