Training Registration and Stipend Distribution Service Administration

The government seeks a vendor to manage training registrations and stipend distribution for direct support workers in Minnesota, including platform development, verification, and communication components.

Administer training registrations, enhanced rate and budget training verification, and stipend distribution for direct support workers
Create an accessible and mobile-friendly application platform for DSWs
Securely distribute stipends to eligible DSWs
Verify required vocational trainings completed by DSWs for enhanced rates/budgets
Post and update voluntary training opportunities
Register eligible DSWs for voluntary training opportunities
Provide sequential and ad hoc updates to the STATE
Reply to STATE questions within an agreed timeframe
Immediately notify STATE upon discovering evidence of a possible data breach
Protect all sensitive data using encryption at rest and in transit
Follow data minimization and purpose limitation principles
Create, maintain, and provide a System Security Plan (SSP) to DHS/MNIT
Provide recurring, verifiable evidence of data protection (e.g., access logs, security control screenshots, audit results)
Follow industry-standard security practices and demonstrate alignment with relevant frameworks (e.g., NIST SP 800-53, HIPAA, SOC 2 Type II)
Enforce least privilege access to sensitive data
Log, monitor, and audit all access to sensitive data
Ensure DHS retains ownership of the data with clear retention and disposal policies
Handle SSNs (if collected) with strong encryption and strict access control
Obtain a GovRAMP Security Snapshot within 60 days after contract execution
Obtain GovRAMP Authorization status no later than April 1st, 2027, if using Cloud and handling high-categorized data
Include digital accessibility into key business processes
Ensure staff and contractors have knowledge and skills to create accessible digital technology
Ensure accessibility for the solution (strategy, tools, design, testing, ongoing validation)
Incorporate accessibility into the development process and post-implementation enhancements
Describe development and testing tools used for accessible digital technology
Describe corrective actions, processes, or systems for resolving accessibility issues
Describe alternate methods for digital products or services that do not support the State of MN accessibility standard
Build, test, and operate a database within the first 45 days to track DSW profile, eligibility, training, and payment information
Provide STATE with the ability to run ad hoc reports
Provide designated STATE staff with administrative access to applications
Develop stipend and enhanced rate/budget application materials and establish the application process within the first 45 days
Build, test, and operate application system(s) allowing DSWs to apply and access basic information
Communicate to DSW applicants to encourage submissions and maximize utilization of stipends and programs
Prepare and submit communications to the STATE for review and approval
Send promotional communications to DSW applicants monthly
Serve as the primary point of contact for DSW applicants, providing phone and email contact information
Respond timely to DSW communications
Notify STATE when DSW questions are out of scope of the project
Include an 'unsubscribe' option in DSW communication materials
Receive and screen applications to determine DSW eligibility for benefits
Ensure DSWs meet qualifications and training requirements before providing stipends or free vocational training
Inform DSW applicants if they do not meet eligibility requirements and provide steps for disagreement
Amend the list of eligible trainings as the STATE directs
Receive and preserve documentation including training details, completion certification, and valid dates
Retain documentation for at least six years from the end of the contract
Enter requested data using Foundant for STATE review on a quarterly basis or as directed
Provide documentation to other parties as directed by the STATE (DSWs, county case managers, FMS, PCA/CFSS agencies)
Resolve any issues with invoices to the satisfaction of the STATE
Distribute up to $1,125,000 in training stipends to eligible DSWs
Distribute stipends in any increment specified by the state requested application
Do not withhold or delay stipend payments for lump sum, unless requested by DSW
Distribute no more than the limit set by the State Provider Cooperation Committee each year
Track stipend distributions including recipient information, amount, and payment date/method
Prevent the distribution of stipends to DSWs whose applications do not meet the criteria
Receive advances from the STATE according to the Advance Schedule
Keep safe custody of any Advance money and use only for paying stipends to eligible applicants
Prepare and send invoices to the STATE
Provide a report to the STATE showing amounts of advances received, paid, and in custody
Reconcile all advance payments on grants over $50,000 within 12 months of issuance or 60 days of grant period end
Submit invoices to STATE at least monthly, including stipend distribution and cost breakdown by budget line items
Collaborate with the State Provider Cooperation Committee (SPCC) to incorporate process improvement feedback
Comply with all state and federal legal requirements regarding grant contract performance
Comply with required Grants Management Policies and procedures (Minnesota Statutes, section 16B.97, subdivision 4(a)(1))
Comply with the State of Minnesota Accessibility Standard (WCAG 2.1 Level AA and section 508)
Provide voter registration services for employees and the public served
Comply with state audit requirements (Minnesota Statutes, section 16B.98, subdivision 8)
Comply with federal audit requirements (2 C.F.R § 200.501, 2 C.F.R. § 200.332)
Certify that neither the organization nor its principals are debarred or suspended by the State of Minnesota or federal government
Comply with contracting and bidding requirements for procuring goods and contracted services
Take affirmative steps to assure targeted vendors are used when possible
Maintain written standards of conduct covering conflicts of interest
Maintain support documentation of the purchasing or bidding process
Comply with prevailing wage rules for construction work of $25,000 or more
Not contract with vendors or subgrantees who are suspended or debarred
Monitor subgrantee activities to ensure compliance and achievement of performance goals
Ensure no religious-based counseling takes place under the contract

The RFP was published on March 2nd, 2026.

Questions must be submitted by March 9th, 2026 at 4:00 p.m. Central Time.

Answers to questions will be provided no later than March 11th, 2026 at 5:00 p.m. Central Time.

Proposals must be submitted by March 23rd, 2026 at 4:00 p.m. Central Time.

Successful responder(s) will be selected approximately late April to mid-May 2026.

The contract is anticipated to be effective on July 1st, 2026.

Within the first 45 days of the contract (by August 15th, 2026), the vendor must build, test, and operate a database and application system.

The vendor must obtain a GovRAMP Security Snapshot no later than 60 days after contract execution (by August 30th, 2026).

The vendor must obtain GovRAMP Authorization status no later than April 1st, 2027.

The initial contract term ends on June 30th, 2027.

Minnesota Department of Human Services, Disability Services Division

Organization overview and procurement intelligence available on paid plans.

The selected vendor will be responsible for administering training registrations and the distribution of stipends for direct support workers in Minnesota. This service includes verifying completion of required vocational trainings for applicants seeking enhanced rates and budgets, as well as creating and updating voluntary training opportunities. The vendor must design an accessible, mobile-friendly application platform that enables eligible individuals to apply for stipends and register for training.

The scope of work involves promoting training opportunities, registering eligible participants through training vendors' required methods, and tracking completion of trainings. The appointed provider will be tasked with communicating effectively with applicants, encouraging submissions, and maximizing the use of available stipends and programs. Maintenance of a System Security Plan (SSP) and collaboration with IT Services are required, as well as making necessary updates to applications, operating systems, confirmation and denial emails, and promotional materials. The contract will be for a one-year term.

Training Registration and Stipend Distribution Service Administration

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