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Timeline and Federal Regulations Update
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As we move forward with our upcoming procurement, we want to take a moment to share what to expect around federal review requirements and how they affect our timeline. This is meant to build shared understanding and set realistic expectations for the work ahead.
Why this matters
Because this project involves federal funding, we are required to follow a specific review and approval process with the Administration for Children and Families (ACF). These reviews are not optional, and they shape how quickly we can move from planning to contracting to implementation.
Understanding the “why” and the “when” helps all of us plan our work, communicate clearly with partners, and reduce frustration.
The Big Picture: Two Required Federal Reviews
For large procurements, ACF conducts two formal review periods, each with a minimum timeline of 60 days:
Initial ACF Review (before the Request for Proposal (RFP) is released) ACF reviews:
The Implementation Advance Planning Document (IAPD)
The RFP requirements
A sample contract
This step ensures we are asking vendors for the right things and meeting federal rules before we go to market.
Secondary ACF Review (after a vendor is selected)
ACF reviews:
The final negotiated contract
Any related or supportive service contracts
This step confirms that what we negotiated matches what was approved earlier and remains federally compliant.
Important note: If ACF requests changes at either stage (which is common), the 60-day review clock restarts after we resubmit.
What This Means for Our Timeline
Based on experience across states and large system procurements:
Re-submissions are normal, especially for complex or first-of-their-kind projects
Even in a “best-case” scenario, federal review alone can add several months
Delays are often about compliance, not performance or quality of staff work. This is part of the process, not a sign that something has gone wrong.
How This Informs Our Project Schedule
At a high level, the timeline looks like this:
Now : Planning, readiness, and RFP development
Spring/Summer 2026: RFP and IAPD submitted for initial federal review (60 days minimum)
Mid-to-Late 2026: Procurement, proposal evaluation, and vendor selection
Early 2027: Contract submitted for second federal review (60 days minimum)
2027: Design, configuration, testing, and implementation beings
This timeline assumes:
No major re-designs requested by ACF
A competitive procurement with a qualified vendor
Steady progress through negotiations
What We’re Doing to Support Success Right Now
To keep things moving as smoothly as possible, the project team is:
Engaging federal partners early and often
Building in time for questions, revisions, and re-submissions
Aligning internal teams so policy, program, legal, fiscal, and IT voices are coordinated
Your work and expertise are essential to this process and your patience is, too.
What You Can Expect Going Forward
Clear updates when we enter and exit federal review periods
Transparency when timelines shift and why
Ongoing opportunities to ask questions and surface concerns
Thank you for the work you do every day to support children, youth, and families. Large system changes take time, but they are stronger and more sustainable because of it. If you have questions or would like a deeper walk-through of any part of this process, please reach out.
Timeline and Federal Regulations Update
As we move forward with our upcoming procurement, we want to take a moment to share what to expect around federal review requirements and how they affect our timeline. This is meant to build shared understanding and set realistic expectations for the work ahead.
Why this matters
Because this project involves federal funding, we are required to follow a specific review and approval process with the Administration for Children and Families (ACF). These reviews are not optional, and they shape how quickly we can move from planning to contracting to implementation.
Understanding the “why” and the “when” helps all of us plan our work, communicate clearly with partners, and reduce frustration.
The Big Picture: Two Required Federal Reviews
For large procurements, ACF conducts two formal review periods, each with a minimum timeline of 60 days:
Initial ACF Review (before the Request for Proposal (RFP) is released) ACF reviews:
The Implementation Advance Planning Document (IAPD)
The RFP requirements
A sample contract
This step ensures we are asking vendors for the right things and meeting federal rules before we go to market.
Secondary ACF Review (after a vendor is selected)
ACF reviews:
The final negotiated contract
Any related or supportive service contracts
This step confirms that what we negotiated matches what was approved earlier and remains federally compliant.
Important note: If ACF requests changes at either stage (which is common), the 60-day review clock restarts after we resubmit.
What This Means for Our Timeline
Based on experience across states and large system procurements:
Re-submissions are normal, especially for complex or first-of-their-kind projects
Even in a “best-case” scenario, federal review alone can add several months
Delays are often about compliance, not performance or quality of staff work. This is part of the process, not a sign that something has gone wrong.
How This Informs Our Project Schedule
At a high level, the timeline looks like this:
Now : Planning, readiness, and RFP development
Spring/Summer 2026: RFP and IAPD submitted for initial federal review (60 days minimum)
Mid-to-Late 2026: Procurement, proposal evaluation, and vendor selection
Early 2027: Contract submitted for second federal review (60 days minimum)
2027: Design, configuration, testing, and implementation beings
This timeline assumes:
No major re-designs requested by ACF
A competitive procurement with a qualified vendor
Steady progress through negotiations
What We’re Doing to Support Success Right Now
To keep things moving as smoothly as possible, the project team is:
Engaging federal partners early and often
Building in time for questions, revisions, and re-submissions
Aligning internal teams so policy, program, legal, fiscal, and IT voices are coordinated
Your work and expertise are essential to this process and your patience is, too.
What You Can Expect Going Forward
Clear updates when we enter and exit federal review periods
Transparency when timelines shift and why
Ongoing opportunities to ask questions and surface concerns
Thank you for the work you do every day to support children, youth, and families. Large system changes take time, but they are stronger and more sustainable because of it. If you have questions or would like a deeper walk-through of any part of this process, please reach out.