190000000697.pdf

STATE OF MICHIGAN PROCUREMENT

Department Technology, Management and Budget Central Procurement Services 320 S Walnut Street Lansing, MI 48933 P.O. Box 30026, Lansing, MI 48909

CONTRACT CHANGE NOTICE

Change Notice Number 6 to Contract Number MA190000000697

C U

RREN

T C

O N

TRAC

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MAXIMUS HUMAN SERVICES INC

1891 Metro Center Drive Reston VA 20190

Dennis Seeley

517-318-2785

DennisMSeeley@maximus.com

VC0003287

N

EW

C O

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TRAC

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YoungWilliams INC

P.O. Box 3180 Ridgeland MS 39158

Greg Warmink

512-694-3279 greg.warmink@youngwilliams.com

VS0251733

STATE CONTACTS

Program

M anager

Various Various C ontract

Adm inistrator

Shane Desmier DTMB

517-246-8229

DesmierS@michigan.gov

CONTRACT SUMMARY

New Hires Reporting System

INITIAL EFFECTIVE DATE

May 25, 2019

INITIAL EXPIRATION DATE

May 24, 2026

INITIAL AVAILABLE OPTIONS

3 - 1 Year

EXPIRATION DATE BEFORE

May 24, 2026

PAYMENT TERMS

NET 45

DELIVERY TIMEFRAME

N/A

ALTERNATE PAYMENT OPTIONS

P-Card Direct Voucher (PRC) Other

EXTENDED PURCHASING

Yes No

MINIMUM DELIVERY REQUIREMENTS

N/A

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION

3 Years

EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE

May 24, 2029

CURRENT VALUE

$5,122,687.00

VALUE OF CHANGE NOTICE

$1,697,673.00

ESTIMATED AGGREGATE CONTRACT VALUE

$6,820,360.00

DESCRIPTION

Please note the Program Manager or Contract Administrator may have changed, and are reflected on this Change Notice.

Effective 4/2/2026, this Contract is hereby assigned from Maximus Human Services, Inc. to YoungWilliam Inc.

All rights, responsibilities, terms and conditions under the existing Contract remain unchanged and in full force. Contractor resources are updated as detailed in the attached Statement of Work.

Change Notice is exercising the remaining 3 option years (5/25/2026 to 5/24/2029) and is increased by $1,697,673. The revised Contract expiration date is 5/24/2029

The amendment of this contract includes the updated ADA Compliance language listed below, which replaces the previous WCAG 2.0 Level AA language with WCAG 2.1 Level AA. No additional funding is required for this amendment.

ADA Language - WCAG 2.1 Level AA:

Accessibility Requirements.

The State is required to comply with the Americans with Disabilities Act of 1990 (ADA) and has adopted standards and procedures regarding accessibility requirements for websites, applications, content, and electronic documents. Due to a change in the law, the State is required to comply with specific accessibility standards for websites, applications, content and documents.

Starting 4/24/2026, throughout the Term, all websites, applications, software, content, and electronic documents, including but not limited to mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet), created, provided, or made available by the Contractor under this Contract, must comply with WCAG 2.1 Level AA.

Please note the Contract Administrator has been changed to Shane Desmier

All other terms, conditions, specifications, and pricing remain the same. Per contactor and agency agreement, DTMB Central Procurement Services approval, and State Administrative Board Approval on March 31, 2026

CHANGE NOTICE NO. 6 TO CONTRACT NO. MA190000000697

Program Managers for

Multi-Agency and Statewide Contracts

AGENCY NAME PHONE EMAIL

DTMB Duane Kerkstra 248-660-0132 kerkstrad@michigan.gov

MDHHS Pratin Trivedi 517-334-6560 TrivediP@michigan.gov

Michigan.gov/MiProcurement

CN7 Contract No.190000000697

STATEMENT OF WORK -

IT CHANGE NOTICE

Project Title:

New Hires Reporting System Change Notice

Period of Coverage:

5/25/26 – 5/24/29

Requesting Department:

Michigan Department of Health and Human Services

Date:

2/20/26

Agency Program Manager:

Pratin Trivedi

Phone:

(517) 334-6560

DTMB Program Manager:

Duane Kerkstra

Phone:

(248) 660-0132

Brief description of services to be provided:

BACKGROUND:

This Change Notice, effective May 25, 2026, for the Michigan New Hire Contract incorporates by reference and is subject to the terms and conditions of Contract No. 171- 190000000697 for New Hires Reporting Services (the “Contract”) between Maximus Human Services, Inc. (“Contractor”) and the State of Michigan Department of Technology, Management, and Budget Acquisition Services (the “State”).

PROJECT OBJECTIVE:

This change notice includes updates and changes to contract 171-190000000697 to include:

Changing the name from Maximus Human Services, Inc. to YoungWilliams, Inc.

Updating contractor contact information Exercising all the remaining three (3) one year options Revising the pricing tables, as below with updated pricing for services to include the exercising of the option years and new contract end date Updating Contract with updated ADA language Other changes to the SOW as identified below.

Update Contractor name and contact

YoungWillams, Inc.

P.O. Box 3180, Ridgeland, MS 39158 Dennis.Seeley@Youngwilliams.com

Update Contractor contact information in Paragraph 32.5

If to Contractor P.O. Box 3180, Ridgeland, MS 39158 Email: Dennis.Seeley@Youngwilliams.com Attention: Dennis Seeley, Senior Project Manager

Update Schedule A, Statement of Work, Section 22 Contractor Key Personnel

Contractor Contract Administrator

Contractor YoungWilliams, Inc.

Name Greg Warmink Address P.O. Box 3180, Ridgeland, MS 39158 Phone: 512-694-3279 Email Greg.Warmink@youngwilliams.com

Contractor Project Manager

Contractor YoungWilliams, Inc.

Name Dennis Seeley Address P.O. Box 3180, Ridgeland, MS 39158 Phone: 517-643-0293 Email Dennis.Seeley@youngwilliams.com

Contractor Service Manager

Contractor YoungWilliams, Inc.

Name Dennis Seeley Address P.O. Box 3180, Ridgeland, MS 39158 Phone: 517-643-0293 Email Dennis.Seeley@youngwilliams.com

Contractor Security Officer

Contractor YoungWilliams, Inc.

Name Edmund David Address P.O. Box 3180, Ridgeland, MS 39158 Phone: 601-212-3993 Email Edmund.david@youngwilliams.com

Add updates to the Standard Michigan ADA compliance language

Accessibility Requirements

The State is required to comply with the Americans with Disabilities Act of 1990 (ADA) and has adopted standards and procedures regarding accessibility requirements for websites, applications, content, and electronic documents. Due to a change in the law, the State is required to comply with specific accessibility standards for websites, applications, content and documents.

Effective 4/24/2026 and throughout the Term, all websites, applications, software, content, and electronic documents, including but not limited to mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentations, and spreadsheets), created, provided, or made available by the Contractor under this Contract, must comply with WCAG 2.1 Level AA.

All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement, and DTMB Central Procurement Services approval.

Update Schedule A, Statement of Work, Section 12.I , Solution Requirements

1. Young Williams will end-date the existing PO Box and provide a new PO Box located in Michigan, effective May 25, 2026. A mail forwarding order lasting one year from that date will be placed on the old PO Box to accommodate updates to existing websites, forms, and documentation leading to a smoother transition. Upon request or a new contract assignment, the contractor agrees to transition the PO Box to the state for continuity. The New address for the PO Box will be:

Michigan New Hires Operations Center

P.O. Box 51041 Livonia, MI 48151-51041

Pursuant to the date of this change notice, the contractor will no longer be required to pick up misdirected mail from Department of Treasury. The contractor will continue to accept and process misdirected mail scanned by Department of Treasury and sent by secure mail.

PAYMENT SCHEDULE for Option Years:

Optional Renewal Year

Implementation Licensing Maintenance & Support

Total

Year 8 - $149,575 $292,884 $442,459 Year 9 - $149,575 $292,884 $442,459 Year 10 - $149,575 $292,884 $442,459 Total Renewal Year Cost - $448,725 $878,652 $1,327,377

Michigan Incarceration

Calendar Year CY 2026 CY 2027 CY 2028 CY 2029 Total: CY 2026 to CY2029

October $7,023 $7,023 $7,023

November $7,023 $7,023 $7,023

December $7,023 $7,023 $7,023

January $7,023 $7,023 $7,023

February $7,023 $7,023 $7,023

March $7,023 $7,023 $7,023

April $7,023 $7,023 $7,023

May $7,023 $7,023 $7,023

June $7,023 $7,023 $7,023

July $7,023 $7,023 $7,023

August $7,023 $7,023 $7,023

September $7,023 $7,023 $7,023

Total $28,092 $84,276 $84,276 $56,184 $252,828

Medicaid CC360 Pricing CC

CY 2026 CY 2027 CY 2028 CY 2029 Total: CY 2026 to CY2029

October $3,263 $3,263 $3,263

November $3,263 $3,263 $3,263

December $3,263 $3,263 $3,263

January $3,263 $3,263 $3,263

February $3,263 $3,263 $3,263

March $3,263 $3,263 $3,263

April $3,263 $3,263 $3,263

May $3,263 $3,263 $3,263

June $3,263 $3,263 $3,263

July $3,263 $3,263 $3,263

August $3,263 $3,263 $3,263

September $3,263 $3,263 $3,263

Total $13,052 $39,156 $39,156 $26,104 $117,468

Total Contract Value Change ($1,327,377 + $252,828 + $117,468) = $1,697,673

PROGRAM CONTACTS:

The designated Agency Program Manager is:

Pratin Trivedi Office of Child Support, Director of Information Technology and Payment Operations Romney Building, 12th Floor 111 S Capitol Ave Lansing, MI 48933

(517) 334-6560 TrivediP@michigan.gov

The designated DTMB Program Manager is:

Duane Kerkstra Department of Technology, Management, and Budget, Business Relationship Manager Grand Tower, 9th Floor 235 South Grand AVE Lansing, MI 48933

(248) 660-0132 KerkstraD@michigan.gov

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Department of Technology, Management, and Budget 320 S. Walnut Street 2nd Floor Lansing, MI 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

CONTRACT SUMMARY

New Hires Reporting System

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

May 25, 2019 May 24, 2026 3 - 12 Months May 24, 2026

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

MINIMUM DELIVERY REQUIREMENTS

N/A

P-Card Direct Voucher (PRC) Other Yes No

1891 Metro Center Drive

Reston VA 20190

Dennis Seeley

517-318-2785

DennisMSeeley@maximus.com

VC0003287

MAXIMUS HUMAN SERVICES, INC.

C O

N

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A C

TO

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Mecca Martin

517-230-5694

DTMB

Various Various

MartinM42@michigan.gov

C ontract

A dm inistrator Program M anagerSTA

TE

N/ANET 45

Change Notice Number 5

Contract Number MA190000000697 to

DESCRIPTION OF CHANGE NOTICE

OPTION EXTENSIONLENGTH OF OPTION LENGTH OF EXTENSION REVISED EXP. DATE

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$5,122,687.00 $0.00 $5,122,687.00

DESCRIPTION

Please note the DTMB Program Manager has been changed to Duane Kerkstra.

All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement, and DTMB Central Procurement Services approval.

AGENCY NAME PHONE EMAIL

DTMB Duane Kerkstra 248-660-0132 kerkstrad@michigan.gov

Program Managers for

Multi-Agency and Statewide Contracts

CHANGE NOTICE NO. 5 TO CONTRACT NO. MA190000000697

CENTRAL PROCUREMENT SERVICES

Department of Technology, Management, and Budget

320 S. WALNUT ST., LANSING, MICHIGAN 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

Change Notice Number 4 to Contract Number 190000000697

Various

Jillian Yeates dennismseeley@maximus.com

Dennis Seeley

Mclean, VA 22102

MAXIMUS HUMAN SERVICES, INC.

VC0003287

517-318-2785

1600 Tysons Blvd., Ste 1400

(517) 275-1131

STA

TE

P ro g ra m a n a g e r

C o n tra ct

A d m in istra to r

C O

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DTMB

yeatesj@michigan.gov

$4,954,693.00

May 25, 2019 May 24, 2026

NEW HIRES REPORTING SYSTEM

May 24, 2026

INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

3 - 1 Year

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

☐ P-Card ☐ PRC ☐ Other ☐ Yes ☒ No

MINIMUM DELIVERY REQUIREMENTS

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE

☐ ☐ N/A

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

N/A

$167,994.00 $5,122,687.00

Effective June 1, 2023, the attached Statement of Work is hereby incorporated into this Contract. In addition, $167,994 is added to this Contract to support the costs for the attached Statement of Work.

Please note, the State Contract Administrator has been changed to Jillian Yeates, yeatesj@michigan.gov, 517-275-1131 (e.g., Contract Terms, Section 32.5). The DTMB Program Manager has been changed to Dave Fox, foxd@michigan.gov, 517-930-0972. In addition, the Contractor's address has been updated to 1600 Tysons Blvd., Ste. 1400, Mclean, VA 22102.

All other terms, conditions, specifications, and pricing remain the same. Per Contractor and Agency agreement and DTMB Central Procurement Services approval.

INITIAL EXPIRATION DATEINITIAL EFFECTIVE DATE

N/A

DESCRIPTION

CONTRACT SUMMARY

MDHHS

Program Managers for

CHANGE NOTICE NO. 4 TO CONTRACT NO. 190000000697

Dave Fox 517-930-0972 foxd@michigan.govDTMB Pratin Trivedi 517-334-6560 TrivediP@michigan.govMDHHS

STATEMENT OF WORK -

IT CHANGE NOTICE

Project Title:

CC360 Jail Data SOW for Maximus

Period of Coverage:

6/1/23-10/30/23

Requesting Department:

Michigan Department of Health and Human Services

Date:

5/17/23

Agency Program Manager:

Pratin Trivedi

Phone:

517-930-5871

DTMB Program Manager (Business Relationship Manager):

Dave Fox

Phone:

517-930-0972

Brief description of services to be provided:

1. Background As a component of MDHHS’ Social Determinants of Health Strategy, the Michigan HIT Commission’s 5 year HIT Roadmap, and ongoing work to augment the delivery of service to Michigan Medicaid beneficiaries, MDHHS is seeking to leverage data from county jails to improve the health of Michigan’s incarcerated population, which is disproportionately burdened by chronic physical and behavioral health conditions. Michigan assigns incarcerated Medicaid beneficiaries to a special benefit plan that covers limited inpatient services for individuals hospitalized during incarceration called the INCAR benefit. To improve care coordination for incarcerated Medicaid beneficiaries, MDHHS seeks to streamline the assignment and removal of the INCAR benefit and to provide jails with access to CareConnect360 (CC360) to equip jail providers with longitudinal health information about the individuals they serve. Access to this data from jails will allow MDHHS to match Medicaid IDs against rosters of incarcerated individuals to facilitate a timelier assignment and removal of the INCAR benefit, and provide jails with an updated, accurate roster of beneficiaries in CC360.

2. Project Objective In order to facilitate the goals referenced above, the Michigan Department of Technology Management and Budget (DTMB) and CC360 (Michigan Department of Health and Human Services) seek to amend contract No. 171-190000000697 (“Contract”) with Maximus Human Services (“Contractor”) to provide additional proprietary software services to CC360.

The Inmate Incarceration Data file includes basic incarceration information on all inmates, regardless of incarceration time. The State is requesting the creation and transmission of this specific file in the existing Maximus Incarceration Portal, that will allow for the collection of inmate incarceration data from Michigan county jails that have opted to share this data, in a similar way that new hire data is collected from employers. Data will be collected, formatted, and sent to the File Transfer Service (FTS) for use by Medicaid, in order to support the services detailed in the Scope of 3.

3. Scope of Work CC360 is requesting the Inmate Incarceration Data file from jails that have signed a Data

Sharing Agreement (DSA) and have not opted out of sharing that data with CC360. This type of file is currently in scope for the Office of Child Support (OCS), referenced in Change Notice 2.

3.1 Process

The process by which Contractor will make this operation successful and beneficial to the State of Michigan is outlined below:

3.2 Requirements

All of the requirements referenced in Section 3.5.D. of OCS’ CN 2 would be applicable to this SOW, with the exception that the file produced for Medicaid will not be sent to OCS.

3.2.A. Contractor will provide an incarceration formatted file to the File Transfer Service (FTS) for use by Medicaid each week day, regardless of holidays. The file will contain data as described in 3.2.B that was received by mail, fax, email, SFTP or was uploaded to the Incarceration Portal, or any updates made to existing inmate data since the last file was created and transferred. Daily files will be created and sent to CC360 by 1pm ET. This file will contain the same data elements and file layout as what is being provided to OCS. This data is not classified as health/medical information; therefore, HIPAA requirements do not apply. Inmate file name, if agreeable, will be named “inmatesMICounties360_yyyymmdd.dat”.

3.2.B. Contractor will only provide incarceration data from jails that have signed a DSA and have not opted out of sharing data with other MDHHS agencies.

Contractor will confirm with OCS which jails have agreed to share incarceration data with other MDHHS agencies.

3.2.C. OCS will maintain a list of jails who have signed a DSA and have not opted out of sharing incarceration data with other MDHHS agencies. OCS will notify Contractor when a jail is added to this list or when a jail modifies its DSA to opt out of sharing incarceration data with other MDHHS agencies. Upon notification from OCS of a change to any jail’s agreement, Contractor will make necessary updates to the incarceration portal which may potentially adjust the data received by CC360 in the next file transferred. Upon request Contractor will provide a report listing jails designated to share incarceration data outside of OCS.

3.3. Proposed Data Format

3.3.A The file format will be identical to the OCS Inmate Incarceration Data file. If changes are made to the OCS file format, OCS will notify Medicaid.

4. Pricing

Pricing Fiscal Year FY23 FY24 FY 25 FY 26 One time Implementation Costs $ 44,000

October $ 3,263 $3,263 $ 3,263 November $ 3,263 $3,263 $ 3,263 December $ 3,263 $ 3,263 $ 3,263 January $ 3,263 $ 3,263 $ 3,263 February $ 3,263 $ 3,263 $ 3,263 March $ 3,263 $ 3,263 $ 3,263 April $ 3,263 $ 3,263 $ 3,263 $ 3,263 May $ 3,263 $ 3,263 $ 3,263 $ 3,263 June $ 3,263 $ 3,263 $ 3,263 July $ 3,263 $ 3,263 $ 3,263 August $ 3,263 $3,263 $ 3,263 September $ 3,263 $3,263 $ 3,263

Total

63,578.00

39,156.00

39,156.00

26,104.00

$167,994.00

Department of Technology, Management, and Budget

525 W. ALLEGAN ST., LANSING, MICHIGAN 48913

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

Change Notice Number 3 to

Contract Number 190000000697

NEW HIRES REPORTING SERVICES

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

May 25, 2019 May 24, 2026 3 – 1 Year May 24, 2026

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

☐ P-Card ☐ PRC ☐ Other ☐ Yes ☒ No

MINIMUM DELIVERY REQUIREMENTS

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP.

☐ ☐ May 24, 2026

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$4,954,693.00 $0.00 $4,954,693.00

DESCRIPTION

Effective 2/24/2022, the amendment below is hereby incorporated into this contract. Total cost for this amendment is $0.00.

• Modification of the current statement of work to include inmate home address data field.

All other terms, conditions, specifications, and pricing remain the same. Per Contractor, Agency and DTMB Procurement approval.

STA

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MAXIMUS HUMAN SERVICES, INC.

1891 Metro Center Drive

Reston, VA 20190

Dennis Seeley

517-318-2785 dennismseeley@maximus.com

VC0003287

P ro g n a g e r

Various MDHHS

C o n tra ct

A d m in istra to r

Jennifer May DTMB

(517) 242-6664 mayj7@michigan.gov mailto:dennismseeley@maximus.com mailto:mayj7@michigan.gov

CHANGE NOTICE NO. 3 TO CONTRACT NO. 190000000697

for

Multi-Agency and Statewide Contracts

AGENCY NAME PHONE EMAIL

DTMB Judy Odett 517-241-5187 OdettJ@Michigan.gov MDHHS Pratin Trivedi 517-334-6560 TrivediP@michigan.gov mailto:OdettJ@Michigan.gov mailto:TrivediP@michigan.gov

MAXIMUS HUMAN SERVICES, INC.

1891 Metro Center Drive

Reston, VA 20190

Dennis Seeley

517-318-2785 dennismseeley@maximus.com

P ro g n a g e r

Various MDHHS o n tra ct

A d m in istra to r

Jennifer May DTMB

(517) 242-6664 mayj7@michigan.gov

Department of Technology, Management, and Budget

525 W. ALLEGAN ST., LANSING, MICHIGAN 48913

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

Change Notice Number 2 to

Contract Number 190000000697

NEW HIRES REPORTING SERVICES

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

May 25, 2019 May 24, 2026 3 – 1 Year May 24, 2026

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

☐ P-Card ☐ PRC ☐ Other ☐ Yes ☒ No

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP.

☐ ☐ May 24, 2026

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$4,532,074.00 $422,619.00 $4,954,693.00

DESCRIPTION

Effective 12/14/2021, the following amendment is hereby incorporated into this contract per the attached Statement of Work. Total cost for this amendment is $422,619.00

• Provide additional proprietary software services in accordance with Senate Bill No. 1091 Secs. 5d(2) and 5d(5).

All other terms, conditions, specifications, and pricing remain the same. Per contractor, agency, DTMB Central Procurement State Administrative Board approval on 12/14/2021.

STA

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N T R A C T mailto:dennismseeley@maximus.com mailto:mayj7@michigan.gov

CHANGE NOTICE NO. 2 TO CONTRACT NO. 190000000697

for

Multi-Agency and Statewide Contracts

AGENCY NAME PHONE EMAIL

DTMB Judy Odett 517-241-5187 OdettJ@Michigan.gov MDHHS Pratin Trivedi 517-334-6560 TrivediP@michigan.gov mailto:OdettJ@Michigan.gov

Quote to Provide Jail Incarceration Reporting

Service

Prepared For Michigan Department of Health and Human Services (MDHHS)

Office of Child Support

November 2021

CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privileged information or otherwise be protected by law. Any unauthorized review, use, disclosure or distribution is prohibited.

Table of Contents

1 CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privi leged information or otherwise be protected by law. Any unauthorized review, use, disclosure or distribution is prohibited.

1. Background

2. Purpose

3. Scope of Work and Services

3.1 Maximus Portal Advantage

3.2 Portal Scalability

3.3 Incarceration Portal Module Functionalities

3.4 Process

3.5 Requirements

2 CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privi leged information or otherwise be protected

Michigan Incarceration Portal Module

Proposal

1. Background

During the State of Michigan 100th Legislature, Regular Session of 2020, Senator Bizon introduced Enrolled Senate Bill No. 1090, an act to amend 1982 PA 295 section 5d (MCL 552.605d). Enrolled Senate Bill No. 1090 was approved by the Senate and was signed into law by Governor Gretchen Whitmer on December 30, 2020.

In part, ENROLLED SENATE BILL No. 1091 (MI 2020), Sec. 5d (2) states: On, and 1 year after the effective date of the 2020 act that amended this section, each support order the court enters or modifies must include substantially the following statements: “If the payer will be incarcerated for 180 consecutive days or more and will not have the ability to pay support, the monthly amount of support payable under the order must be abated, by operation of law, subject to section 17f of the friend of the court act, MCL 552.517f.”

Furthermore, ENROLLED SENATE BILL No. 1091 (MI 2020), Sec. 5d (5) states: A party to a domestic relations matter for which there is not an open friend of the court case may file a motion with the circuit court when a payer will be incarcerated for 180 consecutive days or more with no ability to pay, to request that the provisions of section 17f(1) of the friend of the court act, MCL 552.517f, apply. When the payer is released from incarceration, a party may file a motion with the circuit court to request that the provisions of section 17f(9) of the friend of the court act, MCL 552.517f, apply and that the order be modified.

2. Purpose

In order to facilitate the goals referenced in Senate Bill No. 1091 Secs. 5d(2) and 5d(5), the Michigan Department of Technology Management and Budget (DTMB) and MiCSES (Michigan Child Support Enforcement System) seeks to amend contract No.

171-190000000156 (“Contract”) with Maximus Human Services (“Contractor”) to provide additional proprietary software services in accordance with SB No. 1091.

The Bill requires county jails (“Jails”) report basic incarceration information on those inmates who are incarcerated for 180 days or more. DTMB Central Procurement Services is requesting a quote for functionality to be built into the existing Maximus Employer Services New Hire Portal, that will allow for the collection of inmate incarceration data from Michigan county jails in a similar way that new hire data is collected from employers. Data will be collected, formatted and sent back to the agency in order to support the services detailed in the Scope of

3 CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privi leged information or otherwise be protected

Work section of this request. The same terms and conditions of the existing Contract shall apply.

3. Scope of Work and Services

3.1 Maximus Portal Advantage

The Portal is a scalable, Federal Risk and Authorization Management (FedRamp) cloud-hosted, multi-tenant, web and mobile friendly application that enables us to meet and often exceed our client’s requirements. The Portal uses best practices for application security and protects PII data from disclosure. It uses AWS Cognito for user identity federation, which makes it possible to integrate with Active Directory.

We will use the MI New Hire Portal as the base architecture and customize it to receive abatement information from several different methods.

Our System Development Methodology is based upon a five-phase approach. The five phases of this methodology are:

◼ Phase 1 – Discovery ◼ Phase 2 – Design ◼ Phase 3 – Incremental Development ◼ Phase 4 – Testing ◼ Phase 5 – Installation, Training and Follow-Up.

4 CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privi leged information or otherwise be protected

This approach ensures that the delivered system meets the client’s requirements within the client’s budget and time constraints. Subsets of all five phases must occur during each

Agile development cycle, known commonly as a sprint. It is not possible to complete a phase unless the previous phases are complete. Nevertheless, significant portions of a phase can be completed without waiting for prior phase completion. This overlap of project phases is an important feature of the System Development Methodology. It enables the project to move forward in an Agile fashion by allowing discrete units of functionality to be completed while identifying and designing the next set of functionalities.

3.2 Portal Scalability

Maximus designed the Portal in modules allowing the option for scalability; our partnership with MiCSES offers an opportunity for utilizing this scalability for the purposes of collecting incarceration data. The structure allows Maximus to quickly pivot and provide solutions to new requests such as this. While this Portal initially served as a solution for new hire services in the current contract, Maximus can expand upon Portal functionalities in the future, at the State’s request, to include other products like Employer Database Management, Termination Reporting, Employment Verification Issuance/Compliance, Income Withholding Issuance/Compliance, Lump Sum Reporting, and more.

Exhibit 3.1 The Employer Services Portal can be customized to provide a number of services to our Client.

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3.3 Incarceration Portal Module Functionalities

From the Welcome page, the user will be able to go to a number of information pages without having to log in, such as:

• General Information on Law (Senate Bill No. 1090) - static content o Jail Responsibilities -static content o Reporting Methods - static content o Frequently Asked Questions (FAQs) - static content o Contact Us/ Help - static content

Exhibit 3.2 The Incarceration Data Reporting site may contain many of the features seen here; final design is contingent upon Client approval.

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Exhibit 3.3 Example Information Center page; the final content provided in the Information

Center is contingent upon Client approval.

Exhibit 3.4 Example Contact Us page; the final content provided on this page is contingent upon Client approval.

7 CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privi leged information or otherwise be protected

Once logged in, the user can access several functionalities:

• Report an Inmate using an Online Form

• Report a group of Inmates in a file using a Web Upload or sFTP connection

• View or edit Inmate records that have been recently submitted

• View historical Inmate records

• Provide updated information to an existing Inmate record

• Modify your facilities profile

• Approve access for other users to view/update/report Inmates information for your facility

• Search for a specific Inmate in your facility

• Update Jail Profile and User information

Exhibit 3.5 Example Jail Profile page; the final content provided on this page is contingent upon Client approval.

A navigation menu will be available on each page of the site, providing clear direction as the user proceeds through functionalities.

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3.4 Process

The process by which Maximus would make this operation successful and beneficial to the state of Michigan is outlined below:

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3.5 Requirements

SOW Reference 3 a Contractorshallhostandmakeavailableto Jailsamobileenabledwebsiteprovidinginformationon incarceration reportingrequirements andallow Jails toreport inmates securelyviathe internet, email, mail andfax.

3.5.A. The Portal application is a scalable, FedRamp compliant, cloud-hosted, multi-tenant web and mobile friendly application that enables Maximus to meet and exceed our client’s requirements. The application can be used on all types of devices, from laptops to phones and other mobile devices. The Portal will provide general and detailed information on the reporting requirements for users to review for non-registered and registered users. Content of this information contingent upon approval from the Client. In our solution, we provide several options to report the required Inmate information including secure Internet form and file upload, sFTP file transfers, secure email, mail and fax.

SOW Reference 3 b The contractor is responsible forpurchasingandmaintainingthewebsite URL. The State will ownthe rights to the URL if the State transitions services to a new contractor.

3.5.B. Maximus will work with the State to purchase an agreed upon URL to host the Incarceration Portal Module. Should any transitions occur, Maximus would release the URL to the State of Michigan or a new contactor as directed by the State.

SOW Reference 3 c Jails shall be abletochoose tosendincarcerationdata securelyenterincarcerations intoawebsite form, submit reports via a secure file transfer, and/or a batch upload process that allows a Jail to transfer a formatted file (as defined in this SOW) from their computer to Contractor’s website through a secure HTTPS session; this secure transmission must meet the requirements of the federal Office of Child Support Enforcement (OCSE) Agreement and Security Addendum.

3.5.C. Maximus’s new Incarceration Portal Module allows users, after logging into the Portal, to enter their incarceration data on a web form or to upload a formatted file to the site through a secure HTTPS session. Maximus will work with county Jails to set up SFTP credentials, if this is the method they choose to report, test file formats and allow Jails to transfer formatted data from their data systems into the Portal. A Maximus employee will enter documents received by mail, fax or PDF into the Portal. Maximus will host educational events and/or provide educational materials to Jails to help users find the best method for reporting. Shown below is the option to upload files, in addition Maximus provides data formats and examples Jails can use report.

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Exhibit 3.6 Example File Upload page and process; the final content provided on these pages is contingent upon Client approval.

SOW Reference 3 d Contractor shall sendjail incarceration data to the state by close of business the day after the Contractor receives the data from thejail(s).

3.5.D. Maximus will provide an incarceration formatted file to Office of Child Support (OCS) at the close of each business day. The file will contain data that was received by mail, fax, email, SFTP or was uploaded to the portal within that business day.

SOW Reference 3 e (a-d) Contractor shall maintaina database of incarcerated inmate data that shall be usedto generate reports that:

. Identify inmates that are incarcerated for 180 days or greater;

a. Identify inmates that are being released after being incarcerated for 180 days or greater;

b. Allow for an average inmate census count by jail, by county, statewide; and

c. Document monitoring data as requested by the Office of Child Support (OCS).

3.5.E. Maximus will ingest records received from Jails by mail, fax or electronic methods to build and maintain an incarceration database. Maximus will use the incarceration data received from Jails to identify inmates that are incarcerated for 180 days or greater; and identify inmates being released after being incarcerated for

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180 days or greater. The database we build and the reports we can generate from the database, are contingent upon the data we receive from the Jails; Maximus does not have other means of accessing incarceration data to add into the database.

Quicksite, Maximus’ reporting tool, will show “average inmate count” by jail reporting, using data captured from Jails from the portal incarceration database.

This data can be sorted to show results by county and statewide. Maximus can provide a Record ID, Batch ID for users to view; other document monitoring data as requested by the Office of Child Support (OCS) is contingent upon the data being requested and the capabilities of our reporting tool. Maximus will work with the OCS when data requests are made to determine the feasibility of the request.

Exhibit 3.7 Example reports available via the Quicksite tool within the Portal.

SOW Reference 3 f. Data shall be retained for 3 years; must be storedsecurely as required by the OCSE Agreement and Security Addendum.

3.5.F. Maximus will securely store and retain all data sent to the state for 3 years as required by the OCSE agreement and Security Addendum.

SOW Reference 3 g. All storeddata will be deletedafterthree years. The Contractor will keep physicaldocuments for 60 days before forwarding to thestate.

3.5.G. Maximus will securely retain paper documents in a locked cabinet for 60 days. After 60 days Maximus will forward them to the State, upon request of the state. After 60 days Maximus will securely shred documents. All data on paper documents is converted into electronic form by Maximus at the time of receipt;

Maximus agrees to delete all electronic data after 3 years.

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SOWReference 3 h. Contractor’s websiteshallincludeoutreachmaterials, websiteusageinstructions, acontact phone number, FAQs andother educational materials. The State will approve all outreachandeducational materials prior to implementation.

3.5.H.

Outreach Methodology Maximus will adapt our winning outreach methodology, 360 Employer Engagement, to educate and assist Jails in reporting their incarceration data accurately and consistently. As the architect of the first employer registry in the nation, Maximus has earned its place as a national leader in creating efficient outreach mechanisms that nudge people to comply with reporting requirements. We bring this expertise to OCS with a 360⁰ Employer Engagement strategy tailored for Michigan county jails.

Maximus will provide outreach materials, Portal usage instructions, contact number and other options to connect with assistance, FAQs and other educational materials. Maximus develops outreach materials utilizing current behavioral science to encourage increased compliance. We design each outreach campaign we implement using a framework we call ENGAGE.

Exhibit 3.8 ENGAGE design considerations for outreach materials;

all materials will be approved by the Client before they are implemented.

Designs include elements such as appealing graphics and call-to-action buttons.

Messaging uses simple language and appeals to the altruistic self, to nudge the desire to help by reporting incarceration data. Innate behavior biases, such as reciprocity or commitment consistency, are tapped to encourage certain behaviors such as repeated reporting, As with any scientific investigation, we observe the

CONFIDENTIALITY NOTICE: This document is for the sole use of the intended recipient(s) and may contain confidential and privi leged information or otherwise be protected results of each of our outreach campaigns to understand the effectiveness of our message and materials, and then adjust accordingly to get better results with each subsequent campaign.

SOW Reference 3 i Contractor will be required to accept data electronically via its website.

3.5.I. To process jail reports our Portal allows files to be uploaded on our website or sent via SFTP, each SFTP file is loaded into the Portal. Using data validations built in the Portal, each record is checked for correct and complete information, and then added to our transmission to the State. If there are any errors, the employer receives immediate feedback and can correct new hire records on the Portal right away. Reports received by mail or fax that have missing required information are rejected by the Data Entry Operator (DEO), and the user receives a notification to visit the Portal to correct the report online, saving them the hassle of re-mailing or re-faxing the report, although they may still correct a report via mail or fax if they desire.

SOW Reference 3 j Contractor shall be responsibleforassociatedfiletransfersreceivedfromjailsandfiles transferred to the Michigan Department of Health and Human Services (MDHHS).

3.5.J. MAXIMUS will establish, host, maintain, and provide Jail Data Collection services. We will adhere to OCS MDHHS file layouts and provide jails standards and/or requirements pertaining to sending Data in the correct format. Maximus shall be responsible for associated file transfers received from Jails and files transferred to the Michigan Department of Health and Human Services (MDHHS).

SOW Reference 3 k Jails shall be responsible for submitting data to the Contractor via email, mail, or fax or electronically through the website. Jails may enter data manually into the website or via electronic file exchange, viadirectupload, viathewebsite, and/orsecure FTP, ina formatthatcomplieswiththerequirements set forth herein.

3.5.K. We accept records via electronic methods including SFTP, online entry, and file upload via the Portal. We also accept records submitted via fax, secure email, and mail; however, we work with users to adopt less expensive and more secure methods of reporting. In our experience, users appreciate that we are interested in not only providing them with the most secure methods of reporting, but also in saving them time and money on supplies and postage. During outreach Maximus will also educate county Jails on the correct formats to use should the wish to upload files or SFTP files.

SOW Reference 3 I. Contractorshallprovide outreachservices to Jailsasneededtoeducateadministrators on the requirement to report incarceration data as described above.

3.5.L. As described in SOW Reference 3H Maximus will perform outreach services educating Jail administrators and/or designated users on the requirements of the

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Law to report incarceration data. Outreach activities may include virtual outreach seminars for those identified as administrators, users and technology staff on how to report using the Portal and/or report by SFTP. In addition, we will regularly provide educational materials via email to Jails to serve as reporting reminders.

SOW Reference 3 m These services will commence no later than January 2022.

3.5.M. Maximus will work with MDHHS to launch no later than January 2022. Should a delay occur due to contract approvals or other delays, Maximus will work with MDHHS to come up with a satisfactory solution for processing records while the delay is resolved.

SOW Reference 3 n Fileformatssupported by thewebsiteinclude PDF, Excel, commaseparatedvalues(CSV), tab-delimited files, and fixed-width text files.

3.5.N. The Incarceration Data Portal will allow users to submit excel files, comma separated values (CSV), tab-delimited files and fixed width files text files in a format decided by Maximus. Users will have the option to download examples of these files and view instructions on how to submit these files online or by SFTP. Maximus will establish proper file formats and include instructions during virtual outreach events about how to submit and test file formats.

Exhibit 3.9 Electronic file format instruction page with downloadable examples. The exact content of this page is contingent on Client approval.

SOW Reference 3 O Contractor will work withthe State on an agreed upon format andlayout for daily file transfers from the Contractor to MDHHS.

3.5.O. MAXIMUS will work with the State to develop and test an agreed upon file format as described in SOW section V. After testing and acceptance, Maximus will keep the current layout in the approved format for daily file transfers from Maximus to MDHHS.

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SOW Reference 3 p. Contractor will createduplicatefiles anddistributethosefiles to otherrecipients as directed by OCS directs in writing. No file will be created, duplicated or issued by vendor to any entity or requester without written approval from OCS.

3.5.P. At the direction of OCS, Maximus is able to create duplicate files and distribute the files in a secure method to the desired recipients. Maximus will not create a duplicate file or share any file without written approval of OCS.

SOW Reference 3 q Contactor shall transferincarcerationdatafiles to the State viasecurefile transferprotocol (sFTP).

3.5.Q. Maximus will transfer incarceration data files to the State via a secure file transfer protocol (SFTP). Maximus is familiar with this process as we currently transmit new hire data to the State’s Data Exchange Gateway (DEG) via secure file transfer protocol (sFTP) each business day.

SOW Reference 3 r. File format is defined in section v. Proposed Data Format.

3.5.R. Maximus has reviewed Section V. of the proposed Data Format. Maximus with work with OCS to test the file format.

SOW Reference 3s Contractor will be prepared to accept, process, andtransmit to the MDHHS informationfrom as many jails as areactually reporting by the end of January 2022. Contractor will not be heldresponsible for Jails who fail to meet the January 2022 deadline.

3.5.S. Upon state acceptance and of the Portal and contract execution, we can begin work to accept, process, and transmit to the MDHHS information by the anticipated launch date of January 2022. Maximus will accept data from as many Jails as there are actually reporting by the end of January 2022. Maximus will not be held responsible for Jails who fail to meet the January 2022 deadline. Maximus will continue to reach out to jails identified in SOW reference 3X.

SOW Reference 3 t. Contractor shallworkwith State to develop an outreachandimplementationscheduleforthe remaining Jails. All outreach plans will be approved by State before they are implemented.

SOW Reference 3 u. By the end of calendar year 2021, Contractor will participate in no fewer than one virtual outreach or educationalsessionand willwork collaborativelywiththestate tocreate sessioninvitations, a presentation, talking points and/or post-session clarification material.

SOW Reference 3 v. State will provide Contractor witha list of jails andcontact information for jails, whichare to be included in the roll-out.

SOW Reference 3 w. Contractor will generate periodic reports, as requested by thestate, to monitor jail and contractor compliance with the program.

3.5.T – W. Maximus will use the list of Jails and contacts to register jails into the Portal. Maximus intends to load only jails required to report rather than use a traditional open portal registration that is typically open to the general public.

Maximus realizes the potential impact of false data being entered into the Portal and passed to OCS.

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Therefore, outreach will take an educational and reminder approach. Upon approval of this amendment, Maximus will work with the State to approve an outreach calendar of events, including one virtual training event hosting all Jails on the State’s list who register for said event, by the end of December 2021 (date contingent on approval and implementation timelines). This event will train Jails on the Law, the reporting requirements, and the usage of the Portal to supply these reports. Maximus will create email invitations, a collaborative training presentation with the State, FAQs and downloadable materials to help guide and clarify the process.

Maximus will generate periodic reports, as requested by the state, to monitor Jail and contractor compliance with the program.

SOW Reference 3 x.

3.5.X. Proposed Data Format

i. Data Element Attributes – The name, definition, and description of data elements that are visible to the jails or included within educational materials may change based on information gathered during the initial implementation of this contract. Field sizes and formats will not change except as requested through a change control or other formal agreement between the Contractor and the state.

ii. Required Fields – Whether a data element is required is based on state decision and may change. State will give the Contractor notice and lead time before changing this status

iii. Release Dates – Release dates are required but may not be available until the inmate is released. When there is no release date this field will be blank.

Data Element Size Format Required?

Individual's First Name Max length any county provides

Y

Individual's Middle Name Max length any county

Individual's Last Name Max length any county

Individual's SSN 9 Y

Inmate Identification Number Max length any county

Individual's Date of Birth 8 MMDDYYYY Y Booking Date (date individual enters your facility) 8 MMDDYYYY N

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Sentence Date (date individual is sentenced to a period of incarceration)

MMDDYYYY

N

Sentence Begin Date (date jail sentence begins) 8 MMDDYYYY Y

Sentence End Date (date jail sentence ends) 8 MMDDYYYY Y

Projected Release Date 8 MMDDYYYY Y Release Date (date individual is released from your facility) 8 MMDDYYYY Y

Status (e.g., work release or weekend program)1

Max length any county

Status Date (date status assigned)2

8 MMDDYYYY N

Status Update Date (date status is updated)3

8 MMDDYYYY N

Facility Name Max length any county

Address Line 1 Max length any county

Address Line 2

Max length any county

City Max length any county

State 2 MI Y

ZIP 9 9999 Y

County Number 3 0 Y

Average Daily Population Max length any county

1 This data element is currently under development but will be finalized before contract is signed.

2 This data element is currently under development but will be finalized before contract is signed.

3 This data element is currently under development but will be finalized before contract is signed.

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Fiscal Year FY22 FY23…