40DHHS-S3183-Attachment-Scope-of-Work.xlsx
XLSX spreadsheet 16 KB Posted
- Solicitation number
- 40DHHS-S3183
- Issued by
- Nevada
About this file
This document is a Scope of Work (SOW) for a state contract with the Department of Health and Human Services (DHHS) in Nevada, specifically involving the Center for Behavioral Health Clinical Centers (CCBHCs). The project focuses on planning, project management, technical assistance, data collection, quality measure calculation, and infrastructure development for CCBHCs. Key deliverables include a project kick-off meeting within one week of contract start, a detailed project plan within one month, semi-monthly project status reports, and development of comprehensive plans for communication, risk management, quality assurance, and change management. The contract requires quarterly reporting, data collection and analysis, survey coordination, and technical support for CCBHCs throughout the state fiscal year.
The scope of work involves extensive data management tasks, including accessing secure file transfer protocols, obtaining healthcare data extracts, calculating quality measures, and developing dashboards using 21 quality metrics. The vendor will be responsible for calculating quality incentive payments for CCBHCs, reviewing data quality, scheduling meetings with individual centers, and providing detailed reports to state staff. Specific technical requirements include working with electronic health records (EHR), Medicaid claims data, and pharmacy extracts to generate comprehensive analytics. The project emphasizes ongoing collaboration with Nevada's Department of Health and Human Services to improve behavioral health data collection, analysis, and performance measurement.
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Other files
| File | Type | Posted |
|---|---|---|
| 3183-Certification-regarding-lobbying.pdf | ||
| CCBHC Consumer Satisfaction Surveys-Adult-Youth-Parent-Child-English-Spanish.pdf | ||
| CCBHC Measures Technical Manual-2019.pdf | ||
| Service Performance Standards.docx | DOCX document | |
| Terms-and-conditions-for-services.pdf | ||
| 3183-Requirements Matrix.xlsx | XLSX spreadsheet | |
| 40DHHS-S3183 -CCBHC QIP -request-for-proposals-2025-04-07.docx | DOCX document | |
| Cost Schedule CCBHC QIP.xlsx | XLSX spreadsheet | |
| 3183-Business Associate Addendum.docx | DOCX document | |
| 40DHHS-S3183-reference-questionnaire-2025-04-02.pdf | ||
| Standard Form Contract .pdf | ||
| 40DHHS-S3183-Insurance-Schedule.docx | DOCX document | |
| DHCFP-3183 Business Continuity Agreement_v2.docx | DOCX document | |
| Quote Instructions.pdf | ||
| 40DHHS-S3183 - Q_and_A Final 2025-05-08.pdf |
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Scope of Work
| Scope of Work: Planning and Project Management | ||
| ACTIVITY | DESCRIPTION OF ACTIVITY/DELIVERABLE | ESTIMATED DUE DATE |
| PROJECT KICK-OFF MEETING | ||
| The objective of this task is to ensure that adequate planning and project management are dedicated to this project. Vendor shall perform the following activities for Planning and Project Management: | ||
| Hold Project Kick-off meeting between Vendor and DHCFP to discuss, review, and establish work to be performed. | 1. Deliverable process. | Within 1 week of contract start date. |
| 2. Format and protocol for project status meetings. | ||
| 3. Format for project status reports. | ||
| 4. Meeting schedules to develop detailed project plan. | ||
| 5. Lines of communication and reporting relationships. | ||
| 6. Project mission | ||
| 7. Potential high risk or problem areas. | ||
| 8. Issue resolution process. | ||
| FINAL DETAILED PROJECT PLAN | ||
| Work with State to provide Final Detailed Project Plan with Fixed Deadlines | To include, but not be limited to: | Within 1 month of contract start date |
| 1. Project schedule, including tasks, activities, activity duration, sequencing, and dependencies. | ||
| 2. Project work plan for each deliverable, including a work breakdown structure. | ||
| 3. Completion date of each task. | ||
| 4. Project milestones. | ||
| 5. Entrance and exit criteria for specific project milestones. | ||
| 6. Project organization, including a resource plan defining roles and responsibilities for the awarded vendor, subcontractors (if applicable), and State. | ||
| PROJECT RELATED MEETINGS | ||
| Attend and participate in all project related meetings requested by the State at a location to be determined by the State. Meetings shall follow an agenda mutually developed by Vendor and State. | Attendance may be in-person or via teleconferencing, as mutually agreed to by the project team. Meeting minutes shall be taken and distributed via email by State staff within five working days after meeting. | As Needed |
| Agenda may include, but not be limited to: | ||
| 1. Prepare materials or briefings as requested by the State. | ||
| 2. Review and approve previous meeting minutes. | ||
| 3. Contractor project status. | ||
| 4. State project status. | ||
| 5. Contract status, issues, and resolutions. | ||
| 6. Quality assurance status. | ||
| 7. New action items. | ||
| 8. Outstanding action items, including resolutions. | ||
| 9. Setting of next meeting date. | ||
| 10. Other business. | ||
| SEMI-MONTHLY PROJECT STATUS REPORTS | ||
| Provide State staff with written semi-monthly project status reports. | To include, but not be limited to: | Third working day following the end of each reporting period. |
| 1. Overall completion status of State-approved project work plan and deliverable schedule. | ||
| 2. Accomplishments during the period, including State staff and stakeholders interviewed, meetings held, Joint Application Development (JAD) sessions, and conclusions and decisions determined. | First semi-monthly report covers reporting period from 1st - 15th of each month. | |
| 3. Problems encountered and proposed/actual resolutions. | ||
| 4. What is to be accomplished during the next reporting period. | Second semi-monthly report covers reporting period from 16th - end of the month | |
| 5. Issues to be addressed, including contractual. | ||
| 6. Quality Assurance status. | ||
| 7. Updated MS Project timeline showing percentage completed, tasks assigned, and completed and remaining tasks. | ||
| 8. Identification of schedule slippage and strategy for resolution. | ||
| 9. Assigned Contractor staff location and schedule. | ||
| 10. State resources required for activities during the next time period. | ||
| 11. Resource allocation percentages, including planned versus actual by project milestone. | ||
| COMMUNICATION PLAN | ||
| Develop a comprehensive approach for handling effective communication with both internal and external audiences. | To include, but not be limited to: | Within 1 month of contract start |
| 1. Generation | ||
| 2. Documentation | ||
| 3. Storage | ||
| 4. Transmission | ||
| 5. Disposal of all project information | ||
| RISK MANAGEMENT PLAN | ||
| Develop a Risk Management Plan. | 1. Ensure risks are identified, planned for, analyzed, communicated, and acted upon effectively. | Within 1 month of contract start and as identified going forward |
| QUALITY ASSURANCE PLAN | ||
| Develop a Quality Assurance Plan. | 1. To include, but not be limited to methodology for maintaining quality of code, workmanship, project schedules, and subcontractor activities (if applicable). | Within 1 month of contract start |
| CHANGE MANAGEMENT PLAN | ||
| Develop a Change Management Plan and Control Procedures to present to the State for acceptance. | 1. The Change Management Plan and Control Procedures shall be used by Contractor and State in the design, specification, construction, implementation, and support of the system. | Within 1 month of contract start |
| KNOWLEDGE TRANSFER PLAN | ||
| Develop a Knowledge Transfer Plan to present to the State for acceptance. | 1. The Knowledge Transfer Plan shall include adequate time and resources to accomplish a full transfer of knowledge to assure the State can operation the system independently and obtain support from Contractor. | Transfer plan within 1 month of contract start and 90 days prior to contract end date as needed to transition to a new vendor |
| POST IMPLEMENTATION EVALUATION REVIEW (PIER) | ||
| Participation in a PIER. | 1. State shall perform a PIER after full implementation and after State acceptance of all deliverables. | Approximately 6 months after full implementation. |
| 2. Vendor's Project Manager shall be required to participate on-site in person or virtually for a period of not to exceed three days. | ||
| Scope of Work: Activities the Vendor Shall Perform | ||
| Vendor shall perform these activities set forth in the RFP | ||
| ACTIVITY | DESCRIPTION OF ACTIVITY/DELIVERABLE | ESTIMATED DUE DATE |
| PROVIDE TECHNICAL ASSISTANCE TO AND COLLECT HIGH-QUALITY DATA FROM THE CCBHCS IN NEVADA | ||
| Provide State staff with quarterly reports summarizing historical CCBHC survey data. | 1. Receive CCBHC Consumer Survey results from State staff for subsequent quarters. | SFY Quarterly |
| 2. Summarize survey results by Adult, Youth, and Parent and Child surveys and by CCBHC Quality Measures. | ||
| 3. Convert the current survey to an online system of data collection. See RFP Attachment – Consumer Satisfaction Surveys for Adult-Youth-Parent/Child. | ||
| Provide State staff with quarterly reports summarizing CCBHC survey data. | 1. Coordinate the CCBHC Consumer Survey Reporting with all CCBHCs. This is to include the Adult, Youth, and Parent and Child surveys available the states more prominent spoken languages. ADA compliance required. | SFY Quarterly |
| 2. Receive CCBHC Consumer Satisfaction Surveys (CSS) results from State staff quarterly. | ||
| 3. Summarize survey results by Adult, Youth, and Parent and Child surveys and by CCBHC Quality Measures. | ||
| Provide CCBHC staff with quarterly report summarizing errors with CSS submissions. | 1. Review survey responses from individual facilities for potential errors and assist CCBHCs with technical difficulties. | SFY Quarterly |
| 2. System to receive CSS, compile and create reports. | Initial project within 6 months of implementation – then SFY Quarterly | |
| CALCULATE QUALITY MEASURES FOR CCBHCS IN NEVADA | ||
| Review existing datasets (CCBHC EHR, Medicaid claims, Medicaid eligibility, Pharmacy) to determine quality. | 1. Obtain access to DHCFP Secure File Transfer Protocol (SFTP) for read/write access to all CCBHC folders and sub-directories. | Within 6 weeks of contract start date. |
| 2. Request updated annual EHR extracts for CCBHCs, where required. | ||
| 3. Obtain updated Medicaid claims and eligibility extracts with all required variables from State Medicaid and Office of Analytics staff. | ||
| 4. Obtain access to respective databases (to include provider EHR, survey results, claims data) to pull appropriate data. | ||
| 5. Vendor to work with DHCFP Pharmacy staff to obtain updated Pharmacy extracts with all required variables. | ||
| 6. Review data extracts from providers for data quality errors and request additional data based on results. Provide feedback to DHCFP and providers as needed. | ||
| Calculate CCBHC and State-led Quality Measures | 1. Utilize analytics software to calculate the quality measures based on the methodology documented in the current edition of the Nevada CCBHC Measures Technical Manual. | Per Medicaid State Plan regulations, within 1 year following the end of the relevant measurement year (July 1 to June 30) and after all final calculated data received. |
| 2. Schedule meetings with individual CCBHCs to review results and correct any data quality issues with CCBHC EHR extracts. | ||
| Provide State staff with updated Quality Measure calculations for individual CCBHCs based on the SAMHSA CCBHC Data Reporting forms. | 3. Schedule recurring meetings with CCBHCs bi-weekly to resolve any EHR configuration issues. Provide updates to individual CCBHCs to indicate where their current data extracts place them in terms of Quality Incentive Payments. | |
| 4. Compile quality measure results in the Substance Abuse and Mental Health Services Administration (SAMHSA) CCBHC Data Reporting Form. | ||
| BUILD INFRASTRUCTURE TO SUPPORT DATA COLLECTION FROM CCBHCS IN NEVADA | ||
| Meeting to review and update the Quality Incentive Payment Methodology. | 1. Review current Nevada CCBHC QIP Methodology Summary report. | Within 6 weeks of contract start date. |
| 2. Contact the current DHCFP Management Analyst overseeing the Prospective Payment System (PPS) and Quality Incentive Payments (QIP) for potential updates and clarifications. | ||
| Calculate and finalize incentive payments for t CCBHCs. | 1. Determine incentive payment eligibility for the CCBHCs based on requirements stated on the CCBHC Quality Incentive Payment (QIP) Methodology Summary report (SRA-C, SRA-A, SAA-AD, FUH-AD, FUH-CH, IET-AD, PCR-AD, CRISIS) within the CCBHC guidelines and Quality Incentive Payment (QIP) Methodology Summary report. | Per regulations, within 1 year following the end of the relevant measurement year (July 1 to June 30) and after all final calculated data received. |
| 2. Schedule meetings with individual CCBHCs to review results and correct any data quality issues with CCBHC EHR extracts at intervals directed by the state. | ||
| Provide State staff with QIP report summarizing CCBHC eligibility for individual metrics. | 3. Summarize results and schedule meeting with State staff to review results. | |
| Calculate cost of services which were shadow billed vs. encounter rates. | 1. Cost of codes and units broken out by providers. | SFY Quarterly |
| 2. Utilize appropriate Provider Type DHCFP Fee Schedules to calculate cost of services. | ||
| Dashboard with all 21 Quality Measures, comparing cost of providing services individually compared to under an encounter rate. | 3. Obtain access to a data visualization software tool. | |
| 4. Vendor to have access to Software as a Service (SaaS) | ||
| 5. Work with Office of Analytics to complete build to CCBHC Dashboards to include and utilize all 21 Quality Measures from extracts along with cost-of-service comparison. The 21 Quality Measures are found in RFP Attachment – Nevada CCBHC Measures Technical Manual. | ||
| 6. Provide analysis including recommendations and corrections. | ||
| 7. Vendor may be requested to provide data and support to the Office of Analytics to maintain and update the CCBHC dashboards. |
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