40DHHS-S3579 - Fiscal Procedures.doc
DOC document 46 KB Posted
- Attached to
- Medical Director for NYTC
- Solicitation number
- 40DHHS-S3579
- Issued by
- Elko County, Nevada
About this file
This is a Fiscal Procedures document issued by the Nevada Department of Human Services, Division of Child and Family Services (DCFS) for contract management and vendor compliance related to RFP 40DHHS-S3579, which procures a Medical Director for the Nevada Youth Training Center (NYTC). The document establishes mandatory fiscal and billing requirements for the selected vendor, including maintenance of detailed fiscal records corresponding to contracted rates, submission of cost information in DCFS-prescribed formats, and use of consistent legal name and address for all billings to ensure timely payment. Vendors must notify DCFS immediately of any name or address changes and maintain adequate financial resources to operate services for a minimum of 60 working days. All invoices must be submitted within 20 days from the end of the month services were rendered and must clearly itemize services by program, service title, youth name, service dates, billing unit, and quantity. The contract specifies a four-year term with automatic renewal absent legislative action terminating the contract due to insufficient funding, with submission deadline of February 25, 2026, at 2:00 pm Pacific Time and anticipated Board of Examiners approval by June 9, 2026.
All services are limited to rates specified in the contract and must not be exceeded without written prior authorization from the Contract Monitor. Vendors are required to obtain Service Authorizations prior to rendering services, and all invoices must be accompanied by approved Service Authorizations; DCFS will not process payment for unauthorized services. Invoices will be processed within 30 days of receipt by the DCFS fiscal unit, and all billing must be submitted to the Contracts Unit at 4126 Technology Way, 3rd Floor, Carson City, NV 89706. The solicitation materials do not identify an incumbent vendor or specify a budget range; however, vendors must complete the cost schedule form for pricing submissions. Additional mandatory requirements include Nevada business licensing, sam.gov registration, compliance with Nevada's anti-Israel boycott law, data encryption and stateside data maintenance, appropriate insurance coverage, and adherence to confidentiality and Business Associate Addendum requirements for protecting individually identifiable and health information related to youth in NYTC's care.
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Text version
DIVISION OF CHILD AND FAMILY SERVICES (DCFS) FISCAL PROCEDURES
FISCAL INFORMATION
1. Vendor shall maintain fiscal records as necessary to correspond with the contractual rate when audited and how funds provided by this contract have been disbursed.
2. Vendor shall submit cost information in the prescribed format when requested by the DCFS.
3. Vendor agrees to use the same name and address on billings as is listed on the contract, to ensure timely payment.
4. Vendor agrees to notify the DCFS Contract Contact immediately, in writing, when a name and/or address change occurs.
5. Vendor must maintain adequate financial resources to operate all aspects of vendor’s respective services for a period of no less than sixty (60) working days.
6. All other funding options (including Medicaid) must be considered and determinations to use said funds documented prior to drawing upon the services of this contract and utilizing other legislatively approved funding.
BILLING INFORMATION
1. Invoices shall include itemization of services as described in the contract.
2. Prior authorization is required for all services, fees, or charges not identified in the Scope of Work.
3. Vendor will submit an invoice within 20 days from the end of the month that the services were rendered.
4. All invoices shall be submitted to the Bill To section of this attachment.
5. Vendors will not be paid for services that are not properly invoiced in accordance with the rates outlined in the agreement.
6. All invoices will be processed within 30 days from receipt of invoice by the DCFS fiscal unit.
7. All services are to be clearly identified as applicable on the invoice by program (i.e. Youth Parole, Rural Child Welfare, Children’s Mental Health, Victim Services, etc.), service title, youth’s full and complete name, date(s) of service, billing unit and quantity.
VENDOR RESPONSIBLITIES
1. All services are not to exceed the rates specified in this contract.
2. The vendor shall work with the Contract Monitor, or designee, to ensure they do not exceed the contracted amounts for each service and/or fiscal year identified in Section 3 – Consideration of the contract.
3. As applicable and when specified within the contract, Vendor shall receive Service Authorizations prior to any services rendered. All invoices must be accompanied by specific Service Approvals. Vendor will not be paid for any services that do not have an approved Service Authorization.
BILL TO INFORMATION:
Contracts Unit 4126 Technology Way, 3rd Floor Carson City, NV 89706 775-687-9027 contracts@dcfs.nv.gov CETS # X, Vendor Name Page 2 of 2
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