50-63000-25-EM014_63000 HCA_Approved Emergeny procurement_FY25-001_Arbor ET_1.16.2025.pdf.PDF

2022 Emergency Form

STATE OF NEW MEXICO

EMERGENCY DETERMINATION FORM

The emergency procurement method (NMSA 1978, Section 13-1-127) may only be used when the service, construction or item of tangible personal property procured:

1. is needed immediately to:

a. control a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event; or

2. cannot be acquired through normal procurement methods.

a. The agency entering into an emergency procurement should employ a competitive process to the extent practicable under circumstances.

The purchase or lease of heavy road equipment is not allowed under the emergency procurement statute.

The state purchasing agent or a central purchasing office that makes an emergency procurement shall outline its determination of the basis for the procurement and its selection of the contractor in writing and include the writing in the procurement file. (That writing can be made on this form.) Promptly thereafter:

the state purchasing agent shall post notice of the procurement on its website; or the central purchasing office shall post notice of the procurement on its website, if it maintains one, and shall transmit the notice to the state purchasing agent for posting on the state purchasing agent's website.

NOTE: the state purchasing agent or a central purchasing office that makes an emergency procurement to plan or prepare for the response to a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event shall account for the money spent in making the procurement and report on that accounting to the legislative finance committee and the department of finance and administration within sixty days after the end of the fiscal year in which the procurement was made.

I. Name of Agency: New Mexico Health Care Authority

Agency Chief Procurement Officer: Andrea Sisneros, CPO

Telephone Number: 505-479-1369

II. Name of Contractor: Arbor E&T, LLC dba Equus Workforce Solutions

Docusign Envelope ID: ECC27605-BACA-4422-9D73-62F5A5AC21F2

Address of Contractor: 9510 Ormsby Station Rd., Suite 104

Louisville, KY 40222-0000

Amount of prospective contract: $1,377,000.00

Term of prospective contract: 10/1/24 – 9/30/25

III. Thoroughly list the services (scope of work), construction or items of tangible personal property being procured:

The Health Care Authority (HCA) is authorized to operate the Supplemental Nutrition Assistance Program

Employment and Training (E&T) program by the Food and Nutrition Act of 2008, as amended by the 2014

Farm Bill, the 2018 Farm Bill, and the New Mexico Administrative Code (NMAC). The Food and Nutrition

Service (FNS) provides annual funding to States to operate the SNAP E&T program. Services provided under this Scope of Work must comply with both Federal and State regulations for SNAP E&T. HCA reserves the right to amend its scope of work in response to federal and/or state legislative changes to SNAP E&T.

https://www.ecfr.gov/current/title-7/subtitle-B/chapter-II/subchapter-C/part-273#273.7 https://www.srca.nm.gov/parts/title08/08.139.0410.html

PHILOSOPHY:

The SNAP E&T program assists SNAP participants gain skills and find work that moves them forward to self-sufficiency. Through E&T, SNAP participants have access to training and support services to help them enter or move up in the workforce. These programs also help mitigate barriers to obtaining or maintaining employment by providing support services, such as transportation and childcare, as participants engage in the program.

SNAP E&T OBJECTIVES:

The objectives for partnering with providers for the SNAP E&T program are to build strong partnerships and create consistency in the determination and delivery of services. SNAP E&T providers must be able to offer training, case management, complete comprehensive assessments, and develop an effective and useful employment plan.

SNAP E&T envisions a place where minimizing barriers leads to promoting equity, diversity, accessibility and inclusion to promote economic self-sufficiency to create hope and build better futures for citizens of New

Mexico and future generations.

SNAP E&T SCOPE:

The goal of New Mexico’s SNAP E&T program is to assist SNAP recipients gain skills, receive training and experience, utilizing the Whole Family Approach, to increase their ability to obtain employment. The goal is to lead participants to economic self-sufficiency. By participating in the SNAP E&T program, every participant must be offered support services, resources and referrals to other services that are appropriate to their individual needs. The SNAP E&T program provides comprehensive case management, orientation to the program, an assessment, development of an individualized employment plan, access to training, and support

Docusign Envelope ID: ECC27605-BACA-4422-9D73-62F5A5AC21F2 https://www.ecfr.gov/current/title-7/subtitle-B/chapter-II/subchapter-C/part-273#273.7 http://www.srca.nm.gov/parts/title08/08.139.0410.html markm Highlight markm Highlight services to help participants prepare for, enter and advance in the workplace. For more detailed information regarding how this should be done, please refer to the SNAP E&T Provider’s Guide.

SNAP E&T STATE PLAN:

In addition to the SNAP E&T goals, New Mexico has additional goals for the program as outlined in the SNAP

E&T State Plan. NM HCA will submit this plan annually and it is expected that Equus is aware of the details within the State Plan. It is the goal of the SNAP E&T Program and SNAP E&T Provider to:

A. Provide services statewide

B. Increase the number of SNAP E&T participants engaged in all components.

C. Develop trainings that support participants in their assigned component.

D. Ensure participants engage in components and have access to support services through collaborations or SNAP E&T reimbursements.

https://www.hca.nm.gov/wp-content/uploads/FFY-2025-SNAP-ET-NM-State-Plan.pdf

POPULATION TO BE SERVED:

The SNAP E&T program will provide comprehensive services to SNAP eligible individuals who are:

Between the ages of 16 and 59 o If participants are ages 16 or 17, they must be the head of household

Physically and mentally fit for work

This may include Able Bodied Adults Without Dependents (ABAWDs) participants who have a mandatory work requirement.

Individuals are not eligible to volunteer if they have applied for or receive the following:

Temporary Assistance for the Needy Families (TANF) benefits

Unemployment Compensation Benefits (UCB)

General Assistance

Social Security Income (SSI), Retirement, Survivors, Disability, Insurance (RSDI) Disability or other disability benefits.

Both Equus and HCA must abide by the Civil Rights and Non-Discrimination Ac

ADMINISTRATION:

A. The SNAP E&T program is administered by HCA and is responsible for overall program performance, direction and oversight. HCA contracts with SNAP E&T Providers to ensure integrated services are provided to SNAP E&T participants and to ensure that all component activities are established to help them obtain employment, thereby reducing dependency on public assistance.

B. In accordance with federal and state regulations, as the administrator of the SNAP E&T program, HCA will:

a. Have in operation a State Plan which has been approved by the Secretary of HCA, Food and

Nutrition Services (FNS) and that meets all the federal and state regulations for SNAP E&T.

b. Establish optional provisions and components of the SNAP E&T program (as listed approved

SNAP E&T State Plan, e-Exhibit I) and the issuance of policies, rules, and regulations

Docusign Envelope ID: ECC27605-BACA-4422-9D73-62F5A5AC21F2 https://www.hca.nm.gov/wp-content/uploads/FFY-2025-SNAP-ET-NM-State-Plan.pdf http://www.srca.nm.gov/parts/title08/08.139.0410.html governing the program. HCA has the authority to add or delete components as program needs are assessed.

c. Determine whether a participant is eligible and appropriate to participate. Individuals who are eligible and appropriate are encouraged to voluntarily participate in the SNAP E&T program.

Volunteers will be provided preliminary information regarding Equus’s services, participant rights and responsibilities and other pertinent information.

d. Facilitate the referral of all eligible volunteers to Equus based on an agreed upon referral process and ensure the reverse referrals process is completed by HCA once information is received from Equus.

e. Ensure that Federal and State funds made available to the SNAP E&T program shall not be used to supplant non-Federal funds or any other funds which would otherwise be available for existing services and activities.

f. Ensure all SNAP E&T related financial aspects (BARs, invoices and reimbursements etc.) are reasonably necessary and directly related to the SNAP E&T program or participation in the

SNAP E&T Program prior to submitting for approval per CFR guidance below:

https://www.ecfr.gov/current/title-7/part-273/section-273.7#p-273.7(d)(1)(ii)

g. Failure to administer the SNAP E&T Program per guidance provided by FNS, HCA or failure to meet Annual Performance Measures may result in penalizations to the GSA.

CONFIDENTIALITY:

A. Any release of information about a participant to other Divisions within HCA or agencies under contract with the program, will be made only when such release is directly related to the administration of the SNAP E&T program activity for which information is needed.

B. Any release of information to entities, other than those within HCA or agencies under contract with the program, regarding participants will be made only upon receipt of written permission from the participant affected. This general rule relating to release of information applies to all requests from outside of HCA including other governmental authorities (local, state and federal), courts of law, and law enforcement agencies, except as provided in Subsection I, D.

C. Additionally, when information is sought and the participant's permission is furnished, program staff will disclose only such information as is directly related to the administration of the program or HCA requesting the information.

D. Exceptions to the requirement of obtaining the participant's written permission for release of information outside HCA are as follows:

a. In the event of an emergency when the participant's consent for release of information cannot be obtained, and Equus staff decide it is in the best interest of the participant to release the requested information, program staff may release such information without written permission of the participant, with approval of a supervisor or supervisor's designee. The participant will be notified as soon as possible about the release and the reason for such release.

b. Release of information to employers may be made as part of a job development or a Work

Experience contract development activity providing that activity is included in the

Employment Plan (EP) which has been created with the participant.

c. If a subpoena or order is issued from a court for a case record, or for program staff to testify concerning a participant, Equus staff will call the court's attention to statutory provisions and regulations against disclosure of information. The decision regarding release of information will reside with the presiding judge.

d. A participant's current address only may be made available to federal, state or local law enforcement officers if the officer furnishes program staff with the participant's name and demonstrates that:

https://www.ecfr.gov/current/title-7/part-273/section-273.7#p-273.7(d)(1)(ii)

i. The participant is fleeing to avoid prosecution, or custody or confinement after conviction, under the laws of the place from which the individual flees, for a crime, or an attempt to commit a crime, which is a felony under the laws of the place from which the individual flees; or

ii. The participant is violating a condition of probation or parole imposed under Federal or State law; and

iii. The location or apprehension of the participant is within the officer's official duties;

and

iv. The request is made in proper exercise of those duties.

E. In circumstances other than those covered in Subsection D, when Equus staff are asked by a law enforcement officer for the current address or other information regarding a participant, the employee should state that Equus staff have no legal authority to disclose the information; but that program staff will contact the participant and ask for permission to discuss the information, or to encourage the participant to come forward.

F. With advance written notice of one working day a participant, or a participant's designated representative, may view the contents of the participant’s case record or electronic case file, during normal business hours and on the premises where the case record is normally kept. Upon request, Equus staff will print relevant portions of the electronic case file for the participant, or the designee, to take from the premises. The provision for advance written notice of one working day will be waived in instances where a conciliation meeting, or similar event, has been scheduled within twenty-four (24) hours of its being requested.

G. Equus staff will take all necessary precautions to ensure that case records and other information regarding participants are kept, when not in use, in locked filing cabinets or drawers out of public view. Case records may be viewed by SNAP E&T staff, its trainees and/or temporary employees who have signed a Statement informing them of their responsibilities to ensure participant’s confidentiality.

H. Case records retention and disposition must be in accordance with the state Records and Archives regulations.

1. All Equus staff must be aware of and in compliance with the Case

Comment Guide. Which was last updated on June 20, 2024

I. Case records retention and disposition must be in accordance with the state Records and Achieves regulations.

PARTICIPANT RIGHTS AND RESPONSIBILITIES:

A. Participants will be notified of their rights and responsibilities at the time of their enrollment with

HCA. During the interview process the participant is provided pertinent information so that they can be successful with their SNAP E&T participation. HCA will inform them of the program withdrawal process, their reporting requirements, fair hearing rights as well as what a reimbursement is, how to qualify and the process to request. The HCA initiates the referral to Equus, and a Welcome Letter is mailed.

B. At Orientation Equus will inform the participants about the SNAP E&T program requirements, components offered, fair fearing and constituent complaint processes etc.

C. A Notice of Rights and Responsibilities is printed on the reverse side of all correspondence sent to participant.

D. When a participant is scheduled an appointment, misses an appointment or withdrawn from the program they will receive the proper correspondence to ensure that they are aware of their rights and responsibilities as well as the reasons for the withdrawal including next steps.

E. The program is obligated by federal regulations and state law to protect the basic rights and dignity of participants by ensuring confidentiality of information concerning those participants.

HCA RESPONSIBILITIES:

A. Overall program administration including establishing optional provisions and components of the program; program planning and design; determination of who should participate; establishment of participation requirements; and the issuance of policies, rules and regulations governing the program.

B. Providing preliminary information to possible SNAP E&T participants regarding SNAP E&T program services, participant rights and responsibilities and other pertinent information including providing the contact phone number for Equus.

C. Referring all eligible and appropriate SNAP E&T volunteers to Equus.

D. Addressing all SNAP E&T reverse referrals (Provider Determinations) received from the Equus.

E. Provide participants the proper correspondence in a timely manner.

F. Representing HCA at Fair Hearings and HCA conferences related to eligibility issues and the SNAP

E&T program.

G. Processing reimbursement requests provided on behalf of participants through WorkPath by Equus.

H. Providing Equus with technical training to enter documentation in WorkPath pertaining to a participants’ work activities, assessments, participation hours and reimbursements.

I. Developing Equus contract for services and the SOW for the SNAP E&T program and providing amendments, as necessary.

J. Monitoring the quality of services provided by Equus through quality reviews. Annual State MEs will be completed, and on-site reviews will be conducted. Random off-site reviews will be conducted on a regular basis. ISD may conduct more frequent reviews when a Corrective Action Plan is required.

(Note: notification of an on-site review will be provided to Equus with thirty (30) calendar days advance notice outlining the areas to be reviewed.)

K. Conducting weekly meetings with Equus.

L. HCA will proceed based on policy and procedures established by HCA for all noncompliance requests by disenrolling in the voluntary program.

M. Providing Equus staff with state and federal required trainings, to include but not limited to:

1. ASPEN User Directive from Secretary

2. IT Security and Privacy

3. HIPAA Privacy and Security

4. IRS Disclosure Awareness

5. ISD Civil Rights

6. Americans with Disability Act (ADA)

7. HCA Employee Ethics

8. Active Shooter

9. Domestic Violence Awareness

10. Governor Code of conduct

N. Act as the funding agency.

O. Disbursing SNAP E&T funds to Equus, on a reimbursement basis, upon receipt of monthly invoice prepared by Equus that contain detailed fiscal documentation. Reimbursement or payment is only issued for allowable and necessary expenditures per CFR.

P. Certify Equus billing invoices, which are subject to approval by the HCA Contract Manager, to ensure that expenditures meet all federal and state requirements.

Q. Refrain from transferring, disbursing or reimbursing state funds to Equus under the terms of this

Governmental Services Agreement (GSA). All SNAP E&T funds disbursed to Equus under this GSA shall be federal monies.

R. Be allowed to deduct from amounts otherwise payable to Equus under this GSA or addendum thereto, monies overpaid to Equus and therefore determined to be due to HCA from Equus.

S. Notify Equus if federal funds are reduced or are insufficient to continue under this GSA. Payments made by HCA using federal funds are contingent upon receipt by HCA of anticipated funds. In the event of future reduction of such funds, HCA shall reserve the right to reduce payments and service provided for herein, or in the alternative, to exercise termination.

T. Provide Equus staff with training and technical assistance related to usage and reporting of SNAP

E&T funding as appropriate.

U. Review all Trainings, Flyers, Travel requests, recommendations to process changes etc. before Equus implements.

EQUUS SHALL COMPLY WITH PROGRAM REQUIREMENTS BELOW:

A. Equus must use care and professionalism in all areas of its responsibilities including, but not limited to:

B. Both Equus and HCA must abide by the Civil Rights and Non-Discrimination Act https://www.srca.nm.gov/parts/title08/08.139.0410.html

C. Adequate staffing to serve the caseload

D. Notify HCA of any staffing changes as soon as Equus has become aware

E. Training

F. Delivery of services to participants

G. Conducting quality control audits of cases

H. Conducting quality control audits of financials

I. Reporting

J. Notify HCA of any technical issues as they arise so not to disrupt services

K. Follow the NM State Holiday Calendar

Equus will develop an HCA approved curriculum for all program staff as well as coordinate with HCA so that staff completes required HCA security training, IRS training and any other relevant security and/or confidentiality training. Equus staff must acknowledge by signature that it agrees to follow any requirements as established by HCA training. Equus will confirm compliance of staff to HCA requirements by submitting a status of compliance report when requested by the HCA ASPEN Bureau Chief or designee. Equus will require its staff to conduct itself in a professional manner with HCA, Federal, State, or other stakeholder related communications or interactions.

Diversity in educational levels and challenges among SNAP recipients requires a continuum of program and support services to help SNAP E&T recipient succeed. Equus must incorporate flexible and innovative models that accelerate learning and transitions to employment. Equus programs must be “job-driven” and responsive to employer demand of local industries and employers so that SNAP E&T ready to work participants can be placed in good, available jobs and/or they are able provide skills training and credentials participants require to obtain these jobs.

Consistency in the determination and delivery of services is an important piece of the SNAP

E&T program. Equus must be able to offer case management, complete comprehensive assessments, and develop an effective and useful employment plan. All information and documentation that Equus intend to provide to the participants, must first be reviewed and approved by HCA. For HCA expectations on what Equus case comment must look like in

WorkPath. Refer to the Case comment guide to learn about the case comment expectation requirement.

HCA and Equus will have one weekly reoccurring meeting but may be more frequent if deemed necessary. This all to improve communication between agencies and improve the voluntary

SNAP E&T program for participants. The agencies will collaborate to update documents and ensure proper tracking of all documentation in order to meet timeframes.

Screening/Referral Process

HCA is responsible for screening each SNAP applicant once approved for SNAP. ISD will determine whether it is appropriate to refer the individual to the SNAP E&T program. Once referred, Equus will receive the referral via WorkPath.

The responsibilities delegated exclusively to Equus include, but are not limited to, the following:

a. Conduct an Initial Outreach attempt within 5 days from referral date to provide the participant with program information and or to schedule the Orientation.

1. Please see the Provider Guide for specific guidance timeframes

b. Providing comprehensive orientation to participants, either individually or in groups, regarding the program, participant’s rights and responsibilities, and other pertinent information in person, virtually or over the phone statewide.

c. Schedule an orientation appointment for 5 business days from Initial Outreach.

The one and done process may include completing initial contact, orientation, assessment, EP and placing the participant in an approved component during the same scheduled appointment.

The one and done process should be completed within 20 business days from referral date and may be modified. Change is to be reflected in the Provider Guide and shared with Equus as often as needed.

1. Orientation

Equus provides comprehensive orientation to participants, in group or individual settings. Orientations will be online, in person or over the phone statewide. A case comment will detail the barriers to the participant attending the group session. During the orientation Equus will give the participant information regarding the program, participant’s rights and responsibilities, and other pertinent information.

The purpose of orientation is to explain the purpose of SNAP E&T, describe available services, and to explain how SNAP E&T can help meet work requirements if applicable. If An appointment is necessary the appointment notice will be sent indicating the date and time of the appointment, how to attend the orientation, and the individual’s rights and responsibilities. Equus will schedule an orientation appointment for 5 business days from Initial Outreach.

Orientation should take no longer than 30-45minutes.

2. Assessment

Equus must complete an assessment with the SNAP E&T participant. A strong comprehensive initial assessment collects general information about demographics, educational attainment, basic skills, literacy, work experience, and public benefits. It also assesses objective and subjective barriers to work, such as disabilities, criminal background, family composition, housing circumstances, childcare needs, and transportation needs. A holistic assessment will gather interests and support needs of the participant so that they have the best opportunity for program success.

Equus will provide a Career Navigator for each participant throughout the period of engagement in SNAP E&T, defined as from assessment to successful completion of component(s) or withdrawal. The case worker will meet, virtually or in person, with the participant within 20 days from referral date to begin Case Management services, do an approved comprehensive employability assessment, and begin to develop an

Employment Plan (EP) with appropriate activity tracks that are in line with their present circumstances. This assessment should assess the participant’s literacy level and refer the participant to local literacy programs, when appropriate.

Assessment should take no longer than 45-60minutes.

3. Employment Plan (EP)

Results from the assessments are used to develop employment plans to detail the services to be provided to the participant and the requirements to lead to the successful completion of the component. The employment plan and goals must be written at a 6th grade reading level and the goals must be attainable within the set timeframe. The employment plan must specify any support services necessary so that the participant can successfully participate and achieve the set goals. The employment plan needs to be completed within 20 days from the referral date.

Completing an Employment plan with a participant should take no longer than 60-90 minutes.

4. Components

Components are subject to change based on funding and state plan amendments.

a. Job Search Training

b. Preparing participants for active job search. One-hour modules will be provided and available one on one with a Career Navigator. Modules will be part of the Employment Plan. Career

Navigator’s will collaborate with the participants in the following areas:

1. Resume Preparation

Work history

Styles of resume

Interview preparation

One on one interview

Panel Interviews

How you show up

Interview clothing

2. Career Assessments

WorkPath

Work Keys (NCRC)

O-Net

Livable Wage

Barrier Removal

Online job search

Filling out applications

Budgeting

Time Management

3.Reentering the Workforce

Labor Market research

Childcare and having a backup plan

Creating a schedule

Solution based problem solving

4.Building Relationships

Coworkers

Leadership

c. Job Retention

1. Equus Workforce Solutions will collaborate with Participants that have secured employment but not enough to be a qualifying livable wage. Job coaching will be provided with the Career

Navigators, and/or Business Services Consultant that includes the following.

•Scheduling conflict

•Asking for a promotion

•Conflict management

•Professional communication

•Advocating for oneself

•Securing a livable wage career

d. Education:

a. (HSE) Will offer Participants the opportunity to enroll into an online GED program that will help prepare the individual to be able to obtain their GED. One on one tutoring will be available to the Participants that are needing the extra help. Once the Participants takes all the practice test and the participant is ready for the final GED test then Equus will make the necessary connections for the participant to take the GED test. GED program is available in

English and Spanish. Once GED has been acquired Career Navigator will collaborate with the Participant and update the Employment Plan to work towards the next steps in gaining employment.

b. (ELA)Will offer Participants the opportunity to enroll into an online GED program that will help prepare the individual to be able to obtain their GED. One on one tutoring will be available to the Participants that are needing the extra help. Once the Participants takes all the practice test and the Participant is ready for the final GED test then Equus will make the necessary connections for the participant to take the GED test. GED program is available in

English and Spanish. Once GED has been acquired Career Navigator will collaborate with the Participant and update the Employment Plan to work towards the next steps in gaining employment.

Provide a Career Navigator for each participant throughout the period of engagement in SNAP E&T, defined as from assessment to successful completion of component(s) or withdrawal. The case worker will meet, virtually, in person or phone, with the participant within 20 days from referral date to begin Case

Management services, do an approved comprehensive assessment, and begin to develop an Employment

Plan (EP) with appropriate activity tracks that are in line with their present circumstances. This assessment should assess the participant’s literacy level and refer the participant to local literacy programs, when appropriate.

5. Case Management

Provide comprehensive Case Management services to all SNAP E&T participants. Case management is an ongoing activity that must enhance the participants ability to participate and be successful in the SNAP E&T component(s) to which they are assigned. It will be tailored to the needs of the individual and adaptable to the individual’s changing support requirements. The

Career Navigator will have at minimum, one (1) monthly contact with each participant for these purposes, and this contact will be case noted. When addressing barriers requires intervention in areas outside the expertise of Equus, or require other resources, Equus will make referrals to an appropriate agency.

Case Management should take no more than 60 minutes. During Case Management Equus should assist participants with:

a. Developing and identifying opportunities for participants in the Program that will enable them to leave SNAP due to an increase in the participant’s income.

b. Work with participants to engage in one or multiple activities at any given time to implement the participant’s Employment Plan, based on findings of assessments. SNAP

E&T activities that Equus will provide SNAP E&T participants are detailed in the currently approved SNAP E&T State Plan, e-Exhibit I.

c. Monitor participant performance and participation, modifying the participant’s EP as necessary. Activity hours will be tracked in the WorkPath for all participants. Equus must use the Case Comment guide to train all staff on the process to track participants hours in case notes as well as in the activity tracker in WorkPath.

d. Timely disenrollments must be provided to HCA weekly using the tracker provided.

e. Case Management includes properly managing the caseloads to ensure all participants are contacted and assisted within the timeframes established.

f. Verification of Work Experience or Education component not provided through Equus, hours will be signed by the work site supervisor or other responsible individual. The tracking documents, printouts or copies of timesheets will be filed in the participant’s casefile.

6. Reimbursements

Review program related expenses incurred by the participant and level of participation to determine if reimbursements are needed. Career Navigators will request reimbursements through

WorkPath, following the process as outlined by HCA:

a. Equus will request the reimbursement in WorkPath and ensure all the necessary information is included by the fifth day of the following month.

b. HCA will receive the request and respond within 5 days.

c. HCA will then review and either approve or deny the reimbursement.

d. Once HCA has acted on the reimbursement request, an email will automatically be sent to

Equus staff informing them of the result in real time. Each reimbursement request will also be placed on a tracker log by HCA to ensure proper case management is completed.

Mileage Reimbursements

HCA currently utilizes the Internal Revenue Service (IRS) standard mileage rate which is updated annually in January. Transportation costs to and from the participants residence to the participants’ site and back to the residence. Physical address indicated by participant and on file with HCA is to be used to calculate mileage as per MAPQUEST, Google Maps, or Rand McNally etc.

Please see the Case Comment Guide and Provider Guide for further details

Reimbursement guidelines

a. All reimbursement requests submitted by Career Navigator (CN) must first be reviewed by

Equus Supervisor before entering in WorkPath for HCA review.

b. Each SNAP E&T participant is eligible for up to $1,200 a year.

c. Any reimbursement request over one hundred dollars ($100.00) will include receipts for the expense.

d. Reimbursement requests must follow the guidance mentioned on the Provider Guide.

7. Exemptions/ Provider Determinations

When a participant is enrolled in a component that is ill suited for their needs, Equus shall first work with the participant in case management, offering and enrolling the participant in any available component that works best based on their EP. If Equus is unable to place a participant in a suitable component, Equus shall make a provider determination and refer the participant back to

HCA.

Provider Determination Process

The CN will review the participants case and determine if provider determination is necessary.

HCA will take the most suitable action from among the following options no later than the date of the individual’s recertification.

1. Refer the individual to an appropriate SNAP E&T component. Equus may refer the individual to another SNAP E&T component; however, as a best practice Equus will consider if an individual who has already received a provider determination is a good candidate for SNAP E&T, or if the fourth option below would be a better fit.

2. Re-assess the individual’s mental and physical fitness. If the individual is not determined mentally or physically fit, then the individual must be exempted from mandatory SNAP

E&T. Equus may also re-assess the individual for other exemptions from the general work requirements, mandatory SNAP E&T, or the ABAWD work requirement, as applicable.

3. Refer the individual to an appropriate workforce partnership, if applicable. HCA has certified one or more workforce partnerships, Equus may refer an individual to a workforce partnership at the option of the individual. Equus must provide individuals with sufficient information about workforce partnerships to make an informed decision about participating.

4. Coordinate with other Federal, State, or local workforce or assistance programs to identify work opportunities or assistance for the individual. HCA may decide that an individual with a provider determination would be better served by a program outside SNAP E&T or workforce partnership. If this option is chosen, HCA must exempt the individual from mandatory SNAP E&T.

If a provider determination is needed, Equus will notify HCA withing 10 calendar days, using the document withing the SharePoint site. CN is responsible for entering proper case notes using the

Case Comment Guide. HCA will then then review, if a participant is found to not benefit from the program, be unfit or require different assistance they will be disenrolled from the program. Equus has 10 days to inform HCA about the provider determination. HCA then has 10 days to inform the participant of their disenrollment per CFR 273.7 (c )(18) (i). If a provider determination is made, this will be informed to the participant on the mailed notice (ET002). The Career Navigator will follow the process outlined above to disenroll.

8. ABAWDS

ABAWD Waiver is to expire by January 1, 2025. If the SNAP E&T State Plan states HCA will serve ABAWDS, Equus will develop procedures to ensure that ABAWDs subject to the three (3) month time limit and in compliance continue to remain eligible for SNAP benefits. Equus will follow up, as needed, in the event of non-compliance of ABAWDS with the work requirements in order to determine cause for failure to participate. Adjustments to the EP and activities to regain compliance will be encouraged. Equus will track and notify ABAWD hours to HCA monthly.

Please review the Provider Guide for guidance.

9. Quality Improvement System

1. Equus must work with HCA to maintain performance standards through a Quality

Improvement System (QIS) to include:

a. Review of data entries into the WorkPath database by Equus staff to ensure they are valid and based on the supporting documentation in participant’s casefile.

b. Internal Management Evaluations of all sites.

c. Performance appraisals of all Equus SNAP E&T staff with respect to case management, customer service, referrals to support services, participation rates, placement and retention rates, and overall job performance.

Equus must cooperate with HCA and the Food and Nutrition Services (FNS) in the review of data and, when appropriate, site visits of Equus and partner run SNAP E&T locations. These visits can include HCA or FNS Management Evaluations (MEs) and desk audits. Equus will cooperate with

HCA and FNS with any corrective action plans in which the State or FNS deems necessary.

1. Develop resources to increase the amount, accessibility, and quality of services for eligible

SNAP E&T individuals and build partnerships with agencies providing support services.

2. Work with HCA to develop and distribute any materials, including but not limited to, promotional posters, flyers and brochures, assessments, and notices. Outreach materials will be adapted to the geographical region served, if needed. HCA and SNAP E&T will be clearly identified on all materials and products funded by the program (electronic, print, audiovisual, media, etc.) Equus agrees to abide by the guidelines set for usage of the

SNAP, HCA and SNAP E&T logos on any products generated by. All materials will first be sent to HCA for review to make sure it meets literacy and translation requirements.

3. Advertise SNAP E&T through existing outreach venues and post SNAP E&T information on Equus’s website, including links, making them available for download.

4. Coordinate SNAP E&T media campaigns to create maximum synergy in impacted media markets. Any news releases related to this agreement or about SNAP E&T will be submitted to HCA for review prior to its releases.

5. Partner with HCA, other State departments and community-based agencies serving the target population to promote the SNAP E&T program and co-locate outreach services when possible.

6. Attend and participate in local collaborative meetings, statewide meetings, and national

SNAP E&T conferences to promote SNAP E&T.

Equus Shall maintain records and reporting requirements

Case Record Requirements:

A. Equus is required to maintain a case file for each participant within the WorkPath systems.

To document case management or component efforts, Equus must enter case comments on the same business day that the contact was made with a participant or action was taken on a case.

B. 2 case reviews will be completed a month per Career Navigator by both Equus and HCA.

The Case Review Tool will be utilized, and records will be maintained in SharePoint. This information will also be tracked on the Case Review Log

C. CN’s entire caseloads must be reviewed quarterly by Equus staff, to ensure case management standards are met. The results from the review must then be reported to HCA at the end of the quarter by the 5th day following the month.

D. All tracking logs must be submitted and reviewed timely. For example, the disenrollment log will be submitted to HCA weekly on Thursdays before COB and HCA will review weekly on Fridays.

E. Maintain Federal and State records retention policy for SNAP and SNAP E&T. Any document storage, either electronic or paper, will meet the minimum requirements set by

HCA. If at any time Equus wishes to destroy or store case files off-site, approval from and coordination with HCA and the State’s Records and Archives must be obtained prior to such disposal or removal of files.

Equus is required to collect, analyze and report timely and accurate data to demonstrate service outcomes. Reports include, but are not limited to, the following:

Annual Service Delivery Plan –Equus is required work with HCA to develop a written service plan annually. This report must describe in detail how Equus will perform the services within the

SOW. In the service delivery plan, HCA and Equus must include procedures to ensure collaborative, cooperative, and successful outcomes for participants. The plan must include, but is not limited to, the following:

Participant Referral Procedure

Participant Services

Case Management

Component Service Delivery

Reimbursement Procedure

Quality Assurance

Staffing

Training

IT Systems

Case Record Management

Program Monitoring

Performance Measurements, Outcomes and Validation

Complaint resolution for:

1. Program

2. Displacement

3. Civil Rights and Rude Treatment.

a. All such complaints will be reported to QIS within twenty-four (24) hours.

Disaster Plan/Continued Operations Plan

Inventory Lists –Equus is required to deliver on a quarterly basis, an inventory list in accordance with published state requirements using the reporting format provided by the state. A close out inventory lists shall be provided to HCA with the last billing invoice using the reporting format provided by the state.

Cost Allocation Plan – Equus will provide HCA with a plan of allocated costs no later than April of the prior fiscal year for approval or when a program is added or removed.

New Hire- Equus will submit a report identifying all newly hired participants for the Month.

Incident Reports – All incidents involving participant’s and police officers, security officers or the fire department will need to be reported to HCA within twenty-four (24) hours.

Fiscal Reporting Requirements

1. Receive annually one types of SNAP E&T federal funds allocated by HCA:

a. 100 Percent (100%) funds; and

b. 50/50 - 50 Percent (50%) reimbursement funds.

2. Due to limited 100 Percent (100%) funding and the potential for 50 Percent (50%) reimbursement funds, Equus will strongly encourage co-enrollment with other eligible programs, such as Workforce Development Board programs. Equus will leverage their own non-federal funds using the 50 Percent (50%) reimbursement option.

3. Submit an annual budget that must be approved by the Program Manager designated by

HCA, for operating cost. Equus shall prepare a budget for the contracted amount that includes all line-item elements as prescribed by New Mexico State Purchasing Department

(SPD) as prescribed by DFA and in accordance with this GSA. The budget must be submitted to HCA by the thirtieth (30th) calendar day following the effective date of this contract.

4. The budget submitted for SNAP E&T shall provide the basis for the services provided under this GSA. The budget shall not be altered without the written approval of HCA. The budget shall be submitted in a format prescribed by HCA.

5. Ensure that Budget Adjustment Requests (BARs) are submitted to the HCA program manager as necessary. BARs must be submitted and receive HCA approval prior to the submission of the monthly invoice.

6. Provide HCA with one, accurate and timely monthly billing invoice as prescribed by SPD and in accordance with this GSA. Failure to adhere to these requirements may result in a reduction of available funds and nonpayment of invoices. The carryover of funds between federal fiscal years shall not be permitted. HCA will make every effort to make payment to

Equus within thirty (30) days from receipt of a correct invoice.

7. Ensure that program expenditures comply with SNAP E&T regulations. There are specific restrictions on the use of Federal SNAP E&T funds including but not limited to, the following:

a. Any use of Federal SNAP E&T funds must be consistent with SNAP E&T purposes and applicable rules. The purposes of SNAP E&T in reference to this

GSA is:

a. Assist SNAP participants gain skills, training, or work experience to increase their ability to obtain regular employment that leads to economic self-sufficiency.

b. Offer a way to allow ABAWDs subject to the 3-month time limit to meet

SNAP work requirements.

b. Not use Federal funds to satisfy a cost-sharing or matching requirement of another

Federal program unless specifically authorized by HCA as allowed by Federal law.

c. Equus may sub-contract for services or benefits; however, Federal funds shall not be directly transferred into another program except as provided for by Federal law.

Copies of any and all subcontracts originating under this GSA are to be provided to

HCA or made available for inspection by HCA within thirty days of subcontract approval.

d. Ensure any costs charged to each program must be necessary, reasonable, and allocable to the program.

e. Not use Federal funds to construct or purchase buildings or facilities or to purchase real estate without the authorization of the Federal entity and HCA.

f. Not use Federal funds for general expenses required to carry out another program responsibility, except as permitted by federal law.

8. Limit administrative costs to 15% of the total GSA dollar amount. This cost limit includes both permissible direct and indirect administrative costs and is cumulative for Equus as well as any Sub-Contractor(s) of Equus.

9. Ensure administration costs are costs that are necessary for proper administration of the

SNAP E&T Program.

a. Administrative costs include:

a. The costs of general administration and coordination of programs including contract costs and all indirect (or overhead) costs.

b. The salaries and benefits of staff performing administrative and coordination function, the preparation of budgets, program plans and schedules, monitoring of programs and projects, etc.

c. Costs, such as equipment, travel, and office space costs, when directly associated with staff performing administrative and coordination functions, the preparation of budgets, program plans and schedules, monitoring of programs and projects, etc.

d. Training of staff to perform administrative functions, such as procurement, and payroll.

b. Excluded from “administrative costs” are the direct costs of providing program services such as:

a. Case management, information and referral, and counseling activities.

b. Providing program information, the development of employability plans, work activities, post-employment services, and work supports.

c. Costs, such as equipment, travel, and office space costs, when directly associated with providing program services, would be treated as program costs (whether provided under contract or otherwise).

d. Costs for training of case managers or for other training directly associated with providing program services as program costs under its cost allocation plan.

10. Ensure compliance with all federal and state laws and regulations, as applicable, relating to the uses and expenditures of the funds made available under this GSA.

11. Under this GSA Equus will meet the Federal requirements of equipment both IT and Non-

IT in accordance with 7 CFR, Subtitle B, Chapter XXX, Part 3016.32(e). Equus will be required to arrange and resolve the return of all equipment purchased with the Federal funds at the end of the contract period.

12. Maintain fiscal records necessary for full accountability, comply with federal accounting and fiscal requirements applicable to handling of any federal funds, and follow generally accepted accounting principles and account for all receipts and disbursement of funds transferred or expended pursuant to this GSA.

13. Comply to the requirements of the Federal Office of Management and Budget (OMB) 2

CFR 200, where appropriate, and applicable SNAP E&T statutes and regulations.

14. Adhere to the requirements of the Cash Management Improvement Act of 1990, as set forth at 31 CFR.

15. Ensure that all expenditures shall be in accordance with the line-item budget. Equus shall maintain records to document expenditures.

16. Manage the funding made available by this GSA by:

a. Ensuring that monthly expenditures meet federal SNAP E&T and state requirements.

b. Ensuring that the funding under this GSA is not utilized for duplicative services already available to low-income populations

c. Ensuring submission of monthly invoices by Equus to HCA is received no later than the fifteenth (15th) of the month following the end of each month. Failure to adhere to this requirement may result in a reduction of available funds and non-payment of invoices. HCA will make every effort to make payment to Equus within thirty (30) days from receipt of a correct invoice.

17. As fiscal agent for the SNAP E&T program, Equus shall abide by its regulations and all fiscal matters compliant with regulations of the New Mexico Procurement Code and the

State Auditor’s Office.

18. Contract for an independent yearly audit at Equus’s expense. An official copy of the independent auditor’s report shall be provided to HCA and any other authorized entity in accordance with this GSA.

19. Upon termination of this GSA or after the services provided for herein have been rendered, surplus money, if any, shall be returned immediately by Equus to HCA.

20. Timely submit all budgets and invoices to HCA via email or by mail:

Diego Romero, Program Manager

Income Support Division

Work and Family Support Bureau

P.O. Box 2348

Santa Fe, NM 87504

HSD.SNAP-ET@hca.nm.gov

HCAISDInvoices@hca.nm.gov

INFORMATION TECHNOLOGY (IT) REQUIREMENTS

A. Equus computers will conform to HCA IT standards for configuration and connectivity as follows:

1. Equus must obtain HCA approval and meet HCA standards for all IT equipment purchased. Equus shall submit the IT hardware (network and all non- networks) and IT software specifications in writing to the Program Manager and the Policy and Program Development (PPDB) Chief at least thirty (30) calendar days in advance of the…