A1 Statement of Work - RFP# 250000001016.docx

Schedule A1 – Statement of Work Request for Proposal No. 250000001016 Random Moment Time Study and Claims Development for School Based Services

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the RFP are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

This is an RFP and specific Statement of Work (SOW) for data collation, reporting, claims processing and training with outreach for Random Moment Time Study (RTMS) and claims development for school based services. In accordance with Title XIX of the Social Security Act, the Single State Agency overseeing Medicaid services in Michigan is the Michigan Department of Health and Human Services (MDHHS). Section 1903 (C) of the Social Security Act allows Medicaid reimbursement for certain covered direct medical services provided to disabled Medicaid eligible children when services are documented in the child’s Individualized Educational Program (IEP) or Individualized Family Service Plan (IFSP). In addition, federal matching funds under Medicaid are available for the cost of administrative activities that directly support efforts to identify and enroll potential eligible individuals into Medicaid and that directly support the provision of medical services covered under the state Medicaid plan. To the extent that the school personnel perform these administrative activities, federal reimbursement may be available.

School professional personnel provide a wide array of services including medical, social and educational related services. The Center for Medicare and Medicaid Services (CMS) reimbursement requirements include the use of a RMTS as a component of the Medicaid reimbursement methodology to determine the amount of staff time spent on Medicaid-allowable activities, educational and other activities. One Statewide time study per staff pool is performed each quarter.

Michigan has two components of the school-based services program:

· Direct Medical services (including Personal Care Services (PCS) and Targeted Case Management (TCM) Services); and

· Administrative Outreach services.

Direct Medical Services The School-Based Service (SBS) direct medical services component provides Medicaid funding for enrolled school based services providers that deliver services to Special Education Medicaid eligible students under the age of 21. All 56 Michigan Intermediate School Districts (ISDs), the Detroit City Public Schools (DPS), and the Michigan School for the Deaf (MSD) currently participate in the Michigan School-Based Services Direct Medical services component and claim reimbursement through this option.

Medicaid-covered direct medical services are those that are medically necessary and specified in the beneficiary’s IEP or IFSP and may include:

· Occupational Therapy Services

· Orientation and Mobility Services

· Physical Therapy Services

· Assistive Technology Device Services

· Speech, Language, and Hearing Services

· Psychological, Counseling, and Social Work Services

· Developmental Testing Services

· Nursing Services

· Physician and Psychiatric Services

· Personal Care Services

· Targeted Case Management Services

· Specialized Transportation Services

Administrative Outreach Services (AOP) The school setting offers unique advantages and opportunities to reach children and families in need of information. Most children attend schools, and since most parents consider schools a trusted conduit for information, schools are a critical link to reach uninsured children who may qualify for Medicaid services. The outreach activities involve working with the entire student population regardless of their eligibility status for Medicaid or special education. Activities also encourage those who may qualify for Medicaid benefits, to apply and receive them.

Currently, all 56 ISDs and DPS are enrolled as Medicaid Providers in the AOP component, and are reimbursed for such activities as outreach and referral, Medicaid application assistance, interagency coordination or monitoring of Medicaid services delivered to students within the district, as well as training fellow staff and parents about the Medicaid Program.

Medicaid covered administrative outreach services may include:

· Medicaid Outreach

· Facilitating Medicaid Eligibility Determinations

· Health-related Referral Activities

· Medical Service Program Planning, Policy Development, and Interagency Coordination

· Programmatic Monitoring and Coordination of Medical Services

· Transportation and Translation Services

Calculation of Allowable Reimbursement Both the AOP and Direct Medical programs share a methodology used to identify the amount of staff time spent on allowable activities. This methodology is called a RMTS. The RMTS is carried out utilizing a web-based system that automates the school district time study process. The Statewide RMTS generates data that isolates and quantifies the amount of time school staff spends on Medicaid reimbursable activities. Each program utilizes the time study results in addition to the Medicaid eligibility rate to allocate the costs down to those that comprise the Medicaid provider reimbursement.

For the AOP claim calculation, costs are collected via a web-based cost collection tool by the Contractor and calculated on a quarterly basis, initial quarter starting (October – December 2018). The summer quarter claim calculation utilizes different quarterly formula factors and the claim is divided into two parts or claims and the sum of both claims are submitted to Medicaid for reimbursement.

Direct Medical costs are collected annually for all health professionals and transportation costs. The costs for personal care and targeted case management staff are collected quarterly through a web-based cost collection tool utilized by the Contractor.

The claims development software is comprised of the following components:

· Staff pool list management;

· RMTS sampling;

· RMTS participant training;

· Documentation of RMTS;

· Management of RMTS compliance; and

· Cost reporting.

All School Services Program providers are required to utilize the services of the Contractor. The Contractor conducts the Statewide time studies, produces the implementation plans and reports, and develops and submits the AOP claims on behalf of all Michigan School Services Program providers.

Time studies will be carried out over the following staff pools:

· AOP Only Staff – This staff pool consists of individuals who perform only AOP activities. They do not perform any direct medical activities.

· AOP and Direct Medical Staff – This staff pool consists of individuals who perform both Direct Medical activities and AOP activities.

· PCS Staff – This direct medical only staff pool consists of individuals who perform direct care PCS.

· TCM Services Staff – This direct medical only staff pool consists of individuals who perform TCM Services.

Details regarding the School Services Program RMTS and the School Services Program Administrative Outreach Claim Calculation can be found in the School Services Program Chapter of the Medicaid Provider Manual. The Medicaid Provider Manual can be accessed online at: www.michigan.gov/medicaidproviders >> Policy and Forms.

SCOPE

The key functions of the Contractor include creating a universal sample pool database of all staff eligible to participate in the four, time study pools, conducting a valid RMTS using the RMTS & Claims Development Software, coding, follow-up, and quality control of the time study moments, initiating provider-specific cost collection, and calculation of the AOP claims. The Contractor must process periodic standard and special reports regarding time study results and forward them to MDHHS and the ISDs.

The Contractor must be responsible for the operation, hosting, and maintenance of the RMTS system as well as development and implementation of a quality assurance plan for this portion of the program.

The State and CMS will approve and oversee all Contractor activities to assure successful completion of training for those that will be involved in the various time study activities, coding moments and claim calculations. The Contractor’s performance must be in full compliance with CMS and Medicaid program specifications and federal and State statutes and regulations.

The Contractor must have the capacity to provide the full range of services stated in this SOW to all ISDs Statewide. This includes an annual review of the Medicaid State plan and portions of the Medicaid Provider Manual pertaining to the SSP program in order to offer suggestions designed to ensure policy is current and consistent with nationally observed best practices. The cost for the Contractor will be charged back to the school based services providers based on the services to be provided and a formula that includes the cost of the Contractor (after federal match) and the district’s most current audited and published pupil count.

General Requirements The following is a list of requirements involved for developing the end product of this project and ongoing services Four Statewide Staff Pool Lists A. The Contractor must collect and maintain, via a web-based electronic system, four separate staff pool lists. The four staff pools consist of: AOP Only staff, AOP and Direct Medical staff, TCM staff, and PCS staff. In addition to maintaining the staff pool lists, the Contractor must be responsible for database maintenance of the program contact list information used for distribution of all program information. All contact lists must be forwarded, electronically via PDF to MDHHS, no less than quarterly.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

B. The online staff pool list screens must be maintained by contractor, and must contain last name, first name, state, job code, email, phone number, job status, email carbon copy (cc) person, deactivation date, deactivation reason, reactivation date, reactivation reason, employment type, and staff pool list identifier. The Contractor must produce, and issue quarterly, downloadable School Services Program reports identifying the active participants, staff pool list change reports (staff pool participants that were either deleted or added during the quarter), and a report of the final updated staff pool list by category.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

C. The Contractor must update user instructions and maintain a web-based database of the Statewide pool of eligible time study participants. Each quarter, the ISD/LEA will review, update, and certify the staff pool lists are accurate. Once the certification is complete, the Contractor must utilize all updated lists for the quarter’s RMTS sampling.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Random Moment Time Study A. RMTS Sampling The Contractor must pull a sampling for the RMTS for all ISDs and participating LEAs in the State, utilizing 3,000 moments per staff pool per quarter (3,200 for the PCS staff pool). The Contractor must pull an abbreviated Summer Quarter sample utilizing 800 moments per staff pool.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

B. RMTS Moment Notifications The time study notifications must be able to be provided in web-based, paper, or a combination of web-based and paper processes.

1. Web-based Notification process The Contractor is responsible for maintenance of a website housing the web-based process that can be accessed via the Internet. The Contractor must certify all staff pool lists and perform quality checks on all staff pool lists. Once these tasks are completed, the Contractor must generate the Statewide RMTS sample. After the sample is drawn, no updates are allowed to the participant list for the quarter. Participants in ISDs who have selected the email notification must receive two notifications of their moment: one, five days prior to the moment and another 24 hours prior to the moment. An additional reminder must be sent to the participant 24 hours after the assigned moment if it has not been completed.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2. Paper Notification Process The Contractor must distribute the time study notifications to the ISD/LEA monthly. The paper time study notifications are distributed to the participants by the ISD Coordinator or LEA representative depending on the ISD process. The ISD/LEA coordinator is then responsible for the delivery of the notification to the participant as closely as possible to the date and time of the moment, but no more than five days prior to the selected moment time. The random sample of moments is also printed as a master list and sent to the ISD coordinators as a control list. The Contractor must generate and coordinate address labels and paper mail or email notifications to randomly selected staff.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

C. RMTS Participant Training The Contractor’s web-based RMTS system must include Michigan’s CMS-approved participant training documentation (reference: http://www.mdch.state.mi.us/dch-medicaid/manuals/MichiganStatePlan/MichiganStatePlan.pdf Section 4.19-B; pages 14-17).

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

D. For training, there are some services the Contractor must provide Statewide and other services that must be provided at two levels; one for the Intermediate School District and one for the LEA. All training materials must be reviewed and approved by MDHHS and CMS prior to distribution to the providers. The Contractor must update, publish, and distribute a Michigan version of written instructions for preparing the online staff pool list and the online cost reporting as well as forwarding a copy of all training materials to MDHHS for CMS approval and posting on the MDHHS webpage.

The Contractor must provide training and technical support, as requested, regarding completing any and all facets of the staff pool lists, financial reporting, cost certifications, electronic signature, and any other pertinent training.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

E. Documentation of RMTS The Contractor’s web-based RMTS system must allow participants to document work activity according to Michigan’s CMS-approved methodology (reference: http://www.mdch.state.mi.us/dch-medicaid/manuals/MedicaidProviderManual.pdf pages 1779-1814). The Contractor must provide training and technical support, as requested, regarding completing any and all facets of the staff pool lists, financial reporting, cost certifications, electronic signature, and any other pertinent training.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

F. RMTS Compliance Management The Contractor’s web-based RMTS system must include provider-specific and LEA-specific access to real-time RMTS compliance management information and reports.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

G. RMTS Coding, Follow Up, and Quality Assurance The Contractor is responsible for coding all RMTS responses in accordance with the Michigan School Based Services Policy and in compliance with coding rules and methodologies (reference: http://www.mdch.state.mi.us/dch-medicaid/manuals/MedicaidProviderManual.pdf pages 1718-1814). The Contractor must follow up on any moments where additional information from the participant is needed in order to code the moment accurately. The Contractor must maintain all coding and follow up documentation in an RMTS database. Each quarter, the Contractor must:

1. Pull a quality assurance sample from each pool which must be provided to MDHHS for parallel coding

2. Discuss with MDHHS Project Manager all discrepancies in coding

3. Resolve any discrepancies in coding

4. Established jointly with MDHHS additional coding rules necessary to ensure consistent and accurate coding

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

H. RMTS Results The Contractor, within three months after the end of the quarter, must produce the time study results and enter the results into the claim calculation software.

For time study details, refer to the online Medicaid Provider Manual, School-Based Services RMTS chapter through the Policy, Letters and Forms section via www.michigan.gov/medicaidproviders

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

I. Reporting The Contractor must complete production of reports for the MDHHS and the ISD coordinators that reflect time study participant compliance, quarterly time study and compliance reports in both web and email form (compliance reporting due within 30 days after the end of the quarter, time study reporting due within three months after the end of the quarter). Reports also need completed for the follow:

1. annual time study results;

2. quarterly activity trend reports by staff pool;

3. annual activity trend comparison reporting by staff pool;

4. quarterly response time reporting (indicates the amount of time between when the moment occurs and when it is completed);

5. quarterly Master Sample File Reports (indicates all LEAs that have certified their staff pool submissions), available to ISD level contacts only;

6. periodic and special reporting that provides data and information sorted by LEA, ISD or both that is pertinent to the CMS, MDHHS, MDE, ISDs or their auditors.

7. Local Educational Agency Cost Report

8. Transportation Allowable Expenditure Report

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Financial Data Collection for Four Statewide Cost Pools A. The Contractor must obtain, compile, and review all quarterly financial data for the Administrative Outreach, Administrative Outreach/Direct Medical, Personal Care, and TCM cost pools.

The following quality checks must be performed on all financial data via the web-based cost reporting system:

1. If benefits are greater than 60 percent of the salaries for any individual participant, the data is flagged for follow-up explanation.

2. If salaries are higher than one standard deviation of the mean for the participant’s job category, the data is flagged for follow-up explanation.

3. If there are both salaries and contracted costs for an individual participant, the data is flagged for follow-up explanation.

4. If cost data is entered for a participant that was not on the staff pool list, the data is flagged for follow-up explanation.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Claim Calculation for Two Statewide Cost Pools A. The Contractor must collect the costs, enter the time study results, and complete the process for the calculation and generation of the quarterly administrative outreach claims and time study reporting for the two eligible pools (AOP only and AOP/Direct Medical).

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

B. Preliminary claims must be sent to the ISD Medicaid Coordinator for review and verification prior to finalization and submission.

Claim Filing timelines:

1. Claim calculation – approximately four months after the close of the quarter

2. Claim calculation zip file for ISD Coordinators – approximately four months after the close of the quarter

3. Annual summary of direct medical staff pool lists by LEA – approximately the beginning of November

4. Annual summary of PCS and TCM cost for MDHHS (Excel format) – mid-November

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

C. According to MDHHS policy, the contractor must develop the Administrative Outreach Program (AOP) MER annually for each participating claiming entity.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

D. Contractor must act as the billing entity for participating ISDs. Import Statewide time study results, MERs, Indirect Cost Rates (ICRs), and individual ISD/LEA financial data to create each ISD’s quarterly claim. The Contractor must submit the administrative claim to MDHHS.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Annual Cost Settlements The Contractor must submit annual (by September 30 of each year) reporting necessary for the completion of the cost reconciliation and settlement process, including staff pool summaries, cost data summaries, and any and all other data that may be required by MDHHS for cost reconciliation and settlement.

Electronic backup documentation of reported costs must be available upon request from MDHHS or audit staff. For details regarding the cost reconciliation and summary, refer to the online Medicaid Provider Manual, School Services Program RMTS chapter (reference: http://www.mdch.state.mi.us/dch-medicaid/manuals/MedicaidProviderManual.pdf ).

For additional information regarding Reports, please see Section 4.3.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Statewide Quality Assurance Activities A. The Contractor must submit, with their proposal, a Quality Assurance Plan clearly labeled as such. It must reflect the highest standards and demonstrate that the review, assessment, evaluation, and other efforts to improve the work product are ongoing and meaningful.

The Contractor must include:

1. Implement quality control reviews of RMTS documentation for completeness.

2. Analyze and summarize sample results to ensure appropriate application of various cost objectives.

3. Review reliability of sampling results by evaluating the distribution of staff selected to be representative of the staff in the sample universe, review of the results to check for data anomalies and comparison of the sampling results to prior period reports.

4. Conduct quality control review of all moment responses and submission of a five percent sample file per staff pool to MDHHS for additional MDHHS coding verification. All variations in coding methodology must be resolved prior to submission of the time study results and quarterly claim.

5. Attendance at monthly meetings with MDHHS staff to review time study results, compliance statistics, and other procedural issues. Availability in person or via teleconference for bi-monthly implementation meetings with LEA and ISD personnel and other meetings as deemed necessary by MDHHS.

List all exception(s):

Bidder must provide the name of the Quality Assurance Plan file submitted with their response:

Program Audits The Contractor, acting as an agent of the MDHHS, must facilitate access by the ISDs, MSD, and DPS to pertinent policy and procedural information. The Contractor must assist the ISDs, MSDB, and DPS in understanding their responsibilities as enrolled Medicaid providers. The Contractor must fully cooperate with the MDHHS Policy staff, Hospital and Health Plan Cost Settlement staff, and/or Office of Audit staff in any random and directed reviews of the RMTS and Claims Development process in order to assure their accuracy and to determine that appropriate documentation of work product exists to support the results. This includes, but is not limited to: review of documentation to assure the accuracy and validation of RMTS and also to assure compliance with State and federal requirements of the program. The U.S. Department of Education and the U.S. Department of Health and Human Services may also conduct the above review activities.

1.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Training A. The Contractor must have the capability to create and house web teleconference training (both live and recorded) in addition to providing initial and ongoing training and technical support for all School Services Program providers (ISDs), charter schools, and local school districts.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

B. Training sessions must include comprehensive initial training for new processes or process changes/improvements, comprehensive training for complex processes, and refresher and make-up training for knowledge level maintenance.

MDHHS must review and submit to CMS for approval all training materials prior to implementation.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

C. Initial and comprehensive trainings must be offered by multiple training teams in at least six centralized locations throughout the State and cover several days of trainings. Refresher and make-up training may be offered either live or via a web-based training media. All training must be developed and reviewed in conjunction with MDHHS and CMS. Electronic copies of all training materials and handouts must be provided to MDHHS for posting on the School Services Program Provider Specific MDHHS web page. A recorded version of each training session must be available for access on the Contractor’s training webpage.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

D. Training sessions must be provided for all LEAs and ISDs for the following areas:

1. Online staff pool list update training;

2. Online cost reporting training;

3. Medicaid allowable expenditure report training;

4. Medicaid allowable expenditure report adjustment training;

5. Process improvement training as needed.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

E. The Contractor must provide documentation and training materials.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

Transition The Contractor must be capable of working with existing materials and procedures in the event of a transition of services from the previous Contractor, providing little or no disruption to the routine already established and expected by the School Services Program providers. The Contractor will work with a future contractor, if needed, at the end of this contract to transition all material and procedures without disruption.

Specific Standards IT Policies, Standards and Procedures (PSP) Contractors are advised that the State has methods, policies, standards and procedures that have been developed over the years. Contractors are expected to provide proposals that conform to State IT policies and standards. All services and products provided as a result of this RFP must comply with all applicable State IT policies and standards. Contractor is required to review all applicable links provided below and state compliance for the publicly available PSPs in their response. Non-public PSPs are available to bidders under NDA.

Public IT Policies, Standards and Procedures (PSP):

DTMB - IT Policies, Standards & Procedures (michigan.gov)

List all exception(s):

Acceptable Use Policy To the extent that Contractor has access to the State’s computer system, Contractor must comply with the State’s Acceptable Use Policy, see 1340.00.130.02 Acceptable Use of Information Technology (michigan.gov). All Contractor Personnel will be required, in writing, to agree to the State’s Acceptable Use Policy before accessing the State’s system. The State reserves the right to terminate Contractor’s access to the State’s system if a violation occurs.

List all exception(s):

SOM Digital Standards All software items provided by the Contractor must adhere to the State of Michigan Application/Site Standards which can be found at SOM Applications and Site Standards (michigan.gov).

List all exception(s):

ADA Compliance 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 and software applications. All websites, applications, software, and associated content and documentation provided by the Contractor as part of the Solution must comply with the Digital Accessibility Standards. See Terms and Conditions Section 12 Accessibility Requirements for additional information. Applicable standards can be found at SOM Applications and Site Standards (michigan.gov) under the SOM Digital Accessibility Guidelines heading.

List all exception(s):

Bidder must acknowledge their agreement with this section and provide details for how they will meet the requirements:

User Type and Capacity

Contractor must be able to meet the expected number of concurrent Users listed above.

List all exception(s):

Bidder must explain how it will be able to support the expected number of concurrent Users. Bidder must also explain whether the Software can scale up or down without affecting performance:

Bidder must provide details regarding latency response time for (i.e., Generate Page Load, standardized reporting, ad hoc reporting):

The Bidder must identify what network connectivity or equipment will the State be required to have to meet the expected latency response time?

Hosting Contractor must maintain and operate a backup and disaster recovery plan to achieve a Recovery Point Objective (RPO) of 24 hours, and a Recovery Time Objective (RTO) of 24 hours.

List all exception(s):

Bidder must review the State’s standard Contractor Hosted Software and Services attached as Schedule D - Service Level Agreement for Hybrid Purchases. Bidder must note any exceptions to the Service Level Agreements (SLA) by redlining Schedule D - Service Level Agreement for Hybrid Purchases.

Bidder must include a copy of its Disaster Recovery Plan either in this response box or identified here as an attachment to this RFP labelled as Disaster Recovery plan.

Bidder’s Disaster Recovery Plan:

Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

1) retain all data for the entire length of the Contract.

2) delete its data or request the deletion of its data, even data that may be stored offline or in backups.

3) transfer its data back to the State or to a new vendor or new solution.

4) transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

5) retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

List all exceptions:

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

Products and Services In managing its obligation to meet the above milestones and deliverables, the Bidder is required to utilize the applicable State Unified Information Technology Environment (SUITE) methodologies, or an equivalent methodology proposed by the Bidder.

SUITE’s primary goal is the delivery of on-time, on-budget, quality systems that meet customer expectations. SUITE is based on industry best practices, including those identified in the Project Management Institute’s PMBoK and the Capability Maturity Model Integration for Development. It was designed and implemented to standardize methodologies, processes, procedures, training, and tools for project management and systems development lifecycle management. It offers guidance for efficient, effective improvement across multiple process disciplines in the organization, improvements to best practices incorporated from earlier models, and a common, integrated vision of improvement for all project and system related elements.

While applying the SUITE framework through its methodologies is required, SUITE was not designed to add layers of complexity to project execution. There should be no additional costs from the Bidder, since it is expected that they are already following industry best practices which are at least similar to those that form SUITE’s foundation.

SUITE’s companion templates are used to document project progress or deliverables. In some cases, Bidders may have in place their own set of templates for similar use. Because SUITE can be tailored to fit specific projects, project teams and State Program Managers may decide to use the Contractor’s provided templates, as long as they demonstrate fulfillment of the SUITE methodologies.

List all exception(s):

The Bidder is required to review http://www.michigan.gov/suite and demonstrate how each PMM/SEM requirement will be met. Bidders wishing to use their own documents must submit an example of the document that will be substituted. If the Bidder deems a document to be non-applicable, please provide reasons for the determination. The State reserves the right to give final approval of substituted documents and items marked as non-applicable.

Bidder must describe how they will meet the requirements set forth above and note any exceptions for successful implementation and ongoing support of the Software:

Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

1) retain all data for the entire length of the Contract.

2) delete its data or request the deletion of its data, even data that may be stored offline or in backups.

3) transfer its data back to the State or to a new vendor or new solution.

4) transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

5) retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

List all exceptions:

Bidder must review and explain how the data retention, disposal, and retrieval requirements will be met by the solution and describe its data management capabilities (storage limitations, duration, etc.). If the Solution does not allow the State to perform these activities itself, the bidder must explain how it will support the State’s compliance with these requirements.

Acceptance Acceptance The State will use the following criteria to determine acceptance of the Contract Activities:

The Contractor must provide a 5% sample to ensure coding accuracy.

List all exception(s):

Staffing Contractor Representative The Contractor must appoint one Contractor Representative specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities, answer questions related to ordering and delivery, etc. (the “Contractor Representative”).

The Contractor must notify the Contract Administrator at least 30 calendar days before removing or assigning a new Contractor Representative.

List all exception(s):

Bidder must identify its Contractor Representative:

Program Manager The Program Manager for each party will monitor and coordinate the day-to-day activities of the Contract (each a “Program Manager”):

Kevin Bauer 400 S. Pine St, 7th Floor Lansing, MI 48933 BauerK2@michigan.gov 517-284-1197 [Name] [Street Address] [City, State, Zip] [Email] [Phone]

Customer Service Number The Contractor must specify its customer service number for the State to contact the Contractor Representative. The Contractor Representative must be available for calls during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its Customer Service Toll-Free Number:

Technical Support, Repairs and Maintenance The Contractor must specify its toll-free number for the State to contact the Contractor for technical support, repairs and maintenance. The Contractor must be available for calls and service during the hours of 8:00 am to 5:00 pm EST.

List all exception(s):

Bidder must identify its toll-free technical support number:

Work Hours The Contractor must provide Contract Activities during the State’s normal working hours Monday – Friday, 7:00 a.m. to 6:00 p.m.

List all exception(s):

Key Personnel The Contractor must appoint one Contractor Representative who will be directly responsible for the day-to-day operations of the Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 24 hours.

The State has the right to recommend and approve in writing the initial assignment, as well as any proposed reassignment or replacement, of any Key Personnel. Before assigning an individual to any Key Personnel position, Contractor will notify the State of the proposed assignment, introduce the individual to the State’s Project Manager, and provide the State with a resume and any other information about the individual reasonably requested by the State. The State reserves the right to interview the individual before granting written approval. In the event the State finds a proposed individual unacceptable, the State will provide a written explanation including reasonable detail outlining the reasons for the rejection. The State may require a 30-calendar day training period for replacement personnel.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, resignation, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under the Termination for Cause section of the Standard Contract Terms. It is further acknowledged that an Unauthorized Removal will interfere with the timely and proper completion of this Contract, to the loss and damage of the State, and that it would be impracticable and extremely difficult to fix the actual damage sustained by the State as a result of any Unauthorized Removal. Therefore, Contractor and the State agree that in the case of any Unauthorized Removal in respect of which the State does not elect to exercise its rights under Termination for Cause, Contractor will issue to the State the corresponding credits set forth below (each, an “Unauthorized Removal Credit”):

i. For the Unauthorized Removal of any Key Personnel designated in the applicable Statement of Work, the credit amount will be $25,000.00 per individual if Contractor identifies a replacement approved by the State and assigns the replacement to shadow the Key Personnel who is leaving for a period of at least 30-calendar days before the Key Personnel’s removal.

ii. If Contractor fails to assign a replacement to shadow the removed Key Personnel for at least 30-calendar days, in addition to the $25,000.00 credit specified above, Contractor will credit the State $833.33 per calendar day for each day of the 30-calendar day shadow period that the replacement Key Personnel does not shadow the removed Key Personnel, up to $25,000.00 maximum per individual. The total Unauthorized Removal Credits that may be assessed per Unauthorized Removal and failure to provide 30-calendar days of shadowing will not exceed $50,000.00 per individual.

Contractor acknowledges and agrees that each of the Unauthorized Removal Credits assessed above: (i) is a reasonable estimate of and compensation for the anticipated or actual harm to the State that may arise from the Unauthorized Removal, which would be impossible or very difficult to accurately estimate; and (ii) may, at the State’s option, be credited or set off against any fees or other charges payable to Contractor under this Contract.

The Contractor must identify the Key Personnel, indicate where they will be physically located, describe the functions they will perform, and provide current chronological résumés.

List all exception(s):

A. The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification.

3. Identify which of the required key personnel positions they are fulfilling.

4. Key Personnel’s roles and responsibilities, as they relate to this RFP, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

5. Identify if each Key Personnel is a direct, subcontract, or contract employee.

6. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal.

7. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

8. Identify each Key Personnel’s percentage of work time devoted to this Contract.

9. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

B. The Contractor must provide detailed, chronological resumes of all proposed Key Personnel, including a description of their work experience relevant to their purposed role as it relates to the RFP.

Qualifications will be measured by education and experience with particular reference to experience on projects similar to that described in the RFP.

Bidder must provide the resumes and information as required above – either in this response box or identified here as an attachment to this RFP labelled as “[Company Name] - Resumes”.

Bidder must provide answers to the questions below:

Does Bidder’s key personnel have at least two years of experience working directly with statewide RMTS process and cost reporting/settlement?

Does Bidder’s key personnel have ability to develop and implement training modules and present them to ISD/LEA staff at various sites across the State and/or by web conference?

Does your company have statistical and sampling expertise that complies with published MDHHS program policy and CMS specifications and the ability to manipulate and validate a large volume of data that changes each quarter?

Does Bidder’s key personnel have Statewide System Implementation experience?

Does Bidder’s key personnel have Client Support skills?

Does Bidder’s key personnel have Professional development and training skills?

Does Bidder’s key personnel have Cost Allocation methodology experience?

Does…