A2 Statement of Work - RFP# 250000001016.docx

Schedule A2 – Statement of Work Request for Proposal No. 250000001016 PACAP Optimization

Background The Contractor must provide consulting services for the Michigan Department of Health and Human Services (MDHHS) Cost Allocation Plan (CAP), Indirect Cost Rate for Public Health Administration, and continued administration for the state’s four random moment time study (RMTS) instances.

SCOPE

The Contractor must provide consulting services for the Michigan Department of Health and Human Services (MDHHS) Public Assistance Cost Allocation Plan (PACAP), Indirect Cost Rate for Public Health Administration, and continued administration for the state’s four random moment time study (RMTS) instances.

1. Requirements

1.1 General Requirements

The Contractor must:

A. Assist MDHHS with the PACAP narrative to ensure it is kept up to date, compliant with federal regulations and best practices, and aligned with SIGMA PACAP reporting, advance planning documents (APDs) for information technology projects and program waivers.

B. Provide guidance and support to the PACAP team related to the administration of the PACAP narrative and processes supporting the PACAP narrative and SIGMA processing.

C. Use subject matter expertise on cost allocation and administrative claiming, stay informed of regulations impacting the PACAP and resolve questions and issues pertaining to the PACAP narrative and support processes proactively.

D. Review Federal Grants Division questionnaires, data pertaining to organizational changes, APDs, Medicaid waivers and interagency service agreements (ISA) and contracts, and new grants as well as other data to identify changes impacting the PACAP narrative to be discussed with MDHHS during Contractor’s onsite or virtually conducted visit each quarter.

E. Meet with PACAP team staff, Federal Grants Division Cost Allocation Plan (CAP) leads, and other MDHHS Division managers and staff as needed to determine and review all changes impacting the PACAP narrative for the upcoming quarter.

F. Review time studies, time tracking processes, and other processes supporting the PACAP as part of this onsite or virtually conducted work.

G. Work with the PACAP team to finalize the PACAP narrative amendment submission to Cost Allocation Services (CAS).

The tasks and timeline for this work are described below. The tasks are broken down into two sections based on tasks that must be conducted quarterly and tasks that must be conducted annually.

List all exception(s):

Bidder must describe their experience with setting up and maintaining Random Moment Time Studies:

1.2 Quarterly PACAP Narrative Project Management Tasks

The tasks and detailed work steps to be performed on a quarterly basis are listed below. The total hours and costs are on a per quarter basis.

Estimated Hours

Gather and Review Data Request Materials

Onsite or Virtual Meetings with MDHHS Staff

Prepare Draft PACAP Narrative Amendment

PACAP Narrative Amendment Submission

Estimated Quarterly Hours

*Dates pertain to the quarter prior to the quarter a CAP narrative amendment will be effective.

1.3 Annual PACAP Narrative Project Management Tasks

The Contractor must support MDHHS to review and respond to federal and state audit findings. The Contractor must perform the tasks and detailed work steps listed below annually.

Assist with Audit Findings

Estimated Annual Hours

List all exception(s):

Bidder must describe their experience with creating Public Assistance Cost Allocation Plans (PACAPs), which federal agencies have they worked with and how do they approach responding to questions posed by federal agencies about the PACAPs?

1.4 Preparation of the Indirect Cost Rate (ICR) for Public Health Administration (PHA) The Contractor must support MDHHS with the administration of the PHA ICR. This includes the following:

1. Analyze the impact of the MDHHS PACAP narrative on the PHA ICR and review data and federal guidance to assist with updating MDHHS ICR policies and procedures.

2. Review MDHHS’ preparation of the annual ICR to provide feedback on the ICR proposal documentation and assist with negotiation for federal approval of the annual ICR.

The table below provides the detailed work steps associated with this scope of services, estimated timeline, and hours.

End Date** Estimated Annual Hours

** Dates pertain to the estimated timeframe to complete the work once the scope of work is initiated

List all exception(s):

Bidder must describe their experience with creating Indirect Cost Rate Proposals and negotiating indirect cost rates with the federal government:

1.5 Administration for the state’s four Random Moment Time Studies (RMTS) The Contractor must administer the RMTS processes for each of the following staff groupings at MDHHS. Each staff grouping is set up as a separate “instance”. An instance is a unique group of staff with a unique set of questions resulting in a separate data set to allocate the costs of the unique group of staff. The specific data set may also be used to allocate other costs if approved in the public assistance cost allocation plan.

1. Family Independence Specialist and Eligibility Specialist (FIS/ES);

2. Children’s Services;

3. Adult Services; and

4. Child Placing Agencies (CPA).

5. Hosting fees are required for ongoing use of Contractor systems.

a. These expenses are reported separately from personnel costs and considered a separate line item in this contract amendment.

b. Contractor will not increase hosting fees during the contract year.

c. Future years may be subject to increases.

™ RMTS Hosting Fees

6. For all four instances of the software, the following table outlines the responsibilities of each party.

1. Host and Administer RMTS

X

2. Provide MDHHS System and Administrator Support/Address Technical Issues with System

X

3. Gather Participant Rosters (Note: MDHHS provides office/regional contact information to Contractor for CPAs so that Contractor can reach out to those individuals to provide updates to participant list)

4. Support Users on System Use through Dedicated E-mail Address (Note: both Contractor and MDHHS have dedicated hotline and e-mail address for participants)

5. Support Users on System Use through Dedicated Hotline (Note: the hotline will be staffed from 9:00 a.m. to 5:00 p.m. EST, excluding weekends and holidays; a voicemail box will always be available in the event that a live worker is unable to answer immediately)

X

7. Generate Monthly Response Reports

X

8. Review Subsample Results for Quality Control

X

9. Ongoing PACAP Amendments for Changes to RMTS Activities (Note: Contractor creates amendment documentation; MDHHS confirms edits and submits to Cost Allocation Services for review and approval)

10. Add Activities to the Decision-Tree

X

11. Quarterly Moment Generation

X

7. For all four instances of the RMTS, administering the RMTS includes(*):

a. Updating the participant rosters;

b. Monitoring the response rates;

c. Answering phone calls and e-mails;

d. Editing activity names/adding activities to the existing structure;

e. Creating results reports for MDHHS;

f. Assisting with auditor or cognizant agency questions related to RMTS reports and system functionality

g. Other activities as outlined in the table above.

8. Administering the RMTS does not include activities such as:

a. Overhauling all activities (rewriting them);

b. Redesigning the order of the questions or adding to the decision-tree set up; or

c. Creating a new RMTS for a new group of staff in addition to the 4 instances listed above.).

d. Any of these activities may require a contract amendment.

List all exception(s):

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

1.6 Ownership and Licensing Agreements

Contractor software services require an internet connection, utilization of unique login credentials for each application user, or coordinate with MiLogin (the State of Michigan’s single sign on application), and require annual licensing agreements. Licensing agreements must be in place for continued access to each system/instance of the system. The licensing agreements are between the Contractor and MDHHS. They are not required of individual users.

List all exception(s):

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

1.7 Additional, Ad Hoc Services

1. MDHHS may request additional, ad hoc consulting services from Contractor as necessary. Examples of this work in the past have included CCWIS consulting and Title IV-E eligibility rate reviews.

2. For additional ad hoc consulting services MDHHS requests, the Contractor must collaborate with MDHHS to estimate the hours required prior to commencing any consulting work and agree to a budget based on the hourly rate.

End Date** Estimated Hours

Additional consulting services for special projects

List all exception(s):

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

1.8 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 program area. The Contractor will work with a future contractor, if needed, at the end of this contract to transition all material and procedures without disruption.

In addition, the Contractor must:

a. Continue to maintain consistent communication with the State throughout the transition period to ensure services are unknot interrupted and complete.

b. Provide training to MDHHS and the new vendor, if applicable, that will help provide the PACAP.

c. Provide all requested reports and other records as requested by the Contract Administrator and/or the Agency Program Manager(s).

d. Provide all PACAP documentation and reports to either MDHHS or the new vendor, if applicable.

List all exception(s):

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

1.9 Training

The Contractor must explain its training capabilities and any training that is included in its proposal.

The Contractor must provide documentation and training materials.

List all exception(s):

Bidder must explain its training capabilities and any training that is included in its proposal:

1.10 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:

1.11 User Type and Capacity

DHHS

Contractor

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?

1.12 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:

1.13 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.

1.14 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:

1.15 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.

2. Acceptance

2.1. Acceptance

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

A. Documents are submitted to the DHHS Project Manager for review and approval.

B. Documents are dated and in electronic format, compatible with State of Michigan software (Microsoft Office 365).

C. Draft documents are not accepted as final deliverables.

1. DHHS approvals will be written and signed by the DHHS Project Manager.

2. DHHS issues with the deliverable will be documented and submitted to the Contractor.

3. After issues are resolved or waived, the Contractor will resubmit documents for approval within 10 Business Days of receipt.

List all exception(s):

3. Staffing

3.1. Contractor Representative

The Contractor must appoint one individual 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”). Bidder must identify its 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:

3.2. Program Manager

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

Suzanne Kyes 235 S Grand Ave Lansing, MI 48933 kyess@michigan.gov

[Name] [Street Address] [City, State, Zip] [Email] [Phone]

3.3. 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 toll-free technical support number:

3.4. Technical Support, Repairs and Maintenance

The Contractor must specify its Customer Service number for the State to contact the Contractor for technical support. 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:

3.5. 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):

3.6. Key Personnel

The Contractor must appoint two individuals 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 Resumes.

3.7. Organizational Chart

The Contractor must provide an overall organizational chart that details staff members, by name and title, and subcontractors.

Bidder must provide detailed information as required above – either in this response box or identified here as an attachment to this RFP labelled as Organizational Chart.

3.8. Disclosure of Subcontractors

If the Contractor intends to utilize subcontractors, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

3.9. Security

The Contractor will be subject the following security procedures:

The Contractor must explain any additional security measures in place to ensure the security of State facilities. The State may require the Contractor’s personnel to wear State issued identification badges.

The Contractor’s staff may be required to make deliveries to or enter State facilities. The Contractor must: (a) explain how it intends to ensure the security of State facilities, (b) whether it uses uniforms and ID badges, etc., (c) identify the company that will perform background checks, and (d) the scope of the background checks.

List all exception(s):

Bidder must explain any additional security measures in place to ensure the security of the State and its facilities:

4. Project Management

4.1. Project Plan

The Contractor will carry out this project under the direction and control of the Program Manager. Within 30 calendar days of the Effective Date, the Contractor must submit a final project plan to the Program Manager for approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

List all exception(s):

Bidder must submit its project plan as described above:

4.2. Meetings

The Contractor must attend the following meetings:

a. Contract Kick Off Meeting

b. Monthly status/progress meetings with MDHHS The State may request other meetings, as it deems appropriate.

List all exception(s):

5. Reporting

5.1. The Contractor must submit to the State Program Manager the following written reports by email:

1. Monthly progress reports with the following information for the period of performance:

a. Activities and accomplishments.

b. Problems encountered.

c. Significant findings and events.

d. Other activities.

e. Activities planned for next month.

Monthly reports are due within 30 days following the end of the performance period.

2. The Contractor must submit to the Program Manager by email quarterly RMTS Results Reports within 15 calendar days after the end of a quarter.

List all exception(s):

Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

6. Pricing

6.1. Price Term

Pricing is firm for the entire length of the Contract.

List all exception(s):

6.2. Price Changes

Adjustments will be based on changes in actual Contractor costs. Any request must be supported by written evidence documenting the change in costs. The State may consider sources, such as the Consumer Price Index; Producer Price Index; other pricing indices as needed; economic and industry data; manufacturer or supplier letters noting the increase in pricing; and any other data the State deems relevant.

Following the presentation of supporting documentation, both parties will have 30 days to review the information and prepare a written response. If the review reveals no need for modifications, pricing will remain unchanged unless mutually agreed to by the parties. If the review reveals that changes are needed, both parties will negotiate such changes, for no longer than 30 days, unless extended by mutual agreement.

The Contractor remains responsible for Contract Activities at the current price for all orders received before the mutual execution of a Change Notice indicating the start date of the new Pricing Period.

List all exception(s):

7. Ordering

7.1. Authorizing Document

The appropriate authorizing document for the Contract will be a Delivery Order (DO).

List all exception(s):

8. Invoice and Payment

8.1. Invoice Requirements

All invoices submitted to the State must include: (a) date; (b) delivery order; (c) quantity; (d) description of the Contract Activities; (e) unit price; (f) shipping cost (if any); (g) vendor-generated invoice number and (h) total price. Overtime, holiday pay, and travel expenses will not be paid.

List all exception(s):

8.2. Payment Methods

The State will make payment for Contract Activities via Electronic Funds Transfer.

List all exception(s):

8.3. Procedure

As a general policy, invoices must be submitted to the State Program Manager and the MDHHS Contracts Payment Unit by email at MDHHS-CPU@michigan.gov by the 30th day of the following month.

List all exception(s):

9. Service-Level Agreement (SLA) A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

B. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

C. Please Note: Should bidders require clarification or have any questions with regard to the SLAs, they should submit them during the Question and Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

SLA Metric 1. Timely Reporting

2. All deliverables will be accurate and free of errors. Incomplete or inaccurate reports will be returned to the Contractor.

The acceptable standard is 100% compliance.

Extenuating circumstances will be reviewed by the Program Manager before any Service Credits are assessed.

At the discretion of the State, these credits may be applied toward any payable due to the Contractor or be payable directly to the State.

List all exception(s):

Schedule B - Pricing Request For Proposal No. 250000001016 PACAP Optimization Contract

1. The Contractor must provide a pricing schedule for the proposed Contract Activities using this document. The pricing schedule should be submitted in a modifiable format (e.g. Microsoft Word or Excel); however, you may also submit an additional pricing schedule in a non-modifiable format (e.g., PDF). Failure to complete the pricing schedule as requested may result in disqualification of your proposal.

2. Price proposals must include all costs, including but not limited to, any one-time or set-up charges, fees, and potential costs that Contractor may charge the State (e.g., shipping and handling, per piece pricing, and palletizing).

3. The Contractor is encouraged to offer quick payment terms. The number of days must not include processing time for payment to be received by the Contractor's financial institution.

4. Quick payment terms: % discount off invoice if paid within days after receipt of invoice.

5. By submitting its proposal, the Contractor certifies that the prices were arrived at independently, and without consultation, communication, or agreement with any other Contractor.

Annual PACAP Narrative Project Management Tasks

Administration of PHA ICR

RMTS Hosting Fees

1. Timeframe and Costs

2. The Contractor must use the following timeline and costs for administering RMTS for each group of staff effective October 1, 2025.

Total:

The fixed price for this deliverable includes all costs.