BEN-25-048- Exhibit A Requirements.xlsx

Instructions

Agency Requirements

1. Information Security

2. Data Standards

3. Prohibited Hardware and Software Services

4. Artificial Intelligence

Policies are located at: https://www.vita.virginia.gov/policy--governance/policies-standards--guidelines/

If proposed solution does not, please provide details that specify the Standard/Policy and how Supplier's solution does not comply.

2A Supplier’s proposed solution conforms with the accessibility requirements of Virginia Code § 2.2-3502, as the term “accessibility” is defined in Virginia Code § 2.2-3501.

- If yes, Supplier shall certify by providing a current Supplier-paid and completed Accessibility Conformance Report indicating the level of the proposed solution’s conformance with the accessibility requirements.

If not applicable to this procurement, mark “N/A” in Column D and provide an explanation.

5A Supplier shall ensure all appropriate staff have read the Commonwealth’s security policies, standards and guidelines, applicable to the proposed solution, located at the following URL. https://www.vita.virginia.gov/policy--governance/policies-standards--guidelines/

Please state yes or no and explain the top 5 concerns you identify, if any.

Additional information regarding VITA's Artificial Intelligence Standards is available at the following URL:

https://www.vita.virginia.gov/artificial-intelligence/ 2B If any aspect of Supplier's proposed Solution or performance of the proposed Services contain AI as defined in EO 30 and VITA’s Artificial Intelligence Standards, then describe the process that Supplier will follow to ensure that Customers, as applicable, have registered the Solution/Services with VITA before a purchase order is fulfilled.

Additional information regarding VITA's Artificial Intelligence Standards is available at the following URL:

https://www.vita.virginia.gov/artificial-intelligence/

Describe the process for ensuring that VITA cloud approval has been obtained before a purchase order has been placed.

If proposed solution does not comply, please provide details that specify the Standard/Policy and how Supplier's solution does not comply.

https://www.vita.virginia.gov/policy--governance/architecture/cov-technology-roadmaps/

If proposed solution does not only use Approved versions of COV technologies, please provide details on the technologies utilized.

2D For IT solutions and technologies that are not covered within COV Technology Roadmaps, describe if the proposed solution only uses versions or models of IT solutions and technologies that are current (N and N-1) and have vendor or equivalent support.

Example: an IT management utility that only works with a EOL database or N-2 operating system

Note 3: many N and N-1 versions are defined in the COV Technology Roadmaps 3D Describe if the proposed Solution ensures IT solutions and services as well as everything supporting supplier provided or managed technologies, IT solutions, and services shall comply with VITA Policies, Standards, and Guidelines for all supplier provided and managed technologies.

Note: This includes processes, IT solutions, technologies, devices, personnel, etc.

4D Describe if the proposed solution produces a documented lifecycle including information on currency, general availability, and support (end of service life and end of support) for all supplier provided or managed IT solutions and technologies. Note: See COV Technology Roadmaps for more information.

Supplier shall document all versions of software that their services consume or provide. This includes all software that the service providers will be using to host, develop, support, test, and deploy their IT solutions (operating systems, languages, databases, editors, etc.).

Supplier shall produce and maintain defined and VITA-approved baselines for all supported technologies for all IT solution and technologies provided or managed by Supplier.

Note: Examples of baselines are Center for Internet Security (CIS) and Department of Defense (DoD) Security Technical Implementation Guides (STIGs).

https://eva.virginia.gov/eva-catalog.html 3E Supplier's solution shall have the ability to produce custom financial information and reporting as required to ensure proper accounting and financial management by VITA and Authorized Users, in compliance with the pronouncements of the Governmental Accounting Standards Board (GASB), with particular emphasis on Statements No. 87 "Leases" and No. 96 "Subscription-Based Information Technology Arrangements." Examples may include but are not limited to, asset/inventory management for leased equipment, discount/interest rates for leases, inventory management for software licenses including coverage terms, etc. For more information see:

https://www.gasb.org/standards-and-guidance/pronouncements

Reporting Requirements

All reports shall be submitted to the VDSS Program Administrator

Reports shall include, at a minimum:

Participant enrollment and demographics;

Services provided;

Outcomes (e.g., job placement, retention, and credential attainment);

Supportive services provided; and Program activity metrics as defined by VDSS 2 Ad Hoc Reporting: The Supplier shall provide ad hoc reports upon request by VDSS.

Unless otherwise specified by VDSS, ad hoc reports shall be submitted within:

Five (5) business days unless otherwise directed by VDSS.

The Supplier shall ensure all ad hoc reports are accurate, complete, and submitted within the timeframe specified by VDSS. Reports shall include all information and supporting documentation identified by VDSS in the request.

3 Report Format and Data Quality: The Supplier shall submit all required reports in formats specified by VDSS, which may include, but are not limited to:

Microsoft Excel;

CSV; and Secure data system uploads.

The Supplier shall ensure all reports are:

Accurate and complete;

Consistent across reporting periods; and Compliant with VDSS reporting requirements and applicable federal SNAP E&T reporting requirements.

4 Monitoring & Compliance: The Supplier shall support VDSS programmatic and fiscal monitoring activities, including annual reviews of participant case files.

The Supplier shall:

Provide access to requested case files within two (2) business days of the Agency's request;

Ensure all records are organized and available for programmatic monitoring, fiscal monitoring, audit, or review; and Address identified deficiencies within the timeframes established by VDSS.

Records Organization & Standards

The Supplier may organize participant case files in accordance with its internal agency standards; however, all records shall comply with VDSS documentation requirements and applicable federal SNAP Employment and Training (SNAP E&T) requirements.

The Supplier shall ensure consistency in recordkeeping practices across all participant case files.

Data Retention & Security

The Offeror shall maintain all participant records in accordance with: VDSS record retention policies; and Applicable federal and state laws and regulations.

The Offeror shall ensure all participant records are securely maintained and protected against unauthorized access, disclosure, alteration, or destruction.

Proposal Administration

At a minimum, the Supplier shall maintain documentation regarding:

Organizational purpose, mission, and service delivery model;

Organizational structure and staffing;

Geographic service areas;

Relevant organizational experience providing employment and training services;

Programs, services, and demonstrated experience supporting SNAP Employment and Training (SNAP E&T) participants;

Community partnerships and coordination efforts;

Proposed service delivery approach; and Any other information included within the Supplier's proposal that formed the basis of contract award.

The Supplier shall notify VDSS of any material changes affecting the information contained within its proposal and obtain written approval from VDSS when such changes materially impact performance under the Contract.

2 Need for Project: The Supplier shall perform services consistent with the needs identified within its proposal and shall continually assess participant and community needs throughout the Contract term.

The Supplier shall:

Maintain documentation supporting the continued need for proposed services;

Coordinate with VDSS regarding significant changes affecting service needs or delivery;

Utilize available demographic, labor market, program, and participant information to support service planning;

Monitor service utilization and participant outcomes to ensure services remain responsive to identified needs; and Adjust service delivery, when approved by VDSS, to address changing participant or community needs.

3 Description of Staff and Responsibilities: The Supplier shall maintain qualified personnel necessary to successfully perform all services required under the Contract.

The Supplier shall:

Maintain an organizational structure sufficient to support all contracted services;

Assign qualified personnel to perform program management, case management, reporting, administrative, and support functions;

Maintain current position descriptions and clearly defined staff responsibilities;

Ensure personnel possess the qualifications necessary to perform assigned duties;

Recruit and onboard replacement personnel as necessary to ensure continuity of services;

Monitor staff performance and implement corrective action when performance deficiencies are identified;

Ensure subcontractors, if utilized, possess the qualifications and experience necessary to perform assigned services;

Maintain an updated organizational chart identifying key personnel supporting the Contract; and Notify VDSS of changes to key personnel in accordance with Exhibit H – Statement of Work.

4 Program Goals and Objectives: The Supplier shall perform services in a manner that supports the program goals and objectives identified within its awarded proposal and the requirements established under this Contract.

The Supplier shall:

Implement services consistent with the service delivery approach described in its awarded proposal. Support participant achievement of employment, training, education, and self-sufficiency outcomes;

Monitor progress toward established program objectives;

Utilize performance data to improve service delivery;

Coordinate with VDSS regarding performance improvement initiatives; and Demonstrate compliance with all performance requirements established in Exhibit A, Exhibit H – Statement of Work, and Exhibit N – Service Level Agreements.

5 Evaluation: The Supplier shall maintain processes to evaluate program performance and continuously improve service delivery.

At a minimum, the Supplier shall:

Monitor progress toward program goals and objectives;

Maintain records supporting program performance;

Collect and analyze performance data;

Evaluate service effectiveness and participant outcomes;

Cooperate with VDSS monitoring, audits, and program evaluations;

Maintain documentation supporting reported performance results; and Implement corrective actions when performance deficiencies are identified.

6 Activities / Outcomes Work Plan: The Supplier shall perform services consistent with the approved Activities/Outcomes Work Plan submitted as part of its proposal.

The Supplier shall:

Perform activities necessary to achieve approved program goals and objectives;

Complete activities within approved implementation timeframes;

Maintain documentation supporting performance of all activities;

Monitor progress toward established outcomes;

Notify VDSS of significant deviations affecting approved activities or outcomes; and Obtain written approval from VDSS prior to implementing material changes to approved activities or performance outcomes.

7 Assurances, Certifications, and Required Forms: The Supplier shall maintain compliance with all certifications, assurances, representations, and required forms submitted as part of its proposal throughout the Contract term.

The Supplier shall:

Maintain financial capacity necessary to perform the Contract, including sufficient resources to support the SNAP E&T reimbursement model;

Maintain compliance with all applicable federal, state, Commonwealth of Virginia, and Agency requirements;

Maintain current non-discrimination and confidentiality policies;

Maintain current financial records and supporting documentation;

Maintain all organizational registrations, licenses, certifications, and authorizations required to perform the Contract, as applicable;

Maintain all certifications and assurances submitted as part of its proposal;

Maintain all required registrations and authorizations necessary to conduct business in the Commonwealth of Virginia; and Notify VDSS immediately of any material changes affecting its certifications, organizational status, financial condition, or ability to perform the Contract.

Program Requirements

The Supplier shall establish and implement a process to verify participant eligibility prior to enrollment in SNAP E&T services.

At a minimum, the verification process shall include:

Confirmation of SNAP participation through coordination with VDSS.

Verification of participant age through acceptable documentation (e.g., government-issued identification); and Confirmation that the participant is not actively receiving TANF benefits.

The Supplier shall document all eligibility verification activities in the participant case file.

2 Ongoing Eligibility Monitoring

The Supplier shall verify and document participant eligibility throughout participation in the SNAP E&T Program.

The Supplier shall ensure that:

Participants receive SNAP E&T services only during periods in which they are actively receiving SNAP benefits;

Participant eligibility is revalidated at least monthly, or more frequently if directed by VDSS; and Participants determined to be ineligible do not continue receiving SNAP E&T services beyond the period of eligibility.

3 Coordination with VDSS:

The Supplier shall coordinate with VDSS, as necessary, to:

Confirm participant eligibility status;

Resolve discrepancies in participant eligibility information; and Ensure compliance with applicable SNAP E&T program requirements.

4 Participant Assessment:

The Supplier shall conduct a comprehensive assessment for each SNAP Employment and Training (SNAP E&T) participant prior to placement into any SNAP E&T Component (service category).

For purposes of these Requirements, SNAP E&T Component means an allowable service category under the SNAP E&T Program, including, but not limited to:

Supervised Job Search;

Job Search Training;

Job Retention;

Work Experience;

Education; and Vocational Training.

The assessment shall evaluate, at a minimum:

Career interests;

Existing skills and strengths;

Work readiness; and Barriers to employment, including:

Physical and mental health needs;

Childcare needs;

Housing stability;

Educational or training needs; and Other basic needs.

5 Assessment Methodology:The Offeror shall establish, document, and implement an assessment methodology appropriate to its proposed service delivery model.

The assessment methodology may include standardized assessment tools, structured interviews, or other validated approaches.

The Offeror shall ensure assessments are:

Consistently applied;

Documented in participant case files; and Used to inform participant service delivery decisions.

6 Individualized Service Plan: The Supplier shall develop an individualized service plan for each participant based on the results of the participant assessment.

The individualized service plan shall:

Identify the appropriate SNAP E&T Component(s);

Establish participant goals and expected outcomes;

Define the services to be provided; and Include implementation timelines and milestones.

The Supplier shall maintain the individualized service plan in the participant case file and update it, as necessary, throughout program participation.

7 Service Placement: The Supplier shall ensure participant placement into SNAP Employment and Training (SNAP E&T) Components is based upon the participant assessment and documented individualized service plan.

The Supplier shall:

Place participants only into SNAP E&T Components that align with the participant's identified needs, goals, and service plan; and Document all service placement decisions in the participant case file.

8 Referral Process & External Coordination: The Supplier shall establish and implement a formal referral process for connecting participants to external services when participant needs cannot be met directly through SNAP E&T Components.

The referral process shall include, at a minimum:

Identification of appropriate partner organizations;

Documentation of referrals made; and Follow-up to confirm participant engagement with referred services.

The Supplier shall maintain a current list of referral partners, which may include:

Workforce development programs;

Educational institutions;

Housing and social service providers;

Childcare providers; and Health and behavioral health providers.

9 Post-Assessment Follow-Up:The Offeror shall conduct ongoing follow-up with participants following completion of the participant assessment and development of the individualized service plan.

Follow-up activities shall include, at a minimum:

Monitoring participant progress;

Updating individualized service plans, as necessary; and Ensuring continued alignment between participant needs, program goals, and services provided.

10 Non-Federal Match Requirement: The Supplier shall demonstrate its ability to provide one hundred percent (100%) non-federal funding for proposed SNAP Employment and Training (SNAP E&T) activities at the time of application.

Federal funds shall not be used to satisfy this requirement.

11 Required Financial Documentation: The Supplier shall provide documentation demonstrating its financial capacity to fund proposed SNAP E&T activities prior to reimbursement.

At a minimum, the Supplier shall submit:

The most recent audited financial statements or financial reports;

Documentation of available funding sources (e.g., operating budget, committed funds, or other revenue sources); and A signed attestation confirming that the proposed funding sources are non-federal in origin.

VDSS reserves the right to request additional financial documentation to validate funding sources.

12 Funding Source Identification: The Offeror shall identify and describe all funding sources proposed to support the SNAP E&T Program.

At a minimum, the Offeror shall identify:

Source of funds;

Amount of funding; and Confirmation that the funding source is non-federal.

The Offeror shall ensure all proposed funding sources are allowable under applicable SNAP E&T requirements.

13 SNAP E&T 50-50 Reimbursement Compliance:The Supplier shall acknowledge and comply with the SNAP Employment and Training (SNAP E&T) 50-50 reimbursement model.

The Supplier shall acknowledge that:

Reimbursement is limited to up to fifty percent (50%) of allowable expenditures; and Allowable expenditures must be incurred prior to reimbursement.

The Offeror shall demonstrate an understanding of the financial and operational requirements associated with the SNAP E&T 50-50 reimbursement model.

14 Participant-Level Cost Tracking: The Supplier shall maintain participant-level financial documentation to support reimbursement requests.

At a minimum, reimbursement requests shall:

Be directly attributable to individual SNAP E&T participants; and Be supported by verifiable documentation of services provided.

The Supplier shall maintain records sufficient to support all reimbursement claims.

15 Financial Management & Internal Controls: The Supplier shall establish and maintain financial management processes and internal controls sufficient to:

Track SNAP E&T program expenditures;

Ensure compliance with applicable SNAP E&T financial requirements;

Prevent the use of federal funds to satisfy the required non-federal funding requirement; and Maintain complete, accurate, and auditable financial records.

16 LDSS Coordination:The Supplier shall actively coordinate with participating Local Departments of Social Services (LDSS) to support SNAP Employment and Training (SNAP E&T) program delivery.

At a minimum, the Supplier shall:

Establish a designated point of contact for LDSS coordination;

Participate in coordination meetings with LDSS at least monthly, or as otherwise directed by VDSS; and Collaborate with LDSS staff regarding participant referrals and service alignment.

17 Referral Development:The Offeror Supplier develop and implement a strategy to increase referrals of eligible SNAP participants into SNAP Employment and Training (SNAP E&T) services.

The Supplier shall:

Establish baseline referral levels within ninety (90) calendar days of Contract performance;

Propose measurable referral targets that align with program capacity; and Track and report referral activity in accordance with the Reporting Requirements.

One recommendation: Instead of requiring the Offeror to "propose measurable referral targets," consider stating "develop measurable referral targets subject to VDSS approval." That gives VDSS oversight rather than allowing each Offeror to define its own success criteria.

18 Outreach & Engagement:The Supplier shall develop and implement outreach and engagement strategies to increase awareness of and participation in SNAP Employment and Training (SNAP E&T) services.

Strategies may include, but are not limited to:

Community outreach events;

Coordination with workforce partners;

Collaboration with community-based organizations; and Targeted engagement of underserved populations.

The Supplier shall describe its outreach methods and expected outcomes.

19 Collaboration with LDSS: The Supplier shall collaborate with participating Local Departments of Social Services (LDSS) to align SNAP E&T services with participant needs and program objectives.

Collaboration activities shall include:

Coordination of participant service plans, as appropriate;

Sharing program updates and performance information, as requested by VDSS; and Participation in joint planning or strategy discussions, as requested by VDSS.

The Suplier shall document collaboration activities.

20 Partnership Development: The Supplier shall establish and maintain partnerships that support employment and training opportunities for SNAP Employment and Training (SNAP E&T) participants.

Partnerships may include:

Employers;

Workforce development organizations;

Educational institutions; and Community-based organizations.

The Supplier shall:

Identify key partners;

Describe each partner's role; and Demonstrate how each partnership supports participant access to employment and training opportunities.

21 Partnership & Referral Performance: The Offeror shall monitor and report outcomes related to referral and partnership activities.

At a minimum, reported metrics shall include:

Number of referrals received from LDSS;

Number of participants enrolled through LDSS referrals;

Number of partnerships established;

Participant outcomes associated with partnership activities, including job placements and training completions, where applicable.

The Offeror shall report these metrics in accordance with the Reporting Requirements.

22 Data Tracking & Documentation: The Supplier shall track and maintain participant-level and program-level data necessary to support SNAP Employment and Training (SNAP E&T) program administration, reimbursement, monitoring, and reporting.

The Supplier shall ensure all data is:

Accurate;

Complete; and Supported by verifiable documentation.

23 Case Management Services: The Supplier shall provide case management services to all SNAP Employment and Training (SNAP E&T) participants throughout program participation.

All SNAP E&T participants shall receive case management services and participate in at least one (1) allowable SNAP E&T Component in accordance with applicable federal SNAP E&T requirements.

Case management services shall include participant assessment, development and maintenance of an individualized service plan, coordination of services, participant progress monitoring, ongoing participant support, and referral to supportive services, as appropriate, in accordance with these Requirements.

24 Records Management: The Supplier shall establish, maintain, and retain complete and accurate participant case files for all SNAP Employment and Training (SNAP E&T) participants receiving services under the Contract.

Case files may be maintained in paper, electronic, or hybrid format and, at a minimum, shall include:

SNAP eligibility verification;

Intake and assessment documentation;

Release of information documentation;

Attendance or participation records;

Participant progress documentation;

Credentials obtained, if applicable;

Employment verification, if applicable; and Documentation of supportive services and other relevant participant information.

The Supplier shall maintain participant case files in accordance with applicable federal and state laws, VDSS records retention requirements, and these Requirements.

The Supplier shall make participant case files available to VDSS for programmatic and fiscal monitoring, audit, and compliance activities upon request.