Consultation_and_technical_assistance_to_access_Title_IV-E_funding_(Addendum_#1_Revision).pdf

LETTER OF INTEREST

CONSULTATION AND TECHNICAL ASSISTANCE TO ACCESS TITLE

IV-E FUNDING

(NO. 2023.100-LOI)

FOR

Washington County, Oregon

RELEASE DATE: June 12, 2023 DEADLINE FOR QUESTIONS: June 20, 2023

RESPONSE DEADLINE: June 23, 2023, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Consultation and technical assistance to access Title IV-E funding

1. Introduction

2. Scope of Work

3. Vendor Questionnaire

Consultation and technical assistance to access Title IV-E funding

1. INTRODUCTION

1. Summary

Contractor will be responsible for providing consultation and technical assistance directed to the continuation of an integrated work plan and systems process that will allow Washington County to access federal claiming assistance for eligible county juvenile offender-clients under Title IV-E of the Social Security Act for client maintenance, staff administration, and staff training. The payment for these services will be based on a percentage of the reimbursements the County is able to collect from Title IV-E program.

2. Contact Information

Kiersten Vanderhoof Procurement Analyst II 155 North First Ave, Ste 270, MS 28 Hillsboro, OR 97124 Email: kiersten_vanderhoof@washingtoncountyor.gov Phone: (503) 846-3585 Department:

Juvenile

3. Timeline

Release Project Date June 12, 2023

Question Submission Deadline June 20, 2023, 5:00pm

Submission Deadline June 23, 2023, 5:00pm

Contractor Selection Date June 26, 2023 mailto:kiersten_vanderhoof@washingtoncountyor.gov tel:(503)846-3585

Consultation and technical assistance to access Title IV-E funding

2. SCOPE OF WORK

1. Overview and Purpose

This contract will be responsible for providing consultation and technical assistance directed to the continuation of an integrated work plan and systems process that will allow Washington County to access federal claiming assistance for eligible county juvenile offender-clients under Title IV-E of the Social Security Act for client maintenance, staff administration, and staff training.

The payment for these services will be based on a percentage of the reimbursements the County is able to collect from Title IV-E program.

2. Scope of work, any plans and/or specifications.

A. CONTRACTOR recognizes that the Washington County Juvenile Department can file Title IV-E Maintenance Claims. This would generate federal reimbursements quarterly for services the County staff are already performing. CONTRACTOR will define and document reimbursable activities of Juvenile Probation staff. In the process, CONTRACTOR will implement a time keeping system, and prepare and submit Enhanced Title IV-E Administrative Claims for the Juvenile Department. CONTRACTOR will process eligibility packets, maintain a tracking mechanism for eligibility packets, assemble eligibility rates, enter OR-Kids placement data, as well as prepare and submit all quarterly Title IV-E Maintenance Claims and Revisions for the Juvenile Probation Department. (see fee structure below).

B. During the course of this engagement, the Contractor will also look for other Federal revenue optimization opportunities within the County.

C. Payment: The Contractor will not charge for travel or training, nor will the Contractor charge for their audit services to ensure Washington County Juvenile Department is accurately maximizing each Title IV-E claim. The Contractor will submit an invoice for payment after the County receives the Title IV-E reimbursement from Oregon Department of Human Services (DHS).

D. Fee Structure: CONTRACTOR will be paid its fees per its contract with Washington County, Oregon on all amounts generated from this program. CONTRACTOR' s fees are fifteen percent (15%) of any reimbursements received for the Title IV-E Administrative claims. The fee for Title IV-E Maintenance claims is fifteen percent (15%) and five percent (5%) for the OR Kids placement date entry.

E. CONTRACTOR agrees that in the unlikely event any funds recovered by the County as a result of this Agreement be subsequently disallowed, that the related fees paid to CONTRACTOR based on such disallowed reimbursements will be credited against future payments to CONTRACTOR or be promptly repaid to the County should this agreement be terminated. In any event, the monetary amount of damages and the full extent of

Consultation and technical assistance to access Title IV-E funding

CONTRACTOR' s liability to the County, if any, shall be strictly limited to the amount of funds paid to, or owed to, CONTRACTOR as a result of this Agreement.

F. Audit Risk: If in the event, the Washington County Juvenile Department is audited by DHS or the Federal Government, the Contractor will be responsible for support and documentation of any claims that have been processed on behalf of the Washington County Juvenile Department.

Consultation and technical assistance to access Title IV-E funding

3. VENDOR QUESTIONNAIRE

1. Letter of Interest*

I acknowledge that submitting a response to this Letter of Interest signifies interst in performing the service(s) and submitting a proposal to an RFP if one is issued these services.

☐ Yes

☐ No *Response required

2. Electronic Submittal*

By electronically submitting this response the Supplier attests and certifies that:

1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Suppliers's representative authorized to contractually bind the Supplier.

2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

3. Respondent agrees that the action of electronically submitting its response constitutes:

a. an electronic signature on the responses, generally,

b. an agreement to conduct business electronically,

c. an electronic signature on any form or section specifically calling for a signature, and

d. an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement.

☐ Yes

☐ No *Response required

3. Information*

Provide individual or business name, contact: name, phone number, and email address.

*Response required

4. Credentials*

By submittal of this electronic form I certify that I meet the minimum qualifications for performing the service(s) as outlined in this Request for Interest.

Consultation and technical assistance to access Title IV-E funding

☐ Please confirm *Response required

5. Past Employment*

Have you or a member of your staff been emplyed by Washington County in the last six months?

☐ Yes

☐ No *Response required

6. Tax*

The responder hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318. Responder understands that Washington County may terminate any contract if contractor fails to comply with any tax laws during the term of the contract.

☐ Yes

☐ No *Response required

7. Solicitation Awareness*

How did you find out about this opportunity?

Select all that apply

☐ Oregon Buys

☐ Link was emailed directly to me

☐ Washington County Website

☐ DJC Oregon, Portland Tribune or other printed media

☐ Twitter, Facebook or other social media

☐ Planning Center, Plan room. etc *Response required