CSP023110_Revised_Contract.pdf

Index No.: DMH015

Eff. Date: 07/01/25

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: STATEWIDE FINANCIAL MANAGEMENT SERVICES FOR THE DEPARTMENT OF

MENTAL HEALTH AND ADDICTION SERVICES' PROGRAMS

CONTRACT NUMBER: CSP023110 EFFECTIVE DATES: 08/01/24 TO 06/30/25

* Renewal through 06/30/27

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

SRC0000019847 that opened on 06/11/24. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Requirements Contract is available to the Ohio Department of Mental Health and Addiction Services as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

https://procure.ohio.gov/

* Amended to renew for 24 months from 07/01/25 through 06/30/027, per Amendment 2, effective 07/01/25.

Eff. Date: 08/01/24

MUTUALLY AGREED TERMS AND CONDITIONS

The Contractor agrees to provide verification that the insurance coverages listed in the RFP are secured. Verification must be provided no later than 9/12/24.

MUTUALLY AGREED CLARIFICATIONS

The Contractor has acknowledged and agreed to the following sections from the Scope of Work:

1. Section E. General Work Requirements, Item 4: The Contractor must maintain up-to-date information regarding any changes in federal and state laws, rules, and policies and communicate these changes to any relevant individuals or providers when needed.

2. Section E. General Work Requirements, Item 9: The Contractor must demonstrate OhioMHAS’ core values throughout its interactions on behalf of the Agency, including to contribute and collaborate, serve compassionately, deliver quality, and be accountable.

3. Section F. Customer Service and Communications, Item 7: The Contractor must respond to complaints within one business day and resolve all complaints within five business days. The Contractor must provide a report to the Agency after a complaint is resolved that summarizes the complaint and action(s) taken.

4. Section G. General Invoicing and Reimbursement Requirements, Item 1: The Contractor must operate by reimbursement from the Agency. Funds may be advanced at the discretion of the Agency to the Contractor.

5. Section G. General Invoicing and Reimbursement Requirements, Item 2: The Contractor must alert the Agency about unauthorized invoices and other payment authorization issues or discrepancies. The Agency must be notified of the issue within three business days, and the Agency will provide direction on how to respond.

6. Section H. Recovery Requires a Community Program Requirements, Item 3: The Contractor must reconcile processed payments of provider/participant claims on a monthly basis and submit the payment report to OhioMHAS’ Community Integration team monthly.

7. Section H. Recovery Requires a Community Program Requirements, Item 6: The Contractor must provide detailed invoices to the Agency that indicate reimbursement of goods and services, service payments, reimbursement of supplemental services, and Contractor check processing fees. Invoices must be sent to the Agency by the 15th calendar day of the following month. The first invoice submission is due by the 15th calendar day of the month following the first full month of the Contract.

8. Section H. Recovery Requires a Community Program Requirements, Item 7: The Contractor must receive individual, provider, and service award information via the Weekly Authorization Form provided by the Agency which will guide the Contractor’s determinations on payment to providers. The fields that comprise the content of the Weekly Authorization Form will include Client ID (SSN), Medicaid ID (MMIS), Date Awarded by the Agency, First and Last Name, Total Amount Awarded, Award Detail, County, Nursing Facility, Other Comments.

9. Section H. Recovery Requires a Community Program Requirements, Item 8: The Contractor must use the Weekly Authorization Form to make adjustments to an individual’s service award information which may be in the form of increases, decreases, award detail changes or reallocation of funds.

10. Section I. Peer Recovery Supporter Training Facilitation Requirements, Item 1: The Contractor must process reimbursements for this program so that facilitators receive direct deposit payment within five business days of the date that Contractor receives the invoice from OhioMHAS. In the case that a facilitator has requested to be paid by paper check in lieu of direct deposit, the paper check must be mailed within five business days of the date that Contractor receives the invoice from OhioMHAS.

11. Section I. Peer Recovery Supporter Training Facilitation Requirements, Item 3: Trainings delivered in Ohio prisons must be invoiced separately from all other training sessions. Transactions for each month must be grouped into two invoices.

12. Section L. Recovery Requires a Community Reporting Requirements, Item 2: The Contractor must produce a text file containing monthly funding by participant. This file must be submitted to the OhioMHAS’ Community Integration team on a monthly basis. File structure detail will be provided by the Agency.

MUTUALLY AGREED CLARIFICATIONS (con’t)

13. Section M. Peer Recovery Supporter Training Facilitation Reporting Requirements, Item 1: The Contractor must provide a monthly payment report for the Peer Recovery Supporter Training Facilitation Program. A separate monthly payment report must be provided for trainings delivered in Ohio prisons. Payment reports must include the following information:

a. Name(s) of the facilitator(s),

b. Training ID,

c. Dates of training,

d. Dates of payment(s), and

e. Amount paid.

14. Section N. Enhancing Quality Grant Reporting Requirements, Item 1: The Contractor must provide a monthly payment report for the Enhancing Quality Grant that includes the following:

a. Purchase order number,

b. Awardee Name,

c. Dates payment issued,

d. Payment Amount, and

e. Invoice Fee.

The Contractor has provided the following additional responses to the identified sections of the Scope of Work:

1. Section E. General Work Requirements, Item 4 Contractor Response: Any time there is a change in federal or state laws, rules, or policies affecting the contract, Morning Sun will immediately contact the appropriate Ohio personnel who oversee the affected program. This communication will initially be verbal and then follow-up communication with a written document detailing the changes is provided. Any communication that is relevant to other individuals being served will always include written communication detailing out the changed rules or policies along with relevant process changes.

2. Section F. Customer Service and Communications, Item 8 Contractor Response: Morning Sun Financial Services is committed to customer service that is always polite, courteous, and helpful. We operate a toll-free line that will include the ability to access financial management personnel including human resources, payroll, accounts payables, and billing. The Golden Valley, MN office, including the financial management staff, are available for customer service calls from 8:00am to 5:00pm CST. All in-coming and out-going calls will be tracked by all Morning Sun Financial Services personnel. Our staff record and track customer concerns, complaints and actions taken. All complaints are followed up promptly and corrective actions taken immediately. A master record of customer complaints is kept by our Program Administrator, and these are addressed with the Chief Operating Officer and the Chief Financial Officer. All Complaints will be reviewed with Morning Sun Financial Services staff members during monthly team meetings to improve our customer service experience.

Morning Sun Financial Services has a toll-free number for phone calls that routes calls to persons in all Morning Sun Financial Services departments so that participants can seek assistance during normal business hours (8am – 5pm CST) Monday through Friday (with the exception of holidays). A voicemail service is available for after-hours calls; all phone calls, emails and faxes will be responded to within one business day. Morning Sun Financial Services also has a TTY line for the hearing impaired and a language line for those who need interpreters.

All in-coming and out-going calls will be tracked by all Morning Sun Financial Services personnel. The call center log and statistics will be kept separate from the complaints/concerns log. Each Morning Sun Financial Services staff person will use the communication log to record the receipt, return, and tracking of phone calls and messages from Participants, Workers, and Case Managers. Each phone call will be recorded on the log and will include the following information:

• Name of Caller

• Date and time of phone call

• Note inbound or outbound call

• Purpose/Summary of the call

• When the call was returned (if it was received on a voicemail)

• Any other follow up action that needs to be taken

MUTUALLY AGREED CLARIFICATIONS (con’t)

Payment forms submitted for processing must include essential data to verify the service recipient, service dates, service provider, service type and cost of the service. Payment forms will be verified prior to payment. Forms may be submitted electronically via email or through a web portal, or they can be faxed, emailed, or mailed to the MSFS Golden Valley office. Forms are available on the MSFS website for Ohio at www.morningsunfs.com. The service recipient will complete the form with the required information and submit it to Morning Sun. Once payment requests are received the Morning Sun Accounts Payable team will follow internal procedures to vet, pay and bill the payment request in accordance with the Ohio Accounts Payable Program rules. If there are issues with the submitted claim, the Morning Sun Accounts Payable team will contact the person, Participant or Case Manager who submitted the claim to resolve the problem.

3. Section J. Enhancing Quality Grant Requirements, Items 1 to 8 Contractor Response: Morning Sun receives batches of payment requests from the Agency for the Enhancing Quality Grant Program. Other data received includes W-9 forms, ACH Authorizations and voided checks relative to the recipients of the funds that will be disbursed. Morning Sun reviews all W-9 forms and then uses the IRS TIN matching program to confirm that the tax ID information on the W-9 form matches current IRS records. If an ID does not match, Morning Sun will contact the Agency in order to troubleshoot the discrepancy. The ACH Authorization and voided checks are received in order to set up direct deposit transactions for the payments. The ACH authorization information and the voided checks are reviewed to make sure that the banking information matches. After Morning Sun has reviewed and confirmed all awardee information, vendor files are created and updated as needed in Morning Sun’s secure and HIPAA compliant financial system.

When payment request batches are received, Morning Sun will process large batches, defined as over 75 payment requests, within two weeks. Batches smaller than 75 payment requests will be processed within 5-7 business days.

Morning Sun will assign the appropriate vendor ID and enter the payments for processing into the Morning Sun secure and HIPAA compliant financial system. Morning Sun will process Enhancing Quality Grant payments once/week and payments will be made via direct deposit. Morning Sun will generate an ACH payment file from the financial system and upload the file to Morning Sun’s bank for payment processing. Morning Sun will then reconcile payments at the end of every calendar month and submit payment and billing reports to the Agency once billing is complete.

If an Enhancing Quality Grant payment must be returned, the Agency will notify Morning Sun, and the payment recipient shall return funds via check to Morning Sun’s corporate office. Once the funds have been received, Morning Sun will notify the Agency of receipt, and these funds will be available for future payments.

http://www.morningsunfs.com/

Index No. DMH015

COST SUMMARY

Statewide Financial Management Services for the Department of Mental Health and Addiction Services’ Programs

SRC0000019847

UNSPSC CATEGORY CODE: 84110000, 93150000

DESCRIPTION OF SERVICE ESTIMATED

ANNUAL VOLUME

OFFEROR’S PER

INVOICE RATE

(08/01/24 – 06/30/25)

* OFFEROR’S PER

INVOICE RATE

(07/01/25 – 06/30/27)

Invoice Fee (Recovery Requires a Community) 800 invoices per year $ 25.50 * $ 26.01

Invoice Fee (Peer Recovery Supporter Training Facilitation) 180 invoices per year $ 25.50 * $ 26.01

Invoice Fee (Enhancing Quality Grant)

300 payment requests per year $ 25.50 * $ 26.01

All work done under the Contract to be awarded as a result of this RFP will be paid according to the rates/fee payment structure. No other compensation for the selected Contractor’s services will be permitted.

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

* Amended to update the Offeror’s Per Invoice Rates and the Cost Summary page, per Amendment 2, effective 07/01/25.

Eff. Date: 03/07/25

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO.: CSP023110

0000210375 TERMS: Net 30 Days Morning Sun Financial Services of Ohio 9400 Golden Valley Rd.

Golden Valley, MN 55427

CONTRACTOR'S CONTACT:

* Stephanie DeForrest, Chief Financial Officer Telephone: * (763) 450-3780 E-Mail: * sdeforrest@orionassoc.net

* Amended to update contact information, per Amendment 1, effective 03/07/25.

mailto:sdeforrest@orionassoc.net

SUMMARY OF AMENDMENTS

Amendment

Number Effective

Date Description

2 07/01/25

This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional 24 months, effective 07/01/25 through 06/30/27. This amendment is also issued to update the Offeror's Per Invoice Rates and the Cost Summary page, effective 07/01/25.

1 03/07/25 This amendment is issued to update the contact information for Morning Sun Financial Services of Ohio, and to add a Summary of Amendments page.