CSP902220_LDC037_Contract_Revised.pdf

Index No.: LDC037

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

AGING AND DEPARTMENT OF MEDICAID PROGRAMS

CONTRACT NUMBER: CSP902220 EFFECTIVE DATES: 01/01/20 TO 06/30/21

* Renewal through 07/31/25

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

CSP902220 that opened on 09/06/19. 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 Department of Aging and Department of Medicaid 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:

www.ohio.gov/procure

* Amended to renew the contract for one month, per Amendment 12, effective 07/01/25.

Eff. Date: 01/01/20

MUTUALLY AGREED UPON CLARIFICATIONS

• Public Partnerships, LLC is in compliance with IRS, state and local regulations with no outstanding audit finding by these regulatory authorities as it relates to the FMS process.

• Workers’ compensation premiums are not part of the service budget for individuals. The workers’ compensation employer taxes are part of the service billing rate.

• The Time4Care EVV solution proposed by Public Partnerships, LLC. will not be used. Medicaid has an EVV solution in place that will be used.

• The State of Ohio has determined that travel time between work sites that occurs after a consumer-directed provider has worked 40 hours in a work week shall be compensated at one and one-half times the Ohio minimum wage or the federal minimum wage, whichever is higher. ODA will provide the vendor additional information how the travel time is currently tracked and paid upon meeting with Public Partnerships, LLC.

• Communication of changes in federal and state Medicaid laws, rules, and policies to individuals and providers:

o Public Partnerships has both the experience and multi-channel capacity to effectively communicate changes in Medicaid policies to both individuals and providers. Any effort to organize a communication campaign begins with our Strategic Client Engagement team and specifically the Project manager. The Project Manager will be instrumental in interpreting the changes, communicating the operational and administrative impacts internally, and initiating a communications plan with our Marketing director. The communications plan will leverage several functional areas and modes of communication to ensure the participants and providers know the what, why and when of any changes.

o Effective communication of Medicaid changes truly starts on the front lines with well-trained and educated Customer Experience representatives. Upon interpreting the changes and operational impacts, the Project Manager will take the lead in formulating internal informational trainings. Training pertaining to changes in Medicaid policies are designed to ensure all call center representatives become subject matter experts on the changes, how they will impact participants and providers, and the timeline. Each representative will be well versed in frequently asked questions which will be updated and built upon regularly throughout the communication campaign.

o In conjunction with the development of internal training and preparedness activities, we will develop written materials covering the core aspects of the changes. All messaging, questions and answers and other written materials will be vetted with the Department prior to distribution. Upon finalizing the communications, we then leverage our telephony, information technology systems and operational capacity to ensure information on the changes are delivered through various channels. These communication channels are described below:

Mail: PPL has a robust Operations center capable of readily producing mass mailings for thousands of individuals and providers.

BetterOnline™ Web Portal: Our BetterOnline web portal is capable of generating pop up messages upon log-in to communicate critical information on changes.

Message of the Day: PPL’s telephony platform allows us to tailor Messages of the Day that callers hear upon dialing PPL customer service.

BLAZE: PPL has the ability to launch thousands of calls within minutes through auto-dialing technology.

Webinar: PPL can host informational webinars and/or conference calls for individuals and providers.

o PPL has extensive experience handling communication and education campaigns in recent years. We have supported tens of thousands of individuals and provider through changes to the Fair Labor Standards Act, roll out of Difficulty of Care and the Live-in-Exemption, and most recently, Electronic Visit Verification. In the event of changes in federal and state Medicaid laws, rules, and policies, PPL will serve as an experienced partner to the Department in ensuring participants and providers are well educated on the changes and how they may be benefitted or otherwise impacted.

Eff. Date: 10/29/21

MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODA

The following interim reimbursement process for claims processed and paid by the Contractor to providers will be in effect until the Department and Contractor mutually agree to implement the invoicing process for reimbursement of paid claims described on Page 65 of the RFP, Supplement One, FMS Invoice Process For PASSPORT Waiver Program. Parties will mutually review the reimbursement and invoicing process minimally quarterly with intent to transition to the future process.

Additional changes to the reimbursement process, other than as outlined on Page 65 of the RFP, will be subject to good faith negotiations between the parties with the expectation that such changes will be memorialized in a further amendment after a process of mutual evaluation and cost analysis.

The Department will provide Contractor with a file called the Service Authorization Report (SAR). The SAR will serve as the mechanism by which the Contractor receives consumer, provider, and service-related information from the Department’s billing and service management system, PIMS. The PIMS generated SAR will guide the Contractor’s determination on payment of timesheets to providers. Contractor will be responsible for processing provider timesheets for payment submitted within timeframes established and mutually agreed upon by Contractor and the Department, using the SAR to validate the service was authorized by the Department. If a service plan adjustment is required it will be made by the Department or its designee and communicated through the SAR. Adjustments may be in the form of an increase or decrease. The content of the SAR will be agreed upon by both parties. ODA will upload the Service Authorization Report daily to the Contractor’s specified secured share file location. Contractor shall be responsible for any payments to providers that were not communicated on the SAR.

Provider payroll will be twice monthly on the 15th and last day of the month. The Department and Contractor will agree on the last day that timesheets may be submitted for inclusion in the established provider payment schedule for the service dates of the 1st -15th and the 16th – end of the month.

Following processing of payment to providers, Contractor shall submit invoice claims to the Department. Contractor will submit administrative fee documentation and service fee backup documentation one time per month at a mutually agreed upon date. The Department will review all documentation for completeness prior to payment to Contractor in accordance with the net 30 state guidelines.

* MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODA

Due to the approval of the 2021-2023 Ohio biennium budget, the rates for some PASSPORT services, including participant directed services, have increased by 6.1%. These rate increases will be effective on November 1, 2021. To accommodate these increases, ODA has requested the following changes from the Contractor:

• Update provider wages in FMS portal by use of NAVISION for 520 Choices Home Care Attendant Service (CHCAS) and 6 Consumer Directed Personal Care (CDPC) providers to reflect the November 1, 2021 effective date. These updates will:

o Ensure employer-employee wage agreements are linked to appropriate participants; and o Update service authorization details to reflect new rates.

• Claims and adjustments submitted for payment up to 365 days after October 31, 2021, and for services rendered up to October 31, 2021, will be paid at the rate in effect prior to November 1, 2021.

o For example:

Service is rendered at 10.00/hr. January 1, 2021, but the claim was not submitted;

The consumer directed provider received a .60 increase;

On November 25th the claim is submitted for payment;

• PPL shall pay the claim at 10.00/hr.

Or the claim was submitted on October 31, 2021 for 5 hours of service, but should have been submitted for 5.5 hours;

The claim is corrected, requiring an adjustment after October 31, 2021;

• The 0.5-hour adjustment shall be paid at 10.00/hr.

ODA will provide a spreadsheet to the Contractor with all provider and participant information, along with the new pay rates. The Contractor will use this information to update the provider’s rates in NAVISION with an effective date of November 1, 2021.

The Contractor will issue a one-time charge of $10,000.00 to ODA to make the changes listed above. All other costs and charges will remain the same. Any additional rate increases after these changes will be handled by the Contractor’s current manual process.

* Amended to add Mutually Agreed Upon Changes relating to changes to PASSPORT services with the Department of Aging, per Amendment 3, effective 10/29/21.

Index No. LDC037 Eff. Date: 08/22/22

* MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODA

ODA has requested the receipt of any overtime premium dollars (0.5x the regular rate) as a separate claim from any straight time dollars (1.0x the regular rate). ODA has also requested that any overtime premium claims should include the note “OT” within the 2400 level NTE segment and the number of units that are directly related to those overtime dollars.

To support these requests, the Contractor will do the following:

For all hours (40+) which qualify for overtime within program rules, at 1.5x a Provider’s regular rate:

• The Contractor shall submit a separate claim (CLM segment) for all dollars related to the straight time portion (where rate is 1.0x regular rate).

• The Contractor shall submit a separate claim (CLM segment) for all dollars related to the overtime premium portion (where rate is 0.5x regular rate).

• The Contractor shall include an NTE segment within the 2400 loop with note “OT” for the overtime premium claim.

• The Contractor shall not include any NTE segment within loop 2300 for any claim.

• This shall apply both to overtime calculated from timesheets submitted by providers and timesheet data the

Contractor receives from other FMSs.

To support these changes, ODA shall submit to the Contractor an 835 file that shall contain one payment record (CLP segment) for every claim record (CLM segment) that the Contractor has submitted, following accepted 835 X12 TR3 guide standards. Each 835 file that ODA submits to the Contractor may have up to 5,000 payment records (CLP segments).

Requirement 1: Billing System Service Matrix Changes

• Changes shall apply to Customer No OH-PASSPORT-AOE.

• Changes shall apply to both service codes:

o T2025:UB:U1 o T2025:UB:U2

• The configuration for rolling up the straight time and overtime consumer (OTC) and overtime third party (OTTP) records from the Navision system shall be removed.

• The overtime records (OTC & OTTP) shall be sent to ODA as a separate claim.

• OTC and OTTP records from the Navision system shall have the ability to roll up together as a single claim.

• One or more OTC records from the Navision system shall have the ability to roll up together, without an OTTP record, as a single claim.

• One or more OTTP records from the Navision system shall have the ability to roll up together, without an OTC record, as a single claim.

Requirement 2: 837 Configuration Changes

• The internal overtime modifiers of OTC and OTTP shall be suppressed from the 837 file.

• The configuration of adding Loop 2300 NTE segment to an overtime related claim shall be removed.

• When an overtime premium claim is sent to ODE (OTC & OTTP), the Contractor shall include in Loop 2400 the following segment: NTE*ADD*OT~

The Contractor will issue a one-time invoice for $39,143.00 to ODA to make the changes listed above. All other costs and charges will remain the same.

* Amended to add Mutually Agreed Upon Changes relating to overtime charges for the Department of Aging, per Amendment 4, effective 08/22/22.

Eff. Date: 09/22/23

* Page 5

** MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODA

Due to a recent change in Ohio law updating PASSPORT waiver changes in 173-39-02.4(B)(5)(b) that requires providers to retain the tasks completed to comply with the requirements of Ohio Administrative Rule 173-39-02(B)(10)(a)(i) by recording:

i. Description of activities provided.

ii. Unique identifier of the provider to attest to providing the service.

iii. Unique identifier of the individual to attest to receiving the service.

To accommodate these changes, ODA has requested the following changes from the Contractor:

1. Modify the BetterOnline Web Portal to require a provider to indicate that they completed at least one of the following tasks when submitting their time for a shift for any paid hour service code:

a. Bathing

b. Dressing

c. Hygiene

d. Elimination

e. Transfers

f. Meal Preparation

g. Feeding

h. Daily Homemaking

i. General Cleaning

j. Laundry

k. Shopping/Errands/Appts

l. Transporting

m. Respite

n. Other

2. Modify the BetterOnline Web Portal to allow the provider the option of entering information in the Notes field.

3. Modify the BetterOnline Web Portal to allow the following user roles to view electronically submitted tasks and notes with the time entry details:

a. Passport Administrative Agency

b. Case manager

c. Participant

d. Provider

e. PPL Admin

f. ODA Admin

4. Modify the BetterOnline Web Portal to allow the following user roles to view submitted tasks and notes in Consumer

Documents:

a. Passport Administrative Agency

b. Case manager

c. Participant

d. PPL Admin

e. ODA Admin

5. Modify Time4Care to require that a provider indicates that they completed at least one of the following tasks when submitting their time for a shift for any paid hour service code:

a. Bathing

b. Dressing

c. Hygiene

d. Elimination

e. Transfers

f. Meal Preparation

g. Feeding

h. Daily Homemaking

i. General Cleaning

j. Laundry

k. Shopping/Errands/Appts

l. Transporting

m. Respite

n. Other

* Amended for pagination, per Amendment 6, effective 09/22/23.

** Amended to add Mutually Agreed Upon Changes relating to PASSPORT task tracking for the Department of Aging, per Amendment 6, effective 09/22/23.

Eff. Date: 06/24/24

MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODA (con’t)

6. Modify Time4Care to allow the provider the option of entering information in the Notes field.

7. Modify Time4Care to allow the following user roles to view electronically submitted tasks and notes with the time entry details:

a. Participant

b. Provider

8. Configure Business Process Management to add a task sheet as an option for triage.

a. The task sheet shall be triaged as “Task Sheet”.

b. The task sheet shall function as an N/A document.

c. The task sheet shall be visible in Consumer Documents in the BetterOnline portal.

9. Validate submitted timesheets to ensure that there is at least one task that has been submitted for each shift.

a. If timesheets submitted via IVR, or telephony via the call center, is implemented in the future, they shall not be subject to this validation.

The Contractor will issue a one-time invoice for $22,817.90 to ODA to make the changes listed above. All other costs and charges will remain the same.

The $22,817.90 price is based on the following assumptions:

1. Other than as specified above, the Mutually Agreed Upon Changes will have no impact on current reports, call center volume, printing or postage costs, or authorization, timesheet, enrollment, invoicing, or claims reimbursement processes.

2. After implementation, the Mutually Agreed Upon Changes will not require operational manual labor to support the change.

3. ODA agrees to respond to Contractor’s inquiries and requests regarding these Mutually Agreed Upon Changes within 3 business days.

ODA and the Contractor agree, except as specifically provided by this Mutually Agreed Upon Changes Amendment, all other provisions of the Agreement shall remain in full force and effect and no other part of the Agreement is in any way altered, amended, or changed by this Amendment. This Amendment constitutes the sole and complete understanding of ODA and the Contractor with respect to its subject matter and supersedes all prior or contemporaneous communications between ODA and the Contractor concerning such subject matter. If there is any conflict between the terms of this Amendment and the terms of the Agreement, as amended, this Amendment shall control.

* MUTUALLY AGREED CHANGES TO SCOPE OF WORK

The Contractor will provide an alternative Electronic Visit Verification (EVV) system in accordance with 5160-1-40 of the Ohio Administrative Code. The EVV system will be created and implemented for services provided under this Contract by 07/01/24.

All current approved PASSPORT, and MyCare providers will be enrolled in the EVV system by the program start date of 07/01/24. All PASSPORT, MyCare, and Ohio Home Care Waiver (OHCW) providers that are approved for those programs after 07/01/24 will be enrolled in the EVV system as part of the Contractor’s enrollment process of the provider.

There will be no additional costs for the creation or implementation of the EVV system, including provider enrollment.

* Amended to add Mutually Agreed Changes to Scope of Work relating to the alternative Electronic Visit Verification system, per Amendment 8, effective 06/24/24.

Eff. Date: 10/21/24

* Page 7

MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODM

ODM is implementing a self-direction service delivery model for the Ohio Home Care Waiver, as identified in the RFP CSP902220 for this Contract. With this service option becoming available, ODM is also expanding self-direction program options for the MyCare Ohio Waiver. The anticipated start date of this service is 10/1/24 pending approval of the Waiver program by the Centers for Medicare & Medicaid Services (CMS). If the start date of service is delayed due to CMS review or other unforeseen circumstances, the Contractor and ODM will mutually agree to a new start date after approval is complete.

The Contractor and ODM will establish the Waiver program implementation steps and timeline by mutual agreement.

Implementation must be completed with sufficient time to allow the Contractor to begin service on the agreed start date. ODM will verify completion of all agreed implementation steps prior to launch of the Waiver program. A one-time fee will be charged for the mutually agreed implementation after implementation is verified as complete. The terms of the new Waiver program are as follows:

A. Ohio Home Care Waiver Requirements

1. The Contractor shall process Self-Directed Caregiver payroll weekly.

2. “Self-Directed Caregivers” are employees of the individual enrolled on the ODM-administered waiver program, with support from the financial management service and waiver case manager. Waiver case managers work for ODM-contracted case management agencies.

3. The Contractor shall complete and file the IRS Form SS-4 and required State forms so each individual employer can receive a FEIN number and be established as the employer of record for their workers. The Contractor shall maintain copies of the IRS FEIN notification letter and the filed Form SS-4 in the individual’s file.

4. The Contractor shall operate a system for retiring individual’s FEIN and all State and federal records when the individual employer is no longer the permanent employer.

5. The Contractor shall execute an IRS Form 2678, Employer/Payer Appointment of Agent, and receive written IRS employer agent authorization for each individual employer it represents. The Contractor shall maintain copies in each individual employer’s file.

6. The Contractor shall complete and file the appropriate State forms recognized by the State unemployment and income tax agencies to be a fiscal agent.

7. The Contractor shall have an electronic system for preparation and distribution of individual employer and individual Self-Directed Caregiver forms packets to the individual employer. The Contractor will prefill documents with demographic and other basic information. Instruction on how and when each of the forms should be completed by the individual employer and the worker will be included in the packets.

The Contractor shall provide the enrollment packet to the individual employer within three (3) business days of the request, and the packet shall include:

a. Information about the Fiscal Employer/Agent’s (F/EA) services and operations.

b. One-page enrollment form that collects basic information on a worker.

c. ODM-supplied Medicaid Provider Enrollment Agreement (ODM form 10283).

d. Document describing the differences between the worker wage and billing rate, including information on employer- and employee-related taxes and expenses.

e. All applicable IRS documents.

f. Individual Employer/Employee Agreement Form.

g. Immigration and Naturalization Service Form I-9.

h. Employment Eligibility Verification Form.

* Amended to add Mutually Agreed Upon Changes relating to the Ohio Home Care Waiver program, per Amendment 10, effective 10/21/24.

* Page 8

** MUTUALLY AGREED UPON CHANGES BETWEEN CONTRACTOR AND ODM (con’t)

i. Background Check Consent Form.

j. An attestation that the individual employer’s forms and documentation are subject to review by ODM.

k. Participant employees Withholding Allowance Certificate and associated federal (if requested) and State income tax and SUTA withholding forms.

l. Blank and sample time sheets with instructions for use of the Contractor’s time-keeping system.

m. Yearly calendar of payroll dates.

n. Possible Federal Tax Refund Due to the Earned Income Credit (EIC).

o. Earned Income Credit Advanced Payment Certificate with instructions on how and when each form should be completed by the individual employer and his or her Self-Directed Caregiver.

p. A list of the forms the individual employer should keep a personal copy of and which completed forms should be submitted to the F/EA for processing.

q. Information regarding the availability of the communication mechanism, including the hours the representative is available, and the response period for messages and mail inquiries.

r. Examples of expenditure reports and information that explains these reports.

s. Program forms identified by ODM.

8. The Contractor shall collect and maintain all forms in a record for each individual employer’s individual Self-Directed Caregiver. All records must be available to ODM upon request.

9. The Contractor shall complete individual Self-Directed Caregiver enrollment processing within fourteen (14) calendar days of receipt of a completed enrollment form. Enrollments may be for Self-Directed Caregivers serving individuals enrolled on the OHCW or MyCare waiver. Enrollment processing includes:

a. Verification of all applicable ODM-required individual Self-Directed Caregiver enrollment requirements.

b. Conducting criminal background checks for the purpose of enrollment as directed by ODM with each background check initiated within two (2) business days of Contractor-approval of enrollment and receipt of a complete Background Check Consent Form and attestation. Contractor will upload all background check results in Contractor’s electronic system for Self-Directed Caregivers upon receipt. Per the authorization of the Self- Directed Caregiver, Contractor will provide ODM with access to a Self-Directed Caregiver’s criminal background reports in Contractor’s electronic system for Self-Directed Caregivers. Within two business days of uploading the background check results to the system, Contractor will notify ODM of the reports with any discrepancies of findings that are available for review.

c. Completing limited screenings as specified in 5160-1-17.8 of the OAC within 2 business days.

d. Assigning unique identification numbers to each enrolled Self-Directed Caregiver.

10. The Contractor will invoice ODM for the reimbursement cost of any criminal background checks, not charge the individual employer or individual Self-Directed Caregiver. Criminal record checks will be billed to ODM for reimbursement on a per- invoice basis.

11. The Contractor will notify ODM of any individual Self-Directed Caregiver applicant who cannot be approved, using a format provided by ODM.

12. The Contractor shall prepare a written agreement for the individual employer to sign detailing the employer’s responsibilities. The Contractor will respond to questions or provide clarification regarding this agreement before being signed by the employer.

* Amended for pagination, per Amendment 10, effective 10/21/24.

** Amended to add Mutually Agreed Upon Changes relating to the Ohio Home Care Waiver program, per Amendment 10,

* Page 9

13. The Contractor shall prepare and distribute materials that serve as a resource for the individual employer. The materials should describe the responsibilities that the individual employer accepts when hiring their own Self-Directed Caregivers and provide detailed, step-by-step explanations for meeting their responsibilities. The Contractor shall include examples of required forms to be completed and detailed instructions.

14. The Contractor shall assist the individual employer with the applications for Workers’ Compensation and

Unemployment Compensation.

15. The Contractor shall complete and submit the Ohio New Hire Report (https://oh-newhire.com/#/public/public-landing/login).

16. The Contractor shall provide information for the individual Self-Directed Caregiver on accurate time reporting, completion of time sheets, and identifying and reporting Medicaid Fraud. The Contractor shall provide periodic information to individual Self-Directed Caregivers as changes occur in procedures, reporting, or systems.

17. The Contractor shall collect, process, and verify timesheets of each individual employer’s employees for the authorized services as outlined in the individual’s waiver service plan and within the individual budget.

18. In accordance with the invoicing process in the Contract, the Contractor shall submit an invoice listing individuals receiving services, with the service start date and end dates, the invoice total, and total number of individuals served during the month. Additional invoice details will be agreed upon by ODM and the Contractor. The Contractor will also submit claim-level detail based on individual Self-Directed Caregiver time sheets. Contractor claims submission shall occur on a schedule as agreed upon with ODM. Contractor shall make individual Self-Directed Caregiver payroll payments weekly. Payment by the Contractor to the individual Self-Directed Caregivers shall be made based on verified timesheet claims and visits verified through the Electronic Visit Verification System provided by ODM.

19. The Contractor shall withhold, file, and deposit FICA, FUTA, and SUTA taxes in accordance with federal, IRS, Department of Labor, applicable State and local rules and regulations for individual employers and their individual Self-Directed Caregivers.

20. The Contractor shall withhold, file, and deposit federal, State, and local income taxes in accordance with federal, IRS, applicable State Department of Taxation, Worker Compensation rules, Unemployment Compensation, and local tax code.

21. The Contractor shall ensure individual employers’ individual Self-Directed Caregivers are paid in accordance with the Federal and State Department of Labor Fair Labor Standards Act (FLSA), including overtime.

22. The Contractor shall keep accurate records of all travel time claimed and compensation paid to a consumer directed Self-Directed Caregiver using the documentation developed by the contractor and ODM.

23. The State shall reimburse the Contractor for travel time compensation paid to Self-Directed Caregivers upon submission and approval of monthly invoices.

24. The Contractor shall make advance payments of federal Earned Income Credit (EIA) to eligible individual Self- Directed Caregivers.

25. The Contractor shall comply with the IRS regulations using the Electronic Federal Tax Payment System (EFTPS).

26. The Contractor shall comply with all program electronic filing requirements.

27. The Contractor shall ensure individual employers are in compliance with applicable federal and State income and employment taxes, FICA, statutory benefits [e.g., unemployment (FUTA/SUTA)], disability and worker’s compensation insurance, and labor laws related to the employment of their workers.

28. The Contractor shall file year-end taxes and forms and follow end of year tax processes including but not limited to applicable W-2’s.

** Amended to add Mutually Agreed Upon Changes relating to the Ohio Home Care Waiver program, per Amendment 10, effective 10/21/24.

https://oh-newhire.com/#/public/public-landing/login https://oh-newhire.com/#/public/public-landing/login

* Page 10

29. The Contractor shall process payroll for individual employers in accordance with applicable federal, State, and local rules and regulations. Payments shall be issued to 99% the individual Self-Directed Caregivers within seven (7) days of accurate and complete timesheet submission.

30. The Contractor shall prepare and submit the required reports to all State/County agencies and individuals/representatives.

31. The Contractor shall determine when an individual employer is no longer a permanent employer and file and pay final State Income Tax (SIT) and State Unemployment Tax (SUTA) on their behalf and retire their tax accounts and ID numbers.

32. The Contractor shall broker workers’ compensation insurance. The Contractor shall have a plan in place to monitor the process and pay workers’ compensation insurance premiums for each individual it represents in accordance with Ohio’s worker’s compensation insurance law and for maintaining the relevant documentation in each individual’s file.

33. The Contractor shall process all judgments, garnishments, tax levies, or any related holds on participant employee’s funds as may be required by local, State, or federal laws.

34. The Contractor shall implement a system for processing workers’ direct deposit.

35. The Contractor shall withhold other deductions as authorized by the individual Self-Directed Caregiver.

36. The Contractor shall respond to individual employer or Self-Directed Caregiver inquiries within one (1) business day.

37. The Contractor shall provide individual employers or Self-Directed Caregivers any request for information within five

(5) business days.

38. The Contractor shall keep lists of individual Self-Directed Caregivers who agree to be on a registry and provide referrals to individuals seeking individual Self-Directed Caregivers in their geographic area.

39. The Contractor will pay all services and supports within authorizations and budget supplied by the case management agency. Self-Directed Caregivers are paid at the wage agreed upon with the employer. Services approved under budget authority are paid in accordance with and to the supplier identified by the authorization.

B. Ohio Home Care Reporting Requirements

1. The Contractor shall produce twice monthly statements for each participant employer and provide a report to the individual’s assigned care manager accounting for all payments made to individual Self-Directed Caregivers. The Contractor shall include in these statements and in the report the following information:

a. The name and identification number of the employer; and

b. The employer’s workers’ name and identification number, wages, taxes, and insurances paid for the current period and year-to-date compared to the amount authorized for the current period and year-to-date.

The reports will be in an agreed upon format between ODM and the contractor. The Contractor shall submit these reports no later than five (5) business days following the pay period.

2. The Contractor shall produce a semi-annual report to the ODM contract manager noting payment of Workers’ Compensation premium listing the name of employer, amount paid, period covered, and date of payment. The Contractor shall submit these reports no later than July 31 and January 31 for the previous six (6) months.

3. The Contractor shall produce a quarterly reports and submit them by the fifteenth (15) of the month after quarter end to the ODM contract manager. If the fifteenth falls on a weekend or holiday, the reporting day is the next business day. The reports must be in a format agreed upon by ODM and the Contractor and contain the following:

** Amended to add Mutually Agreed Upon Changes relating to the Ohio Home Care Waiver program, per Amendment 10,

* Page 11

a. FMS performance reports:

i. call center statistics, including call abandonment rate, blockage rate, and average speed of answer,

ii. number and type of complaints and resolutions,

iii. number and percent of Self-Directed Caregiver payment errors, including submission errors,

iv. individual employer rosters, including name, waiver program, and date self-directed services began.

b. Caregiver enrollment reports:

i. Number of individual Self-Directed Caregiver employment packets distributed,

ii. Number of caregiver packets returned as incomplete or denied due to not meeting enrollment requirements,

iii. Roster of Self-Directed Caregivers, including name, type of Self-Directed Caregiver, date enrolled by the FMS, date Medicaid provider enrollment agreement completed, date background check completed, date(s) database screenings completed, date(s) any other requirements met (if applicable), date Self- Directed Caregiver began providing services.

c. Payroll processing performance reports:

i. Number of time sheets processed within 7 days of submission; and

ii. Number of payments issued within 7 days of timesheet submission.

4. The Contractor’s shared system must allow ODM staff to query all data from the system without technical intervention to perform quality checks. The Contractor will also supply OHCW related data weekly to ODM’s electronic data warehouse using agreed upon file specifications.

In addition to the terms above, the following terms will be added to the existing language found in Supplement Two – FMS Invoice Process for Ohio Department of Medicaid Programs:

The Contractor will submit an invoice listing of individuals with the service start date and end dates, the invoice total, and total number of individuals served during the month. Invoices for claims can be submitted by the Contractor weekly or as determined by the Contractor. Additional invoice details will be agreed upon by ODM and the Contractor.

Payment by the Contractor to the individual providers shall be made based on verified timesheet claims that have passed ODM adjudication requirements. Adjudication will include, but not be limited to, service authorization, employer eligibility and employee eligibility. ODM and the Contractor will establish an agreed upon process for communication with employers, employees, and ODM’s case management designee for claims that have failed the adjudication process. The Contractor will inform employees within one (1) business day of ODM notification adjudication failure. Employee payroll will be weekly. ODM and the Contractor will agree on the last day that timesheets will be submitted for inclusion in the payment for the services.

The Contractor may submit invoices for monthly PMPM rates based on the actual number of program individuals assigned to the Contractor for services in a given month, multiplied by the specific rate for the program. An individual is established for administrative payment on the date established or terminated by ODM or its designee. The structure of the notification document and alert system will be agreed upon by ODM and the Contractor.

** Amended to add Mutually Agreed Upon Changes relating to the Ohio Home Care Waiver program, per Amendment 10,

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MUTUALLY AGREED UPON CHANGES TO TERMS AND CONDITIONS

PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES: No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

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COST SUMMARY

Statewide Financial Management Services for The Department Aging and Department of Medicaid Programs

CSP902220

UNSPSC CATEGORY CODE: 84110000, 93150000

OAKS ITEM NUMBER

DESCRIPTION OF SERVICE

RATE

37341

Monthly PMPM Rate for Common Law Employer Option (OAKS ITEM NUMBER 37342 for Blanket Encumbrance)

$90.00

37343

Per Check Fee (OAKS ITEM NUMBER 37344 for Blanket Encumbrance)

$22.48

** Monthly PMPM Rate for Ohio Home Care Waiver Program ** $95.00

** Standard Criminal Record Check – Fee Per Check ** $26.00

** FBI Background Check – Fee Per Check ** $37.25

40287 November 2021 CHCAS/PCS Rate Increase System Changes (One-time Charge)

$10,000.00

40930 August 2022 Overtime Premium System Changes (One-time Charge) $39,143.00

August 2023 PASSPORT Task Tracking System Changes (One-time Charge) $22,817.90

** 2024 Ohio Home Care Waiver Program Implementation (One-time Charge) ** $165,000.00

All work done under the Contract to be awarded as a result of CSP902220 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 add various rates relating to the Ohio Home Care Waiver program, per Amendment 10, effective 10/21/24.

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CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO.: CSP902220

177551 TERMS: Net 30 Days Public Partnerships, LLC.

8000 Avalon Blvd. #300 Alpharetta, GA 30009

CONTRACTOR'S CONTACT:

John Hunt Telephone: (617) 336-2952 E-Mail: jhunt@pplfirst.com mailto:jhunt@pplfirst.com

Eff. Date: 07/01/25

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

12 07/01/25 This amendment is issued to notify that the State elects to exercise its option to renew the subject Contract for an additional one month, effective 07/01/25 through 07/31/25.

11 03/07/25 This amendment is issued to advise that this contract will not be renewed beyond the current expiration date of 6/30/25. This contract will be rebid.

10 10/21/24 This amendment is issued to add Mutually Agreed Upon Changes relating to the Ohio Home Care Waiver program. This amendment also re-paginates the contract.

9 07/01/24

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 12 months, effective 07/01/24 through 06/30/25. This amendment is also issued to update the rate for the Monthly PMPM Rate for Common Law Employer Option.

8 06/24/24 This amendment is issued to add Mutually Agreed Changes to Scope of Work relating to the alternative Electronic Visit Verification system. This amendment also re-paginates the contract.

7 05/03/24 This amendment is issued to update the address for Public Partnerships, LLC., effective 05/03/24.

6 09/22/23

This amendment is issued to add Mutually Agreed Upon Changes relating to PASSPORT task tracking for the Department of Aging and to add an additional one-time charge to the Cost Summary. This amendment also updates the contractor contact information and re-paginates the contract.

5 07/01/23

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 twelve (12) months, effective 07/01/23 through 06/30/24. This amendment is also issued to update the contractor contact information. All other prices, terms and conditions remain unchanged.

4 08/22/22

This amendment is issued to add Mutually Agreed Upon Changes relating to the PASSPORT Overtime Billing Method and FMS system changes with the Department of Aging and to add OAKS Item #40930, effective 08/22/22. This amendment also adds the Prohibition of the Expenditure of Public Funds for Offshore Services language, updates the contractor contact information, and re-paginates the contract.

3 10/29/21 This amendment is issued to add Mutually Agreed Upon Changes relating to changes to PASSPORT services with the Department of Aging and to add OAKS Item #40287, effective 10/29/21.

2 07/01/21 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 twenty-four

(24) months, effective 07/01/21 through 06/30/23.

1 05/14/20

This amendment is issued to add language regarding the reimbursement process between the Contractor and the Department of Aging, effective 05/14/20. This amendment is also issued to add Page 3, repaginate the Contract, and add the Summary of Amendments.