RFP 202606112 FA for IPF Response Form.docx

RFP #202606112

Fiscal Agent for Individual Planning Funds

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

· If subcontractors are involved, Bidders must clearly identify the work each will perform.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. General Requirements

1. Ensure the awarded Bidder and its overarching organization, as applicable, throughout the duration of the contract resulting from this RFP:

a. Are not a MaineCare provider;

b. Are not a provider of any underlying service(s) being reimbursed; and

c. Do not make any request for IPF funding.

B. Individual Planning Funds (IPF) Requirements

1. Develop an online method by which Families and service providers can request Individual Planning Funds (IPF) via the Children’s Behavioral Health Services (CBHS) website which is:

a. Secure and HIPAA compliant, utilizing appropriate encryption and secure transmission to protect privacy and confidentiality of personal information; and

b. Allows for attachments to the request, including but not limited to service or goods quotes and/or invoices and the Child’s individualized treatment/service plan(s) and/or plan of care to support Medical Necessity.

2. Review IPF requests within two (2) business days of receipt for completeness and eligibility according to the Department’s process.

a. Children eligible for IPF must be actively enrolled in MaineCare with verification documentation included in the IPF request and all requests must include documentation validating Medical Necessity.

3. Approve or deny the IPF request, as applicable, within five (5) business days after reviewing the IPF request.

a. Garner Department approval for any IPF request that cumulatively exceeds five thousand dollars ($5,000) per year/per Child and any other requests that require approval, as specified in the Anticipated IPF Service Categories (Appendix H).

4. Provide communication, via electronic and postal delivery, to the IPF requestor on the status of the IPF request within five (5) business days of the date of IPF decision (approval/denial).

5. Issue payment via check, Automated Clearing House (ACH) Transfer, or other method approved by the Department within five (5) business days of approved IPF requests.

a. Ensure no payment is made for any invoice or request that has not received a prior approval, as specified by the Anticipated IPF Service Categories (Appendix H).

6. Utilize the Anticipated IPF Service Categories (Appendix H) prioritization requirements for approvals once available IPF funding has approximately twenty-five percent (25%) remaining.

a. Notify the Department within two (2) business days once funding has approximately twenty-five percent (25%) remaining.

C. Information Management

1. Maintain an information management process that is capable of:

a. Tracking all IPF requests received, including date of request submission, category of request received, approval or denial status, payment date and status, and any other associated follow-up information;

i. Ensure all IPF tracking identifies the Recipient.

b. Receiving and transmitting service quotes, goods invoices, and other relevant documents for the IPF request via electronic transmission, paper, or fax, as necessary;

c. Managing the payment process to include payment generation through check or ACH transfer, or other method approved by the Department;

d. Producing all required reports requested by the Department; and

e. Creating and maintaining notifications to the IPF requestor related to errors in invoicing and payment of the IPF.

D. Confidentiality Requirements

1. Obtain and maintain insurance as outlined in the current State of Maine IT-Service Contract (IT-SC), Rider B-IT, Section 19. Insurance Requirements. The current IT-SC may be obtained on the Office of State Procurement Services Forms & Templates webpage.

2. Implement risk assessment and vulnerability scanning policies and procedures for collecting sensitive information electronically (PII, PHI, and/or other confidential data) as part of the services provided as a result of the contract awarded under this RFP, at minimum to be equivalent to current MaineIT Policies & Standards for:

a. Risk Assessment Policy & Procedures; and

b. Vulnerability Scanning Procedure.

3. Comply with all current State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

4. The State will not consume (use) any awarded Bidder application, nor will the awarded Bidder consume (use) any State application.

E. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

0. Submit data to support the performance measures utilizing the Department’s Deliverables Performance Tracking Template (to be provided upon contract execution) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

Table 1 Mandatory Performance Measures

Office Goal/Initiative: Ensure all IPF payments are issued timely.

F. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

DHHS RFP Proposed Services Response Form (Rev. 10/2025)