RFP 04-16 Fiscal Management Services Q&A ODP funded provider, whether the control be direct or indirect. RFP 04-16 Fiscal Management Services Q&A RFP Section Question Answer 11 The

RFP 04-16

Fiscal Management Services

Q&A

RFP Section Question Answer

1

In reviewing this RFP Appendix M, page 2, #11 it states the contractor must provide a successfully passed SSAE-16 SOC2 audit report as a part of the proposal. VFS is a subsidiary of Veridian Credit Union a financial institution. As a financial institution, we are required and regulated to participate in an independent audit annually. We currently do not have SOC2 audit results as it was not an audit required of us in the past. Would the department accept our current audit results at the time of proposal? Can you confirm if a SOC 2 audit would preclude us from bidding?

The requirement to provide a SSAE-16 SOC2 audit report with the proposal submission is deleted.


2

Does this proposal impact in any way the consumers currently being served in the AWC/FMS model? Also would it affect AWC’s current vendors?

The Department assumes that “AWC/FMS” refers to the Office of Developmental Programs’ (ODP) Agency With Choice self-direction model. The Office of Long-Term Living (OLTL) does not use an Agency with Choice model. This RFP does not in any way impact participants in ODP’s AWC model, nor does it affect an AWC’s current vendors.


3

Are the 780 participants currently being served by PPL?

Yes, PPL is the current V/FA. As such, all of the 780 ODP participants in ODP administered programs are served in the VF/EA Model are served by PPL. PPL also provides VF/EA services to all participants in OLTL administered programs.


4 Does this RFP include the AWC model? Refer to the response to Q.2.


5 Why did the Department choose the current timeline for

procuring FMS services? The current agreement ends December 31, 2017 and the Department must conduct a competitive procurement to procure services beyond that date.

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Q&A


6

Pg. 35, Section III-8.C.3

Bank accounts; Can DHS confirm that Offerors are expected to open individual bank accounts for each participant. Will DHS allow alternative bank account structures?

For Lots 1 & 2, the selected Offeror(s) need not maintain separate accounts for each participant. The Department requires that the selected Offeror(s) maintain one or more accounts for FMS services provided to participants, including all taxes, insurances, and fees, and a separate account for receiving payment of the VF/EA PMPM for FMS. Funds from each account may not be comingled.


7 Pg 62, Section III-10

Current satisfaction rate; Performance Standard requires 95% or greater satisfaction. What is the current satisfaction rate in the OLTL program?

The Department does not have current statistics on satisfaction rates. The satisfaction survey for this year has not yet been conducted.


8

Would the Commonwealth consider offering a choice of FMS providers particularly in Lot 1, due to its size, technical, and cost requirements?

No, the Department will not change the Method of Award.


9 Lot 2 has 780 participants….does that include Adult Autism

waiver participants? No, that waiver does not provide for self-direction.


10

Please define the work “affiliated” under the conflict free requirements.

For Lots 1 & 2, an Offeror and its subcontractors may not be part of or affiliated with, directly or indirectly, with an entity that controls, is controlled by, or is under common control with an OLTL or ODP funded provider, whether the control be direct or indirect.

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Q&A


11

The RFP requests PM/PM submission, however; sections refer to the Department’s capitated MA Managed Care Program called CHC. Will the Department will use the PM/PM for the 3 year contract or will Offerors need to follow the Medicaid fee schedule posted for each CHC zone upon transition?

The Department is requesting a PM/PM for all years of the resulting grant agreement; which is the only payment methodology being utilized for FMS services. In counties covered by CHC, the selected Offeror will submit PMPM invoices to the managed care organization for payment rather than submitting to the Department.


12

With the preparation for EVV, is the Commonwealth anticipating having a separate EVV vendor? Or, would the V/EA be able to provide EVV as well? Should the VF/EA incorporate EVV costs into their PM/PM?

No, the selected Offeror(s) must provide EVV as defined in Part III, Section III-1. E. The PM/PM must be inclusive of all costs to provide the EVV services defined in the Lot 1 of the RFP.


13

Is there considered to be a 3rd party Employer in accordance with federal DOL Home Care Rules? How was that determined? Who will set the wage rate for DCWs and SSWs?

For Lots 1 & 2, the employment relationship is between the Common-Law Employer (CLE) and the SSW or DCW. Rates for both OLTL and ODP programs are established by DHS but individual pay rates of DCWs and SSWs are determined by the CLE.


14 Is the training for CLEs and workers a new services or has the

previous vendor also performed training? The current FMS provider performs the orientation; please note, this is not training.


15

How would data from the previous vendor be made available to the new vendor?

For Lots 1 & 2, the Department will provide the selected Offeror(s) will the incumbent’s turnover plan upon award of the grant agreement(s). Offerors should describe their plan, including what is needed from the incumbent, to ensure a successful Readiness Review/Transition

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Q&A


16 Appendix M requires for the submission of a SSAE16 SOC2 audit

results. Will the Department accept a similar audit for the proposal if the vendor would comply at contract award?

Refer to the response to Q.1.


17

Can you please clarify the Bond requirements and the total amount of the bond required? (ODP only)

Bond requirements are specified at Lot 2, Part III, Section III-12-D of the RFP. If the question relates to an estimated dollar amount of six (6) months’ worth of payments to qualified Support Service Workers (SSWs), vendors, individuals providing transportation for mileage reimbursement, and federal state and local tax and workers’ compensation insurance premium payments, the Department estimates that amount to be $5,200,000.


18

What is the anticipated monthly payroll for ODP? The Department assumes this question refers to the estimated total amount paid to SSWs per pay cycle and per month. On average, SSW Payments are approximately $410,000 per pay cycle and $830,000 per month.


19

The RFP requires the FMS to pay the premiums for workers compensation. Is this paid from the service dollars or FMS fee?

For Lots 1 & 2, Worker’s Compensation premiums are paid from the participant’s budget.


20

Is there funds to be advanced to the FMS? Will the FMS be required to pay for services and be reimbursed?

No, no advance funding is available. The selected Offeror(s) are required to pay for program services and submit invoices and claims to PROMISe™ for Medical Assistance reimbursement.

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Q&A


21

What is the DHS expectation or preference on transition strategy? Phased transition or populations (i.e. in waves by program/region) Or should be assume an “all at one” transition?

DHS does not have a preference. Offerors should propose a strategy which meets the requirements and outcomes defined in the RFP; with the expectation that all transition activities will be completed by December 31, 2017.


22

Does the DHS anticipate providing start-up or transition funding for initial payroll obligations or will the FMS provider need to fund this individually? (If start-up funding is available, how much?)

No, refer to response to Q.20. The selected Offeror(s) must be financially capable of funding the payroll obligations until reimbursement is processed and payment is made to the selected Offeror(s).


23

What is the estimated payroll dollar amount per pay cycle and per month for each contract “lot”?

For Lot 1, DCW payments are approximately $13,230,000 per pay cycle and $28,680,000 per month. For Lot 2, SSW payments are approximately $410,000 per pay cycle and $830,000 per month.


24

What is the typical turnaround on payment once it is billed to the DHS?

For Lots 1 & 2, provided that a claim is submitted accurately, payment is generally made between 15 and 30 calendar days of submission.


25

Must Offerors already be an enrolled provider in the PA MA program at the time of RFP submission? Of just at the time of commencement?

The selected Offeror(s) must be an enrolled PA MA provider by the effective date of the grant agreement(s).


26 What is the current vendor’s rate it’s being paid for its services? The current contract can be accessed on the PA

Treasury website at www.patreasury.pa.gov .

http://www.patreasury.pa.gov/

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Q&A


27

What is the timing of payments to DCWs/SSWs relative to payor payment to the Offeror?

Payments to SSWs and DCWs must be made on or before the Friday following the prior two-week pay period. See response to Q.24 for the time between a selected Offeror’s submission of a claim to PROMISe™ until payment.


28

If payor payment to Offeror is after payment to DCWs/SSWs, how is Offeror’s transition handled from a cash flow perspective?

For Lots 1 & 2, since services are submitted for payment after the fact, whoever incurred the cost and submitted the claim will be reimbursed. Refer to Q.20. and Q. 22 regarding the advancement of funds. Since funds will not be advanced to the selected Offeror(s), no cash flow transition/reconciliation is necessary.


29

For both Lots 1 & 2, can you confirm the FMS cannot use a third party vendor for payroll?

For Lots 1 & 2, a third-party vendor may not be used for Processing and Distributing Qualified SSW and DCW’s Payroll and Related Taxes and Insurances except as provided in Part III, Section III-5-B for lot 1 and Part III, Section III-16-B for lot 2.


30

Can a FMS respond to the RFP for servicing just one Lot and not the other?

Yes, Offerors may submit a proposal for one or both Lots of the RFP. Refer to Part I, Section I-5 Method of Award of the RFP.


31

How many participants are in Lot 1? Currently, there are approximately 15,170 participants in the OLTL programs for Lot 1. Refer to Part I, Section I-3 Overview of the Project of the RFP.

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Q&A


32

For confirmation, how many V/FEA FMS providers will be selected for both Lots?

One award will be made for each Lot. Refer to Part I, Section I-5 Method of Award of the RFP.


33

Is the “establish presence” (p. 22) only needed for the transition period?

No, the presence must be established during transition and maintained throughout the term of the grant agreement.


34

Would you elaborate in more detail with examples on the Conflict Free Requirements on page 22?

See response to Q. 10. Potential Offerors must determine if a conflict exists, as defined in RFP Part III, Section III-1.G Requirements and III-12.G Requirements.


35 With the MCOs in place, would there be a conflict for a provider who

offers other HCBS that is directly working with a MCO? Yes, a conflict exists.


36

Is an EVV system mandatory if safeguards are in place for manual timesheets to be processed? Or if there is an electronic timesheet process in place?

The selected Offeror is required to utilize an EVV system for Lot 1.


37 What is the deadline for an SOC audit? And what are the

requirements to determine if one is needed? Refer to the response to Q.1.


38 What are the reasons behind why this RFP was opened? Refer to the response to Q.5.

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39

Part I, Section I-4.A. on page 4

Part I, Section I-4.A. on page 4, requires the Offeror to present innovative methods to deter the risks of participant abuse and fraud. What are the current methods for deterring the risks of participant abuse and fraud? What is the current incidence rate of participant abuse and fraud in the program and what preventative measures are currently utilized?

The Department is requesting that Offerors propose their ideas and approach for this process. Current incident rates are unavailable at this time.


40

Part I, Section I-4.B.4. on page 5

Part I, Section I-4.B.4. on page 5, requires the Offeror to procure cost effective workers’ compensation. What are your standards for cost effective workers’ compensation insurance for DCW’s and SSW’s?

“Cost effective” in this context means the highest-quality coverage at the lowest possible cost.


41 What would be a rough estimate of the cost to complete one pay

period? Refer to the response to Q.23.


42

Part III, Section III-1.E.5. on page 21

Part III, Section III-1.E.5. on page 21, requires electronic visit verification (“EVV”). Does the state have approved EVV vendor(s)? Will the state allow offerors to utilize their own EVV systems so long as they are compliant with federal regulations?

No, DHS does not have an EVV vendor. Yes, an offeror may use its EVV system provided the EVV systems meets the requirements in Part III, Section III-1.E.5.


43

Part III, Section III-8.B.9. on page 35

Part III, Section III-8.B.9. on page 35, requires the Offeror to have a process to determine when a participant is admitted to a nursing facility or hospital and the length of stay. What is the current process for a Fiscal Intermediary to determine this?

Currently, the VF/EA relies on the CLE to notify them of any hospitalizations. The Department is requesting Offerors to propose their approach for this process.


44

Part III, Section III-8.B.14 on page 35

Part III, Section III-8.B.14 on page 35, requires, “a process for reimbursing the Commonwealth for any funds remaining in the separate bank account…” (a) Does this section refer to the individual participant bank accounts mentioned later on the page, or a single account used for all program funds? (b) Is there a system in place for funds to be deposited in the offeror’s account(s) prior to

(a) This refers to the participant’s bank account(s) and any unused funds. (b) Refer to the response to Q. 20 and Q.22. (c) No.

RFP 04-16


Q&A disbursement of DCW payroll (i.e. an advance or other pre-funding mechanism)? (c) Will the Commonwealth consider implementing a pre-funding process if there is not one in place?


45

Part III, Section III-8.B.9. on page 35

Part III, Section III-8.B.9. on page 35, requires the Offeror to establish separate bank accounts for each participant. Is this currently being done and could you provide details on the current process? (b) Establishing separate accounts is potentially cumbersome and expensive. Will the Commonwealth accept alternative bank account structures so long as individual accounting can be done?

See response to Q.6.


46

Part III, Section III-8.I.1. on page 42

Part III, Section III-8.I.1. on page 42, requires an in-person, pre-service orientation for DCW’s but states that alternative means can be used when this is not possible due to geographical limitations. What are examples of geographical limitations that have allowed alternative means to be used in the past? If this is a new requirement, could you give some examples of geographical limitations that would allow an exception to this requirement?

The Department cannot give every example of geographical limitations but inclement weather in some parts of the Commonwealth as well as distance to travel due to limited sites would be examples.


47

Part III, Section III-8.J.5. on page 44

It states that the Offeror must procure DCW functions training for qualified DCW’s through a supports broker(s). Who currently provides the support broker services? Can these services also be provided by the Offeror?

This is a new service that is not provided in the current agreement. Offerors should describe how they will sub-contract for this service. These services cannot be performed by a selected Offeror.


48

Part III, Section III-8.L.8.a. on page 46

It states that the CLE must adjust the DCW’s time accordingly on the next time sheet when there is overutilization. Does this mean that the DCW must work less hours during the next time sheet period to correct the overutilization on the CLE’s budget? If so, does this process still apply if the CLE is currently under-budget for the total authorization but over-budget for the period in question?

Yes, the CLE must adjust the DCW’s hours in the subsequent pay period. The DCW does not need to work less hours, only that the timesheet must reflect fewer hours for payroll purposes. The process still applies if the CLE is under budget for total authorization.

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49

Part III, Section III-8.L.8.c. on page 46

The selected Offeror is required to collect money from the CLE in certain circumstances. Is the FI responsible for any money that they cannot collect from the CLE? What is the current process for collecting from CLEs?

The FI is not responsible for the money they cannot collect. Currently, the FI notifies the CLE and a process for repayment is determined between the two parties.


50

Part III, Section III-8.R. on page 55

Part III, Section III-8.R. on page 55, requires a Turnover Plan. Does a Turnover Plan need to be developed even if the then-current agreement will be extended?

A Turnover Plan is required six (6) months prior to the end of the grant agreement term; that would include subsequent to the Department exercising one, two, or all of the option year extensions.


51

Part III, Section III-10. on page 61

Part III, Section III-10. on page 61 lists out liquidated damages for certain offenses. How many liquidated damages assessments were levied against the current provider?

That information is not needed in order to submit a proposal in response to the RFP.


52

Part III, Section III-10. on page 61

Part III, Section III-10. on page 61 lists out liquidated damages for certain offenses. In the past, how often were assessments of liquidated damages waived?



53

Page 39.G.6.g Does DHS currently have an Employer Handbook or is it the responsibility of the FMS to develop?

It is the responsibility of the selected Offeror to develop.


54

Page 40.G.7&8 What is the current process for providing ongoing employer skills training to CLE’s and who is responsible for identifying CLEs who may need or desire additional training?

Currently, the participant’s service coordinator can identify the need for possible training of the CLE in employer related areas but the CLE must request the training.


55

Page 42.I.4 Does DHS currently have pre service orientation material for DCWs or is it the responsibility of the FMS to develop?

The Department does not have pre-service orientation material developed. It is the responsibility of the selected Offeror to either develop or subcontract.

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56

Page 23-24, III-1. Requirements. L.

Criminal Background Clearances.

States, “If, at any time, it is discovered that a selected Offeror employee has a criminal record that includes a felony or misdemeanor involving terroristic behavior, violence, use of a lethal weapon, or breach of trust/fiduciary responsibility or which raises concerned about building, system or personal security or is otherwise job-related, the selected Offeror shall not assign that employee to any Commonwealth service program, shall not permit access to any participant’s home, shall remove any access privileges already given to the employee and shall not permit that employee remote access unless the agency consents to the access, in writing, prior to access. Does the Commonwealth have a specific list of statute numbers that would exclude a DCW from being employed by a CLE? Which “agency” would review and consent that an employee can provide services given a non-felony result was found that was potentially job related? (Administrative Entities, Service Coordinators, Managed Care Organizations, OLTL, The Department, the CommonWealth)

For employment by a CLE, please see the Pennsylvania Department of Aging’s website for guidance. The website may be accessed at: http://www.aging.pa.gov/organization/advocacy-and-protection/Pages/Criminal-History-Background-Checks.aspx.


57

Page 37, III-8. Work Plan. Tasks: E.

Providing Customer Service.

15. states, “Conduct CLE Satisfaction Surveys using the tool approved by the OLTL.” Will the OLTL provide the current tool utilized to measure CLE satisfaction? What is the reported satisfaction rates of CLEs over the past VF/EA FMS contract period?

The selected Offeror must develop a participant satisfaction survey tool and have it approved by the Department prior to implementation. There are no survey results available for the current grant period as the survey has not been conducted yet.


58

Page 38, III-8. Work Plan. Tasks: F.

Coordinating and Communicating

with Service Coordination

Entities, Community Health Choices Managed Care

7. states, “Report overuse of DCW hours to the entity responsible for authorizing the services in the ISP in accordance with the policy developed by OLTL.” Is utilization of authorized services tracked by individual DCW or by CLE? Does the CLE have discretion over their DCWs to schedule and assign service hours as they see fit?

Utilization of Authorized units are tracked by CLE. The CLEs do have discretion to schedule and assign hours as they see fit.

http://www.aging.pa.gov/organization/advocacy-and-protection/Pages/Criminal-History-Background-Checks.aspx



RFP 04-16


Q&A Organizations, Administrative

Entities and OLTL


59

Page 39, III-8. Work Plan. Tasks: G.

Providing Common Law Employer

Orientation and Skills Training

1. states, “Have a CLE orientation process that uses a standard curriculum and materials that are pre-approved by the OLTL.” Will the OLTL provide the current and approved orientation and skills training materials to the Offeror?

OLTL will provide the selected Offeror with any available current and approved orientation and skills training materials. However, The Department is looking for offerors to also propose their ideas and format for the CLE orientation process.


60

Section I-4 A The Department is seeking to enhance opportunities for self-directing participants as well as the quality, efficiency, effectiveness and accountability of FMS support. Can the Department list the current deficiencies in FMS support that it is seeking to improve?

For Lots 1 &2, this language is not meant to imply that the current VF/EA FMS services are deficient and in need of correcting, but rather that as with all its programs, the Department is always seeks to improve the delivery of services.


61

Section I-4 A, 10. – Providing ongoing

skills training to individuals acting as

CLEs

What methods are currently being used to provide ongoing skills training and are these trainings taking place in face-to-face meetings?

Regional staff from the current FMS provider are providing skills training on a face to face basis when requested. Support Coordination Entities also have been involved in some aspects of skills training.


62

Section I-4 B, 6. – Pre service

orientation and skills training for

DSWs

Does the Department desire for these trainings to take place individually or according to a training schedule by region?

The Department expects these orientation meetings to take place regionally, with a schedule that will allow training to be conducted without interfering with the DCW enrollment process timelines.


63

What is the estimated annual growth for Lots 1 and 2, year over year?

For Lots 1 & 2, the Department is unable to project whether/how many participants will elect to self-direct their own services via the V/FEA model.

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Q&A


64

When would the Department consider adding the Adult Autism waiver to Lot #2?

At this time, the Department cannot specify if or when a participant-directed services option will be included in the Adult Autism Waiver.


65

RFP 04-16 1-4 A. General

Requests pm/pm submission, however sections refer to the Department’s capitated MA managed care program, CHC. After its implementation in each zone, will the Department use the pm/pm for the three year contract or will Offeror need to follow the Medicaid fee schedule posted for each CHC zone upon transition. Will this be negotiated with the MCO or State?



66

RFP Page 21, D – Knowledge Acquisition/Transition period.

Execute performance and payment bonds each in the sum of six (6) months of the estimated annual agreement. What is the estimated monthly payroll for both Lots 1 and 2? Will the bonds equal the value of the proposed pm/pm or total Medicaid dollars?

The estimated monthly payroll for Lot 1 is $28,680,000. See response to Q.17 for Lot 2. The bond must be equal to the estimated total Medicaid dollars.


67

Is it the Commonwealth’s plan to front the Medicaid dollars for participants to the VF/EA vendor to distribute semi-monthly payroll or is it the VF/EA role to front the payroll and taxes and be reimbursed timely from the Commonwealth? If the VF/EA is fronting the payroll, what is the estimated turnaround time for reimbursement?

Refer to the response to Q.20., Q.22. and Q.24.


68

RFP Page 21 E. #5

Is the Commonwealth referring to the 21st Century Cures Act, specifically section 12006 requiring EVV by 2019? If so, does the Commonwealth anticipate to hire an EVV vendor under separate contract? Does the current RFP require that the Offeror provide EVV compliant with section 12006 of the Cures Act and submit its pm/pm proposal accordingly? Will the Commonwealth provide or allocate dollars to the VF/EA from CMS through specified share? Can the Department explain the

Yes, the Commonwealth is referring to the 21st Century Cures Act. No, the Department does not anticipate contracting with an EVV vendor under a separate contract at this time. No, the current FMS agreement does not require EVV services. No, the Department will not provide or allocate dollars. In reference to the Department’s requirements for EVV, refer to the response to Q.12, Q.36, and Q.42. Offerors must

RFP 04-16


Q&A expectations for EVV functionality for the OLTL programs? Can you advise explicitly on the Department's expectations for training regarding EVV?

propose how they will meet the EVV requirements, including the training requirements as defined in Part III, Section III-1. E.


69 State budget and current deficit – will this impact procurement? No.


70

APPENDIX M, Section B, Page 2 “System Availability”

Item # 1 states that the system “must be available 24 hours a day 7 days a week”. Since there are times when software upgrades are required, is the Offeror afforded outages for the purpose of system upgrades?

Yes; however, the selected Offeror(s) must provide the Department with a schedule of the outages for system upgrades and maintenance.


71

RFP Page 25, Part III-1, Section N

Item # 4 states that EVS is available. What is the eligibility verification expectation, monthly, weekly, daily?

EVS must be checked with enough frequency to verify that all participants are still in authorized status.


72

RFP Page 34, Part III-8, Section B

Item # 2 states that the Offeror will maintain the ISPs for the participants. Are there case managers and if so, what is their role?

The selected Offeror will not work on a participant’s ISP. Participants are not required to have case managers. The selected Offeror will have access to the Department’s electronic case management systems (HCSIS and SAMs) in order to review authorized units. Maintain in this reference means keep updated on the changes to authorizations and available units.


73

RFP Page 36, Part III-8, Section E

Item # 6 states that the Offeror will maintain participant bank account activity reports. Is this in addition to the bank statement for that account?

Yes.


74

RFP page 45, Part III-8, Section J

Item # 17 states that the Offeror will report new hires to the PA New Hires Program; will reporting to the Federal IDES suffice?

No.

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Q&A


75

RFP page 46, Part III-8, Section L

Item # 8 implies that the DCW can claim more hours than the CLE authorized or than the budget allows. Are the budgets monthly or annual? If they are monthly, then is over-spending allowed and if so, by how much? Do the timesheets require a two signature process? If two signatures are required, how can the DCW overspend?

All waivers except the Aging Waiver are developed with annual budgets. The Aging Waiver is calculated on a monthly basis. Over spending is not allowed. Timesheets do require two signatures; one from the DCW and the other from the CLE. The signature of the CLE is the check that hours stated were accurate and worked and do not exceed the ISP. This is the oversight to prevent the DCW from “over spending” against the participant’s budget.


76

In all cases where the RFP references reports to be distributed to the OLTL, will reports online suffice for meeting that requirement?

Yes, online reports to the Department are acceptable.


77

In all cases where the RFP references reports that are similar in nature but with slightly different information, is it permissible to combine the data into a single report?

Offerors may propose combined reports in response to the reporting requirements of the RFP.


78

RFP Page 43, #5: Providing Direct Care Worker Orientation and Skills Training #5

What does the state consider "labor-management training partnership?" Does the State require a specific partner? Does the Commonwealth anticipate unionization of the DCWs Statewide? What role will the VF/EA play if the Commonwealth implements a unionized workforce? What reporting requirements will VF/EA be responsible for monthly? Will the VF/EA be responsible for withholding and submitting union dues? Please explain “in labor management training partnerships”.

The Department requires the selected offeror to be familiar with labor management training such as orienting a worker to the processes and protocols of the program. The Department is not requiring a specific partner. The Department does it involve itself in unionization activities or decisions. In the event of a unionized workforce, the VF/EA will be expected to have the ability to make voluntary deductions from the DCW payroll. The selected Offeror will report the number of potential DCWs who have received orientation and information related to that DCW as needed.

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Q&A


79

RFP Page 43, I, Providing Direct Care Worker Orientation and Skills Training #6

Whose employee is the DCW during training if wages are paid via DHS Medicaid Management Information Systems? How is the DCW covered by Worker's Compensation during training?

The DCW is not employed during the orientation process and is not covered by workers compensation until employed and cleared for work. The cost of the wages to be paid during orientation should be included in the development of the PMPM rate and disbursed as such.


80

RFP page 19 reads in relevant part

“The Department will not select for grant award any entity that is not conflict free at the time of proposal submission.” Further, RFP Page 22 and 67 G. set forth the "Conflict Free Requirements." How is "affiliated with" defined? How will the state determine an Offeror is in fact conflict free or "affiliated with" a provider at the time of submission? Would sharing space, maintaining a shared services agreement, common board members, and/or common EIN be considered "affiliated with"?

Affiliated is defined by the department as: A party that, directly or indirectly through one or more intermediaries, controls, is controlled by, or is under common control with an enterprise. Control - The possession, direct or indirect, of the power to direct or cause the direction of the management and policies of an enterprise through ownership, by contract, or otherwise. The sharing of space, maintaining shared services agreements, common board members, and/or common EIN could be considered an affiliation. Refer to the response to Q.34.


81

What is the typical volume of goods and services monthly? Are payments made to consumer, vendor, or both?

For Lot 1, the information is unavailable. For Lot 2, vendor payments per month are approximately $36,000. Payments must be made directly to the vendors with exception of the Transportation Mile service, which is paid directly to the person that renders the service.


82

Will the DCW and CLE training pertain to the current population or new enrollments only?

Direct care worker orientation will be required of newly enrolling DCWs, including a DCW who is currently employed by an existing participant but may wish to become employed by another participant of the program in the future.

RFP 04-16


Q&A CLE training is ongoing in nature to existing CLEs who request training and to newly enrolling CLEs who request training.


83

Will the Commonwealth complete a full audit and quality assurance review of the current provider to determine the starting point for new VF/EA requirements?

No.


84

Can the Offeror use SDB/SB as subcontractors? To qualify, is it more than 1% annual or over the three year contract? Is it based on PM/PM value or total Medicaid dollars?

Yes, the offeror can use SDBs and SBs as subcontractors. In order to receive points for commitments made to SDBs or SBs, the total combined SDB/SB commitment must be 1% or more of the total agreement cost, which would apply to the full three-year grant agreement. The SDB/SB commitment will be calculated as a percentage of the total agreement cost for each Lot. For purposes of the SDB/SB submittal evaluation, the total agreement cost will be the PMPM times the annual estimated number of participants.


85

RFP Page 22

H states “Offeror must establish a presence in each of the CHC zones to be fully operational for 1/1/18.” Is a physical office required to be maintained and staffed for duration of contract?

Refer to the response to Q.33. Offerors should describe how they will establish a presence in each CHC zone from the time CHC is implemented in a zone. This presence must be maintained for the duration of the agreement. Offerors may, but are not required to have a physical office in each CHC zone.


86

RFP Page 42, I.

Has the current VF/EA provided in-person trainings for all DCWs prior to January 1, 2018? If so, will all DCW’s certificates of completion be transitioned to new VF/EA? If not, will there be an expectation of the new VF/EA to provide training for the DCWs who have not completed in person training?

The current VF/EA will have begun in person orientation for DCWs prior to the start of the grant agreement resulting from this RFP. It is the expectation that certificates of completion will be part of the transition of information from the incumbent to the selected Offeror.

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Q&A


87

RFP Page 61, III Performance Standard

#4 indicates face-to-face meetings for all new participants to orient them to the program and assist with any paperwork. Does the Participant have a “choice” to receive packets by U.S mail or fax? Can they choose a phone or Skype appointment to assist with paperwork or must it be face-to-face?

The orientation must be offered to all new participants however, the meetings can be declined by the participant. The meetings must be face to face unless suitable arrangements are discussed and agreed upon by the CLE which could include “Skype” appointments. The method of packet delivery is by US Mail.


88

RFP Page 44, J. Enrolling Qualified DCWs Letter N. – Self Addressed Envelopes

It is a requirement to provide self-addressed stamped envelopes to DCWs for enrolling purposes only, or does the Commonwealth have an expectation that self-addressed envelopes will be provided to Participants for timesheet submission on a semi-monthly basis if they have no access to technology?

The Department does not require self-addressed stamped envelopes to be provided to participants for timesheet submission.


89

Page 3, B. Lot 2: ODP Administrative Programs

The RFP references the use of state base funding. 1.) Is this funding currently paid through PPL? 2.) How many participants are receiving base funding currently? 3.) Would the FMS have to transition participants from other FMS providers other than PPL? If yes, how many other FMS providers would be involved in the transition? 4.) Would the FMS be required to contract with the counties/joinders for the base funding or will they be administered through the state contract?

1. Yes, base-funded participants are currently supported by PPL. 2. None at this time. In general, there are no more than 5 at any given time. 3. No, PPL is the only VF/EA provider of base-funded services. 4. The contracts would be between the Selected Offeror and the counties/joinders.


90

Page21, E5

The RFP has the requirement for compliance with the Electronic Visit Verification. Will this be a requirement for the ODP participants?

No.


91

Page 55, Q. Managing Worker's Compensation

The RFP calls for the FMS to provide workers compensation coverage. 1.) Can you confirm if the current policy is an umbrella policy or individual policy? 2.) Would the state want to continue with the current coverage for

1. Current policies are individual policies for CLEs 2. The Department requires the selected Offeror to secure the lowest possible premium with the best coverage available for DCWs.

RFP 04-16


Q&A the employers? 3.) Who is the current coverage provided by? 4.) How is the fee for workers compensation currently collected out of the participants funds? 5.) Is the FMS required to pay for any portion of the workers compensation fees out of the FMS fee?

3. BABB, Inc. Insurance is the Broker and Guard Insurance Company is the carrier. 4. The fee is deducted from the maximum billable rate per unit. 5. If the question is referring to the selected Offeror’s PMPM, no.


92

Page 68, H5

What is the current utilization of in person meetings? Approximately 10 in-person meetings are conducted each month.


93

Page 68, K The RFP requires the FMS to pay for the background checks out of the FMS fee. 1.) What is the average cost for background checks per month? 2.) What is the average number of background checks conducted each month broken down by background check type? (Criminal, Child, FBI)

The exact monthly averages of numbers and cost per month is not known. Approximately 40 new SSWs and 40 to 50 DCWs are enrolled per month; all require the Pennsylvania State Police criminal background check, an estimated 5% require PA child abuse history clearances, and less than 5% are estimated to need FBI background screenings. The costs for each type of criminal background check vary; State Police records and Pennsylvania child abuse clearances are approximately $10 each, and FBI clearances are approximately $30.


94

Page 70, D. Surety Bonds

1.) Can the state provide a copy of the required surety bond form? 2.) Does the state have a list of bond providers? 3.) What is the required bond amount for ODP?

The Department does not have a required surety bond form and does not have a list of bond providers. The Department estimates the bond amount to be approximately $5,200,000.


95

Page 77, B13

The RFP requires the FMS to have a process to reimburse funds back to the state. Can you explain when the FMS may have funds remaining?

The Department believes that instances of remaining funds would rarely if ever happen if claim submission is completed accurately; circumstances where the FMS may have funds remaining would be limited to errors on the part of the Selected Offeror.

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Q&A


96

Page 77, C. Managing Public Funds

The RFP indicates in section C #2 the requirement to establish separate bank accounts for each participant. Is it the states intention to have a separate bank account for each participant at a financial institution or simply separated in the FMS software? Can you please explain the states intention?



97

Page 80, F. Coordination with the Supports Coordination Organizations and Administrative Entities

Can you confirm the number of supports coordination entities and administrative entities the FMS will be required to coordinate?

There are 55 Supports Coordination Organizations (SCO) statewide. There are 48 Administrative Entities (AE) statewide. The selected Offeror should assume that coordination activities will occur with each SCO/AE.


98

Pages 96-100, III-20 and III-21

Can you please confirm under which tab these sections should be included in the RFP response?

Refer to Addendum 3 of this RFP.


99

What is the current FMS fee for ODP? Refer to the response to Q.26.


100

1.) Does PPL have a turn over plan? 2.) Can the state provide a copy of the current turn over plan? 3.) Will PPL be required to transition documents and tax information to the new FMS or will the FMS have to obtain new forms?

Refer to the response to Q.15. PPL is required to transfer all documents and all CLE tax information to the selected Offeror(s) during the transition period.


101

Will the state allow for an implementation fee? Can the implementation fee be included as part of the year 1 PMPM?

Refer to Addendum 3 of this RFP.

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Q&A


102

Will the state advance any funds to the FMS provider? Is yes, what is the anticipated amount for ODP?

Refer to response to Q. 20 and Q. 22.


103 What is the anticipated monthly payroll for ODP? Refer to the response to Q. 18 and Q.23.


104

Has the state contracted with any external companies to act as a consultant for this transition. In the past the state used Deloitte to support such transitions.

No.


105 II-4. A. Pg. 16 Can you clarify the total points available for the Technical Score? 500 points are available for the Technical Submittal.


106 II-4. B. Pg. 16 Can you clarify the total points available for the Cost Score? 300 points are available for the Cost Submittal score.


107

II-4. C. 5. Pg. 17 Could you clarify the formula shown for the Small Diverse Business and Small Business Raw is 200 (SDB% + (1/3 * SB %))? Should it be 200*((2/3 * SDB%) + (1/3 * SB%))?

SDBs are by definition SBs. Therefore, commitments to SDBs are credited 100% of the total available points. SBs that are not SDBs are credited 1/3 of the total available points. The Small Diverse Business and Small Business Raw Score calculation is 200 (SDB% + (1/3 * SB %).


108

II-4. C. 7. Pg. 17 How will BDISBO determine the offeror’s “prior performance in meeting its contractual obligations to SDBs and SBs”?

Awarded offerors’ percentage commitments for subcontracting with DGS verified small diverse and self-certified small businesses is as contractual obligation. BDISBO has the authority to monitor these commitments and will utilize that data in determining prior performance.

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Q&A


109

III-4. Pg. 26 Is the offeror required to have experience providing participant direction in a managed care environment? If yes, what is the minimum managed care experience expected by DHS?

The RFP does not require experience in providing participant direction in a Managed Care environment. Offerors should include any experience it determines to be relevant to providing the services defined in the RFP.


110

III-8. B.13 Pg. 35 For OLTL: Will DHS provide a separate overtime authorization for the payment of overtime? Currently, what is the estimated percentage of timesheets each pay period that pend for payment because the Service Coordinator’s estimate of overtime did not correspond to actual utilization by the participant? What is the average time it takes to update the overtime authorization for additional overtime hours from the time a timesheet pends?

Yes, overtime is identified with separate units on a participants authorized service plan. Approximately 20% of timesheets currently pend due to the lack of authorized overtime. On average, the situation is normally corrected prior to the next payroll and in many cases prior to that and the DCW’s paycheck is completed in a supplemental pay.


111

III-8. E. 3. Pg. 37 For OLTL: What is the average number of calls received by the current vendor on a monthly basis? What is the number of calls received during the highest call volume month? What is the average talk time per call?

Call volume ranges from 45,000 to 71,671 calls per month depending on activity and any notices sent from the Department to participants. The highest volume month was January, 2016 at 71,671 calls. The average talk time is approximately six minutes per call.


112

III-8. J.5. Pg. 44 The RFP includes this requirement, “Procure DCW functions training for qualified DCWs through a supports broker(s)”. Is the FMS to hire supports broker staff? Is support broker presence required in each region? How are support broker services compensated? Are there any qualifications or certifications to be a support broker for the OLTL program? What is the anticipated number of participants who may require the service of a support broker?

The FMS will sub-contract (procure) for support broker functions training. The selected Offeror must sub-contract with Support Brokers for DCW functions training for all regions of the Commonwealth. Compensation for payment of these services should be included in the PMPM. The Department is looking for offerors to propose their ideas and format for the support broker process. An anticipated number of participants who may request this service has not been calculated at this time.

RFP 04-16


Q&A


113

III-8. J.14. Pg. 44 Currently, in the OLTL program, the FMS vendor mails the results of any worker’s criminal history to the CLE. If the CLE chooses to continue to hire the worker, the CLE must complete an acceptance of responsibility form and return it to the FMS vendor prior to the worker starting services. Will DHS continue to require this background check process?

DHS will require that the current background check process continue.


114

III-19. E.3. Pg. 78 For ODP: What is the average calls received by the current vendor on a monthly basis? What is the number of calls received during the highest call volume month? What is the average talk time per call?

The current vendor receives approximately 1,400 calls per month. The number of calls received during the highest call-volume month was approximately 2,660. Average talk time is over 2 minutes.


115

IV-1. Pg. 102 The current program provides a one-time fee for newly enrolled consumers. How should this be included in this proposal for OLTL? For ODP?

Refer to Addendum 3 of the RFP.


116

IV-1. Pg. 102 The RFP does not include a new worker enrollment fee. How should the cost of a new worker enrollment be included in this proposal for OLTL? For ODP?

Refer to Addendum 3 of the RFP


117

IV-1. Pg. 102 Does the 75 estimated new members annually reflect a net figure of gross new members minus dis-enrolled members for OLTL? What is the annual attrition rate of enrolled participants in the OLTL program? In the ODP program?

For Lot 1, the 75 reflects the net figure. We do not have a current attrition rate for OLTL. This should not be used to project future growth as it is only an estimate. For Lot 2, the Department assumes that the question relates to participant turnover, the rate at which existing participants elect to stop self-directing under the VF/EA model (due to choice, disenrollment from the waiver, etc.) and are “replaced” by new participants. 2016 is the only year for which the Department has reliable turnover data. In 2016, approximately 104

RFP 04-16


Q&A participants elected to use the VF/EA FMS model, and approximately 35 stopped using the VF/EA model. This should not be used to project future growth, as it is only one year’s worth of data and does not necessarily represent a trend.


118

Can personal references for Key Personnel be any 'career' reference, or do personal references need to be from within the industry (applicable to the responding FMS)? If the latter, must the references be a current/former client of the FMS responding? Must the client be a program/agency contact, or can it include member/participants?

The RFP does not require personal references; client references are required for Key Personnel. It is up to the Offeror to determine the appropriate Key Personnel references to solicit.


119

Is it the Department’s preference to award both lots to a single FMS provider, or is the Department indifferent to awarding each lot to two (2) separate FMS providers?

The Department does not have a preference. The Department will award the grants as defined in Part II, Section II-6. Final Ranking and Award.


120

Does the SDB/SB have to a Pennsylvania-based business? If not, is there any weighting that will give a Pennsylvania-based SDB/SB an advantage over a non-Pennsylvania-based business?

No. There is no scoring advantage for PA based businesses.


121

What is the current customer satisfaction rating among Pennsylvania OLTL and ODP Participants with the incumbent FMS provider?



122

Section III-1.G. “Conflict Free Requirements

“The selected Offeror and it subcontractors may not be a part of or affiliated with and must remain independent from any provider of HCBS….no personnel assigned to the Project may work for any provider of HCBS.” Does this requirement apply to HCBS providers specifically in the Commonwealth of Pennsylvania, or nationally?

Within the Commonwealth of Pennsylvania.


123

What is the anticipated growth of participants in the OLTL programs? The Department cannot anticipate the future growth of participants in the OLTL programs.

RFP 04-16


Q&A


124

What is the anticipated growth of participants in the Consolidated Waiver for Individuals with Intellectual Disabilities and the Person/Family Directed Support Waiver?

The Department assumes this question relates to growth in the number of people in each waiver who elect to self-direct their own services via the Vendor/Fiscal Employer Agent model. At this time, the Department is unable to project whether/how many participants will elect to self-direct their own services via the Vendor/Fiscal Employer Agent model beyond the current number of participants.


125

If the F/EA model becomes available in the Adult Autism Waiver, how many participants will likely participate?

At this time, the Department is unable to project whether/how many Adult Autism Waiver participants would elect to self-direct their own services via the Vendor/Fiscal Employer Agent model in the event the option becomes available in the waiver.


126

Explain what is meant by “acting as a neutral ‘bank’ for individuals’ public service funds” under I-4.A.1. on page 4.

The phrase refers to completion of the tasks specified for Lot 1 at Section III-8.C. “Managing Public Funds” and for Lot 2 at Section III-19-C, “Managing Public Funds.”


127

Does the contract have to maintain separate bank accounts for each participant?



128

How many participants are located in each region separated by OLTL and ODP?

For Lot 1, the number of Participants by region (as of 5/9/17): Western - 5,422 Central - 3,866 Eastern - 8,540 For Lot 2, of the 780 VF/EA FMS participants: 42% are served in the Central Region 11% in the Northeast Region 39% in the Southeast Region, and

RFP 04-16


Q&A 9% in the Western Region.


129

What is the breakdown of OLTL participants by region? Refer to the response to Q.128.


130

How many participants are enrolled on each sub-program or waiver under OLTL and ODP?

For Lot 1, 31,139 participants in the Aging Waiver, 18% use participant directed model. 13,682 participants in the Independence Waiver, 32% use participant directed model. 13,247 participants in the Attendant Care Waiver, 44% use participant directed model. 1,550 participants in the Act 150 (Under and Over 60), 60% use participant directed model. 898 participants in the Comcare Waiver, 28% use participant directed model. For Lot 2, of the 780 participants who self-direct their services through the VF/EA FMS option, approximately 39% are enrolled in the Consolidated Waiver, and 61% are enrolled in the P/FDS.


131

In what setting (e.g., face-to-face, via webinar, via phone call, etc.) does orientation and skills training to CLEs currently take place?

For Lot 1, the majority of requested CLE Orientations/Trainings take place face to face. For Lot 2, the majority of CLE orientation and skills trainings take place by phone.


132

In what setting (e.g., face-to-face, via webinar, via phone call, etc.) does orientation and skills training to SCEs, AEs, and CHC-MCOs currently take place?

All of the examples given in the question have been utilized at one time or another. CHC-MCOs have not been trained; CHC has not been implemented.

RFP 04-16


Q&A


133 Can orientations occur in a group setting for both CLEs and DCWs? Yes.


134 How many orientations did the current contractor conduct per year for

OLTL and ODP by CLE? DCW orientation applies to OLTL only and has not previously been required.


135 How many orientations did the current contractor conduct per year for

OLTL DCWs? The current vendor has not begun DCW orientation.


136

Would CLEs and OLTL DCWs transitioning to the new F/EA vendor require orientation prior to the operational start date (e.g. prior to the first payroll)? If would, when are the orientations required to begin?

CLEs and DCWs who are active and cleared in the program as of the transfer date to the selected Offeror do not need to go through orientation.


137 Have any of the current CLEs and DCWs received assistance and

education on the EVV system? No, the EVV system is a new requirement of the grant agreement resulting from this RFP.


138 Is an EVV system currently in place? No.


139 What information is provided by the EVV vendor to the F/EA? None currently. The Department does not have an EVV

vendor.


140

Who currently assists the participant with completing the ISP? For Lot 1, the Participant’s selected service coordination entity assists the participant in completing the ISP. For Lot 2, the ISP is created through a team process; the participant’s Support Coordinator is responsible for completing and maintaining the ISP.

RFP 04-16


Q&A


141

How are ISPs sent to the F/EA? For Lots 1 & 2, the VF/EA accesses the salient portions of the ISP electronically through the Department’s Home and Community Services Information System (HCSIS).


142 What is meant by “voluntary deductions” under L.12 on page 46? Any necessary deduction a DCW would request be taken

from their paycheck.


143 Is the F/EA required to withhold and pay union dues for any of the

programs? The VF/EA will be required to perform any voluntary deductions.


144

Is the F/EA required to withhold and pay health insurance premiums or other employee benefits for any of the programs?

For Lot 1, health insurance premiums are not a required employee deduction. All other employee deductions such as FICA, FUTA, etc. are required. For Lot 2, CLEs have the option of electing to pay SSWs a higher wage so that the SSW can purchase employee benefits.


145

What is the average size of the participant’s budget? For Lot 1, the average yearly budget per participant in OLTL self-directed programs,(Aging Waiver, Independence Waiver, OBRA Waiver, CommCare Waiver, Attendant Care Waiver and Act 150), is approximately $22,100 annually. For Lot 2, participant budgets vary based on need. P/FDS waiver participants’ average budget is approximately $18,000 annually. Consolidated Waiver participants’ average budget is approximately $121,000 annually. These budgets may not be exclusively for self-

RFP 04-16


Q&A directed services; some participants use “traditional” providers to render certain services.


146 Would DHS consider requiring direct deposit across the board for all

payments made under these programs? No.


147 Is the cost of workers’ compensation deducted from the participant’s

budget? Yes.


148 Is the Commonwealth considered a joint employer under the

Department of Labor Home Care Rule? No, refer to the response to Q.13.


149

What is DHS’s rule regarding paying overtime under the DOL Home Care Rule to DCWs? Is there any variation amongst the Home Care-related rules amongst different programs?

Overtime is considered any time over and above 40 hours worked in a given week. The only DCWs not subject to overtime are those that are considered to be “live-in”. Otherwise, there are no variations.


150 If a participant does not spend all of the budget in a period, can funds

roll over to a subsequent period? If so, how much can accrue? For Lots 1 & 2, budgets are recalculated annually based on participant need. Funds do not accrue or roll over.


151

Are participant-specific diagnosis codes required for billing purposes (as opposed to a single diagnosis code used across the board to represent self-directed services)? If so, how are such codes provided to the F/EA?

For Lots 1 & 2, diagnoses codes are required for billing and are made available to the VF/E Agent electronically through the Home and Community Services Information System (HCSIS)


152 Please verify that the F/EA bills Medicaid directly for services claimed. Yes, Medicaid is billed directly.


153 Please describe the timeframe for claim/invoice submission and

payment of claims from the Medicaid Fiscal Intermediary. For Lots 1 & 2, provided that a claim is submitted accurately, remittance is generally made between 15 and 30 calendar days of submission.

RFP 04-16


Q&A


154

Based on the timeline between billing and payment to the F/EA, will the F/EA be required to advance funds for the payroll?

For Lots 1 & 2, the Department expects that SSWs and DCWs will be paid in accordance with the established payroll schedule, even if the Selected Offeror must “advance funds” to do so. See response to Q.20.


155 Is the F/EA required to disburse the payroll before receiving the

corresponding funds from Medicaid? Yes, refer to the response to Q.20.


156 Are the DCWs set up as individual Medicaid providers with an

individual Medicaid provider number for billing purposes? No, DCWs are not currently “set up” as individual Medicaid Providers.


157 When billing for goods and services provided by a vendor, does the

F/EA need to bill the Medicaid Fiscal Agent under the vendor’s unique provider number?

For Lots 1 & 2, No, the vendor does not necessarily have a provider ID number. Payment is made directly to the vendor using funds from the participant’s budget.


158

When services take place outside of the home, please explain how the F/EA bills for these services. Are additional service codes required?

For Lots 1 & 2, all services rendered are billed using the service’s procedure code regardless of where the service is provided; the locus of service provision is dictated by the waiver service definition.


159

Are there distinct procedure codes depending on the service provided or goods purchased? If so, how are procedure codes provided to the F/EA?

For Lots 1 & 2, each waiver service has its own procedure code or codes. Vendor goods and services are not coded by item but rather by the service definition under which the good or service is purchased or provided. The applicable codes will be provided to the selected Offeror by the Department.


160 Is billing based on the participant’s lump sum budget or by time

claimed from the DCW? For Lot 1, units are based on 15 minute increments for CD-PAS. There is no maximum limits in either dollars or units.

RFP 04-16


Q&A a. Is one billing unit equivalent to one service hour or a portion of

one service hour (e.g., 15-minute units, etc.)? b. What maximum dollar or unit limits are in place?

For Lot 2, participants’ budgets, including the maximum available amounts of units/dollars, are determined by need through the Individual Support Plan process. The billing units vary by procedure code. SSW/DCW timesheets reflect the units of services rendered.


161

What methods (e.g., manual input, file transfer, etc.) are used by the contractor to enter or retrieve information from HCSIS, SAMS and EVS?

Manual input and file transfers are both used in entering and retrieving information from DHS electronic storage.


162 What licensing fees are associated with using the various systems

described in Part N on page 25? There are no licensing fees for accessing the systems defined in Part III, Section III-1.N.


163

Is there an authorization for services? If so, is it sent to the FMS Contractor electronically, and how long is the authorization period?

For Lots 1 & 2, service authorization is completed by the Administrative Entities (ODP) and Service Coordinators (OLTL) as part of the Individual Support Plan (ISP) process. Authorized units of service and the corresponding budget for the service are specified on the ISP, which will be accessible to the selected Offeror via HCSIS.


164 Who pays for the criminal background checks on DCW? Can the

contractor deduct the cost of the background check from the participant’s budget?

The selected Offeror pays for the background checks and may not deduct the cost of these checks from a participant’s budget. Refer to Part III, Section III-1.L.


165 Does DHS have a retesting or re-credentialing policy in place for DCWs

and other providers? Re-credentialing is not required of DCWs. Providers must be re-credentialed every 5 years as required by CMS.

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Q&A


166 Is there a deductible/cost share option? If so, how many individuals

participate? There is no such option.


167 Page 1, I-3. What is the geographic distribution, by lot, for these populations? Refer to the response to Q.128.


168 Page 21, III-1.D

What is the anticipated annual agreement cost? The Department does not provide this information. It is not relevant to submitting a proposal to the RFP.


169 Page 23, III-1.J

Please clarify timeline for provider enrollment. Does FMS provider for OLTL program need to be enrolled in the Pennsylvania MA Program prior to award, or prior to implementation?



170

Page 28-29, III-5.C. Personnel

The requirement to provide personal references for Key Personnel is impactful to the people providing references. Will the State allow the submission of personal references as part of the contract negotiation process?

The RFP does not require personal references; client references are required for Key Personnel. No, references must be submitted with the proposal


171 Page 35-36, III-8.C.3.b.

What is the intent of the state in requiring separate bank accounts? Refer to the response to Q.6.


172

Page 39, III-8.G.4. CLE Orientation/Skills Training

What percentage of enrollees in the OLTL Programs, on average, request face to face meetings?

That number is unavailable at this time.


173 Page 39, III-F.8.

The RFP indicates both bi-weekly and semi- monthly payroll is required. Which would the state prefer?

The Department does not have preference; both are required.

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Q&A


174 Page 43, III-8.I.6

Does the pre service training impact the participant’s budget? No, the pre-service orientation does not impact the participant’s budget.


175 Page 46, III-8.L.12

What is the existing volume and type of voluntary deductions? The volume and type of voluntary deductions is unknown.


176 Page 66, III-12.D Annual Agreement Amount

What is the anticipated annual agreement cost?



177 Page 68, III-12.J

Please clarify timeline for provider enrollment; does FMS provider for ODP program need to be enrolled in the Pennsylvania MA Program prior to award, or prior to implementation?



178

Page 72-73, III-16.D. Personnel

The requirement to provide personal references for Key Personnel is impactful to the people providing references. Will the State allow the submission of personal references as part of the contract negotiation process?



179 Page 75, III-19, Tasks A

There is no Transition task requirement for Lot 2. Is there a transition period for Lot 2, ODP-covered participants?

Lot 2 requires a Readiness Review period. Refer to Part III, Section III-19.


180 Page 77, III-19.C.3 Managing Public Funds

What is the intent of the state in requiring separate bank accounts?



181 Page 80, What percentage of enrollees in the ODP Program, on average,

request face to face meetings?

The exact percentage is not known, but very few participants request face-to-face meetings, and they are usually requested at time of enrollment.

RFP 04-16


Q&A III-19.G.4. CLE Orientation and CLE Skills Training


182 Page 86, III-19.K.10.

What is the existing volume and type of voluntary deductions?

The volume and type of voluntary deductions is not known.


183

With regard to the required references (Section III-4.B), the RFP States that "The Offeror must provide a list of at least three (3) relevant contacts within the past three (3) years to serve as corporate references.". Given that contracts to provide VF/EA services in Pennsylvania were terminated when this contract was last awarded in 2012 (five years ago), how can VF/EAs who were operating throughout Pennsylvania in 2012 provide any references to VF/EA services from the three year period of 2014-2017?

The RFP does not require PA VF/EA references but rather relevant references.


184

With regard to the Conflict Free Requirements (Section III-G.1-2), can you please further designate and/or define what "any provider that renders ODP-funded services" means? Do "providers" include PAS Agencies, DME Providers, Service Coordinators, etc.?

The phrase means “providers who are enrolled with the Office of Developmental Programs to render and bill for services.”


185 Will DHS provide the winning offerer with any upfront funding to float

the payroll before funding starts coming in after billing is complete? Refer to the response to Q.20.


186 How will the incumbent vendor be allotted points for their cost

submittal which will not require transition of participants or associated costs and presumably be the lowest cost bid?

All cost proposals will be scored as indicated in Part II, Section II-4.B.

Documents

RFP 04-16 Fiscal Management Services Q&A ODP funded provider, whether the control be direct or indirect. RFP 04-16 Fiscal Management Services Q&A RFP Section Question Answer 11 The