SCHOOL BASED ADMINISTRATIVE CLAIMING CONSULTATION SERVICES

OFFICE OF PROCUREMENT

QUOTE REQUEST

SCHOOL BASED ADMINISTRATIVE CLAIMING

CONSULTATION SERVICES

QR # 20260227

Procurement Contact:

Sharon Clark

Sharon.Clark@medicaid.ms.gov

550 High Street, Suite 1000

Jackson, Mississippi 39201

DOM WELCOMES PARTICIPATION OF MINORITY BUSINESSES

INVITATION:  Subject to the attached and referenced terms and conditions, quotes for the acquisition of the herein required and described services will be received by the DOM Procurement Office by no later than the above required date and time.

1.0 PROCUREMENT OVERVIEW

1.1 Introduction

The Mississippi Division of Medicaid (DOM) is soliciting quotes from qualified vendors to establish a contract for specialized consultation services to support the redesign of school-based services (SBS) reimbursement and non-federal share financing. The selected contractor will assist DOM in evaluating and restructuring the current SBS framework to maximize federal Medicaid match, enhance administrative efficiencies, and improve access to care for Medicaid-eligible students, in alignment with recent Centers for Medicare & Medicaid Services (CMS) guidance. Offeror will provide consulting, support and facilitation for activities under an awarded contract for the design, implementation, and financial analysis and ongoing technical support of SBS in the Mississippi Medicaid Program.

Initially, the consultant will engage with DOM and stakeholders to conduct and assess needs and develop a detailed project plan. Over the contract period, the consultant will support DOM in scoping and evaluating the feasibility of changes to billing and claiming methodologies, data management systems, and centralized billing entities, while providing ongoing technical assistance, training, and support to ensure the project’s goals are achieved. The consultant will advise DOM on best practices related to SBS, School Based Administrative Claiming (SBAC), and implementation activities and provide support for associated activities, including but not limited to drafting potential State Plan Amendments (SPA), state regulations, Interagency agreements, cost allocation plan updates, and internal policies and procedures for support of the program.

The Offeror shall be familiar with the CMS SBS and SBAC rules including the Centers for Medicare and Medicaid Services (CMS) Delivering Services in School Based Settings: A Comprehensive Guide to Medicaid Services and Administrative Claiming (2023) available at:

Delivering Services in School-Based Settings: A Comprehensive Guide to Medicaid Services and Administrative Claiming

It is understood that any resultant contract from this solicitation does not require approval by the State of Mississippi’s Public Procurement Review Board (PPRB).  DOM intends to award one contract for the services required herein.  DOM further reserves the right to reject any and all quotes provided in response to this solicitation at any point during the evaluation, awarding, or negotiation process.

1.2 Project Overview

The Mississippi Division of Medicaid (DOM) administers the state’s Medicaid program by determining eligibility, reimbursing providers, overseeing claims processing through the Medicaid Management Information System (MMIS), and enforcing state and federal Medicaid regulations, including fraud and abuse prevention. While health facility licensing is handled by the Mississippi State Department of Health, DOM ensures provider compliance through the state plan and managed care organizations (MCOs). Medicaid is a jointly funded federal and state program serving low-income individuals and families (including children, pregnant people, parents, elderly people, and people with disabilities), with the federal government covering more than 75% of program costs. Although Mississippi uses fee-for-service for some beneficiaries, approximately 65% of enrollees participate in the Mississippi Coordinated Access Network (MississippiCAN), a managed care program established in 2011. DOM pays MCOs capitated rates to coordinate care, expand service capacity, and improve access and health outcomes for Mississippians who rely on Medicaid.

Medicaid Coverage for Mississippi’s School-Based Services (SBS) program supports the provision of essential healthcare services to students across the state by reimbursing for specific services provided to Medicaid-enrolled children in the school setting. Limited school districts currently participate in billing Medicaid for eligible school-based services. Mississippi Medicaid SBS coverage includes but is not limited to therapy services (speech, occupational, respiratory and physical therapy), audiology, nursing services related to medication administration and limited behavioral health services. Medicaid SBS coverage for services provided to students with a disability are outlined in their Individualized Education Plan (IEP). DOM intends to focus on building system supports to address and overcome existing barriers in Medicaid reimbursement for school based administrative claiming (SBAC) both for school districts currently billing Medicaid and those not yet participating.

The awarded consultant will conduct a needs assessment in the two months of the contract year, gathering input from stakeholders and partners to identify program needs and areas for improvement, and create a project plan.

The state’s goals for this project include:

• Improving Billing and Claiming Processes:

Collaborate with Local Education Agencies (LEAs) and other stakeholders to modify current Medicaid SBAC billing and claiming processes to reduce unnecessary administrative burden and expedite reimbursement.

• Maximizing Federal Matching Funds:

Support DOM and school districts in optimizing federal matching funds for school based Medicaid services and administrative claiming

• Ensuring Accuracy:

Audit documentation supporting the claim for federal dollars to ensure all costs are in accordance with federal regulations.

The project will explore improvements to the systems through which school districts and the Mississippi Department of Education (MDE) submit claims and are reimbursed for providing Medicaid-reimbursable services to eligible students to improve access to school based services statewide.

The selected consultant will assist in developing and refining the parameters and contractual requirements for implementation of the program, establishing any technology or communication systems needed to support the program, providing oversight and support to LEAs, MDE and DOM, and auditing cost claims by LEAs through the program. Overall, this project will require a coordinated approach informed by robust stakeholder engagement that evaluates how to best serve Mississippi’s schools, considering the state’s unique challenges, such as financial data tracking, proper time study processes, rural and underfunded school districts, workforce shortages, disconnected data systems, etc.

The location(s) the work is to be performed, completed and managed is virtual. The state will not provide workspace for the contractor. The contractor must provide its own workspace and equipment necessary to perform tasks outlined in this QR. The contractor will be required to conduct a minimum of one on-site meeting at the DOM Central Office per contract year to deliver an annual report on progress along with a plan for the upcoming program year. The contractor must factor into their cost proposal travel costs including transportation, lodging, and all other costs associated with their travel. All work must be performed in the United States.

1.3 Term of Contract

The contract term for the services required herein shall begin on April 15, 2026, and end on April 14, 2031.

Execution of the contract is contingent upon the availability of funds for the initial fiscal period. Obligations related to payments and performance for subsequent fiscal periods are subject to the appropriation and availability of funding.

1.4 Selected Vendor Requirements

Prospective vendors must be registered with the Mississippi Secretary of State’s Office to do business in the state of Mississippi before they can be awarded a contract with the state.  Visit Mississippi Secretary of State (ms.gov) for more information on how to register.

The awarded vendor will be required to register with the Mississippi Accountability System for Government Information and Collaboration (MAGIC) system.  Register with MAGIC to receive notifications for upcoming RFX opportunities based on your product categories. Businesses can search the MAGIC system for upcoming RFXs, respond electronically to some solicitations and receive purchase orders by email.  To register, visit https://www.dfa.ms.gov/dfa-offices/mmrs/mississippi-suppliers-vendors/ .

1.5 Contract Type, Compensation and Billing

The resultant contract from this solicitation shall be a firm fixed price. If any, the Contractor’s unit pricing as required within this solicitation shall remain consistent throughout the duration of the contract.

Payments and remittance information will be handled electronically via the State’s accounting system to the Contractor's designated bank account.  The State may, at its sole discretion, require electronic submission of invoices and supporting documentation. The Contractor agrees that the State is tax-exempt and that undisputed payments will be made within 45 days of invoice receipt, in accordance with Miss. Code Ann. § 31-7-301 et seq., Timely Payments for Purchases by Public Bodies.

Billing shall be made by Contractor on an invoice form prescribed by DOM itemizing the project relative to the rate specified on Attachment A (Quote Form). The Contractor shall submit an itemized invoice that includes at a minimum, the contract number, the invoice number, the period of performance covered, description of the work performed, and the amount.

1.6 Travel

The operations cost should include all necessary travel as it relates to the performance of this service. DOM will not reimburse for travel.

1.7 Eligibility and Minimum Qualifications

1.7.1 Organizations Eligible to Submit Quote (Attachment A – Quote Form)

1. To be eligible to submit a quote, an Offeror shall certify to each requirement as specified in “Attachment A – Quote Form”, by signing and acknowledging the statements in the quote form.

2. All pricing shall be submitted on Attachment A - Quote Form, which includes quote certifications and attestations. Cost included elsewhere in the Offeror’s submission will not be considered a cost of the contract and will not be paid.

3. The narrative and supporting documentation required in 1.7.2 Minimum Qualifications must be met and included with the Quote Form submission to be considered complete.

1.7.2 Minimum Qualifications (Attachment B: Addendum 1)

1. Offeror has experience in providing governmental auditing and accounting services for at least 3 governmental agencies within the past five (5) years. Include years of service. [To be described in the narrative noted at Section 1.7.2.1 and include the up to 3 projects]

2. Offeror must provide personnel experienced in governmental auditing and accounting. Furthermore, staff assigned to this contract must possess direct experience with SBS/SBAC or directly related services. [To be described in the staff proposal noted at Section 1.7.2.2]

3. Offeror has proven familiarity with the CMS Medicaid School Based Administrative Claiming (SBAC) program, including Random Moment Time Studies (RMTS). [To be described in the narrative at Section 1.7.2.1]

4. Proven experience with cost reporting, cost allocation plans (CAP), and federal cost principles (Uniform Guidance 2 CFR 200). [To be described in the narrative noted at Section 1.7.2.1and include the up to 3 projects]

1.7.2.1 Narrative - Capability to Provide Services (not to exceed 12 pages)

Offerors shall provide written, detailed validation describing Offeror’s ability to meet each of the qualifications as an addendum to Attachment B entitled, “Attachment B: Addendum 1: Minimum Qualifications, Capability to Provide Services.” These experience requirements may be met through experience at the organization level or at the staff level.

a. Describe your understanding of the MS Medicaid Program and its unique requirements and challenges. Provide a general overview of your experience related to managing and supporting Medicaid School-Based Services (SBS) programs or similarly scoped projects. Outline how you will support the Division of Medicaid (DOM) in improving administrative efficiency, ensuring compliance, and expanding access to school-based health services.

b. Include required supporting information noted in 1.7.2 Minimum Qualifications.

c. Provide a detailed description of your familiarity with CMS requirements, state Medicaid regulations, and IDEA compliance. Include demonstrated advisement on potential State Plan Amendments (SPAs) and other policy or regulatory changes.

d. Provide a detailed description of your experience in developing and delivering training materials and resources on Medicaid billing practices and requirements. Include examples of providing ongoing technical assistance to address barriers and improve billing efficiency for school districts.

e. Provide a detailed description of your familiarity and experience with the Inter-Governmental Transfer (IGT) process used to secure the non-federal share of Medicaid funding for SBS.

f. Provide a detailed description of your experience in developing and executing comprehensive project management plans, including timelines, milestones and deliverables.

g. Provide a description of your ability to coordinate with internal state staff, school districts, and external stakeholders effectively.

h. Describe your ability to adjust deliverables and timelines based on project needs, stakeholder feedback, and evolving project plans. Provide examples of your flexibility in managing changes and providing innovative solutions to emerging challenges.

1.7.2.2 Offeror Staff Proposal

Offerors must provide a description of the responsibilities of the proposed key personnel and staff that will manage and assist on this project. This section should include current resumes and clearly state how 1.7.2 Minimum Qualifications will be met. These resumes must clearly demonstrate the proposed staff's experience and knowledge in the following areas:

a. Experience and knowledge of Medicaid policies, managed care delivery systems, program monitoring, data systems, and processes.

b. Experience and knowledge of federal cost reporting compliance, healthcare reimbursement and financing.

c. Experience and knowledge of quality assessment, improvement methods and performance improvement projects.

d. Experience and knowledge of research design and methodology, including statistical analysis.

If resumes are not available at the time of quote submission, resumes must be available 30 calendar days prior to the project start date. However, a description of the responsibilities of the proposed key personnel must be included in this section.

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2.0 SCOPE OF SERVICES

2.0.1 Project Overview

The successful offeror will provide comprehensive support to DOM for the implementation of School Based Administrative Claiming (SBAC) and will assist in executing the activities outlined in this QR that align with CMS requirements, focusing on enhancing Medicaid school-based services (SBS), improving access to care for students, and ensuring efficient and effective program implementation.

2.0.2 Project Administration and Support

The Contractor shall provide comprehensive project administration and support to ensure the seamless execution, transparency, and timely delivery of all contractual requirements through rigorous planning and stakeholder collaboration. The Contractor’s responsibilities shall include, but are not limited to:

1. Conducting a school-based services and administrative claiming needs assessment (Deliverable);

2. Developing a detailed project management plan, including timelines, milestones, and deliverables (Deliverable);

3. Coordinating with designated DOM staff, school districts, and external stakeholders to ensure alignment and collaboration;

4. Monitoring project progress, identifying potential risks, and implementing mitigation strategies to keep the project on track;

5. Providing regular updates and progress reports to DOM and stakeholders based on an agreed-upon frequency and report format (Deliverable);

6. Establishing a system for tracking and documenting all project activities, communications, and outcomes to ensure transparency and accountability that includes read-only access, at a minimum, to designated DOM staff;

7. Establishing any systems needed to support the submission of data to support federal claims as well as the audit of that supporting information;

8. Auditing costs and the supporting documentation to ensure alignment with federal cost principles;

9. Support preparation of the federal reports to CMS and the claim of federal funds;

10. Support preparation of payment entries to LEAs and/or MDE;

11. Drafting State Plan Amendments, Cost Allocation Plan updates, Interagency Agreements, and any forms necessary to accomplish project goals; and

12. Providing annual reports to DOM and other stakeholders with accomplishments for the prior year, known issues and projected goals for the following year. (Deliverable).

2.0.3 Policy Consulting and Direction

The Contractor shall provide actionable, evidence-based guidance to ensure all project activities align with national best practices, regulatory requirements, and state goals by performing the following:

1. Utilizing national-level data and trends to advise on best practices, policy, and project direction;

2. Consulting with DOM regarding potential future State Plan Amendments (SPAs) and other policy or regulatory changes; and

3. Providing input on the alignment of project activities with relevant state and federal initiatives, guidelines, and requirements.

2.0.4 Stakeholder Engagement

The contractor should build a robust framework for stakeholder engagement by prioritizing transparency and active collaboration. Responsibilities should include, but not be limited to:

1. Designing and deploying surveys or evaluation tools specifically for school districts, LEAs, parents of Medicaid-enrolled children, and providers;

2. Establishing a systematic method to gather feedback regarding program development and utilization within one (1) month (Deliverable);

3. Completing the initial feedback process within two (2) months of the contract award and maintaining a regular feedback cycle throughout the contract period (Deliverable);

4. Organizing and leading stakeholder meetings, focus groups, and/or public forums to ensure broad, transparent participation;

5. Documenting all stakeholder insights and incorporating them directly into project planning and implementation phases;

6. Creating a long-term plan to keep all parties informed and engaged throughout the project lifecycle; and

7. Producing and distributing engagement materials (agendas, minutes, presentations), ensuring all public-facing content is approved by DOM prior to release (Deliverable).

2.0.5 Management and Reporting

To ensure full compliance and programmatic transparency, the Contractor is responsible for providing comprehensive administrative support and data management, ensuring the CMS reporting obligations are met with accuracy and precision. The Contractor’s responsibilities include but are not limited to:

1. Prepare and submit quarterly program progress reports and a final report (Deliverable);

2. Supporting DOM in maintaining accurate, timely financial records and the submission of annual Federal Financial Reports in strict compliance with CMS requirements (Deliverable); and

3. Coordinating directly with DOM to ensure all analysis, reporting, and compliance requirements are fulfilled and that all deadlines are strictly met (Deliverable).

2.0.6 Needs Assessment

The Contractor shall conduct a comprehensive needs assessment to identify opportunities for improving SBAC and the SBS program. This assessment must pinpoint specific program gaps, areas for improvement, and barriers hindering the provision of services or efficient Medicaid billing in school settings. This should include, but is not limited to, the following actions:

1. Create a detailed plan and timeline for the needs assessment, outlining key activities, milestones, and deadlines (Deliverable);

2. Engage key stakeholders to participate in the needs assessment process;

3. Design and conduct surveys, interviews, and focus groups to gather both qualitative and quantitative data from stakeholders;

4. Collect and analyze existing data from school districts and Medicaid records to establish a baseline understanding of current SBS utilization and service gaps;

5. Analyze collected data to identify key trends, gaps, and opportunities for improvement in school-based services;

6. Synthesize findings into a comprehensive needs assessment report, highlighting critical areas for intervention and potential strategies for addressing identified gaps (Deliverable);

7. Present preliminary findings to stakeholders for feedback and validation.

8. Incorporate stakeholder feedback into the final needs assessment report to ensure accuracy and relevance;

9. Prepare a detailed final needs assessment report, including data analysis, key findings, and actionable recommendations for improving school-based services (Deliverable);

10. Develop an executive summary and presentation materials to communicate the needs assessment findings and recommendations to a broader audience (Deliverable); and

11. Present the final report to DOM leadership, school district representatives, and other stakeholders.

2.0.7 Infrastructure Needs Assessment

The contractor should conduct a comprehensive infrastructure needs assessment to evaluate and enhance the systems, resources, and staffing required for effective school-based Medicaid services. The primary objective is to bridge the gap between current state operations and the desired level of efficiency and compliance. The Contractor’s responsibilities should include, but are not limited to:

1. Developing a detailed plan and timeline for the infrastructure needs assessment, outlining key activities, milestones, and deadlines (Deliverable);

2. Identifying specific infrastructure needs, which could include staffing, legislative or regulatory changes, data systems, or contracted assistance, enabling more effective and efficient provision and/or billing of Medicaid services in schools (Deliverable);

3. Ensuring compliance with the Individuals and Disabilities Education Act’s (IDEA) statutory and regulatory requirements regarding State interagency coordination, obtaining parental consent, and Medicaid and CHIP services for non-IDEA services;

4. Providing a preliminary infrastructure needs assessment report, including the identification of ways to ensure compliance and descriptions of current practices regarding State, State Educational Agencies (SEA), and LEA staffing specifically working on SBS issues related to billing and documentation (Deliverable);

5. Incorporating feedback into the final infrastructure needs assessment report;

6. Preparing a detailed final infrastructure needs assessment report, including data analysis, key findings, and actionable recommendations (Deliverable);

7. Developing an executive summary and presentation materials to communicate the infrastructure needs assessment findings and recommendations to a broader audience; and

8. Presenting the final report to DOM leadership, school district representatives, and other stakeholders.

2.0.8 LEA Technical Assistance and Capacity Building

To ensure compliant and efficient Medicaid reimbursement, the Contractor shall strengthen Local Education Agency (LEA) capacity by performing technical assistance and training tasks including, but not limited to:

1. Develop and deliver training materials and resources to school districts regarding Medicaid billing practices, requirements, and ongoing updates, including conducting additional, targeted training sessions. (Deliverable)

2. Provide ongoing technical assistance to school districts to address billing barriers, improve efficiency, and offer continuous, proactive support. (Deliverable)

3. Create user-friendly administrative documents, including, but not limited to, parental consent forms, notification documents, and procedural checklists to streamline processes. (Deliverable)

4. Assist in the development of standardized protocols for data management, documentation, and information sharing across school districts to ensure compliance. (Deliverable)

2.0.9 Evaluation and Continuous Improvement

To ensure quality service delivery and long-term project success, the Contractor should adopt a proactive, data-driven approach to performance management to include, but not be limited to:

1. Defining and implementing clear, performance metrics and evaluation methodologies to accurately assess the effectiveness of implemented strategies and interventions.

2. Performing routine, scheduled evaluations of the project's progress and impact, providing actionable recommendations for adjustments to ensure adherence to timelines and quality standards.

3. Incorporating feedback, lessons learned, and data insights directly into ongoing project activities to enhance performance and efficiency over time.

4. Delivering regular, evidence-based reports on the success of interventions, providing data-driven insights to inform future program development and policy adjustments.

2.0.10 Security and Privacy

Contractor shall operate and maintain a system of internal controls, both manual and automated, to safeguard data access and ensure the integrity, completeness, and accuracy of data, processing, and output products. Further, Contractor shall implement and maintain policies compliant with HIPAA regulations, ensure the proper handling of Protected Health Information (PHI), and strictly execute the provisions of the DOM Business Associate Agreement (Attachment H) and the Data Use Agreement (DUA), if necessary, to protect SBS systems and data against unauthorized access at all times. Finally, Contractor shall ensure that all systems and facilities include appropriate and reasonable security measures, including active monitoring and incident response.

2.0.11 Contractor Review and Audit

Contractor shall be subject to periodic review and audit by both State and Federal authorities and shall at a minimum:

• Provide data, in a specified electronic format with DOM approved content and format, to DOM within five (5) working days of receipt of request as required to support internal or external audits;

• Produce the source or hard copy documentation and records which will substantiate information in requested files, or which is missing with the above files, within ten (10) days of receipt from DOM;

• Provide reasonable access to facilities and personnel used by the Contractor in delivery of services to DOM;

• Be responsible for responding to audit inquiries and findings; and

• Provide all data, documentation, records, and reports at no cost to the State.

2.0.12 Contractor Requirements

The Contractor shall ensure the most recent CMS protocols are adhered to for all activities covered under this contract. If a new protocol is issued by CMS, the Contractor shall provide an update to DOM and implement any changes to DOM’s SBAC and SBS activities and tools within the timeframe specified by CMS after approval from DOM.

The Contractor shall ensure reports are provided in a concise and easy-to-read format, as approved by DOM in writing. For each report, the Contractor shall identify best practices and opportunities for improvement, as well as recommendations specific to the program. Unless otherwise specified by DOM, the Contractor shall submit all reports to DOM in electronic format.

The Contractor shall conduct reviews of care in accordance with generally accepted principles of research design, statistical analysis, and other appropriate validation techniques, to produce valid and reliable analysis. The Contractor shall identify and inform DOM of any procedure which may reduce the cost and/or increase the effectiveness of administering this Program.

2.0.13 Turnover Phase

The Contractor shall ensure an orderly transition of all SBS functions to a designated successor Contractor, or DOM upon contract conclusion or termination for any reason, if applicable. Furthermore, the Contractor is responsible for maintaining and handing over all work in progress including active report requests, analysis projects, and special studies falling within the scope of work until the final end date of the contract, as amended.

Contractor’s responsibilities during the Turnover phase shall include, but are not limited to:

1. Preparing and submitting the detailed written Turnover Phase Plan by the end of the first year of the contract and providing for annual updates. (Deliverable) Ensuring that the plan defines the Turnover approach, define all tasks and subtasks and provide a schedule for the Turnover effort to achieve DOM requirements.

2. Providing a current listing of all software used to support the SBS functions.

3. Transferring all files, data, and other materials of the DOM SBS function to DOM or its designated agent, as requested.

4. Provide copies of all procedures for performing the functions of the SBS.

5. Provide procedures used to DOM or its designated agent in the performance of all contract-related functions including, but not limited to, the procedures for the SBS and ad hoc report generation and analysis.

6. Provide an estimated inventory of all work in progress and its projected status at the end of the contract within one (1) calendar week after the beginning of the Turnover Phase and update the work in progress inventory estimates weekly throughout the Turnover Phase. (Deliverable)

7. Provide a final, detailed inventory and accounting of all work in progress and completed work.

8. Prepare and submit a final report summarizing Turnover task results and certifying the completion of all Turnover responsibilities.

9. Cooperate with DOM and new Contractor throughout the Turnover Phase to ensure a smooth transition.

10. Contractor shall designate, at least 180 calendar days before the contract end date, a currently staffed manager to act as the primary point of contact for DOM and any successor contractor until the contract term is completed.

11. The Contractor shall provide enhanced assistance with the transition of DOM SBS functions, if applicable.

12. The Contractor shall complete all applicable Deliverables as required of this Contract, by the end of the Contract term.

The Contractor shall provide and retain sufficient Key Personnel during Turnover to complete the Services and meet the requirements specified in the Contract.

2.0.14 Administrative Training Requirements

Contractor shall conduct training for Contractor personnel, school district or MDE personnel, or designated DOM staff on a continuing basis to maintain satisfactory levels of proficiency relative to all Contractor functions and report to DOM regarding ongoing Contractor training.

2.0.15 Staffing Requirements

2.0.15.1 General Staffing

The Contractor is solely responsible for hiring, managing, and ensuring the qualifications of all personnel and subcontractors. Staffing must be sufficient to meet project goals, regardless of the level proposed in the original quote.

After consultations with the Contractor, DOM shall make the final decision as to the required staffing levels based upon current progress in meeting the goals and anticipated future needs for all annual SBS activities.

The Contractor shall maintain sufficient professional and technical staff to carry out the duties and responsibilities of this program function and agree to the following requirements:

1. Personnel commitments made in the Contractor's quote that resulted in award of this Contract shall not be changed except as herein above provided, or due to the resignation of any named individual.

2. The Contractor shall notify DOM in writing within forty-eight (48) hours of receipt of notice of a Key Personnel’s resignation/departure and notify DOM immediately in the event of Key Personnel termination or departure without notice.  Experience requirement levels listed in the Key Personnel, Section 2.0.15.4 must be maintained throughout the contract period.

3. The Contractor shall provide an interim resource with accompanying resume for DOM’s approval within five (5) business days for any Key Personnel vacancies, regardless of the reason for the vacancy.  The interim resource will have the required qualifications listed in the Key Personnel, Section 2.0.15.4.

4. The Contractor shall provide a permanent resource for DOM’s approval within thirty (30) calendar days, and appropriately staff, within forty-five (45) calendar days from the date of interim resource approval, for any Key Personnel replacements unless exception is granted in writing by DOM.  The permanent resource will have the required qualifications listed in the Key Personnel, Section 2.0.15.4.

2.1.15.2 Staff Approval and Cost Tracking

DOM retains sole authority to approve, disapprove, or require the removal/reassignment of Contractor and Subcontractor Key Personnel. The Contractor shall track and report personnel and technical resource costs on a per-project basis to ensure compliance with DOM and CMS enhanced federal funding requirements.  The Contractor shall maintain detailed resource costs for submission upon request and utilize a DOM-approved invoice format.

2.0.15.3 Subcontracted Staff

Contractor shall submit fully executed copies of DOM-approved subcontracts prior to the subcontractor starting work or within 30 calendar days of contract execution, whichever is earlier. Contractor must notify DOM within 10 calendar days of any subcontractor noncompliance related to SBS tasks, including an action plan to resolve issues.

Prior written approval from DOM is required to substitute any previously approved subcontractor. Contractor shall notify DOM within 48 hours of a subcontractor’s resignation and immediately upon any termination. The Contractor remains solely responsible for all services, including those delivered by subcontractors.

2.0.15.4 Key Personnel

Key Personnel are Contractor staff essential for contract performance, as described below. The staff or key personnel must demonstrate experience with Medicaid members, policies, data systems and processes, quality improvement, research design and methodology throughout the life of this contract. Contractor must submit current resumes for all proposed Key Personnel with their quote response or at least thirty (30) calendar days prior to the start date for DOM’s written approval. If submitted 30 calendar days prior to start date, offeror must describe the intended responsibilities of each proposed personnel who will perform the intended duties. DOM reserves the right to interview candidates.

Contractor shall not alter Key Personnel positions, staff, or responsibilities without prior written approval from DOM. One Key Personnel may fill multiple roles, subject to DOM approval. If the Contractor deems an additional Key Personnel position(s) necessary beyond the positions listed below, the Contractor shall identify these positions and provide a complete description of how these positions support the fulfillment of the Contract.

If any Key Personnel are not employees of the Contractor, the Contractor shall identify those personnel and provide DOM with contracts establishing the Key Personnel’s Subcontract.  The Contractor shall not employ or use a Subcontractor without the approval of DOM.

The following Key Personnel are required:

Program Manager - The Program Manager is the primary point of contact with DOM's Team. Shall possess a minimum of five (5) years of experience in project management and three (3) years in school-based services. The program manager shall possess knowledge of the CMS SBS/SBAC standards and be knowledgeable of State and Federal healthcare legislation.

1. The Program Manager participates in all SBS/SBAC activities and serves as the lead over the Contractor’s team and is responsible for:

Planning, directing, managing, and overseeing the overall Contractor project management activities.  Managing discussions and correspondence between DOM and the Contractor, including status reporting, scheduling, and DOM requests for information.  The delivery, timing, and accuracy of deliverables in the Contract; monitoring and leading all program activities and deliverables including, but not limited to, coordination with DOM and other contract stakeholders.

Managing relationships with vendors and processing intergovernmental transfers documentation.

2. Finance Manager – The Finance Manager works closely with DOM and its Finance Team to audit financial operations of the program. The Finance Manager shall possess a minimum of five (5) years of financial experience, be licensed as a registered CPA and in good standing, be knowledgeable of CMS SBAC protocols and possess knowledge of State and Federal healthcare legislation.

The Finance Coordinator is responsible for:

a. Managing and coordinating the financial operations, including financial reporting, analyzing data, maintaining financial records, ensuring compliance with regulations.

b. Interpreting financial data, identifying trends and providing insights to management.

c. Auditing records and ensuring compliance with federal regulations and cost principles.

d. Implementing and maintaining internal controls to safeguard assets and prevent fraud.

The Contractor shall propose key staff and additional staff as necessary to fulfill the requirements of this quote. As noted above in General Staffing, staffing should be sufficient to meet project goals, regardless of the level proposed in the original quote.

2.0.15.5 Staffing Needs, Planning and Monitoring Processes

1. The Contractor shall provide an overview report of the preliminary and ongoing staff planning and monitoring processes at a frequency determined by DOM.

2. The Contractor shall ensure that the overview report specifically identifies activities for planning for future needs and monitoring of the project assignments, contract timelines, the nature of existing and anticipated vacancies, length of time a position has been vacant, status of hiring, and associated decisions for release or renewal of personnel.

3. Contractor must provide DOM access to a Program Manager on a timely basis that is adequate to meet DOM’s requirements under its Contract.

4. Contractor shall have staff or key personnel that demonstrate experience with Medicaid members, policies, data systems and processes, quality improvement, research design and methodology throughout the life of this contract.

5. Contractor shall provide sufficient analysis and technical staff, in addition to the professional staff, for the reviews, with experience and expertise in the statistical measurement of health and service indicators to support the requirements in this Contract.

6. Contractor’s staff shall have an in-depth understanding of the scope and methodologies of data collection, the interpretation of data, and the social and economic factors that affect the interpretation of the data.

7. Contractor shall ensure that all contract activities are conducted in accordance with generally accepted principles of research design and statistical analysis to produce valid, reliable, and generalizable information.

8. Contractor shall identify a primary key contact individual who shall maintain communication with DOM in connection with the Contractor's specified contractual responsibilities.

9. Key Personnel shall be the individuals assigned to accomplish the work required by this Contract as identified in the Contractor’s quote.

10. At no additional cost to DOM, the Contractor shall ensure that Key Personnel shall be available at times designated by DOM, within fourteen (14) calendar days of the start of the Contract, to receive documents and orientation from the previous Contractor, if applicable, including but not limited to:

a. The procedures for the SBS periodic and special reviews, ad hoc report generation and analysis, and the operation and maintenance of SBS Systems and

b. Review operating procedures and receive training on all software used to support the SBAC functions.

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3.0 PROCUREMENT PROCESS

3.1 Approach

This QR is designed to provide the Offeror with the information necessary to prepare a competitive quote. DOM reserves the right to interpret the language of this QR or its requirements in a manner that is in the best interest of the State.

3.2 Contact and Questions / Requests for Clarification

Questions and requests for clarification concerning this QR shall be submitted no later than 2:00 p.m. CST, Friday, March 13, 2026, using the Questions and Answers template.

Questions and Answers Template: https://medicaid.ms.gov/resources/procurement

Email Template to: procurement@medicaid.ms.gov

Email Subject Line: QR No. 20260227 – SBAC - Questions

DOM will not be bound by any verbal or written information that is not contained within this QR unless formally noticed and issued by DOM.

DOM anticipates written response of answers by 2:00 p.m. CST, Thursday, March 19, 2026, as an amendment. Vendor shall acknowledge receipt of any amendment, in writing, by signing and returning the amendment with the quote submission. At no time shall any respondent or its personnel, contact or attempt to contact any DOM staff regarding this QR except the contact person as set forth and, in the manner, prescribed in this section.

3.3 Service Quote Submission Requirements

Responses to this solicitation shall be marked and designated as “Offeror’s Name – SBAC - QR No. 20260227” as the subject line and may be submitted via email to the following:

procurement@medicaid.ms.gov

Responses are due no later than 2:00 p.m. CST, Monday, March 30, 2026. Responses received after this deadline shall be considered LATE and will be recorded as such and included in the procurement file. Late Responses are deemed non-responsive and are not considered for further evaluation. DOM will notify a Respondent in writing if a response is deemed non-responsive due to failure to meet the submission deadline. There are no exceptions to the deadline date and time or method of submission unless identified by DOM Office of Procurement through a written amendment to this solicitation.

If the vendor is submitting a redacted quote submission file, both the redacted and unredacted files must be in a searchable format and must not include any embedded web links. Quote submissions must be received by the due date and time.

Respondents are solely responsible for timely submission of a response to this solicitation. DOM is not liable and does not accept responsibility for insufficient electronic delivery due to equipment or user error.

As a mandatory component of your quote submission, all vendors must include a fully executed Business Associate Agreement (BAA) with their quote (Attachment H). This requirement is necessary to ensure compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations, including the Privacy, Security, and Breach Notification Rules (collectively referred to as the "HIPAA Rules"). An executed BAA is a requirement for quote submission, but the BAA will not be enforced upon any Vendor unless a valid contract resulting from this QR is fully executed with DOM.

Failure to submit a fully executed Business Associate Agreement with response may render Vendor’s quote non-responsive.

3.4 Quote Submission Format

All quotes must be submitted as a single, searchable Adobe Acrobat PDF file. The PDF should be in the following format:

...

Quote Submission Format