Questions and Answers
Cost Allocation Plan Consultation Services
Document #: JFSR1415118045
Question: What is the level of support requested for gaining approval of the submitted PACAP, and is this support expected to go beyond July 1, 2014, which will probably be necessary to gain approval? I think it is highly unlikely that it can get submitted and approved within 1 year.
Answer: The engagement will be considered complete when the selected vendor satisfactorily completes the deliverables itemized in section 4.4. Cap approval and quarterly CAP amendments will be handled internally and filed by Ohio ODJFS staff.
Question: 1 Page 2, Background, Page 4.4, Specification of Deliverables - Page 2 indicates that the creation of the Ohio Department of Medicaid (ODM) will mean major changes in ODJFS’ internal structure, which will require changes to the CAP’s content. Section 4.4 requests analysis of the current CAP processes and recommendations on revised documentation requirements for the administrative claim. Is it a correct assumption that the initial CAP recommendations will reflect the changes caused by the creation of ODM? What is the role of the contractor after completion of all of the deliverables itemized in section 4.4?Will the contractor develop quarterly CAP amendments, as needed until the end of the contract, June 30, 2015? Will the contractor assist ODM in the transfer of portions of ODJFS’ CAP to ODM?
Answer: The State of Ohio is looking for recommendations to support CAP plan development for the post ODM go-forward environment. The engagement will be considered complete when the selected vendor satisfactorily completes the deliverables itemized in section 4.4. Quarterly CAP amendments are prepared internally and filed by Ohio ODJFS staff. ODM will be a stand alone entity after the separation on 7/1/13 and will be responsible for preparing and filing their own CAP which reflects the operational cost transferred from ODJFS.
Question: How much effort is expected by the vendor to rewrite the CAP? Is the main purpose of the RFP to get recommendations for the rewite or resources for recommendation AND rewrite?
Answer: The primary purpose of the RFP is to get recommendations that streamline the CAP and cost distribution methodologies. The intent is that once the recommendations are approved for implementation that ODJFS staff would be responsible for the actual CAP revisions, but the vendor would be assisting with simplifying the format.
Question: 11. Page 4, Anticipated Procurement Timetable: With the understanding that the contract period is expected to run from July 2013 – June 30, 2015 does ODJFS have an expected or anticipated time table for completion of individual deliverables? 12. Page 7, Program Resource Library: Does the Office of Fiscal and Monitoring Services prepare the CAP or does a contracted vendor prepare CAP on behalf of the Office? 13. Page 8, Organizational Experience and Capabilities, A: What types of documents does ODJFS consider sufficient for “samples of at least two, but no more than four, similar sized projects”? 14. Page 9, Scope of Work, Evaluate Statistical Allocation Base: Does ODJFS request a review of random moment time study (RMTS) programs including IMRMS, SSRMS, CSRMS, WFRMS, and/or CWRMS? Would this review be expected to include recommendations on changes to RMTS system/processes for compliance and/or revenue enhancement? 15. Page 11, Specifications of Deliverables, A: for the Deliverable, can you provide more information about what specifically is being requested regarding "detail program overlaps", "funding mergers" or "restructuring recommendations"? Are these recommendations specifically to be related to the cost allocation plan or how the overall agency conducts its business? If the later, is the RFP looking for operational improvement recommendations? 16. Page 12, Specifications of Deliverables, D: Is the CAP and Administrative Cost Report (ACR) the output of the current cost allocation plan and what is used for federal claiming? 17. Page 14, Proposal Format & Submission: Can the cost proposal be submitted in a separate, sealed envelope contained within the same box as the technical copies or must it literally be in a separate box, sent separately? 18. Page 14, Proposal Format & Submission: Should the cost proposal CD-ROM copy be submitted in PDF format? 19. Page 24, Minority Business Enterprise: Can you please clarify the MBE subcontractor language? Using a MBE subcontractor does NOT translate into any extra points on the evaluation section (Attachment C), however, page 24 states “If the proposal is not submitted by a certified MBE, the vendor is strongly encouraged to subcontract a minimum of fifteen percent (15%) of the total contract price to an Ohio certified MBE.” Does this mean that if we do not partner with a MBE subcontractor that points will be deducted or that our proposal will be evaluated differently than if we do partner with a MBE? 20. Attachment A, Location of Business Form, 4: Please clarify what “Location where services to be performed will be changed or shifted by Contractor” means. 21. Attachment D, Cost Proposal Form: Should cost be inclusive of entire contract term (July 2013 – June 30, 2015)?
Answer: 11. ODJFS expects all deliverables to be completed by 6/30/14, regardless of order of completion. 12. The CAP is prepared internally by the Office of Fiscal and Monitoring Services. 13. Copies of final reports where the output is considered part of the public record. In cases where results of the engagement are considered restricted or proprietary, a summary or properly redacted copy will suffice. 14. The review will be focused on state level cost pools and the allocation methodologies utilized in those pools. This review will exclude the RMS system utilized currently by the counties. 15. The focus of deliverable is on the cost allocation plan to increase the opportunities for direct charging versus allocated expenditures to federal grants. In that review recommendations on how to leverage current funding sources may arise. 16. Yes, the Administrative Cost Report is created by the Department to claim indirect costs on each respective federal report. 17. The Cost Proposal needs to be in a separate, sealed envelope that can be included in the submission box as the technical proposal. 18. Yes. 19. No it means we encourage you to partner with an MBE. There will be no points added or deducted and your proposal will not be evaluated differently. 20. Where the location our company will be performing the work. 21. ODJFS believes that the engagement can reasonably be expected to be completed within State fiscal year 2014 ending June 30, 2014. If it is anticipated that the work will carry over into State fiscal year 2015 ending June 30, 2015, costs will need to be estimated and spread by fiscal year.
Question: 1. Page 2, Background: What is the expected date of the Ohio Department of Medicaid (ODM) becoming a single state agency or has the reorganization already occurred? 2. Page 2, Background: Are new organizational charts for ODJFS and ODM available? 3. Page 2, Background: Can you list the major programs and activities that will remain with ODJFS and which will move to ODM? 4. Page 4, Overview of Project: Does this project include all of the Medicaid funded activities currently performed across ODJFS? 5. Page 4, Overview of the Project: If known, what Medicaid services are ODJFS expected to provide on behalf of ODM after the reorganization? 6. Page 2, Background: Is the cost allocation plan narrative to be developed for ODJFS only, ODM only, or both agencies? Is the cost allocation plan narrative to be developed for all ODJFS programs as they currently stand? 7. Page 2, Background: Can you confirm that by developing a CAP, you are asking for a complete cost allocation plan narrative? 8. Page 3, Overview of the Project: Does ODJFS want vendor to identify and recommend organizational/staffing changes due to ODM or update materials to reflect organizational/staffing changes already decided/to be decided by ODJFS? 9. Page 2, Background: We are confused by the reference to a SWCAP. ODJFS is a public assistance agency and is required to prepare a public assistance cost allocation plan. Can you confirm this statement or explain the reference to a SWCAP? 10. Page 3, Overview of the Project: Do the counties or county agencies prepare their own cost allocation plans? Who reviews them?
Answer: 1. July 1, 2013 2. No, the two agencies are currently still in the process of making decisions on which support services will remain at ODJFS, which will have an impact on both agencies organizational charts. 3. The Medicaid & CHIP programs are moving to MCD, but ODJFS will still be providing some support services for MCD. ODJFS will be providing support for State Hearings, County Administration and IT services, but at this time all decisions surrounding support services between the two agencies have not be completed. 4. No, the project focus is on JFS’ activities and programs post MCD separation, which would include any administrative support services still be provided on behalf of MCD. 5. JFS will be providing support for State Hearings, County Administration and some IT services, but at this time all decisions surrounding support services between the two agencies have not be completed . 6. The cost allocation plan narrative is to be developed for ODJFS only for all ODJFS programs and activities that remain post MCD separation. 7. Yes, we are requesting a complete cost allocation narrative. 8. Recommend organizational structure changes as it relates to the Cost Allocation Plan, such as increased direct charging or streamlined cost pools methodologies. 9. The State Wide Cost Allocation Plan (SWCAP) is maintained by the Office of Budget and Management (OBM). The SWCAP section within OBM determines the value of services provided by agencies that provide services benefiting all state agencies and divides the cost among agencies. The resulting cost allocation plan also includes rental rates for state-owned facilities and for facilities financed by the Ohio Building Authority. The program prepares and submits the state's SWCAP annually to the federal government. 10. Counties prepare their own Cost Allocation Plans based on their own structures. These are reviewed by both the Auditor of State and County Auditors.
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