Selected Responder will be responsible for the following: General Requirements 1.1. Assist STATE in distributing grants to eligible applicants. Criteria for eligibility of applicants have been determined by STATE and such eligibility requirements will be shared with the selected Responder. 1.2. Use the application, developed by STATE, to match the criteria for applicant eligibility. 1.3. Generally, assist STATE in verifying an applicant’s eligibility. 1.4. Provide STATE with updates that include any changes or potential issues about: its performance under the contract, the integrity of the application process, the status and completion rate of its responsibilities, an unexpectedly high or low utilization of grants, and the detection of potential fraud. 1.5. Promptly reply to any questions from the STATE. 1.6. Notify the STATE immediately upon discovering evidence of a possible data breach per the Minnesota Data Privacy Practices Act and Health Information Portability & Accountability Act (HIPAA). Project Planning 2.1. Work with STATE to ensure that STATE, the selected Responder, and all contract activities are in compliance with: 2.1 a. all State of Minnesota standards and requirements. 2.1 b. State procurement and contract laws and regulations. 2.2. Meet with STATE, as necessary, to gather additional information that it requires to meet its responsibilities under the contract. 2.3. Request any additional information that it needs from STATE in order to meet its contract responsibilities. Tracking Database 3.1. Interact with a web-based grant administration system to track the following: applicant information, applicant eligibility, required documentation, status of the verification process, and the distribution date of each grant payment to each applicant. Responder will need their own system to track this information. 3.2. Generally, provide STATE with the ability to run ad hoc reporting with specified data from the STATE. Documenting Application Materials and Process 4.1. Generally, establish the application process as follows: 4.1.a. Establish the provider application process using an application developed by STATE, ideally within 24-48 hours of contract execution. 4.1.b. Ideally, within 24 hours, submit the proposed application process to the STATE for review and approval, modifying them as the STATE directs.
