A. Objectives and Approach - The Contractor shall: 1. Assist DBHDS staff with claims under the cost allocation plan via telephone, conference calls, and emails on the quarterly claims as follows: a. Review source data entered into DBHDS’ software (confirming state share only, reviewing reconciling entries, etc). b. Review Allocation Summary results that were produced prior to submission to DMAS c. Other as-needed assistance answering questions and providing consulting assistance to the DBHDS CAP team related to claims d. Provide a detailed listing of Medicaid Reimbursable activities and source documents e. Provide guidance and federal supporting documentation related to Medicaid reimbursable tasks under the CMS guidelines. 2. Perform annual review of cost allocation spreadsheets and any updated narratives, assist with identifying variances and the reconciliation of variances, deliver a report of findings to DBHDS stakeholders, and monitor any corrections 3. Perform as-needed consulting related to any state and/or federal audits impacting the cost allocation plan and Medicaid administrative claiming during the contract period 4. Perform as-needed consulting related to any cost allocation plan amendments during the contract period B. Project Activities - The Contractor shall: 1. Develop and provide DBHDS a data request of all documents needed during the contract’s statement of work timeframe review 2. Perform annual review and provide a report of findings to DBHDS (review based on current CAP process as outlined in DBHDS CAP Procedure Manual) 3. Monitor corrections of the Claiming Template and Narratives from DBHDS staff 4. Work with DBHDS to provide expertise recommendations for the Amended PCAP narrative to be submitted to CMS quarterly through the Virginia Department of Medical Assistance Services (DMAS) as applicable 5. Review of current Cost Allocation Template to determine anything that can be streamlined for accuracy. Work with DBHDS to develop a new template, if necessary, and provide training to DBHDS staff related to regulations surrounding the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. 6. Provide as-needed consulting for audits. All services are to be provided on an annual basis to DBHDS unless otherwise requested. An annual review will be conducted, in conjunction with DBHDS availability, after completion of the state fiscal Q4 CAP each year. C. Commonwealth Responsibilities - The Purchasing Agency will: 1. Ensure existing tools and resources are readily available for the Contractor so the defined scope can be performed expeditiously 2. Annually review the CAP data request materials, including CAP spreadsheets 3. Provide statistical data as requested 4. In a concentrated and limited effort, staff time to assist with changes to the Claiming Template and Narratives, as necessary 5. Work with the Contractor to assist with the development of a new Cost Allocation template, if necessary, and complete training related to regulations surrounding the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. D. Approach and Assumptions - This SOW is based on the information provided by DBHDS. 1. This Statement of Needs is effective upon execution of a contract. 2. The Contractor must provide Cost Allocation Plan Consultants for the period of performance. 3. In the event that additional resources are required, the Contractor shall provide an updated estimate to the Commonwealth in writing for approval via Change Order.
