State Mandate Claims Preparations and Consulting Services

The Vendor is required to provide assist the city in identifying and preparing state mandate claims consistent with the SB 90 claims process.
- Potential claims include but are not limited to the following:
• Claims based on instructions provided by the state controller, an annual and as needed claiming process with specific deadlines used by local jurisdictions to pursue reimbursement for new or existing mandated costs for prior and current years; and
• Claims based on the preparation and justification by local jurisdictions, which include documentation of all direct costs and the documentation of all indirect costs to the extent permitted.
- Identify new state mandates approved by legislation and assist the city in its claims preparation activities, including those related to state audits.
- State mandated claims preparation services include, but are not limited to, the following on an as-needed basis:
• Perform and carry out, in a professional manner, services with respect to the preparation and filing of state mandate reimbursement claims with the state controller in a manner consistent with the parameters and guidelines issued by the agency and legislation, reasonable reimbursement methodology, or other determined methodology, for the following state mandate claims, including, but not limited to, animal adoption, public records act, open meetings act, and various law enforcement claims;
• Conduct interviews and gather information on departmental and organizational costs incurred for mandated services.
• Departments regarding claims that can be filed, obtain raw data from departments, assist in gathering data to support cost claims, assist in development and preparation of time studies as needed, prepare claims that utilizes the city’s cost allocation plan rates, submit claims with all back up documentation to departments for review, make corrections as requested, provide departments with corrected claim forms and backup documents, submit claims to the respective departments for signature, and submit claims to the state controller’s office by the filing deadline;
• Perform in-service training to designated departmental personnel regarding SB 90 issues prior to submission of new or existing claims to the state;
• Assist the city in monitoring payment status of all claims submitted on behalf of the city;
• At the city’s option, prepare and submit an incorrect reduction claim in the event that the state controller reduces a mandate reimbursement process claim by at least one thousand dollars ($1,000.00);
• Develop and provide custom reports as required by the city.