Random Moment Sampling System and Title IV-E Claim Support Services

The Vendor is required to provide random moment sampling system and title iv-e claim support services for include:
- General
• Provide, configure, operate, and maintain a comprehensive web-based random moment sampling system (RMS), which is statistically valid, and compliant with all federal and state guidelines and requirements
• Technical title iv-e administrative services, including cost reporting, accurately drafting quarterly claim for timely submission and enhancement and evaluation of program and activity coding ensuring compliance with federal and state title iv-e guidelines.
• Properly allocating title iv-e administrative costs to their appropriate cost centers and ensure that the costs identified are permissible for federal financial participation (FFP) and are the only costs allocated to the title iv-e program if applicable
• Ensure that any eligible population and services are included in the title iv-e program and activities and review existing services programs and activities to identify and propose title iv-e reimbursable activities currently being performed but not claimed.
• Provide technical assistance services for implementation of the title iv-e RMS claiming system, including identifying needs and providing initial and ongoing staff training.
• Provide technical assistance in case of an audit.
- RMS functional description
• RMS system that meets both state and federal requirements as an acceptable cost allocation methodology for services.
• Monitor and collect sample responses; validate sample responses; and align each sample to the appropriate program and activity code.
• Ensure that program and activity codes capture all the activities performed by the participants and distinguish title iv-e activities from similar activities that are not eligible for title iv-e reimbursement.
• Provide a question in the response asking if the participant is working with a specific youth, and if the answer is yes, provide space for participant to enter the youth’s juvenile identification number (JID)
• Ensure work schedules for each participant can be programmed and adjusted quarterly within the RMS system to ensure samples are only sent during each participant’s work hours.
• Provide designated services users with adequate permissions to (at a minimum) create, edit, and update the sample group, user information, and participant work schedules within the RMS system.
- RMS user permissions:
• Participants with standard permissions must be able to respond to samples by connecting to the website and database from a secure link in an email notification without requiring a login.
• Administrative users must have the required permissions to view initiated samples and associated submissions, including the ability to monitor participant responses, as well as the ability to view free-text comments provided in each sample.
• They must have the ability to create, edit, and delete participant information, as well as the ability to update work schedules for participants.
• They must have the ability to generate reports and create queries, in cooperation with the selected vendor.
• All edits and deletions must be recorded.