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T-1414 PATERNITY ACKNOWLEDGE PROG. FAMILY DEVLP HOSP. BASED CERT. PROG. & DATA BASE
STATE OF NEW JERSEY
DEPARTMENT OF TREASURY
DIVISION OF PURCHASE AND PROPERTY
PURCHASE BUREAU INDEX #: T-1414
NOTIFICATION OF AWARD - TERM CONTRACT(S)
CONTRACT TITLE: PATERNITY ACKNOWLEDGE PROG. FAMILY DEVL CONTRACT # 60499
HOSP. BASED CERT. PROG. & DATA BASE
CONTRACT PERIOD: APPLICABLE TO:
FROM: 10/01/04 TO: 09/30/10 SELECTED STATE AGENCIES
VENDOR NAME & ADDRESS: FOR PURCHASE BUREAU USE
POLICY STUDIES INC Solicitation #: 36161
Bid Open Date : 08/17/04
1899 WYNKOOP STREET CID # : 1027314
STE 300 Commodity Code: 961-48
DENVER, CO 80202 Set-Aside : NONE
CONDITIONS AND METHODS OF OPERATION
Multi-Source Contracts: State Agencies and Cooperative Purchasing partners
should review each vendor's product/service and prices carefully and
place orders in accordance with the terms and conditions of the contract.
Note that
A. Delivery: All prices F.O.B. Destination
B. Method of Operation - State Agencies Only: Issue an agency purchase order
to the appropriate contract vendor(s).
In the event of an emergency, contact the following in the order listed:
1.KEVIN MOORE - BUYER 3. MARGARET QUINN - BUYER UNIT SUPERV
609-292-1256
E-MAIL: KEVIN.MOORE@TREAS.STATE.NJ.US
2.KEVIN MOORE - BUYER SUPERVISOR 4. OFFICE OF THE BUREAU SUPERVISOR
609-292-1256 609-292-4751
PB177 (rev. 6/91) PUB. DATE: 10/30/09
INDEX NO: T1414
PAGE NO: 2
REQUEST FOR PROPOSAL 10/15
HOSPITAL BASED CERTIFICATE OF PATERNITY PROGRAMS
1.0 Intent and Purpose
The Division of Family Development (DFD) intends to contract for
technical and management services to design, implement and operate a
Paternity Acknowledgment Program in which Certificates of Parentage
are obtained and processed for parents of all children born in the
State of New Jersey. The parents of children born out of wedlock will
be given the opportunity to voluntarily acknowledge paternity on the
Certificate of Parentage form (attached).
The implementation of the hospital based Paternity Acknowledgment
Program must be statewide at all birthing facilities and all other
entities as designated by the Office of Child Support and Paternity
Programs (OCSPP). The program will entail the involvement of all
birthing hospitals, county child support offices and other related
entities as deemed necessary to the success of the program. The
program will also include the development of multimedia,
multi-lingual, multi-cultural informational material; instructional
materials for the hospital and child support staff; on-site training;
the processing of acknowledgments; matching of acknowledgments with
the Office of Child Support and Paternity Programs (OCSPP) case load
and the delivery of management reports.
The Paternity Acknowledgment Program will expedite the resolution of
paternity and permit expeditious establishment of support obligations.
2.0 Background
The Child Support Enforcement Program was established in 1975 as Part
D of Title IV of the Social Security Act. The purpose of the program
is to locate non-custodial parents, establish paternity for children
born out-of-wedlock, and obtain and enforce child support and medical
support orders.
In New Jersey, the program is state supervised and county
administered. The Division of Family Development, OCSPP serves as the
State Child Support Agency (IV-D Agency) and has a cooperative
agreement with the Administrative Office of the Courts for the
Probation Divisions to handle the enforcement of child support and
medical support orders.
County Welfare Agencies are responsible for providing assistance in
the location of absent parents, assisting in the establishment of
paternity and obtaining a court order for child support. The
Probation Divisions are responsible for the enforcement, distribution
and collection of these orders.
Section 13721 of the Omnibus Budget Reconciliation Act of 1993 (P.L.
103-66) requires states to have laws and procedures for voluntary
acknowledgment of paternity, which explains the rights and
responsibilities of acknowledging paternity and includes due process
safeguards. The procedures must include a hospital-based program for
the voluntary acknowledgment of paternity around the time of the
child's birth.
3.0 Reserved:
4.0 Reserved:
5.0 Special Contractual Terms and Conditions:
5.1 Contract Extension:
Contract extension will be in accordance of section 3.2 of the
Purchase Bureau standard terms and conditions. This contract may be
extended for one (1) or more period(s) of all or part of one (1) year
with the aggregate time period of all combined extensions not to
exceed five (5) years. In the event the public exigency requires, the
director may extend this contract beyond the period noted above.
5.2 Contract Continuity/Transitional Period:
In the event the services are scheduled to end either by contract
expiration or by termination by the State of New Jersey (at the
State's discretion), it shall be incumbent upon the contractor to
continue the service, if requested by the State, until new services
can be completely operational. At no time shall this transitional
period extend more than ninety (90) days beyond the expiration date of
the existing contract. Contractor will be reimbursed for this service
at the rate in effect when this transitional period clause is invoked
by the State.
5.3 Prime Contractor Responsibilities:
5.3.1 The State will consider the prime contractor to be the sole
point of contract with regard to contractual matters and the prime
contractor will be required to assume sole responsibility for the
complete effort stipulated in the RFP. Payment will be made only to
the prime contractor.
5.3.2 The prime contractor is responsible for assuring subcontractor
compliance with all terms and conditions of this RFP. The prime
contractor will assume sole responsibility for any payments due the
subcontractor(s) under this contract.
5.4 Ownership of Material
Ownership of all data, material, proposals, manuals, training
sessions, and documentation (including work papers) originated and
prepared for the State pursuant to this contract shall belong
exclusively to the State.
5.5 Data Confidentiality
All data contained in the source documents supplied by the State of
New Jersey are to be considered confidential and shall be solely for
the use of the issuing office and the using agency. The contractor
will be required to use reasonable care to protect the confidentiality
of the data. Any use, sale or offering of this data in any form by
the contractor, his/her employees or assignees will be considered in
violation of this contract and will cause infraction to be reported to
the State's Attorney General for possible prosecution. Penalties for
violations of such guarantees will include, but are not limited to,
cancellation of contract and/or legal action with no damages paid by
the State.
5.6 Responsibility of the Contractor
The contractor is responsible for the professional quality, technical
accuracy and timely completion and delivery of all deliverables and
other services furnished by the contractor under this contract. The
contractor shall, without additional compensation, correct or revise
any errors, omissions, or other deficiencies in its deliverables and
other services. The approval of deliverables furnished under this
contract shall not in any way relieve the contractor of responsibility
for the technical adequacy of its work. The review, approval,
acceptance or payment for any of the services shall not be construed
as a waiver of any rights under the agreement or of any cause for
action arising out of the performance of this contract. The
contractor's obligations under this clause are in addition to the
contractor's other expressed or implied assurance under this contract
or state law and in no way will diminish any other rights that the
State may have against the contractor for faulty materials, equipment
or work.
In addition to the requirements included in the Purchase Bureau
Standard Terms and Conditions, the contractor must comply with all
applicable Federal, State and local laws, rules and regulations.
5.7 Delivery and Damages
If circumstances beyond the control of the contractor result in a late
delivery, it is the responsibility and obligation of the contractor to
make the details known immediately to the Purchase Bureau, 33 West
State Street, Trenton, New Jersey and the using agency.
If for any reason the contractor cannot provide the products and/or
services in the manner specified in this RFP, the State reserves the
right to secure the products and/or services through another providor
and hold the contractor responsible for any excess costs incurred.
If the contractor cannot meet the delivery date(s) for the effort as
specified in his/her proposal, he/she shall be liable to the State to
the sum of $500.00 per normal work day that such delivery is late.
Ten (10) percent of the contract cost is the maximum amount of
liability. These said sums shall be treated as liquidated damages and
not a penalty.
5.8 Retainage
Retainage is an operable feature on this contract. The amount of
retainage will be noted under item #6 on the cover sheet to this RFP.
For ongoing term contracts the using agency will retain the stated
percentage of each invoice submitted. At the end of each three (3)
month period during the term of the contract, the using agency will
review the contractor(s)' performance and if performance has been
satisfactory, the using agency will release the retainage for the
preceding three (3) month period. Following the expiration of the
contract, retained fees will be released to the contractor after
certification by the State's project manager that all services have
been satisfactorily performed.
5.9 Performance Security -- Not required for this contract.
5.10 Form of Compensation and Payment
5.10.1 This section will serve to supplement section 4 of the
Purchase Bureau Standard Terms and Conditions. Official State invoice
forms must be submitted to the using agency along with supporting
documentation substantiating that work has been satisfactorily
completed. Invoices must reference the price lines in the contract
and must be in strict accordance with the firm fixed prices submitted
for each activity on the pricing sheets. All invoices must be
approved by the State's project manager and the using agency before
payment will be authorized.
5.10.2 Availability of Funds
The State's obligation hereunder is contingent upon the availability
of appropriated funds from which payment for contract purposes can be
made. No legal liability on the part of the State for payment of any
money shall arise unless and until funds are made available each
fiscal year to the Using Agency by the Legislature.
5.11 Special Projects/Additional Work
Should additional work, special projects, hearings, meetings or other
activities beyond the scope of this RFP be deemed appropriate by the
using agency or the contracted vendor, the contracted vendor must
present to the using agency a written request to perform the
additional work. The written request must be based upon the hourly
rates or unit costs submitted with the contractor's original proposal
and must contain a complete description of the additional tasks to be
performed. Should the using agency elect to order additional items
covered under the tasks and sub-tasks detailed in the scope of work
section of this RFP the contractor will be paid the unit cost for each
item in accordance with applicable unit costs or rates as submitted on
the price sheets for task or sub-task. Contractor shall not begin
performing any additional work prior to obtaining written approval
from the State's project manager.
5.12 Project Management - General
All contractor activities to be performed under all parts of the
contract will be accomplished in consultation with, under the
direction of, and with the approval of the State's project manager.
The State's project manager will be responsible for the approval of
all deliverables for each element of the tasks and or sub-tasks in the
scope of work.
5.13 Substitution of Personnel or Subcontractor:
The contractor shall warrant that all persons assigned to the project
shall be employees of the contractor or specified the subcontractor,
and are fully qualified to perform the the required work.
If, during the term of the contract, the contractor or subcontractor
cannot provide the personnel as proposed and requests a substitution,
that substitution must be an approved equal or better. The contractor
or subcontractor will provide detailed resume qualifications and
justification which will be forwarded to the State project manager for
written approval prior to any personnel substitution. It is
acknowledged by the contractor that every reasonable attempt shall be
made to assign the personnel listed in the bidder's bid response
proposal, at the level of effort proposed.
In all cases vacated positions must be filled and approved by the
State and replacement staff must be performing the duties of the
vacated position within reasonable time frames.
5.13.1 No contractor, project or management personnel shall be
permanently assigned until they have been interviewed and approved by
the State's project manager. Personnel assigned temporarily during
the start-up period must be identified and their functions defined.
5.13.2 In the event that any contractor or subcontractor personnel
are found to be unacceptable by the State's project manager, or are
replaced or transferred by the contractor for any reason, the
individual(s) assigned as replacement(s) shall equal or exceed in
qualifications and experience the individual(s) proposed by the bidder
in the bidder's bid response proposal.
5.13.3 In the event that the prime contractor desires to substitute a
subcontractor, the prime contractor will identify the organization,
officers and the contractual agreement to be made which will be
forwarded to the State project manager and the Director, Division of
Purchase and Property for approval prior to the commencement of any
work by the recommended substitute subcontractor.
5.14 State's Option to Reduce Scope of Work
5.14.1 The State shall have the option at its sole discretion, to
consider the project, or any task or sub-task thereof, completed
before all of said task or tasks have been performed, whenever in the
judgment of the State based upon results of work already performed,
the goals of the project have been successfully achieved, or can be
successfully achieved through a reduced scope of work. In such event
the State may reduce the scope of work for any task, tasks or portions
thereof by written notice to the contractor.
5.14.2 Upon receipt of such notification, the contractor will submit
to the State within five (5) working days an itemization of the work
effort already completed by task, or subtask and work effort which
will be required by task or subtask to complete the affected tasks or
subtask in accordance with said notification. Upon approval of the
proposed work effort by the State, the contractor shall complete the
project in accordance with said approval. The contractor shall be
compensated in accordance with the applicable portions of the cost
proposal.
5.15 Suspension of Work
The project manager may at any time for valid reason direct the
contractor to suspend work under this approved contract for a specific
period of time. Such order shall be given by at least ten (10) days
notice in writing which shall specify the period during which work
shall be stopped. The contractor shall be paid up until the stop
order but subsequent payments shall be held in abeyance until final
project decision. Any permanent contract termination shall be in
accordance with Purchase Bureau Standard Terms and Conditions section
5.5. The contractor, unless terminated, shall resume work upon the
date specified in the stop work order, or upon such other date
specified in the stop work order, or upon such other date as the
project manager may thereafter specify in writing. The period during
which work shall have been stopped shall be deemed added to the
contractor's approved schedule of performance. Stoppage of work under
this section shall not, however, be construed as extending the term of
the contract, and shall not give rise to any claim against the State.
It must be understood that all pricing proposed by the bidder in
response to this RFP must remain firm and constant during the entire
contract, and any extensions, notwithstanding the level of effort
dictated by the using agency or the level of available funding.
5.16 Final Report
At the conclusion of all of the work specified under this RFP, the
contractor will be required to submit a final report to the State in
order to release the final contractor payment.
6.0 Reserved:
7.0 Reserved:
8.0 Scope of Work
8.1 Section I - Implementation and Training
The vendor will develop a work plan, to be approved by the Project
Manager, which will outline a statewide implementation schedule for
on-site training for the birthing facilities identified in the
attachment titled "Birthing Facilities' and training for State and
county child support offices. The work plan must identify the tasks to
be accomplished in order to successfully design, implement and operate
the program and the time frame for accomplishing each task. Note the
attached schedule "Project Time Frames." The work plan must include
a Customer Service Plan that includes a telephone help desk, response
to incomplete or inaccurate Certificates of Parentage and follow-up
training. All tasks and sub tasks in Section I - Implementation and
Training, must be operational within six (6) months of contract award.
The vendor shall provide and perform the following services within the
specified time frames, in a thorough professional manner:
8.1.1 The vendor will design, implement and operate a Paternity
Acknowledgment Program on a statewide basis. All procedures listed in
section 8.2 Program Operations, must be developed by the contractor
and submitted to OCSPP within 30 days of the contract award. The
contractor must provide each procedure to the State as it is finished
so that the State Project Manager can approve those procedures in a
timely fashion. The State's approval should run parallel to the
development of procedures and will extend for not longer than ten (10)
working days beyond receipt of the last procedures.
8.1.2 The vendor will provide training to all relevant staff of New
Jersey's 80 birthing facilities (76 of which are hospitals), 21 county
child support locations and State child support office. Training will
involve at least five staff members from each of the birthing
facilities, ten State staff members and six persons from each of the
21 county child support locations. Training of the State and county
child support staff shall also include the requesting of imaged data
from the central location and receipt and use of the imaged
information transferred to the child support offices. Evening training
may be required.
8.1.2.1 Birthing facilities in New Jersey are automating their
systems through the EBC system. EBC training will be taking place the
same time as our training for voluntary acknowledgment. Therefore it
will be necessary for the vendor to coordinate training with the
Department of Health.
8.1.2.2 After the initial training phase and over the life of the
contract, additional training may be required. This training must be
approved by the Project Manager. Evening training may be required.
8.1.3 The vendor will develop informational materials about the
program, in English and Spanish, which will include a mail-in
application for child support services, written material on the
parents' rights and responsibilities and written material describing
the benefits of establishing paternity. This informational material
will be representative of different cultural and socioeconomic groups,
and will be distributed to the parents of all children born out of
wedlock. Approximately 10% of New Jersey's population is Hispanic.
8.1.4 The vendor will develop a 7 to 10 minute video tape, to be
shown to the parents of children born out of wedlock which explains
the benefits of acknowledging paternity and the parents' rights and
responsibilities. The financial benefits, which include child support,
social security benefits, pension benefits, veterans benefits and
other rights of inheritance as well as the social and psychological
benefits of establishing a bond between parent and child and medical
history benefits will be included in this explanation. The video tape
must be done in English and Spanish, targeted at different cultural
and socioeconomic groups.
Two (2) copies of the video tape will be provided to each of the 80
birthing facilities and each of the 21 county child support locations
and ten (10) copies of the video tape will be provided to the State
office. All tape copies supplied will be of high viewing quality and
will be provided on professional grade 1/2" VHS cassette tapes.
8.1.5 As part of the training, the vendor must train staff in
providing the unmarried parents with information regarding their
rights and responsibilities for acknowledging paternity. The
explanation of the information to the individual must be at a level
which is easy to understand.
8.1.6 As part of the training, the vendor must train staff in methods
and techniques of collecting the following voluntary information:
Child's Name Child's Date of Birth
Place of Birth Birthing Facility
Mother's Name Mother's Date of Birth
Mother's Place of Birth Mother's Address
Mother's Telephone Number Mother's Social Security Number
Mother's Employer Mother's Occupation
Mother's Medical Insurance Name and Policy Number
Father's Name Father's Date of Birth
Father's Place of Birth Father's Address
Father's Telephone Number Father's Social Security Number
Father's Employer Father's Occupation
Father's Medical Insurance Name and Policy Number
8.1.7 As part of the training, the vendor must train staff to advise
unmarried parents who want to voluntarily acknowledge paternity that
they must provide all the information required on the Certificate of
Parentage Form and sign the bottom of the form under mother's
signature and father's signature as appropriate, in the presence of a
notary or witness. Identification, such as driver's license,
preferably with a picture must be shown to the notary or witness.
8.1.8 As part of the training, the vendor must train staff to assist
those individuals who request genetic testing. As some birthing
facilities will make genetic testing available and some will not,
birthing facility staff will be trained on genetic testing procedures
specific to their facility. Information on the IV-D program as well
as a IV-D application must also be provided.
8.1.9 Subsequent to training staff, the vendor must follow-up on
trained staff to insure they are adequately collecting and processing
the forms. The vendor must visit each birthing facility at least
twice to monitor staff processing the Certificate of Parentage forms.
The vendor must visit the county child support offices only when a
problem becomes evident by the quality or number of the forms the
office is sending to the vendor.
8.1.10 The vendor will develop a training video tape running from 7
to 12 minutes representing the content relative to the training part
of this program. Two (2) copies of this tape will be left at each of
the 80 birthing facilities and ten (10) copies will be provided to the
State Office. All tape copies supplied will be of high viewing
quality and will be provided on professional grade 1/2" VHS cassette
tapes.
8.1.11 After the initial training phase and over the life of the
contract, with the approval of the Project Manager, the vendor will
schedule training sessions, on an as needed basis. Training will be
scheduled for new employees and to address any problems staff may be
experiencing with the collection or processing of the information. The
time for the training sessions will be arranged by the vendor and site
staff.
8.1.12 Retainage of 10% will be applied to all invoicing for
training. If training of all county and state staff is completed
within 60 days following award of the contract, based on the time
frame schedule, the state will release the county/state retained
portion of the training invoices for county/state training. If
training of 28 birthing facilities staff is completed within 90 days
following award of the contract, based on the time frame schedule, the
state will release the accumulated retained portion of the training
invoices for birthing facility training, but continue to retain 10%
for subsequent birthing facility training invoices. If training of
all remaining birthing facilities staff is completed within six months
following award of the contract, based on the time frame schedule, the
state will release the accumulated retained portion of the training
invoices for birthing facility training.
8.1.13 The vendor must use and provide, to the Project Manager, an
automated software package to monitor the scheduling of project
deliverables. A provision of this package is to include training the
Project Manager on this tracking software. The formal tracking system
must include tracking of each specific item in Attachment 2,
Timeframes.
8.2 Program Operations
8.2.1 The vendor will be responsible for distributing the Certificate
of Parentage forms developed by the State to those birthing facilities
not on EBC and the county child support offices, as required.
8.2.2 The vendor will develop procedures, to be approved by the
Project Manager, for the collection and maintenance of a data base of
information obtained from the Certificate of Parentage Forms. The
Certificate of Parentage will be used in an attempt to gather
information on all births in New Jersey. There are approximately
120,000 children born in New Jersey per year.
8.2.3 The vendor will develop procedures, to be approved by the
Project Manager, to obtain voluntary signed paternity acknowledgment
on the Certificate of Parentage, in compliance with due process
requirements for children born out of wedlock. New Jersey's due
process requirements will be provided to the vendor upon award of the
contract. Approximately 36,000 children a year are born out of
wedlock in New Jersey.
8.2.4 The vendor will provide statistical projections for the number
of acknowledgments that will be obtained for the first, second and
third years of the contract. The methodology used for determining the
projections must be identified in the procedures.
8.2.5 The vendor will develop procedures by which married parents
will be asked to voluntarily provide the information requested on
Sections I, II and III of the Certificate of Parentage.
8.2.6 The vendor will develop procedures by which unmarried parents,
who want to acknowledge paternity, will be asked to voluntarily
provide the information requested on Sections I, II and III of the
Certificate of Parentage and sign the Certificate of Parentage Form
under mother's or father's signature, as appropriate, in the presence
of a notary or witness. Identification, such as driver's license with
a picture, must be presented to the notary or witness.
8.2.7 The vendor will develop a plan, to be approved by the Project
Manager, to include genetic testing if the mother or the putative
father of the child born out of wedlock requests the services.
8.2.7.1 In those birthing facilities which agree to make genetic
testing available, the vendor will insure staff is trained in chain of
custody procedures.
8.2.7.2 If either parent is a IV-D client, the plan must specify that
arrangements must be made to use the State's genetic testing contract.
8.2.7.3 If neither parent is a IV-D client, the plan must include
that a IV-D application is made available to the mother. If a IV-D
application is not filed, the plan must specify that the father will
be asked to sign a statement which requires that the genetic testing
laboratory which performs the test send the test results to the IV-D
agency. The plan must also specify that the parents will be advised
and assisted regarding laboratories that perform the genetic test.
8.2.8 The vendor will provide mailers to the birthing facilities and
county child support offices, in which the Certificates of Parentage
will be mailed to the vendor.
8.2.9 The vendor will screen the Certificate of Parentage and
determine if it is acceptable. An acceptable Certificate of Parentage
must contain at a minimum: Mother and Child's name and date of birth,
Mother's social security number and address, Father's name, date of
birth or social security number and address. The vendor will mail a
copy of those Certificates of Parentage which contain a notarized or
witnessed signature to both parents. All signed Certificate of
Parentage forms generated by the EBC system will be photocopied by the
vendor. All signed Certificate of Parentage forms not generated by
the EBC system will be three-part forms and therefore photocopying
will not be necessary.
8.2.10 The vendor will follow-up on those Certificates of Parentage
which are determined not to be acceptable, or are unsigned, following
procedures in the contractor's Customer Service Plan. Follow-up can
be done by telephone or by mail. Follow-up must also be done on those
cases in which genetic testing was requested and the results revealed
a 99% probability. All follow-up actions must be recorded on a memo
screen, as described in Section 8.2.11.
8.2.11 The vendor will maintain all Certificate of Parentage data
elements in the Attachment on a data base. The data base will contain
a memo screen for each case, which will allow the vendor to record any
follow-up actions taken on the case. Federal regulations require that
an individual is given multiple opportunities to voluntarily
acknowledge paternity.
8.2.12. On a weekly basis, the vendor will send the entire file to
OTIS to be matched against the ACSES data base as outlined in Section
8.3 of this document. The data base and any software developed by the
vendor, under this contract will be the property of the DFD and remain
the property of the DFD at such time the DFD requests or at the
termination of this contract.
8.2.13 The vendor will provide the OCSPP with dial-up access to the
information the vendor is maintaining on a data base. This access
shall be limited to the State Office of Child Support and Paternity
Programs and require security logon procedures.
8.2.14 The vendor will be completely responsible for the electronic
imaging functions, as described in Section 9.0, as well as providing
the associated cost in the vendor proposal. However, the electronic
imaging portion of the contract may be subcontracted by the vendor.
8.2.15 When genetic tests are performed on IV-D clients or Non-IV-D
clients who have signed a statement releasing the results of the
genetic test to the IV-D agency, the following information must be
collected and maintained on the vendor data base:
The name of the individual or agency requesting the genetic test.
The date the genetic test was requested.
The date the genetic test was complete.
Positive identification of the individual the genetic sample is
taken from.
The results of the genetic test, positive or negative. A
probability of 99% is acceptable as a positive result.
The party(ies) responsible for payment of the genetic testing,
either the IV-D agency, the putative father, the mother or both the
putative father and the mother.
The cost of the genetic test.
8.2.16 The vendor will be available to answer staff questions
regarding the collection and processing of the paternity
acknowledgment information on a 24 hour a day, seven day per week
basis. This service must be provided by way of a "800" toll free
telephone number.
8.2.17 The vendor will coordinate and develop a procedure with
neighboring states, for the exchange of paternity acknowledgments when
a child is born in one state and his/her parents reside in another
state.
8.2.18 The vendor will provide monthly management reports by the 5th
calendar day of each month. These reports are as follows:
o During the implementation phase, the vendor will report on the
number of staff trained during the month and the number of
birthing facilities which became operational during the month.
o The vendor will provide statistical reports regarding the number
of acceptable Certificates of Parentage obtained and the number
signed, as well as the number of live births, identifying
married and unmarried parents. These statistics will be broken
down by birthing facilities and county child support offices.
Individual and cumulative totals will be provided, identifying
each birthing facility and each child support office.
0 The vendor will provide a monthly report, sorted by mother's
name, mother's social security number and birthing facility,
which lists those acceptable Certificates of Parentage received.
A state-wide summary should also be provided. Both shall
include total number of teen mothers.
o The vendor will provide statistics on the number of genetic
tests performed broken down by birthing facility, identifying
whether paternity was established and whether the individuals
were IV-D clients. Costs for genetic testing will also be
identified for IV-D cases.
0 The vendor will provide, on a monthly basis, a report sorted by
mother's name, mother's social security number and listing
follow-up actions taken on the case.
o The vendor will provide, on a monthly basis, a report sorted by
birthing facility, mother's name and mother's social security
number identifying signed acknowledgments obtained.. Those
birthing facilities on EBC will also be identified.
o The vendor will provide additional reports as agreed upon by the
vendor and the Project Manager. Any additional costs for these
services must be determined per the specifications at 5.11 of
this RFP.
8.2.19 Once the program has been implemented, the vendor will be paid
per acceptable Certificate of Parentage obtained. Payment will be
provided on a monthly billing cycle.
8.2.20 The vendor will insure the confidentiality of all-the
information released to the vendor for the purposes of operating this
program.
8.2.21 Birthing Center Quarterly Payments
It is required that the vendor will serve as a fiscal Agent for
the Division of Family Development in the payment of incentives
to all applicable hospitals and birthing centers. The generic
steps in this process are as follows:
1. Hospitals and birthing center will send requests for payment
to the vendor each quarter.
2. The vendor will verify the requests for payment, and require
supporting documentation.
3. Discrepancies, if any will be resolved.
4. The vendor will send a request for payment to the Division
of Family Development for the quarterly aggregate.
5. The Division of Family development will send one check to
the vendor.
6. Upon receipt of the State check, the vendor will issue
individual payments to the hospital and birthing centers.
7. The vendor will do a quarterly reconciliation.
8. All supporting documentation will be maintained by the
vendor for state review and audit.
8.3 Section II - Collecting and Maintaining Data
8.3.1 The vendor will maintain information in accordance with
procedures approved by DFD under section 8.1.
8.3.2 The vendor will develop a computer data base with at least one
file comprised of the data elements in the Attachment titled 'Data
Elements in the Certificate of Parentage Data Base". The computer data
base developed by the vendor will be the property of the Division of
Family Development (DFD) and will remain the property of DFD, at such
time that DFD requests or at the termination of the contract. The
State office of Child Support and Paternity Programs will have dial-up
access to the information maintained by the vendor.
8.3.3 Upon receipt of an acceptable Certificate of Parentage form
and applicable genetic testing information, the vendor will input the
information into the computer data base and maintain the original
paper copy in a file. The data base developed by the vendor will hold
the data elements listed under the Attachment titled "Data Elements in
the Certificate of Parentage Data Base'. A memo screen will also be
available for each data base record. This memo screen will be used to
record follow-up actions.
8.3.4 On a weekly basis the vendor will electronically send a copy
of the entire file to OTIS for matching with ACSES.
8.3.5 Upon request, the vendor will supply the original paper copy
of the Certificate of Parentage to the OCSPP or one of the county
child support offices within one working day.
8.3.6 The vendor will insure the confidentiality of all the
information released to the vendor for the purposes of this program.
8.3.7 The vendor will provide procedures to the OCSPP for back-up
and recovery of original Certificate of Parentage form, the electronic
image and stored data.
8.3.8 The vendor will supply the State all documents entered into the
system. The Project Manager may request these documents on a periodic
basis. The vendor is to maintain a repository of all original
documents until formally requested by the State Project Manager.
8.3.9 The vendor will provide procedures to the OCSPP that assure
data integrity of all stored data and the electronic images, and for
security of all files from unauthorized access. The vendor must
assure inquiry only access of authorized county and State users to the
image files, and limit such access only to authorized users. The
vendor must assure inquiry only access of authorized State users to
the stored data, and limit such access only to authorized users.
9.0 Section III Electronic Imaging
It is the State's intention to acquire a separate imaging system from
the primary contractor on a service arrangement. The primary
contractor must assume full responsibility for the installation and
operation of this imaging system. At the end of the contract, the
contractor will turn over all images to the State. As part of the
proposal, the vendors must describe how they will accomplish this
turnover.
Electronic imaging will be used for only those Certificates of
Parentage in which a voluntary acknowledgment of Paternity was
obtained by a witnessed or notarized signature. Utilizing the imaged
document will allow for dial-up access. The vendor should consider an
open systems architecture when developing the imaging system.
9.1 The vendor will design, develop, staff, implement and document a
production imaging processing operation that is capable of supporting
100 Certificates of Parentage per day or 3000 Certificates of
Parentage per month. Vendors must propose unit pricing to include all
costs of providing this service on a per document basis. Because the
equipment need not be located in State offices, the vendor must
specify the physical location of the system.
9.2 The vendor will provide access to the imaged information for the
county and state child support and paternity offices through dial-up
access.
9.2.1 The county and state child support worker must have the
capability to call up the imaged document at the county or state work
site using a personal computer and modem. The state will supply
Hewlett Packard Model 4 or equivalent, laser jet printers. The image
provided by the vendor to the state or county offices must print on
plain paper with at least 400 dot per inch resolution, not worse than
second generation. Resolution similar to coated paper printing on
conventional facsimile machines is not acceptable.
9.3 The vendor will provide detailed descriptions of all equipment
required, including all hardware and software. The State will provide
its own personal computers, modems and printer equipment at each
county site. The vendor should describe the most effective printers
for assuring legible copies of the imaged documents, and transfer rate
of modems.
9.3.1 The vendor should describe general function and purpose of
each hardware and software line item.
9.3.2 The vendor should provide descriptions of all
telecommunications requirements for full functionality, including
type(s) of circuits needed.
9.3.3 The vendor must describe methodologies for assuring data
integrity, proper conversion and indexing of all source materials,
including verification and correction, methods of retention of imaged
data, backup, security, operations support and assuring timely
conversion within three days of Certificate of Parentage preparation.
LIST OF ATTACHMENTS
ATTACHMENT 1 Data elements on the certificate of parentage data base.
ATTACHMENT 2 A list of timeframes for completing the project.
ATTACHMENT 3 A list of birthing facilities in New Jersey.
ATTACHMENT 4 The Certificate of Parentage form.
____________________________________________________________________
ATTACHMENT 1 --
DATA ELEMENTS ON THE CERTIFICATE OF PARENTAGE DATA BASE
Child's Name Child's Date of Birth
Place of Birth Birthing Facility
Mother's Name Mother's Date of Birth
mother's Place of Birth Mother's Address
Mother's Telephone Number Mother's Social Security Number
Mother's Employer Mother's Occupation
Mother's Medical Insurance Name
and Policy Number
Father's Name Father's Date of Birth
Father's Place of Birth Father's Address
Father's Telephone Number Father's Social Security Number
Father's Employer Father's Occupation
Father's Medical Insurance Name
and Policy Number
Paternity Indicator designed so that 'Y' identifies an acknowledgment
has been signed in a case and 'N" identifies that an acknowledgment
has not been signed.
The date the Paternity Acknowledgment was signed.
A field to designate whether or not the Certificate of Parentage was
signed to acknowledge paternity.
A field which designates genetic tests were performed.
A field identifying the individual/agency that requested the genetic
test.
A field designating the date the genetic test was requested.
A field designating the date the genetic test was completed.
A field designating the results of the genetic test positive or
negative. Probability of 99% is acceptable as positive. ,
A field designating who is responsible for payment of the genetic
testing, the county welfare board, the putative father, the mother or
both the putative father and the mother.
A field designating the cost for genetic test.
ATTACHMENT 2 TIMEFRAMES
Within 30 days of contract award, all procedures listed in Section
8.2, Program Operations, must be developed by the contractor and
submitted to Office of Child Support and Paternity Programs (OCSPP)
Within 60 days of contract award, the contractor must have completed
training of all State and county staff.
Within 90 days of contract award, the contractor must have completed
training of at least 28 birthing facilities.
Within 5 months of contract award, the contractor must have completed
training of at least 60 birthing facilities statewide.
Within 6 months of contract award, the contractor must have completed
training of all birthing facilities statewide and all tasks and
sub-tasks in Section 8.9, Implementation and Training, must be
operational.
Within one day of receiving a Certificate of Parentage form, the
contractor must screen the form for completeness and take follow-up
action if necessary.
Within 2 days of receiving a Certificate of Parentage form or
follow-up information, the contractor must enter the information on
the data base.
Within 2 days of receiving a signed Certificate of Parentage form, the
contractor must image and index the document.
Within 1 day of receiving a genetic test containing a 99% probability,
the contractor must follow-up as appropriate.
Within 1 day of performing follow-up functions the contractor must
record all follow-up actions on the memo screen.
On the 5th day of each month, the contractor must provide monthly
management reports as outlined in Section 8.2.18 of the Request for
Proposal.
On a weekly basis, the contractor must send the entire data file to
the Office of Telecommunications Information Systems to be matched
against the Automated Child Support Enforcement System.
____________________________________________________________________
INDEX NO: T1414
PAGE NO: 3
VENDOR INFORMATION SHEET
COOP *
VENDOR NAME AND ADDRESS SBE/MBE/WBE/PURCH
______________________________________________________________________________
POLICY STUDIES INC NO /NO /NO /NO CONTRACT #: 60499
1899 WYNKOOP STREET EXPIRATION DATE: 09/30/10
STE 300 TERMS: NONE
DENVER, CO 80202 DELIVERY: SPECIFIED ELSEWHE
CONTACT PERSON: MARK A.LEVY CONTACT PHONE: 303-863-0900
ORDER FAX # : 303-295-0244
* WILL VENDOR EXTEND CONTRACT PRICES TO COOPERATIVE PURCHASING PARTICIPANTS?
INDEX NO: T1414
PAGE NO: 4
CONTRACT ITEMS/SERVICES
BY VENDOR
______________________________________________________________________________
VNDR: POLICY STUDIES INC CNTRCT #: 60499
UNLESS SPECIFIED OTHERWISE BELOW:
SHIP TO: 547550 / S001
FAMILY DEVELOPMENT DIV
3 QUAKERBRIDGE PLAZA
TRENTON NJ 08619
LINE# DESCRIPTION/MFGR/BRAND EST QUANTITY UNIT % DISCOUNT UNIT PRICE
00001 COMM CODE: 961-48-030934 28800.000 EACH N/A $28.79000
HOSPITAL BASED PATERNITY CERTIFICATE
COST FOR ONE (1) CERTIFICATE. YEAR 1
FULLY LOADED COST OF ONE (1) IMAGED
CERTIFICATE AS PER SCOPE OF WORK AND
ELECTRONIC DATA STORED AS PER SCOPE OF
WORK.
THIS IS A ONE YEAR EXTENSION FROM
OCTOBER 1, 2008 THROUGH SEPTEMBER 30,
2009. THIS EXTENSION IS IN ACCORDANCE
WITH THE TERMS AND CONDITIONS OF THE
ORIGINAL CONTRACT. LINES 8 AND 9 SHOULD
BE UTILIZED FOR THIS EXTENSION PERIOD.
00002 COMM CODE: 961-48-030934 28800.000 EACH N/A $29.06000
HOSPITAL BASED PATERNITY CERTIFICATE
COST FOR ONE (1) CERTIFICATE. YEAR 2
FULLY LOADED COST OF ONE (1) IMAGED
CERTIFICATE AS PER SCOPE OF WORK AND
ELECTRONIC DATA STORED AS PER SCOPE OF
WORK.
00003 COMM CODE: 961-48-030934 28800.000 EACH N/A $29.28000
HOSPITAL BASED PATERNITY CERTIFICATE
COST FOR ONE (1) CERTIFICATE. YEAR 3
FULLY LOADED COST OF ONE (1) IMAGED
CERTIFICATE AS PER SCOPE OF WORK AND
ELECTRONIC DATA STORED AS PER SCOPE OF
WORK.
00004 COMM CODE: 961-48-030935 101200.000 EACH N/A $.79000
HOSPITAL BASED PATERNITY CERTIFICATE
UNIT COST TO STORE PARENT DATA ONLY-YR 1
FULLY LOADED COST TO STORE ONLY ONE (1)
ELECTRONIC RECORD AS PER SCOPE OF WORK.
00005 COMM CODE: 961-48-030935 101200.000 EACH N/A $.80000
HOSPITAL BASED PATERNITY CERTIFICATE
UNIT COST TO STORE PARENT DATA ONLY-YR 2
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