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Support for the Operational Management of New York State’s Early Intervention Program (EIP)

Contract for Services to a New York Vendor to Support the Operational
Management of a Statewide Early Intervention Program

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New York State Department of Health (DOH) - Division of Family Health - Center for Community Health - Bureau of Administration

Deadline Date:

10/17/18 4:00 PM ET Receipt


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Contract for services to a New York vendor to support the operational management of a program that provides early intervention services for infants and toddlers with disabilities. The work will involve fiscal management, customer service support, information management, and child case management.

The Contractor will be responsible to support the operational management of the New York State’s Early Intervention Program’s functions for child case management, including all necessary steps to document required functions for children referred to the EIP from referral, eligibility determination, and if eligible, IFSP development and service delivery; provider enrollment and management, including provider approval of agencies and individuals, provider agreements; and fiscal management which includes processing and payment of claims and acting as the State Fiscal Agent (SFA).

The Contractor will support municipalities and providers, with respect to entry, processing, payment, fiscal management and customer service support related to early intervention program and claiming functions. The Contractor will assume the existing SFA functions, implement a child case management, provider enrollment and management solution including conversion and migration of data from current EIP systems, and expand fiscal management activities. The Contractor must readily adapt its services and any underlying vendor hosted systems during the allocated transition time to meet EIP requirements and scope of work, including the provision of all information management requirements of the EIP to assist state, municipalities and providers in the management of the early intervention program, convert and migrate data from legacy systems, host and store EIP data and provide call center support for users. The Contractor is responsible for ensuring that the project remains within budget and resource allocations, and adheres to the development and operational schedules, including specific timeframes related to the implementation of a case management, provider enrollment/management and fiscal management system, conversion and migration of all data, transition of operations from the current SFA to the selected Contractor and the implementation of new processing requirements, while maintaining the quality of the products and deliverables.

GrantWatch ID#:

GrantWatch ID#: 184266

Number of Grants:


Term of Contract:

The contract period for the Contractor selected under this RFP will be June 1, 2019, to September 30, 2025.

Additional Eligibility Criteria:

The DOH will accept proposals from organizations with the following types and levels of experience as a prime Contractor. The Bidder’s shall submit evidence to the satisfaction of the DOH that it possesses the necessary experience and qualifications to perform the type of services required under this contract.

a) A minimum of five (5) years of large-scale, health care claim processing experience with Medicaid and/or health services organizations,
b) A minimum of five (5) years’ experience with claiming commercial insurance, International Classification of Diseases (ICD-9/10) Coding System, Current Procedural Terminology (CPT) and Healthcare Common Procedure Coding System (HCPCS) coding.
c) Served as prime Contractor for at least three (3) projects related to Federal IDEA Part B and/or Part C, two (2) of which must be fiscal in nature and at least one (1) with case management/provider enrollment and management experience, that approximate the scope of this project and that include system design, development, implementation, maintenance and operations and complex case management, provider enrollment and management and health care claims processing operation.

For the purposes of this RFP, a prime Contractor is defined as one who has the contract with the owner of a project or job and has full responsibility for its completion. A prime Contractor undertakes to perform a complete contract and may employ (and manage) one (1) or more subcontractors to carry out specific parts of the contract.

Pre-Application Information:

- Issuance of Request for Proposals: August 17, 2018
- Deadline for Submission of Written Questions: September 5, 2018 4:00 p.m. ET
- Responses to Written Questions Posted by DOH On or About: September 26, 2018
- Deadline for Submission of Proposals Proposals Due On Or Before: October 17, 2018 4:00 p.m. ET
- Bidder’s Presentation*: November 14, 15 or 16, 2018
- Anticipated Contract Start Date: June 1, 2019
* Note: Only bidders susceptible to award will be invited to present.

The proposal must be received by the NYSDOH, no later than the Deadline for Submission of Proposals.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Proposals must be submitted, by U.S. Mail, by courier/delivery service (e.g., FedEx, UPS, etc.) or by hand in a sealed package to:
Department of Health RFP # 17744
Attention: MaryJo Polfleit
NYS Department of Health
Corning Tower, Empire State Plaza Room 859
Albany, NY 12237

NOTE: You should request a receipt containing the time and date received and the signature of the receiver for all hand-deliveries and ask that this information also be written on the package(s).

Elizabeth Wood
Bureau of Contracts
New York State Department of Health
Empire State Plaza
Corning Tower, Room 2827
Albany, New York 12237
Telephone: 518-474-7896
Email Address:

The Department of Health identifies the following allowable contact for communications related to the submission of written proposals, written questions, pre-bid questions, and debriefings:
MaryJo Polfleit
Phone: 518-473-4441
Email Address:

Funding or Pin Number:


URL for Full Text (RFP):

Geographic Focus:

USA: New York City;   New York