CONTRACT COMPLIANCE CHECKLIST and TIME FRAMES
(This document may not be inclusive of all Contract requirements – additional lines may be added as needed)
AGENCY CONTROL #: SSA/RCC-13-001-S
ATTACHMENT: O
SOLICITATION TITLE: RESIDENTIAL CHILD CARE
START-UP ACTIVITIES
Activity
Contract Affidavit
(Attachment C)
(Section 2.17)
MBE Outreach Efforts
Compliance Statement
(Attachment G)
(Section 2.33)
MBE Subcontractor Project
Participation Certification
(Attachment H)
(Section 2.33)
Certificates of Insurance
(Section 2.35)
Hiring Agreement
(Attachment N)
(Section 2.41)
Post Award Orientation
Conference (Section 3.7)
Time Frame
Evidence of Completion
Evidence
Received/Approved
By
Procurement Officer
Within ten (10) work days
after recommended award
Completed & Signed
Affidavit
Within 10 working days from
notification of
recommendation for award
Completed & Signed
Statement
Procurement Officer
Within 10 working days from
notification of
recommendation for award
Completed & Signed
Certification
Procurement Officer
Within 10 working days from
notification of
recommendation for award
Within ten (10) business days
from notification of
recommendation for award
Within 2 weeks after BPW
approval of the Contract
Current Certificate of
Insurance meeting all limit
requirements
Completed & Signed
Agreement
Procurement officer
Schedule & Conduct 1
Statewide Meeting (sign-in
sheets from meeting)
1
Procurement Officer
State Project Manager
and SSA Contracts
Unit
Date Received /
Initials
CONTRACT COMPLIANCE CHECKLIST and TIME FRAMES
(This document may not be inclusive of all Contract requirements – additional lines may be added as needed)
FULL PERFORMANCE ACTIVITIES – DAILY
On demand/As required by
Service Provided
Scheduled and unscheduled
site visits
Evidence
Received/Approved
By
State Project Manager
and SSA Contracts Unit
On demand/As required by
Service Provided
Scheduled and unscheduled
site visits
State Project Manager
and SSA Contracts Unit
Quarterly Performance
Reports
State Project Manager
and SSA Contracts Unit
Activity
Daily Scope of Work
Activities as listed in
Section 3.4
Daily Scope of Work
Activities as listed in
Section 3.4.1
Performance Requirements
as listed in Sections 3.4.2
Time Frame
As Required
Evidence of Completion
Date Completed /
Initials
REPORTS
Report Requirements / Section
Revised Maintenance Payment Statement
(Attachment S) (Section 2.25)
Individual Service/Treatment Plans
(Section __)
Results of CANS Assessment
(Section __)
For Contractors providing DETP
Programs only: Diagnostic Assessment
(Section __)
CANS Assessment
(Section __)
For Contractors providing Psychiatric
Respite Programs only: CON
Time Frame
Due five (5) business days after receipt
Report Sent To
Appropriate LDSS staff
Due thirty (30) business days after
placement and every ninety (90) business
days thereafter.
Due thirty (30) business days after
placement and every ninety (90) business
days thereafter
Due sixty (60) business days from date of
placement
LDSS Case Worker
Within the first 30 days of admission of a
child, every 3 months after initial
assessment and upon discharge.
Due at discharge, for a residential
treatment center bound child
LDSS Case Worker
2
LDSS Case Worker
LDSS Case Worker
LDSS Case Worker
Date Received /
Initials
CONTRACT COMPLIANCE CHECKLIST and TIME FRAMES
(This document may not be inclusive of all Contract requirements – additional lines may be added as needed)
Documentation (Section __)
For Contractors providing Psychiatric
Respite Programs only: Respite Census
Report (Section __)
Purchase of Residential Care Attendance Sheet (Attachment W)
(Section __)
Annual Financial Audits
(Section __)
DHR Private Contractor Annual Report
(Attachment Y) (Section __)
Current Certificates of Insurance
(Section __)
Prime Contractor Unpaid MBE Invoice
Report (Attachment J) (Section __)
Report Requirements / Section
Subcontractor Payment Invoice Report
(Attachment K) (Section __)
Quarterly Report of Economic Benefits
Attained (see Section 4.2 K)
Ad Hoc/Miscellaneous Reports
(Section __)
Certificates of Insurance (Section 2.35)
On the 2nd and 4th Friday each month
DHR/SSA Resource
Development Placement and
Support Services Unit
By the 10th of each month for the previous
month’s attendance
DHR’s electronic email box at
MDRehab@dhr.state.md.us or
as may be directed.
On or before December 2nd of each year,
following the end of the contract year
Due on or before December 2nd of each
year, following the end of the contract year
Due at each Contract anniversary date
including option periods, if exercised.
Due by the 15th of the month following the
report month.
REPORTS (Cont’d)
OIG and SSA Administrative
Specialist
State Project Manager
Time Frame
Report Sent To
Due by the 15th of the month following the
report month.
Due by the 15th of the month following the
end of the report quarter.
Contractors may be required on an annual
basis to submit approximately four (4) ad
hoc/miscellaneous reports
At each Contract anniversary date during
the Contract period or as directed by the
State
State Project Manager and
DHR’s MBE Liaison
State Project Manager
3
State Project Manager
State Project Manager and
DHR’s MBE Liaison
State Project Manager and
the Requestor
State Project Manager
Date Received /
Initials
CONTRACT COMPLIANCE CHECKLIST and TIME FRAMES
(This document may not be inclusive of all Contract requirements – additional lines may be added as needed)
MEETINGS
Meeting Requirement / Section
Post-Award Orientation
Conference (Section 3.7)
Frequency of Meeting
Location of Meeting
One (1) time only
TBD
Length of
Meeting
TBD
Date Meeting
Held / Initials
CONTRACT CLOSE OUT
Activity
Time Frame
TBD
Transfer of any child placed
with the Contractor to
another Contractor
Due five (5) business days
Revised Maintenance
after receipt
Payment Statement
(Attachment S)
(Section 2.25)
Evidence of Completion
TBD
Appropriate LDSS staff
4
Evidence
Completed/Approved
By
LDSS Case Worker,
State Project Manager
and SSA Contracts Unit
Status in MD CHESSIE
Date Completed /
Initials