RFP - Medicaid Billing / Tracking Software

The Northern Kentucky Area Development District (NKADD) is requesting sealed proposals for Medicaid Billing Software. Copies of your sealed proposal marked "NKADD Medicaid Billing Software" must be delivered to the office of the NKADD, 22 Spiral Drive, Florence, Kentucky 41042 on or before 2:00 p.m. on Thursday, August 1 2019, at which time the proposals will be publicly opened. Late proposals will not be accepted.

Request for clarification of these specifications shall be reduced to writing and emailed to NKADD at This email address is being protected from spambots. You need JavaScript enabled to view it..

NKADD Medicaid Billing Services RFP (pdf version - 217.55KB)
NKADD Medicaid Billing Services RFP (microsoft word version - 42.12KB)

Questions/Comments with Answers

  1. Can you share information about the program/s the vendor would be doing Medicaid Billing and Tracking for?
    HCB2, ABI, Michelle P and possibly SCL.

  2. Who employs the workers?
    The client or authorized rep for PDS clients

  3. How many people do you currently have in your program/s?
    Current Active Cases: ~379
    Current Active PDS employees: ~896

  4. Is the vendor who is awarded this RFP responsible for processing the payroll for the program/s?
    Yes

  5. If someone else is responsible for payroll processing, how will this information be given to the vendor for w2 and tax filings?
    The vendor who is awarded the RFP will be responsible for w2 and tax filings.

  6. Can you please expand on what role you would like the vendor to play in relation to tracking and filing unemployment insurance?
    Federal Unemployment Tax (FUTA) is not withheld from an employee’s wages. It is the fiscal agent’s responsibility to pay FUTA. When an employer (client) has paid at least $1000.00 in wages the employer becomes liable for FUTA. Additionally, FUTA tax is only calculated based upon the first $7000.00 worth of wages that an employee receives, after that amount is exceeded there is no additional liability. The vendor will need to track each employee’s wages so that when the eligibility threshold is met, the tax rate will be calculated. The vendor must file and pay FUTA quarterly.

  7. What are the employee requirements you want tracked?

    Each HCB Waiver employee must complete the following before being determined to be eligible to provide services as a PDS employee:

    Pre- hire documents- must be completed prior to employment:

    • Must be 18 years of age
    • Application form and date completed;
    • I-9 verification form and date completed;
    • W-4 and K-4 tax forms and dates completed; (If employee lives out of state- Non-Residence Form and dates completed, Withholding Exemption Certificate for State of Residence and date completed.
    • PDS Contract illustrating services provided, agreed wages, and signature dates for employee and Rep/consumer (required annually)
    • DAIL Attendant Care Training and date completed (required annually)
    • Tuberculosis (TB) screening, Date completed (required annually)

    Background check requirements:

    • Administrative Office of the Court and date of results
    • Kentucky Adult Caregiver Misconduct Registry date of results
    • Central Registry check date of results
    • Kentucky Board of Nursing Validation and date of results
    • Valid driver’s license if transporting the participant and expiration date
    • Valid insurance of the vehicle used for transportation and expiration date or form stating no transportation and date completed.

    Training Requirement- Must be completed within 6 months of hire

    • CPR & First Aid and date completed (required annually)

    Each MPW & ABI Waiver employee must complete the following before being determined to be eligible to provide services as a PDS employee:

    Pre- hire documents- must be completed prior to employment:

    • Must be 18 years of age
    • Application form and date completed;
    • I-9 verification form and date completed;
    • W-4 and K-4 tax forms and dates completed; (If employee lives out of state- Non-Residence Form and dates completed, Withholding Exemption Certificate for State of Residence and date completed.
    • PDS Contract illustrating services provided, agreed wages, and signature dates for employee and Rep/consumer (required annually)
    • PDS Training Verification Form and date completed

    Background check requirements:

    • Administrative Office of the Court and date of results
    • Kentucky Adult Caregiver Misconduct Registry date of results
    • Central Registry check date of results
    • Kentucky Board of Nursing Validation and date of results

    Waiver Representative change. These items must be completed in order for a Representative change to be authorized.

    waiverRep

    * For each item listed above the date completed will be needed for tracking purposes.

  8. How would you like these employee requirements to be tracked, and does the vendor have any responsibility in these requirements besides providing the tracking software?
    We would like to develop reporting features to track due dates for employee paperwork that will be expiring or that has expired. The vendor would have no responsibility with this, other than providing the tracking software.

  9. Can you please define what would be considered tier 2 and 3 help desk support?
    Support for more advanced troubleshooting needs. Unable to sign into the product, product malfunction/errors that wouldn't be listed in the documentation. The NKADD IT team should be able to handle minor support, such as user information, sign on information, network troubleshooting on our end; anything more than that we are looking for a support center to be able to handle elevated issues.

Contact Information

Northern Kentucky Area Development District

22 Spiral Drive
Florence, KY 41042
P: 859.283.1885
F: 859.283.8178
TDD: 711
For general questions, please email info@nkadd.org

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