Scope of Work The Department of Social Services (DSS), Division of Economic Assistance is seeking assistance in completing Child Care Assistance (CCA) case record reviews as a requirement of the Improper Payment Information Act (IPIA). The Improper Payments Information Act (IPIA) requires Federal agencies to annually review programs and activities they administer, identify those that may be susceptible to significant improper payments, and submit a report on actions taken to reduce improper payments. This requirement includes the Child Care & Development Fund (CCDF). To comply, States complete an error-rate review of case files once every three years on a rotational cycle. South Dakota’s next cycle begins October 1, 2025, and runs through September 30, 2026. A total of 276 cases are reviewed over the course of the one-year period. The methodology focuses on ‘front-end’ processes involving eligibility determinations and subsidy authorization amounts. Reviewers examine the most recent eligibility determination in effect as of the sample review month, either the initial determination or redetermination, and any subsequent eligibility actions taken on the case to determine whether eligibility for childcare subsidy payments was properly determined, and whether any improper payments were made. Any findings are documented on a federally approved form. To complete this process by the federal deadline, all 276 files must have their first review complete by January 31, 2027. There is a federally prescribed protocol for case file selection, which generates 23 case files each month. In order to handle workload priorities, it is preferable that 23 case file reviews are completed each month; however, alternate proposals may be considered. Along with case file review, reviewers will address the results of case file secondary reviews by DSS. DSS re-reviews all case file errors for inter-reviewer reliability and alignment with policy. To comply with federal requirements to ensure inter-reviewer reliability, a lead reviewer will also be required to complete a re-review of 2 case files per month. A ‘standing DEPARTMENT OF SOCIAL SERVICES DIVISION OF ECONOMIC ASSISTANCE 700 GOVERNORS DRIVE PIERRE, SD 57532 PHONE: 605-773-4766 FAX: 605-773-7294 WEB: dss.sd.gov Proposals to Work Orders will be reviewed for ability to meet the State needs and there is no guarantee of award. meeting’ (date/time to be established) will be scheduled for DSS and reviewers to discuss case files and policy clarification as needed, and reviewers may be required to participate in technical assistance calls with federal contacts. The first set of case files (October 2025) will be generated in January 2026. Case reviews will begin in January 2026 following federal form approval (expected Fall 2025) and reviewer training of CCA eligibility rules and policy. 2. Project Location: DSS plans to use a FedRAMP certified SharePoint site dedicated to the Improper Payment case reviews and Microsoft Teams online meetings as needed for training and standing meetings; therefore, the successful candidate does not need to be in person. 3. Work Order Duration: The duration of this work order is expected to commence on or about December 1, 2025 and end May 31, 2026. Current Professional Services contracts end on this date. The expectation is there will be a replacement RFP in the near future. Vendor responses should identify feasibility or alternatives of proposed timeline. This amendment may be terminated by either party hereto upon thirty (30) days written notice. Upon termination of this amendment, all accounts and payments shall be processed for services rendered to date of termination.
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