Medicaid and Agency Financial Reporting

2026-11-03

INTRODUCTION This Invitation for Bid ( IFB ) is issued by the SAS Office of State Procurement ( SAS OSP ) for the Arkansas Department of Human Services ( DHS or Department ) to obtain pricing and a contract to assist with the preparation , training , and quarterly review of Centers for Medicare & Medicaid Services ( CMS ) reports ; CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B , and to provide the Department with ad hoc fiscal services . Direct all correspondence regarding this Solicitation to SAS OSP and not to DHS . 1 . 2 OBJECTIVE AND GOALS The Department seeks to obtain pricing and a contract to assist with financial reporting , training , ad hoc financial consulting and support , and staffing . SPECIFICATIONS AND REQUIREMENTS 2 . 1 MINIMUM QUALIFICATIONS A . The Prospective Contractor shall be registered to do business in the State of Arkansas and in good standing by the initial start of any resulting contract . 1 . The Prospective Contractor shall provide a Certificate of Good Standing , Certificate of Authority , and other required Arkansas Secretary of State documentation such as non - filing or nonqualifying statements , upon DHS request . B . The Prospective Contractor ’ s personnel shall have a combined total of twenty ( 20 ) years ’ experience with the preparation of the CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B quarterly reports . 1 . Staff experience must be direct experience through a combination of employment with a State governmental agency with the tasks including : a . Preparation of CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B quarterly reports for engagements with State governmental clients wherein preparation of these quarterly reports was an integral part of the engagement b . Experience within the Centers for Medicare and Medicaid Services ( CMS ) Regional Office Medicaid Financial Management units c . Experience performing reconciliations of the Federal forms to state draws d . Experience providing staff training on the CMS forms C . The Prospective Contractor ’ s personnel shall have a combined total of twenty ( 20 ) years ’ experience with providing state and federal governmental agencies with Ad hoc fiscal services providing expertise in state accounting and administration of state and federal funding sources , including reporting . 1 . Staff experience must be direct experience through a combination of employment with a state or federal governmental agency , or work experience , with the tasks of reviewing State or federal governmental financials and developing state and federal fiscal reports in accordance with state and federal specific requirements in accounting , fiscal administration , and reporting . D . The Prospective Contractors must have at least one ( 1 ) person on their team to be assigned to this project who will work directly and on - site as - needed with DHS who is a Certified Public Accounting License ( CPA ). 1 . The Prospective Contractor shall provide evidence of CPA licensure prior to contract award upon request of the State . 2 . 2 GENERAL REQUIREMENTS A . The Contractor shall assist in the preparation , training , and review on a quarterly basis for the completion of the CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B reports . B . The Contractor shall review DHS ’ s current process for completing the quarterly CMS reports . C . The Contractor shall work with the Medicaid CFO to recommend improvements in the CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B process currently completed by DMS finance staff . 1 . Improvements must include incorporating the Arkansas Management Administrative Reporting Subsystem ( MARS ) reports into the process . D . The Contractor shall assess reporting weaknesses and provide recommendations for the following areas : 1 . Audit adjustments 2 . Overpayments 3 . Recoveries 4 . Expenditures incurred outside of the DHS 5 . Aligning Categories of Service on the Reports with the State Plan pages and CMS requirements to ensure accurate reporting . E . The Contractor shall provide quarterly external quality review of prepared workpapers for CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B submissions which must include the following : 1 . Developing reconciliation process to map expenditures and revenue from the Arkansas Administrative Statewide Information System ( AASIS ) or any updated State system of record for financial administrative records for expenditures and revenue data to the DHS Quarterly Payout Report . 2 . Ensuring workpapers prepared by DHS staff have been compared to the DHS Quarterly Payout Report with variances noted and the amounts determined are properly reported on CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B . 3 . Preparing the following reconciliations required by DHS Chief Financial Officer ( CFO ) or their designee prior to certification of CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B : a . Federal draws from the U . S . Treasury Payment Management System to the Federal Share reported on CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B . b . Total Expenditures per CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B to the DMS Quarterly Payout Report . c . Total Expenditures per DMS Quarterly Payout Report to AASIS . 4 . Providing a report of issues identified during review of completed CMS - 64 and CMS - 21 reports to the DHS CFO . a . The Contractor shall complete this report within two ( 2 ) weeks of completion of the CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B reports . 5 . The Contractor shall maintain at least 98 % accuracy in its reconciliation mapping process and capturing of variances in the CMS - 64 , CMS - 37 , CMS - 21 and CMS - 21B reports . F . The Contractor shall deliver deliverables and meet milestones as required by DHS unless otherwise approved by DHS in advance in writing . 1 . If the Contractor is not able to or does not provide the deliverables to DHS or meet milestones by the date and time set forth in the resulting contract or agreed upon by DHS and the Contractor , the State may obtain any remedy as described herein or any other remedy at law . G . The Contractor shall ensure accurate and timely submission of the CMS - 64 , CMS - 37 , CMS - 21 , and CMS - 21B to CMS . 1 . Accurate submission means that the reports are submitted with no errors 97 % of the time . 2 . Timely submission means that reports are submitted on or before the date required by CMS . 2 . 3 AD HOC FISCAL SERVICES A . The Contractor shall provide ad hoc fiscal services related to state accounting and administration of state and federal funding sources at the direction of the DHS Chief Financial Officer . 1 . Ad hoc services include , but are not limited to : a . Providing staff or other enhancement to support current agency resources b . Performing duties designed to support agency fiscal functions . B . The Contractor ’ s staff shall be available for ad hoc engagements as needed by DHS . C . To ensure adequate availability , DHS expects that Contractor should respond to ad hoc requests within forty - eight ( 48 ) hours of the request .

Arkansas

2026-03-27