1. Contract
  2. Amendment Process
  3. Exception Process


A. Contract

  1. The contract between the Department and the Provider consists of several parts:
    1. Community Service Agreement containing the standard contract language used for all Department contracts;
    2. Exhibit C and D showing the contact information, program type, methods of payment and reconciliation and the estimated funding amount; 
    3. Exhibit B - Addendum further detailing services to be provided, due dates, and payment information;
    4. the Program Manual and forms packet containing the program service provisions, forms and instructions for submitting and completing billing and other forms; and
    5. the Provider's approved request for funding and budget, if applicable.
  2. The Department will initiate the contract.  The Office of Contract Administration (OCA) will send notices out to Providers informing them that Contracts, Program Manuals and Attachment are available for access and download.  The Provider will review, sign and return directly to OCA via the Community Service Agreement (CSA) Tracking System.  Once the Secretary's signature is obtained, the fully executed contract is forwarded to the Provider. 

B. Amendment Process

  1. The Department will initiate a two party signed amendment when Attachment G is being added to an existing contract.
  2. The Department will modify the contract by letter notification when it:
  1. extends the contract beyond the original expiration date; and/or
  2. revises the services purchased as shown on Exhibit C and Exhibit B; and/or
  3. increases or decreases the estimated funding amount; and/or
  4. revises the Program Manual due to a change in federal or state law or other reason of substance, when warranted.

C.  Exception Process

  1. To request a change in the guidelines of the current contract, a Provider must submit an Exception Request.
  2. The request is submitted to the Provider Manager who forwards the request for Administrative Review.
  3. Upon review, the Provider will be notified of the Department's decision.
  4. The following guidelines apply to each Exception Request:
    1. request must be submitted to the Provider Manager on the appropriate form, and
    2. include specific contract provision and reasons for requested change, and
    3. a separate request is required for each program administered, if applicable;
    4. the request may be approved for a limited time period as designated by the Department;
    5. all exceptions MUST BE approved prior to the implementation of requested change(s).