Office of the Attorney General of Guam 590 S. Marine Corps Drive, Suite 901, Tamuning, GU 96913 Phone: 671.475.3324 Ext 5015 Fax: 671.477.4703 Email: law@guamag.org ACKNOWLEDGEMENT FORM OAG RFP 001-2019 Analysis and Recommendation for Resolution of Undistributed Child Support Collections Response to Questions Posed on Thursday, December 20, 2018 by SLI Government Solutions Center for the Support of Families (CSF). Answers issued January 10, 2019 January 10, 2019, Please review the attached document (All Notice/Amendments can be reviewed on our website at http://www.guamag.org/). Please sign this acknowledgement page and only return this page via fax (671) 477-4703 or email to: Procurement@guamag.org. I,, an authorized representative of the company named below, acknowledge receipt of Response to Questions Posed by SLI Government Solutions Center for the Support of Families (CSF) dated Thursday, December 20, 2018 for OAG RFP 001-2019 Analysis and Recommendation for Resolution of Undistributed Child Support Collections. Number of pages 13 (including this coversheet). Company Name (Print) Print Name Signature Time and Date
Office of the Attorney General of Guam 590 S. Marine Corps Drive, Suite 901, Tamuning, GU 96913 Phone: 671.475.3324 Ext 5015 Fax: 671.477.4703 Email: law@guamag.org OAG RFP 001-2019 Analysis and Recommendation for Resolution of Undistributed Child Support Collections Response to Questions Posed on Thursday, December 20, 2018 by SLI Government Solutions Center for the Support of Families (CSF). Answers issued January 10, 2019 1. Reference: Page 5, 6 th paragraph, second sentence: Information about receipts and disbursements associated with a child support case is input into APASI daily by CSED SDU staff. QUESTION: Is this information input manually? Where does this information come from and in what format? ANSWER: Batch data about daily child support payments, including paper and electronic payments received at the Treasurer of Guam is received electronically and input manually into APASI by SDU staff. 2. Reference: Page 5, 6 th paragraph, last sentence: Manual records are used to track UDC for periods prior to the implementation of the APASI system. QUESTION: In what format are the manual records, and how are they updated? ANSWER: Manual records are kept in paper checks and electronic files (e.g. excel). These records are updated by CSED SDU staff. 3. REFERENCE: Page 6, hypertext link to the 2006 Follow-up Review takes you to the 2003 Performance Audit. QUESTION: Can OAG provide corrected hypertext link to 2006 Follow-up Review document? ANSWER: http://guamopa.net/docs/opa0619.pdf. If the hyperlink does not work, the document may be found by searching for OPA Audit OPA 06-19 on the Guam Office of Public Accountability website at http://www.opaguam.org/ 4. REFERENCE: Page 8, last paragraph: it is OAG s intent to seek revision of the law to clarify the process of escheatment, and to establish standards for review of UDC before escheatment is considered.
QUESTION: Is the escheatment statute that OAG seeks to revise 5 GCA 34111? Are there any other statutes controlling the escheatment process? QUESTION: What is the status of any statutory amendment proposals? QUESTION: Are there any current policies and procedures in place regarding case review when considering escheatment? QUESTION: Has OAG ever escheated unclaimed child support monies? ANSWER: 5 GCA 34111 addresses escheatment of child support collections. At this point, OAG intends to consider clarification or revision of the escheatment process AFTER the UDC balance is reviewed and/or resolved. Recommendations as to how the UDC balance might be resolved are within the scope of this RFP. The description of services contained in RFP Section 2.1.5 does not include recommendations for the alteration of escheatment statutes; questions regarding escheatment at it relates to the RFP will not be answered further. 5. REFERENCE: Page 9, 2.1.5 A.1.: Review of electronic and hard files located within CSED offices. Review must be performed on-site and during CSED working hours. QUESTION: Can you estimate how long this on-site review may take? Will the review include both financial and case management files? ANSWER: The review may include both financial and case management files. The length of the review will depend on the manpower and method provided by the Vendor. 6. REFERENCE: Page 9, 2.1.5 A.2., last sentence: Reconciliation should include exclusion of amounts not associated with a current or past child support case. QUESTION: Are these excluded amounts considered payments classified as unidentified UDC? If so, what efforts have been made to identify possible recipients of these unidentified payments? ANSWER: The excluded amounts are expected to be identified as amounts currently maintained in the Child Support Trust Account that cannot be connected to a specific current or past child support case. 7. REFERENCE: Page 13, 2.2.5, number 3.d under Technical Submittal: A description of at least two (2) past projects of similar size or scope completed within the past ten years QUESTION: Would you consider government child support organizational assessment projects for state and county governments to be applicable? ANSWER: The evaluation committee will make a final determination as to the acceptability and value of past projects. Vendors are encouraged to submit information on past projects involving IV-D or government child support programs.
8. REFERENCE: Page 36, Table 2, Definition of APASI UDC: Undistributed Collections tracked APASI at the end of the Fiscal Year, including payment to CSED for which there is no corresponding child support case, or which are pending review. QUESTION: Are some of these collections unidentified? Are all unidentified payments included under this category, or are some unidentified payments included in the Manual UDC categories shown in this table? ANSWER: The UDC amounts reflected in APASI and manual records may include amounts that cannot be connected to a specific current or past child support case. QUESTIONS RELATED TO OPA REPORT NO. 16-03 NOTE: Audits and Reports from the Guam Office of Public Accountability (OPA) were provided as part of historical background relevant to the scope of work solicited in the RFP. The Office of the Attorney General intends the OPA documents to be accepted as the complete summary of OPA s review of the CSED program, and any information provided by the Office of the Attorney General should not be taken to amend or modify the work product of the OPA. 9. REFERENCE: Page 1, Executive Summary: a 2011 Financial Reconciliation Action Plan (FRAP) is referenced. QUESTION: Can you provide a copy of the FRAP? The 2011 Financial Reconciliation Plan is attached, and is being provided as part of the information maintained by CSED. 10. REFERENCE: Page 1, Executive Summary: In our prior report, we recommended that CSED explore best practices to reduce UDCs. QUESTION: Has CSED explored best practices? If so, what did CSED find? ANSWER: The status of CSED s UDC is explained in the background section of the RFP. 11. REFERENCE: Page 2, second paragraph: an analysis by an independent contractor will be conducted to ensure that the funds cannot rightfully be identified. QUESTIONS: Has this analysis been done or will this work will be done under the current procurement? ANSWER: The work is expected to be performed as part of the services under this RFP.
12. REFERENCE: Page 5, last paragraph: In the FRAP, the DOA Director and the Attorney General were concerned about the lack of records to identify rightful payees for $3.6M in stale dated and unclaimed child support payments. QUESTIONS: Question: Can you provide more detail by what is meant by lack of records? If these are stale dated checks, wouldn t the collections already be identified as belonging to a case, based on the payee of the check? ANSWER: UDC may include amounts that cannot be connected to a specific current or past child support case. 13. REFERENCE: Page 6, top of page: an analysis by an independent contractor will be conducted to ensure that the funds cannot rightfully be identified. QUESTION: Is it that the funds cannot be identified, or the recipient cannot be identified? Or the recipient cannot be located? ANSWER: UDC may include amounts that cannot be connected to a specific current or past child support case. UDC will also include amounts that are connected to a child support case, where the intended recipient cannot be located. 14. REFERENCE: Page 6, last bullet at bottom of page: A case where APASI simply fails to apply the payment. QUESTION: Can you explain the circumstances under which the automated system fails to apply the payment? ANSWER: The Office of the Attorney General does not offer opinions on the intent of authors of the OPA report. There may be circumstances where APASI will not apply a payment such as the order in the system has expired or the case is closed. 15. REFERENCE: Page 7, first full paragraph: $3.4M, or 68%, are in stale-dated and uncashed disbursements, dating back as far as 1991 QUESTION: What kinds of locate efforts have been made to attempt to find the intended recipients of these disbursements? ANSWER: Past locate efforts may include investigative techniques and checks of available local and federal databases such as license records or bank records. 16. REFERENCE: Page 7, last paragraph: $3.6M, or 73% of UDCs reported in FY 2014 were over five years old and mainly comprised of two obsolete child support bank accounts that do not have adequate records to determine whether payments were reissued to the beneficiaries of the state dated and uncashed disbursements.
QUESTION: What kinds of records for these accounts have been sought? Were records kept on the automated system to show re-issued payments? For those disbursements made before APASI, can information be found in the manual records referenced on page 5 of the RFP? ANSWER: Review of the UDC records maintained by CSED is expected to be part of the services provided under the RFP. 17. REFERENCE: Page 8, first full paragraph: Guam s law is not clear on whether these unidentified child support payments can be escheated to the government of Guam. QUESTION: Should the sentence above contain the word undistributed to replace unidentified? Are these payments unidentified, or are you not able to locate the recipient? ANSWER: The Office of the Attorney General does not offer opinions on the intent of authors of the OPA report. UDC may include amounts that cannot be connected to a specific current or past child support case. UDC will also include amounts that are connected to a child support case, where the intended recipient cannot be located 18. REFERENCE: Page 9, first paragraph: The APASI Upgrade Project is referenced QUESTION: Is the upgrade project underway? What is its status? ANSWER: CSED continually evaluates the performance of the APASI system, and is currently exploring options for the replacement or upgrade of the system. 19. REFERENCE: Page 9, under APASI Limitations QUESTION: Does APASI now interface with the TANF system? ANSWER: No. TANF information is currently accessed outside of APASI and is limited to view case specific information such as monthly grant information and household information. QUESTION: Does APASI now interface with the Treasury? ANSWER: No. Treasurer information is currently accessed outside of APASI. 20. REFERENCE: Page 10, under APASI Limitations QUESTION: Has APASI manual reporting and tracking with regard to assigning check numbers been updated?
ANSWER: CSED continually evaluates the performance of the APASI system, and is currently exploring options for the replacement or upgrade of the system. 21. REFERENCE: Page 14, Appendix 1: Scope & Methodology, 2 nd paragraph QUESTION: Will the vendor have access to the archived files off-site, or pre-fy 2014 documentation referenced? ANSWER: Files required for the review that are stored off-site will be transported to CSED offices for vendor access. 22. REFERENCE: General QUESTION: Who is Guam s current SDU provider? ANSWER: Guam s SDU is operated in-house by CSED staff.