Learn about contract opportunities

• Sign up to receive public notification about contract opportunities.
• Opportunities are posted online. View current opportunities.
• Register with the county's supplier portal. Learn how to register.

Compete for a contract

• Read all documents posted with each opportunity to ensure that you meet requirements and qualifications.
• Be prepared to meet the standards and policies published in our human services and public health contracting guide. Contracting Guide 2018 (PDF)
• Plan to attend a pre-proposal meeting if one is scheduled. Dates and times are announced online with the contract opportunity notice.
• Prepare and submit your proposal documents according to the posted requirements and before the deadline. Late submissions will not be considered.

How we assure fairness and quality

• Contracts are awarded using a competitive selection process.
• Award decisions are made by a committee.
• Each contract opportunity has its own timeline and requirements, which are posted online.
• There are no exceptions to documentation requirements and submission due dates.
• The county screens all potential vendors.

What to expect if you get a contract

A contract manager will be assigned to manage each contract and answer questions.

Providers are expected to comply with all requirements in their unique, signed contract. Some general reporting requirements are covered below.

Financial reporting requirements

Financial documents typically requested include:

• Independent audit reports and management letters
• Financial statements
• Agency wide and program-specific budgets

Performance measures

Contracts contain performance targets and require providers to routinely report their progress toward meeting those targets.

Contract renewals

If the county decides to renew a contract, the provider will be asked to submit new documentation which may include:

• Service description narrative
• Current outcome and performance measurement criteria
• Agency wide and program-specific budgets, with substantiation
• Current board of directors
• Organization chart
• Board directive authorizing contract signatures
• Affirmative action documents
• Current and adequate insurance certificate of coverage
• Proof of tax exempt status
• Copies of current city, state or federal licenses, when applicable
• Job descriptions
• Staffing lists

Supporting providers in meeting county requirements

The county supports its contracted providers in a variety of ways to ensure a successful contracting experience.

A contract manager is assigned to manage each contract and answer questions. To find out who your contract manager is, call 612-348-4071.

Standards and policies are outlined in a human services and public health contracting guide. Contracting guide 2019 (PDF) 

Contracting information sessions are scheduled throughout the year. For a schedule of events email hhspartners@hennepin.us.

Financial reporting

Financial documents typically requested include:

• Independent audit reports and management letters
• Financial statements
• Agency wide and program-specific budgets

A tailored Excel workbook is available for providers to adapt for their use when submitting budgets. To request a copy of the workbook or for help adapting the workbook, contact your contract manager.

Performance measures

Contracts contain performance targets and require providers to routinely report their progress toward meeting those targets. Performance targets are designed in collaboration with providers to be SMART: specific, measurable, attainable, relevant and time-bound. For questions about performance targets or reporting, contact your contract manager.

Contract renewals

Before a contract expires, the county will evaluate the need to continue contracting for the service. If the county decides to renew a contract, the contract manager will send a request for contract renewal documents.

Client information

The Minnesota Government Data Practices Act, Chapter 13 governs how client data are collected, created, stored, used and shared. It establishes requirements relating to public and individual rights to access government data. Learn more about the Minnesota Government Data Practices Act, Chapter 13.

Organizations that have a contract with the Human Services and Public Health Department are expected to follow all requirements about collecting, creating, storing and sharing client information. This includes giving a notice, sometimes referred to as a Tennessen Warning, to each client. The notice tells them about how their information will be shared and the possible consequences of not sharing information. Learn more about Tennessen Warnings.

Billing the Human Services and Public Health Department

Providers must bill for services according to the schedule and requirements established by the contract. Talk with your contract manager before you submit a bill, to make sure that your invoice contains all the required information. More information about invoices, payments and over payment collection can be found in the human services and public health contracting guide. Contracting guide 2019 (PDF)

Billing guidelines for service authorized programs

If you need a service authorization to bill the Human Services and Public Health Department, authorized providers are expected to:

• Exhaust all third-party reimbursement from other sources of insurance
• Help clients to complete the steps to get medical assistance or other forms of insurance
• Ask clients to present their insurance cards at the point of service
• Run periodic checks with the state medical assistance MN-ITS system to identify changes to medical assistance coverage. When retroactive coverage for a date of service is identified, the provider must bill medical assistance and reimburse the county for any payment already made for the covered dates of service.
• Submit a change authorization request when clients experience a lapse or change in health insurance coverage
• Submit an insurance denial with clearly stated denial reasons when a client has private insurance that would typically cover the service. This is not necessary for services such as case management, which are not covered by the private insurance policy.
• Submit a new authorization form to the county. This is required before an invoice can be submitted; the form prompts the county to send the provider a notice of service authorization.
• Submit an invoice to the county only after the provider has received a notice of service authorization with a service arrangement number. Additional information on preparing invoices can be found in the provider invoice and payment guide for authorized services (PDF).

Contract instruction manual

Find additional information on contract requirements and instructions for assembling the contract documentation packet.

• Contract instruction manual (PDF) 

Forms for contract documentation 

• Budget workbook (XLS)
• Planned activity schedule (PDF)
• Program fact sheet (DOCX)
• Provider fact sheet (DOCX)
• Staffing pattern (DOC)

Medical transportation

To become a county-approved medical transportation provider, providers work through the Medical Transportation Management firm. It manages and makes vendor selection decisions for the transportation services network that includes Hennepin County and seven other metro area counties. Medical Transportation Management

Services for seniors and persons with disabilities

Find services and training to help seniors and people with disabilities live in their communities as independently as possible.

Find resources for seniors and people with disabilities.

Home and community-based waiver services

The state enrolls new providers. County contracts are not needed. Some services require state licenses. View the state licensing requirements.

Find provider enrollment information on the Minnesota Department of Human Services website.

Disability waiver rate system

Rates and units of services have been translated to conform with new state requirements. View state rate information.

Client specific questions should go to individual case managers. For general questions, email county staff at dwrs.database@hennepin.us.

Adult rehabilitation mental health services

To operate in the county, providers must apply with the county. Before the county application is approved, providers must get certified by the state. Providers can submit their county application while state certification is in process. The county will review the application and send a letter of approval if providers show they're working with the state on certification. County application (DOC)

When the state notifies the county of provider certification, the county will add the provider to its list of approved providers. Providers are added to the county provider directory, used by county social workers to refer clients. Site visits and inspections are conducted by the state. State information and resources

Children's mental health

Find information for providers in the resource section of children’s mental health.

Integrated case management

When a client has two or more case managers, a coordinated effort is used to provide the best service possible.

As part of this effort, contracted case managers become part of a team. In addition to case managers, teams can include a variety of county staff and contracted providers working with the client. The team will discuss client needs and coordinate services provided to the client.

Results of a team discussion could include changes to service for the client or changes to the case manager’s role. The case manager will communicate with other team members and, when needed, with the client about changes as they occur.

To coordinate services, the team:

• Shares information with each other including primary household contacts, respective service responsibilities, client goals and progress, challenges and success stories
• Identifies and eliminates any conflicting expectations of the client, and any duplication of services
• Alerts team members to current or upcoming issues, problems, or needs that affect the client and works together to find solutions

Contracted adult behavioral health case management

Find intake, transfer and closure procedures and documents. For questions, call Rebecca Prust at 612-543-0043. If you need services, call 612-348-4111.

• Client is in jail and on MI commitment (DOC)
• Client is voluntary and in jail (DOC)
• Client is in jail and on CH commitment (DOC)
• Contracted AMH CM procedures (DOCX)
• Functional assessment 2014 (DOC) must use Internet Explorer to view this document
• Contracted or ACT case opening form (DOC)
• Diagnostic assessment (DOC)
• Diagnostic assessment (PDF)
• DAF letter May 2015 (DOC)
• New client authorization or change in client status form (DOC)
• Intake form (DOC)
• Information disclosure (PDF) must use Internet Explorer to view this document

Adult mental health services e-file system

Adult mental health services is transitioning to an e-file system with the mental health district court. Some reports continue to be sent directly to the county attorney’s office, and others are now submitted by e-file. Find out which reports can be e-filed in the commitment reference sheet (XLSX).

Review recent training materials about commitments in the commitment training document (DOC).