STATE OF NEW JERSEY
DEPARTMENT OF HUMAN SERVICES
Contract Policy and Information Manual (CPIM)
PROVIDER AGENCY
TABLE OF CONTENTS
FUNDAMENTAL PRINCIPLES
INTRODUCTION
SCOPE OF POLICY CIRCULARS AND INFORMATION MEMORANDA
GLOSSARY OF TERMS
P1.00CONTRACT NEGOTIATIONS AND REVISIONS
P1.01Documents and Conditions Required for Processing, Executing and Documenting a DHS Third Party Contract (Promulgated: July 20, 2009, Effective: August 1, 2009)
P1.02Timely Execution, Renewal Conditions and Sanctions for Contracts (Promulgated: August 11, 2005, Effective: January 1, 2006)
P1.03Charitable Registration and Investigation Act
(Promulgated: May 1, 1995, Effective: May 1, 1995)
P1.04Request for Proposal (Promulgated: November 16, 1998, Effective: November 16,1998)
P1.05Concurrent Contract Term and Provider Agency
Fiscal Year (Promulgated: July 1, 1988, Effective: July 1, 1988)
P1.06Standardized Board Resolution Form (Promulgated: July 20, 2009, Effective: August 1, 2009)
P1.09The Acquisition, Affiliation, Consolidation orMerger of a Provider Agency (Promulgated: September 1, 1997, Effective: September 1, 1997)
P1.10Contract Modification (Promulgated: February 24, 2005, Effective: July 1, 2004 & shall be implemented as new contracts commence or existing contracts are renewed thereafter)
P1.11Significant Events (Promulgated: August 11, 2005, Effective: October 1, 2005)
P1.12Clusters (Promulgated: August 11, 2005, Effective: retroactively for Division of Mental Health Services contract to July 1, 2003(FY 2004) and for all other DHS Departmental Components’ contracts as of July 1, 2004)
DYFS P1.50Two-Year Contracting (Promulgated: July 1, 1988, Effective: July 1,1988)
P2.00CONTRACT STANDARD LANGUAGE
P2.01Department of Human Services' Standard Language
Document for Social Service and TrainingContracts (Promulgated: July 20, 2009, Effective: August 1, 2009)
P3.00PROGRAMMATIC INFORMATION
P3.03Bilingual and Bicultural Diversity in Contracts
(Promulgated: June 14, 1996, Effective: August 1, 1996)
DYFS 3.52Annex A – Standard Language Title XX Purchase of
Service Contract, DYFS Form 7-33a
(Promulgated: May 10, 1982, Effective May 10, 1982)
P4.00FISCAL STANDARDS AND INFORMATION
P4.03Lobbying (Promulgated: February 1, 1985, Effective: February 1, 1985)
P4.05Equipment (Promulgated: January 21, 2005, Effective: January 21,2005)
DDD P4.07Collapsing Direct Care Positions for Budgetary Purposes (Promulgated August 1, 2000, Effective: August 1, 2000)
P4.10Advance Payments (Promulgated June 1, 1997, Effective: June 1, 1997)
P4.16Restrictions on the Use of Federal Funds to Influence the Awarding of Contracts or Subcontracts, (Federal Lobbying) (Promulgated: September 1, 1993, Effective: September 1, 1993)
P5.00ELIGIBILITY INFORMATION
P5.01Client Eligibility - Minimal Department
Standards (Promulgated July 1, 1998, Effective: July 1, 1988)
P5.10Client Eligibility - Commission for the Blind
and Visually Impaired (Promulgated: June 22, 1984, Effective: July 1, 1984)
P5.20Client Eligibility - Division of Mental
Health and Hospitals (Promulgated: June 22, 1984, Effective: July 1, 1984)
P5.30Client Eligibility - Division of Mental Retardation (presently the Division of DevelopmentalDisabilities) (Promulgated: June 22, 1984, Effective: July 1, 1984)
P5.45Client Eligibility - Division of Youth and
Family Services (Promulgated: March 24, 1986, Effective: April 1, 1986)
P5.46Exception to Policy Circular P5.45, Client
Eligibility - Division of Youth and Family
Services (Promulgated: February 1, 1985, Effective: February 1, 1985)
P6.00DONOR AGREEMENTS/MATCHING FUNDS
P6.01Match Requirements for Social Services Block
Grant Service Contracts (Promulgated: June 1, 1983, Effective: July 1,1983)
P7.00CONTRACT CLOSEOUT AND AUDIT INFORMATION
P7.01Contract Closeout (Promulgated: July 15, 2001, Effective: July 15, 2001)
P7.05Pre-Award Survey (Promulgated: July 1, 1988, Effective: July 1, 1988)
P7.06Audit Requirements (Promulgated: June 1, 2001, Effective for fiscal years ending May 31, 2001, and thereafter)
DMHSP7.07Operational Incentive Pilot (Promulgated: January 24, 2006, Effective: Effective retroactively for DMHS contracts to July 1, 2005 and shall be implemented as new contracts commence or existing contracts are renewed thereafter.)
P8.00GENERAL MANAGEMENT STANDARDS AND INFORMATION
P8.01Access to Records and Facilities; Retention of
Contract Records; Confidentiality (Promulgated: July 1, 1988, Effective:July 1, 1988)
P8.05Conflict of Interest (Promulgated: July 1, 1988, Effective: July 1, 1988)
P8.10Nondiscrimination/Americans with Disabilities
Act (Promulgated: November 1, 1994, Effective: November 1, 1994)
P8.13Copyrights (Promulgated: November 21, 2007, Effective: November 21, 2007)
P8.14Minimum Standards for Insurance (Promulgated: July 20, 2009, Effective:August 1, 2009)
P9.00MONITORING
P9.02Department and Provider Agency Monitoring of
Level of Service Delivery (Promulgated: July 1, 1988, Effective: July 1,1988)
P9.05Contract Default (Promulgated: June 14, 1996, Effective: August 1, 1996)
MISCELLANEOUS
P-Misc.03Provider Agency Chief Executive Officer and
Contract Program Director (Promulgated: July 1, 1988, Effective: July 1,1988)
P-Misc.04Persons Delivering Contract Services
(Promulgated: July 1, 1988, Effective: July 1, 1988)
P-Misc.06Child Abuse or Neglect (Promulgated: July 1, 1988, Effective: July 1, 1988)
P-Misc.07Financial Transactions with Clients, Patients and Residents (Promulgated: August 1, 2000, Effective: August 1, 2000)
INFORMATION MEMORANDA
P84-2Match Requirement for FY '85 Social Services
Block Grant Funding Increase
(Effective: October 1, 1984)
P85-2Requirements of SLEPA Contracts
(Effective: July 1, 1985)
P85-4Match Requirement for FY '86 Social Services
Block Grant Funding Increase
(Effective: July 1, 1985)
P89-2Application of Executive Order No. 189
(Effective: May 1, 1989)
P90-1Sufficiency of Funds/Contract Confirmation Letter
(Effective: January 12, 1990)
P91-1Reallocation of Funds - Clarification - P6.01, Match Requirements for Social Services Block Grant services Contracts (Effective: December 6, 1991)
P94-1Debarments, Suspensions and Disqualification
Pursuant to Executive Order #34-1976
(Effective: July 1, 1994)
P94-2State of New Jersey Policy on Sexual Harassment
(Effective: November 1, 1994)
P99-1Applicability of the Federal Davis-Bacon Act
and the New Jersey Prevailing Wage Act
(Effective: May 1, 1999)
P99-2Subcontracts (Effective: May 1, 1999)
P99-3Access to the Department of Human Services (DHS) ContractPolicy and Information Manual and Contract
Reimbursement Manualon the DHS Website(Effective April 25, 2005)
P00-1Federal Debarment, Suspension Ineligibility and
Voluntary Exclusion Requirements
(Effective: January 3, 2000)
P02-1Staff Attendance at Conferences or Other Events
Sponsored by Department of Human Services’ Provider
Agencies (Effective: March 1, 2002)
P02-2Business Registration (Effective: March 1, 2002)
P04-1Revised Audit Requirements, Policy Circular P7.06,
Section III, A. and B. (Effective: February 9, 2004)
P05-1Cognizant Contracting (Effective: August 11, 2005)
P07-1Affirmative Action Requirements (Effective:November 21, 2007)
P09-1New Site for the Publication of the Department of Human Services’ (DHS) Notice of the Availability of Grant Funds (Effective: July 20, 2009)
POLICY GUIDEINES
PG93-1Loans to Provider Agency Employees
(Effective: June 7, 1993)
PG97-1Equitable Interest in Contract Purchased Equipment
(Effective: February 1, 1997)
PG00-1Auditors Access to Client Records
(Effective: August 1, 2000)
July 2009
Page1 of 6