Michigan Rehabilitation Services (MRS) adheres to state and federal rules, regulations and laws associated with the procurement of case services. Entities registered through the Michigan Statewide Integrated Governmental Management Applications system (SIGMA) are referred to as" vendors." MRS reserves the right to discontinue using any vendor for violation of the conditions below.
Vendor usage and termination
A SIGMA registered vendor does not entitle nor guarantee MRS will select the vendor for the provision of services. In addition, MRS may stop the work of a vendor at any time, but will make payment for work already done if the work completed was properly authorized and approved by MRS.
MRS may discontinue use of a vendor that has not been utilized in two years or more without notice. A vendor who has a current authorization for services will be notified of any termination by letter. A vendor who does not meet the criteria for timely invoicing may have their vendor/provider status terminated. A former vendor who was terminated may only register again with MRS with District Manager and Division Director approval.
Least Cost Services
All services purchased by MRS staff will be the least costly alternative that meets the customer's needs. This is done in an effort to be good stewards of public funds.
MRS and vendors authorized to deliver service adhere to the following policies, rules, and regulations:
- MRS as a recipient of federal grant dollars, and vendors, as the agent and authorized provider of customer services, comply with Title 34, Part 361- State Vocational Rehabilitation Services Program, Code of Federal Regulations (CFR), which is the codification of the general and permanent rules associated with the administration of the state Vocational Rehabilitation (VR) program.
- MRS as recipient of federal grant dollars, and vendors as the agent and authorized provider of customer services, comply with the Code of Federal Regulations Part 200 - Uniform Administrative Requirements, Costs Principles, and Audit Requirements for Federal Awards, which is the codification of the general and permanent rules put in place to achieve consistency and uniformity among Federal agencies for the audit of non-Federal entities expending Federal awards.
- MRS personnel authorizing for the procurement of services and vendors acting as agents of MRS, are required to adhere to the State of Michigan - Michigan Procurement Policy Manual.
- Vendors billing for those services that have an hourly rate, may submit billing in partial units as follows:
Tracking billable hours: A breakdown of hours (detailed description of dates, time and services rendered) must be provided at the time of billing/invoicing. Billable time for hourly services should be tracked for each customer. Due to separate services, each hourly service should be totaled and rounded separately from other hourly services. The total number of minutes billed shall be added per service, and any fraction of the total may be rounded up to the nearest one-quarter hour total. If necessary, MRS may request additional information such as a comprehensive log of all billable activities during the billing period.
The following chart depicts the minutes of the hour that may be rounded to the nearest quarter unit/hour of billing:
Note: The MRS Rehabilitation Services Manual (RSM) has is currently undergoing revisions and has been temporarily removed from the MRS website. If you have any questions related to the RSM, contact the MRS Policy Unit at LEO-MRS-PolicyUnitSupportCenter@michigan.gov.
Vendor and Provider Requirements:
- The expectation of service providers/vendors is that they are knowledgeable about disabilities and understand disability-related employment barriers. Vendors should focus on outcomes and meeting customers' employment goals, as documented in an Individualized Plan for Employment (IPE).
- Both vendors and MRS have the responsibility to ensure that reports and accompanying billings for services reflect that all services were provided as agreed upon and that they meet both quality and timeliness standards.
Vendor and Provider Requirements:
- Provide quality, timely, and consistent communication with both counselor and customer.
- Meet with customers regularly and provide accessible environments and methods of communication.
- Provides invoices and associated reports, receipts, or other documentation within 30 days following the completion of services. All documents should include the associated authorization number and can be typed or hand-written. (Note, MRS fiscal year ends on September 30th and all services must be completed by this date. Authorizations and documentation for services provided by September 30th must be submitted by November 27th ; invoices received after November 27th may not be paid.)
- Provide professional services with objectivity and respect for the unique needs and values of the individuals being served.
- Provide sufficient objective information to enable an individual or the individual's authorized representative to make informed choices.
- Avoid discrimination based on factors that are irrelevant to the provision of services.
- Do not discriminate on the basis of race, creed, and color, type of disability, national origin, sex, or age.
- Adhere to high ethical behavior and treats staff and customers with respect.
In addition, a quality service provider/vendor:
Engages in sound business practices
- Does not engage in fraud, waste, or abuse when charging for services.
- Is truthful and accurate in all statements about the services and products they provide.
- Stays within the scope of services agreed upon by MRS staff and customers.
- Maintains adequate records of evaluations, assessments, services, recommendations, reports, or products provided and preserves confidentiality of those records, unless disclosure is required by law, or the protection of MRS customers or the public.
Demonstrates Integrity and Responsibility
- Assumes responsibility and accountability for all decisions and actions.
- Is honest and keeps promises and honors the trust placed in them.
- Does not advertise or market services in a misleading manner.
- Does not engage in uninvited solicitation of potential individuals, who may be vulnerable to undue influence, manipulation, or coercion.
Displays Professionalism and Competency
- Complies with all licensing, credentialing and/or accreditation requirements recognized within his/her fields of service.
- Provides services only within the scope of their competency, taking into account their education, experience, and training and recognizing the limits of their skills and knowledge.
- Takes on only those professional commitments and agreements that they can fulfill and carries out in a timely manner.
Participation, if selected, in the MRS Vendor Background Check Pilot
- If selected, vendors will be notified via email and requested to submit personnel information necessary to perform background checks in Internet Criminal History Access Tool, Michigan Public Sex Offender Registry, National Sex Offender Registry, and the System for Award Management.
Reports changes in vendor personnel and operations
- Informs the MRS' district manager when there is a known change in the criminal status of a vendor staff who delivers services to MRS' customers.
- Informs MRS of any changes in ownership or operation of the vendor's business.
- Informs MRS of any changes to the individual(s) authorized to represent the vendor.
- Informs MRS of an address change or banking information update which should be communicated to the MRS office.
