General Vendor Information
VENDORIZATION - WHAT IS IT?
Vendorization is the process by which regional centers establish that potential providers of service to regional center clients meet the standards specified by Title 17 of the California Code of Regulations (CCR). It is also an integral part of the regional center's service reporting and claiming system that is the basis of budget development and resource information.
In order to become a vendor, the potential provider of service (a person, program or facility) must be approved to provide services to regional center clients by becoming a vendor. Service Providers who desire to be vendored must submit a complete vendor application to the regional center that covers the area of the state in which the service is provided (vendoring regional center). Kern Regional Center is the vendoring regional center for all of Kern, Inyo and Mono Counties. Vendorization must occur before any services are provided as Title 17 prohibits regional centers from paying for services that are provided prior to vendorization. Technical assistance, if needed, is provided by the vendoring regional center.
Becoming a vendor means that the provider is eligible to provide the vendored service(s) for regional center clients. The type of rate to be paid is specified in Title 17. Each regional center that purchases services (user center) may negotiate a different rate. Vendors are responsible for complying with all State and Federal employment and tax requirements. Vendors are not employees of the regional center or the Department of Developmental Services (DDS). For more information on rates, see the handout titled Payment Information for Vendors.
Each service must be separately vendored. For example, if a Service Provider offers residential and day services, both services must be separately approved and vendored. Vendors should maintain the approval letter sent at the time of vendorization. This letter contains the Vendor Number and Service Code that will be needed in order to bill the regional center for services.
Once vendored, the provider is included on the statewide vendor panel listing and any regional center may authorize a purchase of service from the vendored provider. A written authorization for services for each client is done by the user regional center. Vendors should review the authorizations carefully and report any errors immediately.
Vendorization does NOT guarantee nor imply availability of individual referrals or placements.
Vendorization is nontransferable. The vendor must notify the vendoring regional center at least 30 days prior to any change in ownership, location or in the required license, certificate, registration, credential or permit. When a change of ownership occurs, the new owner must meet the vendorization requirements (including all licensing/registration/certification requirements) for the particular service provided. Vendors must notify the vendoring regional center and all user centers in writing at least 60 days before discontinuing service or of any modifications to the program design or service description.
For more information, review Title 17 at http://www.dds.ca.gov.
GENERAL VENDOR STANDARDS AS SPECIFIED IN TITLE 17
All vendors from whom services may be purchased by regional centers shall:
1.Be prohibited from transferring vendorization of the service to another person or entity.
2.Provide access to regional center and/or DDS staff, on an announced or unannounced basis, for the purposes specified in the Welfare and Institutions Code, Section 4648.1.
3.Maintain records of services to clients in sufficient detail to verify delivery of the units of service billed. Such records shall be maintained for a minimum of three years from the date of origination or until audit findings have been resolved, whichever is longer. Records must be specific to the date, actual service time, location, and nature of services provided.
4.Make available any books and records pertaining to the vendored service, including those of the management organization, if applicable, for audit, inspection or reproduction by DDS, regional center, or authorized agency representatives. This shall also include only those portions of any personnel records that are necessary to ensure that staff qualifications comply with the requirements contained in Title 17, CCR, Section 56724, and Section 56770 or 56792, if applicable, in order to comply with the monitoring of program standards pursuant to the Welfare and Institutions Code, Section 4691(f).
5.Utilize and be bound by Title 17, CCR, Sections 50700 through 50767, and the Welfare and Institutions Code, Section 4648.2, should the vendor elect to appeal any audit findings.
6.Comply with the provisions contained in the Fair Labor Standards Act. (29 U.S.C., Sections 201-219).
7.Not discriminate in the provision of services to clients on the basis of race, religion, age, disability, sex, or national origin of the client, or his/her parents, guardian or conservator.
8.Be vendored separately for each type of service provided.
9.Provide certification consistent with the Public Contract Code, Sections 10410 and 10411, that the vendor and the agents or employees of the vendor, in the performance of the contracts, are independent contractors and are not officers or employees of the State of California.
10.Bill only for services which are actually provided to clients and which have been authorized by the referring regional center. When the vendor is receiving payment for a client from the Department of Rehabilitation and/or the Department of Health Services, for a portion of the day program, and the vendor's rate of reimbursement is based on costs reported pursuant to Section 57422(c)(2), the vendor shall only bill the pro rata share of the daily rate.
11.Not bill for client absences for non-residential services.
12.Agree to accept the rate established, revised or adjusted by DDS as payment in full for all authorized services provided to clients and not bill the client nor the client's family, conservator, guardian or authorized client representative for a supplemental amount regardless of the cost of providing the authorized service. This shall not preclude the vendor from billing the client or client's family for services provided which were authorized by the client or family and which were not authorized by the regional center.
13.Comply with all applicable staffing ratio requirements.
14.Be prohibited from being vendored by more than one regional center for the same service at the same location.
15.Comply with conflict of interest requirements as determined by the criteria established by Title 17, Sections 54500 through 54525 and W& I Code, Section 4626 through 4628.
16.Sign the Home and Community Based-Services Provider Agreement.
17.Report all Special Incidents as specified in Title 17 Section 54327 to the vendoring regional center and the regional center with case management responsibility for the client.
18.Promote clients rights and deny rights only in accordance with Title 17 Sections 50500 to 50540.
19.Provide those services specified in any service description or program design submitted to the regional center.
20.Notify the vendoring regional center in advance of any change in status of license, registration or certification; submit copies to the regional center of all renewed licenses, certificates and credentials as they are renewed.
