Service Provider Information

San Andreas Regional Center Service Providers

VENDORIZATION

All people or agencies interested in providing services to people served by California Regional Centers must complete an application and approval process, also known as vendorization. An approval of a service provider application by a Regional Center certifies that the individual or agency meets the minimum standards to provide services to developmentally disabled individuals of any Regional Center in California. Minimum service provider standards are set by the State Department of Developmental Services (DDS) and described in California Code of Regulations, Title 17. Each Regional Center is responsible for a defined geographic area. Regional Centers may approve only those service provider applicants whose business addresses are within that Regional Center’s assigned service area.

Who to Contact to Discuss Vendorization

Prospective service providers whose business address is within the San Andreas Regional Center (SARC) service area (Santa Clara, San Benito, Santa Cruz and Monterey Counties), must determine what service type they are planning on providing through review of this SARC webpage and the DDS website as well as research of applicable statutes and regulations and must select a service to apply for based on their experience and expertise. Prospective service providers may initiate their request here: DDS Vendor Process (opens in new tab)

Vendor Application Process

Depending on the service type, there may be additional licensing, certification and program design requirements which must be met before an application is accepted. Depending on the service type, providers may be required to participate in orientations hosted by SARC. Depending on the service type, SARC may conduct a pre-interview to determine qualifying experience. SARC requires that all prospective residential and day program service providers obtain necessary licenses before submitting a vendor application packet. The general vendorization requirements for all service categories are specified in Title 17, Sections 54300–54390.

Rates

The service provider’s rate of reimbursement is determined according to the service category, as specified in Title 17. There are several types of rate methodology structures. They include:

Median Rate – in which the rate is mutually agreed upon by the Regional Center and the service provider without exceeding DDS’s median rate limits for SARC.
Cost Statement – in which the rate is established by the CA Department of Developmental Services and is determined by a formula based upon the service provider’s program, allowable cost, client attendance and income. DDS Vendor Rates (opens in new tab)
Adjusted Rate Model (ARM Level) – rates for residential services licensed by the Community Care Licensing division of the CA Department of Social Services. These rates are set by the CA Department of Developmental Services. DDS Vendor Rates (opens in new tab)
Schedule of Maximum Allowable Rates (SMA) – in which the SMA rate, as established by the Department of Health Services for services reimbursable under the Medi-Cal program, is applied.

Legal Relationship between SARC and Providers

San Andreas Regional Center contracts with service providers. Service providers are not employees of SARC or DDS. Service providers are responsible for complying with all State and Federal employment and tax laws. Vendorization is non-transferable. Title 17 prohibits service providers from transferring vendorization of their service to another person or entity. The service provider must notify SARC at least 30 days prior to any change in ownership, Administrator or Program Director, location or in the required license, certificate, registration, credential or permit. New Administrators or Program Directors will be required to submit all mandated credentials and paperwork to demonstrate compliance with regulatory requirements and, as deemed necessary, to participate in an interview with appropriate SARC staff to confirm competency in the designated service.

Referrals

Completing the service provider application process, does not guarantee nor imply that the service provider will receive client referrals. Approval of a service provider application simply means that the service provider is eligible to provide the selected service for individuals served by the Regional Center at the approved/designated rate of reimbursement.

Separate Service Applications

Service provider approval is also not a blanket process applied to all of the services provided by an applicant. Each service must be approved separately. For example, if a service provider offers residential services as well as out of home respite services, each of these services must undergo the application process and obtain approval, separately.

Change in Ownership

When a change of ownership occurs, the new owner must meet the requirements for vendorization, including all licensing/registration/certification requirements for the service being provided. Service providers must notify the vendoring Regional Center and all user Centers in writing at least 60 days before discontinuing service or making modifications to the program design or service curriculum.

Termination

Vendorization may be terminated by the Regional Center if the service provider is in violation of regulations or statute.

Appeals

A service provider or an applicant has the right to appeal denial of vendorization, termination of vendorization or failure of SARC to comply with regulations in accordance with Title 17, Sections 54380 – 54390. You may review Title 17 California Code of Regulations here. You may review the Lanterman Act, Welfare & Institutions Code here.

GENERAL SERVICE PROVIDER REQUIREMENTS

In addition to the requirements specified above, all service providers are required to comply with the following requirements:

Documentation & Reporting

Be prohibited from being vendored by more than one Regional Center for the same service at the same location.
Comply with conflict of interest requirements as determined by the criteria established by Title 17, Sections 54500 through 54535 (Title 17, Sections 54500–54535) and the WIC Sections 4626 through 4628 (WIC Sections 4626–4628). Sign Form DS 1896, Home and Community Based-Services Provider Agreement.
Report all Special Incidents as specified in Title 17, Section 54327, to the vendoring Regional Center and the Regional Center which provides case management services, as applicable.
Submit a complete DS 1891 every 2 years and notify SARC of any additions or changes in the information disclosed on the DS 1891 (7/2011) and submit the information pursuant to requirements of Title 17, Section 54311(c) (Title 17, Section 54311(c)).Review and comply with SARC’s Whistleblowers Protection Policy (opens in new tab).Maintain a written description of its organizational structure and operations at the service provider’s business office in accordance with Title 17, Section 54326(b).Maintain all insurance requirements as outlined by SARC and annually submit an updated Certificate of Insurance to SARC for its records. Insurance-Letter-to-Vendors. Updated 03-24 (opens in new tab)

Independent Audit

When all payments service provider cumulatively receives from SARC and other regional centers during each annual period of July 1 through June 30 equals or exceeds $500,000, service provider is required by WIC, Section 4652.5 (opens in new tab) to engage an independent Certified Public Accountant at the service provider’s cost to complete an independent audit or review of financial statements.Vendor CPA request letter (opens in new tab)Submit completed reports here: vendorcpareports@sarc.org (opens in new tab)

Clients Rights

Promote the rights of the individuals served by the Regional Center and only deny rights in accordance with Title 17, Sections 50500 through 50540 (Title 17, Sections 50500–50540).Adopt written internal policies and procedures to resolve grievances of the individuals served by the Regional Center pursuant to WIC Section 4705.

Billing & Rates

Bill only for services which are actually provided to the individuals served by SARC and which have been authorized by the referring Regional Center.
Not bill for absences of the individuals served by SARC for any nonresidential services.
Agree to accept the rate established, revised or adjusted by DDS as payment in full for all authorized services provided to the individuals served by SARC and not bill the individual nor the family, conservator, guardian or authorized representative for a supplemental amount regardless of the cost of providing the authorized service.
Comply with all applicable staffing ratio requirements.

Records & Monitoring

Provide access to SARC and DDS staff on an announced or unannounced basis, for the purpose of monitoring services and supports purchased by SARC. SARC staff shall have access to the provider’s grounds, buildings and service program, and to all related records, including books, computerized data, accounting records and related documentation.
Maintain records of services provided to the individuals served by SARC in sufficient detail to verify delivery of the units of service billed. Such records shall be maintained for a
minimum of five 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, nature of services provided, units of service provided and name of the persons served. Attendance data, as specified above, for the billing period shall be submitted to SARC with the billings/invoices.
Make available any books and records pertaining to the vendored service, including those of the management organization, if applicable, for audit, inspection or authorized agency representatives. This shall also include only those portions of any personnel records that are necessary to ensure staff qualifications comply with the requirements contained in Title 17, Section 56724 and Section 56770 or 56792, as applicable, in order to comply with the monitoring of program standards pursuant to the Welfare and Institutions Code (WIC), Section 4691(f).Utilize and be bound by Title 17, Sections 50700 through 50767, and WIC Section 4648.2, should the service provider elect to appeal any audit findings.
Maintain and keep confidential all information of the individuals served by the Regional Center and utilize such information only as necessary to provide safe and effective services in accordance with the W&
I Code, Sections 4515 – 4518 and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Employment

Comply with the provisions contained in the Fair Labor Standards Act https://www.dol.gov/whd/flsa/and the California State Labor Code https://www.ca.gov/Work/LawsAndRegs.html.Not discriminate in the provision of services to the individuals served by SARC on the basis of race, religion, age, disability, sex, sexuality, gender identity, language, culture, or national origin of the individual or members of their circle of support..Provide certification consistent with the Public Contract Code, Sections 10410 and 10411, that the service provider and the agents or employees of the service provider, in the performance of the contracts, are independent contractors and are not officers or employees of the State of California.

Become a service provider- new process

General Vendor Requirements

Excessive Mileage

Excessive Mileage Form and Calculator 01162026 (opens in new tab)

Emergency Preparedness

Health and Safety Waivers

Security Breach

Request for Proposal

Service Provider Directory

Service Provider Portal

SPAC – The Service Provider Advisory Committee