2007 Technical Requirements

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2007 Technical Requirements

  1. 1. Milwaukee County Department of Health & Human Services (DHHS) <ul><li>2008 Request for Proposal </li></ul><ul><li>Technical Assistance </li></ul><ul><li>Presented by: </li></ul><ul><li>Dennis Buesing – DHHS Contract Administrator </li></ul><ul><li>Wes Albinger – DHHS Contract Services Coordinator </li></ul><ul><li>Sumanish Kalia – CPA Consultant to DHHS </li></ul>
  2. 2. 2008 Technical Requirements Overview of Changes in Application Submission Requirements
  3. 3. 2008 General Changes <ul><li>2008 Technical requirements are further revised to enable one manual to cover requirements for all divisions: </li></ul><ul><ul><li>Behavioral Health </li></ul></ul><ul><ul><li>Delinquency and Court Services </li></ul></ul><ul><ul><li>Disabilities Services </li></ul></ul><ul><ul><li>Economic Support </li></ul></ul>All submission requirements apply to all programs and contract divisions, unless otherwise indicated.
  4. 4. 2008 General Changes <ul><li>Repetitive information is deleted </li></ul><ul><ul><li>Information covered in multiple sections </li></ul></ul><ul><ul><li>References to information submitted on other forms </li></ul></ul><ul><li>Copies of most forms have been removed, as they are available online and on the RFP CD </li></ul>
  5. 5. 2008 General Changes <ul><li>Much of the newly requested information throughout section 1 is taken from The Panel on the Nonprofit Sector’s “Principles for Effective Practice” (http://www.nonprofitpanel.org/selfreg/All_Principles_Revised.pdf) </li></ul><ul><li>The changes described in this presentation represent an overview of the most significant changes and are NOT inclusive of ALL changes; applicants are responsible for carefully reading the Technical Requirements and submitting all required information </li></ul>
  6. 6. Revisions Since Publication <ul><li>Go to http://www.county.milwaukee.gov/Corrections22671.htm for a detailed list of revisions since the cd was released. </li></ul><ul><li>Copies of revisions are available here at the sign in table </li></ul>
  7. 7. Section 1 – Agency Structure
  8. 8. Application Contents (pages 5-7) <ul><li>This form has been expanded to: </li></ul><ul><li>Function as a comprehensive list of all items required in the application </li></ul><ul><li>Distinguish between initial, final, and multi-year contract submission requirements </li></ul>
  9. 9. Item 4 – Agency Description and Assurances (page 11) <ul><li>This form expanded to: </li></ul><ul><li>Identify additional types of organizations </li></ul><ul><li>Signify the applicant agrees to make available for review, the: </li></ul><ul><ul><li>Operating Agreement (LLC only) </li></ul></ul><ul><ul><li>Whistleblower policy </li></ul></ul><ul><ul><li>Conflict of Interest Policy </li></ul></ul><ul><ul><li>Code of Ethics Policy </li></ul></ul>
  10. 10. Items 6 & 7 (pages 13-15) <ul><li>These forms have been updated to include greater disclosure around ownership and independence, to identify potential areas of conflict of interest. </li></ul>
  11. 11. Item 8, Agency Mission Statement <ul><li>No longer requiring Agency History </li></ul>
  12. 12. Item 11 – Indemnity, Data & Information Systems Compliance, HIPAA Compliance (page 18) <ul><li>This form revised to: </li></ul><ul><li>Identify specific computer requirements </li></ul><ul><li>Note that some computer requirements are program specific, per detail in the Program Requirements. The requirements in Item 11 represent minimum standards which apply to all programs and contract divisions </li></ul>
  13. 13. Item 12 – Insurance (page 19) <ul><li>Some language added to include coverage of volunteers. </li></ul><ul><li>Amounts of coverage changed. </li></ul>
  14. 14. Item 19 – Cultural Competence (page 30) <ul><li>Applicants are required to describe methods for developing and maintaining cultural competence </li></ul><ul><ul><li>Include specific examples of existing and/or proposed policies, procedures, and other practices promoting cultural competence </li></ul></ul>
  15. 15. Section 2 – Agency Audit, Budget and Fiscal Items
  16. 16. General Changes to Section 2 <ul><li>Section is updated to include requirements for all DHHS divisions </li></ul>
  17. 17. Item 22 – Certified Audit (page 33) <ul><li>Certified audit/board approved financial statement is specifically requested as a separate item </li></ul><ul><li>( This is also not a new requirement, but an </li></ul><ul><li>item often overlooked in the past. It is specifically addressed in a separate section, to increase compliance with submission of the required information.) </li></ul>
  18. 18. Items 23 – 27, pages 33 - 40 <ul><li>Duplicative language describing budget forms is deleted and only instructions for the forms are included. </li></ul><ul><li>Copies of most forms have been removed, as they are available online and on the RFP CD. </li></ul><ul><li>Changes to Budget forms are being covered separately later in the presentation. </li></ul>
  19. 19. Section 3 – Program Design
  20. 20. General Changes to Section 3 <ul><li>Elements of Program Description (now Item 29b) modified to eliminate redundant and program specific language. </li></ul><ul><li>Addition of 29a, Program Logic Model. </li></ul><ul><li>Item 30 eliminated as a standard submission item, moved as applicable to Program Requirements. </li></ul><ul><li>Elimination of Item 35-content moved as applicable to Program Requirements. </li></ul>
  21. 21. General Changes to Section 3 <ul><li>Form 1A eliminated </li></ul><ul><li>Evaluation plan (now Item 34) modified to be more explicit about required content and become more aligned with Program Description. </li></ul>
  22. 22. Program Logic Model and Program Description, Item 29a,b <ul><li>Inputs </li></ul><ul><li>Processes/Program Activities </li></ul><ul><li>Outputs </li></ul><ul><li>Expected Outcomes </li></ul><ul><li>Indicators </li></ul>
  23. 23. Item 29c, 29c-2 – Performance Assessments (pages 45-48) <ul><li>Performance Assessment forms are included for applicants with no recent Milwaukee County contracting history </li></ul><ul><ul><li>Agency performance assessment is required if no DHHS contracting history exists or if DHHS contract history is over 2 years old </li></ul></ul><ul><ul><li>Leadership performance assessment is required if there is no contracting history of any kind (new agency) </li></ul></ul>
  24. 24. Item 34 – Evaluation Plan (page 54) <ul><li>Required format and content of evaluation plan has been modified for greater alignment with Program Logic Model and Program Description. </li></ul>
  25. 25. Evaluation Plan, contd. <ul><li>Additionally, you are asked to identify what indicators you are or propose to use to measure the achievement of the outcome, as well as your data collection and or measurement tool(s). On a program by program basis, some indicators may already be defined in the Program Requirements. If there are no indicators defined, you are asked to define your own. </li></ul>
  26. 26. Evaluation Plan, contd. <ul><li>In other words, </li></ul><ul><li>How will you know if you have accomplished the outcome(s) for the program? (indicators) </li></ul><ul><li>How many and what percentage of clients do you project to achieve the outcome(s)? </li></ul>
  27. 27. Overview of 2008 RFP Audit & Reporting and Budget Forms Presented By: Dennis Buesing, DHHS Contract Administrator
  28. 28. Audit Schedules and Changes in Allowable Costs Budget & Other Forms
  29. 29. Changes in Allowable Costs <ul><li>The Annual audit report shall contain a budget variance and reimbursable cost calculation for each program contracted.( refer to format ) </li></ul><ul><li>Costs allowable under State and Federal allowable cost guidelines that exceed the approved program budget by the greater of (1) 10% of the specific budget line item or (2) 3% of total budgeted costs are deemed unallowable. You can remedy this variance by submitting an amended budget and having it approved by DHHS prior to end of contract year. (Refer to Section 2 on Page 13 of Technical Requirement – Audit and Reporting booklet) </li></ul><ul><li>An annual audit report that omits information or doesn’t present line item information utilizing classifications per Form 3 will place the Contractor out of compliance with the contract. </li></ul>
  30. 30. Budget and Other Forms Form 1 Program Volume Data and Unit Rate Calculation (Revised) (item # 36 pages 57 of Technical Requirements) Form 1A Unit of Service Calculation Work Sheet ( Omitted) Programs funded by site must include separate Form1 for each site. Detailed instructions to fill this form is provided at page 57.
  31. 31. Budget and Other Forms Contd ….. Form 2 & Form 2A Agency Employee Hours and Salaries (Item # 24 pages 35-36 of Technical Requirements) Use Form 2A only if agency has 14 or fewer employees otherwise use multiple copies of Form 2 with Form 2A being the final page. Detailed instructions to fill up these forms are provided on pages 35-36. The totals for salaries and employees health and retirement benefits should match respective amounts on Form 3S. Form 2B Employee Demographic Summary (item # 25 page 37 of Technical requirements)
  32. 32. Budget and Other Forms Contd… Form 2C Employee Hours Related Information Disclosure (item # 26 page 38 of Technical requirements). Form 3 & Form 3S Anticipated Program Expenses (item # 37 pages 58 of Technical requirement) Programs funded by site must include separate forms for each site. Please make sure to bring forward the Total Non DHHS contract revenue to the corresponding line on Form 3 from Form 4. Please Fill Form 3S first and bring forward the each Control account subtotal to corresponding control account on Form 3. Detailed instructions to fill up these forms are provided on page 58
  33. 33. Budget and Other Forms Contd… Form 4 & Form 4S Anticipated Program Revenue (revised) (item # 38 pages 59 of Technical requirement) Programs funded by site must include separate forms for each site. Please make sure that total DHHS Contract request equal the corresponding total DHHS request on Form 3. Please Fill Form 4S first and bring forward the each Control account subtotal to corresponding control account on Form 4. Form 4S has been revised to include new sub-account for certain revenues. Detailed instructions to fill up these forms are provided on page 59.
  34. 34. Budget and Other Forms Contd….. Form 5 Total Agency Anticipated Expenses Form 5A Total Agency Anticipated Revenue (item # 27 pages 39-40 of Technical requirement) Report Total Agency expenses on col. B, C and D and enter each individual Form 3 on a separate col. E of Form 5. Report Total Agency revenue on col. B, C and D and enter each individual Form 4 on a separate col. E of Form 5A. Please leave Control account 9200 blank in Form 5 and refer to instructions on page 31 for Form 6 to fill this account. Detailed instructions to fill up these forms are provided on pages 39-40.
  35. 35. Budget and Other Forms Contd….. Form 5S Anticipated Total Agency Expenses Supplementary Sheet (Omitted) Used to provide a detailed calculation of the amounts to be reported in each control account of Form 5. This Form was required only if a For Profit entity includes an allowable profit in their funding request .
  36. 36. Budget and Other Forms Contd… Form 6 and 6D Through 6H Indirect Cost Allocation Plan (item # 23 pages 33-34 of Technical Requirements) To be submitted only if Agency provides more than one service to Milwaukee County or one or more service to Milwaukee county and for other purchaser or allocate to other functions like fund raising etc or allocates costs between itself and affiliates. Page 33-34 provides the order of preparing the cost allocation plan in detail. Allocation Plan document with formulas are also available on the web.
  37. 37. Budget and Other Forms Contd… Linked Budget Forms : All budget forms Form 1-Form 6 are now available as linked forms with formulas at: http://www.county.milwaukee.gov/rfpinformation111327.htm Agency can use these linked form to report up to 6 programs or sites without redoing Form 2, 5 and 6. Other forms are also linked so numbers automatically fill up where ever they are repeated or calculated based on another form.
  38. 38. Overview of Proposal Review Process and Proposal Evaluation Criteria Presented By: Wes Albinger, DHHS Contract Services Coordinator
  39. 39. Objectives of Review Process <ul><li>Make the RFP process more user friendly. </li></ul><ul><li>Encourage new applicants. </li></ul><ul><li>Present clear expectations to applicants. </li></ul><ul><li>Increase the validity and reliability of criteria used to evaluate proposals. </li></ul><ul><li>Present reviewers with a clear set of criteria against which to judge proposals. </li></ul><ul><li>Promote objective, fact-based contract recommendations. </li></ul>
  40. 40. Review Process, contd. <ul><li>Consolidated review criteria across DHHS divisions. </li></ul><ul><li>Adopted consistent point allocation within review categories across all DHHS divisions. </li></ul><ul><li>Emphasized a fact-based rating process. </li></ul><ul><li>Added or modified RFP language for consistency with DHHS’ Outcome Measurement Initiative. </li></ul>
  41. 41. Review Process, contd. <ul><li>Increased reliability by increasing the precision and specificity of review criteria. </li></ul><ul><li>Established specific thresholds for certain point allocations. </li></ul><ul><li>Omissions or use of old forms will result in in a score of “0” for any associated scoring. </li></ul>
  42. 42. Please Contact: For Program Information: Behavioral Health Division: Paul Radomski (414) 257-7493 Rochelle Landingham (414) 257-7337 Delinquency and Court Services Division: Eric Meaux (414) 257-7789 Disability Services Division: Ann Demorest (414) 289-5943 Economic Support Division: Judy Roemer-Muniz (414) 289-6692
  43. 43. Please Contact: For Technical Assistance: Dennis Buesing, CPA (414) 289-5853 Sumanish K Kalia, CPA (414) 289-6757 James Sponholz (414) 289-5778 Virgil Cameron (414) 289-5954
  44. 44. Thank you for your participation! Have a Great Day! 
  45. 45. LINKED FORM WITH SAMPLE DATA LINKED FORMS TUTORIAL

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