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  • Transcript

    • 1. VR Stimulus Projects Requests for Proposals Pre- Proposal Conference January 8, 2010 10:00 am to 12:00 pm
    • 2. Welcome and Introductions
    • 3. American Reinvestment and Recovery Act (ARRA)
    • 4. ARRA
      • The overall goals of ARRA are to stimulate the economy in the short term and invest in education and other essential public services (VR) to ensure the long-term economic health of our nation.
    • 5. ARRA
      • Principles guiding the use of ARRA funds include:
      • Spending funds quickly to save and create jobs.
      • Ensuring transparency, reporting and accountability.
      • Promoting sustainability after the expiration of the ARRA funds
    • 6. ARRA
      • All ARRA funds must be spent with an unprecedented level of transparency and accountability.
      • The law contains very stringent reporting requirements and will make detailed information on the uses of funds available publicly on .
    • 7. Funds Made Available to RSC Under ARRA
      • Independent Living/Older Blind
      • Independent Living, Part B
      • VR State Grants (allocated to state VR agencies under the program’s allotment formula)
    • 8. VR ARRA Funds
      • RSC plans to award 14 million dollars overall in grants for VR projects.
      • The first half of the funds (approx 7 million dollars) were awarded in a process that occurred at an earlier date.
      • This RFP will award the second half of the funds (approx 7 million dollars).
    • 9. RSA Guidance on ARRA
      • VR Stimulus dollars must be utilized consistent with the statutory and regulatory requirements that govern the regular VR federal 110 dollars.
      • Stimulus dollars are to be used to create jobs.
    • 10. RSA Guidance on ARRA
      • State VR agencies are encouraged to consider using ARRA funds to:
      • Serve individuals on waiting lists in agencies currently using an order of selection
      • Increase services to eligible consumers
      • Expand services to traditionally underserved and unserved populations in the state
    • 11. RSA Guidance on ARRA
      • ARRA requires that recipients of funds separately account for and report on how those funds are spent.
      • RSC is required to maintain accurate documentation of all ARRA expenditures to ensure that the data reported is accurate, complete and reliable.
      • RSC is required to monitor sub-recipients to help ensure data quality and the proper expenditure of ARRA funds.
    • 12. State of Ohio ARRA Grantee Requirements
      • DUNS numbers
      • CCR registration
      • Job creation quarterly report
      • Deliverables monthly report
      • Services billed to RSC monthly report
    • 13. Review of Identified Project Priorities
    • 14. Program Priorities
      • Ex-Offenders
      • Brain Injury
      • Spanish
      • Rehabilitation Technology/Vision Impairment
      • Transportation
      • Microenterprises
    • 15. Program Priorities
      • Focus is on the creation of new, innovative, collaborative, sustainable approaches to service delivery in areas of high need within the RSC service delivery system.
    • 16. Highlights and Key Components of the Request for Proposals
    • 17. Eligible Applicants
      • Skilled in providing VR services
      • Must meet accreditation and/or licensure standards for service provision
        • In particular, it must be demonstrated how the Applicant meets the accreditation requirements of Ohio Administrative Code 3304-1-12 Community rehabilitation program standards and/or the licensure requirements of Ohio Administrative Code 3304-2-53 Qualifications for service providers and vendors.
    • 18. Preferred Range for Awards
      • $100,000 to $500,000 Regional
      • $500,000 to $1 Million Statewide
    • 19. Registration on State of Ohio Website- Important!
      • Applicants submitting proposals must also have a corresponding expression of interest in applying for recovery funds on the State of Ohio Federal Stimulus Initiative website at:
      • Applicants who do not submit an interest on this website by Friday, February 12, 2010 will be disqualified from consideration for this RFP Process.
    • 20. Assurances Certification
      • Please be certain to include the signed Assurances Certification with your project proposal.
    • 21. Selection Criteria
      • Non-Scored Element: Accreditation/Licensure Standards
      • (Project proposals lacking evidence of appropriate accreditation/licensure as required in OAC 3304-1-12 or OAC 3304-2-53 will not be considered.)
    • 22. Selection Criteria
      • (1) In response to one of the priority categories as defined in the RFP (5 pts)
      • (2) Services developed are responsive to community needs (5 pts)
      • (3) Proposed services support the agency purpose (10 pts)
    • 23. Selection Criteria
      • (4) Input is collected from program participants for improvement and planning (10 pts)
      • (5) Innovative and creative approaches to service delivery are demonstrated (10 pts)
      • (6) Prior experience and VR knowledge demonstrated (5 pts)
    • 24. Selection Criteria
      • (7) Commitment to serving individuals with significant disabilities and/or minorities and makes choice, accommodations and equal access a priority (10 pts)
      • (8) Program produces performance measure data (5 pts)
    • 25. Selection Criteria
      • (9) Program is collaboratively implemented (10 pts)
      • (10) Sound management and governance practices are demonstrated by program (5 pts)
      • (11) A staffing plan is provided (5 pts)
    • 26. Selection Criteria
      • (12) Program demonstrates organizational capacity and adequate resources to deliver services (5 pts)
      • (13) Viability and sustainability are planned (5 pts)
      • (14) The project is fiscally efficient and reasonable (5 pts)
    • 27. Selection Criteria
      • (15) The proposal will either create jobs or eliminate the need to lay off current employees (5 pts)
    • 28. Final Selection of Projects
      • The Review Team (consisting of internal and external panelists) will review project scoring and make final determinations of awards based upon the operational needs of the organization.
    • 29. Highlights for Budget Proposals
    • 30. Budget Proposals
      • Proposals should include a detailed narrative and overall proposed budget.
      • Two forms should also be completed and submitted with the project proposal:
      • Budget Form- outlines the operating budget for the project (please provide a detailed listing of equipment costs)
      • Occupancy Worksheet- determines allowable costs to be charged to the grant
    • 31. Budget Proposal Guidance
      • Define Direct and Indirect Costs
      • Requirements for Each
      • Documentation
    • 32.
      • Direct Costs:
      • Are those that can be tied directly to a program or an award. This includes line staff and program supervision as well as rent, supplies and associated travel.
      Budget Proposal Guidance
    • 33.
      • Indirect Costs:
      • Are costs that are for common or joint purposes. They cannot easily be assigned to a specific program. Examples include: accounting, budgeting, and facilities management.
      Budget Proposal Guidance
    • 34.
      • The following must be met for direct and indirect costs:
      • Costs must be reasonable and must be treated consistently.
      • Costs must be supported by sufficient financial data.
      • Costs must be allowable.
      • Food and beverages are not allowed
      Budget Proposal Guidance
    • 35.
      • Documentation for Direct Costs:
      • Spreadsheets for various cost items are included in the RFP package.
      • Personnel costs must be supported by personal activity reports
      Budget Proposal Guidance
    • 36.
      • Documentation for Indirect Costs:
      • If applicable, budgeted costs must reflect the approved indirect rate.
      • If no approved indirect cost rate exists, applicable indirect costs must be calculated.
      Budget Proposal Guidance
    • 37. Budget Proposal Guidance
      • If your project incorporates multiple funding streams, please include only costs that will be funded by ARRA dollars in your budget forms.
      • In your budget narrative we encourage you to describe other funding sources and their uses.
    • 38. Budget Proposal Guidance
      • If your agency also provides RSC fee-for-service programs, please be clear in your proposal what services are paid for by ARRA funds vs. those that are out of scope of the project.
    • 39. Case Service versus Administrative Contracts
    • 40. Case Service Contracts
      • Grantees are paid out of RSC’s Case Service Budget
      • Authorizations are generated by field staff for participating consumers
      • Once documentation is received from Grantee for the month’s services, RSC processes payment
      • Contracts are paid 1/12 of total contract amount each month
    • 41. Administrative Contracts
      • Grantees submit to RSC for reimbursement based upon actual documented expenditures incurred by the project
      • No Authorizations are generated and counseling staff are not involved in the payment process
    • 42. Computer Use Issues
    • 43. Computer Use
      • Projects are not anticipated to interface directly with RSC’s case management system (OSCAR) or any other state information technology systems.
      • Grantees will be able to charge the grant for one year of the useful life of equipment purchased for sole use by the grant.
    • 44. Allowable & Unallowable Costs
    • 45. Allowable & Unallowable Costs
      • This RFP encourages innovative service delivery models. We understand that this may involve funding expenses not traditionally funded through RSC.
    • 46. Allowable & Unallowable Costs
      • RSC would like to be able to provide an exhaustive listing of allowable and unallowable costs. Unfortunately without a clear understanding of the types of costs each proposal may include, it is impossible to provide this level of guidance.
    • 47. Allowable & Unallowable Costs
      • We will need to review each proposal on its merits and address specific questions related to allowable and unallowable costs on an individual basis.
    • 48. Allowable & Unallowable Costs
      • It is possible that during contract negotiations RSC may need to seek guidance from RSA related to the permissibility of a particular cost included in the proposal. We have allowed more time during this phase to seek additional guidance as necessary.
    • 49. Allowable & Unallowable Costs
      • As part of our fiduciary responsibility, RSC reserves the right to determine allowable and/or unallowable costs for items, goods or services submitted in proposals.
    • 50. Allowable & Unallowable Costs
      • Transportation and microenterprise projects are more likely to be impacted.
    • 51. Allowable & Unallowable Costs
      • All costs indentified with the project should be clearly identified on the budget form.
      • If there are costs in your project that do not fit into one of the standard categories, itemize them in “other” and provide detailed supporting documentation.
    • 52. Allowable & Unallowable Costs
      • Some general guidelines:
      • Food and beverages are not allowable expenses.
      • RSC will not approve costs related to the construction or purchase of buildings under this program.
      • Vehicle costs would only be considered for only 12 months based on Standard Use Life. If a contractor enters into a multi year lease agreement, the contractor must have plans to meet the lease obligations after the stimulus contract period ends.
    • 53. Allowable & Unallowable Costs
      • Lease agreements for buildings or vehicles would only be considered for the 12 month contract period. If a contractor enters into a multi year lease agreement, the contractor must have plans to meet the lease obligations after the stimulus contract period ends.
      • Large equipment costs would only be considered for only 12 months based on Standard Use Life on a case by case basis.
    • 54. Establishment Grants
    • 55. Establishment Grants
      • Establishment Grants are grants that are designed to establish new patterns of services for eligible consumers.
      • RSC is exploring the possibility of awarding Establishment Grants.
      • This may offer a sustainability opportunity for successful projects after the ARRA awards expire.
    • 56. Establishment Grants
      • Participation requires a match commitment.
      • Applicants are encouraged to indicate their interest in applying for the use of Establishment Grants in their proposals and their ability to provide match.
    • 57. Establishment Grants
      • RSC has not made a final decision regarding Establishment Grants.
      • Awarded through a competitive process.
      • No guarantees that a stimulus award will result in an Establishment Grant award.
    • 58. Review of Timelines for the RFP Process
    • 59. Proposal Deadlines
      • February 12, 2010 Deadline to submit expression of interest on State of Ohio Federal Stimulus Initiative Website
      • February 19, 2010 Proposals must be received by RSC
    • 60. Award and Implementation Timetable
      • April 23, 2010 Review Process Complete (grant awardees notified)
      • June 30, 2010- Contracts Finalized
      • July 1, 2010- Contracts Begin
      • June 30, 2011- Contracts Expire
    • 61. Questions from Potential Applicants
    • 62. Contact Information for Key Personnel
    • 63. Contact Information
      • Questions can be directed to:
      • Leslie Minnich, Manager Contract Services
      • 400 E. Campus View Boulevard
      • Columbus, OH 43235
      • 614-438-1213
      • [email_address]
    • 64. Thank you for your interest in submitting an RFP!