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  • Pre-ProposalConferenceJan82010 Use SHIFT ENTER to open the ...

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

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