august 19, 2009 milwaukee county department of health & human services (dhhs) 2010 request for...
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August 19, 2009
Milwaukee County Department of Health & Human Services (DHHS)
2010 Request for Proposal2010 Request for Proposal
Technical AssistanceTechnical Assistance
Presented by:Presented by: Dennis Buesing – DHHS Contract AdministratorDennis Buesing – DHHS Contract Administrator Wes Albinger – DHHS Contract Services CoordinatorWes Albinger – DHHS Contract Services Coordinator Sumanish Kalia – CPA Consultant to DHHSSumanish Kalia – CPA Consultant to DHHS
August 19, 2009
2010 Purchase of Service Guidelines
Overview of Changes from 2009 Overview of Changes from 2009 in Application Submission in Application Submission
RequirementsRequirements
August 19, 2009
Overview 2010 Purchase of Service Guidelines 2010 Purchase of Service Guidelines
(Guidelines) cover requirements for all (Guidelines) cover requirements for all divisions:divisions: Behavioral HealthBehavioral Health Delinquency and Court ServicesDelinquency and Court Services Disabilities ServicesDisabilities Services Management ServicesManagement Services HousingHousing
All submission requirements apply to all programs and contract divisions, unless otherwise indicated.
August 19, 2009
Overview
The changes described in this presentation represent an overview of the most significant changes from the prior year and are NOT inclusive of ALL changes; applicants are responsible for carefully reading the Guidelines and submitting all required information
August 19, 2009
Overview• Program (Service Descriptions) and Technical Requirements now combined in a single document: Purchase of Service Guidelines
• Copies of most forms have been removed from the TR Guidelines, as they are available online and on the RFP CD
• Forms should be completed electronically, as fillable Word or Excel documents. However, they will still need to be printed and submitted as paper copies, as most require signatures. Budget forms MUST be completed electronically in the required format.
August 19, 2009
Overview
Section 2 modified to include additional Section 2 modified to include additional information (no additional submission information (no additional submission requirements), including provision for confidential requirements), including provision for confidential proprietary informationproprietary information
Section 3 modified to include additional Section 3 modified to include additional information (no additional submission information (no additional submission requirements) on proposal selection and award requirements) on proposal selection and award process, including provisions for appeal and process, including provisions for appeal and proposal retention.proposal retention.
August 19, 2009
Summary of Revisions Added “Audit Fraud Hotline” policy requirement Added “Audit Fraud Hotline” policy requirement
for all applicants (Items 4a & 4b)for all applicants (Items 4a & 4b) Section 2 has incorporated budget forms into this Section 2 has incorporated budget forms into this
one section and all forms are linkedone section and all forms are linked Added “Personnel Roster/Certification (Item 35) Added “Personnel Roster/Certification (Item 35)
for Final Submission for Final Submission Removed Evaluation Plan (Item 37) from initial Removed Evaluation Plan (Item 37) from initial
submission submission aand added to Logic Model (Item 31a)nd added to Logic Model (Item 31a) Removed “Staffing Requirements” (Item 34) for Removed “Staffing Requirements” (Item 34) for
Final SubmissionFinal Submission
August 19, 2009
Summary of Revisions
Board of Directors (Item 6) expanded to capture Board of Directors (Item 6) expanded to capture more information and for clarification of informationmore information and for clarification of information
Related Party Disclosures (Item 13) clarified and Related Party Disclosures (Item 13) clarified and expandedexpanded
Program Narrative (Item 32B) expanded to Program Narrative (Item 32B) expanded to incorporate Logic Model narrativeincorporate Logic Model narrative
Request for proposal process and review process Request for proposal process and review process updatedupdated
August 19, 2009
Section 4– Technical Requirements
Agency Application
Item #2 Application Summary Sheetshould immediately follow cover letter
(correction to instructions at top of form).should only include programs from
one divisiona separate, complete application must
be submitted for each division
Agency Application Cont’d One original plus 4 copies of the
complete application for each program must be submitted on three-hole punched paper for each division
If funding is requested for more than one program within a division, 4 additional copies must be submitted for each program
Only 1 original need be submitted per application package
Agency Application Cont’d For Agencies in the 2nd or 3rd year of a
multi-year contract cycle or sole-sourced contracts/programs, 1 original plus 1 copy of the completed application must be submitted for each division
Agencies in a multi-year contract cycle must submit all the items listed under FINAL SUBMISSION, plus the Authorization To File (Item 3).
Regardless of the cycle year, all agencies must submit application packages by 4:30 p.m. CDT on Friday, Sept. 4, 2009
August 19, 2009
Changes Program Design Items
Revision of Item 29a (p.4-39), Program Logic Revision of Item 29a (p.4-39), Program Logic Model, to include fields for projected level of Model, to include fields for projected level of achievement of outcomes.achievement of outcomes.
While still required to project levels of While still required to project levels of achievement for program outcomes, the proposal achievement for program outcomes, the proposal scoring which relates to the Evaluation (see Item scoring which relates to the Evaluation (see Item 35, Program Evaluation, p.4-55) will be derived 35, Program Evaluation, p.4-55) will be derived from the prior period’s Evaluation Report for from the prior period’s Evaluation Report for applicants with existing contracts. For new applicants with existing contracts. For new applicants (applicants without an existing applicants (applicants without an existing contract), proposal scoring for evaluation will be contract), proposal scoring for evaluation will be derived from data on Items 29c and 29d, as derived from data on Items 29c and 29d, as applicable applicable
August 19, 2009
FAQ Revisions Since PublicationRevisions Since Publication Go to Go to
http://www.county.milwaukee.gov/Corrections22671.htm and click on link to “Corrections Page” for a detailed list of for a detailed list of revisions since the CD was released.revisions since the CD was released.
New Contract Administration URL for RFPNew Contract Administration URL for RFP http://www.county.milwaukee.gov/dhhs_bids http://www.county.milwaukee.gov/dhhs_bids
Summary of Revisions Since Publication
Revisions to date include:Revisions to date include: DSD Employment Programs, DSD-010, is open for DSD Employment Programs, DSD-010, is open for
competitive, panel review (full submission)competitive, panel review (full submission) BHD Shelter Plus Care, M-015, is open for competitive, panel BHD Shelter Plus Care, M-015, is open for competitive, panel
review (full submission)review (full submission) Error corrected in linked budget document (as of 8/17/09)Error corrected in linked budget document (as of 8/17/09) Page numbering corrected: Page 2-4 makes reference to page Page numbering corrected: Page 2-4 makes reference to page
7 (error; should read section/page 4-6) for submission 7 (error; should read section/page 4-6) for submission requirements for multi-year contract cycle. requirements for multi-year contract cycle.
DSD Disability Benefits Specialist, DSD-019, has DSD Disability Benefits Specialist, DSD-019, has supplementary materials posted at supplementary materials posted at http://www.county.milwaukee.gov/DHHS_bidshttp://www.county.milwaukee.gov/DHHS_bids
August 19, 2009
Overview of 2010 RFP Audit & Reporting
and Budget Forms
Presented By:
Dennis Buesing, DHHS Contract Administrator
August 19, 2009
Audit Schedules and Changes in Allowable Costs
Budget & Other Forms
August 19, 2009
Allowable Costs under County Contract
The Annual audit report shall contain a budget variance and reimbursable cost calculation for each program contracted.(refer to format)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 6 Audit and Reporting on Page 6-15 )
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.
August 19, 2009
Budget and Other FormsIMPORTANT
All Budget forms have been placed under Item #27 page 4-37.
Use of Linked forms has been made mandatory & requires submission of hard copy with submission package and email copy to: [email protected]
Detailed instructions to fill up respective forms are included on “Instructions” tab of linked budget forms.
August 19, 2009
Budget and Other Forms Contd…..Form 1 Program Volume Data and Unit Rate Calculation
Programs funded by site must include a separate Form1 for each site. Form 1 must be completed for each program regardless of the contract reimbursement method.
Form 2 & Form 2A Agency Employee Hours and Salaries
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. The totals for salaries will carry over to Form 3S automatically. Employee’s health and retirement benefits will be carried over to Form 2A from Form 3S automatically.
Form 2B Employee Demographic Summary
This form is linked to Form 2 & 2A and will fill up automatically.
August 19, 2009
Budget and Other Forms Contd…Form 2C Employee Hours Related Information Disclosure (item 14 page 4-23).
For each employee of your agency who works for more than one related organization, the total number of weekly hours scheduled for each affiliated corporate or business enterprise must be accounted for by program/activity.
“Related Organization” is defined as an organization with a board, management, and/or ownership which is (are) shared with the Proposer organization. (Includes multiple LLCs under same ownership.
Budget and Other Forms Contd…
Form 3 & Form 3S Anticipated Program Expenses
Programs funded by site must include separate forms for each site. Total Non DHHS contract revenue will automatically carry forward to the corresponding line on Form 3 from Form 4. Please Fill Form 3S first. Each Control Account subtotal will automatically carry forward to corresponding Control Account on Form 3.
August 13, 2008
Budget and Other Forms Contd…Form 4 & Form 4S Anticipated Program Revenue
Programs funded by site must include separate forms for each site. Total DHHS Contract request will automatically equal the corresponding total DHHS request on Form 3. Please Fill Form 4S first. Control Account subtotals will automatically carry forward to corresponding Control Accounts on Form 4.
Form 4S was revised last year to include new sub-accounts for certain revenues.
August 13, 2008
Budget and Other Forms Contd…..Form 5 Total Agency Anticipated Expenses Form 5A Total Agency Anticipated Revenue
Report Total Agency expenses on Col. B, C and D. Each individual Form 3 will automatically carry forward to a separate Col. E of Form 5. Report Total Agency revenue on Col. B, C and D of Form 5A. Each individual Form 4 will automatically carry forward to a separate Col. E of Form 5A.
Col F Agency-Wide Indirect & Administrative Costs must be manually completed by agency. Control Account totals will automatically carry to Form 6.
Control Account 9200 in Form 5 will automatically fill and carry forward from Form 6. Please refer to instructions on first tab in linked forms, for Form 6.
August 19, 2009
Budget and Other Forms Contd…
Form 6 and 6D through 6H Indirect Cost Allocation Plan
To be submitted only if Agency provides more than one service to Milwaukee County, or one or more services to Milwaukee County and for other purchasers, or when allocating to other functions like fund raising, etc. or allocating costs between itself and affiliates.
Instruction tab in Linked Form provides the order of preparing the cost allocation plan in detail.
August 19, 2009
Budget and Other Forms Contd…Linked Budget Forms:
All budget forms Form 1-Form 6 are available as linked forms with formulas at:
http://www.county.milwaukee.gov/rfpinformation111327.htm
Agency can use these linked forms 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 wherever they are calculated based on another form.
If agency has more than 6 DHHS programs for a division. make a copy of filled up Linked form and redo Forms 1,2,3S and 4S for additional programs. Forms 5, 5A and 6, will adjust themselves. Use a separate linked budget forms for each DHHS Division.
August 13, 2008
Please Contact:
For Program Information:Behavioral Health Division:
Walter Laux (414) 257-7436
Rochelle Landingham (414) 257-7337
Wraparound Milwaukee:
Bruce Kamradt (414) 257-7639
Delinquency and Court Services Division:
Michelle Naples (414) 257-5725
Disability Services Division:
Mark Stein (414) 289-5916
Marietta Luster (414) 289-6758
Management Service Division:
Judy Roemer-Muniz (414) 289-6645
Housing Division:
James Mathy (414) 257-7689
August 19, 2009
Please Contact:
For Technical Assistance:
Dennis Buesing, CPA (414) 289-5853
Sumanish K Kalia, CPA (Budget) (414) 289-6757
James Sponholz (Website) (414) 289-5778
Wes Albinger (DSD) (414) 289-5871
Dave Emerson (DCSD) (414) 257-7284
Judy Roemer-Muniz (MSD) (414) 289-6692
Rochelle Landingham (BHD) (414) 257-7337
August 19, 2009
Thank you for your participation!
Have a Great Day!
August 19, 2009
LINKED FORM WITH SAMPLE DATA
LINKED FORMS TUTORIAL