august 9, 2006 milwaukee county department of health & human services (dhhs) 2007 request for...
TRANSCRIPT
August 9, 2006
Milwaukee County Department of Health & Human Services (DHHS)
2007 Request for Proposal2007 Request for Proposal
Technical AssistanceTechnical Assistance
Presented by:Presented by: Rosemarie Forster – DHHS Contract Services CoordinatorRosemarie Forster – DHHS Contract Services Coordinator Dennis Buesing – DHHS Contract AdministratorDennis Buesing – DHHS Contract Administrator Wes Albinger – DHHS Contract Services CoordinatorWes Albinger – DHHS Contract Services Coordinator
August 9, 2006
2007 Technical Requirements
Overview of Changes in Overview of Changes in Application Submission Application Submission
RequirementsRequirements
Presented by:
Rosemarie Forster, DHHS Contract Services Coordinator
August 9, 2006
2007 General Changes
2007 Technical requirements are 2007 Technical requirements are revised to enable one manual to cover revised to enable one manual to cover requirements for all divisions:requirements for all divisions: Behavioral HealthBehavioral Health Delinquency and Court ServicesDelinquency and Court Services Disabilities ServicesDisabilities Services Economic SupportEconomic Support
August 9, 2006
2007 General Changes Addresses, dates and contacts are Addresses, dates and contacts are
updatedupdated
Repetitive information is deletedRepetitive information is deleted Information covered in multiple sectionsInformation covered in multiple sections CRCPCRCP References to information submitted on References to information submitted on
other formsother forms
August 9, 2006
2007 General Changes Final submission requirements are Final submission requirements are
changed to include only budget items, a changed to include only budget items, a certificate of insurance, and the Civil certificate of insurance, and the Civil Rights Compliance PlanRights Compliance Plan
Application evaluation criteria, DHHS Application evaluation criteria, DHHS Quality Assurance information, and Quality Assurance information, and Required Reports are updated and Required Reports are updated and moved to the end of section 3moved to the end of section 3
August 9, 2006
Section 1 – Agency Structure
August 9, 2006
Item 3, Application Contents (page 7-8)
This form has been expanded to:This form has been expanded to: Function as a comprehensive list of all items Function as a comprehensive list of all items
required in the applicationrequired in the application Serve as a check-off list for each item submittedServe as a check-off list for each item submitted Serve as a table of contents identifying where Serve as a table of contents identifying where
each required item can be found in the each required item can be found in the applicationapplication
Provide a space for an authorized signature Provide a space for an authorized signature indicating the applicant attests to the completion indicating the applicant attests to the completion and inclusion of all required documentsand inclusion of all required documents
August 9, 2006
Item 5 – Agency Description (page 12)This is a new sign-off form created to:This is a new sign-off form created to: Identify the type of organizationIdentify the type of organization Signify the applicant agrees to Signify the applicant agrees to make available for reviewmake available for review
instead of submitting,instead of submitting, the: the: Articles of IncorporationArticles of Incorporation BylawsBylaws Personnel policiesPersonnel policies Grievance procedureGrievance procedure Accounting policies and proceduresAccounting policies and procedures Agency billing procedure Agency billing procedure
Signify applicant agrees to submit 2 copies of a certified Signify applicant agrees to submit 2 copies of a certified auditaudit
August 9, 2006
Item 7 – Board of Directors / Stockholders (page 14)
This is a new sign-off form created to:This is a new sign-off form created to: Identify the applicant’s Board of Directors / Identify the applicant’s Board of Directors /
Stockholders, their address, office title, term, % Stockholders, their address, office title, term, % ownership, profit share, and a check off to indicate ownership, profit share, and a check off to indicate inclusion of their resumeinclusion of their resume
List agency committees and their purposeList agency committees and their purpose Provide a schedule for BOD meetingsProvide a schedule for BOD meetings Ensure the applicant will make minutes of the BOD Ensure the applicant will make minutes of the BOD
meetings available for review for at least 4 yearsmeetings available for review for at least 4 years
August 9, 2006
Item 8 – Agency History (page 15)
This is a new form created to:This is a new form created to:
Prompt for the name of the parent company and/or Prompt for the name of the parent company and/or affiliated enterprises if the applicant is a subsidiary affiliated enterprises if the applicant is a subsidiary and/or affiliate of another business entityand/or affiliate of another business entity
Prompt for the applicant’s mission/purposePrompt for the applicant’s mission/purpose
Prompt for the applicant’s history Prompt for the applicant’s history
August 9, 2006
Item 11 – Indemnity, Data & Information Systems Compliance,
HIPAA Compliance (page 17)This is a new sign-off form created to ensure the This is a new sign-off form created to ensure the
applicant agrees to:applicant agrees to:
Indemnify Milwaukee CountyIndemnify Milwaukee County
Utilize computer applications in compliance with Utilize computer applications in compliance with Milwaukee County standardsMilwaukee County standards
Comply with the federal Health Insurance Portability Comply with the federal Health Insurance Portability and Accountability Act (HIPAA)and Accountability Act (HIPAA)
August 9, 2006
Item 12 – Insurance (page 18)
Insurance language was added to ensure Insurance language was added to ensure coverage for applicant’s employees coverage for applicant’s employees using their own cars for business using their own cars for business purposespurposes
August 9, 2006
Item 13 – Disclosure (page 20)
This is a new sign-off form created to list:This is a new sign-off form created to list: Dual employed personnelDual employed personnel Related party relationshipsRelated party relationships
The form also has two check-off areas to indicate:The form also has two check-off areas to indicate: No employment relationship or related party No employment relationship or related party
relationship existsrelationship exists The applicant has no ownership or employment The applicant has no ownership or employment
interestinterest
August 9, 2006
Item 14 – Conflicts of interest and Prohibited Practices (page 21)
This is a sign-off form to ensure This is a sign-off form to ensure compliance with updated conflict of compliance with updated conflict of interest and prohibited practices interest and prohibited practices languagelanguage
August 9, 2006
Item 19 – Civil Rights Compliance Plan (page 29)
Repetitive information is deletedRepetitive information is deleted All forms are still requiredAll forms are still required Requirements are presented in table formatRequirements are presented in table format
NOTE: All CRCPs will expire December 31, NOTE: All CRCPs will expire December 31, 2006. All contracted agencies must complete 2006. All contracted agencies must complete new CRCP documentation. The State of new CRCP documentation. The State of Wisconsin is currently revising forms, which Wisconsin is currently revising forms, which are expected to be available for downloading are expected to be available for downloading from the State website in October, 2006.from the State website in October, 2006.
August 9, 2006
Item 19a – Cultural Competence (page 29)
Applicants are required to describe Applicants are required to describe methods for developing and maintaining methods for developing and maintaining cultural competencecultural competence Include specific examples of existing Include specific examples of existing
and/or proposed policies, procedures, and/or proposed policies, procedures, and other practices promoting cultural and other practices promoting cultural competencecompetence
August 9, 2006
Section 2 – Agency Audit, Budget and Fiscal Items
August 9, 2006
General Changes to Section 2 Section is updated to include Section is updated to include
requirements for all DHHS divisionsrequirements for all DHHS divisions
Requirements for submission of Requirements for submission of accounting P&P manual and billing accounting P&P manual and billing procedure are deleted. These have been procedure are deleted. These have been added as documents to have available for added as documents to have available for review upon request on item 5, page 12review upon request on item 5, page 12
August 9, 2006
Item 20 – IRS Form 990 (page 31)
Applicants exempt from income tax under Applicants exempt from income tax under section 501(c) are required to submit a section 501(c) are required to submit a copy of their Form 990copy of their Form 990
((This is not a new requirement, but an This is not a new requirement, but an item often overlooked in the past. It is item often overlooked in the past. It is specifically addressed in a separate specifically addressed in a separate section to increase compliance with section to increase compliance with submission of the completed form.)submission of the completed form.)
August 9, 2006
Item 21 – Certified Audit (page 31)
Certified audit/board approved financial Certified audit/board approved financial statement is specifically requested as a statement is specifically requested as a separate itemseparate item
((This is also not a new requirement, but an This is also not a new requirement, but an item often overlooked in the past. It is item often overlooked in the past. It is
specifically addressed in a separate specifically addressed in a separate section, to increase compliance with section, to increase compliance with submission of the required information.)submission of the required information.)
August 9, 2006
Items 22 – 27, pages 31 - 54
Duplicative verbiage describing budget Duplicative verbiage describing budget forms is deleted – only the forms are forms is deleted – only the forms are includedincluded
Sample completed forms are deletedSample completed forms are deleted
August 9, 2006
Section 3 – Program Design
August 9, 2006
General Changes to Section 3
The section is reformatted to prompt for The section is reformatted to prompt for each item requestedeach item requested
Separate sections for each DHHS division Separate sections for each DHHS division are consolidated by item number instead are consolidated by item number instead of division sectionof division section
Specific requirements for BHD and DCSD Specific requirements for BHD and DCSD are incorporatedare incorporated
August 9, 2006
Item 29h – Performance Assessments (pages 61 – 64)
Performance Assessment forms are included for Performance Assessment forms are included for applicants with no recent Milwaukee County applicants with no recent Milwaukee County contracting historycontracting history
Agency performance assessment is required if no Agency performance assessment is required if no DHHS contracting history exists or if DHHS DHHS contracting history exists or if DHHS contract history is over 2 years oldcontract history is over 2 years old
Leadership performance assessment is required if Leadership performance assessment is required if there is no contracting history of any kind (new there is no contracting history of any kind (new agency)agency)
August 9, 2006
Item 31- Provider Application Site Information (page 67)
Providers offering services at more than Providers offering services at more than one location must provide information one location must provide information for each sitefor each site
August 9, 2006
Items 32 & 32c – Staffing Pattern (pages 68-70)
New forms are included to report staffing New forms are included to report staffing plans, requirements, qualifications, plans, requirements, qualifications, opportunities for staff development and opportunities for staff development and staff turnover ratesstaff turnover rates
August 9, 2006
Item 33 – Accessibility (page 71)
The format is expanded to prompt for The format is expanded to prompt for applicant’s plan to accommodate clients applicant’s plan to accommodate clients with any type of accessibility issueswith any type of accessibility issues
((This is not a new requirement, but hasThis is not a new requirement, but has often been incompletely addressed in often been incompletely addressed in
the past. It is reformatted to ensure all the past. It is reformatted to ensure all required areas are addressed.)required areas are addressed.)
August 9, 2006
Overview of 2007 RFP Audit & Reporting
and Budget Forms
Presented By:
Dennis Buesing, DHHS Contract Administrator
August 9, 2006
Audit Schedules and Changes in Allowable Costs
Budget & Other Forms
Last Year Submission Issues
Error and Omissions
August 9, 2006
Changes in Allowable CostsThe 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 2 on Page 13 of Technical Requirement – Audit and Reporting booklet)
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 9, 2006
Budget and Other Forms
Form 1 Program Volume Data and Unit Rate Calculation Form 1A Unit of Service Calculation Work Sheet (item # 38 pages 81-83 of Technical Requirements)
Programs funded by site must include separate forms for each site.
Detailed instructions to fill this form are provided on page 81.
August 9, 2006
Budget and Other Forms Contd…..Form 2 & Form 2A Agency Employee Hours and Salaries (Item # 23 pages 39-42 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 39-40. The totals for salaries and employees’ health and retirement benefits should match respective amounts on Form 3S.
Form 2B Employee Demographic Summary (item # 24 page 43 of Technical Requirements)
August 9, 2006
Budget and Other Forms Contd…
Form 2C Employee Hours Related Information Disclosure (item # 25 page 44 of Technical Requirements).
Form 3 & Form 3S Anticipated Program Expenses (item # 39 pages 84-89 of Technical Requirements).
Programs funded by site must include separate forms for each site. Please make sure to bring forward the Total Non DHHS contract revenue from Form 4 to the corresponding line on Form 3. Please Fill Form 3S first and bring forward each Control account subtotal to corresponding control account on Form 3.
Detailed instructions to fill up these forms are provided on page 84.
August 9, 2006
Budget and Other Forms Contd…
Form 4 & Form 4S Anticipated Program Revenue (item # 40 pages 90-94 of Technical Requirements).
Programs funded by site must include separate forms for each site. Please make sure that total DHHS Contract request equals the corresponding total DHHS request on Form 3. Please Fill Form 4S first and bring forward each Control account subtotal to corresponding control account on Form 4.
Detailed instructions to fill up these forms are provided on page 90.
August 9, 2006
Budget and Other Forms Contd…..
Form 5 Total Agency Anticipated Expenses Form 5A Total Agency Anticipated Revenue (item # 26 pages 45-48 of Technical Requirements)
Report Total Agency Expenses on col. B, C and D and enter each Form 3 on a separate col. E of Form 5. Report Total Agency revenue on col. B, C and D and enter each 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 up this account.
Detailed instructions to fill up these forms are provided on pages 45-46 of the Technical Requirements.
August 9, 2006
Budget and Other Forms Contd…
Form 6 and 6D Through 6H Indirect Cost Allocation Plan (item # 22 pages 31-38 of Technical Requirements)
To be submitted only if Agency:
•Provides more than one service to Milwaukee County, or
•Provides one or more service to Milwaukee County and for other purchaser, or
•Allocates to other functions like fund raising, etc., or
•Allocates costs between itself and affiliates.
Pages 31& 32 provide the order of preparing the cost allocation plan in detail.
Allocation Plan document with formulas are also available on the web.
August 9, 2006
Last Year’s Submission issues Providers using Old Forms, or modifying current Providers using Old Forms, or modifying current
forms.forms. Providers reporting Milwaukee County’s share of the Providers reporting Milwaukee County’s share of the
program only, versus the total program, typically on program only, versus the total program, typically on Forms 1 or 5.Forms 1 or 5.
Providers reporting only on programs applied for, Providers reporting only on programs applied for, versus all agency programs, Form 5.versus all agency programs, Form 5.
Lack of Agreement between total clients to be served Lack of Agreement between total clients to be served on the client characteristics chart and Form 1.on the client characteristics chart and Form 1.
Not Properly filling up Form 5 ( Row 9200 Allocated Not Properly filling up Form 5 ( Row 9200 Allocated Costs), and Form 6. Costs), and Form 6.
Omission of IRS form 990.Omission of IRS form 990.
August 9, 2006
Errors and Omissions
on Page 45 “Refer to page 90 for chart of Accounts and for account definitions” (Form 5 & 5A), Page 49 (Form 5S), and pages 90 (Form 4).
Refer to “Master Chart of Accounts” in Section 4 Page 45 (Form 5) and “detailed chart of accounts”on Page 84 (Form 3).
For all the above, and any other references to “Master Chart of Accounts” or “Account Definitions”, please refer to the Master Chart of Account on the Web at http://county.milwaukeecounty.org/display/router.asp?docid=11327
First two lines on Page 19 “ A certificate……… Agreement” are duplicate.
Reference to Form 6A on page 31; there is no Form 6A.
August 9, 2006
Overview of Proposal Review Process, Proposal Evaluation Criteria, Quality Assurance,
Required Reports
Presented By:
Wes Albinger, DHHS Contract Services Coordinator
August 9, 2006
Item 36 – Evaluation Plan (pages 76 – 78)
Additional information is requested to Additional information is requested to ensure applicant has an evaluation planensure applicant has an evaluation plan
Requested information includes:Requested information includes: Applicant outcomesApplicant outcomes IndicatorsIndicators Data collection methodsData collection methods How the information is used for How the information is used for
performance improvement purposesperformance improvement purposes
August 9, 2006
Evaluation Plan, contd.
Outcomes for each program have been Outcomes for each program have been identified in the Program Requirements identified in the Program Requirements for the FY 2007 RFP. You are asked to for the FY 2007 RFP. You are asked to describe in detail how your program describe in detail how your program design and outcomes relate to the long design and outcomes relate to the long term outcome identified for your term outcome identified for your program, using successful past program, using successful past performance or a research based performance or a research based justification. justification.
August 9, 2006
Evaluation Plan, contd.
Additionally, you are asked to identify Additionally, you are asked to identify what indicators you are or propose to what indicators you are or propose to use to measure the achievement of the use to measure the achievement of the outcome, as well as your data collection outcome, as well as your data collection and or measurement tool(s). On a and or measurement tool(s). On a program by program basis, some program by program basis, some indicators may already be defined in the indicators may already be defined in the Program Requirements. If there are no Program Requirements. If there are no indicators defined, you are asked to indicators defined, you are asked to define your own.define your own.
August 9, 2006
Evaluation Plan, contd.
In other words, tell DHHS:In other words, tell DHHS: What do you intend to do? (program design)What do you intend to do? (program design) Why do you intend to do it? How does what Why do you intend to do it? How does what
you are proposing contribute toward the long you are proposing contribute toward the long term outcome? (rationale/justification)term outcome? (rationale/justification)
In what way(s) do you expect clients to In what way(s) do you expect clients to benefit? (short, intermediate, and long-term benefit? (short, intermediate, and long-term outcomes)outcomes)
How will you know if you have accomplished How will you know if you have accomplished this? (indicators) this? (indicators)
August 9, 2006
Proposal Review Process
August 9, 2006
Objectives
Make the RFP process more user friendly.Make the RFP process more user friendly. Encourage new applicants.Encourage new applicants. Present clear expectations to applicants.Present clear expectations to applicants. Increase the validity and reliability of criteria Increase the validity and reliability of criteria
used to evaluate proposals.used to evaluate proposals. Present reviewers with a clear set of criteria Present reviewers with a clear set of criteria
against which to judge proposals.against which to judge proposals. Promote objective, fact-based contract Promote objective, fact-based contract
recommendations.recommendations.
August 9, 2006
Changes
Consolidated review criteria across DHHS Consolidated review criteria across DHHS divisions.divisions.
Adopted consistent point allocation within Adopted consistent point allocation within review categories across all DHHS divisions.review categories across all DHHS divisions.
Emphasized a fact-based rating process.Emphasized a fact-based rating process. Added or modified RFP language for Added or modified RFP language for
consistency with DHHS’ Outcome consistency with DHHS’ Outcome Measurement Initiative.Measurement Initiative.
August 9, 2006
Changes, contd.
Increased reliability by increasing the Increased reliability by increasing the precision and specificity of review criteria.precision and specificity of review criteria.
Established specific thresholds for certain Established specific thresholds for certain point allocations.point allocations.
August 9, 2006
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) 289-5943
August 9, 2006
Please Contact:
For Technical Assistance:
Dennis Buesing, CPA (414) 289-5853
James Sponholz (414) 289-5778
Sumanish K Kalia, CPA (414) 289-5928
Virgil Cameron (414) 289-5954
August 9, 2006
Thank you for your participation!
Have a Great Day!