W-2 Program – Procurement for 2013

Scope of Work, Required Systems and Monitoring

Janice Peters, DirectorBureau of Working Families

Scope of Work Programs

• Wisconsin Works (W-2)– Cash Assistance Placements– Unpaid Case Management Placements

• Emergency Assistance

• Job Access Loans

• Refugee Assistance Programs (RCA & RMA)

• Contracted Child Care (Optional)

W-2 Program ServicesScope of Work

• Eligibility Determination• Assessments• Placement Decisions• Employability Plan Development• Case Management• Service Provision• Ongoing Eligibility Determination• Case Closures

Required State Automated Systems

• Client Assistance for Reemployment and Economic Support (CARES)– Eligibility Determination– Case Management– Benefit (Cash Assistance) Issuance– Participant Tracking– Performance Outcome Claiming– CARES Worker Web (CWW), Main Frame

Required Systems (Continued)

• Barrier Screening Tool (BST)– Web Based Application

• Emergency Assistance Tracking System (EATS)– Web Based Application

• Electronic Case File (ECF)– Web Based Filing System

Required Systems (Continued)

• Central Office Reporting System (CORe)– Fiscal System– Expenditure Reporting– Contractor Payment Tracking– Fiscal Reports

Monitoring

• Program Operations Section (POS)– Madison Based – Program Compliance– Payment Claims

• Milwaukee Operations Section (MOS)– Milwaukee Contractors– Program Compliance– Contract Compliance– Payment Claims– Reporting Requirements

Monitoring (Continued)

• Bureau of Regional Operations (BRO)– Balance of State Contractors– Regional Offices (Madison, Waukesha, Green

Bay, Rhinelander, Eau Claire)– Program Compliance– Contract Compliance– Payment Claims– Reporting Requirements

Monitoring (Continued)

• Partner Training Section– Compliance with Staff Training Requirements

• Bureau of Finance– Fiscal Policy Compliance– Audits

Previously Submitted Questions

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W-2 Program – Procurement for 2013

Narrative Response Items and Evaluation

Preliminary Review

• Received on Time

• Required Forms Submitted

• Form 5 – Proposer’s Checklist Acknowledging and Accepting all Specification in the RFP

• Proposals that Pass Preliminary Review – Move on to Technical Review

Technical Response Items

• Eight Narrative Response Items• Four Annual Budgets• 700 Total Points• Two Step Process

– Step One (200 Points)• Evaluate Response Item A – Organizational

Capacity• Evaluate Response Item B – Transition Plan• Proposals awarded 50 points or more on both

items will proceed to Step 2

Technical Response Items (Continued)

• Two Step Process (continued)– Step Two (500 Points)

• Evaluate Response Item C – Service Delivery Model Overview (100 Points)

• Evaluate Response Item D – Job Attainment (80 Pts)• Evaluate Response Item E – SSI/SSDI Attainment (60 Pts)• Evaluate Response Item F – Meeting Federal Work

Participation Rates (60 Pts)• Evaluate Response Item G – Refugee Services (60 Pts)• Evaluate Response Item H – Quality Management Plan (60

Pts)• Evaluate Response Item I – Budget Appropriateness (80 Pts)

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W-2 Program – Procurement for 2013

Payment Structure

Payment Structure Overview

• Maximum Budget per Area

• Capitated Amount

• Performance Payments

• Quarterly Work Participation Rate Performance Fee

• Reimbursement

• Cash Assistance Payments

Maximum Budget and Capitated Amount

• Maximum Budget– Based on historical

spending and DCF estimated need.

– DCF Targets add up to less than the Maximum Budget.

– Provides additional funding for exceptional performance.

– Cost proposal cannot exceed maximum budget.

• Capitated Amount– Cannot exceed 60% of the

maximum budget.– Can be less.– Enrollment levels are

based on historical (2011) caseload data.

– Payments will be issued monthly based on prior month count of open cases.

– DCF will determine the payment amount.

Performance Outcome Payments

• Five Performance Outcomes– Job Attainment– Long Term Participant– High Wage Job– Job Retention– SSI/SSDI Attainment

• Federal Work Participation Performance Fee

• DCF Targets based on historical performance with expected improvements.

• Unspent capitated payments may be used for performance payments only with prior approval from DCF.

• Payments will be claimed in CARES.

Cost Reimbursement and Centralized Benefits

• Cost Reimbursement for:– Emergency Assistance

Payments.– Contracted Child Care.– Refugee Cash

Assistance.– Refugee Services

funded by Office of Refugee Resettlement

• Cash Assistance (W-2 Benefits)– Issued from Madison

based on CARES entries.

– Sum Certain funding.– Expenditures will be

managed statewide by DCF.

Start up and Prepayments

• There will not be any start up funding or prepayments under this contract.

• Proposers must demonstrate that they have sufficient resources to start up and operate the program.– First reimbursement payment will be January 18,

2013.– First Capitation and Performance Outcome payment

will be February 15, 2103.• Allowable costs for purposes of federal reporting

associated with start up/transition must be reported to DCF.

Previously Submitted Questions

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W-2 Program – Procurement for 2013

Cost Proposal

Cost Proposal

• Step 3 of the Evaluation– Capitation Rate (100 Points)– Performance Outcomes (200)

• May earn more than 200 points on the performance outcomes cost proposal.

Capitated Rate100 Points

• The proposer may propose a lower capitated rate than the departments target and earn proportionally more points.

• If the proposer proposes fewer enrollments in W-2 than the department target, they will not only earn fewer proportional evaluation points, they will also be required to serve enrollees above their proposed target without additional compensation.

Capitated Example

• DCF enrollment target 2,000 worth 50 points • DCF capitated rate (monthly) $100 worth 50

points• Proposers Bid

– Enrollment 1,750– Capitated rate $80Evaluation:

Enrollment (1,750 / 2,000) * 50 points = 43.75 Rate ( $100 / $80 ) * 50 points = 62.5 Total Score = 43.75 + 62.5 = 106.25

Performance Outcomes Targets

• For each performance outcome the department has defined:– A target price (p)– A target quantity (q)

The budget for each payment outcome is price x quantity

$500 X 1,000 = $500,000

Cost Proposal on Performance Outcomes

• A proposer can select to accept DCF’s target price on any payment outcome. I they do they will be awarded 20 points.

• A proposer can select to accept DCF’s target quantity on any payment outcome. If they do they will be awarded 20 points

• The proposers total performance outcome cost proposal across all pay points plus the capitated rate proposal can not exceed the total budget.

Proposers Options-Price

• A proposer can select to propose a price lower than DCF’s target price for which they will receive proportionately more points.

• A proposer can select to propose a price higher than DCF’s target price for which they will receive proportionately fewer points

• Proposers can not propose a price higher than 50% above DCF’s target price

Proposer Options-Quantity

• Proposers can select to propose a quantity lower than DCF’s target quantity for which they will receive proportionately fewer points.

• Proposers can select to propose a quantity higher than DCF’s target quantity for which they will receive proportionately more points.

• Proposers can not propose a quantity lower than 50% below DCF’s target quantity.

Performance Computation

• Proposer’s price will be compared against DCF’s target price

(DCF Price/Proposer’s price) x 20 points = price score ($500/$400) x 20 points = 25 points• Proposer’s quantity will be compared against DCF’s

target quantity• Proposers quantity/DCF’s quantity) x 20 points = quantity

score• (600/1000)x 20 points = 12 points• Total Score = Price score plus Quantity Score• 25 points + 12 points = 37 points

Total Performance Score

• Proposers total performance outcomes score will be the sum of its individual payment outcomes score summed across all five payment outcomes.

• S1 + S2 + S3 + S4 +S5 = Total Performance Score

37 points + 40 Points + 33 points + 24 points + 45 points = 179 Points

Total Cost Proposal Score

• This is the sum of the– Capitated Score + Performance Score– 106.25 + 179 = 285.25 = Cost Proposal

The sum of the entire score is:

Technical Response Score Plus

Cost Proposal Score

487.5 points + 285.25 points = 772.75 Points

Summary

• The evaluation is the sum of the narrative responses (700 points) as to how the proposers will carry out the duties of a W-2 agency.

• Plus the cost proposal scores (300 points) on economic efficiency compared to DCF’s targets for price and quantity for both capitation and performance pay points.

Previously Submitted Questions

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