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August 8, 2007
Milwaukee County Department of Health & Human Services (DHHS)
2008 Request for Proposal2008 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 8, 2007
2008 Technical Requirements
Overview of Changes in Overview of Changes in Application Submission Application Submission
RequirementsRequirements
August 8, 2007
2008 General Changes 2008 Technical requirements are further 2008 Technical requirements are further
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
All submission requirements apply to all programs and contract divisions, unless otherwise indicated.
August 8, 2007
2008 General Changes
Repetitive information is deletedRepetitive information is deleted Information covered in multiple sectionsInformation covered in multiple sections References to information submitted on other References to information submitted on other
formsforms• Copies of most forms have been removed, as they are available online and on the RFP CD
August 8, 2007
2008 General Changes Much of the newly requested information throughout Much of the newly requested information throughout
section 1 is taken from The Panel on the Nonprofit section 1 is taken from The Panel on the Nonprofit Sector’s “Principles for Effective Practice” Sector’s “Principles for Effective Practice” (http://www.nonprofitpanel.org/selfreg/All_Principles_(http://www.nonprofitpanel.org/selfreg/All_Principles_Revised.pdf)Revised.pdf)
• The changes described in this presentation represent an overview of the most significant changes and are NOT inclusive of ALL changes; applicants are responsible for carefully reading the Technical Requirements and submitting all required information
August 8, 2007
Revisions Since Publication
Go to Go to http://www.county.milwaukee.gov/Corrections226http://www.county.milwaukee.gov/Corrections22671.htm71.htm for a detailed list of revisions since the cd was for a detailed list of revisions since the cd was released. released.
Copies of revisions are available here at the sign Copies of revisions are available here at the sign in tablein table
August 8, 2007
Section 1 – Agency Structure
August 8, 2007
Application Contents (pages 5-7)
This form has been expanded to:This form has been expanded to: Function as a comprehensive list of all Function as a comprehensive list of all
items required in the applicationitems required in the application Distinguish between initial, final, and multi-Distinguish between initial, final, and multi-
year contract submission requirementsyear contract submission requirements
August 8, 2007
Item 4 – Agency Description and Assurances (page 11)
This form expanded to:This form expanded to: Identify additional types of organizationsIdentify additional types of organizations Signify the applicant agrees to Signify the applicant agrees to make make
available for review,available for review, the: the: Operating Agreement (LLC only)Operating Agreement (LLC only) Whistleblower policyWhistleblower policy Conflict of Interest PolicyConflict of Interest Policy Code of Ethics PolicyCode of Ethics Policy
August 8, 2007
Items 6 & 7 (pages 13-15)
These forms have been updated to include greater disclosure around ownership and independence, to identify potential areas of conflict of interest.
August 8, 2007
Item 8, Agency Mission Statement
No longer requiring Agency HistoryNo longer requiring Agency History
August 8, 2007
Item 11 – Indemnity, Data & Information Systems Compliance,
HIPAA Compliance (page 18)
This form revised to:This form revised to:
Identify specific computer requirementsIdentify specific computer requirements
•Note that some computer requirements are program specific, per detail in the Program Requirements. The requirements in Item 11 represent minimum standards which apply to all programs and contract divisions
August 8, 2007
Item 12 – Insurance (page 19)
Some language added to include Some language added to include coverage of volunteers.coverage of volunteers.
Amounts of coverage changed.Amounts of coverage changed.
August 8, 2007
Item 19 – Cultural Competence (page 30)
Applicants are required to describe methods Applicants are required to describe methods for developing and maintaining cultural for developing and maintaining cultural competencecompetence
Include specific examples of existing Include specific examples of existing and/or proposed policies, procedures, and and/or proposed policies, procedures, and other practices promoting cultural other practices promoting cultural competencecompetence
August 8, 2007
Section 2 – Agency Audit, Budget and Fiscal Items
August 8, 2007
General Changes to Section 2 Section is updated to include Section is updated to include
requirements for all DHHS divisionsrequirements for all DHHS divisions
August 8, 2007
Item 22 – Certified Audit (page 33)
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 8, 2007
Items 23 – 27, pages 33 - 40 Duplicative language describing budget Duplicative language describing budget
forms is deleted and only instructions for forms is deleted and only instructions for the forms are included.the forms are included.
Copies of most forms have been Copies of most forms have been removed, as they are available online removed, as they are available online and on the RFP CD.and on the RFP CD.
Changes to Budget forms are being Changes to Budget forms are being covered separately later in the covered separately later in the presentation.presentation.
August 8, 2007
Section 3 – Program Design
August 8, 2007
General Changes to Section 3
Elements of Program Description (now Item Elements of Program Description (now Item 29b) modified to eliminate redundant and 29b) modified to eliminate redundant and program specific language. program specific language.
Addition of 29a, Program Logic Model.Addition of 29a, Program Logic Model. Item 30 eliminated as a standard submission Item 30 eliminated as a standard submission
item, moved as applicable to Program item, moved as applicable to Program Requirements.Requirements.
Elimination of Item 35-content moved as Elimination of Item 35-content moved as applicable to Program Requirements.applicable to Program Requirements.
August 8, 2007
General Changes to Section 3
Form 1A eliminatedForm 1A eliminated
Evaluation plan (now Item 34) modified to be Evaluation plan (now Item 34) modified to be more explicit about required content and more explicit about required content and becomebecome more aligned with Program Description.more aligned with Program Description.
August 8, 2007
Program Logic Model and Program Description, Item 29a,b
InputsInputs Processes/Program ActivitiesProcesses/Program Activities OutputsOutputs Expected OutcomesExpected Outcomes Indicators Indicators
August 8, 2007
Item 29c, 29c-2 – Performance Assessments (pages 45-48)
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 8, 2007
Item 34 – Evaluation Plan (page 54)
Required format and content of Required format and content of evaluation plan has been modified for evaluation plan has been modified for greater alignment with Program Logic greater alignment with Program Logic Model and Program Description.Model and Program Description.
August 8, 2007
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 8, 2007
Evaluation Plan, contd.
In other words, In other words, How will you know if you have How will you know if you have
accomplished the outcome(s) for the accomplished the outcome(s) for the program? (indicators) program? (indicators)
How many and what percentage of How many and what percentage of clients do you project to achieve the clients do you project to achieve the outcome(s)?outcome(s)?
August 8, 2007
Overview of 2008 RFP Audit & Reporting
and Budget Forms
Presented By:
Dennis Buesing, DHHS Contract Administrator
August 8, 2007
Audit Schedules and Changes in Allowable Costs
Budget & Other Forms
August 8, 2007
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 8, 2007
Budget and Other Forms
Form 1 Program Volume Data and Unit Rate Calculation (Revised) (item # 36 pages 57 of Technical Requirements)
Form 1A Unit of Service Calculation Work Sheet (Omitted)
Programs funded by site must include separate Form1 for each site.
Detailed instructions to fill this form is provided at page 57.
August 8, 2007
Budget and Other Forms Contd…..Form 2 & Form 2A Agency Employee Hours and Salaries (Item # 24 pages 35-36 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 35-36. The totals for salaries and employees health and retirement benefits should match respective amounts on Form 3S.
Form 2B Employee Demographic Summary (item # 25 page 37 of Technical requirements)
August 8, 2007
Budget and Other Forms Contd…
Form 2C Employee Hours Related Information Disclosure (item # 26 page 38 of Technical requirements).
Form 3 & Form 3S Anticipated Program Expenses (item # 37 pages 58 of Technical requirement)
Programs funded by site must include separate forms for each site. Please make sure to bring forward the Total Non DHHS contract revenue to the corresponding line on Form 3 from Form 4. Please Fill Form 3S first and bring forward the each Control account subtotal to corresponding control account on Form 3.
Detailed instructions to fill up these forms are provided on page 58
August 8, 2007
Budget and Other Forms Contd…Form 4 & Form 4S Anticipated Program Revenue (revised) (item # 38 pages 59 of Technical requirement)
Programs funded by site must include separate forms for each site. Please make sure that total DHHS Contract request equal the corresponding total DHHS request on Form 3. Please Fill Form 4S first and bring forward the each Control account subtotal to corresponding control account on Form 4.
Form 4S has been revised to include new sub-account for certain revenues.
Detailed instructions to fill up these forms are provided on page 59.
August 8, 2007
Budget and Other Forms Contd…..Form 5 Total Agency Anticipated Expenses Form 5A Total Agency Anticipated Revenue (item # 27 pages 39-40 of Technical requirement)
Report Total Agency expenses on col. B, C and D and enter each individual Form 3 on a separate col. E of Form 5. Report Total Agency revenue on col. B, C and D and enter each individual 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 this account.
Detailed instructions to fill up these forms are provided on pages 39-40.
August 8, 2007
Budget and Other Forms Contd…..
Form 5S Anticipated Total Agency Expenses Supplementary Sheet (Omitted)
Used to provide a detailed calculation of the amounts to be reported in each control account of Form 5. This Form was required only if a For Profit entity includes an allowable profit in their funding request.
August 8, 2007
Budget and Other Forms Contd…
Form 6 and 6D Through 6H Indirect Cost Allocation Plan (item # 23 pages 33-34 of Technical Requirements)
To be submitted only if Agency provides more than one service to Milwaukee County or one or more service to Milwaukee county and for other purchaser or allocate to other functions like fund raising etc or allocates costs between itself and affiliates.
Page 33-34 provides the order of preparing the cost allocation plan in detail.
Allocation Plan document with formulas are also available on the web.
August 8, 2007
Budget and Other Forms Contd…
Linked Budget Forms:
All budget forms Form 1-Form 6 are now available as linked forms with formulas at:
http://www.county.milwaukee.gov/rfpinformation111327.htm
Agency can use these linked form 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 where ever they are repeated or calculated based on another form.
August 8, 2007
Overview of Proposal Review Process and Proposal
Evaluation Criteria
Presented By:
Wes Albinger, DHHS Contract Services Coordinator
August 8, 2007
Objectives of Review Process
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 8, 2007
Review Process, contd.
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 8, 2007
Review Process, 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.
Omissions or use of old forms will result in in Omissions or use of old forms will result in in a score of “0” for any associated scoring.a score of “0” for any associated scoring.
August 8, 2007
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) 289-6692
August 8, 2007
Please Contact:
For Technical Assistance:
Dennis Buesing, CPA (414) 289-5853
Sumanish K Kalia, CPA (414) 289-6757
James Sponholz (414) 289-5778
Virgil Cameron (414) 289-5954
August 8, 2007
Thank you for your participation!
Have a Great Day!
August 8, 2007
LINKED FORM WITH SAMPLE DATA
LINKED FORMS TUTORIAL
