August 18, 2010

Milwaukee County Department of Health & Human Services (DHHS)

2011 Request for Proposal2011 Request for ProposalTechnical 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 18, 2010

2011 Purchase of Service Guidelines

Overview of Changes from 2010 Overview of Changes from 2010 in Application Submission in Application Submission

RequirementsRequirements

August 18, 2010

Overview 2011 Purchase of Service Guidelines 2011 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 18, 2010

OverviewThe 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

For corrections & additions proposers are responsible to check frequently online at: http://www.county.milwaukee.gov/Corrections22671.htm

August 18, 2010

Overview Program (Service Descriptions) and Technical Program (Service Descriptions) and Technical

Requirements now combined in a single Requirements now combined in a single document: document: Purchase of Service Guidelines Purchase of Service Guidelines

Copies of most forms have been removed from Copies of most forms have been removed from the TR Guidelines, as they are available online the TR Guidelines, as they are available online at: http://www.county.milwaukee.gov/dhhs_bids at: http://www.county.milwaukee.gov/dhhs_bids and on the RFP CDand on the RFP CD

Forms should be completed electronically, as Forms should be completed electronically, as fill-able Word or Excel documents. However, fill-able Word or Excel documents. However, they will still need to be printed and submitted they will still need to be printed and submitted as paper copies, as most require signatures..as paper copies, as most require signatures..

August 18, 2010

Overview Budget forms MUST be completed electronically in Budget forms MUST be completed electronically in

the required format & submitted via email to:the required format & submitted via email to: dhhsca@milwcnty.comdhhsca@milwcnty.com

Section 2 includes additional information (no Section 2 includes additional information (no additional submission requirements), including additional submission requirements), including provision for provision for confidential proprietary informationconfidential proprietary information

Section 3 includes additional information (no Section 3 includes additional information (no additional submission requirements) on proposal additional submission requirements) on proposal selection and award process, including selection and award process, including provisions provisions for appealfor appeal and proposal retention. and proposal retention.

August 18, 2010

Summary of Revisions All Submission Items related to specific scoring All Submission Items related to specific scoring

categories include a description of how they are categories include a description of how they are used in scoring.used in scoring.

Item # 4, Agency Description and Assurances, Item # 4, Agency Description and Assurances, page 4-12, adds “page 4-12, adds “Occupancy PermitOccupancy Permit” to the list of ” to the list of items to be retained and submitted upon request items to be retained and submitted upon request by agencies. by agencies.

August 18, 2010

Summary of Revisions Item # 23, Cultural Competence, revised to put more Item # 23, Cultural Competence, revised to put more

emphasis on Cultural Competence, versus Cultural emphasis on Cultural Competence, versus Cultural Diversity, to better communicate the intent of the Diversity, to better communicate the intent of the Item and elicit responses which will hopefully be Item and elicit responses which will hopefully be more aligned with the scoring criteria. Also added more aligned with the scoring criteria. Also added Cultural Humility, to better describe DHHS Cultural Humility, to better describe DHHS expectations of Cultural Competency.expectations of Cultural Competency.

Item # 25, Emergency Management Plan, page 4-37, Item # 25, Emergency Management Plan, page 4-37, added as a new stand alone, scored Item (was added as a new stand alone, scored Item (was previously only among items in Item 4). previously only among items in Item 4). Please Please include overview of the plan in less than 6 pages.include overview of the plan in less than 6 pages.

August 18, 2010

Summary of Revisions Item 28, Budget Forms (specifically, Form 1), page Item 28, Budget Forms (specifically, Form 1), page

4-40, added emphasis that proposed unit definition, 4-40, added emphasis that proposed unit definition, volume & costs are to be reported for volume & costs are to be reported for ALLALL programs programs regardless of payment method used in the past all regardless of payment method used in the past all (will be used as 1 of the criterion to score budgets).(will be used as 1 of the criterion to score budgets).

Item 30b, Program Narrative, page 4-47, added Item 30b, Program Narrative, page 4-47, added structure and prompts to try and align responses in a structure and prompts to try and align responses in a more standardized format more aligned with the more standardized format more aligned with the scoring criteria. The Program Description Narrative scoring criteria. The Program Description Narrative MUST correspond with and derive from Item 30a, MUST correspond with and derive from Item 30a, Program Logic ModelProgram Logic Model

August 18, 2010

Summary of Revisions Item 30c and 30d, To afford greater opportunity to Item 30c and 30d, To afford greater opportunity to

new applicants, Experience Assessment for new new applicants, Experience Assessment for new proposers, page 4-49 - 4-55, now allow a broader proposers, page 4-49 - 4-55, now allow a broader documentation of prior experience. If unable to get documentation of prior experience. If unable to get Experience Assessment from prior funder, proposer Experience Assessment from prior funder, proposer may submit alternate documentation to verify agency may submit alternate documentation to verify agency experience (previously, narrowly limited only to experience (previously, narrowly limited only to previous employers or funders).previous employers or funders).

Item 32, Staffing Plan, page 4-57, eliminates Item 32, Staffing Plan, page 4-57, eliminates language discussing emergency staffing, which has language discussing emergency staffing, which has become a component of Item 25, Emergency become a component of Item 25, Emergency Management Plan.Management Plan.

August 18, 2010

Summary of Revisions Item 33, Staffing Requirements, page 4-58, requests Item 33, Staffing Requirements, page 4-58, requests

additional information to elicit more consistent additional information to elicit more consistent responses among proposers. responses among proposers.

Reference to new Audit Guide for audits performed Reference to new Audit Guide for audits performed under WI Department of Health Services added under WI Department of Health Services added namely namely Department of Health Service Audit Guide Department of Health Service Audit Guide DHSAG) 2009 revision issued by DHSAG) 2009 revision issued by Wisconsin Wisconsin Department of Health Services.Department of Health Services.

Proposal Review and Scoring Criteria, page 4-69, Proposal Review and Scoring Criteria, page 4-69, adds “Emergency Preparedness” as a scoring adds “Emergency Preparedness” as a scoring component under Administrative Ability.component under Administrative Ability.

August 18, 2010

Section 4– Technical Requirements

Agency Application Item #1 Proposal Summary Sheet

should be first item in each proposal.Proposal Contents Sheet must be

attached immediately after the proposal summary sheet.

Cover letter (item #2) to DHHS director should follow proposal content sheet.

August 18, 2010

Agency Application

A Proposal Submission Package:should only include programs from

one divisiona separate, complete application must

be submitted for each program within a division

August 18, 2010

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

August 18, 2010

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) and Emergency Management Plan Outline/Overview (Item # 25).

August 18, 2010

August 18, 2010

FAQ Regardless of the cycle year, all agencies must

submit application packages by 4:30 p.m. CDT on Friday, Sept. 3, 2010 at 1220 W Vliet St, Suite 302 Milwaukee, WI 53205

For Revisions Since PublicationFor Revisions 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 revisions since the CD was released.

New Contract Administration URL for RFPNew Contract Administration URL for RFPhttp://www.county.milwaukee.gov/dhhs_bids

Summary of Revisions Since Publication

Revisions to date include:Revisions to date include: DSD Employment ProgramsDSD Employment Programs, DSD-010, DSD-010 This change adds the missing service description for this This change adds the missing service description for this

program. Program is on a continuing cycle and is open to current program. Program is on a continuing cycle and is open to current contractors only (no new proposals will be accepted).contractors only (no new proposals will be accepted).

BHD Service Access & Prevention (AODABHD Service Access & Prevention (AODA) ) Program A-001Program A-001This addendum supplements the program description found in This addendum supplements the program description found in the RFP on pages 5-BHD-26 and 27.the RFP on pages 5-BHD-26 and 27.

BHD Central Intake Unit Program A-005BHD Central Intake Unit Program A-005This amendment replaces the program description found on This amendment replaces the program description found on pages 5-BHD-15 through 20 in its entirety.pages 5-BHD-15 through 20 in its entirety.

August 18, 2010

Summary of Revisions Since Publication.. Contd. Disability Benefits Specialist Program Disability Benefits Specialist Program

DSD019DSD019This amendment replaces the program This amendment replaces the program description found on pages 5-DSD-32 through description found on pages 5-DSD-32 through 39 in its entirety.39 in its entirety.

Revised Budget Forms Revised Budget Forms - this version of the - this version of the budget form has unlocked 'filler' forms 1, 2, 3S budget form has unlocked 'filler' forms 1, 2, 3S and 4S. This permits agencies applying for and 4S. This permits agencies applying for more than one program to cut and paste more than one program to cut and paste common data from one spreadsheet to another common data from one spreadsheet to another between years.between years.

August 18, 2010

Summary of Revisions Since Publication.. Contd.

Form # 34 revised to Include Independent Form # 34 revised to Include Independent Service Provider check boxService Provider check box

Criminal Background Checks on Caregivers Criminal Background Checks on Caregivers must be retained for a minimum of 5 years must be retained for a minimum of 5 years from date of the CBC.from date of the CBC.

All changes can be found at All changes can be found at http://www.county.milwaukee.gov/DHHS_bidshttp://www.county.milwaukee.gov/DHHS_bids

August 18, 2010

August 18, 2010

August 18, 2010

Overview of 2011 RFP Audit & Reporting

and Budget Forms

Presented By:

Dennis Buesing, DHHS Contract Administrator

August 18, 2010

Audit Schedules and Changes in Allowable Costs

Budget & Other Forms

August 18, 2010

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 18, 2010

Budget and Other FormsIMPORTANT

All Budget forms have been placed under Item #28 page 4-40.

Use of Linked forms has been made mandatory & requires submission of hard copy with submission package and email copy to: dhhsca@milwcnty.com

Detailed instructions to fill up respective forms are included on “Instructions” tab of linked budget forms.

August 18, 2010

Budget and Other Forms Contd…..

Filler forms for Form 1, 2, 3S and 4S added to assist Proposer to copy data from one year to next year.

Instructions revised accordingly

August 18, 2010

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 and UNITS data provided 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 18, 2010

Budget and Other Forms Contd…Form 2C Employee Hours Related Information Disclosure (item 14 page 4-24).

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 18, 2010

August 18, 2010

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.

August 18, 2010

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 18, 2010

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 18, 2010

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/Corrections22671.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 18, 2010

Please Contact:For Program Information:Behavioral Health Division:

Walter Laux (414) 257-7436Rochelle Landingham (414) 257-7337

Delinquency and Court Services Division:Michelle Naples (414) 257-5725

Disability Services DivisionMarietta Luster (414) 289-6758Karin Bachman * (414) 289-6033

Management Service Division: Judy Roemer-Muniz (414) 289-6645

Housing Division:James Mathy (414) 257-7689

* Disability Benefits Specialist Program DSD019 only

August 18, 2010

Please Contact:

For Technical Assistance:

Dennis Buesing, CPA (414) 289-5853Sumanish K Kalia, CPA (Budget) (414) 289-6757James Sponholz (Website) (414) 289-5778Wes Albinger (DSD, HOUSING) (414) 289-5871Dave Emerson (DCSD) (414) 257-7284Judy Roemer-Muniz (MSD) (414) 289-6692Rochelle Landingham (BHD) (414) 257-7337

August 18, 2010

Thank you for your participation!

Have a Great Day!

August 18, 2010

LINKED FORM WITH SAMPLE DATA

LINKED FORMS TUTORIAL