2007 Technical Requirements

1
Milwaukee County Department of Health Human
Services (DHHS)

• 2008 Request for Proposal
• Technical Assistance
• Presented by
• Dennis Buesing DHHS Contract Administrator
• Wes Albinger DHHS Contract Services
  Coordinator
• Sumanish Kalia CPA Consultant to DHHS

2
2008 Technical Requirements

• Overview of Changes in Application Submission
  Requirements

3
2008 General Changes

• 2008 Technical requirements are further revised
  to enable one manual to cover requirements for
  all divisions
• Behavioral Health
• Delinquency and Court Services
• Disabilities Services
• Economic Support

All submission requirements apply to all programs
and contract divisions, unless otherwise
indicated.
4
2008 General Changes

• Repetitive information is deleted
• Information covered in multiple sections
• References to information submitted on other
  forms

• Copies of most forms have been removed, as
  they are available online and on the RFP CD

5
2008 General Changes

• Much of the newly requested information
  throughout section 1 is taken from The Panel on
  the Nonprofit Sectors Principles for Effective
  Practice (http//www.nonprofitpanel.org/selfreg/A
  ll_Principles_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

6
Revisions Since Publication

• Go to http//www.county.milwaukee.gov/Corrections2
  2671.htm for a detailed list of revisions since
  the cd was released.
• Copies of revisions are available here at the
  sign in table

7
Section 1 Agency Structure
8
Application Contents (pages 5-7)

• This form has been expanded to
• Function as a comprehensive list of all items
  required in the application
• Distinguish between initial, final, and
  multi-year contract submission requirements

9
Item 4 Agency Description and Assurances (page
11)

• This form expanded to
• Identify additional types of organizations
• Signify the applicant agrees to make available
  for review, the
• Operating Agreement (LLC only)
• Whistleblower policy
• Conflict of Interest Policy
• Code of Ethics Policy

10
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.

11
Item 8, Agency Mission Statement

• No longer requiring Agency History

12
Item 11 Indemnity, Data Information Systems
Compliance, HIPAA Compliance (page 18)

• This form revised to
• Identify 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

13
Item 12 Insurance (page 19)

• Some language added to include coverage of
  volunteers.
• Amounts of coverage changed.

14
Item 19 Cultural Competence (page 30)

• Applicants are required to describe methods for
  developing and maintaining cultural competence
• Include specific examples of existing and/or
  proposed policies, procedures, and other
  practices promoting cultural competence

15
Section 2 Agency Audit, Budget and Fiscal Items
16
General Changes to Section 2

• Section is updated to include requirements for
  all DHHS divisions

17
Item 22 Certified Audit (page 33)

• Certified audit/board approved financial
  statement is specifically requested as a separate
  item
• (This is also not a new requirement, but an
• item often overlooked in the past. It is
  specifically addressed in a separate section, to
  increase compliance with submission of the
  required information.)

18
Items 23 27, pages 33 - 40

• Duplicative language describing budget forms is
  deleted and only instructions for the forms are
  included.
• Copies of most forms have been removed, as they
  are available online and on the RFP CD.
• Changes to Budget forms are being covered
  separately later in the presentation.

19
Section 3 Program Design
20
General Changes to Section 3

• Elements of Program Description (now Item 29b)
  modified to eliminate redundant and program
  specific language.
• Addition of 29a, Program Logic Model.
• Item 30 eliminated as a standard submission item,
  moved as applicable to Program Requirements.
• Elimination of Item 35-content moved as
  applicable to Program Requirements.

21
General Changes to Section 3

• Form 1A eliminated
• Evaluation plan (now Item 34) modified to be more
  explicit about required content and become more
  aligned with Program Description.

22
Program Logic Model and Program Description, Item
29a,b

• Inputs
• Processes/Program Activities
• Outputs
• Expected Outcomes
• Indicators

23
Item 29c, 29c-2 Performance Assessments (pages
45-48)

• Performance Assessment forms are included for
  applicants with no recent Milwaukee County
  contracting history
• Agency performance assessment is required if no
  DHHS contracting history exists or if DHHS
  contract history is over 2 years old
• Leadership performance assessment is required if
  there is no contracting history of any kind (new
  agency)

24
Item 34 Evaluation Plan (page 54)

• Required format and content of evaluation plan
  has been modified for greater alignment with
  Program Logic Model and Program Description.

25
Evaluation Plan, contd.

• Additionally, you are asked to identify what
  indicators you are or propose to use to measure
  the achievement of the outcome, as well as your
  data collection and or measurement tool(s). On a
  program by program basis, some indicators may
  already be defined in the Program Requirements.
  If there are no indicators defined, you are asked
  to define your own.

26
Evaluation Plan, contd.

• In other words,
• How will you know if you have accomplished the
  outcome(s) for the program? (indicators)
• How many and what percentage of clients do you
  project to achieve the outcome(s)?

27
Overview of 2008 RFP Audit Reporting and
Budget Forms
Presented By Dennis Buesing, DHHS Contract
Administrator
28
Audit Schedules and Changes in Allowable Costs
Budget Other Forms
29
Changes in Allowable Costs

• 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 2 on Page 13 of
  Technical Requirement Audit and Reporting
  booklet)
• An annual audit report that omits information or
  doesnt present line item information utilizing
  classifications per Form 3 will place the
  Contractor out of compliance with the contract.

30
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.
31
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)
32
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
33
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.
34
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.
35
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.
36
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.
37
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/rfpinformation
111327.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.
38
Overview of Proposal Review Process and Proposal
Evaluation Criteria
Presented By Wes Albinger, DHHS Contract
Services Coordinator
39
Objectives of Review Process

• Make the RFP process more user friendly.
• Encourage new applicants.
• Present clear expectations to applicants.
• Increase the validity and reliability of criteria
  used to evaluate proposals.
• Present reviewers with a clear set of criteria
  against which to judge proposals.
• Promote objective, fact-based contract
  recommendations.

40
Review Process, contd.

• Consolidated review criteria across DHHS
  divisions.
• Adopted consistent point allocation within review
  categories across all DHHS divisions.
• Emphasized a fact-based rating process.
• Added or modified RFP language for consistency
  with DHHS Outcome Measurement Initiative.

41
Review Process, contd.

• Increased reliability by increasing the precision
  and specificity of review criteria.
• Established specific thresholds for certain point
  allocations.
• Omissions or use of old forms will result in in a
  score of 0 for any associated scoring.

42
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 [phone] Economic Support
Division Judy Roemer-Muniz (414)
289-6692
43
Please Contact
For Technical Assistance Dennis Buesing,
CPA [phone] Sumanish K Kalia, CPA
[phone] James Sponholz (414)
289-5778 Virgil Cameron [phone]
44
Thank you for your participation!Have a Great
Day!?
45
LINKED FORMS TUTORIAL
LINKED FORM WITH SAMPLE DATA