2007 Technical Requirements

1
Milwaukee County Department of Health Human
Services (DHHS)

• 2010 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
2010 Purchase of Service Guidelines

• Overview of Changes from 2009 in Application
  Submission Requirements

3
Overview

• 2010 Purchase of Service Guidelines (Guidelines)
  cover requirements for all divisions
• Behavioral Health
• Delinquency and Court Services
• Disabilities Services
• Management Services
• Housing

All submission requirements apply to all programs
and contract divisions, unless otherwise
indicated.
4
Overview
The 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
5
Overview

• Program (Service Descriptions) and Technical
  Requirements now combined in a single
  document Purchase of Service Guidelines
• Copies of most forms have been removed from the
  TR Guidelines, as they are available online and
  on the RFP CD
• Forms should be completed electronically, as
  fillable Word or Excel documents. However, they
  will still need to be printed and submitted as
  paper copies, as most require signatures. Budget
  forms MUST be completed electronically in the
  required format.

6
Overview

• Section 2 modified to include additional
  information (no additional submission
  requirements), including provision for
  confidential proprietary information
• Section 3 modified to include additional
  information (no additional submission
  requirements) on proposal selection and award
  process, including provisions for appeal and
  proposal retention.

7
Summary of Revisions

• Added Audit Fraud Hotline policy requirement
  for all applicants (Items 4a 4b)
• Section 2 has incorporated budget forms into this
  one section and all forms are linked
• Added Personnel Roster/Certification (Item 35)
  for Final Submission
• Removed Evaluation Plan (Item 37) from initial
  submission and added to Logic Model (Item 31a)
• Removed Staffing Requirements (Item 34) for
  Final Submission

8
Summary of Revisions

• Board of Directors (Item 6) expanded to capture
  more information and for clarification of
  information
• Related Party Disclosures (Item 13) clarified and
  expanded
• Program Narrative (Item 32B) expanded to
  incorporate Logic Model narrative
• Request for proposal process and review process
  updated

9
Section 4 Technical Requirements
10
Agency Application

• Item 2 Application Summary Sheet
• should immediately follow cover letter
  (correction to instructions at top of form).
• should only include programs from one division
• a separate, complete application must be
  submitted for each division

11
Agency Application Contd

• 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

12
Agency Application Contd

• 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).
• Regardless of the cycle year, all agencies must
  submit application packages by 430 p.m. CDT on
  Friday, Sept. 4, 2009

13
Changes Program Design Items

• Revision of Item 29a (p.4-39), Program Logic
  Model, to include fields for projected level of
  achievement of outcomes.
• While still required to project levels of
  achievement for program outcomes, the proposal
  scoring which relates to the Evaluation (see Item
  35, Program Evaluation, p.4-55) will be derived
  from the prior periods Evaluation Report for
  applicants with existing contracts. For new
  applicants (applicants without an existing
  contract), proposal scoring for evaluation will
  be derived from data on Items 29c and 29d, as
  applicable

14
FAQ

• Revisions Since Publication Go to
  http//www.county.milwaukee.gov/Corrections22671.h
  tm and click on link to Corrections Page for a
  detailed list of revisions since the CD was
  released.
• New Contract Administration URL for RFP
• http//www.county.milwaukee.gov/dhhs_bids

15
Summary of Revisions Since Publication

• Revisions to date include
• DSD Employment Programs, DSD-010, is open for
  competitive, panel review (full submission)
• BHD Shelter Plus Care, M-015, is open for
  competitive, panel review (full submission)
• Error corrected in linked budget document (as of
  8/17/09)
• Page numbering corrected Page 2-4 makes
  reference to page 7 (error should read
  section/page 4-6) for submission requirements for
  multi-year contract cycle.
• DSD Disability Benefits Specialist, DSD-019, has
  supplementary materials posted at
  http//www.county.milwaukee.gov/DHHS_bids

16
Overview of 2010 RFP Audit Reporting and
Budget Forms
Presented By Dennis Buesing, DHHS Contract
Administrator
17
Audit Schedules and Changes in Allowable Costs
Budget Other Forms
18
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
  doesnt present line item information utilizing
  classifications per Form 3 will place the
  Contractor out of compliance with the contract.

19
Budget and Other Forms
IMPORTANT All Budget forms have been placed under
Item 27 page 4-37. Use of Linked forms has been
made mandatory requires submission of hard copy
with submission package and email copy to
dhhsca_at_milwcnty.com Detailed instructions to fill
up respective forms are included on
Instructions tab of linked budget forms.
20
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 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.
Employees 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.
21
Budget and Other Forms Contd
Form 2C Employee Hours Related Information
Disclosure (item 14 page 4-23). 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.
22
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.

23
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. Form 4S
was revised last year to include new sub-accounts
for certain revenues.
24
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.
25
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.
26
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/rfpinformation
111327.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.
27
Please Contact
For Program Information Behavioral Health
Division Walter Laux (414)
257-7436 Rochelle Landingham (414)
257-7337 Wraparound Milwaukee Bruce
Kamradt [phone] Delinquency and Court
Services Division Michelle Naples (414)
257-5725 Disability Services Division Mark
Stein [phone] Marietta Luster (414)
289-6758 Management Service Division Judy
Roemer-Muniz [phone] Housing
Division James Mathy [phone]
28
Please Contact
For Technical Assistance Dennis Buesing,
CPA [phone] Sumanish K Kalia, CPA
(Budget) [phone] James
Sponholz (Website) [phone] Wes
Albinger (DSD) [phone] Dave Emerson
(DCSD) [phone] Judy Roemer-Muniz
(MSD) [phone] Rochelle Landingham
(BHD) [phone]
29
Thank you for your participation!Have a Great
Day!?
30
LINKED FORMS TUTORIAL
LINKED FORM WITH SAMPLE DATA