Transcript 2007 Technical Requirements

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

August 19, 2009
2010 Purchase of Service
Guidelines
Overview of Changes from 2009
in Application Submission
Requirements
August 19, 2009
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.
August 19, 2009
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
August 19, 2009
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.
August 19, 2009
Overview
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
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.
August 19, 2009
Summary of Revisions

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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
August 19, 2009
Summary of Revisions

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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
August 19, 2009
Section 4– Technical
Requirements
August 19, 2009
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

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

Agency Application Cont’d

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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 4:30
p.m. CDT on Friday, Sept. 4, 2009
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 period’s 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
August 19, 2009
FAQ
Revisions Since Publication Go to
http://www.county.milwaukee.gov/Correction
s22671.htm 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

August 19, 2009
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
Overview of 2010 RFP
Audit & Reporting
and
Budget Forms
Presented By:
Dennis Buesing, DHHS Contract Administrator
August 19, 2009
Audit Schedules and Changes
in Allowable Costs
Budget & Other Forms
August 19, 2009
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 19, 2009
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:
[email protected]
Detailed instructions to fill up respective forms
are included on “Instructions” tab of linked
budget forms.
August 19, 2009
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. 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 19, 2009
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.
August 19, 2009
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.
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.
August 13, 2008
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 August
forms,
for Form 6.
13, 2008
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 19, 2009
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/rfpinformation111327.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 19, 2009
Please Contact:
For Program Information:
Behavioral Health Division:
Walter Laux
Rochelle Landingham
Wraparound Milwaukee:
Bruce Kamradt
Delinquency and Court Services Division:
Michelle Naples
Disability Services Division:
Mark Stein
Marietta Luster
Management Service Division:
Judy Roemer-Muniz
Housing Division:
August 13, 2008
James Mathy
(414) 257-7436
(414) 257-7337
(414) 257-7639
(414) 257-5725
(414) 289-5916
(414) 289-6758
(414) 289-6645
(414) 257-7689
Please Contact:
For Technical Assistance:
Dennis Buesing, CPA
Sumanish K Kalia, CPA (Budget)
James Sponholz (Website)
Wes Albinger (DSD)
Dave Emerson (DCSD)
Judy Roemer-Muniz (MSD)
Rochelle Landingham (BHD)
August 19, 2009
(414) 289-5853
(414) 289-6757
(414) 289-5778
(414) 289-5871
(414) 257-7284
(414) 289-6692
(414) 257-7337
Thank you for your
participation!
Have a Great Day!

August 19, 2009
LINKED FORMS TUTORIAL
LINKED FORM WITH SAMPLE DATA
August 19, 2009