Milwaukee County Department of Health & Human Services (DHHS)

August 13, 2008

Milwaukee County Department of Health & Human Services (DHHS)

2009 Request for Proposal2009 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 13, 2008

2009 Technical Requirements

Overview of Changes in Overview of Changes in Application Submission Application Submission

RequirementsRequirements

August 13, 2008

Overview 2009 Technical requirements cover 2009 Technical requirements 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 Housing (added for 2009)Housing (added for 2009)

All submission requirements apply to all programs and contract divisions, unless otherwise indicated.

August 13, 2008

Overview

This year’s changes relate primarily to format, This year’s changes relate primarily to format, versus content, and are limited overall.versus content, and are limited overall.

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 13, 2008

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

• Forms can now be completed electronically, as fillable pdf documents. However, they will still need to be printed and submitted as paper copies, as most require signatures

August 13, 2008

Section 1 – Agency Structure

August 13, 2008

Item 4 – Agency Description and Assurances (page 11)

This form expanded to include an This form expanded to include an “Emergency Policy” requirement.“Emergency Policy” requirement.

August 13, 2008

Item 18 – Additional Disclosures (page 27)

Requires various disclosures relating to Requires various disclosures relating to agency and employee fiscal, administrative, agency and employee fiscal, administrative, and other compliance history.and other compliance history.

August 13, 2008

Section 2 – Agency Audit, Budget and Fiscal Items, and

Program Design

August 13, 2008

Items 25 – 29, pages 35 - 42

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 13, 2008

Changes Program Design Items

Revision of 31a (p.42), Program Logic Model, to Revision of 31a (p.42), Program Logic Model, to include fields for projected level of achievement of include fields for projected level of achievement of outcomes.outcomes.

While still required to project levels of While still required to project levels of achievement for program outcomes, the proposal achievement for program outcomes, the proposal scoring which relates to the Evaluation (see scoring which relates to the Evaluation (see “Outcomes and Quality Assurance”, p. 68) will be “Outcomes and Quality Assurance”, p. 68) will be derived from the prior period’s Evaluation Report derived from the prior period’s Evaluation Report for applicants with existing contracts. For new for applicants with existing contracts. For new applicants (applicants without an existing applicants (applicants without an existing contract), proposal scoring for evaluation will be contract), proposal scoring for evaluation will be derived from data on Items 31c and 31d, as derived from data on Items 31c and 31d, as applicable applicable

August 13, 2008

Changes to Program Design Items

Item 38, Client Characteristics Chart (p. Item 38, Client Characteristics Chart (p. 58), expanded to include prior year actual 58), expanded to include prior year actual data, and a prompt to provide a narrative data, and a prompt to provide a narrative explanation if 2009 projections differ from explanation if 2009 projections differ from 2007 actual.2007 actual.

August 13, 2008

FAQ Revisions Since PublicationRevisions Since Publication Go to Go to

http://www.county.milwaukee.gov/rfpinformation111327.htm and click on link to “Corrections Page” for a detailed list of for a detailed list of revisions since the CD was released. revisions since the CD was released.

Revision to Final Submission Items for BHD & Revision to Final Submission Items for BHD & Housing.Housing.

6 Month Budgets for certain DSD programs6 Month Budgets for certain DSD programs Reference to Section 3 in Technical requirements Reference to Section 3 in Technical requirements

(page 6 and Page 43)(page 6 and Page 43)

August 13, 2008

Final Submission Items. Housing & Behavioral Health Division agencies

with contracts for programs that are not up for competitive proposal for 2009 must submit all the items listed under FINAL SUBMISSION, plus the Authorization To File (Item 3). In addition, all HD & BHD contracted agencies are required to submit Items 30 through 37, except Items 31c and 31d.

Submissions from all agencies must be received by the DHHS no later than 4:30 p.m. on Friday, September 5, 2008.

For all other contracts not up for competitive proposal in all other divisions, items listed under FINAL SUBMISSION, plus Authorization to File, (item 3) must be submitted.

August 13, 2008

6 Month Budgets for some DSD programs

DSD anticipates implementation an expanded DSD anticipates implementation an expanded Family Care (FC) program in Milwaukee County for Family Care (FC) program in Milwaukee County for adults under the age of 60 in 2009. After adults under the age of 60 in 2009. After expansion, funding for persons eligible for FC will expansion, funding for persons eligible for FC will not be available & contracts will be reduced not be available & contracts will be reduced correspondingly.correspondingly.

Because of the unknown impact of the expansion, DSD is Because of the unknown impact of the expansion, DSD is recommending new contracts in 2009 for six (6) months at recommending new contracts in 2009 for six (6) months at 1/2 of the current 2008 funding level for all program not up 1/2 of the current 2008 funding level for all program not up for competitive bid in the 2009 cycle.for competitive bid in the 2009 cycle. Providers should Providers should begin to plan for budget adjustments. It has not begin to plan for budget adjustments. It has not been determined to what extent DSD will be able been determined to what extent DSD will be able to continue funding for existing POS contracts after to continue funding for existing POS contracts after implementation of the FC expansion.implementation of the FC expansion.

August 13, 2008

Reference to Section 3 in Technical Requirements (p 6 and p 43)

Section 3 has been eliminated. All Program Section 3 has been eliminated. All Program Design submission items have been moved Design submission items have been moved to SECTION 2to SECTION 2

A separate SECTION 2, PROGRAM A separate SECTION 2, PROGRAM DESIGNDESIGN,, must be completed must be completed for each for each programprogram for which an agency is requesting for which an agency is requesting funds. Agencies are required to submit a funds. Agencies are required to submit a separate program design section for each separate program design section for each program, program, not for each sitenot for each site. If the agency . If the agency offers the program at more than one site, offers the program at more than one site, Items 33, 34, 37, 40, and 41 must be Items 33, 34, 37, 40, and 41 must be submitted submitted for each sitefor each site..

August 13, 2008

Overview of 2009 RFP Audit & Reporting

and Budget Forms

Presented By:

Dennis Buesing, DHHS Contract Administrator

August 13, 2008

Audit Schedules and Changes in Allowable Costs

Budget & Other Forms

August 13, 2008

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 13, 2008

Budget and Other Forms

Form 1 Program Volume Data and Unit Rate Calculation (Revised) (item # 39 pages 60 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 60.

August 13, 2008

Budget and Other Forms Contd…..Form 2 & Form 2A Agency Employee Hours and Salaries (Item # 26 pages 37-38 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 37-38. The totals for salaries and employees health and retirement benefits will match respective amounts on Form 3S if using linked forms.

Form 2B Employee Demographic Summary (NEW) (item # 27 page 39 of Technical requirements)

This form is linked to Form 2 & 2A and will fill up automatically.

August 13, 2008

Budget and Other Forms Contd…

Form 2C Employee Hours Related Information Disclosure (item # 28 page 40 of Technical requirements).

Form 3 & Form 3S Anticipated Program Expenses (item # 40 pages 61 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 each Control Account subtotal to corresponding control account on Form 3.

Detailed instructions to fill up these forms are provided on page 61.

August 13, 2008

Budget and Other Forms Contd…Form 4 & Form 4S Anticipated Program Revenue (item # 41 pages 62 of Technical requirement)

Programs funded by site must include separate forms for each site. Please make sure that total DHHS Contract request equals the corresponding total DHHS request on Form 3. Please Fill Form 4S first and bring forward each Control Account subtotal to corresponding control account on Form 4.

Form 4S has been revised to include new sub-accounts for certain revenues.

Detailed instructions to fill up these forms are provided on page 62.

August 13, 2008

Budget and Other Forms Contd…..Form 5 Total Agency Anticipated Expenses Form 5A Total Agency Anticipated Revenue (item # 29 pages 41-42 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 35 for Form 6 to fill this account.

Detailed instructions to fill up these forms are provided on pages 41-42.

August 13, 2008

Budget and Other Forms Contd…..

Form 5S Anticipated Total Agency Expenses Supplementary Sheet (Omitted)

Formerly provided 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 included an allowable profit in their funding request.

August 13, 2008

Budget and Other Forms Contd…

Form 6 and 6D through 6H Indirect Cost Allocation Plan (item # 25 pages 35-36 of Technical Requirements)

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.

Page 35-36 provides the order of preparing the cost allocation plan in detail.

August 13, 2008

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 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 repeated or calculated based on another form.

August 13, 2008

Please Contact:

For Program Information:Behavioral Health Division:

Walter Laux (414) 257-7436

Rochelle Landingham (414) 257-7337

Wraparound Milwaukee:

Bruce Kamradt (414) 257-7639

Delinquency and Court Services Division:

Michelle Naples (414) 257-5725

Disability Services Division:

Ann Demorest (414) 289-5943

Economic Support Division:

Sue Moeser (414) 289-6645

Housing Division:

James Mathy (414) 257-7689

August 13, 2008

Please Contact:

For Technical Assistance:

Dennis Buesing, CPA (414) 289-5853

Sumanish K Kalia, CPA (Budget) (414) 289-6757

James Sponholz (Website) (414) 289-5778

Wes Albinger (DSD) (414) 289-5871

Dave Emerson (DCSD) (414) 257-7284

Judy Roemer-Muniz (ESD) (414) 289-6692

Rochelle Landingham (BHD) (414) 257-7337

August 13, 2008

Thank you for your participation!

Have a Great Day!

August 13, 2008

LINKED FORM WITH SAMPLE DATA

LINKED FORMS TUTORIAL