Pre-ProposalConferenceJan82010 Use SHIFT ENTER to open the ...

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VR Stimulus Projects Requests for Proposals

Pre- Proposal ConferenceJanuary 8, 2010

10:00 am to 12:00 pm

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Welcome and Introductions

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American Reinvestment and Recovery Act (ARRA)

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ARRA

The overall goals of ARRA are to stimulate the economy in the short term and invest in education and other essential public services (VR) to ensure the long-term economic health of our nation.

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ARRA

Principles guiding the use of ARRA funds include:

Spending funds quickly to save and create jobs.

Ensuring transparency, reporting and accountability.

Promoting sustainability after the expiration of the ARRA funds

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ARRA

All ARRA funds must be spent with an unprecedented level of transparency and accountability.

The law contains very stringent reporting requirements and will make detailed information on the uses of funds available publicly on www.recovery.gov.

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Funds Made Available to RSC Under ARRA

Independent Living/Older Blind

Independent Living, Part B

VR State Grants (allocated to state VR agencies under the program’s allotment formula)

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VR ARRA Funds

RSC plans to award 14 million dollars overall in grants for VR projects.

The first half of the funds (approx 7 million dollars) were awarded in a process that occurred at an earlier date.

This RFP will award the second half of the funds (approx 7 million dollars).

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RSA Guidance on ARRA

VR Stimulus dollars must be utilized consistent with the statutory and regulatory requirements that govern the regular VR federal 110 dollars.

Stimulus dollars are to be used to create jobs.

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RSA Guidance on ARRA

State VR agencies are encouraged to consider using ARRA funds to:

Serve individuals on waiting lists in agencies currently using an order of selection

Increase services to eligible consumers Expand services to traditionally

underserved and unserved populations in the state

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RSA Guidance on ARRA ARRA requires that recipients of funds

separately account for and report on how those funds are spent.

RSC is required to maintain accurate documentation of all ARRA expenditures to ensure that the data reported is accurate, complete and reliable.

RSC is required to monitor sub-recipients to help ensure data quality and the proper expenditure of ARRA funds.

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State of Ohio ARRA Grantee Requirements

DUNS numbers CCR registration Job creation quarterly report Deliverables monthly report Services billed to RSC monthly

report

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Review of Identified Project Priorities

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Program Priorities

Ex-Offenders Brain Injury Spanish Rehabilitation Technology/Vision

Impairment Transportation Microenterprises

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Program Priorities

Focus is on the creation of new, innovative, collaborative, sustainable approaches to service delivery in areas of high need within the RSC service delivery system.

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Highlights and Key Components of the Request

for Proposals

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Eligible Applicants Skilled in providing VR services Must meet accreditation and/or licensure

standards for service provision In particular, it must be demonstrated how the

Applicant meets the accreditation requirements of Ohio Administrative Code 3304-1-12 Community rehabilitation program standards and/or the licensure requirements of Ohio Administrative Code 3304-2-53 Qualifications for service providers and vendors.

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Preferred Range for Awards

$100,000 to $500,000 Regional

$500,000 to $1 Million Statewide

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Registration on State of Ohio Website- Important! Applicants submitting proposals must

also have a corresponding expression of interest in applying for recovery funds on the State of Ohio Federal Stimulus Initiative website at: http://www.recovery.ohio.gov/opportunties/state/

Applicants who do not submit an interest on this website by Friday, February 12, 2010 will be disqualified from consideration for this RFP Process.

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Assurances Certification

Please be certain to include the signed Assurances Certification with your project proposal.

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Selection Criteria

Non-Scored Element: Accreditation/Licensure Standards

(Project proposals lacking evidence of appropriate accreditation/licensure as required in OAC 3304-1-12 or OAC 3304-2-53 will not be considered.)

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Selection Criteria (1) In response to one of the priority

categories as defined in the RFP (5 pts)

(2) Services developed are responsive to community needs (5 pts)

(3) Proposed services support the agency purpose (10 pts)

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Selection Criteria (4) Input is collected from program

participants for improvement and planning (10 pts)

(5) Innovative and creative approaches to service delivery are demonstrated (10 pts)

(6) Prior experience and VR knowledge demonstrated (5 pts)

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Selection Criteria (7) Commitment to serving

individuals with significant disabilities and/or minorities and makes choice, accommodations and equal access a priority (10 pts)

(8) Program produces performance measure data (5 pts)

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Selection Criteria (9) Program is collaboratively

implemented (10 pts)

(10) Sound management and governance practices are demonstrated by program (5 pts)

(11) A staffing plan is provided (5 pts)

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Selection Criteria (12) Program demonstrates

organizational capacity and adequate resources to deliver services (5 pts)

(13) Viability and sustainability are planned (5 pts)

(14) The project is fiscally efficient and reasonable (5 pts)

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Selection Criteria

(15) The proposal will either create jobs or eliminate the need to lay off current employees (5 pts)

TOTAL POSSIBLE POINTS = 100

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Final Selection of Projects

The Review Team (consisting of internal and external panelists) will review project scoring and make final determinations of awards based upon the operational needs of the organization.

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Highlights for Budget Proposals

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Budget Proposals

Proposals should include a detailed narrative and overall proposed budget.

Two forms should also be completed and submitted with the project proposal:

Budget Form- outlines the operating budget for the project (please provide a detailed listing of equipment costs)

Occupancy Worksheet- determines allowable costs to be charged to the grant

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Budget Proposal Guidance

Define Direct and Indirect Costs

Requirements for Each

Documentation

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Direct Costs:

Are those that can be tied directly to a program or an award. This includes line staff and program supervision as well as rent, supplies and associated travel.


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Indirect Costs:

Are costs that are for common or joint purposes. They cannot easily be assigned to a specific program. Examples include: accounting, budgeting, and facilities management.


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The following must be met for direct and indirect costs:

Costs must be reasonable and must be treated consistently.

Costs must be supported by sufficient financial data.

Costs must be allowable. Food and beverages are not allowed


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Documentation for Direct Costs:

Spreadsheets for various cost items are included in the RFP package.

Personnel costs must be supported by personal activity reports


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Documentation for Indirect Costs:

If applicable, budgeted costs must reflect the approved indirect rate.

If no approved indirect cost rate exists, applicable indirect costs must be calculated.


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Budget Proposal Guidance If your project incorporates

multiple funding streams, please include only costs that will be funded by ARRA dollars in your budget forms.

In your budget narrative we encourage you to describe other funding sources and their uses.

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If your agency also provides RSC fee-for-service programs, please be clear in your proposal what services are paid for by ARRA funds vs. those that are out of scope of the project.

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Case Service versus Administrative Contracts

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Case Service Contracts Grantees are paid out of RSC’s Case

Service Budget Authorizations are generated by field

staff for participating consumers Once documentation is received from

Grantee for the month’s services, RSC processes payment

Contracts are paid 1/12 of total contract amount each month

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Administrative Contracts

Grantees submit to RSC for reimbursement based upon actual documented expenditures incurred by the project

No Authorizations are generated and counseling staff are not involved in the payment process

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Computer Use Issues

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Computer Use

Projects are not anticipated to interface directly with RSC’s case management system (OSCAR) or any other state information technology systems.

Grantees will be able to charge the grant for one year of the useful life of equipment purchased for sole use by the grant.

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Allowable & Unallowable Costs

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This RFP encourages innovative service delivery models. We understand that this may involve funding expenses not traditionally funded through RSC.

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RSC would like to be able to provide an exhaustive listing of allowable and unallowable costs. Unfortunately without a clear understanding of the types of costs each proposal may include, it is impossible to provide this level of guidance.

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We will need to review each proposal on its merits and address specific questions related to allowable and unallowable costs on an individual basis.

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It is possible that during contract negotiations RSC may need to seek guidance from RSA related to the permissibility of a particular cost included in the proposal. We have allowed more time during this phase to seek additional guidance as necessary.

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As part of our fiduciary responsibility, RSC reserves the right to determine allowable and/or unallowable costs for items, goods or services submitted in proposals.

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Transportation and microenterprise projects are more likely to be impacted.

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All costs indentified with the project should be clearly identified on the budget form.

If there are costs in your project that do not fit into one of the standard categories, itemize them in “other” and provide detailed supporting documentation.

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Allowable & Unallowable CostsSome general guidelines:

Food and beverages are not allowable expenses. RSC will not approve costs related to the

construction or purchase of buildings under this program.

Vehicle costs would only be considered for only 12 months based on Standard Use Life. If a contractor enters into a multi year lease agreement, the contractor must have plans to meet the lease obligations after the stimulus contract period ends.

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Allowable & Unallowable Costs Lease agreements for buildings or vehicles

would only be considered for the 12 month contract period. If a contractor enters into a multi year lease agreement, the contractor must have plans to meet the lease obligations after the stimulus contract period ends.

Large equipment costs would only be considered for only 12 months based on Standard Use Life on a case by case basis.

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Establishment Grants

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Establishment Grants Establishment Grants are grants

that are designed to establish new patterns of services for eligible consumers.

RSC is exploring the possibility of awarding Establishment Grants.

This may offer a sustainability opportunity for successful projects after the ARRA awards expire.

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Participation requires a match commitment.

Applicants are encouraged to indicate their interest in applying for the use of Establishment Grants in their proposals and their ability to provide match.

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RSC has not made a final decision regarding Establishment Grants.

Awarded through a competitive process.

No guarantees that a stimulus award will result in an Establishment Grant award.

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Review of Timelines for the RFP Process

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Proposal Deadlines

February 12, 2010 Deadline to submit expression of interest on State of Ohio Federal Stimulus Initiative Website

February 19, 2010 Proposals must be received by RSC

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Award and Implementation Timetable April 23, 2010 Review Process

Complete (grant awardees notified)

June 30, 2010- Contracts Finalized

July 1, 2010- Contracts Begin

June 30, 2011- Contracts Expire

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Questions from Potential Applicants

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Contact Information for Key Personnel

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Contact Information

Questions can be directed to:

Leslie Minnich, Manager Contract Services400 E. Campus View BoulevardColumbus, OH [email protected]

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Thank you for your interest in submitting an

RFP!

Pre-ProposalConferenceJan82010 Use SHIFT ENTER to open the ...

Business

budget proposal

establishment

indirect costs

budget form

rsa guidance

unallowable

selection

12 months