Milwaukee County Department of Health & Human Services (DHHS)

1. Milwaukee County Department of Health & Human Services (DHHS) 2011 Request for Proposal Technical Assistance Presented by: • Dennis Buesing – DHHS Contract Administrator • Wes Albinger – DHHS Contract Services Coordinator • SumanishKalia – CPA Consultant to DHHS

2. 2011 Purchase of Service Guidelines Overview of Changes from 2010 in Application Submission Requirements

3. Overview • 2011 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 For corrections & additions proposers are responsible to check frequently online at: http://www.county.milwaukee.gov/Corrections22671.htm

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 at: http://www.county.milwaukee.gov/dhhs_bids and on the RFP CD • Forms should be completed electronically, as fill-able Word or Excel documents. However, they will still need to be printed and submitted as paper copies, as most require signatures..

6. Overview • Budget forms MUST be completed electronically in the required format & submitted via email to: dhhsca@milwcnty.com • Section 2 includes additional information (no additional submission requirements), including provision for confidential proprietary information • Section 3 includes additional information (no additional submission requirements) on proposal selection and award process, including provisions for appeal and proposal retention.

7. Summary of Revisions • All Submission Items related to specific scoring categories include a description of how they are used in scoring. • Item # 4, Agency Description and Assurances, page 4-12, adds “Occupancy Permit” to the list of items to be retained and submitted upon request by agencies.

8. Summary of Revisions • Item # 23, Cultural Competence, revised to put more emphasis on Cultural Competence, versus Cultural Diversity, to better communicate the intent of the Item and elicit responses which will hopefully be more aligned with the scoring criteria. Also added Cultural Humility, to better describe DHHS expectations of Cultural Competency. • Item # 25, Emergency Management Plan, page 4-37, added as a new stand alone, scored Item (was previously only among items in Item 4). Please include overview of the plan in less than 6 pages.

9. Summary of Revisions • Item 28, Budget Forms (specifically, Form 1), page 4-40, added emphasis that proposed unit definition, volume & costs are to be reported for ALL programs regardless of payment method used in the past all (will be used as 1 of the criterion to score budgets). • Item 30b, Program Narrative, page 4-47, added structure and prompts to try and align responses in a more standardized format more aligned with the scoring criteria. The Program Description Narrative MUST correspond with and derive from Item 30a, Program Logic Model

10. Summary of Revisions • Item 30c and 30d, To afford greater opportunity to new applicants, Experience Assessment for new proposers, page 4-49 - 4-55, now allow a broader documentation of prior experience. If unable to get Experience Assessment from prior funder, proposer may submit alternate documentation to verify agency experience (previously, narrowly limited only to previous employers or funders). • Item 32, Staffing Plan, page 4-57, eliminates language discussing emergency staffing, which has become a component of Item 25, Emergency Management Plan.

11. Summary of Revisions • Item 33, Staffing Requirements, page 4-58, requests additional information to elicit more consistent responses among proposers. • Reference to new Audit Guide for audits performed under WI Department of Health Services added namely Department of Health Service Audit Guide DHSAG) 2009 revision issued by Wisconsin Department of Health Services. • Proposal Review and Scoring Criteria, page 4-69, adds “Emergency Preparedness” as a scoring component under Administrative Ability.

12. Section 4– Technical Requirements

13. Agency Application • Item #1 Proposal Summary Sheet should be first item in each proposal. • Proposal Contents Sheet must be attached immediately after the proposal summary sheet. • Cover letter (item #2) to DHHS director should follow proposal content sheet.

14. Agency Application A Proposal Submission Package: • should only include programs from one division • a separate, complete application must be submitted for each program within a division

15. 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

16. Agency Application Cont’d • 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) and Emergency Management Plan Outline/Overview (Item # 25).

17. FAQ • Regardless of the cycle year, all agencies must submit application packages by 4:30 p.m. CDT on Friday, Sept. 3, 2010 at 1220 W Vliet St, Suite 302 Milwaukee, WI 53205 • For Revisions Since Publication Go tohttp://www.county.milwaukee.gov/Corrections22671.htmand 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

18. Summary of Revisions Since Publication Revisions to date include: • DSD Employment Programs, DSD-010 This change adds the missing service description for this program. Program is on a continuing cycle and is open to current contractors only (no new proposals will be accepted). • BHD Service Access & Prevention (AODA) Program A-001 This addendum supplements the program description found in the RFP on pages 5-BHD-26 and 27. • BHD Central Intake Unit Program A-005 This amendment replaces the program description found on pages 5-BHD-15 through 20 in its entirety.

19. Summary of Revisions Since Publication.. Contd. Disability Benefits Specialist Program DSD019 This amendment replaces the program description found on pages 5-DSD-32 through 39 in its entirety. Revised Budget Forms - this version of the budget form has unlocked 'filler' forms 1, 2, 3S and 4S. This permits agencies applying for more than one program to cut and paste common data from one spreadsheet to another between years.

20. Summary of Revisions Since Publication.. Contd. Form # 34 revised to Include Independent Service Provider check box Criminal Background Checks on Caregivers must be retained for a minimum of 5 years from date of the CBC. All changes can be found at http://www.county.milwaukee.gov/DHHS_bids

22. Overview of 2011 RFP Audit & Reporting and Budget Forms Presented By: Dennis Buesing, DHHS Contract Administrator

23. Audit Schedules and Changes in Allowable Costs Budget & Other Forms

24. 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.

25. Budget and Other Forms IMPORTANT All Budget forms have been placed under Item #28 page 4-40. Use of Linked forms has been made mandatory & requires submission of hard copy with submission package and email copy to: dhhsca@milwcnty.com Detailed instructions to fill up respective forms are included on “Instructions” tab of linked budget forms.

26. Budget and Other Forms Contd….. Filler forms for Form 1, 2, 3S and 4S added to assist Proposer to copy data from one year to next year. Instructions revised accordingly

27. Budget and Other Forms Contd….. Form 1Program 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 and UNITS data provided regardless of the contract reimbursement method. Form 2 & Form 2AAgency 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.

28. Budget and Other Forms Contd… Form 2CEmployee Hours Related Information Disclosure (item 14 page 4-24). 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.

29. Budget and Other Forms Contd… Form 3 & Form 3SAnticipated 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.

30. Budgetand Other Forms Contd… Form 4 & Form 4SAnticipated 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.

31. 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.

32. 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.

33. 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/Corrections22671.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.

34. Please Contact: For Program Information: Behavioral Health Division: Walter Laux (414) 257-7436 Rochelle Landingham (414) 257-7337 Delinquency and Court Services Division: Michelle Naples (414) 257-5725 Disability Services Division Marietta Luster (414) 289-6758 Karin Bachman * (414) 289-6033 Management Service Division: Judy Roemer-Muniz (414) 289-6645 Housing Division: James Mathy (414) 257-7689 *Disability Benefits Specialist Program DSD019 only

35. 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, HOUSING) (414) 289-5871 Dave Emerson (DCSD) (414) 257-7284 Judy Roemer-Muniz (MSD) (414) 289-6692 Rochelle Landingham(BHD)(414) 257-7337

36. Thank you for your participation!Have a Great Day!

37. LINKED FORMSTUTORIAL LINKED FORM WITH SAMPLE DATA