1. August 9, 2006 Milwaukee County Department of Health & Human Services (DHHS) 2007 Request for Proposal Technical Assistance Presented by: Rosemarie Forster – DHHS Contract Services Coordinator Rosemarie Forster – DHHS Contract Services Coordinator Dennis Buesing – DHHS Contract Administrator Dennis Buesing – DHHS Contract Administrator Wes Albinger – DHHS Contract Services Coordinator Wes Albinger – DHHS Contract Services Coordinator

2. August 9, 2006 2007 Technical Requirements Overview of Changes in Application Submission Requirements Presented by: Rosemarie Forster, DHHS Contract Services Coordinator

3. August 9, 2006 2007 General Changes 2007 Technical requirements are revised to enable one manual to cover requirements for all divisions: 2007 Technical requirements are revised to enable one manual to cover requirements for all divisions:  Behavioral Health  Delinquency and Court Services  Disabilities Services  Economic Support

4. August 9, 2006 2007 General Changes Addresses, dates and contacts are updated Addresses, dates and contacts are updated Repetitive information is deleted Repetitive information is deleted  Information covered in multiple sections  CRCP  References to information submitted on other forms

5. August 9, 2006 2007 General Changes Final submission requirements are changed to include only budget items, a certificate of insurance, and the Civil Rights Compliance Plan Final submission requirements are changed to include only budget items, a certificate of insurance, and the Civil Rights Compliance Plan Application evaluation criteria, DHHS Quality Assurance information, and Required Reports are updated and moved to the end of section 3 Application evaluation criteria, DHHS Quality Assurance information, and Required Reports are updated and moved to the end of section 3

6. August 9, 2006 Section 1 – Agency Structure

7. August 9, 2006 Item 3, Application Contents (page 7-8) This form has been expanded to: Function as a comprehensive list of all items required in the application Function as a comprehensive list of all items required in the application Serve as a check-off list for each item submitted Serve as a check-off list for each item submitted Serve as a table of contents identifying where each required item can be found in the application Serve as a table of contents identifying where each required item can be found in the application Provide a space for an authorized signature indicating the applicant attests to the completion and inclusion of all required documents Provide a space for an authorized signature indicating the applicant attests to the completion and inclusion of all required documents

8. August 9, 2006 Item 5 – Agency Description (page 12) This is a new sign-off form created to: Identify the type of organization Identify the type of organization Signify the applicant agrees to make available for review instead of submitting, the: Signify the applicant agrees to make available for review instead of submitting, the:  Articles of Incorporation  Bylaws  Personnel policies  Grievance procedure  Accounting policies and procedures  Agency billing procedure Signify applicant agrees to submit 2 copies of a certified audit Signify applicant agrees to submit 2 copies of a certified audit

9. August 9, 2006 Item 7 – Board of Directors / Stockholders (page 14) This is a new sign-off form created to: Identify the applicant’s Board of Directors / Stockholders, their address, office title, term, % ownership, profit share, and a check off to indicate inclusion of their resume Identify the applicant’s Board of Directors / Stockholders, their address, office title, term, % ownership, profit share, and a check off to indicate inclusion of their resume List agency committees and their purpose List agency committees and their purpose Provide a schedule for BOD meetings Provide a schedule for BOD meetings Ensure the applicant will make minutes of the BOD meetings available for review for at least 4 years Ensure the applicant will make minutes of the BOD meetings available for review for at least 4 years

10. August 9, 2006 Item 8 – Agency History (page 15) This is a new form created to: Prompt for the name of the parent company and/or affiliated enterprises if the applicant is a subsidiary and/or affiliate of another business entity Prompt for the name of the parent company and/or affiliated enterprises if the applicant is a subsidiary and/or affiliate of another business entity Prompt for the applicant’s mission/purpose Prompt for the applicant’s mission/purpose Prompt for the applicant’s history Prompt for the applicant’s history

11. August 9, 2006 Item 11 – Indemnity, Data & Information Systems Compliance, HIPAA Compliance (page 17) This is a new sign-off form created to ensure the applicant agrees to: Indemnify Milwaukee County Indemnify Milwaukee County Utilize computer applications in compliance with Milwaukee County standards Utilize computer applications in compliance with Milwaukee County standards Comply with the federal Health Insurance Portability and Accountability Act (HIPAA) Comply with the federal Health Insurance Portability and Accountability Act (HIPAA)

12. August 9, 2006 Item 12 – Insurance (page 18) Insurance language was added to ensure coverage for applicant’s employees using their own cars for business purposes

13. August 9, 2006 Item 13 – Disclosure (page 20) This is a new sign-off form created to list: Dual employed personnel Dual employed personnel Related party relationships Related party relationships The form also has two check-off areas to indicate: No employment relationship or related party relationship exists No employment relationship or related party relationship exists The applicant has no ownership or employment interest The applicant has no ownership or employment interest

14. August 9, 2006 Item 14 – Conflicts of interest and Prohibited Practices (page 21) This is a sign-off form to ensure compliance with updated conflict of interest and prohibited practices language

15. August 9, 2006 Item 19 – Civil Rights Compliance Plan (page 29) Repetitive information is deleted Repetitive information is deleted All forms are still required All forms are still required Requirements are presented in table format Requirements are presented in table format NOTE: All CRCPs will expire December 31, 2006. All contracted agencies must complete new CRCP documentation. The State of Wisconsin is currently revising forms, which are expected to be available for downloading from the State website in October, 2006.

16. August 9, 2006 Item 19a – Cultural Competence (page 29) Applicants are required to describe methods for developing and maintaining cultural competence  Include specific examples of existing and/or proposed policies, procedures, and other practices promoting cultural competence

17. August 9, 2006 Section 2 – Agency Audit, Budget and Fiscal Items

18. August 9, 2006 General Changes to Section 2 Section is updated to include requirements for all DHHS divisions Section is updated to include requirements for all DHHS divisions Requirements for submission of accounting P&P manual and billing procedure are deleted. These have been added as documents to have available for review upon request on item 5, page 12 Requirements for submission of accounting P&P manual and billing procedure are deleted. These have been added as documents to have available for review upon request on item 5, page 12

19. August 9, 2006 Item 20 – IRS Form 990 (page 31) Applicants exempt from income tax under section 501(c) are required to submit a copy of their Form 990 (This is not a new requirement, but an item often overlooked in the past. It is specifically addressed in a separate section to increase compliance with submission of the completed form.) (This is not a new requirement, but an item often overlooked in the past. It is specifically addressed in a separate section to increase compliance with submission of the completed form.)

20. August 9, 2006 Item 21 – Certified Audit (page 31) Certified audit/board approved financial statement is specifically requested as a separate item (This is also not a new requirement, but an item often overlooked in the past. It is specifically addressed in a separate section, to increase compliance with submission of the required information.) item often overlooked in the past. It is specifically addressed in a separate section, to increase compliance with submission of the required information.)

21. August 9, 2006 Items 22 – 27, pages 31 - 54 Duplicative verbiage describing budget forms is deleted – only the forms are included Sample completed forms are deleted

22. August 9, 2006 Section 3 – Program Design

23. August 9, 2006 General Changes to Section 3 The section is reformatted to prompt for each item requested Separate sections for each DHHS division are consolidated by item number instead of division section Specific requirements for BHD and DCSD are incorporated

24. August 9, 2006 Item 29h – Performance Assessments (pages 61 – 64) Performance Assessment forms are included for applicants with no recent Milwaukee County contracting history  Agency performance assessment is required if no DHHS contracting history exists or if DHHS contract history is over 2 years old  Leadership performance assessment is required if there is no contracting history of any kind (new agency)

25. August 9, 2006 Item 31- Provider Application Site Information (page 67) Providers offering services at more than one location must provide information for each site

26. August 9, 2006 Items 32 & 32c – Staffing Pattern (pages 68-70) New forms are included to report staffing plans, requirements, qualifications, opportunities for staff development and staff turnover rates

27. August 9, 2006 Item 33 – Accessibility (page 71) The format is expanded to prompt for applicant’s plan to accommodate clients with any type of accessibility issues (This is not a new requirement, but has often been incompletely addressed in the past. It is reformatted to ensure all required areas are addressed.) often been incompletely addressed in the past. It is reformatted to ensure all required areas are addressed.)

28. August 9, 2006 Overview of 2007 RFP Audit & Reporting and Budget Forms Presented By: Dennis Buesing, DHHS Contract Administrator

29. August 9, 2006 Audit Schedules and Changes in Allowable Costs Budget & Other Forms Last Year Submission Issues Error and Omissions

30. August 9, 2006 Changes in Allowable Costs The Annual audit report shall contain a budget variance and reimbursable cost calculation for each program contracted.(refer to format)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.

31. August 9, 2006 Budget and Other Forms Form 1 Form 1 Program Volume Data and Unit Rate Calculation Form 1A Unit of Service Calculation Work Sheet (item # 38 pages 81-83 of Technical Requirements) Form 1A Programs funded by site must include separate forms for each site. Detailed instructions to fill this form are provided on page 81.

32. August 9, 2006 Budget and Other Forms Contd ….. Form 2 Form 2 & Form 2A Agency Employee Hours and Salaries (Item # 23 pages 39-42 of Technical Requirements)Form 2A 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 39-40. The totals for salaries and employees’ health and retirement benefits should match respective amounts on Form 3S. Form 2B Employee Demographic Summary (item # 24 page 43 of Technical Requirements)

33. August 9, 2006 Budget and Other Forms Contd… Form 2C Employee Hours Related Information Disclosure (item # 25 page 44 of Technical Requirements). Form 3 Form 3 & Form 3S Anticipated Program Expenses (item # 39 pages 84-89 of Technical Requirements).Form 3S Programs funded by site must include separate forms for each site. Please make sure to bring forward the Total Non DHHS contract revenue from Form 4 to the corresponding line on Form 3. 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 84.

34. August 9, 2006 Budget and Other Forms Contd… Form 4 Form 4 & Form 4S Anticipated Program Revenue (item # 40 pages 90-94 of Technical Requirements).Form 4S 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. Detailed instructions to fill up these forms are provided on page 90.

35. August 9, 2006 Budget and Other Forms Contd….. Form 5 Form 5 Total Agency Anticipated Expenses Form 5A Total Agency Anticipated Revenue (item # 26 pages 45-48 of Technical Requirements) Form 5A Report Total Agency Expenses on col. B, C and D and enter each Form 3 on a separate col. E of Form 5. Report Total Agency revenue on col. B, C and D and enter each 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 31 for Form 6 to fill up this account. Detailed instructions to fill up these forms are provided on pages 45-46 of the Technical Requirements.

36. August 9, 2006 Budget and Other Forms Contd… Form 6 and 6D Through 6H Form 6 and 6D Through 6H Indirect Cost Allocation Plan (item # 22 pages 31-38 of Technical Requirements) To be submitted only if Agency: Provides more than one service to Milwaukee County, or Provides one or more service to Milwaukee County and for other purchaser, or Allocates to other functions like fund raising, etc., or Allocates costs between itself and affiliates. Pages 31& 32 provide the order of preparing the cost allocation plan in detail. Allocation Plan document with formulas are also available on the web.

37. August 9, 2006 Last Year’s Submission issues Providers using Old Forms, or modifying current forms. Providers using Old Forms, or modifying current forms. Providers reporting Milwaukee County’s share of the program only, versus the total program, typically on Forms 1 or 5. Providers reporting Milwaukee County’s share of the program only, versus the total program, typically on Forms 1 or 5. Providers reporting only on programs applied for, versus all agency programs, Form 5. Providers reporting only on programs applied for, versus all agency programs, Form 5. Lack of Agreement between total clients to be served on the client characteristics chart and Form 1. Lack of Agreement between total clients to be served on the client characteristics chart and Form 1. Not Properly filling up Form 5 ( Row 9200 Allocated Costs), and Form 6. Not Properly filling up Form 5 ( Row 9200 Allocated Costs), and Form 6. Omission of IRS form 990. Omission of IRS form 990.

38. August 9, 2006 Errors and Omissions on Page 45 “Refer to page 90 for chart of Accounts and for account definitions” (Form 5 & 5A), Page 49 (Form 5S), and pages 90 (Form 4). Refer to “Master Chart of Accounts” in Section 4 Page 45 (Form 5) and “detailed chart of accounts”on Page 84 (Form 3). For all the above, and any other references to “Master Chart of Accounts” or “Account Definitions”, please refer to the Master Chart of Account on the Web at http://county.milwaukeecounty.org/display/router.asp?d ocid=11327 First two lines on Page 19 “ A certificate……… Agreement” are duplicate. Reference to Form 6A on page 31; there is no Form 6A.

39. August 9, 2006 Overview of Proposal Review Process, Proposal Evaluation Criteria, Quality Assurance, Required Reports Presented By: Wes Albinger, DHHS Contract Services Coordinator

40. August 9, 2006 Item 36 – Evaluation Plan (pages 76 – 78) Additional information is requested to ensure applicant has an evaluation plan Requested information includes:  Applicant outcomes  Indicators  Data collection methods  How the information is used for performance improvement purposes

41. August 9, 2006 Evaluation Plan, contd. Outcomes for each program have been identified in the Program Requirements for the FY 2007 RFP. You are asked to describe in detail how your program design and outcomes relate to the long term outcome identified for your program, using successful past performance or a research based justification. Outcomes for each program have been identified in the Program Requirements for the FY 2007 RFP. You are asked to describe in detail how your program design and outcomes relate to the long term outcome identified for your program, using successful past performance or a research based justification.

42. August 9, 2006 Evaluation Plan, contd. Additionally, you are asked to identify what indicators you are or propose to use to measure the achievement of the outcome, as well as your data collection and or measurement tool(s). On a program by program basis, some indicators may already be defined in the Program Requirements. If there are no indicators defined, you are asked to define your own. Additionally, you are asked to identify what indicators you are or propose to use to measure the achievement of the outcome, as well as your data collection and or measurement tool(s). On a program by program basis, some indicators may already be defined in the Program Requirements. If there are no indicators defined, you are asked to define your own.

43. August 9, 2006 Evaluation Plan, contd. In other words, tell DHHS: In other words, tell DHHS: What do you intend to do? (program design) What do you intend to do? (program design) Why do you intend to do it? How does what you are proposing contribute toward the long term outcome? (rationale/justification) Why do you intend to do it? How does what you are proposing contribute toward the long term outcome? (rationale/justification) In what way(s) do you expect clients to benefit? (short, intermediate, and long-term outcomes) In what way(s) do you expect clients to benefit? (short, intermediate, and long-term outcomes) How will you know if you have accomplished this? (indicators) How will you know if you have accomplished this? (indicators)

44. August 9, 2006 Proposal Review Process

45. August 9, 2006 Objectives Make the RFP process more user friendly. Make the RFP process more user friendly. Encourage new applicants. Encourage new applicants. Present clear expectations to applicants. Present clear expectations to applicants. Increase the validity and reliability of criteria used to evaluate proposals. Increase the validity and reliability of criteria used to evaluate proposals. Present reviewers with a clear set of criteria against which to judge proposals. Present reviewers with a clear set of criteria against which to judge proposals. Promote objective, fact-based contract recommendations. Promote objective, fact-based contract recommendations.

46. August 9, 2006 Changes Consolidated review criteria across DHHS divisions. Consolidated review criteria across DHHS divisions. Adopted consistent point allocation within review categories across all DHHS divisions. Adopted consistent point allocation within review categories across all DHHS divisions. Emphasized a fact-based rating process. Emphasized a fact-based rating process. Added or modified RFP language for consistency with DHHS’ Outcome Measurement Initiative. Added or modified RFP language for consistency with DHHS’ Outcome Measurement Initiative.

47. August 9, 2006 Changes, contd. Increased reliability by increasing the precision and specificity of review criteria. Increased reliability by increasing the precision and specificity of review criteria. Established specific thresholds for certain point allocations. Established specific thresholds for certain point allocations.

48. August 9, 2006 Please Contact: For Program Information: Behavioral Health Division: Paul Radomski (414) 257-7493 Rochelle Landingham(414) 257-7337 Delinquency and Court Services Division: Eric Meaux(414) 257-7789 Disability Services Division: Ann Demorest(414) 289-5943 Economic Support Division: Judy Roemer-Muniz(414) 289-5943

49. August 9, 2006 Please Contact: For Technical Assistance: Dennis Buesing, CPA(414) 289-5853 James Sponholz(414) 289-5778 Sumanish K Kalia, CPA (414) 289-5928 Virgil Cameron(414) 289-5954

50. August 9, 2006 Thank you for your participation! Have a Great Day!