Texas Health and Human Services Commission HHSC

1
Texas Health and Human Services Commission (HHSC)

• Disaster Case Management Pilot
• Request for Proposals 529-09-0042
• Vendor Web Conference December 17, 2008

2

• Welcome
• Introductions
• Don Snoots, Enterprise Contract and Procurement
  Services (ECPS)
• Karen Hilton, Senior Policy Advisor, Office of
  Social Services
• Paul Grubb, Director of Special Projects
• Kathy Payne, Central Budget Manager for Disaster,
  Social Services and TIERS
• Kathleen Anderson, Special Counsel to System
  Support
• Housekeeping Items

3
HHSC Procurement Roles

• ECPS- Responsible for procurement activity
• Program- Responsible for project scope,
  requirements, performance, results, contract
  management/monitoring, budget
• Legal- Questions/answers and legal activity

4
Vendor Web Conference Overview

• Procurement Activities
• HUB Items
• RFP Overview
• Questions Submittal
• Break
• Preliminary Responses to Questions
• Closing Comments

5

• Procurement Activities
• Questions Answers
• Sole Contact, Don Snoots, ECPS
• Procurement Schedule
• Solicitation Access (http//www.hhsc.state.tx.us/I
  ndex.shtml)
• Submission Requirements
• Solicitation Changes
• Screening Evaluation
• Award Information

6
RFP Overview

• Mission
• Area Coverage
• Contract Term
• Roles and Relationships
• Case Management Services
• Service Delivery System
• Integrating into Relief Efforts
• Communication/Outreach
• Data and Best Practices
• Case Management Training
• Performance Level
• Fiscal Accountability

7
Mission

• The Long-Term Disaster Recovery Case Management
  Pilot Program is designed
• To provide needed long-term disaster case
  management services to persons impacted by
  Hurricane Ike
• To gather best practices and data that will
  assist FEMA in formulating a disaster case
  management model for future disasters as required
  under the Post Katrina Emergency Management
  Reform Act

8
Area Coverage

• RFP covers 34 counties declared as disaster areas
  from Hurricane Ike
• Respondents may propose to provide services to
• All counties
• A single county
• A group of counties
• (may not cover only part of county)
• HHSC reserves right to negotiate with selected
  respondents to ensure complete coverage

9
Contract Term

• February 2, 2009 Contract signed
• February 22, 2009 Services begin
• February 28, 2010 Services end
• March 13, 2010 All cases closed
• June 30, 2010 Contract closed

10
Roles and Relationships

• HHSC applies for and receives grant from FEMA for
  disaster case management (DCM) services
• HHSC issues RFP to engage one or more subgrantees
  to provide DCM services
• Subgrantees may propose to use (a network of)
  subrecipients to provide DCM services

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Case Management Services

• Outreach and Intake
• Assessment
• Triage
• Development of long-term recovery plans
• Referrals
• Active advocacy for the client including phone
  calls and visitations as necessary
• Monitoring of completion of recovery plans

12
Service Delivery System

• Commence delivery of services NLT Feb 26, 2009
• Service levels
• Case duration
• Service intensity
• Management of case managers
• Management of subrecipients

13
Integrating into Relief Efforts

• Ensure that the knowledge and perspective of
  local governments and stakeholders are fully
  utilized in the pilot program under this RFP
• Compliment and build on the ongoing work of
  numerous local governmental units and community
  and faith based organizations already involved in
  Hurricane Ike recovery efforts

14
Communication/Outreach

• Ensure all partners are kept up to date
• Ensure coordination plan to share resources for
  clients
• Appropriate outreach to potential clients
• Ensure that special needs populations and persons
  with limited English proficiency receive
  particular attention

15
Data and Best Practices

• Implement a regimen of data collection and
  analysis to
• monitor service provision quality and consistency
  (program accountability)
• provide a basis for the evaluation of the pilot
  program (development of effective and adaptable
  case management system)
• Grant requires HHSC to engage an independent
  evaluator

16
Case Management Training

• HHSC will engage a single provider for training
  to ensure consistent delivery of high quality DCM
  service work
• Respondents who propose to cover the entire area
  must also propose to provide training.
• Respondents who propose to cover less than the
  entire area may propose to provide training.

17
Performance Measures

• Performance Measures
• Subgrantee(s) will provide a workplan for HHSC
  review and approval.
• HHSC will utilize monthly reports to monitor and
  track performance

18
Staffing Plan and Budget (Appendix B)

• General Instructions
• Tab (worksheet in excel workbook)
• Complete only green shaded cells
• Do not change formulas
• Three Budgets
• Case Management
• Subgrantee Administration
• Case Management Training

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Staffing Plan and Budget (Appendix B)

• Caseload Estimates
• Serve County (y or n)
• Percent of Cases by Tiers
• Case Mgt Providers by County
• Agency Name
• Subgrantee or Subrecipient

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Staffing Plan and Budget (Appendix B)

• Case Manager Hours Needed
• Average Length Case is Open
• Average Hours per Case
• Total Case Manager Hours
• of Case Managers by County
• Enter Service Start Date
• Calculates of Case Mgrs Needed

21
Staffing Plan and Budget (Appendix B)

• Case Mgt Salaries and Titles
• Monthly Salary for Case Mgrs
• Job Title from Job Description
• Subgrantee/Subrecipient Name
• Attach Job Descriptions

22
Staffing Plan and Budget (Appendix B)

• Case Mgt Salaries and Titles (Case Mgrs)
• Monthly Salary for Case Mgrs
• Job Title from Job Description
• Subgrantee/Subrecipient Name
• Attach Job Descriptions
• Cases to Case Mgr Ratios
• Explanations

23
Staffing Plan and Budget (Appendix B)

• Case Mgt Salaries and Titles (Supervisors)
• Providers Name
• Total Case Mgrs for Provider
• Calculated Number of Supervisors
• Supervisor Monthly Salary
• Number of Months
• Job Titles Job Descriptions

24
Staffing Plan and Budget (Appendix B)

• Provider Case Mgt Bgt
• Calculated summary for each provider
• Salaries Wages
• Employee Fringe Benefits
• Travel
• Equipment Supplies
• Contractual Other
• Indirect

25
Staffing Plan and Budget (Appendix B)

• Summary of All Case Mgt Bgts
• Add budgets of all providers together
• Create and use linked formulas

26
Staffing Plan and Budget (Appendix B)

• Subgrantee Admin Budget
• Calculated Summary
• Salaries Wages
• Employee Fringe Benefits
• Travel
• Equipment Supplies
• Contractual Other
• Indirect

27
Staffing Plan and Budget (Appendix B)

• Case Mgt Training Budget
• Calculated Summary
• Salaries Wages
• Employee Fringe Benefits
• Travel
• Equipment Supplies
• Contractual Other
• Indirect

28
Financial Capacity (Appendices CD)

• Subgrantees demonstrate financial capacity by
• Internal controls questionnaire
• Financial reports
• Audit status and reports
• Experience with cost principles
• Detailing 5 largest grants or contracts

29
Texas Health and Human Services Commission (HHSC)

• Questions Submittal
• Followed by Break

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Disaster Case Management Pilot

• Non-binding verbal answers to vendor questions
  are provided during this conference.
• Binding responses are posted on the procurement
  website by December 22, 2008.

31
Closing Comments

• Office of General Counsel
• Collusion
• Conflict of Interest
• Permissible contacts