VESID Supported Employment RFA Stakeholders Group
10/29/03, Albany

Partial list of attendees: Doug Bailey, Bill Deschenes, William Keane, Kathy Mario, Debra Brown-Grant, Vince Paruolo (all of VESID), John Delaney (SED), Sharon Stuart (OMH), Maryann Van Alstyne (CBVH), Terry Tomaszewska (OMRDD), Tom Hughs (APSE), Andy Miller (APSE), Pat Dowse (NYSRA), Richard Bosch (IAC), Judy Gerson (UCPNYS), Matt Mathai (NYAPRS), Nick Rose (DDPC), Barbara Janofsky (CMEP President), Ed O’Donnell (CMEP Past President)

Following is a summary of information shared and discussed at the VESID meeting held yesterday regarding the upcoming RFA process for Supported Employment:

Process
• Letters summarizing each provider’s 2002-2003 data were mailed (probably to the attention of the Executive Director) late last week. This data includes total direct service hours reported by disability group and total rehabs. VESID is aware that the data is not 100% accurate. Providers are encouraged to discuss any data discrepancies with VESID and to be sure that the local office is familiar with their “real” service delivery history. Local offices will not discuss issues specific to the new application process.
• The RFA is expected to be issued within the next 2 weeks with a turnaround time of approximately 6 weeks. A statewide bidder’s video-conference (not mandatory) is scheduled for November 20th. There may be a separate NYC bidder’s conference on another date to be determined. Participation will be limited to two persons per agency.
• The application will be mailed to all current providers and any providers on the current mailing list. It will also be available for download via the VESID website. VESID is hoping to have capability to receive the completed applications via email as well.
• It is important to note the submission due date and time on the application packet, as VESID will not be able to consider any applications received after the deadline.
• There will again be an opportunity to have Questions and Answers posted by e-mail.
• The RFA will not include the non-direct Technical Assistance application. There will be a separate RFA at a later time for that portion.

RFA Application / Review Process
• A listing of all applicable direct service hours, including on-site, off-site and pre-employment will be included in the application packet.
• Hourly rates have been set as follows: $53 for NYC; $50 for Nassau, Suffolk, Westchester, Rockland, Putnam, Orange, Ulster, Sullivan & Dutchess; and $40 for rest of state
• A single application can be submitted for all disability groups, although any special activities for specific disability groups should be detailed.
• Applications will be reviewed as a single entity of programmatic and fiscal, not as separate sections, one in Albany and one in NYC.
• The application review will include staff from VESID, OMH and CBVH and will focus on the program proposal and provider history. Proposals will not be limited based on the NYISER data, but, again, providers are strongly encouraged to verify with their local VESID Office regarding a mutual understanding of their “historical” service delivery. This is particularly important if you have data discrepancies or have been providing high cost services to difficult to serve populations.
• The district manager will have the authority to pick more than six agencies in a borough if they see the need as long as the agencies had a score of higher than 70.

Reimbursement
• VESID is still intending to explore a reporting / reimbursement system similar to the SEMP system. However, since that will take more time, the system detailed here is considered an “interim system” in order to be ready for implementation on July 1, 2004.
• Total reimbursement will be based on actual direct service hours provided.
• Payments will be made quarterly, with a first quarter advance (25% of total contract) at the contract start date (July 1). There will be a first quarter advance at the beginning of each of the five years.
• Subsequent payments will reflect actual direct service hours reported, so it will be very important to capture all reportable direct service activities accurately.
• The second and third payments (reflecting quarters ending Sept 30 and Dec 31) will be either the actual direct service hours reported or 25%, whichever is lower. Payment for the quarter ending March 31 will be 15% or the reported hours, with 10% held for the final report ending June 30.
• There will no longer be quarterly cost reports required.
• VESID will verify the numbers reported via e-mail with each provider and will then issue a voucher based on (reported hours for the quarter) x (the hourly rate). District Offices will review / verify before payment is made.
• Providers are encouraged to develop systems for entering the data on an ongoing basis to speed up the completion / submission of the quarterly reports and to ensure continuity of staff knowledgeable about the reporting procedures.
• VESID will be working on a plan for auditing the accuracy of reported Direct Service hours for reimbursement and will be seeking Stakeholder input regarding future documentation requirements.
• Authorizations will be on the CAMS System.
• District office will get information after each payment.

Misc.
• Agencies requested an expansion of Fast Track. VESID seemed favorable and will look into this.
• Proposals may be submitted by E-mail. The deadline will be a specific hour of the day and not “close of business.”
• VESID agreed to provide technical Assistance around NYSIER and deal with the issue of ‘pooled’ job developers at some agencies, as well as the lack of reporting of these ‘pooled hours’ in Direct Service categories of NYSIER.