Contracting Process2008 AmeriCorps Conference

Los Angeles June 17-18

Presenter: Circe Olander

Contracting Process

Learning Objectives—Participants will:• Understand the process and timeline;• Have working knowledge of contract

checklist components;• Become familiar with 2008 policies;• Understand contract exhibits and

amendment procedures; and• Consider your plan with timeline for

smooth contract execution.

Contracting Process

End Outcome: 2008-09 AmeriCorps Programs will successfully launch on targeted start dates.

Indicator: % of programs in contract by start date.

Target: 100% (53) of programs will improve ability to submit contract materials accurately at least 30 days prior to targeted start date by 100%.

Take It Home: Prepare your plan to address identified barriers which may delay contracting.

Fully Executed Contract

New Policy: As you know….

•No pre-award authority;

•A fully executed contract must be in place prior to program start date;

•All contracting materials must be submitted 30-days prior to anticipated launch date; and

•All contracts will be processed electronically.

Steps to Contracting• Finalize program design, PMWs and budget;• CV receives grant award from CNCS;• Submission of materials and information

outlined on the contract checklist;• PA verifies receipt of all materials, enters data

for contract content and passes to GMA;• GMA assembles contract exhibits and emails

to legal applicant;• Legal applicant reviews contract, prints and

signs face sheet (Standard 213) and returns 2 originals to CV;

• Secretary Baker signs – contract sent to OPR and DGS for signatures; and,

• Fully executed Standard 213 is sent to legal applicant.

Contract Checklist

• Documents submitted three ways:

Electronically: Narrative, PMWs, budget/narrative

Hard copy: MOUs, forms, process descriptions, financial documents, etc.

Grantee Central on-line database: Contact information sheet, partnership forms, emergency contact information.

Contract Checklist

• Documents, submitted electronically, which are included in your contract:

Program Narrative (Word)Performance Measures (08-09 worksheet)Budget (eGrants)Budget Narrative (eGrants)

• Information also included in contract:Start and End DatesLast Date for Enrollment of all Terms

Biggest, Hairiest Challenge• MOU – Or whatever you want to call it!

• Match commitments – Primarily CASH!• Partner roles/responsibilities• Security for legal applicant & CV• Totals equal Source of Funds Box

Source of FundsBudget Section: Description

Section I: Program Operating/Member Costs

Section II: Administrative or Indirect Costs

Other Stumbling Blocks

• Continuity of Operations Plan (COOP)

• Performance Measurement Instruments

• Financial Documents

• Council or Board Resolution

Grantee CentralOn-line Submission

User ID: CV Identification Number (C10 or F2)

Password: CV ID#servesca

Grantee Central will reflect new program year:

• Partnership Forms (updated)

• Program Information Form

• Disaster & Emergency Response Information

Questions on Contracting Process

• Peer Suggestions/Solutions

• Best Practices

• Opportunity for Clarification

Understanding the Contract

• Exhibit A – Program Narrative/PMWs

• Exhibit B – Budget Form/Narrative

• Exhibit C* – Terms & Conditions

• Exhibit D – CV Policies & Requirements

• Exhibit E* – Federal Regs & Provisions

• Exhibit F – Assurances & Certificates• Exhibit G – Resource & Reference

Materials for Subgrantees

California Policies and Contract Changes

• Single member placement;

• Matching Requirements per Program

Age;

• 2008 Cost Per Member Policy;

• Subgrantee Monitoring Actions;

• Payment after grant close-out – 60 days;

• Contract close-out requirements;

• Federal eGrants system: Member

reporting;

• FSR reporting (6 months); and

• Removed reference to ACRPS.

Reporting System Transition WBRS:

• Fighting Retirement!

• Active until 3rd Phase has

been secured and tested.

• 3 Categories of Reporting:

– Fiscal – Excel spreadsheets

– Progress – New APR Word

format

– Members – WBRS

• Member Management– Enrolled in WBRS

– Exited in Portal

– Track member time in WBRS

• No plans for data conversion

of WBRS data

My AmeriCorps Portal:

• Going “Live” in 3 Phases

• 1st Phase: 2006, On-line

Payment System

• 2nd Phase: 2008, Replaced

ACRPS (recruitment

system)

• 2nd maintenance June,

2008: 30+ bugs and

enhancements

• 3rd Phase: 4th Qtr. (12/08),

Replace WBRS

My AmeriCorps Portal

• Reports on 30 day compliance

• Validations for eligibility at enrollment

• Managing slots at the commission level

• Transferring unfilled slots

• Member transfers

• Change of term

• Suspend/Reinstate

• Refill

CNCS assurance that training will be available to support us!

AmeriCorps Portal Functions

Module Functional Description

Close of Service The AmeriCorps Exit form and process will be fully automated in the portal. Members will submit exit forms online to be completed and approved by the grantee.

Notification of Trust The State & National notification process will be seamlessly integrated into the portal to reduce paperwork and eliminate data re-entry by allowing accepted participants to

complete and submit their enrollment forms online.

Management Services Grantees will have access to management tools such as canned member reports and queries formerly used in WBRS.

Member Services Grantees will manage their members and slots through the portal-eGrants interface.

Selection of Members The new Invitation functionality will be used to bring into the portal accepted participants who did not apply through the AmeriCorps recruitment system, allowing

them to easily register, enter their information in the system, and their complete enrollment forms online.

Budget Revisions

•Pre approved;

•More than 10% over;

•Limited to 2 per year; and,

•Mid-year CPM exercise.

Cost Per Member Policy

• Established 1999, contract based upon performance of member services for a specific price.

• Mechanism to assist programs to operate within the contracted budget – primarly targeted member stipends.

• Original policy was implemented 3 times/year.• Implemented differently between competitive

and formula programs.• Consensus of formula programs to adjust

annually.• Single match required policy changes.• New policy simplifies process.

Cost Per Member Policy

• Honors the agreement between CaliforniaVolunteers and the subgrantee;

• Continues to provide a level of support needed for each AmeriCorps subgrantee to achieve its program objectives through execution of its program design;

• Ensures that subgrantees do not inadvertently exceed the CNCS Cost per MSY requirement;

• Strikes a balance between clear practical limits while maintaining sufficient flexibility to accommodate special circumstances encountered by an AmeriCorps subgrantee.

Cost Per Member Policy

• Step 1: Determine how many additional MSYs were needed to achieve 80 percent enrollment.

Number of Additional MSYs Needed to Achieve 80% Enrollment:

40 MSY x 80%= 32 MSY32 MSY - 30 MSY = 2 MSY

• Step 2: Determine the value of the additional MSYs needed to achieve 80% based on the Contracted Cost per MSY.

Step 2: Value of Additional MSYs2 MSY x $10,000 = $20,000

Cost Per Member Policy

• Step 3: Determine the amount of the revised total federal funds that would be remaining if the value of the additional MSYs needed to achieve 80%, as calculated in Step 2, were subtracted from the Contracted total budget for federal funds.

Step 3: Revised Total Federal Funding:

$400,000 - $20,000 = $380,000

Cost Per Member Policy

• Step 4: Check new Cost per MSY. Step 4: Verify New Cost per MSY against

CNCS maximum.

$380,000/30 = $12,667This does not exceed the CNCS Maximum

Cost per MSY, therefore the subgrantee’s budget will be reduced by $20,000

If this amount is more than the CNCS Maximum Cost per MSY then the reduction amount will be based on Step 5.

Cost Per Member Policy

• Step 5: Determine the maximum amount of federal funding the subgrantee can receive without exceeding the CNCS Maximum Cost per MSY.

30 x $16,000 = $480,000

• The reduction amount the subgrantee will be required to implement is the difference between this amount and the subgrantees contracted total federal budget.

Contract Amendments

Changing PMWs:•Extremely labor intensive to make

adjustments after contract has been executed.

•There is flexibility in our assessment of progress and meeting outcomes/targets.

Therefore, no revisions when:•Loss of partners or members •Targets or instruments change•Must tell us about instruments, however,

we don’t approve or disapprove.

Federal Requirements

Framework of Requirements:

• Constitution

• Statute and Appropriations Language

(Act)

• Regulations (45CFR 2520-2550)

• Provisions, Terms and Conditions,

Policies

• Guidance (Notice, Application

Instructions

• Best Practices

Recent Federal Changes

• Refill Policy;

• Remove prior approval for benefits

for less-than-full-time serving in a

full-time capacity;

• Electronic timekeeping;

• Criminal and National Sex Offender

Public Registry Check; and,

• Single overall match!

2008 Provision Changes

• 3 deleted altogether

• 6 clarified/changed/re-titled

• 17 already in regulation

• 19 moved to Policy FAQs

Check out: Searchable regulations and FAQs on CNCS Website

w3.americorps.gov/fororganizations/manage/index.asp

Healthcare Heads Up!

• Full time members are required to have minimum health benefits as specified in Provisions: Section IV. F. 4

• Discovered policies did not cover minimum requirements – 2 emergency service cases.

• Strategic Resource Company (SRC) Aetna.

• Document coverage limits in member

contract.

Healthcare Heads Up!

● Legislation reflects 1993 world of heath coverage!

● At that time, CNCS worked very hard to find a national provider.

● Currently, CNCS no longer “endorses” any provider.

● Policy may meet minimum requirements on surface—LOOK for limitations and exclusions.

● Communicate with your provider.● Contradiction between $1,000 out of pocket,

deductibles, % of coverage, responsibility beyond $50,000.

● CNCS working to update and clarify provisions.

Closing Comments

Learning Objectives—Participants will:• Understand the process and timeline;• Have working knowledge of contract

checklist components;• Become familiar with 2008 policies;• Understand contract exhibits and

amendment procedures; and• Consider your plan with timeline for

smooth contract execution.