Ticket to Work Boot Camp: Ticket to Work Boot Camp: Understanding the New Payments Agreement (PA) Understanding the New Payments Agreement (PA)

and Request for Quotation (RFQ)and Request for Quotation (RFQ)

Hosted/Facilitated by: Miranda Kennedy, NDI Technical Assistance Team

Presented by: Kevin Nickerson and Mary Lynn ReVoir, NDI Technical Assistance Team

2013 Ticket/EN Series

Disability Employment Initiative Disability Employment Initiative (DEI)(DEI)

DEI Projects at the state level and/or local level participating LWIBs are required to become Employment Networks under Social Security Administration’s Ticket to Work Program.

Training and Technical Assistance to DEI Projects in attaining Employment Network status and implementing effective EN operations is provided under U.S. DOLETA contract with NDI Consulting, Inc. and the National Disability Institute (NDI).

Evaluation of the impact of the DEI Projects implementation and outcomes as Employment Network will be provided under U.S. DOL ODEP contract with Social Dynamics.

Learning ObjectivesLearning ObjectivesUpon completion of this training webinar, DEI Grantees and partners will have the following:•An understanding of the Request for Quotation (RFQ) process and the Payments Agreement (PA) and how they differ•An understanding of the RFQ contents, what applies to my organization, and how to submit the completed RFQ•An understanding of the PA contents and how to submit the completed PA•An understanding of what occurs after award of contract/ agreement

AgendaAgenda• Background on SSA Program Managers• Becoming an Employment Network (EN)• Review of the PA • Taking a Closer look at the RFQ • Comparison of the two options and summary• Discussion Opportunity• Next Steps

Useful Terms and AcronymsUseful Terms and Acronyms

SSA Program ManagersSSA Program Managers• Social Security Administration

• Oversees the Ticket to Work Program • Contracts with two Program Managers

• Operations Support Manager (OSM) • Services the Employment Networks (ENs) & State

Vocational Rehabilitation in recruitment, training, payment, etc.

• MAXIMUS is contractor• Beneficiary Access and Support Services (BASS)

Manager • Services the SSA’s beneficiaries• Booz Allen Hamilton is contractor

Before Getting Started…Must HaveBefore Getting Started…Must Have

1. Employer Identification Number (EIN), also known as the Tax ID #

2. General business or professional liability insurance in effect (minimum of $500,000 per occurrence)

3. DUNS number (if you need one contact Dun & Bradstreet at 1-866-705-5711 or apply online at www.dnb.com

4. Register DUNS # with the System for Award Management (SAM) www.sam.gov

• Formerly Central Contractor Registration (CCR) system and the Online Representations and Certifications Application (ORCA)

• Primary registrant database for all Federal Government contracts• Enter banking information • Update annually• There is no charge

DOL and SSADOL and SSAAll ENs sign a formal contract/agreement with Social Security

Administration

This is a federal contract/agreement and the EN needs to maintain in compliance

DOL funded Workforce Agencies have 2 Options to apply: Payment Agreement (PA) or Request for Quotation (RFQ)

Payment Agreement (PA)Payment Agreement (PA)https://yourtickettowork.com/web/ttw/forms

Payment Agreement (PA)Payment Agreement (PA)• October, 2012 - SSA released new option only for DOL

funded workforce agencies• December, 2012 - DOL released Training and Employment

Notice (TEN No. 14-12) announcing the available PA• Due to federal partnership between DOL and SSA, it is an

“agreement” versus contract• More generalized and shorter than RFQ (15 pages)• Questions can be sent to Workforce@yourtickettowork.com

Important Note: The above address is the corrected one. It was revised with the information provided by Cindy Barcells at the end of the webinar.

Part I – PA Basics•Payments for employment outcomes achieved by Social Security beneficiaries•PA is valid for 5 years.

PA Part II: Statement of WorkPA Part II: Statement of Work EN Obligations

Section 1: Qualifications ◦ State workforce agencies, LWIB, One-Stop Career Center

Operators current contract with U.S. DOL ETA Payments for employment outcomes achieved by Social Security beneficiaries

◦ Workforce EN comply delivery of two options1. Intensive Services Only (default option) – at minimum includes:

Career Planning Job placement (job search, development and placement assistance) Ongoing employment support

2. Intensive Services and Ongoing employment Support (optional service) Staff assisted employment retention supports Required staff positions assigned to perform employment supports (Section 8 A. #2)

PA Part II: Statement of WorkPA Part II: Statement of WorkSection 2: Assignment of Tickets

Agree to use electronic process (eTicket Assignment)

Requires the WF ENs to submit 2 files to OSM on a monthly basis.

File # 1. Social Security Numbers for those clients who agreed to an IEP a. The Workforce EN submits to OSM a file that shall include:

the client’s agreement to assign the Ticket to the WF EN; the date and month of initiation and subsequently closure date

b. OSM will assign Tickets that are available for assignment for those IEPs on the first of the month following the month the IEP was

initiated.

PA Part II: Statement of WorkPA Part II: Statement of WorkSection 2: Assignment of Tickets

File #2. The workforce EN submits a file of Social Security Numbers that do not have an IEP; called eData Share

a.OSM will return the file to the WF EN, showing which individuals are Ticket Holders and which Tickets are available to assign b.The WF EN shall contact those beneficiaries to explain the advantages of assigning the Ticket and the potential for employment support services.c.The WF EN shall develop an IEP for those beneficiaries who agree to assign their Tickets outlining the beneficiary’s vocational goals, and subsequently, will report those SSNs in the file described in Part II—Section 2.A.1 above.

PA Part II: Statement of WorkPA Part II: Statement of Work Section 3: IEP Requirements◦ Agree to use electronic process ◦ Maintain IEPs on file at workforce / SSA may audit

Section 4: Referral Agreements with VR◦ Signed agreement submitted to OSM

Section 5: Workforce EN Responsibilities to Beneficiary◦ Required to explain Ticket program as noted on PA

Section 6: Workforce EN Performance

Section 7: Workforce EN Reporting Requirements

PA Part II: Statement of WorkPA Part II: Statement of WorkSection 8: EN PaymentsSection 8: EN Payments

Service Options and Payment Systems◦ Intensive Services Only

Limited to Phase 1 Milestone payments only ◦ Intensive Services and Ongoing Employment Supports

Must identify positions to provide ongoing support Eligible for all possible payments At minimum quarterly contact to be eligible Phase 2 and Outcomes

Payment Conditions ◦ Same as RFQ

Requests for Payment◦ Prefer EN uses ePay◦ SSA will randomly review payments, Phase 1 Milestone 4, seeking

Certification of Services statement (COS)

PA: Remaining SectionPA: Remaining Section Part II – Statement of Work ◦ Section 9: Statutory Understanding and Compliance

Part III – EN Information Sheet◦ Information about your workforce ◦ J: Service Option - review carefully◦ K: WF EN Payment System Election - review carefully◦ P: Signatures

Submit signed via email attachment to ENAgreements@ssa.gov

PA: Additional NotesPA: Additional Notes Suitability and Security Clearance ◦ Not required under PA (Part III – M)◦ SSA allows PA EN to use portal and use the Beneficiary

CD

Note your bank account information is recorded in SAM (www.sam.gov)

Ask the ExpertAsk the ExpertGuest from SSA: Cindy BarcellsHandling EN Contracts

To ask a question/make a comment please click on the “raised hand icon” OR submit it via the Q&A panel, both are located on the right hand toolbar

Request for Quotation (RFQ)Request for Quotation (RFQ)http://www.ssa.gov/work/enrfq.html

Request for Quotation (RFQ)Request for Quotation (RFQ) Download and complete on your computer

Current version is dated 8/27/12Solicitation # SSA-FRQ-12-0010L

Questions RFQ direct to: Email: ENcontracts@ssa.govPhone: 866-584-5180 TDD: 866-584-5181Fax: 410-597-0429

Advised submit electronically to: ENcontracts@ssa.gov

Taking a Closer Look at the RFQTaking a Closer Look at the RFQ Contains 6 parts (see table of contents): Part I, BPA Agreement (required to submit) Part II, Price (review only) Part III, Statement of Work (review only) Part IV, Contract Clauses (review only) Part V, EN Quotation Documentation Requirements (required

to submit) Part VI, Solicitation Provisions (review only)

Part I and IIPart I and IIPart I- Blanket Purchase Agreement (BPA) Required to complete and submit Outlines terms of BPA between the EN and SSAPart II- Price Do not need to submit Outlines supplies, services, and price Firm–Fixed-Price of BPA is $0- for satisfactory

performance of services provided, EN is paid in accordance with the Payment to ENs schedule (Part III--Section 11).

Part III: Statement of WorkPart III: Statement of Work Contains 12 sections- all for internal review, does not need

to be submitted ENs obligation Describes the EN qualification requirements (One-Stop

delivery systems under WIA deemed qualified) Outlines Ticket assignment process Details of IWP Referral Agreements EN responsibilities Security requirements, EN Training, and EN evaluations EN Reporting Requirements, EN payment system Statutory Understanding and Compliance

Understanding Your Obligations (Page 7)Understanding Your Obligations (Page 7) Inform and educate Ticket Holders purpose of the Ticket Program is

to provide individuals with the opportunities and supports they need to

Go to work, increase earnings, become self-sufficient by leaving cash benefits to the maximum extent feasible;

Provide employment support services that afford Ticket Holders the opportunity to prepare for, obtain and retain career ladder jobs that will realistically enable them to leave and remain off cash benefits;

Avoid even the appearance of advising or condoning the practice of artificially manipulating one’s earnings to remain on cash benefits; and,

Fairly and objectively, advise each Ticket Holder on the benefits and risks of leaving cash benefits and becoming self-sufficient.

It is unacceptable for an EN to limit its business model to assisting Ticket Holders to engage in part time employment only.

Snapshot of Ticket ProcessSnapshot of Ticket Process

To Keep in ConsiderationTo Keep in ConsiderationWorkforce eProcesses will: Streamline EN operations Reduce administrative burden Reduce paperwork involved with Ticket

assignment and EN payment process

Keep this in mind when reading the section on IWP, Ticket Assignment process, and the EN payments

Part IV: Contract ClausesPart IV: Contract Clauses Reviews and explains EN contract terms and

conditions

Reviews liability insurance requirements – WIA One Stop Centers/Workforce Boards/Operators exempt from submitting proof

Explains the EN Security and Suitability Requirements

Part IV: Contract Clauses, Section 3Part IV: Contract Clauses, Section 3

Paragraph G (pg 45-54, 57): EN Security and Suitability Requirements

Purpose of this clause is to provide SSA policies and procedures re: background investigations

Investigations are to determine the suitability of the EN to acquire, handle, and have access to beneficiary personally identifiable information (PII)

EN suitability process does not begin until after the BPA is awarded; at this time, only EN staff names who acquire, handle, or have access to PII are required

Part V: EN Quotation Part V: EN Quotation Documentation RequirementsDocumentation Requirements

Section 1: Standard Form 1449

Box 17a: Offeror Name, Address, Phone, and Tax ID/EIN number

Box 17b if applicable Box 30 a, b, c: signature and date Need to submit 2nd page even though you will not

enter any information

Part V: EN Quotation Part V: EN Quotation Documentation RequirementsDocumentation Requirements

Section 2: EN Information Sheet: all about you as an EN Offeror Name = Name placed in Box 17 on SF 1449 EN Name- optional, if listed in Directory, choose local name Get registered in SAM and check yes EN Directory Contact Information: name provided here is the beneficiary POC

for your EN Type of Organization- at minimum check either WIA One Stop and/or

Workforce Board EN Employee Suitability- provide names of EN who have access/handle PII;

Bene CD is optional Note locations and if area covered not within local phone # need toll free For each additional or different location to be published publicly in the online

EN Directory, complete one addendum for EACH different service delivery location.

Part V: EN Quotation Part V: EN Quotation Documentation RequirementsDocumentation Requirements

Section 3: EN Quotation Checklist- for internal use only, do not submit (page 87)

Business Plan - template is provided

Beneficiary CD – best to complete this now if you plan to use Beneficiary CD

Part VI: Solicitation ProvisionsPart VI: Solicitation Provisions

Review only, do not submit SSA evaluation of RFQ RFQ selection and award Offeror will be notified of missing or incorrect

information; given 60 days to correct deficiencies

Security & Suitability Process Security & Suitability Process Applies to RFQ onlyApplies to RFQ only

Necessary to exchange PII with OSM/SSA

Currently seeking clearance is required for ENs to access the portal to submit and obtain information necessary for EN operations

Complete this step after awarded agreement

EN security/suitability questions directed ENSuitability@ssa.gov

The clearance is for an individual not for the EN. Keep the clearance letter.

Seeking clearance requires multiple steps. Details are posted athttps://yourtickettowork.com/web/ttw/wm-completing-suitability

RFQ SummaryRFQ Summary Submit Part I (pgs 4-5) and all documents

contained Part V (pgs72-86)◦Remember: as a WIA One Stop/Workforce

Board/Operator- proof of EN qualifications and liability insurance not required to submit with RFQ

Obtain necessary signatures where needed◦Part I, Blanket Purchase Agreement, signature on page 4◦Part V, Section 1: SF Form 1449◦Part V, Section 2-T: Signatory Authority

Submit signed Part I and all completed Part V documents to ENContracts@ssa.gov

Ask the ExpertAsk the ExpertGuest from SSA: Cindy BarcellsHandling EN Contracts

To ask a question/make a comment please click on the “raised hand icon” OR submit it via the Q&A panel, both are located on the right hand toolbar

PA and RFQ Comparison ChartPA and RFQ Comparison ChartElements PA RFQLength of Award 5 years 10 years

Suitability Clearance Covered under PA Required

EN Services Must choose between providing Intensive Services Only or Intensive Services Plus Ongoing Employment Support

More flexible in provision of services per individual

Payment Available Contingent on Service Option (Intensive Only = Phase 1 only; Intensive Plus = Phase 1,2 and outcomes)

Phase 1, 2, and Outcomes

EN Staffing Identify staff positions assigned to provide Ongoing Employment Support

Formal identification not required

Use of eProcesses Woven into the PA Preferred use of eProcesses. Manual remains option

PA and RFQ Comparison ChartPA and RFQ Comparison Chart

What do I do now?What do I do now?

Hang in there!Hang in there!

AssistanceAssistance

For RFQ…… help is available through SSA’s Employment Network Contracts Team◦ E-Mail: ENContracts@ssa.gov

For PA…… help is available through SSA’s Payment Agreement staff◦ E-Mail: Workforce@yourtickettowork.com◦ Important Note: The above address is the corrected one. It was revised with the information provided by Cindy Barcellsat the end of the webinar.

Post-Award: Once you become an ENPost-Award: Once you become an EN

You will receive an award letter with agreement number. Keep this letter.

OSM Workforce Team will schedule an Orientation Call introducing you to your OSM team who: √ Handles the process for assigning & un-assigning Tickets√ Maintains the list of approved ENs√ Processes Ticket payments√ Conducts timely progress reviews√ Staffs an EN Help Desk √ Provides training & technical assistance to ENs

Become familiar with the Ticket to Work website at:

www.yourtickettowork.com

Next StepsNext Steps

Announcement of 2013 DEI Ticket to Work training series will be sent to Project Leads via DEI listserv

“All EN Call” offered on a monthly basis by OSM and Social Security Administration

“Ticket Training Tuesdays” offered by OSM on a variety of topics relevant to EN Operations

Details about All EN Call and Ticket Training Tuesday’s can be found at: https://yourtickettowork.com/web/ttw/upcoming-events

SummarySummaryIn today’s presentation we covered the following:

•The Request for Quotation (RFQ) process and the Payments Agreement (PA) and how they differ

•The RFQ contents, what applies to your organization, and how to submit the completed RFQ

•The PA contents and how to submit the completed PA

•What occurs after award of contract/ agreement

QuestionsQuestionsIf you have a comment or question you can:

A: Submit it to the host in writing via the Chat or Q&A Box to the right, or…

B: Click on the “raise hand” icon to have your line un-muted and ask your question/make your comment.

Contact InformationContact Information

Kevin Nickerson DEI Technical Assistance Team Knickerson@ndi-inc.org

Mary Lynn ReVoirDEI Technical Assistance Teammlrevoir@ndi-inc.org