Contracting Process 2008 AmeriCorps Conference Los Angeles June 17-18 Presenter: Circe Olander

1. Contracting Process2008 AmeriCorps ConferenceLos Angeles June 17-18Presenter: Circe Olander

2. 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

3. 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.

4. 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.

5. 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. Steps to Contracting

6. 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.

7. 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 Dates • Last Date for Enrollment of all Terms

8. 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 Funds

9. Other Stumbling Blocks • Continuity of Operations Plan (COOP) • Performance Measurement Instruments • Financial Documents • Council or Board Resolution

10. 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

11. Questions on Contracting Process • Peer Suggestions/Solutions • Best Practices • Opportunity for Clarification

12. 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 Understanding the Contract

13. 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.

14. 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 Reporting System Transition

15. 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!

16. AmeriCorps Portal Functions

17. Budget Revisions • Pre approved; • More than 10% over; • Limited to 2 per year; and, • Mid-year CPM exercise.

18. 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

19. 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

20. 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 MSY 32 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 MSYs 2 MSY x $10,000 = $20,000 Cost Per Member Policy

21. 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

22. Step 4: Check new Cost per MSY. Step 4: Verify New Cost per MSY against CNCS maximum. $380,000/30 = $12,667 This 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

23. 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. Cost Per Member Policy

24. 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.

25. 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

26. 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! Recent Federal Changes

27. 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 2008 Provision Changes

28. 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!

29. 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. Healthcare Heads Up!

30. 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. Closing Comments