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

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

3. Disability Employment Initiative (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.

4. Learning Objectives Upon 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

5. Agenda • 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

6. Useful Terms and Acronyms

7. SSA 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

8. Before Getting Started…Must Have • Employer Identification Number (EIN), also known as the Tax ID # • General business or professional liability insurance in effect (minimum of $500,000 per occurrence) • DUNS number (if you need one contact Dun & Bradstreet at 1-866-705-5711 or apply online at www.dnb.com • 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

9. DOL and SSA • All 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)

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

11. 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.

12. PA 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 options • Intensive Services Only (default option) – at minimum includes: • Career Planning • Job placement (job search, development and placement assistance) • Ongoing employment support • 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)

13. PA Part II: Statement of Work Section 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.

14. PA Part II: Statement of Work Section 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 • OSM will return the file to the WF EN, showing which individuals are Ticket Holders and which Tickets are available to assign • The WF EN shall contact those beneficiaries to explain the advantages of assigning the Ticket and the potential for employment support services. • 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.

15. PA 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

16. PA Part II: Statement of WorkSection 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)

18. PA: 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

19. PA: 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)

20. Ask the Expert Guest from SSA: Cindy Barcells Handling 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

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

22. Request for Quotation (RFQ) • Download and complete on your computer • Current version is dated 8/27/12 • Solicitation # SSA-FRQ-12-0010L • Questions RFQ direct to: Email: ENcontracts@ssa.gov Phone: 866-584-5180 TDD: 866-584-5181 Fax: 410-597-0429 • Advised submit electronically to: ENcontracts@ssa.gov

23. Taking 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)

24. Part I and II Part I- Blanket Purchase Agreement (BPA) • Required to complete and submit • Outlines terms of BPA between the EN and SSA Part 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).

25. Part 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

26. 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.

27. Snapshot of Ticket Process

28. To Keep in Consideration Workforce 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

29. Part 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

30. Part 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

31. Part V: EN Quotation Documentation 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

32. Part V: EN Quotation Documentation 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.

33. Part V: EN Quotation Documentation 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

34. Part 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

35. Security & Suitability Process Applies 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 at https://yourtickettowork.com/web/ttw/wm-completing-suitability

36. RFQ 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

37. Ask the Expert Guest from SSA: Cindy Barcells Handling 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

38. PA and RFQ Comparison Chart

39. PA and RFQ Comparison Chart

40. What do I do now? Hang in there!

41. Assistance • 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 Barcells at the end of the webinar.

42. Post-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

43. Next 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

44. Summary • In 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

45. Questions If 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.

46. Contact Information Kevin Nickerson DEI Technical Assistance Team Knickerson@ndi-inc.org Mary Lynn ReVoir DEI Technical Assistance Team mlrevoir@ndi-inc.org