Questions & Answers  

1. Why is VESID issuing this RFA? We've always provided UCS services and have no need to apply for new services at this time. Can't we just continue?

   Response: VESID has not issued a statewide RFA for UCS services in the past. It is doing so now in order to comply with requirements of the State Finance Law and as part of a plan to bring all of its practices into such compliance. A part of that requirement is to offer the opportunity to new providers to purchase these services.

    

2. Why the hurry? Can't we have more time to complete this application?

   Response: While this RFA has been planned for more than a year, a variety of circumstances have compressed the timeframe for both VESID and the state's fiscal control authorities. We need to compress the actual application process so that we can get the actual contracting process started prior to the 1/1/05 start date for these new contracts in order to meet the requirements of the State Finance Law. 

    

3. We do not understand these rates. Where did they come from?

   Response: None of the rates in the RFA are new rates. They are all in current UCS contracts, however this rate listing does not include every rate now in UCS contracts. VESID reviewed all of the current contract rates and combined rates that were very close in value in order to simplify the application and the application review process. In some instances, it was necessary to require the use of the established statewide rate for a service. In instances where there were multiple non-statewide rates for the same service, VESID used either the median rate or the higher rate in order to avoid penalizing providers.

    

4. I'm an individual provider of placement services to VESID and have been for many years. I don't have a current contract and don't know how to fill out this complicated application and I'm afraid that this statewide review process and scoring will cause me to lose out. What can I do?

   Response: While this is an open and a competitive process, keep in mind that we are not attempting to drop current providers of quality services. In addition, the programmatic review of your proposed services will be completed by local teams of VESID staff at the district office level who are most qualified to evaluate local programs and establish a technical score for proposals. It is important that you describe what you propose to provide and to estimate the number of units of service (capacity) that you want to provide. Rate justification and overall ranking combining technical and fiscal scores will be reviewed centrally. The central process will be to apply the rate process, where required, and to assure that applications for this UCS RFA are appropriate for this process. See #5 below for more information about that issue..

    

5. We don't currently have a UCS contract and provide services to VESID. We don't see our services in the listing of services included in the RFA but we received a letter from VESID telling us that we need to apply. Do we still need to apply?

   Response: Yes, you need to apply. VESID will need to use this RFA to determine which providers can fit within the program descriptions for UCS as defined in the application. It might not be apparent to providers that their services are directly comparable to those descriptions. In instances where the application demonstrates that the provider should not be included in UCS services, they will be excluded from the local review process and informed that they may continue to provide services. These providers will be included in a subsequent RFP.

    

6. We had understood that we would be able to apply for any new service that we wanted to propose via this RFA. The final RFA does not permit to do that except within the programs and rates defined. Why did this change?

   Response: It was necessary to restrict new programs from this RFA in order to facilitate the application and review process and to get contracts in place as quickly as possible. VESID will conduct a separate needs assessment for new programs in 2005. Via that process, providers will be able to identify new programs which can be included in a subsequent RFP.

7. Why are the rates so low in this application? We cannot provide services at these rates. In some instances, we're receiving double the VESID rate from school districts.

   Response: This RFA was not intended as a vehicle for providers to request rate increases for UCS. VESID has provided percentage rate increase for all UCS services in past years whenever funding was available to do so and has amended some of the most prominent statewide rates in this application (see amended rate sheet attached to these questions and answers) VESID will continue to seek such increases as funds are available to do so in future years.

    

8. Why do we need to provide a 5-hour day? Is that a staff day or a client day?

   Response: The 5-hr day has always been a UCS requirement, except where otherwise specified in the program description (such as placement services, for example). It is the consumer services day.

    

9. When determining units of service, will we be held to the exact number that we specify? Determining units of service prior to assessing an individual is not possible. Should an agency estimate higher or lower for purposes of budget?

   Response: For every service included in your application, the chart included is for the average number of units of service. In most instances, the program description will determine the number of units of service which are likely to be authorized by the VESID counselor. Also, as VESID can purchase any portion of the capacity offered by any applicant. There is no point in artificially increasing units of service or numbers of individuals to be served beyond expected capacity in order to expand the size of the UCS budget.

    

10. DVE services description. Does this include situational assessment.

    Response: Yes it does.

     

11. If a VESID DO has purchased services on contract and/or on an individual fee basis, are they still to be included in this process? If yes, but his service is not listed on the provided chart, how should this be indicated?

    Response: All current services must be included in the application if they are to be provided after 12/31/04. In some instances, not all of the services from a given provider will fit into the UCS system. In such instances, the applicant will be so notified and will have appropriate services in UCS and others continued under another payment arrangement, as appropriate.

     

12. If an agency negotiated a special rate for a service, is that the rate they use on the application or must they use the rate in the application?

    Response: Applicants must use either their current rate or the rate listed in the application, whichever is lower. The only exceptions are the statewide rates for DVE, WAT and Job Development/Placement which have been increased statewide and which will apply to all such programs across the state. As noted above, VESID has examined all current contract rates and has combined them, as appropriate, into the application.

     

13. What is the reimbursement if a consumer participates in a DVE or WAT for less than the 5-hr day?

    Response: Established UCS policy defines a full unit of service as a minimum of 5 hours unless otherwise defined. It allows for billing for half a unit for at least 2.5 hours but less than 5 hours. There is no payment for less than 2.5 hours on a given day.

     

14. What was the standard utilized for developing the rates listed?

    Response: As noted above, these are all current rates. The only exceptions are the statewide rates for DVE, WAT and Job Development/Placement which have been increased and which will apply to all such programs across the state. All of the other rates listed are currently in use and were not developed for the purpose of this application.

     

15. If the current rate received is less than the rate listed in the RFA, will the provider receive the higher rate? If not, why not?

    Response: As stated above, the RFA is not an opportunity to increase current rates for any provider but to appropriately include current services in contracts. Applicants must use their current rate. The only exceptions are the statewide rates for DVE, WAT and Job Development/Placement which have been increased statewide and which will apply to all such programs across the state. In some instances, VESID used the higher rate as the maximum application rate whenever appropriate so that programs with such rates would not be penalized in the application process. Those higher rates were developed to meet very specific needs.

     

16. The WAT definition states that WAT services may not be utilized in conjunction with another placement service. Does this mean that Supported Employment may not be utilized after a WAT service?

    Response: The reference was to the purchase of performance-based or hourly based employment services as described in the application. It may be appropriate to refer an individual to supported employment after a period of WAT indicates that such referral is appropriate. It is not appropriate to assume that WAT is a standard precursor to supported employment however.

     

17. If an agency provides SVT services now that are not listed on the UCS contract, may they apply?

• By June of 2005, all SVT's purchased by VESID must be licensed by SED's Bureau of Proprietary School Supervision (BPSS). As a result, effective July 1, 2005, VESID will pay the BPSS-approved rate for all SVT services. UCS contracts will be amended, as appropriate, to reflect those new rates.
• Providers who now offer SVT programs to VESID must follow the BPSS licensing requirements and should begin as soon as possible so that every effort is made to have programs fully licensed by June, 2005. Those which are not true SVT’s may convert their current SVT programs to WAT programs. In order to do so, the applicant must make this decision during this RFA process and include the conversion of their SVT(s) to WAT(s) in the application. The new WAT rate for those services will be paid effective 1/1/05. Note also that the WAT rate has been increased, partly to account for this option.
• Effective 7/1/05 SVT programs and rates will no longer be in existence. Limited extensions to this date will be considered only upon recommendation of BPSS when processing of the application and tuition rate setting could not be completed by that date.

1. The evaluation criterion for Project Description in the RFA refers only to DVE and WAT. What about other services?

   Response: The provider's evaluation criteria apply to all services.

    

2. Does "mobile DVE" mean a service provided in a specialize vehicle or could it be out-stationing DVE services at a One-Stop?

   Response: While this definition was meant to be utilized for a van, specially equipped for this service, it is appropriate to use this definition for an out-stationed DVE, particularly as such an arrangement includes additional costs to the provider.

    

3. There are a number of special programs and rates for deaf and hard-of-hearing individuals. Does this mean that individuals who are deaf must be served under this category?

   Response: No, it does not. Individuals who are deaf may be served in any program appropriate to their needs and goals. These special services often include other support

    

4. "Other Specialized Services" includes employment related services. Should providers include in their application, services and goods provided via a voucher from VESID. This includes uniforms, travel training, etc.? What about carfare?

   Response: No, include only the service described in the application. If individual consumers require such additional minor services and products, they will continue to be vouchered.

    

5. Trial Work Experience is not listed as a service in the RFA. Does VESID intend to continue to provide this service?

   Response: This RFA could include only currently defined UCS services and Trial Work Experience is not currently included. VESID will continue to provide this service, when required, but separate from the UCS contract.

6. Job placement milestones are to be paid "up to $500-". What does that mean?

   Response: It means that we can design a milestone payment up to that amount. We can also pay no more than $1,500- for the total placement service.

7. Under Fasttrack Services, if we're providing the medical reports, must that include the medical specialties?

   Response: Yes, if , and only if, those are necessary to establish eligibility.

    

8. Will VESID reimburse a provider for job placement services or job development/placement services for an individual whose employment goal was not supported employment but, as a result of their job performance during the service demonstrates the need for supported employment?

   Response: Yes, because the goal of supported employment was established as a result of the initial job placement service.

9. Fasttrack services are paid only upon the determination of eligibility by VESID. What is the turn-around time between receipt of materials and that determination?

   Response: VESID is required to determine eligibility within 60 days of receipt of all application and related documentation. Often, this can be accomplished more quickly as a result of Fasttrack and that is, in fact, a primary reason for the creation of Fasttrack.

    

10. Is cognitive training by neuropsychologists included in this RFA? If so, at what rate?

    Response: No, that is not included here.

11. Are DVE services for individuals who are blind included here?

    Response: No, unlike supported employment contracts, CBVH services are not included in UCS contracts.

     

12. Instructions posted on VESID website state that current providers must apply but also state that new providers are invited to apply. NYSRA understood that this RFA was to "protect" existing funds and there were no new funds available. Please clarify.

    Response: This application is to provide new contracts for all current services as well as to permit new providers to apply for the services and rates currently in place. Current UCS providers must apply to have an opportunity to continue providing UCS services. This will also offer the opportunity to other vendors to apply. There was never an assurance of a hold-harmless policy via this application. It is possible that new providers could successfully secure services now provided by current providers.

     

13. This is a competitive process. Does this mean that there will be only one provider of a given service per county?

    Response: No it does not. The RFA permits VESID to select sufficient providers, who meet minimum scores in the review process, to meet its local needs. As is the case now, we expect that there will be multiple providers to meet local needs.

14. Contracts will be reviewed annually but no mention of rates being renegotiated annually. How will Cost of Living increases be included?

    Response: The RFA does include the ability for VESID to provide COLAs based upon available funds. However, VESID would not automatically do so annually.

15. How will UCS units be increased? If an agency goes over units, will they get paid?

    Respond: Units can be increased only with a contract amendment. Providers will not be paid if they exceed total contracted units unless the amendment is in place. District Offices will be instructed not to automatically exceed current contracts if there is available capacity at a comparable vendor program elsewhere in the region.

     

16. For providers who expect to receive less than $15,000 per year from VESID, how will UCS services be provided?

    Response: Such limited services can be provided by a case service authorization voucher for the service but will only be provided when an approved UCS contracted service is not available.

     

17. What is meant by "complete the bidder section on this sheet, even if you choose not to bid"?

    Response: That is a standard form. All vendors are encouraged to complete this if you are not submitting a bid.

18. VESID has provided a program description for each service, so why has the application asked for the description again?

    Response: VESID must provide a general definition in order to identify what it plans to purchase. Applicants must describe their particular program as it relates to that general definition. For example, it cannot be assumed that every WAT program will be the same, even though all will meet the general description in the RFA.

     

19. In the Operational Plan section, what is meant by the management plan for the delivery of services?

    Response: Having defined your services and their content, how do you plan to carry them out? What levels of supervision will you employ and how will you assure that you can do what you say you will do?

     

20. What is meant by both hard and e-mail copies of the application? Won't the requirement for hard copies actually limit the time to complete the application?

    Response: Both are required submissions. VESID will assume that an application is timely as long as the electronic submission is received by the due-date and time and the hard copies follow in standard or overnight mail with a postmark or express mail receipt by that same due date and time. Remember, that in order to have your submission considered, VESID must receive both the electronic and the hard-copy version of your application and all supporting materials.

     

21. Are resumes necessary for instructors?

    Response: Yes, and for any other position included as direct service staff.

     

22. Are page restrictions the same whether your agency is a single service provider or a multiple service provider?

    Response: Page restrictions are by program and not in total.

     

23. The RFA states that VESID anticipates spending approx. $20.5 million for not-for-profit providers and $9.1 million for proprietary and individual providers. How were these numbers reached and how do they compare to current budgetary amounts?

    Response: With the exception of the rate increases provided for the statewide rates of DVE, WAT and Job Development/Placement, all of the expenditures are current and are based upon VESID's most recent expenditure data for each category.

     

24. Are the placement assessment rate of $861.51 and the $2,166.85 placement rates just for individuals with TBI?

    Response: Yes, as stated in the application.

     

25. The RFA states that there will be a needs assessment followed by another RFA for additional services. Will the new RFA and its terms negate or change services contracted for under this RFA?

    Response: Future RFAs will not alter the results of this application process. They will be for additional services.

     

26. For job placement services the rate chart indicates that the maximum total payment is $1,500 however the components add up to $1,800. Is this a typo?

    Response: No, it is not an error. The language for each component and for the total reads as "up to" the amount. This permits the applicant and VESID to structure job placement services appropriate to needs. For example, if the third milestone is designated as $700-, the first two milestone payments could total no more than $800-.

     

27. By what process will VRC decide to use Job Development/Placement code versus Job Placement Services? Please clarify the difference for agencies that have not used UCS before.

    Response: First, remember that VESID offices will be selecting from the services offered via this application. They will determine local needs and will select the array of placement services, and other services, which will meet those needs. The hourly Job Development/Placement option is typically utilized to meet short-term needs, for example, when an intervention is necessary to save a job in jeopardy or to provide specific job search, resume preparation or interview skills. The milestone placement program is the most typically utilized placement service because it provides clearly delineated payment milestones for individuals who appear to be ready for job placement.

     

28. How does Job Development/Placement differ from job coaching?

    Response: The services are similar but are provided to different individuals. Job coaching is for individuals who are in a supported employment program and who have a goal which includes the provision of supported employment services. Job Development/Placement is only for individuals who do not have a goal which includes the provision of supported employment services but who need individual services, including job search, resume preparation and interview skills in order to find a job.

     

29. Are Assistive Technology services only for individuals with TBI?

    Response: No they are not. They may be provided to any individual who requires such services as part of their employment plan.

     

30. Is there any VESID analysis component after the first contract year to determine what services and providers have been successful and, based upon outcomes and satisfaction, adjust rates to competitive levels?

    Response: While annual contract levels will be set, in part, based upon outcomes, it is not possible for VESID to adjust rates based upon the "success" of a program. Rate adjustments can be provided only via COLAs and only when funding is available to do so.

     

31. Up to this date, BPSS has not licensed SVT programs. How will this be done?

    Response: Actually, some SVT programs have been licensed by BPSS for many years. The requirement that all SVTs be licensed will make this a consistent requirement. Some current SVT providers may opt to convert their SVT program(s) into WAT programs utilizing the newly enhanced WAT rate. That decision needs to be made by the provider during this application process. For more information on the BPSS licensure process, go to www.highered.nysed.gov/bpss

     

32. If programs are being moved from a rehabilitation setting into a licensed school setting, the methodology of service will be significantly changed. Is VESID no longer interested in offering consumers ongoing VR counseling during training, the ability to be interrupted in training for rehabilitation related issues, or other ancillary case management services, all of which are part of SVTs but not required in a school setting?

    Response: As noted above, VESID has purchased BPSS-licensed services from community rehabilitation providers for years. VESID has not decided to minimize the VR component in such programs and expects that they will be retained even as some currently unlicensed programs move into BPSS licensure. The decision to shift supervision of these specialized programs to BPSS is based upon the fact that BPSS is SED's unit skilled in curriculum development and supervision of such programs; VESID is not. Furthermore, BPSS maintains workforce-related standards for all of its licensed programs and these are required by employers whether the services is provided by a proprietary school or by a community rehabilitation agency.

     

33. How does VESID reconcile proposing that all SVTs be under a licensed school but offer only an SVT rate? Schools are paid via tuition, not SVT rates. How will we meet the additional costs of licensure? When SVTs are moved into licensed schools, will SVTs be eliminated?

    Response: VESID recognizes the fact that current SVT rates will not be adequate to support these additional requirements. As a result, the amended rate sheet attached to this list of questions and answers includes a statement that VESID will pay the BPSS-approved tuition rate for all SVTs effective 7/1/05. Note that we do not anticipate moving SVT programs now offered by community rehab. providers into licensed schools and abandoning the concept of SVT provision within those settings. We expect this will result in enhanced programs via this licensing process and to pay for the resulting changes via the higher tuition rates which result.

     

34. Why is licensing not required for SVTs in Business Skill and Word Processing Training?

    Response: Licensure is required for all SVT programs by June, 2005.

     

35. Will VESID distribute carfare directly to SVT students in those programs that are licensed by BPSS?

    Response: If consumers are eligible for such a support service, they will continue to receive it.

     

36. Why can't VESID offices continue to purchase services outside of UCS contracts? That would provide much more flexibility. Many providers have developed highly successful services that are operated entirely out of the UCS contracting system now and should be permitted to continue this arrangement.

Top of Page