Description of Services to be Performed
Background
NYSED’s Office of Vocational and
Educational Services for Individuals with Disabilities (VESID) provides a wide
array of vocational rehabilitation services to over 100,000 disabled New
Yorkers each year. An important part of
those services are purchased from community rehabilitation providers and
include entry services, assessment services, assistive
technology/rehabilitation services, work readiness services, job placement
services, driver rehabilitation services and related adjunct services. The NYS Education Department (NYSED) is
seeking applications from organizations and individuals able to provide
vocational rehabilitation entry, assessment, assistive
technology/rehabilitation technology, work readiness, job placement, driver
rehabilitation and related adjunct services for individuals with disabilities
throughout
Objective
The objective of this RFP is to solicit proposals from current and potential providers interested in furnishing UCS services to VESID consumers. Both current and new providers must apply via this application process. In addition, a number of current providers, proprietary, not-for-profit and individuals, who do not have contracts with NYSED/VESID, will be required to apply via this RFP if they wish to continue to serve VESID consumers.
INTRODUCTION
VESID has undertaken a comprehensive effort to improve its Unified Contract Services. This initiative has been undertaken to: better serve consumers with disabilities; assist them in becoming gainfully employed; clearly define services and develop new ones; and more accurately compensate service providers for services they are providing to VESID. Vendors that would like to be considered as service provider must submit a Request for Proposal (RFP) application packet that includes the following:
· Basic Information Form (Attachment 1); and,
· Individual UCS Service Forms (Attachment 1-A – 1-G) for each specific service that the applicant proposed to provide.
The requirements for each service are defined in the Description of Services section below and should be consulted prior to determining for which service(s) you or your organization will be submitting an application. Rates have been established for each service category by region. A list of UCS regions has been included as Attachment 2.
1. Service Categories: References to VESID’s Core Services include all items contained in this document with the exception of activities listed under Adjunct Services. Adjunct services are defined as those activities which supplement the delivery of vocational rehabilitation services by providing those additional services/supports which the consumer requires for successful Individualized Plan for Employment (IPE) goal achievement. They are purchased by VESID only in conjunction with other VESID IPE services.
2. Duration of Services: The standard time frames for service delivery for each service category have been delineated within the definitions. As is consistent with current VESID practice, if the unique needs of a specific consumer require different service duration, these time frames will be discussed and modified for that consumer by VESID. However, providers developing service proposals must adhere to the standard time frames in outlining their service delivery plan.
3. Staffing:
a. All applicant agencies must have either appropriate staffing in place to meet the standards outlined in this document or agree to put such staffing in place by the time of actual service delivery.
b. It is recognized that staff turnover is an inevitable feature in provider operations. When VESID required staffing is no longer available for delivery of an ongoing service, the provider is required to notify the VESID District Office(s) involved, and provide a staffing plan proposal for continuance of services. Upon approval of the staffing plan by VESID’s Central Office Service Delivery Unit, the provider may continue service delivery for a mutually agreed upon period of time, not to exceed one year.
c. In addition to the staffing requirements specified for each VESID Core UCS Service component, it is required that each vendor, with the exception of those providing freestanding (non-agency related) placement services, have an individual overseeing the operation of VESID reimbursed vocational services, who holds at least a Master’s Degree in Rehabilitation Counseling, or a Bachelor’s Degree in Human Services or a related field and at least four years relevant experience delivering vocational services to individuals with disabling conditions.
4. Reporting: VESID will be working with providers to standardize reporting formats whenever possible. Streamlined reporting forms will shorten vendor reporting time and expedite payment turnaround time. In support of this process, the timely submission of reports and/or verifying documentation will be required for payment.
5. Deaf Services: Rates have been established for services for consumers who are deaf/hard of hearing. These deaf service rates will not be combined with any other fees for interpreters. For services where a deaf service rate has not been established, interpreter services may be purchased.
6. No-Shows Billing Procedures: Unless otherwise noted, no-shows may be billed for one half hour of direct service, or if there is no hourly rate, a flat rate of $30.00 will be paid provided the contract service provider meets the following three criteria:
a. vendor sends a written or email confirmation of the date and time of the initial visit for a service;
b. the provider must wait for the consumer for 30 minutes after the scheduled appointment time; and,
c. within 24 hours of the scheduled appointment time, the provider must notify, in writing, the consumer’s counselor or senior counselor that the consumer failed to keep the scheduled appointment. The notification should include the following: provider’s name and contract information, consumer’s name, the service being provided, and verification notice sent confirming initial visit.
d. Upon billing for a no-show, the remaining amount of the authorization becomes null and void.
7. Drop-Out Documentation Requirements: Unless otherwise noted, to receive partial payment for consumers who drop-out prior to completion of the approved authorization, the vendor must provide the following:
a. depending upon the type and level of service, completion and submission of service requirement such as a report, evaluation, proof of attempt to secure on-the-job training (OJT), work try-out (WTO), work study or internship/externship, mileage sheet, or benefits checklist for any portion of the service that was actually provided to the consumer; and,
b. a voucher showing the number of hours the vendor actually spent with the consumer providing the authorized service.
c. Upon billing for a drop-out, the remaining amount of the authorization becomes null and void.
8. Use of District Office Space: Contracts resulting from the RFP will not provide any vendors with exclusive use of district office space or any guaranteed use of district office space. However, where available, and at the convenience of a district office, shared space may be made available for vendors’ use on a limited and non-exclusive basis. No technology (computers, phones, faxes, or copiers, etc.) will be made available for vendor use at any VESID District Office.
FRAMEWORK FOR PERFORMANCE INDICATORS
VESID has made a comprehensive
effort to develop an improved contracting process for service providers. Included in these efforts is the
implementation of a system to track key performance indicators for the
contracted services. The new UCS system
will enable VESID to be more flexible in its contracting process and to be more
responsive to consumer needs. The
performance indicators are critical in assisting VESID in making informed
decisions regarding all providers, both current and new, and the allocation of
resources within the contracting system.
This system will:
§ Enhance consumers’ informed choice of providers from whom they wish to receive services;
§ Provide VESID counseling staff with critical information on key performance areas for providers from whom they seek to purchase services;
§ Enable District Offices to oversee and allocate contract dollars to better serve consumers; and,
§ Provide information to providers to improve services and set the expected level of performance for VESID contracted services.
In year one of the services awarded through this RFP, VESID will utilize a system of measures that relies upon internal data tied to the performance indicator for each service category. For subsequent years, further performance indicators are under development including, but not limited to: vendor self-assessment within the first two years of services; a mechanism for determining consumer satisfaction; and, VESID counselor assessment of satisfaction with provider services. Indicators will be developed in two major categories:
1. Outcomes
VESID’s goal is to enable its consumers to attain employment. Accordingly, a provider’s performance will be assessed based on key indicators such as but not limited to: number of consumers completing the specific contracted program; reports that meet the requirements of the referral; the percent of consumers successfully rehabilitated (90 days of employment), hours of work per week, hourly compensation at closure, benefits in employment and consistency of employment with a consumer’s vocational goal. A protocol has been established for consumers who do not participate in a scheduled appointment for services by which this indicator will be measured when the provider is not responsible for delays.
2. Timeframes
Timeliness of service is the second major area of performance by which a provider’s service will be assessed. As part of this RFP, VESID has established minimum standard timelines in which consumers will access services and the District Offices will receive required reports resulting from those contracted services. These standards are established for all service categories in the UCS contracting system and are contained in this RFP material.
Over the course of the next year, VESID will work with its contract providers to formalize a set of Provider Guidelines for UCS service delivery. This material will assist agencies in the achievement of their performance indicators, and in bringing VESID consumers to their employment goals.
BIDDER’S CONFERENCE
A Bidder's Conference will be held on June 18, 2008 from 10:00 AM -
12:00 PM in Chancellor's Hall
of the New York State Education Department, 89 Washington Avenue, Albany,
NY 12234 and shown by Pic-Tel at VESID
District Offices across New York State.
A complete list of VESID District Office Pic-Tel locations is
attached. Space is limited, so it is
requested that no more than two individuals from each agency attend. Participation in the Bidder's Conference is
not mandatory, but is highly recommended.
All Questions and Answers from the Bidder’s Conference will be included
in the Q&A Summary posting on 6/30/08.
1.) Description
of Services:
The requirements for each service are defined in the section below and should be consulted prior to determining for which service(s) you or your organization will be submitting an application. Rates have been established for each service category by region. Rates are all-inclusive, including travel and other related costs. A list of UCS regions has been included as Attachment 2.
ENTRY SERVICES (See Attachment 1-A)
Definition:
Individuals with disabilities are assisted by providers with initial activities for entry into VESID services, thereby expediting the application process, and expanding the potential number of individuals to be served by VESID. This assistance may include general orientation services and/or gathering and preparing information necessary for the VESID counselor to determine eligibility.
Services:
These services may be delivered
in any of the three methods described below, based upon the extent of the
assistance offered by the provider and requested by the District Office. Either
Level II or Level
Level I:
ENTRY SERVICE 1 (Services to Groups – No Case Service Code – Standard Voucher) - This is an orientation to VESID services to potential VESID consumers. It provides a general orientation to VESID and the vocational rehabilitation (VR) process and may include
This service requires vendor staff participation in training provided by VESID, utilization of VESID information script and materials, and is scheduled only by prior arrangement with the VESID District Office purchasing the service. This service may be a stand alone service or the initial service in combination with other levels of entry services, as noted below. It may be provided at the provider’s location, the VESID District Office, school districts, One-Stop Centers, or other community locations.
Deliverables and Payment Process: This is a “Service to Groups,” of individuals not yet active with VESID. Payment occurs upon submission of a roster of individuals participating in the session, and a standard voucher form. A unit of service is defined as one session (1.5 to 2 hours). Drop-out and no-show rates do not apply to this service.
Staffing: Entry Services 1 providers must have:
§
a
high school diploma or GED;
§
a
minimum of one year of experience in providing employment services to persons
who have disabling conditions;
§
knowledge
of the local and community resources available to individuals with
disabilities;
§
supervision
by an individual with at least a minimum of two years experience in providing
services to persons who have disabling conditions; and,
§
experience
with presentations to large groups.
Payment Rate and Authorization: Payment for this service is per
session at the rate of:
§
Region
1 - $250.00
§
Region
2 - $225.00
§
Region
3 - $238.00
Established Performance Indicators: