Income Eligible Procurement
Project Management Work Plan
May 6, 2008
Income Eligible Procurement Goals
· Comply with state procurement laws
· Make policies and practices more equitable
· Ensure consistent and stable placements
· Support provider stability
· Target expansion to highest need areas
· Encourage quality programming
Project Structure
o Procurement Advisory Team – Group of internal and external stakeholders (including DTA, DSS, DOE) meets to review project work and provide input on project goals and potential policy changes. Meets monthly (as needed) to review policy recommendations and provide input prior to Advisory Team and Board meetings.
o Senior Staff – Meets as needed with Commissioner to make decisions, receive guidance on policy options and provide updates on achievement of milestones. Working group represented in meetings by Alda and Anita, with others invited as necessary.
o Working Group – Cross section of agency policy and administrative units meet, collaborate and work as need to produce deliverables for project milestones – e.g., policy options, RFI development.
o Project Facilitators – Collaborate with working group, senior staff, and procurement advisory team to assure that work is synchronized to achieve milestones.
Working Group Tasks Policy Tasks
Identify Eligible Bidders and Minimum Eligibility Requirements
o Group/Center-based child care program
o Public school programs
o Family child care systems
o Independent child care providers
Establish Quality Ranking Preferences
o Quality Priorities – center-based (for each age group)
o Quality Priorities – family child care
Develop Selection Tool and Evaluation Process
o Build on existing analysis related to geographic distribution of contracts
o Develop evaluation process using quality ranking priorities
o Organize evaluation teams to review proposals
o Develop RFR questions and required submissions
o Organize a bidders conference(s)
Develop Contract Performance & Monitoring Standards
Research and Make Decisions on Policy Issues
o Alignment of reimbursement policies for vouchers & contracts
o Monitoring standards
o Terms of care and reimbursement for part-time care
o Synchronization with forthcoming QRIS
o Contract changes for Family Systems
o Alignment of contracts with Head Start wraparound services
o Modification of tier structure
o Synchronization of contract requirements with new regulations & workforce
Working Group Tasks Operational Tasks
Develop Flex Pool Options to Facilitate Continuity of Care for Families
Develop Contract Monitoring Standards
Develop On-Line RFI
Develop On-Line RFR
o Collaborate with Research to develop on-line RFR that will facilitate analysis of RFR data with existing research data on community resources and needs
o Develop on-line RFR that allows providers to self-select from menu of providers, with pre-populated licensing and contract information
Load New Contracts into Billing System
Project Timeline
2008
Discuss Procurement Milestones / Feb
Conduct Family Systems Survey &
Analyze Results / April-May / Survey & Analysis
Analyze Policy Options & Develop RFI / April-June / Decision Matrix & Draft RFI / On-Line RFI Tool
Analyze RFI Results & Develop Policy Recommendations / July-Aug / RFI Analysis & Draft Policy Recommend.
Discuss Policy Options &
Recommendations with Board / July - Aug / Draft Version of RFR / Initial Plan for On-line RFR
Present RFR & Final
Recommendations to Board (Vote) / Sept - Nov / Final Text Version of RFR / Front Page of On-Line RFR
Develop On-Line RFR & Application Process / Nov - Dec / Final Version of RFR
2009
Post RFR / Jan / Bidders Conference / Bidders Conference
Providers Submit RFR Responses / Feb
Analyze RFR Responses / Feb - Apr / Analysis of RFR / Analysis of RFR
Announce RFR Awards / May
Formalize Contracts / June – Aug / Contracts Created & Loaded into IT System
Implement Contracts / Sept
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