1. Subcontracting: What is it, what are the options, how do you manage?
LGA Consortium Conference
2017

2. Presented by Argentina Ramirez, MPA - Alameda County
Nancy Leidelmeijer, NLeader Group
Arquimides Caldera, City of Fremont
Argentina: Currently the Alameda County TCM/MAA Coordinator (1 ½ years)
Formerly Quality Assurance Manager for TCM/MAA at Brighter Beginnings (6 years)
Nancy: Former Santa Barbara County LGA Coordinator and Accountant– 23 years
Currently, MAA/TCM consultant
Quimi: blah blah blah

3. AGENDA Objectives Overview Questions & Answers
The topics for today’s discussion

4. Objectives Subcontracting and its benefits
Subcontractors best practices to ensure compliance with State and Federal requirements
LGA oversight for compliance
Partnership with the LGA

5. Benefits of Subcontracting
Expanding services and programs to the community
Additional federal dollars for the county
Additional dollars for the LGA (participation fees)
Collaboration to ensure widest array of services available

6. Participation Factors
Does subcontractor perform eligible MAA and TCM activities?
Does subcontractor have sufficient CPE eligible funding?
Does subcontractor have the budget to implement MAA/TCM and ensure its own oversight?
Does subcontractor have sufficient administrative infrastructure for program and fiscal operations?

7. Overview Collaboration and Partnership is key to a successful program!
Establish relationship with LGA Coordinator
Ask other participating agencies to share their best practices
Join MAA/TCM Workgroups
Attend the Annual LGA Conferences for program updates

8. Subcontracting in Alameda County
Alameda County has been participating in MAA/TCM since 2001
Alameda County has historically subcontracted the MAA/TCM program to better serve the community and allow non-profits to obtain federal funds through the County.
Subcontractors, for example—consultants, have to be listed on CUFG—new change from DHCS.

9. Subcontracting in Alameda County
In FY1617 Alameda County has grown its programs and currently has:
51 MAA Claiming Units (added 6 claiming units)
12 TCM Claiming Units (doubled)
2 SMAA Claiming Units
Subcontractors, for example—consultants, have to be listed on CUFG—new change from DHCS.

10. Local Government Agency (LGA) Responsibilities
Minimum LGA oversight responsibilities for TCM:
Conduct annual time survey training
Annual TCM documentation compliance training
TCM Encounter Documentation compliance:
Conduct TCM encounter documentation reviews
Provide written recommendation for improvement

11. Local Government Agency (LGA) Responsibilities
Minimum LGA oversight responsibilities for TCM:
Prepare TCM cost report
Certify the accuracy of the data on invoice and/or cost report
Verify that CBOs have sufficient CPE eligible funding (per funding contract)
TCM invoice submission

12. Local Government Agency (LGA) Responsibilities
Best practices for LGA oversight related to MAA:
Annual time survey training
Claiming Plan training
Preparing audit binder training
Review Amended Claiming Plan Grids, duty statements, activity sheets
Review MAA invoice submission

13. Local Government Agency (LGA) Responsibilities - Other
Check-in meetings to keep agencies apprised of program changes
Correspondence as needed to ensure ongoing compliance
Audit support
Ensure contract/MOU contains LGA/Subcontractor responsibilities language

14. Subcontractor Agency Responsibilities
Similar responsibilities as LGA Coordinator:
Assign agency coordinator/lead contact
Internal oversight
Submit invoices/supporting documentation by deadline
Develop, maintain, and update audit file:
Financial records
Time surveys
Policies and procedures
Implement changes as recommended and required
Pay participation fee to LGA for oversight

15. Subcontractor Best Practices
Establish policies and procedures related to:
Continual process improvement
Time survey practices
Encounter documentation review
Attend all LGA meetings and conferences
What is a Duty Statement and it’s purpose

16. Subcontractor Best Practices
Conduct internal time survey training
Conduct quarterly claiming plan review to ensure it’s current
Conduct quarterly/semi-annual TCM encounter documentation review
What is a Duty Statement and it’s purpose

17. Human Services Department
Subcontracting
City of Fremont
Human Services Department
History:
TCM since FY 2002/03
2 Claiming Units
MAA since 2006/07
4 Claiming Units
Our mission To support a vibrant community through services that empower individuals, strengthen families, encourage self-sufficiency, enhance neighborhoods, and foster a high quality of life. It takes resources to make that happen.
We share Alameda County’s entrepreneurial spirit and focus on expanding services and programs to the community through additional federal dollars.
The City of Fremont has participated in TCM from nearly the outset of the program’s existence in Alameda County (02/03)
The County eventually also helped us create claiming units for MAA as well (06/07).
Their willingness to support us in participating in these programs is invaluable .

18. City of Fremont Key Benefits
Selling both programs to Internal stakeholders
Build relationship with LGA Coordinator
Review of Cost Reports and Invoices
Support through the program and financial audit process
The Key Benefits for us, has been:
Helping us sell the benefits of participating in these programs to stakeholders (City Manager, etc.)
Helping us sell
Keeping up-to-date on program changes
Review of Cost Reports and Invoices
Support through the program and financial audit process

19. City of Fremont
Contractor infrastructure:
Commitment from management for infrastructure to include:
Agency lead/coordinator
Fiscal buy-in for financial reporting
Cooperation of participants
The Key Benefits for us, has been:
Helping us sell the benefits of participating in these programs to stakeholders (City Manager, etc.)
Helping us sell
Keeping up-to-date on program changes
Review of Cost Reports and Invoices
Support through the program and financial audit process

20. City of Fremont Compliance and quality assurance:
Internal documentation reviews (peer reviews)
Training – for time survey, documentation, general program knowledge
Regular meetings for updates, process improvements, claiming unit updates
The Key Benefits for us, has been:
Helping us sell the benefits of participating in these programs to stakeholders (City Manager, etc.)
Helping us sell
Keeping up-to-date on program changes
Review of Cost Reports and Invoices
Support through the program and financial audit process

21. Thank You for your attendance!
Questions?
Thank You for your attendance!