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Appendix 8210: Contract Evaluation Review Items

CPS 85-13

When evaluating a contract, consider the following areas:

1.   Fiscal Information

  ·  Budget

a.   total in contract

b.   projected expenditures

c.   expenditure to date

d.   balance to date

e.   projected balance

  ·  Negotiated or computed unit rate

  ·  Local match

  ·  Required budget plan changes

2.   Review of Provider's Administration

  ·  Record keeping system:

a.   fiscal time sheets, ledger, invoices, receipts, travel vouchers, etc. as appropriate for type of contract (i.e., cost reimbursement or unit rate).

b.   eligibility records

c.   client case records

d.   billing documentation

e.   monthly reports

  ·  Personnel policies

  ·  Staff qualifications, turnover, training, supervision

  ·  Organizational structure

  ·  Intake system (between providers, also in volunteer agencies referring back to DFPS)

  ·  Audit status

  ·  Billing error rates

  ·  Interagency coordination and communication

3.   Utilization Rate

  ·  Total unduplicated clients

  ·  Average number of clients per month

  ·  Average number of units of service provided per month

  ·  Total units of service provided

  ·  Number of clients for whom service was initiated but not completed

4.   Contract Compliance

  ·  Assessment of how closely the provider followed the plan of operation by

a.   reviewing provider case records (documentation of service delivery, time frames)

b.   interviewing agency staff

c.   interviewing DFPS staff

d.   observing the program

e.   reviewing materials developed for contract

  ·  Form 2282 and budget compliance

5.   Quality of Service

  ·  Staff satisfaction

  ·  Service goals in treatment plans compared to case record documentation of service provided

  ·  Continued client involvement

  ·  Number of clients reaching service goals

  ·  Time factors (how quickly clients are served, feedback time, length of time to meet goals)

  ·  Recidivism

  ·  Provision of services beyond those required

  ·  Positive changes in client behavior

  ·  Satisfaction of other providers involved with the same client

  ·  Degree of community support

  ·  Availability and cooperation of agency staff

  ·  Commitment to client

  ·  Accessibility to clients (number of locations, proximity to client population, hours service is available, etc.)

6.   Training of Provider by DFPS

7.   Technical Assistance from DFPS for Problem Resolution

8.   Services Provided Free of Charge

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