FY 16 SSI Renewal Instructions and Deadlines Important Deadlines and Reminders: The renewal package must be submitted to the DFD Contract Administrator before June 1, 2015. Any renewal contract package not received by June 1 will risk forfeiture of the contract award. DFD will not authorize any service without the timely receipt of a contract renewal package. Until final DFD approval of the scope of work detailed in the Annex A, DFD assumes no liability for the services rendered and the costs incurred. Any contract not submitted in accordance with the instructions and within the timeframe required or failure to respond to all requests for additional documentation that prevents the execution of the contract before September 30, 2015 will result in rescission of the contract award. The renewal package submitted must be the FY 16 package and forms. New for FY 16 The Annex B must include a written, detailed budget narrative explaining the proposed costs included in the budget. The narrative should explain all proposed staff and costs in the budget and how the costs were estimated. Specific comments regarding proposed program staff, subcontractors, vendors, and consultants, indirect cost rates (including fringe benefits and General and Administrative (G&A) must be included in the narrative. The narrative should explain the source(s) of funding when the DFD contract is not the sole source of funding for the program. The Annex B and narrative should include details of all fringe benefits, indirect cost pool, indirect cost base, and allocation methodology for the allocation of the indirect costs. DFD must easily understand the total proposed budget and identify what services are being provided and at what cost – both direct and indirect. The budget should be very detailed and include specific proposed costs for all expenditures (office supplies, travel, provider training, staff development training, postage, printing, meeting expense, conference, mileage, etc.). The budget narrative should then explain the purpose of each expense included in the proposed budget, how the cost was estimated (i.e. number of trips/mileage to be reimbursed at $.xx per
Enter all data requested in the form. Enter Agency Official responsible for the program administration. Authorized Signatories Enter Authorized Signatory for the Contract (as authorized by Agency Bylaws or Board Resolution). IMPORTANT - This is the address where the signed contract and all relevant legal correspondence will be mailed – so please ensure this is the accurate address. Service Delivery Information Please complete all details for the service delivery STATE OF NEW JERSEY - DIVISION OF FAMILY DEVELOPMENT ANNEX A – CONTRACT SUMMARY SHEET – FY 16 SSI Provider Agency Contract # ICCP Mailing Address Federal # Telephone Number Provider Agency Fiscal Year End Agency Contract Effective Date 7/1/15 to 6/30/16 Contract Ceiling $ Organization Type Agency Board of Social Services CWA Non-Profit
The agency is required to submit program and fiscal reports within the required timeframes. At a minimum, the following reports are required: Fiscal Reports A. Report of Expenditures (ROE) Fiscal reporting is required on a quarterly basis combining subcontracted and direct agency expenditures. Actual expenditures must be reported using the Annex B form on a cumulative basis by the 20th day of the following month after the close of each calendar quarter. The Final ROE is due 120 days after the contract period ends. The expenditure reports must contain an original signature of the CEO and fiscal officer designated by the agency for this program. An initial advance payment will be issued when the contract is fully executed. Future quarterly reimbursements will occur subsequent to DFD’s receipt and review of the expenditure report for the previous quarter and as long as all other contract deliverables are met. All reports must be sent to: DFD, Office of Contract Administration P.O. Box 716 Trenton, New Jersey 08625-0716 Attention: Contract Fiscal Unit Program Reports Program reports are to be submitted to the DFD Program Office as specified in the Annex A. Payment Terms The initial advance payment representing 25% of the contract ceiling will be issued when the contract is approved and signed. Subsequent quarterly advance payments are issued upon receipt and review of the quarterly report of expenditures (ROE) and, assuming all other contract obligations are current and there are no violations of any other contract provisions. Adjustments to a quarterly payment may be made for a variety of reasons, including provider agency spending patterns, DFD fiscal review issues, audit matters that come to our attention, or as needed to meet program delivery and DFD Budget/ Fiscal issues.