Contracting
Wisconsin Model
For the purpose of the Wisconsin’ pilot program, services and supplies were acquired via a Governor’s Waiver. This allowed staff to reach out to, gather information from, and contract (attached) with interested vendors without a solicitation period and competition. However, this method does require staff to determine that the purchased services are fairly priced based upon industry standard, service delivery is appropriate, and that the vendor is compliant with previous tax collections and payments to the State. All vendors are required to comply with the basic terms and conditions (attached) of contracting with the State, including liability insurance coverage. A purchase order is initiated for each vendor to assist in the invoicing process. Monthly statements are obtained from the vendors, reviewed for accuracy by DOC staff, and the reimbursement process begins.
Once the program size, scope, and policies were established by the oversight committee and approved by the legislature, contracting for services began. The following were contacted to gauge interest and offer contracts:
- Treatment providers
- Hospitals and clinics
- Jails and detention facilities
- Community residential programs
- Non-profit organizations
- School counselors
Explanation of the program was delivered to community organizations, correctional officers and institutions, and anyone who expressed interest. A brochure (see resources) was developed and used to guide conversations. These meetings were critical in locating additional vendors to provide services.
Lessons Learned
- Start the contracting process early in program development
- Use specific contract language to clarify vendor insurance partners to ensure other insurance coverage is leveraged before program funding is utilized
- Consider telehealth services to lessen travel expenses for participants
Contractor Roll-Out Meetings
Wisconsin DOC staff use roll-out meetings with vendors to establish contract minimums and compliance. Within this program, the roll-out guide (attached) was used to also ensure the following:
- Referral process
- HIPAA/data collection processes
- Program entrance and exit criteria
- Risk and needs case plan initiating
- Communication and reporting
- Medical, treatment, and counseling expectations
- Invoicing and problem resolution