The Nonprofit Resiliency Committee was launched by Mayor Bill de Blasio on September 28, 2016 to offer opportunities for collaboration and to expand lines of communication between the City and nonprofit human service sector. The Committee is charged with identifying, designing and launching solutions to support the sector in the areas of administrative processes, service and program design and organizational infrastructure.
The Nonprofit Resiliency Committee is chaired by Deputy Mayor for Health and Human Services. The Mayor's Office of Contract Services coordinates the Committee with support from the Mayor's Office of Operations and Office of Management and Budget. The Nonprofit Resiliency Committee is comprised of members of the nonprofit human service sector invited to represent the diversity of the sector, including direct service providers, coalitions, academia and philanthropies.
The Committee announces the following new policies and completed projects:
Streamlining DOHMH Claims Verification: The Division of Mental Hygiene within Department of Health and Mental Hygiene (DOHMH) implemented a series of streamlining efforts for claims verification to relieve administrative burdens for providers. The full details can be found in this January 31, 2018 DOHMH letter to providers.
Pooled Insurance Request for Information: The New York City human service nonprofit sector released a Request For Information and hosted a conference on March 14, 2018 to determine the feasibility of a pooled liability insurance program, how to design a pooled program and if such a pool would reduce insurance costs for its members. The Workgroup is considering next steps.
Hire NYC Human Services Exemption Policy: Effective immediately, any human service contract with a personal service value of less than $250,000 is automatically exempt from the Hire NYC Human Service Rider. The Rider will be updated at the start of FY19 to automatically exempt Section H (1) (a) “The annual contract amount is less than two hundred fifty thousand dollars ($250,000.00) in annual value of personnel costs, excluding fringe benefits and other-than-personal-services (OTPS).” Previously, providers were required to proactively request an exemption if their contract(s) did not meet the $250,000 threshold for personal services. With this amendment, the exemption will be automatic. The City will still welcome participation from providers who fall below this automatic exemption threshold, as Business Link offers services that support identification and recruitment of qualified job candidates.
Advance Policy, effective FY 18: Contracts are eligible for advances following registration with the New York City Comptroller’s Office and budget approval for a given fiscal year. Until a contract or amendment is registered, the City is not permitted to release funds to a provider for any expenses incurred for the provision of services. All eligible contracts can initiate an advance request equivalent to at least 25% of their fiscal year budget. Requests from providers that have been cited for contract management issues will be subject to additional review. Please consult the contracting agency's Fiscal Manual for more information.
Recoupment Policy, effective FY 18: Advances will be recouped from invoices during the last six months of the operating budget period for a given fiscal year. The number of recoupment payments will equal at least the number of months of advance and will not be required through a single payment. The City will make reasonable accommodations to the recoupment schedule to ensure operational continuity based on the financial situation and cash flow needs of the provider. Once all invoices have been submitted, any unrecovered advance amount will be owed to the City. Please consult the contracting agency’s Fiscal Manual for more information.
Digital Audit Policy, effective FY 18: All certified public accountants (CPAs) hired by City agencies, auditors authorized by City agencies to conduct audits of human service contracts and City agency staff must collect documents during the audit planning exclusively through the HHS Accelerator Document Vault. The Document Vault may also be used to transfer additional documents needed by the CPA, authorized auditor or agency staff during the course of the audit. This recommendation excludes audit sample documents that would be reviewed on site by the auditors or agency staff. For step-by-step guidance on using the Document Vault for digital audits, please view the Digital Audit Policy Video.
Standardized Audit Guide: A standardized audit guide establishes a framework for a consistent audit process and timeline across human service City agencies. The Guide was developed in collaboration with nine City agencies, nine certified public accounting (CPA) firms and fourteen nonprofits. The City is piloting the Guide with currently scheduled audits over the next 6 months to test the process before a proposed wider roll-out.
Revised Human Service Contracts, effective FY 18: The standard human service contract and standard performance contract were revised by the NRC to streamline and clarify provisions, align language with other guidance and regulations (e.g., federal, state) and respond to feedback from nonprofit providers. (Discretionary contracts have also been revised.)
The Guide to Collaborative Communication with Human Services Providers: is a step-by-step communication guide for New York City human service agencies to collaborate with the sector on program and service design. The Guide aims to help agencies understand their various options for communicating with key stakeholders while conforming with the requirements of the Procurement Policy Board of the City of New York (“PPB Rules”). The City is currently using the guide to develop solicitations. Download the guide
The Guide to Collaborative Communication with Human Services Providers is a complementary resource to Civic Service Design Tools + Tactics, an introduction to service design for public servants that offers a set of practical ways to include design methods in their work. This collection of tools and tactics can help public servants to see their service in context, talk with people who use it, and try out ideas in low-risk ways.
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The Committee will meet with Deputy Mayors on a quarterly basis. Our next meeting will be in October. Please check back quarterly for reports on our work and impact.
Deputy Mayor Palacio opened the Committee meeting with recognition of Deputy Mayor Buery’s service to the administration and commitment to the nonprofit human service sector. Both Deputy Mayor Palacio and Deputy Mayor Buery highlighted the significance of the Committee’s work and noted key accomplishments to-date, including a Citywide advance and recoupment policy for human service contracts and the launch of the Collaborative Communication Guide.
Deputy Mayor Buery announced a significant accomplishment in this second year of work. Department for the Aging (DFTA) will be piloting contracts in Accelerator Financials in FY19 with full integration scheduled for FY20. This new practice reflects the Committee’s priority to implement consistent practices and increase the use of HHS Accelerator platform across City agencies. Additional achievements in the first five months of our second year include revisions to the application of the HireNYC Human Service rider, release of the Pooled Insurance RFI to gather information about opportunities to drive down insurance costs for nonprofit organizations, approval of a standardized audit and streamlining of the claims verification process by the Department of Health and Mental Hygiene (DOHMH). The Committee members concluded the meeting with suggestions for new projects, which will be explored in the workgroups.
The Committee launched its second year by recognizing our work and expanded partnership. Key accomplishments over the past year include policy changes in the areas of advances, recoupment and audits; revised human service contracts; development and pilots of collaborative program design guides; and procurement workshops.
The Committee has engaged 18 City agencies and Mayoral Offices and more than 70 nonprofit organizations to expand lines of communication and develop policies and practices that support transparency, accessibility, efficiency, expanded capacity and enhanced cash flow. In a year-end feedback survey, 95% of respondents believe that the work of the Nonprofit Resiliency Committee will have a beneficial impact on the resiliency of the human service nonprofit sector.
In our second year, the Committee will continue with ongoing projects and develop new opportunities to streamline administrative processes, build organizational infrastructure and cultivate collaborative program design.
The Committee reported the completion of a procurement-focused Guide to Collaborative Program Design. The Guide offers approaches for City agencies to obtain information and feedback for providers throughout the program design and procurement processes. City agencies are currently using the Guide to develop upcoming procurements. The Committee’s work in creating this Guide also informed the production of a companion handbook, Civic Service Design Tools + Tactics, produced by the Mayor’s Office for Economic Opportunity.
The Committee announced the launch of the City’s new, online Procurement and Sourcing Solutions Portal (PASSPort). PASSPort was designed with feedback from the provider community and the Nonprofit Resiliency Committee. It offers a streamlined approach to procurement that includes VENDEX online. Register for PASSPort here.
The April NRC meeting was the six-month mark for the Committee and the deadline established to realize short-term accomplishments. The Committee is pleased to report that it met this milestone with the development of policies that support increased cash flow and digital audits and a revision of the standard human service contracts. The policies and revised contracts will go into effect on July 1, 2017, as detailed in the Impact section above.
Deputy Mayor Buery and Deputy Mayor Palacio kicked off the second Nonprofit Resiliency Committee with a question and answer period and a conversation about Committee work and accomplishments. The Committee is pursuing 12 projects in the areas of administrative processes, program design and organizational infrastructure. Committee accomplishments include a collaboration with the Mayor's Office of Immigrant Affairs to pilot a collaborative RFP process, the launch of procurement education courses and the development of HHS Accelerator enhancements that streamline the contract management process. The Committee restated its ongoing commitment to develop policy recommendations that support a resilient sector.
Kickoff meeting of the Nonprofit Resiliency Committee provided the framework for ongoing engagement and collaborative work. Deputy Mayor Buery and Deputy Mayor Palacio introduced the Committee and answered questions from the nonprofit Committee members in attendance. Leaders from Mayor's Office of Contract Services, Mayor's Office of Operations and Office of Management and Budget introduced three workgroups that they will be co-chairing to pursue Committee goals.
Contact Us with questions about the Nonprofit Resiliency Committee. If your organization belongs to a coalition or umbrella group that is a Committee member, you can also contact that group to learn more about our work and to share comments and concerns.