Texas Health and Human Services Commission
Family Violence Special Nonresidential Project Provider Manual
Effective: April 22, 2009
2100 Eligibility to Contract
Human Resources Code (HRC) Title II, §51.003(b), Contracts
The department may contract with family violence special nonresidential projects for services. The department shall consider the plan for family violence services under §51.0021 in contracting with family violence special projects.
HRC Title II, §51.004(d), Contract Bids
To be eligible for a contract under §51.003(b), a family violence special nonresidential project must:
- community education relating to family violence; or
- direct delivery of services for adult victims of family violence and their children;
- demonstrate a system of referring victims of family violence to at least one family violence shelter center or other safe temporary lodging;
- demonstrate that the project, through the services it provides, is addressing a need in the community consistent with the plan for family violence services under §51.0021;
- demonstrate that the underserved or special population to be served by the project is involved in the project's design and implementation, if applicable; and
- submit a contract application on forms prescribed by the department.
HRC Title II, §51.005(a), Contract Specifications
The department shall contract only with public or private nonprofit organizations that fulfill the requirements of this chapter.
2200 Contract Procurements and Awards
- Texas Administrative Code (TAC) Title 40, Part 1, Chapter 69, Contracted Services
- Government Code, Chapter 2155
- HHSC follows requirements specified in TAC Title 40, Part 1, Chapter 69, Contracted Services, when it procures contracts for family violence services. To access the TAC, go to http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=40&pt=1&ch=69.
- To access the Government Code, go to http://tlo2.tlc.state.tx.us/statutes/gv.toc.htm.
2210 New Contractors
- Family Violence Prevention and Services Act (FVPSA)
- HRC §51.0021
- For more information regarding new contractors, see the FVPSA at http://frwebgate.access.gpo.gov/cgi-bin/usc.cgi?ACTION=BROWSE&TITLE=42USCC110.
- HHSC will review all new contract applications and determine contract awards based on the:
- state of Texas plan for family violence services. The current state of Texas plan is called “Access to Safety, Justice and Opportunity” and can be accessed on the Texas Council on Family Violence (TCFV) website at www.tcfv.org.
- after a request for proposal (RFP) has been posted and closed, the
state Family Violence Program reviews all proposals and determines
contract awards based on the:
- ranking of the individual proposal compared to other proposals submitted;
- ability of the contractors to provide the mandated services; and
- availability of state and federal funds.
2220 Contract Renewal for Current Contractors
- HHSC will send contract renewal packets to each special nonresidential project at the end of the fiscal year to maintain provision of services.
- For more information about contract renewal requirements, go to the HHSC Family Violence Program contract, Article 3, Section 3.05(a)-(d) and Article 13, Section 13.07(a) and (b), including Amendment 1, Article III.
2230 Contract Approval Process
All required contract documents must be submitted by the contractor for HHSC approval by the prescribed due date. Upon execution of the contract documents, HHSC Family Violence Program staff will distribute an original executed contract to the contractor.
- The Family Violence Program is a program within HHSC that uses state and federal funds for special nonresidential project contracts. The contract period is 12 months, beginning and ending with the state fiscal year.
- Refer to the HHSC Family Violence Program contract, Article 3, Section 3.02.
- For more information about obtaining HHSC Family Violence Program funding, see the Family Violence Program website at www.hhsc.state.tx.us/programs/familyviolence/index.shtml.
2400 Contract Requirements
2410 Outcome Measures
- An outcome is a statement reflecting measurable changes brought about by program efforts.
- The Government Performance Results Act of 1993 requires state agencies
to have outcome measures for all their programs. In order to assess the
Family Violence Program's overall statewide performance in relation to
outcomes, HHSC implemented basic standardized outcomes starting in fiscal
year 2004. HHSC developed these outcomes in close collaboration with
TCFV staff and its Program Policy Committee and based them on a review
of current contractor outcomes and research on national family violence
- A sample survey is available for use by projects to obtain data for the standardized outcome measures. Contact the HHSC Family Violence Program to obtain a copy of the survey, which is available in English and Spanish.
- For more information regarding the Government Performance Results Act of 1993, go to www.whitehouse.gov/omb/mgmt-gpra/gplaw2m.html.
- In addition to the required outcomes, the project may develop and measure outcomes more specific to its program and community needs.
Though the project can collect outcome data by the method it determines is best, it is recommended that the project not link any of the information collected to identifiable resident, nonresident or program participant records.
2420 Contract Amendments
For more information about contract amendment requirements, see the HHSC Family Violence Program contract, Article 13, Section 13.07(b).
2430 Budget Revision
For more information about budget revisions requirements, see the HHSC Family Violence Program contract, Article 13, Section 13.07(j), including Amendment 1, III(H).
For more information about subcontract requirements, see the HHSC Family Violence Program contract, Article 13, Section 13.07(k).
2500 Monitoring System
2510 Internal Monitoring System
§379.901 Internal Monitoring System
State Family Violence Program staff may discuss the internal monitoring system with special nonresidential project contractor staff during monitoring visits.
- An internal monitoring system contains the plan of the organization and all of the coordinated methods and measures adopted by management to safeguard assets, ensure the accuracy and reliability of accounting data, quality of services and other information, and maintain adherence to prescribed policies.
- HHSC staff may discuss the project’s internal monitoring system with special nonresidential project staff during monitoring visits.
- As part of your internal monitoring system, HHSC requires that project staff have access to the HHSC Family Violence Program manual at all project locations. For more information about this requirement, see the HHSC Family Violence Program contract Article 13, Section 13.07(ff).
- One soft copy, available on CD, of the HHSC Family Violence Program Special Nonresidential Project Provider Manual will be provided to at all special nonresidential projects.
- The manual can also be accessed online at www.dads.state.tx.us/handbooks/fvsnppm/.
It is recommended that the internal monitoring system designate the:
- staff responsible for internal monitoring;
- process by which program, fiscal and administrative compliance will be reviewed;
- frequency of internal monitoring; and
- process for implementing corrective action as needed.
2520 Contract Monitoring and Evaluation
- For more information about contract monitoring and evaluation requirements, see the HHSC Family Violence Program contract, Article 13, Section 13.07(e)-(g).
- HHSC develops an annual monitoring plan and schedule based on a risk assessment of all HHSC-funded family violence contractors. Every HHSC contractor will be monitored during a biennium.
- HHSC Family Violence Program on-site monitoring includes assessing compliance with:
- the contract terms and conditions;
- the plan of operation, including analysis of projected outcomes;
- HHSC rules and required services, including a sample of client case records chosen from ITS records for the test month;
- relevant state and federal laws and regulations;
- the Office of Management and Budget Circular A-122. To reference the circulars, go to www.whitehouse.gov/omb/circulars_a122_2004/; and
- the Uniform Grant and Contract Management Standards (UGCMS). To reference the UGCMS, go to http://tlo2.tlc.state.tx.us/statutes/docs/GV/content/htm/gv.007.00.000783.00.htm.
- HHSC will send a written report of on-site monitoring visits to the special nonresidential project contractors within 20 business days that describes:
- findings, if any, from the monitoring visit; and
- corrective actions, required recommendations and/or other suggested recommendations, if any, to be taken by the project.
- In addition to monitoring visits, HHSC evaluates contractors’ compliance with reporting requirements and meeting deadlines on an ongoing basis.
- HHSC Family Violence Program staff receive training on the same family violence issues that are required by rule in the orientation and initial training for all project staff. See §379.1102, New Employee Orientation and Training, for more information about the required topics.
2530 Response to Monitoring Reports
- After the initial written response deadline of 30 days, follow-up responses from the project may be required. If the special nonresidential project contractor does not address all problems or findings by specified due dates identified by the HHSC Family Violence Program staff, fiscal sanctions may be imposed.
- For more information about the project’s requirements regarding responses to monitoring reports, see the HHSC Family Violence Program contract, Article 13, Section 13.07(g).
2600 Changes in Corporate Control
- HHSC defines change in corporate control as a transfer of a project from one nonprofit organization to another.
- For more information about what the project must do if it changes its corporate control, see the HHSC Family Violence Program contract, Article 13, Section 13.06(l).
2700 Contract Benefits
2710 Access to State Surplus Property
- Entities contracting with HHSC may be eligible to acquire state surplus property.
- Nonprofit organizations providing educational, health and human services assistance are automatically allowed to participate in the program. They are required to show proof of their tax-exempt status when they pick up the surplus property. A copy of a letter from the Internal Revenue Service indicating their non-profit status or a letter from the Texas Comptroller of Public Accounts granting tax-exempt status constitutes acceptable documentation.
- Certain for-profit and faith-based assistance organizations that have client service contracts or non-financial client service agreements, such as memorandums of understanding, with HHSC are eligible to participate in the Texas Surplus Property Program. Participation is dependent upon eligible entities having a valid certification letter from HHSC, and turning in a copy of that letter when they pick up the surplus property.
- Individuals, including sole proprietors, are excluded from participation.
- Form more information, contact the Texas Facilities Commission (TFC), which runs the Texas Surplus Property Program. Groups wanting information about the program, and/or how to receive lists of available surplus property, should contact the TFC surplus property coordinator at 512-463-3381, or by mail at:
Texas Facilities Commission
State Surplus Coordinator
P.O. Box 13047
Austin, TX 78711-3047