Division Policy 6.06

SUBJECT

Fiscal Policy and Procedure: Rate Setting for Purchased Goods and Services

EFFECTIVE DATE

1-1-2025

AMENDED

12-19-2024

RECISSIONS

This policy replaces:

EXPIRATION DATE 

This policy will be reviewed annually and updated as needed.

PURPOSE 

The Florida Department of Education, Division of Blind Services (DBS) is required to develop and maintain written policies, procedures, and internal controls governing rate methodologies as described in the Vocational Rehabilitation (VR) program-specific regulatory requirements in 34 CFR. §361.50(a) and (c).

AUTHORITY

Workforce Innovation and Opportunity Act (WIOA)
Sec. 7 – Definitions
Title I – Vocational Rehabilitation Services
Part A – General Provisions
Part B – Basic Vocational Rehabilitation Services

CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

2 CFR §200.403 Factors affecting allowability of costs
2 CFR §200.404 Reasonable costs
2 CFR §200.405 Allocable costs
2 CFR §200.302 Financial management

CFR Part 361 – State Vocational Rehabilitation Services Program

34 CFR §361.48 Scope of Vocational rehabilitation services for individuals with disabilities
34 CFR §361.49 Scope of vocational rehabilitation services for groups of individuals with disabilities
34 CFR §361.50 Written policies governing the provision of services for individuals with disabilities
34 CFR §361.53 Comparable services and benefits
34 CFR §361.54 Participation of individuals in cost of services based on financial need
34 CFR Part 397 Limitations on Use of Subminimum Wage

Chapter 413, Florida Statutes
413.014 Community rehabilitation programs

POLICY

This policy is applicable to goods and services purchased through the Blind Babies, Blind Children, Adult Independent Living, Older Blind, and all Vocational Rehabilitation and related services (i.e., Pre-Employment Transition, Transition, Supported Employment Services).

DBS purchases goods and services from Community Rehabilitation Programs, vendors, and other service providers to help address the individual needs of consumers. DBS utilizes a variety of methods in the procurement of goods and services that meet both Federal and State requirements while ensuring reasonableness of rates established. DBS will not place absolute dollar limits on specific service categories or on the total services provided to an individual per 34 CFR § 361.50.

Depending on the outcome of a required solicitation, DBS may establish rates for the procurement of goods and services through the following methods:

Rate-Setting Methodology Overview

DBS has authority under WIOA, the Federal VR Implementing Regulations at 34 CFR. § 361.50, to develop and implement flexible procurement policies and methods that facilitate the provision of services, and that afford individuals meaningful choices among the methods used to procure services.
The Bureau of Operations and Compliance will lead the review of the rate setting process. The Bureau Chief (or their designee), working in coordination with the Bureau of Client Services, will ensure that rates are reviewed annually. The Bureau of Client Services may make staff aware of rates or changes in rates in numerous ways, including but not limited to:

Summary of Services

The following is a summary of all procured rehabilitative services, established rates, and the methodologies used with rate setting.

Primary Contracts for Service

  1. Blind Babies Program (BB) - contracted training services that allow DBS to partner with community-based providers to provide early intervention services to children from birth through five years of age.
  2. Children’s Program (CP) - contracted training services that allow DBS to partner with community-based providers to provide service to children from the age of 6 through 13.
  3. Adult Program (IL-AP) - contracted training services that allow DBS to partner with community-based programs to provide rehabilitation instructional guidance that helps non-vocational clients under 55 years of age to acquire and maintain the skills/knowledge to maximize independence.
  4. Older Blind Program (IL-OB) - contracted training services that allow DBS to partner with community-based programs to provide rehabilitation instructional guidance that helps non-vocational clients age 55 years of age and older to acquire and maintain the skills/knowledge to maximize independence.
  5. Vocational Rehabilitation (VR) - contracted training and support services that allow DBS to partner with community-based programs to provide comprehensive Pre-Employment Transition Services (Pre-ETS), Transition Services (TS) and Vocational Rehabilitation (VR) services, including Supported Employment Services for additional training and support needed to enable blind and severely visually impaired persons to be successful in competitive, integrated employment settings.

Rates

DBS rates were established based on the findings of a study by San Diego State University. These historical documents and other applicable rate documents and are maintained in the T-Drive, Contracts Folder, located at: T:\CONTRACTS\Quality Assurance- Rates, Contract, Strategic, etc.

Rate Methodology

DBS uses an established baseline rate for all five program service contracts: AP, AT, BB, OB, VR, including Supported Employment Services (and other related services). This amount is then used as a multiplier against a per client service level expectation that each client shall receive approximately 36 hours annually in direct service instruction, or cumulative client deliverables per contract will total an average of 36 hours per client. Some clients may receive less than or greater than 36 hours based on individual needs. The results of this multiplier establish the per client rate for each contracted program.

Hourly rates include travel. Vendors will provide an invoice showing the number of hours door to door and stating how much of that time was designated to direct training. They are reimbursed at the state’s mileage rate of .445.

The total or base contract amount was established following recommendations based on the cost analysis conducted by the Public Consulting Group. The cost analysis is located at T:\CONTRACTS\Special Projects.

Rates may change based on periodic analysis, available funding, and the provider’s past performance.

Guidance for other services and purchases

Client Purchases

Client purchases involve the purchase of equipment, software, or other devices for the enhancement of functional capabilities of individuals who are blind or visually impaired. All client purchases must be tied to an individualized plan of employment - unless necessary to determine eligibility - and must be necessary for the individual to obtain, maintain, retain, or advance in employment. Such purchases may include, but are not limited to:

Purchases of $3,000.01 or more must be authorized. Authorizations that are $3,000.01 or more must be reviewed by the District Administrator and/or Supervisor to determine their priority before submitting to the State Office for review. District Administrators must determine which authorizations, with a cost of $3,000.01 or more, can be deferred by using priority rule 1 or 2.

Priority rule # 1 – purchases for goods and services that are needed within two weeks.
Priority rule # 2 – purchases for goods and services needed within 30 days.

District Administrators must ensure authorization requests are appropriate, adhere to policy, and are completely justifiable. The District Administrator, or their designee, must submit requests for approval to Authorizations.Over3000@dbs.fldoe.org.

DBS will determine approval within 2 business days of the request being received. Once approved, the District Administrator, or their designee, may sign into AWARE and pay (invoice) the authorization.

Verbal Authorizations

34 CFR 361.50 (e) Authorization of Services states that “The state unit must establish policies related to the timely authorization of services, including any conditions under which verbal authorization can be given”.

As a general practice, FDBS does not allow verbal authorization for services. For exceptional or unforeseen circumstances, such as natural disasters or medical emergencies regarding the eyes, services may be authorized verbally at or above the Program Administrator level as requested by the Assistant DA or District Administrator.

Assistive and Rehabilitation Technology

DBS will purchase computers and assistive technology (AT) consistent with a client’s IPE, when the purchase is necessary for the VR client’s success to prepare for, obtain, maintain or advance in employment. This includes the purchase of necessary assistive technology for VR clients who are actively engaged in DBS sponsored training programs. DBS can purchase AT prior to developing an IPE when the client is participating in a trial work experience to determine eligibility for the vocational rehabilitation program. Guidelines and procedures for these purchases are located at Purchase of Access and Rehabilitation Technology – Division Policy 6.07.

Maintenance

Maintenance is monetary support provided to an individual for expenses, such as food, shelter, and clothing, that are in excess of the normal expenses of the individual and that are necessitated by the individual ’s participation in an assessment for determining eligibility and vocational rehabilitation needs or the individual’s receipt of vocational rehabilitation services under an IPE. General policy and specific guidance are located at  Maintenance – Division Policy 6.12.

Relocation Expenses

Relocation expenses are costs incurred when a client must move because they have secured employment outside of their home area. Such expenses may include deposits for:

Procedures for Relocation Expenses are located at Relocation Expenses – Division Policy 6.13.

Reviewing and Updating Rates

DBS will complete a cost analysis every five years or more frequently as indicated by financial climates. DBS will take into consideration other factors that may necessitate deviating from identified rates such as:

The Bureau of Client Services (BCS), Bureau of Operations and Compliance, and the Director will review this policy before and after each contract renewal period. The Bureau of Operations and Compliance works with the BCS to allocate funds for contracted services that are reasonable and allowable per the Code of Federal Regulations using generally accepted accounting principles.

Original signed by Robert L. Doyle, III, Director, on 12/17/2025.

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