For the definition of Program, see the Program Help Page.

1. Click the lookup icon to the right of the field.
2. Search for the desired program in the list or using the search field.
3. Click within the box to the left of the Program (a check mark will appear).
4. Click OK at the bottom right of the window.

The state of Alaska’s Fiscal Year extends from July 1st through June 30th of the following calendar year.

1. Click within the field to activate the drop down menu.
2. Select the relevant Fiscal Year.

For definition see Grant Procurement Authorization (GPA) Help Page.

1. Click the look up icon to the right of the field.
2. Highlight the GPA.
3. Click OK at the bottom of the window.

On the Solicitation's Information form this field is located under Posting Configuration and used to identify the maximum number of points available when the solicitation is evaluated. This field will automatically calculate based upon the questions provided within the solicitation. 

The date the proposals need to be turned into DHSS.

1. Click within the Proposal Due Date field.
2. Enter the date using the appropriate format (MM/DD/YYYY) or select the Calendar icon to the right of the field and select the date from the calendar pop-up.

On the Solicitation's Information form this field is used to identify the beginning date of the award period. The field will default to the first day of the fiscal year and can be modified.

1. Click within the Effective Date field.
2. Enter the date using the appropriate format (MM/DD/YYYY) or select the Calendar icon to the right of the field and select the date from the calendar pop-up.

On the Solicitation's Information form this field is used to identify the ending date of the award period. The field will default to the last day of the fiscal year and can be modified.

1. Click within the End Date field.
2. Enter the date using the appropriate format (MM/DD/YYYY) or select the Calendar icon to the right of the field and select the date from the calendar pop-up.

This field is used to provide a high level summary of the Solicitation in 1-3 sentences. This summary will appear on the State of Alaska's Online Public Notice website once the Solicitation is posted.

1. Click within the Executive Summary field.
2. Type the 1-3 sentence summary into the field.

On the Solicitation's Information form this field is located under Posting Configuration and used to identify the Response Approval Process Template that is being used for the Solicitation.

• This field is hidden on the form and will automatically populate when the Solicitation is created.

This field is used to identify area/regions to be served, and to specify any designated allocation of resources by location (community or region) or by type of location(s) i.e. rural vs. urban, limitations by community size, etc.  

1. Click within the Locations Served field.
2. Input the locations that will be served into the field.

On the Solicitation's Information form this field is located under Posting Configuration and used to identify if potential applicants are required to submit notice of their intent to apply. Click the box next to the Request Notice of Intent to Apply field to add or remove the check mark. 

The method of procurement identifies the type of solicitation the department intends to use to seek providers of program services. The following are Methods of Procurement:

• Request for Proposal (RFP) - 7 AAC 78.040(a)
  • A competitive RFP is essential when eligibility requirements do not limit competition.
  • Competition provides for the greatest number of qualified applicants to propose projects. In turn, DHSS can award projects proposing the highest quality of services at the most reasonable cost.
• Request for Letters of Interest (RFLOI) - 7 AAC 78.095(c) & (d)
  • An RFLOI is used to gauge the level of competition to provide services, particularly when the level is believed to be very limited or nonexistent.
  • The level of competition may be reduced for limited interest, necessary infrastructure, or eligibility qualifications.
  • Once conducted, an RFLOI can result in issuance of a competitive or waiver of competitive solicitation, or direct negotiations with the responding, qualified agency or agencies.
  • Following an RFLOI, or under a waiver of competition, a non-competitive request for proposals (NC-RFP), can be utilized. The NC-RFP serves to provide the program expectations to be met by the proposed projects.
• Request for Letters of Interest and Application - 7 AAC 78.095(f)
• Waiver of Competitive Solicitation (NC-RFP) – 7 AAC 78.095(a)
  • A Waiver of Competition can be requested only if one or more of the following can be demonstrated:
    • The only potential applicants for a particular grant are political subdivision of the state or other state agencies.
    • only a single potential grantee or limited number of potential grantees have the knowledge, capability, or expertise necessary to accomplish the goals of the grant project.
    • only a single potential grantee or limited number of potential grantees can meet the goals of the grant project more satisfactorily than any other potential grantee.
    • an imminent threat exists to public health, welfare, or safety, and an emergency grant award can be made by reasonable means; any finding under this paragraph will be based on a written determination by the department that sets out the facts justifying the emergency.
• Provider Agreement - 7 AAC 81
  • As a method of procurement, Provider Agreements allow for grant services to individuals qualifying under program eligibility criteria but who are ineligible for Medicaid, or for defined services not covered by Medicaid or another third party payer such as private insurance. Provider Agreements must require third party billing for services where applicable and repayment of grant funds for services that have been reimbursed by a third party.
  • Prior to utilizing Provider Agreements as the method of procurement:
    • You must have an established method and amount of authorized payment under 7 AAC 81.040(a)(3), that is based on:
      • an individualized service plan;
      • a schedule of program specific fees Fee for Service); or
      • a periodic rate per individual.
    • The program must have established criteria to determine eligible individuals.
    • The program must have established criteria to determine qualified providers; and
    • You must determine, in compliance with 7 AAC 81.080, whether individuals determined to be eligible may self-select a qualified provider, or whether the department will refer specific individuals to providers and, if referral is required, a fair and equitable methodology for how referrals will be made must be established.
    • Providers must have an agreement in place with the department before any costs are incurred on behalf of a recipient.

On the Solicitation's Information form this field is located under Posting Configuration and used to identify if the posting for the Solicitation will be targeted to a specific agency or public. 

• Targeted would be selected if the solicitation is waivered or a continuation. 
• Public would be selected for competitive Request for Proposals (RFP), Request for Letters of Interest (RFLOI), Request for Letters of Interest and Application, or Provider Agreements.

1. Click within the Type of Posting field to activate the drop down menu.
2. Select the relevant type of posting from the list.

On the Solicitation form this field is located under the Posting Configuration and will only appear if the type of posting selected is Targeted. The Target source identifies whether the potential applicant information will come from an award recommendation or an agency list. 

1. Click within the Target Source field to activate the drop down menu.
2. Select the relevant source from the list.

On the Solicitation's Information form this grid is located under Posting Configuration and is used to identify the Agency or Agencies for whom the solicitation is targeted.

Add an Agency

1. Click within the Intended Recipients sub grid to activate the ribbon.
2. Click Add Existing Agency on the Ribbon.
3. Highlight the Agency to be added.
4. Click OK at the bottom of the window. 

Remove an Agency

1. Highlight the Agency in the sub grid.
2. Click Delete (black X icon) on the ribbon.
3. In the confirmation window OK.

On the Solicitation's Information form this grid is located under Posting Configuration and used to identify the Agencies this solicitation is being targeted to. 

• This grid will only be available when the Type of Posting is Targeted and the Target Source is Award Recommendation. 
• The grid will automatically populate with the Agencies that are available for this recommendation (those that were awarded the previous Fiscal Year). 

Add an Agency

1. Click within the last row of the grid.
2. Click within the Agency column and click the lookup icon.
3. Highlight the Agency to be added and click OK.
4. Click within the Prior Award # column and click the lookup icon.
5. Click within the Rec. Award column.
6. Enter the award received as a dollar amount.

Edit an Agency

1. Click the drop down to the left of the row and select Details, the Award Recommendation form will open in a new window.
2. Make the necessary changes to the Award form.
3. Click Save and Close on the ribbon.

On the Solicitation's Contents form the table of contents lists the titles of the sections and subsections in the order in which they appear. The titles appear in blue font and it is possible to navigate to each section or subsection by clicking on the title.

1. To edit a section, subsection or question click the Edit link to the right of the item. 
2. This will display the item in a separate window for editing. 

Important:

For information on editing these entities, see the help page relating to the entity you are attempting to edit. 

Attached files can be either attachments or documents templates related to the entity. 

1. Click within the sub grid to activate the ribbon.
2. Click the option to Add on the ribbon.
3. Highlight the item to be added and click OK at the bottom of the window. 
4. To remove an item from the sub grid, highlight the item by clicking the box to the left of the item, click Delete (black X icon) on the ribbon and click OK in the confirmation window.

On the Contents form for Solicitation, the Amendments grid will list out the Amendments that have been created for the Solicitation. To apply an Amendment to a Solicitation see the Solicitation - Amendment Help Page.

A response by a vendor to the solicitation.

• On the Evaluation form for Solicitation, the Responses grid will list out the responses that have been received.
• This grid is not editable.

The PEC Meeting Date is the date upon which the Proposal Evaluation Committee will meet to review and evaluate the responsive proposals to the Solicitation.

1. Click within the PEC Meeting Date field.
2. Enter the date using the appropriate format (MM/DD/YYYY) or select the Calendar icon to the right of the field and select the date from the calendar pop-up.

On the Evaluation form for Solicitation, this grid is used to list the Internal Evaluators (Users) that will be evaluating the responsive proposals.

Add an Evaluator

1. Click within the sub grid to activate the ribbon.
2. Click Add Existing User on the ribbon.
3. Highlight the user to be added and click OK at the bottom of the window. 

Remove an Evaluator

1. Highlight the User by clicking the box to the left of the User in the sub grid.
2. Click Delete (black X icon) on the ribbon.
3. Click OK in the confirmation window.

On the Evaluation form for Solicitation, this grid is used to list the External Evaluators (Contacts) that will be evaluating the responsive proposals.

Add an Evaluator

1. Click within the sub grid to activate the ribbon.
2. Click Add Existing Contact on the ribbon.
3. Highlight the contact to be added and click OK at the bottom of the window. 

Remove an Evaluator

1. Highlight the Contactby clicking the box to the left of the Contact in the sub grid.
2. Click Delete (black X icon) on the ribbon.
3. Click OK in the confirmation window.

The Non-Conflict of Interest Statement is a declaration by a Proposal Evaluation Committee (PEC) member that they do not have a conflict of interest that will unduly influence their review and recommendations.

• On the Evaluator form of the Solicitation record, there is a list of all Non-Conflict of Interest Statements provided by the current user in relation to the Solicitation.
• On the Evaluation form of the Solicitation record there is a sub grid that will display all Non-Conflict of Interest Statements provided in relation to the Solicitation. 
• One Non-Conflict of Interest Statements will be created for each person listed in the Internal and External Evaluators sub grids when the Solicitation is moved into a Status of Evaluating.  
• While in the Status of Evaluating, any new evaluator added to the Internal or External Evaluator sub grids will automatically have a Non-Conflict of Interest Statement created for them. 

This field is used to identify the location of the Proposal Evaluation Committee meeting.

1. Click within the PEC Meeting Location field.
2. Type the name of the location the meeting is to be held.

The PEC Training Date is the date upon which the members of the evaluation committee will meet to receive training on the evaluation process.

1. Click within the PEC Training Date field.
2. Enter the date using the appropriate format (MM/DD/YYYY) or select the Calendar icon to the right of the field and select the date from the calendar pop-up.

This field is used to identify the location where the Proposal Evaluation Committee will meet to receive training on the evaluation process.

1. Click within the PEC Training Location field
2. Type the location of the training into the field.

On the Evaluator form for Solicitation this grid is used to list the current Evaluations for the Solicitation. This grid will populate based upon Evaluations that have been completed and it cannot be edited directly.

A Solicitation exists in one of two states: Active or Inactive.

GEMS associates a status reason, or status, with the Solicitation.  The following are the status reasons:

• Draft - The solicitation is being created.
• Pending Approval - An approval process has been started.
• Approved - The solicitation has been approved.
• Posted - The solicitation has been posted.
• Closed - The solicitation has been closed.
• Evaluating - The solicitation is currently being evaluated.
• Complete - The solicitation process is complete.

The Solicitation Report is a printable version of the posted solicitation.

1. Click Run Report on the ribbon.
2. Select Solicitation from the drop down menu, the report will run in a new window.

This feature provides allows a user to check in/out an item while co-authoring.  This ensures that users are able to edit when collaborating on a project without overlap or confusion. The ability to check in/out is not available on all entities

1. Click the Check In or Check Out buttons on the ribbon. The notification bar at the top of the window will notify you if someone, including yourself, have checked out the item. 

Important:

A check out can be removed by the user it is checked out to as well as GA and GA III's.