1.01Introduction and Program Description
The Department of Health and Social Services (DHSS/Department), Office of Children's Services (OCS/Division), is requesting proposals from eligible applicants to provide Strong and Caring Family Circles of Support services for the State of Alaska in FY2016 thru FY2018. Program Services are authorized under 7 AAC 78 Grant Programs and AS 47.10 Children in Need of Aid; AS 47.17 Child Protection; AS 47.05.010 Administration. Access State of Alaska statutes and regulations at http://www.law.state.ak.us/doclibrary/doclib.html or through the contact person listed on the cover page of this RFP.
Strong and Caring Family Circles of Support services are community-based intensive preventative or post-placement services designed to promote safety and well being. Services are targeted to families who have a child or children with significant behavioral concerns which could result in placement outside the home as well as potential difficulties or significant concerns related to the functioning of the family and care and safety of the children.
1.02Program Goals and Anticipated Outcomes
The Strong and Caring Family Circles of Support program aligns with two DHSS priorities: Priority One - Health and Wellness Across the Lifespan and Priority Three - Safe and Responsible Individuals, Families and Communities. SCFCS services align with the department's core services to provide quality of life in a safe living environment for Alaskans and the core service to strengthen Alaska Families. More information about the DHSS priorities can be found at http://dhss.alaska.gov/Documents/Publications/priorities.PDF
Proposed projects must meet or exceed anticipated minimums described in this Request for Proposals (RFP).
PROGRAM GOALS The goal of this program is to provide Strong and Caring Family Circles of Support services (SCFCS) to families with children who have behavioral health needs to decrease the likelihood that those children will be placed in an out-of-home setting and increase stability for children returning home from an out-of-home setting.
ANTICIPATED OUTCOMES Services provided through this grant will result in measurable outcomes. These are changes that occur or differences made for individuals, groups, families, organizations, or communities during or after receiving Strong and Caring Family Circles of Support services. (SCFCS)
Programs are expected to produce a progression of outcomes beginning with short term outcomes (engagement and learning), that lead to intermediate outcomes (behavior change), which eventually result in long term outcomes (population wide impact such as reduced risk and children who remain safely in their homes.)
OCS has determined specific outcomes linked to this funding.
- Improved Family Functioning
- Improved Family/Child Protective Capacities
- Increased Supports for Families
- Reduced need for Out-of-Home Placements
- Increased stability for children returning home from an out-of-home placement
Strengthening Families Protective Factors Framework
Certain protective factors have been identified to reduce risks, build family capacity and foster resilience. It is the role of the community-based programs to work with families to increase their protective factors to reduce the occurrence of child abuse and neglect. By understanding risk and protective factors for children, families, and communities, programs will be better equipped to enhance protective factors and minimize risk factors for children and families. Five Protective Factors are the foundation of the Strengthening Families Approach:
- Parental resilience.
- Social connections.
- Concrete support in times of need.
- Knowledge of parenting and child development.
- Social and emotional competence of children.
Research studies support the common-sense notion that when these Protective Factors are well established in a family, the likelihood of child abuse and neglect is diminished. These Protective Factors are also “promotive” factors that build family strengths and a family environment that promotes optimal child and youth development.
Service delivery should aim to increase the protective factors of families. The proposal and required Logic Model must demonstrate a thorough understanding of the grant program goals and outcomes in the development and presentation of their project goals. Project goals must be be achievable, measurable, and compatible with program goals.
A sample of the required Logic Model Instructions and Evaluation Plan is attached to this document. See requirement #6 in subsection 4.04.
1.03Program Services/Activities
Proposals must include a description of proposed activities that support the goals and outcomes to be employed in the project. Proposed activities must be well developed, reasonable and support program intent.
The successful applicant will be responsible for providing the following core services:
- Service Coordination
- Ongoing Assessment
- Developing Family Support Teams
- Parent Education and Support
- Transportation Services
In order to ensure success for children at risk of an out-of-home placement or being treated in an out-of-home setting, services will involve families and work to enhance their ability to respond to the complex needs of their children. Aftercare services may be provided to support the family and increase their ability to provide a stable, safe and nurturing environment.
Proposals must outline how each of these services will be provided.
Service Coordination: Service coordination is an active, ongoing process that involves assisting families by helping them identify the array of services they are already engaged in, compiling information about those services, and facilitating access to services needed but not yet utilized. Applicants must to work with individual family members to coordinate and actively support involvement in early childhood services, medical services, education/employment and behavioral health services as needed. Each member of the family should be considered when coordinating services.
Ongoing Family Assessments: Assessment is to be an ongoing process through the duration of service delivery. Assessment should look at progress and client achievement, as well as account for changes in family circumstances and need. Applicants must describe how frequently assessments will be done, the tool(s) used, and how it will inform services. Proposals must outline the intake process including a needs and service inventory.
Developing Family Support Teams: In some cases, families lose their connection to their supports through their families or through the community, often due to abuse, violence, stress, or addiction. Part of the job of SCFCS services is to help families recover and again learn to access their own or the community's informal resources. A primary focus of these services is the development of support systems for individual families with children at risk of out-of-home placement.
Families receiving services will be offered assistance to identify both formal and informal natural supports as resources, and to coordinate these supports. The successful applicant will develop partnerships among families, neighbors, community members and leaders, and public agencies that nurture and safeguard children and other family members. This approach builds on the strengths of the family by working as equal partners with community and natural supports to make decisions and develop plans that protect and nurture their children and support the needs of the family.
This approach to service delivery inherently fosters cooperation, collaboration, and communication between professionals and families. Applicants must propose a family conferencing model that includes the identification, coordination and facilitation of family teams to support referred families. While several variations of the model are available, applicants should clearly outline in their proposal the process to be implemented. (Examples include but are not limited to Family Group Conferencing, Family Team Conferencing, Family Team Wraparound, etc). If employee training is needed to implement this component, funds must be allocated and outlined in the proposed budget.
Parent Education and Support: The purpose of the parent education component is to allow families to learn parenting techniques and gain skills that help to increase parental capacity by providing hands-on education to caregivers in a home environment. Parent support groups have also been identified as an evidence-based practice for parents to gain both support and education, and to have long range positive effects in family wellness. Include a clear outline of the curricula and/or model chosen.
For agency-based parenting groups/classes to be funded through this program, there must be a coaching/mentoring element to the proposed curricula or model. As well as parenting training, a family centered approach recognizes the usefulness of a broader range of subjects-- which may include financial literacy; leadership skills; goal setting; self-esteem; stress reduction; systems navigation; tradition and cultural practices; and other skill-builders that promote resilience. Include an outline of any curricula used with the proposal.
Transportation Services: Applicants must be able to provide transportation for parents and children to service activities. One option is by facilitating access to public transportation through taxi vouchers, community shuttle services and/or bus tokens. It is preferred that the applicant has a company vehicle that is dedicated to this program and can provide transportation directly to clients. Proposals may include costs for leasing a vehicle for program activities. Applicants requesting funds to lease a vehicle to support program activities should include an estimate of the annual costs for leasing a vehicle and explore multiple leasing options. No funds for leasing a vehicle shared agency-wide or for vehicle purchase will be approved.
For applicants offering both options for client transportation, provide a specific cost breakdown in the submitted budget narrative. Applicants who are able to provide direct transportation to clients will receive a higher score during the proposal evaluation process than those who will provide access to public transportation.
Proposals must address the following elements of provision of services:
Program Philosophy: Services delivered through the Strong and Caring Circles of Support program are anchored around the philosophy that services will be:
- Individualized and strength-based;
- Demonstrative of cultural humility;
- Trauma informed.
Applicants must describe how providers of the proposed services will ensure adherence to these philosophies through provision of services. Any training or professional development provided should also be outlined.
Time Intensive Services: To adequately meet the needs of the priority population served by this RFP, the majority of staff time must be spent coordinating services and identifying the community resources available and/or accessed by families. Each proposal must offer a minimum of 50% direct coordination of services provided under the grant. This focus will ensure all families are effectively linked to the right team throughout the Family Team Development process.
Availability and Flexibility: Applicants must explain how they will demonstrate flexibility and the ability to provide services when they are most convenient for the family. If your agency has a crisis line or works extended hours, this information should be in your proposal.
Referral and Initial Intake: Referrals for this program may come from the Office of Children’s Services (OCS) or from other services, such as Juvenile Justice, children's behavioral health agencies, schools or early education programs; disability services; medical services; other community agencies; or they may self-refer . Provide an explanation and examples of how the agency will provide outreach and marketing of their services to the community.
Documentation: Proposals must describe how providers will document activities related to all service planning, provision and coordination; standards, requirements and assessment including the relevant releases, assessments, referral and service plan documents.
Back-up: Agencies are cautioned that referral refusal (or breaks in service for on-going clients), based solely on no available employee backup coverage may be considered a violation of terms or conditions of this grant and may lead to a reduction in the grant award or possible termination of the grant.
1.04Program Evaluation Requirements and Reporting
Logic Model Development: As part of the logic model submitted with this proposal, the applicant must submit an evaluation plan that demonstrates understanding of program goals and outcomes in development and presentation. The Logic Model must include goal(s), outcomes, outputs, resources and activities applicable to the proposed project and compliant with program intent. The applicant’s evaluation plan must include indicators and data gathering strategies that will be used to evaluate the progress of the grant project toward achieving the program goals and desired outcomes. Valuable information and guidance on how to measure progress related to outcomes can be found at the Child Welfare Information Gateway in their logic model builder. Visit https://toolkit.childwelfare.gov/toolkit/home.do for more information.
Quality Assurance: Applicants must outline a structure to ensure quality programs and staff, as part of your evaluation plan. Quality Assurance refers to the systematic evaluation activities implemented so that quality requirements for a product or service are designated and monitored. It is the systematic measurement and monitoring of processes with an associated feedback loop that helps to decrease errors and increase effectiveness
Timeline: Applicants must also include a timeline for activities as an attachment to their proposal. The proposed timeline for project implementation must be both reasonable and compliant with grant program timelines. The timeline should contain a detailed plan of services for the first year of grant, as well as a brief outline of subsequent years if funded.
Grant Reporting
Required reporting for this grant will include:
1) Cumulative Fiscal Report (overall grant and match expenditures are reported quarterly by budget line item);
2) Program Reports in the format prescribed by the grantor;
3) FFATA: If funding for this program includes federal funds with reporting requirements that include those imposed under the Federal Funding Accountability and Transparency Act (FFATA). Federal reporting requirements are not limited to prime awardees (such as the State) but include awards with federal funds that the State grants out (sub awardee).
Results Based Accountability Framework
Grant programs will be required to align with the department’s priorities and core services. Utilizing a results-based management/budgeting framework, grantees will use performance measures to evaluate progress in order to meet meaningful outcomes and initiate data collection and reporting consistent with department priorities. Below are the Department Priorities, Core Services, Objectives, and Effective and Efficiency Performance Measures for this program.
Department Priorities
- 1 Health & Wellness Across the Life Span
- 3 Safe & Responsible Individuals, Families & Communities
Department Core Services
- 1.2 Provide Quality of Life in a Safe Living Environment for Alaskans
- 3.2 Protect Vulnerable Alaskans
Department Core Objectives- 1.2.1 Improve the Safety of Children Receiving Department Services
- 3.2.1 Decrease the Rate of Maltreatment in Children
Division Core ServicePerformance Measures- 1.2.1a Effectiveness: Percentage of families demonstrating enhanced protective capacity.
- 1.2.1b Efficiency: Cost per family served.
- 1.2.1c Effectiveness: Percentage of children who remain in their home.
- 3.2.1a Effectiveness: Percentage of children with no substantiated reports of maltreatment.
- 3.2.1b Efficiency: Percentage of direct contact hours received.
These measures may be included in the logic model indicators.
1.05Target Population and Service Area
Proposals must clearly describe the population targeted by the project, including the area or communities that will be served. Proposals will be evaluated for compatibility with the intended target population identified in this document.
Target Population: Strong and Caring Family Circles of Support services are pre- or post-placement preventative services targeted to families within a community who have a child or children with significant behavioral issues as well as potential difficulties and concerns related to the functioning of the family and care and safety of the children
Service Areas and Communities: Potential service areas and communities addressed by this solicitation are statewide. Each proposal must indicate the area where services will be delivered and provide a brief summary of the current demographics of the service area. Proposals must also outline any characteristics unique to the service area and address possible barriers to service delivery or client access to services.
1.06Program Funding
Funds available for this program are anticipated to total $200,000 in General Funds each year for a total of $600,000 over a three year duration. The intent is to fund projects statewide. Individual grants may not be less than $50,000 and may not exceed $100,000.
Match Requirements: The budget must include matching funds to equal no less than 15% of the proposed project. To calculate proper match use the following formula.
Total Grant Award Amount x Percentage of Match = Total Proposed Match
Restrictions to allowable matching funds are as follows:
1) Federal grant funds may not be used to match federal funds awarded through this grant program.
2) State grant funds may not be used to match funds awarded through this grant program.
3) Grant Income, Medicaid, and other third party receipts may be used as a match.
4) Local match may include in-kind contributions from volunteers, as well as donations of supplies, equipment, and space, and other items of value for which the applicant does not incur a cost.
5) Local cash match may include local tax receipts, municipal revenue sharing, cash donations, and other local sources of cash receipts.)
Proposed Budget: The proposal must contain both a detailed and narrative budget for the first fiscal year of the grant, including any required match, which is fully compliant with the limitations described in 7 AAC 78.160 (Costs), and supports program staffing and service delivery requirements stated in this RFP. The GEMS portal provides applicants instructions and the ability to enter budget details and narrative for the project budget. More detailed instructions can be accessed in the DHSS Budget Guidelines available online at https://gems.dhss.alaska.gov/Home/Documents.
Successful applicants will be required to participate in the statewide grantee meeting in Anchorage, with date to be announced. Applicants needing to travel to Anchorage must budget travel costs (airfare/mileage, hotel, per diem) for up to two program staff participants and a recipient of services to attend this 3-day event. Budget must include funding for this trip in the travel section.
Indirect Costs: If the proposed budget includes indirect costs, 7 AAC 78.160(p) requires a copy of the agency’s current federally approved Indirect Cost Rate Agreement. Agencies with current DHSS grant agreements can review the Indirect Cost Rate Agreement information in GEMS. Agencies without current grant agreements with the Department must upload a copy of the Indirect Cost Rate Agreement in the "Agency Administration" tab of the GEMS portal. Help instructions are available in the portal to upload and review such documents.
Grant Income: Applicants providing Medicaid reimbursable services must also have a Medicaid Provider Number, or apply to obtain one, and seek Medicaid reimbursement for all eligible services.
In the applicant’s proposed budget, both anticipated receipts and expenditures for all grant income must be clearly evident in both the detailed and narrative budgets and actual receipts and expenditures must be reported on a quarterly basis.