1.01Introduction and Program Description

The Department of Health and Social Services (DHSS or Department), Division of Behavioral Health, is requesting proposals from eligible applicants to provide Supported Employment services for the State of Alaska for FY2023. Program Services are authorized under 7 AAC 78 Grant Programs. Additional governing statutes are AS 47.30.520-620 Community Mental Health Services Act. State of Alaska statutes and regulations are accessible at Department of Law Document Library or through the contact person identified on the cover page of this Request for Proposals (RFP).

Effective April 4th, 2022, the US Federal Government transitioned from the Dun & Bradstreet Data Universal Numbering System (DUNS) number to a System for Award Management (SAM) generated Unique Entity Identifier (UEI) alpha-number value for federal awards management. All grantees receiving awards with federal funds are required to have a UEI. More information regarding this transition can be found on the U.S. General Services Administration webpage. 

The Grants Electronic Management System (GEMS) has been updated to include fields for both the DUNS nine-digit number and the UEI twelve-digit alpha-numeric value under the General section of the Agency Administration tab. An Agency Power User must confirm the current DUNS number is listed in GEMS and is responsible for adding the UEI once one has been assigned. The DUNS number will continue to be displayed in GEMS until further notice. If an agency is new and does not have a DUNS number, the requirement for a DUNS number will be waived and only the UEI will be necessary. 

The purpose of the Supported Employment program is to improve access to supported employment across the state for adults 18 years or older with serious mental illness, including persons with substance use disorders and co-occurring mental health and substance use disorders. It also includes adolescents (ages 16-18) with severe emotional disturbance (SED). The Individual Placement and Support (IPS) model will be used to increase employment across the state. The IPS model includes supported education as well. Proposals must include either supported employment, supported education, or both. Training and Technical Assistance for the IPS model will be provided by DBH.

The IPS Employment Model utilizes Behavioral Health Care Providers and Employment Specialists to provide continuous support that enables the consumer to find employment matching their strengths, interests, and preferences. IPS is based on principles that provide guidance for agencies offering this service. 

These principles are:

1. Competitive employment is the goal
2. IPS supported employment is integrated with treatment
3. Zero exclusion: Eligibility is based on client choice
4. Attention to client preferences
5. Benefits counseling is important
6. Rapid job search
7. Systematic job development
8. Time-unlimited support

Supported Education is developmentally appropriate for adolescents and young adults. Some middle aged and older adults are also interested in school or vocational training. Education attainment predicts employment rate among people with behavioral health illness. Lifetime earnings are strongly associated with educational attainment in the general population. The Practice Principles of Supported Education are similar to the IPS principles.

These practice principles are:

1. Zero exclusion for eligibility
2. Focus on mainstream education and job training programs
3. Supported education services are integrated into a single program
4. The Employment Specialist helps people access information about the financial impact of their career plans
5. Rapid engagement and expeditious enrollment in educational programs
6. Employment Specialists build partnerships with school and training program staff
7. Education supports are continuous
8. IPS supported education is individualized

This program operates in an integrated, competitive setting, enabling individuals to live, work and receive services in the larger community to the fullest extent possible. Supported employment and education's philosophy presupposes individuals with behavioral health disabilities are capable of earning competitive pay and benefits in the community with ongoing, individualized supports and services as needed. 

Consumers have no eligibility requirements; instead, the individual's preference, strengths, and experiences are taken into account when exploring career opportunities. Similarly, there are no requirements for completing extensive pre-employment assessments and training or intermediate work experiences. The Employment Specialist spends the majority of the time assisting the job seeker with locating employment and coordinating employment plans without treatment teams: case manager, clinician, psychiatrist, consumer and others. Personalized benefits counseling must be offered to every consumer, to help them understand how benefits such as Social Security and Medicaid are affected by working. If the consumer is interested in supported education the Employment Specialist will develop a study schedule with the student, devise a system to track dates for tests and assignments, help students use good study skills, encourage students to attend school and graduate, provide supports for difficult social situations at school, and help students obtain summer jobs or part-time jobs during the school year.

1.02Program Goals and Anticipated Outcomes

The proposed project must demonstrate a thorough understanding and support of the grant program goals and outcomes anticipated by the Department.

The goals of supported employment are:

1. Individuals are working in competitive, integrated community-based employment settings, which may include self-employment.
2. Individuals are earning at least minimum wage and are earning the wage that other receive performing the same work.
3. Individuals are working in a position that is based on their interest.
4. Individuals are working in an integrated employment setting or employment in a job not reserved exclusively for people with disabilities.
5. Increased independent living and community/social skills.
6. Enhanced self-advocacy skills and training.
7. Increased access to natural supports.

The goals of supported education are:

1. Individuals are enrolled in mainstream education and job training programs that are open to all community members.
2. Individuals earn degrees or certificates for successful completion of coursework.
3. Enrollment is based upon education programs that are related to prior educational achievement and knowledge, not disability status.
4. Individuals pursue educational opportunities in order to obtain jobs that pay living wages.
5. Individuals learn how to access financial assistance.
6. Increased access to natural supports.

The expected outcomes of the program are:

1. Increase the number of individuals who obtain and retain employment. 
2. Increase the number of individuals who further their education (e.g. complete high school or go to college).

Projects must meet or exceed anticipated minimum outcomes described in this RFP.

1.03Program Services/Activities

Applicants will upload a timeline for the initiation of services and project activities that reflect the goals and anticipated outcomes in section 1.02. The timeline must specify a project start date of July 1, 2022, with service delivery beginning no later than August 1, 2022. 

Applicant proposals must describe the ways in which the project aligns with program intent. The submitted project proposal will identify agency resources available to the project; describe project activities; and clearly state the project’s anticipated goals, outputs, and outcomes.

Applicants agree to comply with the following additional program requirements and service standards. 

1. Services must be provided using the IPS model. This is demonstrated by using the IPS model Fidelity Scale for guidance, (Attachment #1).
2. The staff must be working in collaboration with the Department of Labor Job Centers, Division of Vocational Rehabilitation (DVR) and/or Tribal Vocational Rehabilitation (TVR) for those consumers who meet TVR criteria (see section 2.04 for further requirements);
3. An individualized service plan must be developed for consumers by the Employment Specialist and will be based on the individual's informed choices;
4. The staff ensures the individual is actively involved in the job-seeking or supported education process. This includes the delivery of all relevant information and the provision of support to the consumer so that they are able to make a choice;
5. The staff must provide ongoing support (no time limits) focused on the individual needs of the employer; and
6. The staff must seek permission from the consumer to include family and friends in the supported employment process. If permission is given family and friends must be included.

Successful grantees will adhere to the standards contained in Service Type 8 in Attachment #2- DBH Grant Program Standards. All applicants must include an affirmation that your agency will comply with these standards.

1.04Program Evaluation Requirements and Reporting

Results Based Budgeting Framework

Results based budgeting provides a framework in which allocated resources support, and are justified by, a set of outputs and expected results. Within this framework, actual performance and achieved outcomes are measured by objective performance measures.

Projects are required to align with program objectives expressing Department priorities and core services. Projects will use performance measures to evaluate progress toward meaningful outcomes, and to initiate data collection and reporting consistent with Department priorities.

The Department Priorities, Core Services, Objectives, and Performance Measures of Effectiveness and Efficiency for this program are:

Department Priorities

• 1 Health & Wellness Across the Life Span

Department Core Services

• 1.1 Protect and Promote the Health of Alaskans

Department Objectives

• Improve the Health Status of Alaskans

Performance Measures

1. Efficiency Measure- Cost per unduplicated client

Data Collection- total amount of grant expenditures divided by total number of unduplicated program participants per fiscal year 

Collection Method- Quarterly Reports

2. Effectiveness Measure- Percent of individuals receiving employment services who become employed

Data Collection- total number of unduplicated individuals receiving employment services who become employed divided by total number of unduplicated individuals receiving employment services

Collection Method- Quarterly Reports

3. Effectiveness Measure- Percent of individuals receiving education services who obtain a certificate or degree

Data Collection- total number of unduplicated individuals receiving education services who obtain a certificate or degree divided by total number of unduplicated individuals receiving education services.

Collection Method- Quarterly Reports

The applicant's proposed evaluation plan will incorporate the performance measures of effectiveness and efficiency identified above. Applicants can propose additional performance measures for evaluating the project’s progress in achieving results supportive of program goals and outcomes. The applicant's evaluation plan must include indicators and data gathering strategies that will be used.

Grant Reporting

Required reporting will include:

1. Cumulative Fiscal Reports recording overall grant and match expenditures by budget line; and
2. Program Reports in the format prescribed by the program.

1.05Target Population and Service Area

Applicants 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 program’s intended target population identified in this solicitation.

Target Population: The target population for the solicited services is adults 18 years or older with serious mental illness, including persons with substance use disorders and co-occurring mental health and substance use disorders. It also includes adolescents (ages 16-18) with severe emotional disturbance (SED). 

Service Areas and Communities: Statewide.

1.06Program Funding

Funds available for this program are for 2 awards. Estimated funding for FY23 is anticipated to total $241,695.58, GF/MH. 

Match Requirement: The budget must include matching funds equal to 25.00% of the proposed DHSS funds. Calculate required match with the following formula.

Total Requested Grant Award x Required Match Percentage = Required Match

Federal grant funds may not be used to match federal funds awarded through this grant program, and State grant funds may not be used to match State funds awarded through this grant program.

Eligible sources of matching funds include:

• Local Cash: local sources, including local tax receipts, municipal revenue sharing, cash donations
• Local In-Kind:  donated items of value for which the applicant incurs no cost, including volunteer labor and donations of supplies, equipment, space
• Other Sources:  government and non-government grant awards, third party receipts, direct receipts such as gaming or sales of goods
• Grant Income: earnings anticipated as a result of this project proposal receiving award, and Medicaid reimbursements if award of this grant is required for the applicant to bill Medicaid for awarded services
• Medicaid: includes Medicaid which is not Grant Income, as well as other third-party receipts)

Proposed Budget: The applicant must submit a budget proposal for the FY23 (7/1/2022-6/30/2023). The proposed budget detail and narrative, (including required match), will support the program's results-based service delivery and staffing requirements stated in this RFP.

The proposed budget will be fully compliant with the limitations described in this RFP, and those detailed in 7 AAC 78.160 (Costs). Regulations are provided as an attachment to this solicitation.

Resources specific to budgeting are also available in the attached DHSS Grant Budget Preparation Guidelines which provide information and guidance about budget lines, cost detail groupings, and narrative requirements. 

Other Agency Funding: Prior to submitting a proposal, applicants are required to list all other agency funding received and applied for. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

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. Lapsed agreements can be used if uploaded with the negotiating federal agency's written approval to continue using the rate until a new agreement is negotiated. If an agency has never entered into a federally approved Indirect Cost Rate Agreement or no longer has a federally approved agreement in place, the recently updated Federal Uniform Guidance 2 CFR 200 now allows that agency to budget the 10% De Minimis.

Payment for Services/Grant Income: If applicable to the services proposed in response to this solicitation, awarded grantees will have a Medicaid Provider Number or apply to obtain one, and will make reasonable effort to bill all eligible services to Medicaid and any other available sources of payment before seeking grant support for delivery of the proposed services. DHSS funds are the payer of last resort.

In the applicant’s proposed budget, anticipated receipts and expenditures for all grant income must be evident in the detail and narrative. Fiscal reports for awarded income generating projects will include the receipts and expenditure of all grant income.

2.01Agency Experience

Proposal evaluation will include consideration of the applicant’s history of compliance with service and grant requirements, and previous experience in providing the same or similar services. Evaluation may include DHSS site reviews, program audits, and confirmation of the successful resolution of any findings. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

The applicant must describe previous experience providing services the same or similar to those proposed. The description must clearly identify the time period over which services were provided and the target population served.

2.02Project Staffing

Project staffing must be sufficient to implement the proposed activities in order to meet program goals and the anticipated outcomes.

Key project personnel include the Employment Specialist and the Employment Specialist Supervisor. The Employment Specialist facilitates both supported employment and supported education as stated in the IPS model guidelines. The project must have at least 1.0 FTE Employment Specialist.

Resumes, position descriptions and professional credentials for key project personnel must be uploaded as part of the response. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

2.03Administrative, Management, and Facility Requirements

The applicant must demonstrate the agency's sustainable fiscal and administrative capacity. Executive, administrative, and financial staff must be qualified, as indicated by the resumes of position holders uploaded as an element of the proposal. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

1. The applicant must ensure procedures are in place to protect client confidentiality compliant with State and federal standards.
2. The applicant must ensure its most recent financial audit was submitted to the appropriate state office (see Audit Requirements below), and any findings identified have been resolved.

Awarded proposers will be required to submit additional agency information with submission of their signed grant agreement, if that information is not current and already on file with DHSS, Grants & Contracts Support Team.

Audit Requirements:

Federal Requirements: Agencies spending $750,000 or more total Federal Financial Assistance in the agency fiscal year may be required to comply with conditions of the Single Audit Act of 1984, P.L. 98-502, as amended by the Single Audit Act Amendments of 1996, P.L. 104-156, and as defined in 2 CFR 200.

State Requirements: Agencies spending $750,000 or more total State Financial Assistance in the agency fiscal year are required to comply with the conditions of 2 AAC 45.010-090. The current regulations may be viewed at the State of Alaska, Department of Law website, Department of Law Document Library, or copies may be obtained from the contact identified on the cover page of the RFP.

Information on State and Federal Single Audit Acts compliance may be obtained from:

State Single Audit Coordinator
Department of Administration
Division of Finance
PO Box 110204
Juneau, AK 99811-0204
Telephone: (907) 465-4666
Fax: (907) 465-2169

DHSS Program Audit Requirements: All DHSS grantees are subject to the requirements of 7 AAC 78.230. If awarded, agencies which are not required to file State Single Audits under 2 AAC 45.010 must ensure a fiscal audit of the agency operations under the grant program is performed by an independent, licensed, certified public accountant at least once every two years and submitted to:

State of Alaska Department of Health and Social Services
Finance and Management Services
Audit Section
PO Box 110602
Juneau, AK  99811-0602
Telephone: (907) 465-3120

Facility, Service Access, and Safety:

1. The applicant must address potential safety concerns for clients and staff in the management of services proposed in response to this RFP.
2. The applicant should describe client accessibility to services and the way in which that will enhance project success.
3. All applicants for DHSS grants should have a written plan for emergency response and recovery that provides for potential safety concerns and the safe evacuation of clients and staff. This plan is mandatory for agencies providing residential and/or critical care services as noted in the State Grant Assurances, and should be available to DBH staff upon request.

2.04Support/Coordination of Services

Applicants must demonstrate the proposed project has the necessary support and coordination for the successful delivery of services. The proposal must address the following:

1. Community support where services are proposed;
2. Involvement of the public and potential service recipients in the planning process;
3. Partnerships and collaborations specific to the proposed project; and
4. Coordination with necessary referring agencies and the role of each described.

3.01Eligibility

Applicants must be eligible to apply under 7 AAC 78.030 (Eligible Applicants). Eligible applicants are state agencies; political subdivisions of the state such as cities, organized boroughs, and Regional Educational Attendance Areas; nonprofit organizations and consortia of nonprofits; and Alaska Native entities. As follows, eligibility will be verified by Grants and Contracts.

1. Political subdivisions of the state and Regional Educational Attendance Areas will be verified by State records.
2. Eligible nonprofits are listed in the State's database of registered nonprofit entities or the US Internal Revenue Service's register of tax-exempt organizations. Nonprofit subsidiaries of nonprofit corporations must also provide a letter from the parent organization confirming nonprofit status.
3. Alaska Native entities as defined in 7 AAC 78.950(1) must submit, with the application, a legally binding resolution waiving the entity’s sovereign immunity to suit through the duration of the program, identified in RFP Subsection 3.05. The resolution must be authorized in compliance with the tribe’s constitution, either by the tribal council or by majority vote of the tribal membership. The required template is provided at Subsection 4.02, Other Technical Requirements.

Applicant must provide the agency's current State of Alaska Business License number, and a current governing board roster which includes titles, contact information, and terms of office for each seat. The roster must include emergency contact information outside the applicant agency for one or more officers.

Grants and Contracts will verify neither the applicant agency nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving grant assistance from any State or federal department or agency. If an agency or its principals are excluded from receiving grant assistance, the proposal may not be considered.

Applicants who have had a contract or grant to help produce this RFP are not eligible to apply and any submitted proposal will not be considered.

3.02Acceptance of Terms

By submitting a proposal, an applicant accepts all terms and conditions of this RFP including all identified attachments and guidelines, 7 AAC 78, and any other applicable statutes and regulations. Copies of these may be accessed through the contact person identified on the cover page or through the web address(es) identified in this RFP.

If a grant is awarded, this RFP and the applicant’s proposal become part of the grant agreement. The applicant will be bound by the provisions contained in the awarded proposal unless the Department agrees that specific parts of the proposal are not part of the agreement.

Proposals and other materials submitted in response to this RFP become the property of the State and may be returned only if the State allows. Proposals are public documents and may be inspected or copied by anyone after grants have been awarded.

3.03Inquiries

Applicants should immediately review this RFP for defects and questionable or confusing content. Questions that can be answered by directing the applicant to a specific section in the RFP may be answered verbally by the contact person identified on the RFP cover page. Questions that cannot be answered by directing an applicant to a specific section of the RFP may be declared substantive. The applicant will be directed to submit the question in writing to the contact person at the email address on the cover page no later than the Deadline for Written Inquiries, also identified on the cover page. This will allow issuance of any necessary amendments and/or clarifications to all prospective applicants.

Applicants are responsible for monitoring the State’s Online Public Notices website for any clarifications or amendments that may be issued regarding this solicitation.

Proposals will not be accepted after 3:59 PM prevailing local time on the due date identified on the cover page.

3.04Proposal Costs and Content

The Department will not be responsible for any expenses incurred by the applicant prior to the authorized grant performance period. All costs of responding to this RFP are the responsibility of the applicant.

The applicant is responsible for the content of the proposal.

3.05Duration

This RFP is for FY23. At the discretion of the Department, a project funded under this RFP may be considered for continued funding in subsequent program year(s). The annual decision to continue funding for the subsequent year(s) of the grant cycle is based on the following general conditions:

1. the Department’s judgment that there is a continued need for the grant project service;
2. the grantee’s satisfactory performance during the previous grant year;
3. the availability of sufficient grant program funds, and whether continuation of the financing is consistent with public health and welfare; and
4. the ability of the grantee and the Department to agree on any adjustments in payments or service.

Applicants will submit a budget proposal for year one of the grant only. Funding in each subsequent year will require submission and approval of documents needed to update service plans, evaluation measures, and budgets. Grants and Contracts will notify grantees of specific submission requirements necessary to qualify for consideration of continued funding.

3.06Proposal Review

Following the deadline for receipt of proposals, no revisions will be accepted unless provided in response to a request from the contact person named in this RFP. Proposals will be reviewed as follows:

1. Proposals will be evaluated in a manner that will avoid disclosure of contents before notices of grant award have been issued.
2. DHSS staff will evaluate each proposal for minimum responsiveness and other technical requirements and eliminate nonresponsive proposals from consideration.
3. Using the criteria set out in this RFP and 7 AAC 78.100 (Criteria for Review of Proposals), DHSS staff will evaluate each responsive proposal. Scores for each criterion will be based solely on the response to the associated question. Points will not be earned if the information was provided in response to another question in Section 4. DHSS staff will also review relevant departmental documentation regarding the applicant. Staff recommendations regarding awards and levels of funding will include consideration of the following:
   1. a history of the applicant’s compliance with grant requirements, to include records of program performance, on-site program reviews, and prior year audits;
   2. priorities in applicable State health and social services plans;
   3. requirements of applicable State and federal statutes; and
   4. municipal ordinances or regulations applicable to the grant program.

If there are multiple responsive proposals for which there is insufficient money to fully fund, or supplementary expertise is deemed necessary to the review of proposed services, the Department may appoint a Proposal Evaluation Committee (PEC) as an additional advisory body. PEC members will initially evaluate proposals, independently of other committee members. As a committee the PEC will meet in a closed session (7 AAC 78.090 Review of Proposals) to further review proposals and develop recommendations. Scores will be assigned based on the applicant's response to each individual question and the associated criteria. Applicants will not earn points for a given question based on a response to another question in the RFP. The PEC review will include discussion of each proposal’s merits. PEC recommendations will rank proposals in priority order and include approval or disapproval for award, modifications to the proposed project, and special compliance conditions.

All staff advisory recommendations and, if applicable, those of the PEC, and all review materials will be submitted for consideration by the Division Director, who will make recommendations to the Commissioner of the Department of Health and Social Services or the Commissioner’s designee.

3.07Final Decision Authority

Recommendations are advisory only, including those from any PEC that may be held. The final decision to approve or disapprove award, the amount of each award, and whether to impose special conditions or modifications rests with the Commissioner or Commissioner's designee.

NOTE: The final decision may include additional considerations, such as a lack or duplication of services in certain locations, or alternative services that may be available; a critical need for services by vulnerable populations; and matters of health, life and safety. The Department has the responsibility to ensure public monies are utilized in a manner that protects the interests of the people of the State and retains the right to make final awards that ensure responsible distribution of grant funds.

3.08Notification of Grant Award and Appeals

Within fifteen (15) days after the decision regarding grant awards, applicants will be notified of the final funding decisions, and, if awarded, any conditions of award or modifications. Following any necessary negotiations for revisions to the proposed budget and scope of services, successful applicants will be issued a grant agreement. This formal agreement will contain specific performance and reporting requirements consistent with Department policy and procedure and 7 AAC 78.

Per 7 AAC 78.305 (Request for Appeal), an applicant may appeal a final grant award decision. Requests for hearing must be addressed to the Commissioner and received in writing at the address below within 15 days after the applicant receives notification of the decision. The request must contain the reasons for the appeal and must cite the law, regulation, or terms of the grant upon which the appeal is based.

With a copy to the contact identified on the solicitation cover page, send appeal to:

Adam Crum, Commissioner
Department of Health & Social Services
3601 C Street, Suite 902
Anchorage, Alaska 99503-5923

3.09Cancellation of the RFP/Termination of Award

Contingent upon funding appropriations and the Governor’s approval, the Department may fund proposals from eligible applicants. DHSS may withdraw this RFP at any time and reserves the right to refrain from making an award when such action is deemed to be in the best interest of the State. Funds awarded for a grant as a result of this RFP may be withheld and the grant terminated by written notice from the State to the grantee at any time for violation by the grantee of any terms or conditions of the grant award, or when such action is deemed to be in the best interest of the State.

4.01Minimum Responsiveness Criterion per 78.100(2)(A)

Proposals that fail to meet the minimum responsiveness requirements below will be eliminated from consideration per 7 AAC 78.090(b)(2).

4.02Other Technical Requirements per 7 AAC 78.060, 78.090(b) and 78.100

Response & Organizational Documentation

4.03History of Compliance with Grant Requirements per 7 AAC 78.100(2)(B)

4.04Questions and Criteria Related to Program Policy, Goals, Outcomes, and Activities

4.05Applicant Qualifications - Criteria Relating to Personnel, Management, and Facilities

4.06Demonstration of Support/Coordination of Service