1.01Introduction and Program Description

The Department of Health, Division of Behavioral Health, is requesting proposals from eligible applicants to provide Certified Community Behavioral Health Clinic (CCBHC) services for the State of Alaska in FY2026. Program Services are authorized under 7 AAC 78 Grant Programs. Additional governing statutes are AS 47.30.520-620 Community Mental Health Services Act, 7 AAC 70 Behavioral Health Services, 7 AAC 135 Medicaid Coverage for Behavioral Health Services, AS 47.37 Uniform Alcoholism and Intoxication Treatment Act, AS47.30.655-.915 Alaska Civil Commitment Statutes, 7 AAC 70 Behavioral Health Services, 7 AAC 135 Medicaid Coverage Behavioral Health Services, 7 AAC 138 1115 Substance Use Disorder Waiver Services, 7 AAC 139 1115 Behavioral Health Waiver Services, and 7 AAC 160 Medicaid Program. State of Alaska statutes and regulations are accessible at the Department of Law Document Library or through the contact person identified on the cover page of this Request for Proposals (RFP).

The intent of this funding is to select two (2) Community Behavioral Health Clinics (one urban and one rural) to participate in the CCBHC Planning Grant efforts in partnership with the Division of Behavioral Health (DBH). Awardees will be required to meet certification criteria and become licensed by the State of Alaska as a Certified Community Behavioral Health Clinic (CCBHC).

The number of awarded applicants will be restricted based on available funding. Please review the two application groups listed in the following section carefully. Responding to the incorrect group may result in not being funded. It is the applicant's responsibility to submit a proposal to the correct group. Applicants must select Category 1 Urban Area or Category 2 Rural in accordance with the area where services are provided. These categories are defined by the 2024 Alaska Population Estimates by borough, census area, city or economic region.

Category 1 Urban Area: This category consists of boroughs or census areas with a population of 20,000 or more.  

Category 2 Rural Area: This category consists of boroughs or census areas with a population of 19,999 or less.  

The Division of Behavioral Health received Certified Community Behavioral Health Clinic planning grant award from the Substance Abuse Mental Health Services Administration (SAMHSA). To meet the requirements under this grant award, the State of Alaska will develop a CCBHC certification processes, license two CCBHCs that represent diverse geographic areas, establish a prospective payment system (PPS) for Medicaid-reimbursable services, and prepare an application that will be submitted to SAMHSA to participate in a four-year demonstration program. 

CCBHCs are designed to ensure access to coordinated comprehensive behavioral health care and to improve patient outcomes within the authorities of state regulations, statutes, and state Medicaid Plans. CCBHCs are required to serve anyone who requests care for mental health or substance use, regardless of their ability to pay, place of residence, or age. This includes developmentally appropriate care for children and youth. CCBHCs must meet standards for the range of services they provide and are required to admit individuals into services quickly.

CCBHC Certification Criteria requires the following:

• Crisis services to be available 24 hours a day, 7 days a week.
• Care coordination to be provided to help patients navigate behavioral health care, physical health care, social services, and the other systems.

CCBHCs must provide the following nine (9) required CCBHC services directly or through formal partnership: 

1. Crisis Services
2. Outpatient Mental Health and Substance Use Services
3. Person- and Family-Centered Treatment Planning
4. Community-Based Mental Health Care for Veterans
5. Peer Family Support and Counselor Services
6. Targeted Care Management
7. Outpatient Primary Care Screening and Monitoring
8. Psychiatric Rehabilitation Services
9. Screening, Diagnosis and Risk Assessment

CCBHCs must adhere to strict certification criteria. These criteria establish a basic level of service at which a CCBHC should operate, and fall into six (6) key program areas:

1. Staffing – Staffing plan driven by local needs assessment, licensing, and training to support service delivery.
2. Availability and Accessibility of Services – Standards for timely and meaningful access to services, outreach and engagement, 24/7 access to crisis services, treatment planning, and acceptance of all patients regardless of ability to pay or place of residence.
3. Care Coordination – Care coordination agreements across services and providers (e.g., Federally Qualified Health Centers, inpatient and acute care), defining accountable treatment team, health information technology, and care transitions.
4. Scope of Services – Provide the nine (9) required services listed above, as well as person-centered, family-centered, and recovery-oriented care.
5. Quality and Other Reporting – Collection of required quality measures, a plan for quality improvement, and tracking of other program requirements.
6. Organizational Authority and Governance – Consumer representation in governance, appropriate state accreditation.

CCBHCs are required to include implementation of data collection systems with functionalities that report access, quality, and scope of services using various types of data. Data will include CCBHC administrative data and personnel records, claims data, encounter data, patient records, and patient experience of care, as well as the costs and reimbursement of providing the required behavioral health services. Additionally, the State will support CCBHCs with preparing the data to inform and support continuous quality improvement processes and monitor the fidelity of evidence-based practices, person-centered, and recovery-oriented care during the CCBHC demonstration. Quality measure reporting requirements for the CCBHC demonstration can be reviewed in Appendix B of the CCBHC Certification Criteria. 

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 overarching goal for this program is to partner with DBH to fulfill all requirements for successful CCBHC implementation and to ensure access to high-quality and comprehensive behavioral health services for individuals living with or at risk of serious mental illness (SMI), serious emotional disturbance (SED), substance use disorders (SUD), and/or co-occurring mental health and substance use disorders (COD) across their lifespan.

Goals for the CCBHC implementation include:

1. Develop the capacity to ensure compliance with all aspect of CCBHC Certification Criteria to include service provision either directly or through a Designated Collaborating Organization (DCO).
2. Develop data system capacity and Electronic Health Record (EHR) interoperability to meet the data collection and reporting requirements for the CCBHC Demonstration program.
3. Develop financial system capacity to produce necessary cost reports to establish CCBHC Prospective Payment System (PPS) rates, and meet billing, claims encounter data, and cost reporting requirements for the CCBHC Demonstration program. 
4. Achieve CCBHC Certification through the State of Alaska.

Anticipated outcomes for the CCBHC implementation include: 

1. Improved access to comprehensive behavioral health services
2. Strengthened care coordination and integration of services
3. Improved quality and effectiveness of outpatient behavioral health care
4. Expanded workforce capacity and training 
5. Improved financial sustainability and efficiency
6. Enhanced outreach and community engagement
7. Improved outcomes and patient experience

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

1.03Program Services/Activities

For all applicants:

1. Complete CCBHC Certification Criteria Readiness Tool: Applicants must submit a completed, scored CCBHC Certification Criteria Readiness Tool in Attachment 1 with the application proposal indicating the self-assessment of their agency's readiness to become a CCBHC and must develop agency competency in the six (6) major CCBHC program requirements. Applicants must address any items from the Readiness Tool marked as a "Moderate Concern", "Quite a Bit of Concern", or "Serious Challenge", and describe a plan to mitigate them. Identify any additional areas of challenge your agency would face with these requirements and your proposed activities to address them in 1.03 Program Services/ Activities section.
2. Applicants must describe current capability to produce cost reports, the financial software utilized for cost reporting, and staffing connected to this effort.
3. Applicants must identify their current Electronic Health Record system and describe their current information technology infrastructure, and vendor responsiveness to potential needed changes. Also, for any proposed partner agencies (Designated Collaborating Organization or Federally Qualified Health Center), applicants must indicate plans for data sharing agreements to ensure necessary data can be obtained.

The below activities outlined in Section 1.03 are designed to assist subrecipients in developing the capacity to comply with state and federal guidelines for CCBHC certification, while also aligning with state objectives to ensure successful participation in and completion of all requirements for the CCBHC demonstration program.

1. Partner with the DBH in all aspects of State CCBHC Implementation:  Subrecipients are required to collaborate with DBH in all phases of the CCBHC Planning Grant including implementation and training throughout the Planning Timeframe.
2. Subrecipients must participate in technical assistance and training: A CCBHC learning community will be created for the selected cohort, represented by each organization’s clinical leadership and direct service staff. Contractor(s) will be selected by DBH to create a series of intensive trainings to be delivered to the cohort based on identified and prioritized needs. Learning objectives and needs will be identified by: (a) participating providers, via the Readiness Tool and through meetings with clinic leadership at the start of the project; (b) the project team, based on the criteria for CCBHCs, to address gaps in knowledge and skills; and (c) consumers, families and other stakeholders, through the stakeholder engagement process.
3. Complete and submit a Community Needs Assessment by October 30th, 2025:  Subrecipients must complete and submit a Community Needs Assessment by October 30th, 2025, to complete a community assessment of the needs of the population(s) of focus in the catchment area (see CCBHC Certification Criteria) that addresses the availability and accessibility of services. Please see CCBHC Needs Assessment Toolkit for support in completing the required needs assessment. Input from people with lived experience of mental and substance use conditions, individuals who have received/are receiving services from the clinic and family members must be integrated into the assessment. Applicants may submit an existing community needs assessment with this application for approval if completed within the last 2 years. CCBHC needs assessment must address the following components:
   1. Population and demographic analysis,
   2. Mental health and substance use disorder prevalence and trends,
   3. Existing behavioral health services and service gaps,
   4. Access and barriers to care,
   5. Care Coordination and System integration,
   6. Stakeholder and Community input.
4. Meet CCBHC Cost Reporting Requirements: Subrecipients must develop the capability to conduct agency cost reporting and billing for a Prospective Payment System (PPS) and meet CCBHC billing, claims encounter data, and cost reporting requirements.
5. Development or enhancement of agency's data collection, tracking, and reporting capacity for GPRA and Quality measures and other reporting requirements for CCBHCs: Subrecipients must develop or enhance data collection, tracking, and reporting capacity for National Outcome Measures (NOMS) and Quality measures and other reporting requirements for the CCBHC Demonstration. Quality measure reporting requirements for the CCBHC Demonstration can be reviewed in Appendix B of the CCBHC Certification Criteria.
6. Participate in CCBHC Steering Committee and/or workgroups: Subrecipients must have a representative in the agency leadership team or project director participate in the CCBHC Steering Committee, and/or workgroups which will meet monthly during the project period. The steering committee provides strategic oversight, guidance, and coordination to ensure the successful implementation and sustainability of the Certified Community Behavioral Health Clinic model. The committee is responsible for aligning CCBHC activities with state and federal requirements, fostering collaboration among stakeholders, and promoting continuous quality improvement in behavioral health services.
7. Achieve State of Alaska CCBHC Certification by 06/30/26: Subrecipients must meet all requirements for State of Alaska CCBHC certification, complete the application process, and obtain state licensure as a CCBHC by 06/30/26.
8. Subrecipients must affirmatively attest to their willingness and ability for continuing participation in the subsequent four (4) year Demonstration Project should the State of Alaska be selected.

Applicants will upload a timeline for the initiation of services and project activities. 

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.

1.04Program Evaluation Requirements and Reporting

The revised Federal Uniform Guidance 2 CFR 200 now requires that the State inform potential subrecipients via solicitation and resulting grant awards of all performance measures included in our Federal Award. An essential feature of this project is a strong performance evaluation and data collection protocol.

Subrecipients are required to collect and report the following performance measures in their quarterly program reports:

• The number and percentage of work group/advisory group/council members who are consumers/family members.
• The number of organizations collaborating/coordinating/sharing resources with other organizations because of the award.
• The number of organizational changes made to support improvement of mental health-related practices/activities that are consistent with the goals of the grant.
• The number of people in the mental health and related workforce trained in mental health-related practices/activities that are consistent with the goals of the grant.

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.

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.
3. DBH may, as prescribed by the program manager, request financial documentation regarding expenditures to ensure the utilization of funds are in accordance with the intention of this grant. At minimum, this will be an annual paper review. At most, this could coincide with quarterly reporting. Visits to the agency, whether in-person or virtually, may occur periodically to ensure compliance with the grant. A site visit will occur no more than once per year and will occur with at least one month’s notice.

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 individuals living with or at risk of serious mental illness (SMI), serious emotional disturbance (SED), substance use disorders (SUD), and/or co-occurring mental health and substance use disorders (COD) across the lifespan.

Service Areas and Communities: The service areas and communities requested for the services solicited for the proposed projects represent the full state of Alaska, including both urban and rural communities

The State of Alaska will work with one urban clinic and one rural clinic through two application groups: urban and rural. Population is based off the borough or census area population from the Alaska Population Estimates which defines the population estimates by borough, census area, and economic region. Urban areas, consists of boroughs/census areas with a population of 20,000 people or more. Rural areas, consists of boroughs/census areas with a population of 19,999 people or less. DBH will partner with one urban and one rural applicant to pursue Alaska CCBHC certification.

1.06Program Funding

Funds available for this program are anticipated to total Estimated funding for the State Fiscal year duration FY26 (July 1st, 2025-June 30th, 2026) will total $206,285.00 in CCBHC Planning Grant funds to be split between two awards.

Proposed Budget: The applicant must submit a budget proposal for the sole fiscal year of the project. The proposed budget detail and narrative will support the program's results-based service delivery and staffing requirements stated in this RFP.

Funding may be used for: 

Costs associated with CCBHC program development and implementation and/or program evaluation in order to meet all aspects of CCBHC certification criteria, including but not limited to needs assessment, CCBHC EHR upgrades, CCBHC billing system upgrades, staffing requirements, staff training, technical assistance, peer to peer collaboration and learning opportunities tailored to the needs identified for each specific CCBHC.

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 under the GEMS Documents tab.

Resources specific to budgeting are also available under the GEMS Documents tab. The Department's Grant Budget Preparation Guidelines provide information and guidance about budget lines, cost detail groupings, and narrative requirements. Grantee User Manual Part I provides detailed instructions for entering a budget proposal in the chapter "Responding to a Solicitation."

Other Agency Funding: Prior to submitting a proposal, applicants are required to list all other agency funding received and applied for. This task must be completed by an Agency Power User in the Other Funding section of the Agency Administration tab. 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. The agreement is to be uploaded in the Agency Administration tab. 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 15% 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. Department 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 Department site reviews, program audits, and confirmation of the successful resolution of any findings. Affirmation must be provided that the agency has the financial strength and capacity to manage grants and verifies capacity to implement funds if received. 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.

Resumes 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.

The Project Director is responsible for oversight of the entire project. For this program, the Project Director is expected, at a minimum to:

1. Have decision-making authority within the organization for project-related matters;
2. Maintain knowledge of and experience with behavioral health services and service delivery;
3. Provide overall oversight and leadership for all aspects of the project,
4. Collaborate with The State of Alaska with all aspects of CCBHC implementation, program requirements, and associated activities.

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. Applicant must include the staff turnover rate for the past two years. 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 if the agency GEMS record is not current.

Audit Requirements:

Federal Requirements: Agencies spending $1,000,000 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

Department of Health Program Audit Requirements: All DOH 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
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 Department 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.

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.

Federal Funding Accountability and Transparency Act (FFATA): In accordance with 2 CFR Chapter 1, Part 170 Reporting Sub- Award And Executive Compensation Information, reporting is required of any grant award with federal funding equal to or greater than $30,000. FFATA is intended to hold the federal government accountable for spending decisions. Accountability data is available to the public at U.S. Government spending. Reporting requirements extend to recipients of State-issued awards with federal funds. An Agency Power User must complete the FFATA form under Federal Reporting in the GEMS Agency Administration tab. The report data will reflect the audited figures of the agency's most recently completed fiscal year. The report captures expenses and executive compensation for your agency. More information regarding FFATA requirements can be found at Federal Funding Accountability and Transparency Act Subaward Reporting System.

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-numeric 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.

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 UEI number is listed in GEMS. The DUNS number will continue to be displayed in GEMS until further notice.

Applicant agency GEMS records must contain 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.

If this grant program includes Federal funding, effective November 12, 2020 Federal Uniform Guidance 2 CFR 200 requires that agencies be registered on the System for Award Management (SAM) website at System for Award Management (SAM). If an applicant is recommended for award and is not registered on this site, the offered award will not be executed, and funds will not be issued until agency registration is confirmed.

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 GEMS or the State’s Online Public Notices website (Online Public Notices) 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 fiscal year FY2026, 7/1/2025 through 6/30/2026.

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. Department of Health 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), Department 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. Department 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 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:

Heidi Hedberg, Commissioner
Department of Health
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. The Department 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