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Solicitation (Request for Proposals)
Promoting Successful Transitions for Youth

Solicitation (Request for Proposals)
Promoting Successful Transitions for Youth

STATE OF ALASKA
Department of Family and Community Services
Office of Children's Services
State of Alaska - Department of Family and Community Services
Request for Proposals
Promoting Successful Transitions for Youth
For FY 2016
Grants and Contracts

NOTICE:  Proposals will ONLY be accepted through GEMS. Applicants are responsible for reviewing the GEMS homepage at https://gems.dhss.alaska.gov/ for details regarding agency registration and availability of technical assistance. Log into GEMS through myAlaska, https://my.alaska.gov/Welcome.aspx, to begin the application process. Once you are logged into GEMS, guidance and instruction are available in the Documents tab and from the film strip icon. Applicants are responsible for monitoring GEMS or the State Online Public Notices site for any changes or amendments that may be issued regarding this solicitation.

Relay Alaska provides assisted communication services at 711 or 1-800-770-8973 from a TTY phone, and at 1-800-770-8255 from a voice phone.


Proposal due date: April 17, 2015, 3:59 PM
Deadline for written inquiries: April 07, 2015, 3:59 PM
Project Period Begins: July 01, 2015
CONTACT PERSON: Amy O'Mara
PHONE: (907)465-4709
EMAIL: amy.omara@alaska.gov

Table of Contents

Online Posting Summary

The Department of Health and Social Services, Division of Office of Children's Services, seeks proposals from eligible applicants to provide services through the Promoting Successful Transitions for Youth Program.

Amendments

Amendment 1: Clarification of Program Outputs3/12/2015

Explanation:

This clarification provides additional information about the expected program output to provide services to a minimum of forty (40) youth annually and expands a scoring element to accommodate the clarification.

Amendment Text:

In section 1.03 of the solicitation, Program Services/Activities, immediately following the listed core services, the following language is amended with added text identified in underlined bold text:

  • The project will serve a minimum of 40 youth annually. An applicant may propose to serve fewer than forty youth annually if a justification is provided. The proposed number of youth to be served and justification will be considered and scored in proposal review.

In section 4.04, Questions and Criteria Related to Program Policy, Goals, Outcomes and Activities, the narrative request in subsection 1 is expanded as is criterion 'd' in the scoring. The additional text can be viewed in the amended RFP.

Amended questions:

Amendment 2: Clarification of Assessment Tool and Service Areas/Eligibility4/16/2015

Explanation:

This clarification offers additional information  related to proposed project assessment tool and eligiblle recipients of project services. The added text is indicated with a bold and underlined font.

Amendment Text:

Section 1.03 fifth paragraph from the end:

  • The anticipated duration of services to individual youth referred ranges from six to twelve months, with an assessment at 6 months and again at 12 months to determine if services should continue.  Applicants will provide the project's proposed assessment tool, to be uploaded with explanatory narrative in response to review item found at Section 4, subsection 4.o4.2 c.

Section 1.05, paragraph three:

  • Services are sought across the state with the exception of the OCS Anchorage Region. A youth whose case originated in Anchorage and resulted in placement outside the OCS Anchorage Region is eligible for services. A map of the OCS Service Regions is provided as an attachment to the RFP.

Amendment 3: Extending Deadline for Submittal of Proposals4/16/2015

Explanation:

Extending deadline for submittal of proposals.

Amendment Text:

The deadline for submittal of proposals solicited under this Request for Proposals is extended to Friday, April 17, 2015.

Section 1 - Grant Program Information

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 Promoting Successful Transitions for Youth services for the State of Alaska in FY2016 through FY2018. Program services are authorized under Independent Living Program AS 47.18.300 and 7 AAC 53.350, and 7 AAC 78 Grant Programs. Access State of Alaska statutes and regulations at http://www.law.state.ak.us/doclibrary/doclib.html or through the contact person identified on the cover page of this RFP.

Promoting Successful Transitions for Youth services fall under the broader Independent Living Program which provides services to foster youth to prepare them for self-sufficiency in adulthood. Research suggests that, in the transition to adulthood, youth leaving foster care face enormous challenges in building successful lives without the extended support most families provide young people. The Promoting Successful Transitions for Youth program will provide the extended supports that youth need to achieve their goals and be self-sufficient.

Program services will support youth in transition by identifying and fostering positive networks of adult connections to empower youth with the knowledge and skills to determine their own permanency goals. With approximately 500 youth currently served by OCS, and efforts to begin transition beginning at ages 14 and 15, the Promoting Successful Transitions for Youth program will identify a network of natural supports for youth and facilitate, through meaningful connections, the achievement of permanence and successful transitions to adulthood.

1.02Program Goals and Anticipated Outcomes

The proposal must demonstrate a thorough understanding of the grant program goals and the outcomes anticipated by the Department. Proposed projects must be achievable and meet or exceed anticipated minimums described in this RFP.

The goal of the program is to expand the network of support and to facilitate the best possible efforts to achieving permanency for youth in foster care.

The outcomes relating to this program describe the long-term impacts for youth served and express a change in the level of functioning expected to result from program activities. The long-term outcomes anticipated in the Promoting Successful Transitions for Youth program include:

  • Increased positive connections and supportive, healthy relationships for youth in transition;
  • Reduction in the number of placements experienced by youth in care;
  • Youth understand and appropriately determine their own permanency goals; and
  • Increased support of youth health and well-being as they transition to adulthood.

A logic model is required with the submitted proposal. The logic model must include goals, resources, activities, outcomes, and outputs applicable to the proposed project and compliant with program intent. In addition to the long-term program outcomes given, each applicant's logic model will also include proposed short-term and intermediate outcomes. Information about logic models is provided as an attachment to the RFP. The project's logic model template is provided under Submission Requirement/Criteria for Proposal as an attachment at Section 4.04, Subsection 1.00.

1.03Program Services/Activities

Proposals submitted in response to this RFP must include a detailed plan for services supporting the project's goals and outcomes in the first year of the grant, and should include a brief outline of services planned in subsequent years. Proposed activities and outputs must reflect those summarized in the project's logic model.

The applicant must also upload a timeline for activities in the first year of the grant. The timeline should clearly indicate any necessary start-up time, the projected time for the initiation of referrals, and the timing of evaluation and performance measures.

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

Successful applicants will work with eligible youth, community partners, Tribes and OCS to support the individual needs of youth in foster care, facilitating a team of natural supports and providers to work toward permanency and life-long connections. It is expected that services will be provided in the community and where the youth is located whenever possible.

Core services sought by the Promoting Successful Transitions for Youth Program include:

1.  Conduct family searches and work with youth to identify and locate positive adult supports.
The project proposal must outline the strategies used to identify and connect with family members and supportive adults. This includes the processes, technology or mechanisms used to identify and locate individuals and ensure they are safe and appropriate supports. To ensure the safety of youth participants, all identified adult supports having contact with youth must pass relevant background checks in accordance with the State Grant Assurances.

2.  Foster relationships between youth and their developing network of supportive adults.
The proposal must also address strategies and activities the applicant will use to support the development of the relationships between youth and the adult supports identified through the project. Specific strategies and the ongoing monitoring and assessment of the supportive, healthy relationships must be illustrated.

3.  Document and illustrate life stories of youth served in preparation for transition out of care.
Lifebooks help connect youth with their histories and beginnings. For youth in foster care, there may be many unknowns or knowledge gaps in their life history. Life stories encourage dialogue, help to illustrate life events, and also help to identify supports throughout the lifespan. All youth referred to the program will develop a lifebook as a component of project activities. Strategies of engagement should be described. Program supplies needed to illustrate life stories can be budgeted for grant support.

4.  Educate youth about permanency and the options that best meet the needs of individual youth served.
The applicant will be expected to conduct informational sessions and facilitate group discussions and planning sessions with youth and providers relating to the various permanency goals. This program service is not to promote placement, but to educate youth on placement options and help to identify a wealth of supports during the transition out of care.

5.  Coordinate services and efforts to support youth in achieving permanency goals.
The successful applicants will work with eligible youth, community partners, Tribes and OCS to support the individual needs of youth in foster care, and facilitate a team of natural supports and providers to work toward permanency and life-long connections. The proposal must describe the coordination of identified supports and community partners to ensure the necessary services are in place to promote ease and permanency in the transition to adulthood.

The project will serve a minimum of 40 youth annually. Youth will be provided services on an individual basis as well as in group settings. Peer support is expected and encouraged. Any incentives or stipends offered to youth mentors may be included in the proposed budget.

The anticipated duration of services to individual youth referred ranges from six to twelve months, with an assessment at 6 months and again at 12 months to determine if services should continue. Services can continue past 12 months if agreed upon by the team working with the referred youth and the OCS Program Coordinator of the Promoting Successful Transitions for Youth Program.

The applicant must be willing and able to attend youth retreats or other Independent Living Program activities sponsored by community partners, Tribes, and/or OCS. Youth retreats are scheduled quarterly throughout the period of award and may require overnight participation.

Materials or curricula used to deliver core services will be uploaded with the applicant's proposal. Proposed project materials will incorporate communication formats to encourage and increase efforts to support youth in their permanency goals; to encourage consideration of fostering an older youth; to make positive connections with youth in care; and/or promote community support for youth in transition.

Should the project be awarded grant funds, any published advertisements and/or program materials paid for by grant funds must include the following statement: This advertisement was paid in part by funds received from the State of Alaska Department of Health and Social Services Office of Children’s Services.

The project proposal will include a detailed training plan for project staff, youth, identified supports, Tribes and/or community partners. The training plan should include an overall orientation to the services, as well as introductory and ongoing training for the various participants. Applicants should discuss the ways in which they will address cultural humility as a training element, as well as communication; team and/or trust building; and any other elements included in the overall training plan relating to the delivery of the program core services.

1.04Program Evaluation Requirements and Reporting

A logic model evaluation plan is required, and must include the indicators and data collection strategies to be used in evaluating progress toward achieving the program goals and desired outcomes. An evaluation plan template is provided under Submission Requirement/Criteria for Proposal as an attachment at Section 4.04, Subsection 3.00.

Grant Reporting

Required reporting for this grant will include:

1)  Monthly performance reports containing confidential information will be securely submitted to the OCS Program Coordinator by the fifteenth of each month. For informational purposes, a sample data report is provided as an attachment to the RFP.
2)  Quarterly program reports will be submitted in the format agreed upon by the grantee and OCS, to include progress reports based upon the project's logic model. Additionally, reporting on measures of efficiency and effectiveness will be included following quarters two and four.
3)  Quarterly fiscal reports providing project costs incurred each quarter, both award and matching funds, reported by budget line item.

This award includes federal funds with reporting requirements under the Federal Funding Accountability and Transparency Act (FFATA). FFATA reporting is not periodic, though the GEMS agency record must include a completed FFATA report. In GEMS, the form is accessed in the Agency Administration tab under Federal Reporting.

Results-Based Accountability Framework

Grant programs are required to align with the Department’s priorities and core services. Utilizing a results-based management/budgeting framework, grantees will use performance measures to initiate data collection, provide reporting consistent with Department priorities, and evaluate progress toward meaningful outcomes. The Department's Priorities, Core Services, Objectives, and Effective and Efficiency Performance Measures for this program are given below.

Department Priorities

  • 3 Safe & Responsible Individuals, Families & Communities

Department Core Services

  • 3.2 Protect Vulnerable Alaskans

Division Core Service

  • Well-being

Performance Measures

  • 3.2.1a Effectiveness:  Percentage of referrals initiated. Of all youth referred, effectiveness is measured by the percentage receiving services.
  • 3.2.1b Efficiency: Cost per youth served

The performance measures of efficiency and effectiveness must be included in the logic model evaluation plan indicators. As this is a new program and various strategies will be proposed, applicants are encouraged to propose additional measures of project efficiency and effectiveness. OCS will work with successful proposers to finalize the logic model based reporting form for the project.

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:  The target population for services solicited draws from youth in OCS foster care. Two specific age groups are targeted for services, those age 14-15,  and those age 17 and older that have been in foster care for 5 or more years.

Service Areas and Communities:  Services are sought across the state with the exception of the OCS Anchorage Region. A map of the OCS Service Regions is provided as an attachment to the RFP.

Applicants can propose to serve one or both targeted age groups, and can propose to provide services in one or more population centers.

1.06Program Funding

Funds available for this grant are anticipated to total $200,000 per fiscal year, an even combination of state general funds and federal funds. No more than two grants will be awarded through this solicitation.

Proposed project budgets must include matching funds equal to no less than 15% of the amount requested from DHSS. To calculate the minimum required match, use the following formula: 
            Total DHSS funds requested  x  15%  =  Minimum Match Requirement

The Matching Funds Sources table of the application must be completed. Matching funds must be identified in the proposed detail budget and identified by source in the narrative budget. 

State grant funds may not be used to match funds awarded through this grant program. Other federal grant funds may not be used to match federal funds awarded through this grant program, estimated to be 50% of the award amount.

Eligible sources of matching funds include:

  • Grant Income, Medicaid, and other third party receipts (i.e., “Program Income”) may be used as matching funds.
  • Local in-kind match may include in-kind contributions from volunteers, as well as donations of supplies, equipment, space, and other items of value for which the applicant does not incur a cost.
  • Local cash match may include local tax receipts, municipal revenue sharing, cash donations, and other local sources of cash receipts.

Match in excess of 15% which is included in the proposed budget may be used in the consideration of award. Any proposed match greater than the minimum requirement, if considered in the recommendation to award, will be included in resulting grant agreements.

Proposed Budget: The proposal must contain detail and narrative budgets, including required match and sources, for the first fiscal year of the grant. The proposed budget must be fully compliant with the limitations described in 7 AAC 78.160 (Costs), and support program staffing and service delivery requirements stated in this RFP. The GEMS portal provides instructions for entering project budget details and narrative. More detailed budget information is also available in the DHSS Grant Budget Preparation Guidelines, accessible at https://gems.dhss.alaska.gov/Home/Documents.

Travel required to attend retreats, conduct information sessions, and/or to serve youth who have relocated during the period of services are costs which will fall under grant support. A contingency plan for continued services to youth who relocate will include budgeted funds.

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 and update the agency's uploaded Indirect Cost Rate Agreement in GEMS. Agencies without current DHSS grant agreements must upload a copy of the current  Indirect Cost Rate Agreement in the Agency Administration tab of GEMS. Instructions for upload and review of agency documents are available in the GEMS portal.

If the Indirect Rate Agreement is expired, the lapsed agreement must be uploaded with written confirmation from the cognizant federal agency authorizing use of the most recent rate until a new agreement is approved. 

Budget evaluation will note the relative proportion of direct services to administrative costs as program preference is a minimization of administrative costs. 

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 proposer's submitted project budget, anticipated receipts and expenditures for all grant income must be clearly evident in the detailed and narrative budgets, and actual receipts and expenditures must be reported quarterly.

Section 2 - Applicant Qualifications

2.01Required Experience

Proposal evaluation will include consideration of the applicant’s previous experience in providing the same or similar services. For current and prior year DHSS grantees, the agency history of compliance with service and grant requirements will also be considered, and may include evaluation of site reviews, program audits, and the successful resolution of any findings. 

Proposals will include description of the applicant's previous experience providing services which are the same, or similar to, those proposed. Services working with youth, with permanency, and/or with the DHSS Independent Living Program should be clearly outlined, including the time period(s) in which services were provided and the target population(s) served. The proposal must include, as an upload, references and documentation of the successful delivery of the same or similar services.

2.02Program Staff Experience

Program staffing levels must be commensurate with implementing the activities/strategies for service delivery, and achieving the program goals and anticipated outcomes under the proposed project.

Resumes, position descriptions and professional credentials for key project personnel will be uploaded as part of a complete proposal. 

Staff providing services in the proposed project must have the following knowledge, skills and experience:

  • A minimum of two years of group facilitation experience
  • A minimum of three years providing case management or service coordination services
  • Prior experience conducting family searches or completing family trees/genealogies
  • Knowledge of permanency in relation to child protection
  • Demonstrated ability to connect with hard-to-serve populations

Proposals should outline the recruitment process for any staffing needs under the proposed project.

To ensure the safety of all youth participants, all staff and volunteers having contact with youth must pass relevant background checks in accordance with the signed State Grant Assurances.

2.03Administrative, Management and Facility Requirements

The proposal must demonstrate the applicant’s ability to responsibly administer the grant, including sustainable fiscal and administrative capability necessary to support the project. 

1) The applicant will ensure procedures are in place to protect client confidentiality in compliance with State and Federal standards.

2) If a current or prior year DHSS grantee, the applicant will ensure compliance with audit requirements to date (see Audit Requirements below). Any audit findings will have been resolved. 

3)  Executive, administrative and financial staff must be qualified, as indicated by professional and educational experience detailed in submitted resumes.

Successful applicants will be required to provide additional agency information with submission of the signed grant agreement if the necessary information is not on file with DHSS, Grants and Contracts.

Audit Requirements:

Federal RequirementsEffective immediately, if the agency expends $750,000 or more total Federal Financial Assistance in its fiscal year, it 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 defined in OMB Circular A-133.

State Requirements Chapter 045 Grant Administration:   If an agency expends $500,000 or more total State Financial Assistance in the agency’s fiscal year, it is required to comply with the conditions of Alaska Administrative Code, 2 AAC 45.010-090. The current regulations may be viewed at the State of Alaska, Department of Law website, http://www.law.state.ak.us/doclibrary/doclib.html, or copies may be obtained from the State agency issuing the solicitation to which this statement is attached.

Information on compliance with the State and Federal Single Audit Acts may be obtained from the State Single Audit Coordinator. Audits completed in compliance with the Acts must be submitted to:

State Single Audit Coordinator
Department of Administration
Division of Finance
P.O. 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, and if an audit under 7 AAC 45.010 has not been conducted and submitted to the State Single Audit Coordinator, the grantee must ensure that a fiscal audit of the grantee’s operations under the grant program is performed by an independent 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
P.O. Box 110602
Juneau, AK  99811-0602
Telephone:  (907) 465-3120

Facility(ies)/Safety and Service Access:

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 must describe the location of the facility used for service delivery, client access to the facility, and how accessibility will enhance project success.  It is expected that services will be provided in the community and where the youth is located whenever possible.

3)   All applicants for DHSS grants should have an emergency response and recovery plan for the safe evacuation of clients and staff, and that provides for other potential safety concerns.  This plan is mandatory for grantees providing residential and/or critical care services (see State Grant Assurances).

2.04Support/Coordination of Services

The success of the program depends on knowledge of and familiarity with agencies serving youth and the ability to coordinate with those agencies. The applicant must demonstrate a familiarity and understanding of the targeted population, as well as an awareness of the needs and resources within the proposed service area(s). Any past or current partnerships with agencies, Tribes or other community groups providing services to youth should be identified and described.

Applicants must be able to demonstrate the proposed project has the necessary support and coordination for the successful delivery of services, including adequate supports to the clients served. The proposal must address the following:

  1. Community support in proposed service areas;
  2. Partnerships and collaborations specific to the proposed project; and
  3. Necessary referral agencies and a description of their roles.

With the proposal, upload tangible demonstration of the necessary partnerships and cooperative agreements. Agreements must be current and specifically address the services to be provided.

Section 3 - General Instructions for Proposal Submission

3.01Eligibility (Who May Apply)

Applicants must be eligible under 7 AAC 78.030 (Eligible Applicants). This includes nonprofit organizations; other State agencies; Alaska Native Tribes; and municipalities and Regional Educational Attendance Areas or other political subdivisions of the state. The following evidence of eligibility is required for nonprofit corporations or Alaska Native Tribal applicants:

  1. A Nonprofit Corporation or a Nonprofit Subsidiary of a Nonprofit Corporation.  The agency must be listed on the United States Internal Revenue Service’s most recent register of tax-exempt organizations, or listed on the State of Alaska's Corporation's database showing incorporation as a non-profit corporation. Nonprofit subsidiaries must also submit a letter from the parent organization confirming nonprofit status.
  2. An Alaska Native entity as defined in 7 AAC 78.950(1).  Using the template provided, the entity must upload with its application a legally binding resolution waiving the entity’s sovereign immunity to suit. The form provided encompasses the multi-year grant duration period identified in subsection 3.05. To be eligible for consideration, the resolution must include authorization compliant with the tribe’s constitution:
    1. Federally recognized tribes for which the tribal constitution grants authority to the tribal council to waive sovereign immunity and enter into a grant agreement on behalf of the tribe.
    2. Federally recognized tribes for which the tribal constitution requires a majority vote of the tribal membership to waive sovereign immunity and enter into a grant agreement.

Additionally, the applicant's agency record in GEMS must include a current governing board roster with titles, contact information, and terms of office. The list must include emergency contact information outside the applicant agency for one or more officers of the governing board.

3.02Acceptance of Terms

By submitting a proposal, an applicant accepts all terms and conditions of this RFP, including all attachments and guidelines identified in this RFP, 7 AAC 78, and any other applicable statutes and regulations. Copies of these may be accessed through the contact person listed on the solicitation cover page, or through the web addresses 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 its 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. 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 cover page. Questions that cannot be answered by directing an applicant to a specific section of the RFP may be declared to be of a substantive nature. The applicant will be directed to state the question in writing. Written questions of a substantive nature must be received by the contact identified on the cover page of this RFP no later than the Deadline for Inquiries, also identified on the cover page. This will allow issuance of any necessary amendments to all prospective applicants.

Applicants are responsible for monitoring the State’s Online Public Notice website located at http://aws.state.ak.us/OnlinePublicNotices/ for any subsequent clarifications or amendments that may be issued regarding this solicitation. Alternatively, individual agency GEMS contacts may opt to receive email notifications of DHSS publications to the State's Public Notices website, which includes amendments to published solicitations. In the Portal Access section of the GEMS Contact record, indicate 'yes' at Email New Solicitations.

3.04Proposal Costs and Content

The Department will not be responsible for any expenses incurred by an awarded grantee 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 of Grant

This RFP is for a three year period, beginning 7/1/2015 through 6/30/2018. At the discretion of the Department, a project funded under this RFP may be considered for continued funding in subsequent program years. The decision to continue funding for the subsequent years of the three-year 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.

Funding in the subsequent years will require submission and approval of documents needed to update service plans, evaluation measures and budgets. Grantees will be notified by Grants and Contracts of specific submission requirements necessary to qualify for consideration of continued funding.

3.06Proposal Review

Following the deadline for receipt of proposals, DHSS staff will verify all submission requirements have been met. No amendments or corrections will be accepted after the deadline unless submitted 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 to competing offerors before notice of grant award has been issued.
    2. DHSS staff will evaluate each grant 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 based on the contents of the proposal as well as relevant documentation and information regarding the applicant that is available to the Department. Recommendations regarding whether each proposal should be financed, and at what level, 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. Then as a committee they will meet in a closed session (7 AAC 78.090 Review of Proposals) to further review proposals and develop recommendations. The PEC review will include discussion of each proposal’s merits. Recommendations will include approval or disapproval for award, modifications to the proposed project, special compliance conditions, and a ranking of proposals in priority order.

All advisory recommendations, including staff recommendations and PEC recommendations if applicable, as well as all other review materials will be submitted for consideration by the Director of the Division, 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, including those from any PEC that may be held, are advisory only. The final decision to approve or disapprove grant award, the amount of each award, and whether to impose special conditions or modifications rests with the Commissioner or Commissioner’s designee.

PLEASE NOTE:  The final decision may include additional considerations, such as the lack of 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, the applicant will be notified of the final funding decision, and any conditions of award or modifications. Following any necessary negotiations for revisions to the proposed budget and scope of services, awarded 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 courtesy copy to the contact identified on the cover page of the RFP, send appeal to:

Valerie Davidson, Commissioner
Department of Health & Social Services
P.O. Box 110601
Juneau, AK 99811-0601

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 competitive 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 grantor 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 by the grantor to be in the best interest of the State.

Section 4 - Submission Requirements/Criteria for Proposal

4.01Minimum Responsiveness Criteria per 78.100(2)(a)

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

1. Applicant is eligible per 7 AAC 78.030.
Evaluation Criteria Points
a. Applicant is eligible per 7 AAC 78.030.

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

Response & Organizational Documentation

1. If applying as a non-profit organization, verify the following criteria pertaining to non-profit status.
Evaluation Criteria Points
a. The agency is listed in good standing on the State's non-profit corporation database,  http://commerce.alaska.gov/CBP/Main/CBPLSearch.aspx?mode=Corp; and/or
b. The agency is listed in current 501(c)(3) status on the federal tax exempt site,  http://www.irs.gov/Charities-&-Non-Profits/Exempt-Organizations-Select-Check.
c. If the agency is a non-profit subsidiary, a verifying letter from the parent non-profit agency must be uploaded to the applicant's agency record in GEMS. The parent corporation must meet criteria a and/or b.
2. If applying as a Federally recognized tribal entity, verify the following criteria.
The following document needs to be completed and submitted: Promoting Successful Transitions, Multi-Year Waiver of Soverign Immunity.pdf
Evaluation Criteria Points
a. A correct Waiver of Sovereign Immunity is uploaded with the proposal and indicates the correct fiscal years and duration of the solicitation.
b. The tribe is listed on the Federal Register as a recognized Alaska Native entity and eligible to receive services from the U.S. BIA. The listing is available at http://www.bia.gov/cs/groups/public/documents/text/idc006989.pdf.
3. If applying as a government entity, ensure the following criterion is met.
Evaluation Criteria Points
a. The agency is either another State Agency, such as the University, an incorporated municipality, verifiable at http://commerce.alaska.gov/dnn/dcra/Home.aspx); or an REAA under AS 14.08.031, verifiable at  http://education.alaska.gov/facilities/pdf/doe2013map.pdf.
4. Electronically sign the State Grant Assurances.
Evaluation Criteria Points
a. DHSS State Assurance form is completed, electronically signed by a person authorized to enter into legal agreements on behalf of the applicant.
5. Verify the applicable criteria below are met as the program includes federal funding.
Evaluation Criteria Points
a. The Federal Assurance and Certification form is completed and electronically signed by a person authorized to enter into legal agreements on behalf of the applicant.
b. The applicant's agency record in GEMS contains its signed Federal Funding Accountability and Transparency Act (FFATA) information.
6. Ensure the following information is uploaded to the applicant's agency record in GEMS.
Evaluation Criteria Points
a. Applicant's GEMS record contains a current governing board roster with titles, contact information and terms of office. Emergency contact information outside the applicant agency is given for one or more board officers.
b. Agency GEMS record contains other agency funding information (in 'Other Grants') specific to the project's budget period, FY16.
7. If Indirect Costs are budgeted, the agency's current approved Federally Negotiated Indirect Cost Rate Agreement is uploaded to the applicant's record in GEMS.
Evaluation Criteria Points
a. Applicant's GEMS record contains a current approved Federally Negotiated Indirect Cost Rate Agreement. If expired, the lapsed agreement is uploaded with written confirmation from the cognizant federal agency authorizing use of the most recent rate until a new agreement is approved.

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

1. The review criteria of Section 4.03 apply to current and prior year DHSS grant recipients, and the Department will verify criteria related to past performance. Those proposing agencies having no previous or current grant awards through DHSS are not penalized by a lack of past performance with the Department.
Evaluation Criteria Points
a. Prior year(s) fiscal, narrative and data reporting is complete and timely.
b. Required audits have been submitted and prior year audit exceptions, if any, are resolved. Verify at http://doa.alaska.gov/dof/ssa/ssainfo.html.
c. Prior year(s) activities demonstrate effective delivery of services as can be confirmed by Department performance reports, site visits, audit reports, and other available records.
d. Program historically maintains required standards as demonstrated in quality assurance reviews, licensing or certification standards, and other available records.

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

1. Upload the proposed project logic model, created on the template provided. In the text box below, describe the goals and expected outcomes of the proposed project. Include short-term and intermediate outcomes in addition to the long-term outcomes anticipated by the Department. If proposing to served fewer than forty youth annually, provide justification for the reduced delivery of services.
The following document needs to be completed and submitted: Project Logic Model Template Promoting.doc
Evaluation Criteria Points
a. The goals and outcomes narrative and the submitted logic model demonstrate a thorough understanding of grant program goals and desired outcomes. 10
b. Proposed goals and anticipated outcomes meet or exceed program requirements, are achievable, and are compatible with project goals and planning documents. 10
c.

Submitted logic model includes goals, resources, outcomes, outputs and activities applicable to the proposed project and compliant with program intent. 

20
d. The proposed services and activities as noted in the submitted logic model support meeting a minimum output of serving forty (40) youth annually. If fewer youth are to be served annually, the provided justification is clearly outlined. 20
2. As a single file, upload materials and curricula proposed for use in delivery of services. In the text box below, provide a detailed plan for FY16 services and activities to be performed under the proposed project as reflected in the project logic model. Include a comprehensive training plan for the noted recipients of project trainings, and Include a brief outline of services/activities planned in FY17 and FY18.
Evaluation Criteria Points
a. Proposed services and activities are well developed, reasonable, and support program intent to identify positive adult connections for youth receiving services. 10
b. Services and activities are geared toward identifying adults as potential members of positive networks, supporting well-being of youth as they understand and determine permanency goals and successfully transition to adulthood. 20
c. Services are provided to youth on an individual basis and in group settings, including peer support. Effectiveness of services is assessed at six months and 12 months to determine if services should continue, as may be allowed under the program. 20
d. Uploaded curricula and materials are focused and audience-appropriate. 20
e. The proposed training plan addresses orientation for project staff, community partners, youth supports and youth. The plan also details ongoing training for all project participants and includes information about permanency goals. 20
f. The proposed training plan addresses cultural humility, communications, team and trust building. 10
3. Upload the project's evaluation plan, created in the provided template. In the text box below, provide a narrative description highlighting the plan's major strengths and any identified challenges to implementation.
The following document needs to be completed and submitted: Logic Model Evaluation Plan Template Promoting.doc
Evaluation Criteria Points
a. Evaluation plan includes the required efficiency and effectiveness measures and proposes others specific to the project. Data collection strategies are sound. 20
4. Upload a timeline of project activities, including the timing of performance measures aligned with the logic model and the logic model evaluation plan. In the text box below, provide a narrative expanding upon the details of the timeline.
Evaluation Criteria Points
a. Proposed timeline for project implementation is both reasonable and achievable. 20
b. Timeline clearly identifies any necessary start-up time, projects a time at which referrals will be initiated, and indicates the intervals at which the performance measures will be taken. 20
5. In the text box below describe the proposed project's target population(s) and area(s) proposed for services.
Evaluation Criteria Points
a. The project targets one or both of the program's identified targets, and services are proposed in one or more population centers in areas in which services are solicited. 5
6. Provide the proposed budget for the project, including narrative, details, and matching funds. Verify the following criteria are met.
Evaluation Criteria Points
a. The narrative and detail are mutually consistent.
b. Cost line items are for allowable costs under 7 AAC 78.160.
c. Required 15% match is met and fully described in the detail and narrative. All matching funds proposed are eligible and federal matching funds do not exceed 50% of required match.  If applicable, a project funded by multiple sources has disclosed the additional resources in Additional Match budgeting. 5
d. Budgeted Travel costs are consistent with 7 AAC 78.160(h) & (i), and adequately plan for attendance at youth retreats and information sessions, as well as services to youth who relocate while receiving services. 20
e. If  budgeted, Equipment and subcontract (Other) costs are consistent with 7 AAC 78.280.
f. If budgeted, Indirect costs are fully compliant with all terms of the agency's current negotiated rate.
g. Proposed budget supports program intent; administrative costs and direct services costs are in supportable proportions. 20
h. Budget detail and narrative provide for a project achievable with resources as demonstrated in the project logic model. 10
i. Budget detail and narrative support any necessary allocation of resources among target populations or service locations. 10

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

1. In the text box provided, describe the agency's previous experience in providing services the same as, or similar to, those proposed. Any previous experience working with youth and permanency should be clearly outlined. Upload documentation confirming the successful delivery of described services.
Evaluation Criteria Points
a. The applicant's description of previous experience in providing the same or similar services meets the intent of the program. For current and prior year DHSS grantees, evaluation may include compliance documentation as noted in subsection 4.03. 15
b.

Prior experience working with youth, permanency, and/or Independent Living is described. Narrative is supported by the uploaded documentation of successful delivery of services the same as, or similar to, those solicited.

20
2. Describe the staffing level available for direct services and administration of the proposed project, and outline the recruitment process for any project staffing needs. As a single file, upload resumes, position descriptions and professional credentials for key project personnel and resumes for administrative staff.
Evaluation Criteria Points
a. Staffing levels (FTEs) and position descriptions meet the needs of the project as proposed and the intent of the RFP. 15
b. Staff providing services are qualified and competent as demonstrated by the uploaded credentials and resumes. Experience includes at least two years in facilitating groups and at least three years in case management/ coordination of services. 15
c.

As a team, staff providing services have experience in family searches,  knowledge of permanency in relation to child protection, and the ability to connect with hard-to-serve populations.

20
d. Administrative staff is qualified as demonstrated by attached resumes. 10
e. Administrative capacity demonstrates capability to meet reporting and management needs in responsible administration of award. 10
3. In the text box below, provide project narrative specific to procedures that will protect client confidentiality and procedures that will be used to ensure completion of required background checks for staff and identified supports working with youth. Identify and address any potential safety concerns in the management of services. 
Evaluation Criteria Points
a. Proposal adequately addresses necessary procedures to protect client confidentiality in compliance with State and Federal standards. 10
b. Proposal adequately addresses procedures for identifying staff, partners and volunteers for whom background checks are required, and provides for the background checks to be obtained. 10
c. In the management of services, the narrative addresses potential safety concerns for those receiving and those delivering services. 10
4. In the text box below, describe the facility or facilities that will be used in delivering project services. Include a description of the location and client access, and the ways in which client accessibility will enhance project success. Describe delivery of services to youth residing outside the community in which applicant facilities are located. 
Evaluation Criteria Points
a. Facilities proposed for services are safe and appropriate to the purpose of the project and provide adequate physical access for the proposed target population(s). 10
b. Proposal describes contingency plans for delivery of services to youth in communities other than that of the agency's primary facilities. 10

4.06Demonstration of Support/Involvement of Service

1. As a single file, upload current and relevant partnership agreements with agencies, Tribes and other community groups providing services to youth. In the text box below, provide project narrative demonstrating familiarity and understanding of the needs of the target population(s), appropriate and necessary community resources, and the community support for the project in the proposed service delivery area(s). Identify agencies serving youth under partnerships and other collaborative agreements with the applicant. Provide narrative which describes the role of State or other agencies referring youth for services, and the role of agencies to which youth might be referred for services under the proposed project.
Evaluation Criteria Points
a. The proposal narrative demonstrates the applicant's ability to create effective partnerships and collaborations with community based agencies and Tribes. 10
b. Appropriate documentation of support has been uploaded, and is provided from each community in which the applicant proposes to provide services. 10
c. Narrative and uploaded materials demonstrate the applicant has the necessary partnerships, referral and collaborative agreements to achieve program goals and desired outcomes. 10
d. Project narrative adequately describes the role of State agencies and others in youth referrals to the project, as well as agencies to which youth might be referred in the course of service delivery. 10

Attachments