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
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.