1.01Introduction and Program Description

The Department of Health and Social Services (DHSS/Department), Division of Senior and Disabilities Services (DSDS/Division), is requesting proposals from eligible applicants to provide the Nursing Facility Transition (NFT) Program services for the State of Alaska in FY2016 thru FY2018.  Program Services are authorized under 7 AAC 78 Grant Programs, the Americans with Disabilities Act; Olmstead Decision; and New Freedom Initiative. Access State of Alaska statutes and regulations at http://www.law.state.ak.us/doclibrary/doclib.html or through the contact person listed on the cover page of this RFP.

1.02Program Goals and Anticipated Outcomes

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

The NFT Program provides services for people moving from nursing facilities into the community and enables people with disabilities or the elderly to live in the least restrictive setting, integrate, and participate in their community.  Grantee Transition Coordinators work closely with nursing facility social workers, discharge planners and DSDS Long Term Care Unit (LTCU) staff for timely and efficient discharge and transition.  Funds from these grants may provide services as diverse as security deposits, rent payments, groceries, trial visits to an Assisted Living Home, transportation, or room and board for a caregiver from a rural area to an urban area for training in the care of the recipient.  All transition costs, which have been approved by the Division for clients transitioning from nursing facilities into the community, will be paid from grant funds.  All transition activities will be coordinated through, and approved by, the DSDS NFT Coordinator.

The goal of this program is to provide transition services for those people desiring to move from institutions into a less restrictive environment in the community, to assist them with integration into the community and to ensure that they are able to live as independently as possible.  The program's anticipated outcomes are that participants are able to live safely in the least restrictive environment, and that they are satisfied with the transition process.

1.03Program Services/Activities

Proposals must include a description of proposed activities that support the goals and outcomes to be employed in the project.

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

1. Outreach Activities:

• If approached by clients or their representatives, such as nursing home social workers or care coordinators, the grantee will promptly contact the DHSS Transition Coordinator to plan for the services to be provided.
• Grantees will post and distribute NFT brochures provided by the DHSS Transition Coordinator; and,
• Will utilize opportunities in community settings and activities to make the public and stakeholder groups aware of the availability of NFT services.

• Nursing home social workers, or care coordinators will arrange with the DHSS Transition Program Coordinator for individualized transition services, and will provide the grantee with a copy of an approved transition plan.
• The grantee(s) will arrange with qualified vendors, manage the delivery and pay the vendors for transition services according to the approved care transition plan.
• The grantee(s) will reimburse vendors promptly, with a target deadline for payment within two weeks of the satisfactory completion of services.

• Home or environmental modifications
• Travel/Room/Board for rural caregivers to receive client specific training
• Trial trips to home or assisted living home
• Short-term payment for an appropriate worker for skill level needed
• Security deposits
• One-time payment for an appropriate worker for skill level needed
• Security deposits
• One-time cleaning of home
• Basic furnishings necessary to set up a livable home
• Transportation to new home
• Other needed items or services as may be approved by State Program Coordinator

Proposals submitted in response to this RFP must contain a detailed plan for services in the first year of the grant. This includes a budget for year one of the grant only. Funding in the subsequent year(s) will require submission and approval of documents needed to update service plans, evaluation measures and budgets and the conditions of Section 3.05.

1.04Program Evaluation Requirements and Reporting

A. DHSS Results Based Accountability Framework  Grant programs will be required to align with the DHSS’s priorities and core services. Utilizing a results-based accountability framework, grantees will use performance measures to evaluate progress in order to meet meaningful outcomes and initiate data collection and reporting consistent with department priorities.  Below are the Department's and Division's Priorities, Core Services, Objectives, and Effectiveness and Efficiency Performance Measures for this program.

 Department Priorities

• Health & Wellness Across the Life Span

Department Core Services

• Provide Quality of Life in a Safe Living Environment for Alaskans

Department Objectives

• Increase the Number of Older Alaskans who Live Safely in Their Communities
• Increase the Number of Alaskans with Disabilities who Live Safely in Their Communities

Division Core Services

• Home and Community Based Services

Effectiveness Performance Measure is:

• Number of Individuals who are transitioned into the community

Efficiency Performance Measure is:

• Grant Expenditure per individual

B. Nursing Facility Transition Performance Measure Framework for Results Based Accountability  Applicants must submit an evaluation plan with their proposal that has been created using the preformance measures stated below and in the attached Performance Measure Framework.  This form includes results and efficiency and effectiveness performance measures that will be used to evaluate the progress for the grant project toward achieving the program goals and desired outcomes.

The Performance Measures used to monitor efficiency and effectiveness are as follows;

• Average cost of transitions
• Number of nursing facility transitions per year
• Percentage of individual who receive transitions that are satisfied with the process

Grant Reporting

The grantee(s) will be required to submit a data report each quarter, identifying the type of location of outreach services provided.  Following the department's instructions for transmission of protected health information, the grantee will also provide a quarterly log by individual client served, the transition services for which vendors have been compensated.  Data fields must identify the client's name, the services, supplies or equipment purchased, the name of the vendors from which purchases were made and itemized costs.

Required quarterly reporting for this grant will include the following submitted via GEMS:

1)  Cumulative Fiscal Report (overall grant and match expenditures are reported quarterly by budget line item);

2)  Program Narrative in the format prescribed by the grantor;

3) Statistical Report in the format prescribed by the grantor

4) For the final quarter each fiscal year of the grant:  Performance Measure Framework form reporting results/outcomes and information regarding the fiscal year's efficiency and effectiveness performance measures.

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 this program is any Alaska resident over the age of 21 who resides in a nursing facility and who wants to transition back into any Alaskan community.  The target population includes residents of nursing facilities with physical disabilities under age 60, and for older Alaskans over age 60.  Applicants may propose to serve either or both target populations.  Clients must have, or be expected to have, Alaska Medicaid Waiver or Personal Care Assistance Program approval within six months.  This program is available to any resident of a nursing facility in Alaska.  Alaska residents residing in a facility outside the state requesting return to Alaska will be considered on a case-by-case basis.

Service Areas and Communities:  The Nursing Facility Transition Program may fund one to two grants to provide planning and procurement of individualized services in communities statewide.

1.06Program Funding

Funds available for this program are anticipated to total $120,000 annually, in State General Funds, for a total of $360,000 for the three year duration.  An applicant may propose to serve both or either of the two intended target populations, but the provision of services for one must not be dependent upon the receipt of an award for both.  In presenting the proposed grant budget, the applicant must provide a single detailed budget, but if proposing to serve both populations, must also identify a total projected cost of services for each separate population and must clearly explain how the cost for services and cost of administering those services would be affected if awarded a grant for only one of the targeted populations proposed.

Proposed Budget:  The proposal must contain both a detailed and a narrative budget for the first fiscal year of the grant, including any proposed match, which is fully compliant with the limitations described in 7AAC 78.160 (Costs), and that supports program staffing and service delivery requirements stated in this RFP.  The GEMS portal provides applicants with instructions and the ability to enter budget details and narrative for the project budget.  More detailed instructions can be accessed in the DHSS Budget Guidelines available online at http://gems.dhss.alaska.gov/Home/Documents.

Administrative and Indirect Costs:  If the proposed budget includes indirect costs, 7 AAC 78.160(p) requires a copy of the agency’s current federally approved Indirect Cost Rate Agreement.  Agencies with current DHSS grant agreements can review the Indirect Cost Rate Agreement information in GEMS.  Agencies without current grant agreements with the Department must upload a copy of the Indirect Cost Rate Agreement in the "Agency Administration" tab of the GEMS portal. Help instructions are available in the portal to upload and review such documents.

Applicants who propose to limit administrative costs and/or provide additional voluntary match will be granted preference in the review process.  No matching funds are required; however, priority will be given to applicants who document that they can provide staff time, other additional project support, such as in-kind match and/or other resources necessary to minimize the cost of administration of grant funds.

2.01Required Experience

Proposal evaluation will include consideration of the applicant’s history of compliance with service and grant requirements; previous experience in providing the same or similar services, which may include evaluation of site reviews/program audits and the successful resolution of any findings.  

To maximize the benefit of the available resources, eligibility will be limited to agencies with existing infrastructure already providing services to seniors and/or the disabled. 

• Applicants must be able to demonstrate successful experience providing the same or similar services and submit proof documenting this requirement.
• Applicants must have experience counseling and providing independent living skills to people with physical disabilities or to the elderly and must submit proof documenting the relevant education, training and experience to meet this requirement.
• If proposing to serve both populations, the applicant must describe their prior experience with each population separately.

2.02Program Staffing Experience

Program staffing levels must be commensurate with meeting the program goals, anticipated outcomes, and activities/strategies for service delivery appropriate to the proposed project.

Resumes, job descriptions and professional credentials must be submitted for key project personnel (see Requirement #2 in subsection 4.05).

2.03Administrative, Management and Facility Requirements

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

1) The applicant will ensure procedures are in place to protect client confidentiality. These procedures must meet State and Federal standards. 

2) The applicant will ensure their most recent financial audit has been submitted to the appropriate state office (see audit section below) and any audit findings identified in that audit have been resolved. 

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

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

By submitting a proposal the applicant agrees to comply with the following additional administrative and management requirements:

Quality Assurance Requirements for Grantee Service Providers In order to assure that providers of all services are qualified and deliver quality services, the Division of Senior and Disabilities Services now requires all providers to comply with the Conditions of Participation (COP) adopted in regulations: 7AAC 130.200 - 130.319

The COPs contain new standards for providers, and operation of all home and community based services.  At a minimum, all applicants must meet the Provider COPs and applicants wishing to provide other services must comply with the COPs associated with specific services.  The COPs provide guidance and standards for the Home and Community Based Medicaid Waiver Program and apply to similar services provided through grant funds.

1. Applicants providing Medicaid reimbursable services shall have a Medicaid Provider number, or apply to obtain one, and shall seek Medicaid reimbursement for all eligible services. Proof of Certification or application for certification must be submitted with their proposal.
2. Applicants providing Medicaid reimbursable services, who do not have a Medicaid Provider number, and do not intend to obtain one, must include a request for exemption from the Medicaid requirement with their proposal.
3. Applicants providing services that are not reimbursable by Medicaid must comply with the Provider COPs, and must provide an assurance of compliance with their proposal.
4. Applicants requesting an exemption to requirements outlined in any of the COPs must submit a request for exemption in meeting the terms of the COPs with their proposal.

The COP applicable to the services requested by this solicitation are: the Provider Conditions of Participation.  Applicants may review these and all COPs for the provision of home and community-based services at this website http://dhss.alaska.gov/dsds/Pages/regulationpackage.aspx.

Note: Requests for exemption from Medicaid Certification and/or Conditions of Participation requirements must cite the specific section of the COP and an explanation of why the applicant believes the requirement would create an undue hardship, is not feasible, or would create a barrier to providing services.  

Audit Requirements:

Federal Requirements:  Effective immediately, if you expend $750,000 or more total Federal Financial Assistance in your fiscal year, you 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:   For audit periods that begin or continue on after March 31, 2008, if you expend $500,000 or more total State Financial Assistance in your agency’s fiscal year, you are 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 this solicitation.

Information on compliance with the State and Federal Single Audit Acts may be obtained from, and 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 both clients and staff in the management of services proposed in response to this RFP.

2)   The applicant should describe how access is provided to clients and how that will enhance the success of the project. This should include an internet presence, information about the program provided in the agency's printed materials, public posting, etc. and how this program is integrated into the agency's existing infrastructure already providing services to seniors and/or the disabled.

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 DHSS Grant Assurances).  This should include an internet presence, information about the program provided in the agency’s printed materials, public posting, etc. and how this program is integrated into the agency’s existing infrastructure already providing services to seniors and/or the disabled.

2.04Support/Coordination of Services

Applicants must be able to 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 being proposed;
2. Involvement of potential recipients and the public in the planning process;
3. Partnerships and collaborations specific to the proposed project; and
4. Necessary referral agencies and a description of their roles.

3.01Eligibility (Who May Apply)

Applicants must be eligible to apply under 7 AAC 78.030 (Eligible Applicants).  They include nonprofit organizations; municipalities and Regional Educational Attendance Areas or other political subdivisions of the state; other State agencies; and Alaska Native Tribes.  Eligibility is also limited to agencies with existing infrastructure already providing services to seniors and/or the disabled; see subsection 2.01 of this RFP for additional eligibility information specific to the program and this solicitation.  The following documentation 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 provide a copy of the organization’s current State of Alaska Certificate of Incorporation clearly establishing nonprofit status.  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).  The entity must submit with their application a legally binding resolution waiving the entity’s sovereign immunity to suit, using the template provided. This form is designed to encompass the multi-year grant duration period identified in subsection 3.06.  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.

Applicants must also submit in GEMS, or have on file with DHSS, a current governing board member list with titles, contact information, and terms of office.  The list must include emergency contact information outside the applicant agency for one or more responsible officers of the governing board.

3.02Acceptance of Terms

By submitting a proposal, an applicant accepts all terms and conditions of this Request for Proposals 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 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 their 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 Request for Proposals for defects and questionable or confusing content. Questions about the RFP that can be answered by directing the applicant to a specific section in the RFP may be answered verbally by the Contact Person in 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. Questions of a substantive nature must be received, in writing, at the email address listed on the cover page of this RFP, no less than ten days before the deadline for receipt of proposals (see Deadline for Written Inquiries on the cover page of this RFP). 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.

3.04Proposal Costs and Content

The Department will not be responsible for any expenses incurred by the 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 3-year period, beginning in FY16, 7/1/2015, through 6/30/2016.  At the discretion of the Department, a project funded under this RFP may be considered for continued funding in subsequent program years, FY17 and FY18. The decision to continue funding for the subsequent year(s) of the 3-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.

Proposals submitted in response to this RFP must contain a detailed plan for services in the first year of the grant, and should include a brief outline of services planned in subsequent years.  This includes a budget for year one of the grant only.  Funding in the subsequent year(s) 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 they are 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 by a PEC.
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 will include in their review discussion of each proposal’s merits. Recommendations will include approval or disapproval for award, modifications to the proposed project, special compliance conditions, and ranking proposals in priority order.

All advisory recommendations, including staff recommendations, and if applicable the recommendations of the Proposal Evaluation Committee, 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 whether 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, 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.

Send appeal to:

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

with a copy to the Grants Administrator named on the cover page.

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 Request for Proposals 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.

4.01Minimum Responsiveness Criteria 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