2.03Administrative, Management and Facility Requirements
The proposal must demonstrate applicant’s ability to responsibly administer the grant and all items of Assurances, including both sustainable fiscal and administrative capability necessary to support the project.
- The applicant must ensure procedures are in place to protect client confidentiality. These procedures must meet State and Federal standards.
- The applicant must identify potential safety concerns for both consumers and employees and how they will be addressed.
- The applicant will ensure that 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. If the applicant is not a current or prior year grantee of DHSS, the proposal must include a copy of any findings from their most recent audit and confirm that they have been resolved.
- Executive administrative and financial staffs will be qualified, as indicated by their professional and educational experience detailed in attached resumes.
- The applicant must summarize prior activities that demonstrate effective service delivery and achievement of desired outcomes, and if not effective or achieved, summary will include what changes will be made.
- The applicant must include list of topics for planned or ongoing employee training that directly relates to services under this grant (only).
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.
Quality Assurance and Conditions of Participation (COP) In order to assure that providers of all services are qualified and deliver quality services, the Division of Senior and Disabilities now requires all providers to comply with the Conditions of Participation adopted in regulations: 7AAC 130-200-130.319
The Conditions of Participation (COP) contain new standards for providers, and operation of all home and community based services. At a minimum, all applicants must meet the Provider Conditions of Participation and applicants wishing to provide other services must comply with the Conditions of Participation associated with specific services. The Conditions of Participation provide guidance and standards for the Home and Community Based Medicaid Waiver Program and apply to similar services provided through grant funds.
- 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.
- 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.
- Applicants providing services that are not reimbursable by Medicaid must comply with the Provider Conditions of Participation, and must provide an assurance of compliance with their proposal.
- Applicants requesting an exemption to requirements outlined in any of the Conditions of Participation must submit a request for exemption in meeting the terms of the Conditions of Participation with their proposal.
The COPs applicable to the services requested by this solicitation are: the Provider Conditions of Participation. Services are: Meal Services COP, Provider COP, and Transportation Services COP. 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.
All grant services are exempt from Provider Conditions of Participation C 2 that states:
"The Provider may charge fees for recipient services at a rate no higher than those charged to private pay clients for compatible services."
The grant does not allow Consumers to be charged a fee for services however, they are encouraged to make a donation (AOA Older Americans Act
http://dhss.alaska.gov/dsds/Documents/grantservices/ntsforms/voluntary-contributions315b.pdf)
Background Checks This program is subject to the licensing and certification authority of the Department of Health and Social Services. This program receives payments in whole or in part, from DHSS and is subject to the statutory requirements of
AS 47.05.300–47.05.390 requiring background checks. Applicants will describe how this is accomplished for staff in outlying service areas.
The Alaska Background Check Unit (BCU) provides centralized background check support for programs that provide for the health, safety, and welfare of persons who are served by the programs administered by the Department of Health and Social Services (DH&SS). This requirement applies to unsupervised volunteers. More information may be found at http://dhss.alaska.gov/dhcs/Pages/cl/bgcheck/default.aspx.
Critical Incidents and Mandatory Reporting Senior and Disabilities Services have policies and procedures and applicable state laws in relation to reporting critical incidents and mandatory reporting. Centralized Reporting policy and form may be found at http://dhss.alaska.gov/dsds/Pages/CentralizedReporting.aspx
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 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 the solicitation to which this statement is attached.
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