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 Mentorship for Independent Living services for the State of Alaska in FY16 through FY18. Program services are authorized under the Independent Living program AS 47.18.300 and 7 AAC 53.350, and 7 AAC 78. State of Alaska statutes and regulations can be accessed at http://www.law.state.ak.us/doclibrary/doclib.html or through the contact person listed on the cover page of this solicitation.

Mentorship for Independent Living 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 Mentorship for Independent Living program will provide the extended supports that youth need to achieve their goals and be self-sufficient.

Mentors will work with eligible youth, both in and out of OCS custody, to support the individual needs of mentees and help to promote transitional skills such as socialization and life skills, employment, and educational services.

1.02Program Goals and Anticipated Outcomes

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. A project logic model template is provided under Submission Requirement/Criteria for Proposal as an attachment to Section 4.04, Subsection 1.00.

The proposal and submitted logic model must demonstrate a thorough understanding of the grant program goal and outcomes anticipated by the Department. Proposed projects must meet or exceed anticipated minimums described in this RFP.

The goal of the program is to provide personal and emotional support to youth aging out of foster care through mentors and the promotion of interactions with dedicated adults. All young people need supports and opportunities to make a successful transition to adulthood. This program will work to identify and connect youth with safe and supportive adults to encourage a positive and healthy experience during transition to adulthood.

The long-term outcomes anticipated in the Mentorship for Independent Living program include:

• Increase positive connections and supports for youth in transition;
• Promote the development of supportive relationships for transition-aged youth; and
• Wellbeing for youth is fostered as they transition to adulthood.

An expected project output is that a minimum of twenty (20) youth will be matched with mentors during the period of award, and that a minimum of three (3) matches will be made each quarter of the grant period. If no matches are achieved within a quarter, an amended grant agreement may be issued to reduce the award amount. The expected output of the minimum three matches per quarter must be included in the submitted logic model.

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 will 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, including evaluation activities, as part of the submitted proposal.

The specific services sought for the Mentorship for Independent Living program are:

1. Mentor and mentee outreach and recruitment;
2. Mentor screening, evaluation and training;
3. Mentor and mentee match with ongoing support and guidance to mentors and mentees; and
4. Match support to promote continued relationship development and a positive experience through program participation.

The applicant must outline proposed outreach strategies for attracting mentors to the project. In addition to youth directly referred by OCS, the proposal must provide project strategies to recruit mentees, including solicitation of referrals from the OCS Independent Living Program and local OCS offices.

The project proposal must include a detailed description of the criteria and processes by which mentors and mentees will be identified and matched.  mentor screening; and ongoing monitoring and assessment of each match. The proposal must also address strategies and activities the applicant will use to support the development of the match relationships over time. This includes proposed engagement efforts to ensure ongoing mentor/mentee involvement in the program. Proposed project materials must incorporate communication formats which encourage and enhance interactions between mentors and mentees.

Any published advertisements and/or recruitment efforts 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.

All individuals providing services through this program, staff and mentors, must pass the appropriate background check, identified at #13 in the State Grant Assurances which are signed and submitted with the application.

The project proposal must include a detailed training plan for project staff, mentors and mentees. The training plan will include an overall orientation to the services, as well as introductory and ongoing training for staff, mentors and mentees. Applicants must discuss the ways in which they will address communications and cultural humility as training elements; team and/or trust building; and any other elements included in the overall training plan. It is expected that mentors and mentees understand the minimum time commitment of one year, with frequent face-to-face contact expected and encouraged.

1.04Program Evaluation Requirements and Reporting

Program 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, samples of the monthly reporting forms are provided as attachments to the RFP.
2. Quarterly program reports in the format agreed upon by the grantee and OCS. In addition, following the second and fourth quarters, progress reports based upon the project's logic model will be submitted, and will include efficiency and effectiveness measures and outcomes.
3. Quarterly fiscal reports to provide project costs in award and matching funds incurred each quarter, reported by budget line item.

Results-Based Accountability Framework

Grant programs will be 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 to evaluate progress toward meaningful outcomes. Below are the Department Priorities, Core Services, Objectives, and Effective and Efficiency Performance Measures for this program. 

Department Priorities

• 3 Safe & Responsible Individuals, Families & Communities

Department Core Services

• 3.2 Protect Vulnerable Alaskans
  

Department Objectives

• 3.2.1 Decrease the Rate of Maltreatment in Children

Division Core Services

• 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

An evaluation plan is required with the submitted project proposal, and a template is provided under Submission Requirement/Criteria for Proposal as an attachment at Section 4.04, Subsection 3.00. The evaluation plan must include the project measures of efficiency and effectiveness as indicators, and must provide data collection strategies to be used in evaluating progress toward achieving the program goals and desired outcomes. OCS will work with successful proposer 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 this program and services requested in this solicitation includes youth age 14 to 21 in OCS foster care. 

Service Areas and Communities:  The service areas and communities requested in this solicitation are Anchorage and the Matanuska-Susitna Valley. Proposals for services in other locales will be non-responsive and not considered for award.

1.06Program Funding

Funds available for this program are anticipated to be $100,000 in General Funds each year. A single award will be issued.

The proposed project budget must include matching funds equal 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 as required match. 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 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 above the 15% minimum included the applicant's budget proposal may be used in the consideration of award. Any proposed match considered as a factor in the recommendation to award will be included in the resulting grant agreement.

Proposed Budget: The proposal must contain detail and narrative budgets, including required match and source, 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 budget details and narrative for the project budget. More detailed budget information is available from the DHSS Grant Budget Preparation Guidelines, available at https://gems.dhss.alaska.gov/Home/Documents.

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. Applicant agencies can confirm or upload a copy of the Current Indirect Cost Rate Agreement in the Agency Administration tab of the GEMS portal. 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. 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 on a quarterly basis.

2.01Required Experience

Proposal evaluation will include consideration of the applicant’s previous experience in providing services the same as, or similar to, those proposed. For current and former DHSS grantees, it will include the history of compliance with service and grant requirements, and may include evaluation of site reviews and program audits, and the successful resolution of any findings. 

Describe the agency's previous experience providing same or similar services to those proposed. The description must clearly identify the time period over which services were provided and the target population served. Prior applicant experience working with the Independent Living Program should be highlighted. Applicants must also upload references and documentation of the successful delivery of the services described.

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 and position descriptions for key project personnel must be uploaded with the project proposal. 

2.03Administrative, Management and Facility Requirements

The proposal must demonstrate applicant’s ability to responsibly administer a 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. These procedures must meet State and Federal standards. 

2) The applicant will ensure its most recent financial audit has been submitted to the appropriate state office (see Audit Requirements below) and any audit findings have been resolved.

3)  Executive administrative and financial staff must be qualified, as indicated by professional and educational experience. Resumes will be uploaded as part of the agency proposal.

The successful applicant may be required to submit additional agency information with its signed grant agreement if current information is not on file with DHSS, Grants and Contracts.

Audit Requirements:

Federal Requirements:  Effective immediately, agencies expending $750,000 or more total Federal Financial Assistance in the agency fiscal year may be required to comply with conditions of the Single Audit Act of 1984, P.L. 98-502, as amended by the Single Audit Act Amendments of 1996, P.L. 104-156, and defined in OMB Circular A-133.

State Requirements Chapter 045 Grant Administration:  Agencies expending $500,000 or more total State Financial Assistance in the agency fiscal year 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 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 will describe the locale in which services will be delivered, client access to the facility, and how accessibility will enhance the success of the project. 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 agencies serving youth and the ability to coordinate with those agencies. The applicant must demonstrate a familiarity and understanding of the population to be served under the proposed project, as well as an awareness of the needs and resources within the proposed service area(s). Current partnerships with agencies providing services to youth will 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 narrative must address the following:

1. Community support where services are proposed;
2. Partnerships and collaborations specific to the proposed project; and
3. Necessary referral agencies and a description of the role of each.

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.

3.01Eligibility (Who May Apply)

Applicants must be eligible to apply under 7 AAC 78.030 (Eligible Applicants). This includes nonprofit organizations; municipalities and Regional Educational Attendance Areas or other political subdivisions of the state; other State agencies; and Alaska Native Tribes. See RFP subsection 1.05 qualification 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 be listed in the State's corporations database as a non-profit organization in good standing. 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).  With its application and using the template provided, the entity must submit a legally binding resolution waiving the entity’s sovereign immunity to suit. The template 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.

Applicants must also provide, in the agency GEMS record, a roster of the current governing board 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, in 7 AAC 78, and any other applicable statutes and regulations. Copies of these may be obtained through the contact person identified on the cover page, or through the web addresses identified in this RFP.

If a grant is awarded, this RFP and the awarded proposal become part of the grant agreement. The applicant will be bound by the provisions contained in the awarded proposal unless the Department agrees that specific parts of the proposal are not part of the agreement.

Proposals and other materials submitted in response to this RFP become the property of the State. Proposals are public documents and may be inspected by anyone after the grant has 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 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 three- year period beginning July 01, 2015 through June 30, 2018. 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 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. Grants and Contracts will notify grantees 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.
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 or supplementary expertise is deemed necessary to the review of proposed services, the Department may appoint a Proposal Evaluation Committee (PEC) as an additional advisory body. PEC members will initially evaluate proposals independently of other committee members. As a committee, they will then meet in a closed session (7 AAC 78.090 Review of Proposals) to further review proposals and develop recommendations. The PEC will include in its review discussion of each proposal’s merits. PEC 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 those of the PEC 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, applicants 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, the awarded applicant 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 a proposal from an eligible applicant. 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.

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

4.06Demonstration of Support/Involvement of Service