1.01Introduction and Program Description
The Department of Health and Social Services (DHSS or Department), Finance and Management Services (FMS) and the Mental Health Trust Authority (Trust), is requesting proposals from eligible applicants to provide Mental Health Deferred Maintenance and Accessibility Improvements services for the State of Alaska in FY2020 through FY2022. These services are meant to provide resources to renovate and/or repair eligible buildings serving Trust beneficiaries.
Program Services are authorized under 7 AAC 78, and Mental Health Deferred Maintenance and Accessibility Improvement. 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 Request for Proposals (RFP).
The ongoing need for deferred maintenance and accessibility improvements projects has been well documented by the Alaska Mental Health Trust Authority and is a continual problem for providers serving Trust beneficiaries. With the continuing decline in operating funds, a vast majority of the agencies which serve Trust beneficiaries must place all of their available resources into providing care for their client population(s) and are unable to set aside repair and replacement funds for their buildings. Currently, allowing the deterioration of their facilities is the only option left for many service providers. Providing funds for the repair and maintenance of these facilities is a good investment in the health and well-being of Trust beneficiaries.
1.02Program Goals and Anticipated Outcomes
The primary goal of this RFP is to reduce the deferred maintenance and accessibility needs and alleviate some of the financial burden of eligible agencies in Alaska who provide services to Trust beneficiaries. This program will provide Capital funds for deferred maintenance, repair and renovation, and ADA compliant improvement projects to existing structures. These eligible building structures may include treatment offices, residential housing buildings and administrative offices, allowing eligible agencies to concentrate their already scarce resources on providing services for their client population(s).
The proposal must demonstrate a thorough understanding of the grant program goals and outcomes anticipated by the Department; and proposed projects must meet or exceed anticipated minimums described in this RFP. All projects proposed under this grant opportunity must recognize and operate within existing Alaska statutes and regulations.
Successful applicants will be awarded a maximum of $50,000. It is expected that these funds will provide agencies with the resources to make critical, long-awaited facility improvements without the need to reduce a program's operating budget. Only ONE proposal per applicant agency will be accepted.
- Reduce the deferred maintenance needs on public access buildings serving Trust beneficiaries and staff
- Reduce jeopardizing the well being of Trust beneficiaries and office staff
- Provide an efficient, accessible and safe building environment for all concerned.
The proposal must include a description of proposed activities that support the goals and outcomes to be employed in the project. The applicant must also include a timeline for activities as an attachment to their proposal.
Deferred maintenance projects include renovation, repairs or rehabilitation of facilities with an emphasis on projects involving health and safety issues, documented emergency needs or ADA compliance issues. For accessibility projects, the focus will be on improving access where programmatic alternatives have been exhausted or are not possible and on projects which maximize accessibility to facilities using cost-effective approaches. The proposal must describe the proposed project.
Eligible capital projects through this program are typically defined as deferred maintenance projects and have a useful life of over one year. Funds available through this RFP are for direct costs only.
Eligible projects include but are not limited to:
- Plumbing repairs
- Fire suppression systems
- Fire alarm systems
- Electrical upgrades
- Roof repair or replacement
- Floor repair or replacement
- Accessible entrance ramps
- Accessible parking spaces
- Facility signage
- Replacement of door and cabinet hardware with accessible hardware
- Restroom accessibility improvements
- Accessible path of travel to program space
- Reconfiguration to utilize existing space
1.04Program Evaluation Requirements and Reporting
Results Based Budgeting Framework
Results based budgeting provides a framework in which allocated resources support and are justified by a set of outputs and expected results. Within this framework, actual performance and achieved outcomes are measured by objective performance measures.
Projects must required to align with program objectives expressing Department priorities and core services. Projects must use performance measures to evaluate progress toward meaningful outcomes, and to initiate data collection and reporting consistent with Department priorities.
The Department Priorities, Core Services, Objectives, and Performance Measures of Effectiveness and Efficiency for this program are:
- Safe and Responsible Individuals, Families and Communities
Department Core Services
- Protect Vulnerable Alaskans
- Provide deferred maintenance assistance to eligible trust beneficiaries agencies
Outcomes: Improve, renovate and/or repair structures
Required reporting for this grant will include:
- Cumulative Fiscal Report (CFR) recording overall grant and match expenditures by budget line submitted in GEMS quarterly or on as as-needed basis; and
- Program Report (must use the Program Financial and Narrative Form) to record overall project process must be submitted simultaneously with any Cumulative Fiscal Report.
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 solicitation.
This is a statewide program.
The project must function as part of an overall operating program which provides services for eligible Mental Health Trust beneficiary group(s). Beneficiaries include persons experiencing mental illness, developmental disabilities, Alzheimer's disease and related dementia, chronic alcoholism, and special needs.
Estimated funds available for this program are anticipated to total $470,000 for Fiscal Year 2020.
Match Requirements: The budget must include matching funds equal to 20% of the proposed DHSS funds.
Calculate required match with the following formula:
The Requested Grant Award x Required Match Percentage = Required Match
Example: $50,000 x 20% = $10,000
Federal grant funds may not be used to match federal funds awarded through this grant program, and State grant funds may not be used to match State funds awarded through this grant program:
Eligible sources of matching funds include:
- Local Cash: local sources, including local tax receipts, municipal revenue sharing, cash donations
- Local In-Kind: donated items of value for which the applicant incurs no cost, including volunteer labor and donations of supplies, equipment, space
- Other Sources: government and non-government grant awards, third party receipts, direct receipts such as gaming or sale of goods
- Grant Income: earnings anticipated as a result of this project proposal receiving award, and Medicaid reimbursements if award of this grant is required for the applicant to bill Medicaid for awarded services
- Medicaid: includes Medicaid which is not Grant Income, as well as other third party receipts
Proposed Budget: The proposal must contain both a detailed and narrative budget for the duration of the grant, including any match, which is fully compliant with the limitations described in 7 AAC 78.160 (Costs). Regulations are provided under the GEMS Documents tab.
Resources specific to budgeting are also available under the GEMS Documents tab. DHSS Grant Budget Preparation Guidelines provide information and guidance about budget lines, cost detail groupings, and narrative requirements. Grantee User Manual Part I provides detailed instructions for entering a budget proposal in the chapter "Responding to a Solicitation."
Other Agency Funding: Prior to submitting a proposal, applicants must list all other agency funding received and applied for. This task must be completed by an Agency Power User in the Other Funding section of the Agency Administration tab. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.
Administrative and Indirect Costs: These funds are available for direct costs only.