1.01Introduction and Program Description

The Department of Health and Social Services (DHSS or Department), Division of Public Health, is requesting proposals from eligible applicants to provide Title X Clinical Family Planning Services for the State of Alaska in FY2021 through FY2023. One award will be issued from this solicitation. To be eligible, applicants must be from agencies proposing to serve any areas within the state of Alaska, except those communities located on the Southern Kenai Peninsula (SKP) (see section 1.05 below for more information). Program Services are authorized under 7 AAC 78 Grant Programs and Title X of the Public Health Service Act, (42 U.S.C. 300 et seq.). Additional governing federal statutes and regulations are detailed at https://opa.hhs.gov/grant-programs/title-x-service-grants. State of Alaska statutes and regulations are accessible 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 intent of the federal Title X Family Planning Services Grant Program is to assist in the establishment and operation of voluntary family planning programs that must consist of the educational, comprehensive medical, and social services necessary to aid individuals to determine freely the number and spacing of their children, which promotes positive birth outcomes and healthy families. Sub-recipient agencies awarded under the DHSS Title X Project must provide the clinical family planning and related preventive health services necessary to achieve this intent.

1.02Program Goals and Anticipated Outcomes

Title X program priorities are determined by the federal funding agency, the Office of Population Affairs (OPA) and Congress for the Title X program each year. These Title X key issues can be found at: https://opa.hhs.gov/grant-programs/title-x-service-grants. The DHSS Title X Project goals, objectives, and activities (i.e., the DHSS Title X Work Plan) are developed by DHSS Title X Project staff each year for the following budget year, in collaboration with staff from sub-recipient agencies under this Title X Project. These goals and objectives are responsive to the federal priorities, legislative mandates and key issues. The Title X Work Plan submitted with the most current application for federal Title X funding is attached to this proposal in Appendix A for reference. In response to the RFP, the applicant’s proposal must demonstrate a thorough understanding and support of the grant program goals and outcomes anticipated by the Department. Proposed Title X Programs must meet or exceed anticipated minimum outcomes described in the Work Plan and this RFP. (See Section 1.04 below for further details.)

Note:  Some federal Title X Program requirements are currently under litigation at the federal level. If this results in any changes to the federal requirements during the funded period of performance noted in this RFP, this will be communicated promptly to successful proposers, and DHSS Title X staff will collaborate closely with existing grantees at such time to modify their Title X Programs as needed to assure ongoing full compliance with federal requirements. In accepting this award, the grantor stipulates that the grantee, the award, and any activities thereunder are subject to all provisions of 42 CFR Part 59, Subpart A currently in effect or implemented during the period of the grant noted in Section 3.06 of this RFP.

1.03Program Services/Activities

Many regions of the state, rural and urban, contain communities with high rates of teen and unintended pregnancies, due in large part to lack of reliable access to affordable, comprehensive, confidential family planning and women’s health services. Title X funded agencies address this need by providing low-cost, confidential, clinical reproductive health and family planning services in compliance with the nationally-recognized, evidence-based clinical standards of care as set forth in the Providing Quality Family Planning Services (QFP) guidelines found at https://opa.hhs.gov/grant-programs/title-x-service-grants/about-title-x-service-grants/quality-family-planning.

Applicants must describe how they propose to address all of the clinical services and program components listed below as a part of their Title X-funded program. Furthermore, applicants must describe how they will assure that clinical components of their proposed Title X-funded programs will achieve and maintain compliance with all provisions of current federal program requirements, as described at https://opa.hhs.gov/grant-programs/title-x-service-grants. In addition to providing descriptive project narrative, each applicant will complete and upload the “Title X Scope of Services” form at Section 4.04,2, and the “Title X Family Planning Methods” list at Section 4.04,3.

Clinical Services components:

1. Provision of comprehensive medical, informational, educational, social, screening, and referral services for family planning and related preventive health for all clients who want such services, including adolescents, with priority given to persons from low income families;
2. Provision of a broad range of acceptable and effective family planning methods (including pharmaceutical contraceptives, and natural family planning or other fertility awareness-based methods) and contraceptive services, including client-centered, non-directive contraceptive counseling on the broad range of family planning methods available;
3. Provision of social services related to family planning. This includes counseling, referral to and from other social and medical services agencies, and any ancillary services which may be necessary to facilitate clinic attendance;
4. Processes for referral to other medical facilities when medically necessary (consistent with 42 CFR 59.14(a): Requirements and limitations with respect to Post-Conception Activities);
5. Provision of comprehensive primary health services intended to promote holistic health and provide seamless care. The description must include details of how the services are provided onsite by the applicant agency; through a robust referral linkage with primary health provider(s) who are in close physical proximity to the Title X site; or through some other coordinated arrangement;
6. Provision of other reproductive health and related preventive health services within the proposed Title X Program, such as Human Papilloma Virus (HPV) vaccination, provision of pre-exposure prophylaxis (PrEP) medication for HIV, and screening for obesity, smoking, mental health, and intimate partner violence;
7. Provision of Title X services to all women, men, and teens with reproductive capacity, without regard to religion, race, color, national origin, handicapping condition, age, sex, number of pregnancies, marital status, or household income, while prioritizing Title X services for low-income clients.

Program Components:

1. Maintenance of a perpetual pharmaceutical inventory system, maintained and reconciled with periodic documentation, which is detailed in written policy and procedures and in accordance with federal and State laws relating to security and record keeping for drugs and devices.

In their narrative addressing the components above, applicants must describe the ways in which their proposal aligns with program intent. The narrative will identify agency resources available to the Title X program; describe Title X activities; and clearly state the program’s anticipated goals, outputs, and outcomes. In addition, applicants will be required to sign the Title X grant assurances located in section 4.02.

Upon award, DHSS Title X Project staff will work closely with awarded agencies (i.e., “Title X Grantees”) to implement the “Title X Onboarding Plan”, a systematic program implementation plan that prioritizes all major program requirements and places those required components on a semi-flexible timeline for completion in order to achieve full compliance with all Title X Program Requirements on a reasonable start-up schedule (usually not more than 1 year). It is anticipated that the DHSS Title X Project will undergo a comprehensive federal program review in 2021, and the results of the review will provide further guidance to the DHSS Title X Project on areas for program improvement. All grantees funded under the DHSS Title X Project at that time are required to participate in the federal review.

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.

Proposed Title X Programs are required to align with program objectives expressing Department priorities and core services. Programs will 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:

Department Priorities

• 1 Health & Wellness Across the Life Span
• 2 Health Care Access, Delivery & Value

Department Core Services

• 1.1 Protect and Promote the Health of Alaskans
• 2.2 Facilitate Access to Affordable Health Care For Alaskans

Department Objectives:

• 1.1.1. Improve the Health Status of Alaskans
• 2.2.1. Improve Access to Healthcare

Effectiveness measure:

• Number of unduplicated individuals who receive Title X family planning and related preventive health services.

Efficiency measure:

• Cost per Title X client.

The current, federally-approved DHSS Title X Work Plan is attached to this proposal for reference (Appendix A). In response to this RFP, the applicant's proposal must demonstrate a thorough understanding and support of the grant program goals and outcomes anticipated by the Department. Applicants must describe how they intend to address objectives and outcomes described in the Work Plan and this RFP within the first 6 month funding period.

Grant Reporting:  Title X-specific program evaluation and reporting requirements

Required reporting will include:

1. Cumulative Fiscal Reports (CFR), reported quarterly by budget line item:
   • Grant award expenditures
   • All non-federal expenditures in support of the Grantee's Title X Program, including required match and additional program support.
   • All program income (receipts) generated by Title X services and activities, will be reported in the "Notes" section of the quarterly CFR, for the following categories:
     • Client collections/self-pay
     • Client donations
     • Medicaid
     • Private Health Insurance
2. Narrative Progress Reports in the format prescribed by the DHSS Title X Project.
3. In addition to the federal program review described above, all Grantees under this Title X Project will be required to participate in site visits and program reviews: State Family Planning (FP) Program staff performs monitoring and technical assistance visits during each fiscal year as needed to assure on-going compliance with program requirements and progress toward meeting established annual program objectives. Visit schedules will be determined by the Grantee and Project staffs together.
4. For accurate and timely completion of federally-required reports and grant applications, all clinical service sites must be responsive to any requests for clarification or additional information from State FP Program staff.
5. Maintenance of an electronic data system that captures encounter-level data on all clinical services, family planning methods, and counseling and education provided to Title X clients for required Title X reporting (see https://opa.hhs.gov/evaluation-research/title-x-services-research/family-planning-annual-report for more details and information regarding data collection requirements for the “Family Planning Annual Report” (FPAR) (including "FPAR 2.0")).  Applicants must describe the practice management and Electronic Health Record system(s) used to capture encounter-level client services data, including the brand name(s) of the system(s). Applicants must describe briefly how they will assure the collection of all client services data identified in the Family Planning Annual Report, and collected for ongoing oversight and quality assurance purposes.

1.05Target Population and Service Area

This solicitation is seeking applications from agencies proposing to serve any areas within the state of Alaska, except those communities located on the Southern Kenai Peninsula (SKP), since there is currently a Title X-funded agency serving the SKP. It is anticipated that one new agency will be awarded from the eligible applicants. Applicants must clearly describe the population in the proposed service areas to be served by their Title X Program, including the area or communities that will be served. Proposals will be evaluated for compatibility with the program’s intended target population identified in this solicitation.

Target Population:  The target population for this program is all low-income women and men of reproductive age and capacity, with an increased focus on underserved/high risk populations (e.g., uninsured, individuals < 25 years of age, persons with limited English proficiency, and homeless and/or incarcerated individuals). However, no individual may be denied services based on their financial status or ability (or inability) to pay.

Applicants must describe how they will assure the following: 1) that persons with household incomes that fall at or below 100% of the current Federal Poverty Level (FPL) will not be charged except where third parties are authorized or legally obligated to pay; 2) application of a Schedule of Discounts for Title X services and methods/supplies for household incomes between 101% and 250% of the Federal Poverty Level (FPL) (updated annually) that slides to zero charges to the client based on income and family size; and 3) a financial management system for billing and collection of all applicable charges to Title X clients and/or all third parties legally responsible for paying those charges (e.g., Medicaid, private or public insurance).

The applicant must identify the minimum number of unduplicated Title X clients (male and female) they anticipate serving in the first year of participation in the Title X Program. (See Title X Family Planning Annual Report (FPAR) Forms and Instructions, rev. 10/2016: https://opa.hhs.gov/evaluation-research/title-x-services-research/family-planning-annual-report/family-planning-annual for the definitions of “Family Planning User” and “Family Planning Encounter” in determining the number of clients to be served.)  The proposal must provide data and justification to support the proposed number of clients to be served in the first year, including a breakdown of the age groups and income levels of the population to be served (See FPAR Tables 1 and 4 for data formats). If general conditions of section 3.05 are met, DHSS Title X Project staff will work with Grantees to determine minimum targets for Title X clients to be served in future funding periods.

1.06Program Funding

Funds available for this program are anticipated to total $90,000 for the period of January 1 - June 30, 2021, and up to $280,000 total for the duration, for one new agency. The State receives funding from the federal Department of Health and Human Services (DHHS), Office of Public Health and Science, Office of Population Affairs, Office of Family Planning, Title X Program. Funding available for this procurement is contingent upon final federal and state appropriations.

DHSS Title X Project staff will allocate available funds to one successful applicant taking into account client and community needs; the number of unduplicated family planning clients served each year – including the proportion of low income clients to be served; sufficient justification of need for Project support for start-up costs in the first 6 months; and ongoing, overall agency performance under the Title X Project.

Match Requirement:  The budget must include matching funds equal to 10.00% of the proposed DHSS funds. Calculate required match with the following formula.

Total Requested Grant Award x Required Match Percentage = Required Match

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 sales of goods
• Grant Income:  Title X Grant income earnings anticipated as a result of this proposal receiving award, including Medicaid reimbursements, as well as other third party receipts.
• Medicaid:  includes Medicaid which is not Grant Income

Reminder:  As described in Section 1.04 above, all matching and additional program support funds must be reported to DHSS Title X Project via the Grantee's quarterly Cumulative Fiscal Report.

Proposed Budget:  The applicant must submit a budget proposal for the first six months of their proposed Title X program. The proposed budget detail and narrative (including required match) will support the program’s results-based service delivery and staffing requirements stated in this RFP.

The proposed budget will be fully compliant with the limitations described in this RFP, and those detailed 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."

Note:  Although the federal Title X Program does not restrict the amount of funds awarded under this grant to be used for administrative costs, the proposed budget must demonstrate allocation of adequate funds (from either this award or with other allowable funds, or a combination of both) for the purchase and continuous maintenance of a sufficient inventory of the contraceptive pharmaceutical methods and supplies proposed by the applicant to meet the needs of the client population proposed to be served (see Section 1.03 above for details on required documents to be submitted by the applicant).

Other Agency Funding:  Prior to submitting a proposal, applicants are required to 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.

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. The agreement is to be uploaded in the Agency Administration tab. Lapsed agreements can be used if uploaded with the negotiating federal agency’s written approval to continue using the rate until a new agreement is negotiated.

Payment for Services/Grant Income:  Awarded Grantees must have a Medicaid Provider Number or apply to obtain one, and will make reasonable efforts to bill all eligible services to Medicaid and any other available sources of payment before seeking grant support for delivery of the proposed services. DHSS funds are the payer of last resort.

In the applicant’s proposed budget, anticipated receipts and expenditures for all grant income must be evident in the detail and narrative. Fiscal reports for awarded income generating programs will include the receipts and expenditure of all grant income as described in Section 1.04 above.

2.01Agency Experience

Proposal evaluation will include consideration of the applicant’s history of compliance with service and grant requirements, and previous experience in providing the same or similar services. Evaluation may include DHSS site reviews, program audits, and confirmation of the successful resolution of any findings. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

The applicant must describe previous experience providing services the same or similar to those proposed. The description must clearly identify the time period over which services were provided and the target population served.

2.02Project Staffing

Program staffing must be sufficient to implement the proposed activities in order to meet program goals and the anticipated outcomes.

Resumes, position descriptions, and professional credentials for key Title X Program personnel must be uploaded as part of the response. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

Program staffing levels must be commensurate with meeting the program goals, anticipated outcomes, and activities/strategies for the proposed Title X service delivery in compliance with the requirements described in this solicitation. At a minimum, the applicant must employ sufficient staff positions to assure adequate oversight and implementation of, and compliance with, all required clinical services and programmatic components of their proposed Title X Program, including (but not limited to) a designated Title X Program Director, clinician(s) and clinical support staffs in adequate full-time equivalents (FTEs) to serve the proposed number of Title X clients, and administrative and financial staff in sufficient numbers to complete those required program functions. Applicants must describe their process for assuring that professional licenses and credentialing of all clinical staffs remain current and comply with State requirements throughout their employment with applicant agency.

Clinical staffing requirements:  As required in 42 CFR 59, the clinical care component of the applicant’s Title X Program must operate “under the direction of a physician with special training or experience in family planning”. As such, the applicant must employ or contract with a Medical Doctor (MD), currently licensed to practice in Alaska (as specified in 12 AAC 40), who has broad and current knowledge of family planning and reproductive health care, and possesses specialized expertise in family planning and related preventive health services. In this role, the applicant’s Title X Medical Director will provide the quality and consistency necessary to assure ongoing compliance with federal Title X program clinical requirements for the applicant agency.  In response this RFP, applicants must provide a brief description of the agency’s relationship with the Medical Director (i.e., employee or contractor); how the Medical Director is involved in their clinical service delivery; Medical Director’s experience and training in family planning; and attach Medical Director’s job description, credentials, and CV with application.

Applicants must assure that Title X clinical services are provided by staff with appropriate professional licenses, certifications, and/or qualifications. Additionally, per 42 CFR 59, non-directive counseling regarding pregnancy options may be provided only by a Physician or Advanced Practice Provider, e.g., physician assistants, nurse practitioners, certified nurse midwives. Pregnancy testing and counseling services must be provided in accordance with Title X program requirements, the QFP, and recommendations of professional medical organizations.

2.03Administrative, Management, and Facility Requirements

The applicant must demonstrate the agency's sustainable fiscal and administrative capacity. Executive, administrative, and financial staff must be qualified, as indicated by the resumes of position holders uploaded as an element of the proposal. This is part of the pre-award risk assessment required under Uniform Guidance 2 CFR 200.

1. The applicant must ensure procedures are in place to protect client confidentiality compliant with State and federal standards;
2. The applicant must ensure its most recent financial audit was submitted to the appropriate state office (see Audit Requirements below), and any findings identified have been resolved;
3. The applicant must ensure compliance with all federal, state and local requirements for organizations, entities, or businesses, including those regarding insurance, taxes, and licensing and credentialing applicable to a clinical health care services provider in Alaska;
4. The applicant must describe their process for maintaining a staff training plan, and a system for documenting staff continuing education completed, that provides for the orientation and in-service training of all staffs working with Title X clients, commensurate with their job responsibilities in Title X and according to their professional licensure and credentialing requirements, to demonstrate ongoing compliance with federal and state Title X staff training requirements (see https://www.fpntc.org/sites/default/files/resources/fpntc_fed_training_reqs_2019-07-11.pdf for more information);
5. The applicant must describe their process for maintaining full compliance with all federal, State, and local laws requiring notification or reporting of child abuse, child molestation, sexual abuse, rape, incest, intimate partner violence or human trafficking (a.k.a., “Mandatory Reporter Laws”);
6. Applicants must describe how they will assure that all administrative and financial components of their proposed Title X-funded programs will achieve and maintain compliance with all provisions of current federal program requirements, as described at https://opa.hhs.gov/grant-programs/title-x-service-grants.

Awarded proposers will be required to submit additional agency information if the agency GEMS record is not current.

Audit Requirements:

Federal Requirements:  Agencies spending $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 as defined in 2 CFR 200.

State Requirements:  Agencies spending $750,000 or more total State Financial Assistance in the agency fiscal year are required to comply with the conditions of 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 contact identified on the cover page of the RFP.

Information on State and Federal Single Audit Acts compliance may be obtained from:

State Single Audit Coordinator
Department of Administration
Division of Finance
PO 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. If awarded, agencies which are not required to file State Single Audits under 2 AAC 45.010 must ensure a fiscal audit of the agency operations under the grant program is performed by an independent, licensed, 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
PO Box 110602
Juneau, AK  99811-0602
Telephone:  (907) 465-3120

Facility, Service Access, and Safety:

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 must describe client accessibility to services and the way in which that will enhance program success.
3. All applicants for DHSS grants must have a written plan for emergency response and recovery that provides for potential safety concerns and the safe evacuation of clients and staff. This plan is mandatory for agencies providing residential and/or critical care services as noted in the State Grant Assurances.

2.04Support/Coordination of Services

Applicants must demonstrate the proposed Title X Program has the necessary support and coordination for the successful delivery of services.

Applicants are required to develop and maintain a community advisory committee for review and approval of all informational and educational materials used for Title X clients and the public, and for ongoing evaluation of the Title X services provided under the proposed Title X Program.

The proposal must address the following:

1. Community support where services are proposed;
2. Involvement of the public and potential service recipients (Title X clients) in planning for, providing, and evaluating program services (as described in 42 CFR 59);
3. Partnerships, collaborations, and coordination with necessary referring agencies specific to the proposed Title X Program, as described above in Section 1.03 and the attached Title X Work Plan; the applicant must provide a detailed description of their collaboration with referral agencies and organizations with which Title X client care is coordinated in order to demonstrate a seamless continuum of care for their proposed Title X clients.

3.01Eligibility

Applicants must be eligible to apply under 7 AAC 78.030 (Eligible Applicants). Eligible applicants are state agencies; political subdivisions of the state such as cities, organized boroughs, and Regional Educational Attendance Areas; nonprofit organizations and consortia of nonprofits; and Alaska Native entities. As follows, eligibility will be verified by Grants and Contracts.

1. Political subdivisions of the state and Regional Educational Attendance Areas will be verified by State records.
2. Eligible nonprofits are listed in the State’s database of registered nonprofit entities or the US Internal Revenue Service’s register of tax exempt organizations. Nonprofit subsidiaries of nonprofit corporations must also provide a letter from the parent organization confirming nonprofit status.
3. Alaska Native entities as defined in 7 AAC 78.950(1) must submit, with the application, a legally binding resolution waiving the entity’s sovereign immunity to suit through the duration of the program, identified in RFP Subsection 3.05. The resolution must be authorized in compliance with the tribe’s constitution, either by the tribal council or by majority vote of the tribal membership. The required template is provided at Subsection 4.02, Other Technical Requirements.

Federal Funding Accountability and Transparency Act (FFATA):  In accordance with 2 CFR Chapter 1, Part 170 Reporting Sub- Award and Executive Compensation Information, reporting is required of any grant award with federal funding equal to or greater than $25,000. FFATA is intended to hold the federal government accountable for spending decisions. Accountability data is available to the public at www.USASpending.gov. Reporting requirements extend to recipients of State-issued awards with federal funds. An Agency Power User must complete the FFATA form under Federal Reporting in the GEMS Agency Administration tab. The report data will reflect the audited figures of the agency’s most recently completed fiscal year. The report captures expenses and executive compensation for your agency. More information regarding FFATA requirements can be found at www.fsrs.gov.

The US Federal Government is transitioning from the Dun & Bradstreet Data Universal Numbering System (DUNS) number to a System for Award Management (https://sam.gov/SAM/) generated Unique Entity Identifier (UEI) alpha-numeric value for federal awards management. During this transition the DUNS number will be phased out and all grantees receiving awards with federal funds will be required to have a UEI. More information regarding this transition can be found on the U.S. General Services Administration webpage at https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/iae-information-kit/unique-entity-identifier-update.

The Grants Electronic Management System (GEMS) has been updated to include fields for both the DUNS nine digit number and the UEI twelve digit alpha-numeric value under the General section of the Agency Administration tab. An Agency Power User must confirm the current DUNS number is listed in GEMS and is responsible for adding the UEI once one has been assigned. The DUNS number will continue to be displayed in GEMS until the Federal Government's transition to the UEI is complete.

Applicant agency GEMS records must contain the agency’s current State of Alaska Business License number, and a current governing board roster which includes titles, contact information, and terms of office for each seat. The roster must include emergency contact information outside the applicant agency for one or more officers.

Grants and Contracts will verify that neither the applicant agency nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from receiving grant assistance from any State or federal department or agency. If an agency or its principals are excluded from receiving grant assistance, the proposal may not be considered.

Applicants who have had a contract or grant to help produce this RFP are not eligible to apply and any submitted proposal will not be considered.

3.02Acceptance of Terms

By submitting a proposal, an applicant accepts all terms and conditions of this RFP including all identified attachments and guidelines, 7 AAC 78, and any other applicable statutes and regulations. Copies of these may be accessed through the contact person identified 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 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 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 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 RFP cover page. Questions that cannot be answered by directing an applicant to a specific section of the RFP may be declared substantive. The applicant will be directed to submit the question in writing to the contact person at the email address on the cover page no later than the Deadline for Written Inquiries, also identified on the cover page. This will allow issuance of any necessary amendments and/or clarifications to all prospective applicants.

Applicants are responsible for monitoring GEMS or the State’s Online Public Notices website (http://aws.state.ak.us/OnlinePublicNotices/) for any clarifications or amendments that may be issued regarding this solicitation.

Proposals will not be accepted after 3:59 PM prevailing local time on the due date identified on the cover page.

3.04Proposal Costs and Content

The Department will not be responsible for any expenses incurred by the applicant 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

This RFP is for a 2.5-year period, beginning 1/1/2021 through 6/30/2023. At the discretion of the Department, an entity funded under this RFP may be considered for continued funding in subsequent program year(s). The annual decision to continue funding for the subsequent year(s) of the 2.5-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 services;
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.

Applicants will submit a budget proposal for the period January 1 - June 30, 2021 of the grant only. Funding in each subsequent year 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, no revisions will be accepted unless provided 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 before notices of grant award have been issued.
2. DHSS staff will evaluate each 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. Scores for each criterion will be based solely on the response to the associated question. Points will not be earned if the information was provided in response to another question in Section 4. DHSS staff will also review relevant departmental documentation regarding the applicant. Staff recommendations regarding awards and levels of funding 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. As a committee the PEC will meet in a closed session (7 AAC 78.090 Review of Proposals) to further review proposals and develop recommendations. Scores will be assigned based on the applicant's response to each individual question and the associated criteria. Applicants will not earn points for a given question based on a response to another question in the RFP. The PEC review will include discussion of each proposal’s merits. PEC recommendations will rank proposals in priority order and include approval or disapproval for award, modifications to the proposed program, and special compliance conditions.

All staff advisory recommendations and, if applicable, those of the PEC, and all review materials will be submitted for consideration by the Division Director, 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 are advisory only, including those from any PEC that may be held. The final decision to approve or disapprove award, the amount of each award, and whether to impose special conditions or modifications rests with the Commissioner or Commissioner’s designee.

NOTE:  The final decision may include additional considerations, such as a lack 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 decisions, and, if awarded, any conditions of award or modifications. Following any necessary negotiations for revisions to the proposed budget and scope of services, successful 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.

With a copy to the contact identified on the solicitation cover page, send appeal to:

Commissioner Adam Crum
Department of Health & Social Services
3601 C St., Suite 902
Anchorage, AK 99503

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 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 State 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 to be in the best interest of the State.

4.01Minimum Responsiveness Criterion 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/Coordination of Service