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 Community Developmental Disabilities services to in-home and community based individuals with developmental disabilities and their families for the State of Alaska in FY2016 thru FY2017.  Program Services are authorized under 7 AAC 78 Grant Programs and AS 47.80.010 - 900 Persons with Disabilities. 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.

By submitting a proposal, the applicant agrees to adhere to the Division of Senior and Disabilities Services Principles which can be found at http://dhss.alaska.gov/dsds/Pages/mission.aspx.  The Wait List Report, Registration and Review form, Change of Status form, Consent for Release form, other Community Developmental Disabilities Program forms and additional information can be accessed under Grant Services through the Senior and Developmental Disabilities Services web page at http://www.hss.state.ak.us/dsds/. 

Applying a national prevalence factor (1.8%) for the occurrence of developmental disability to our state’s population, it is estimated that there are 12,000 to 13,000 Alaskans with developmental disabilities.

 A developmental disability is a severe, disabling condition that arises in infancy or early childhood and persists indefinitely. Examples of types of developmental disabilities are mental retardation, cerebral palsy, autism, and seizure disorder. The disability must result in substantial functional limitations and meet the other criteria in the definition under AS 47.80.900 in order to qualify as a developmental disability.

Individuals who experience a developmental disability and a mental illness or Fetal Alcohol Syndrome may not be excluded from grant services. Failure to provide services to the dually diagnosed will result in a loss of grant funds. However, grantees are required to access regular Medicaid Mental Health Services and Funding when this would legitimately cover services currently paid for with Developmental Disabilities funds.

The Community Developmental Disabilities Grant (CDDG) Program addresses the needs of individuals with developmental disabilities for habilitation, which is the acquisition or maintenance of skills to live with independence and improved capacity, and to reduce the need for long-term residential care. Services that a person may receive from the program vary depending upon the person's age and unique needs. The Home and Community Based Waiver may provide similar services; however, everyone having a developmental disability does not qualify for the Waiver program. The CDDG Program allows cost effective services to be provided, tailored to meet the needs of individuals, particularly for those whose families are their primary care givers.

The Community Developmental Disabilities Grant Program provides more choices in the services they receive and more control over how those services are delivered serving individuals with developmental disabilities and their families in the community in which they live. Since FY1989, the Division has made a concerted effort to strengthen and sustain the capacity of rural and remote communities to provide services to members of their community. Equally important has been the ability for individuals to remain with their natural families while being able to access the support they need to be fully included in the community. Service delivery to rural and remote areas of the state continues to be developed and services are provided in more than 150 communities.

On average, community based services are less expensive to deliver than institutional care. The cost to the state of running an institution was an important factor in moving to community services. However, avoiding placement in an institution is the underlying force for families seeking community services.

1.02Program Goals and Anticipated Outcomes

Applicants must demonstrate a thorough understanding of the grant program goals in the development and presentation of their project goals.  The proposal must demonstrate a thorough understanding of anticipated outcomes by the Department; proposed projects must meet or exceed the anticipated outcomes described herein. 

The goal of the CDDG Program is to provide person centered support for individuals who experience intellectual and developmental disabilities so they are able to live safely in the least restrictive environment.

According to AS 47.80.100, Community Developmental Disabilities services are allocated for specialized services or special adaptations of services directed towards the social, personal, physical, or vocational needs required by the recipients. 

The outcomes for this program are to ensure recipients awaiting HCBW have access to grant services and are supported in their homes and communities of choice, as well as ensure individuals are satisfied with grant services. 

1.03Program Services/Activities

Program Activities:
Proposals must include a description of proposed services and activities that support the goals and outcomes to be employed in the project. Proposed services must match those summarized in the Planned Services and Expenditures from and be supported by the described activities matching those summarized in the Logic Model.

Services are designed to foster communities where all members are included, respected, and valued. Community Developmental Disabilities Grants assure that individuals have a choice when selecting from an array of service providers dispersed throughout the state and their community. 

Community Developmental Disabilities Grant services are to be provided in agreement with the Service Principles found at http://dhss.alaska.gov/dsds/Pages/mission.aspx for the development and delivery of services.  Community Developmental Disabilities Grant services are tailored to meet an individual's needs.  A plan is developed in the context of the recipient's family, home and community. The plan defines the support services to be offered, and might include one of more of the following services; in-home supports, supported employment, respite care, care coordination/case management, intensive active treatment, day habilitation, family habilitation, and transportation.  However, an individual is not limited to any single service and may actively participate in designing a combination of services to meet their unique needs.  Services are not intended to supplant natural supports.

The specialized nature of the Community Developmental Disabilities services and the needs of the population require access to a level of expertise not commonly available in the general population.  This expertise may include addressing difficult behaviors, responding to unique health needs of people with developmental disabilities, and sustaining long term residential care delivered in the home community of the recipient.  CDDG funds award through this solicitation are allocated to providers who design an array of services to eligible individuals to meet their needs and allow them to remain as independent as possible in their homes and community.  

As 47.80.120 requires that an individualized habilitation/care plan be developed for each person whose program of services utilizes state funds.  The standardized Plan of Care form is available on the Senior and Developmental Disabilities Service webpage located at http://dhss.alaska.gov/dsds/Pages/info/approvedforms.aspx and must be completed within 30 days after admission to the program.  An individual seeking services from multiple agencies may request Case Management services to develop a comprehensive care plan that is shared among providers and includes paid and unpaid supports.  The applicant will provide the Plan of Care to DSDS and shall be made available to DSDS, the applicant, and the recipient or when appropriate, the recipient's parent or guardian. 

 Each Plan of Care shall include the following: 
         a)  brief history of the recipient;
         b)  statement of recipient's current status;
         c)  statements in readily understandable language regarding short and long-term objectives for the recipient;
         d)  descriptive information regarding the services, programs and/or methods to be employed in reaching the objectives;
         e)  descriptive information regarding an evaluation procedure and schedule for determining whether objectives are achieved;
         f)  name of the program coordinator responsible for the implementation of the plan; and
         g)  appropriate signatures that document the recipient’s participation or that of their parent or guardian in the planning process.

Program Services:
The following is a list of the types of services that may be provided through the Community Developmental Disabilities Grants Program: 

Case Management/Care Coordination - This service assists persons in gaining access to needed medical, social, educational and other services regardless of the funding source for the services to which access is gained. Case management links persons with complex personal circumstances to appropriate services, and insures coordination of those services. This service may include referral services, routine monitoring and support, and/or review and revision of the habilitation/care plan as required in AS 47.80.120.

In-Home Support - The department considers habilitation services to be in-home support services if they are provided in the recipient’s private residence where an unpaid primary caregiver resides. Services are designed to help individuals overcome or cope with functional DD limitations. The service may be time-limited or on-going and is subject to limitations as specified in 7 AAC 130.265.

Group Homes - The department will consider habilitation services to be group home habilitation services if they are provided to a recipient 18 years of age or older living full-time in an assisted living home licensed under AS 47.33. Group homes have a maximum number of four residents, unless waived in writing by the State. Habilitation plans frequently include goals designed to develop relationships and skills that lead toward increased independence.

Supported Living - The department will consider habilitation services to be supported living services if they are provided to a recipient 18 years of age or older in the recipient’s private residence by a caregiver who does not reside in that residence. Supported living services are subject to limitations as specified in 7 AAC 130.255. Habilitation plans frequently identify the various levels of training and supervision needed by adults moving into or living in settings that maximize their independence. A service plan indicates how often a person will be supervised, what training and assistance are needed and who is responsible for supervision. 

Supported Employment - The department will consider services to be supported employment services if they are provided at a work site in which individuals without disabilities are employed and include only the adaptations, supervision, and training required by individuals receiving Community Developmental Disabilities Grant services as a result of their disabilities. Supported employment services are intended for those recipients who are unlikely to obtain competitive employment at or above the minimum wage and, because of the recipient’s disability, need intensive ongoing support, including supervision and training, to perform in a work setting. Supported employment services are subject to limitations as specified in 7 AAC 130.270.  Supported employment may be used to participate in subsistence activities.

Day Habilitation - The department will consider habilitation services to be day habilitation services if they take place in a nonresidential setting, separate from the home, assisted living home licensed under AS 47.33, or foster home licensed under AS 47.32 in which the recipient resides. Day habilitation services include transportation of the recipient between the home and the site where the services are provided. These services do not replace, enhance, or supplement educational services for which the recipient is eligible under 4 AAC 52. This service assists with acquisition, retention, or improvement in self-help, socialization, and adaptive skills and may also include pre-vocational training or subsistence activities. Day Habilitation services shall normally be furnished 4 or more hours per day on a regularly scheduled basis for 1 or more days per week, unless provided as an adjunct to other day activities included in the plan of care.

Family Habilitation - The department will consider habilitation services to be family habilitation services if the family home habilitation services site is a residence licensed as an assisted living home or a foster home under AS 47.32 and provides 24-hour care; and has a primary caregiver living in the residence. Family habilitation services are subject to limitations as specified in 7 AAC 130.265.

Respite Care - This specialized direct care service provides relief to caregivers from the everyday stress of caring for an individual who experiences a disability. Respite care services can be provided in a variety of settings. Respite Care providers are trained in first aid, CPR, behavior and physical management, and information specific to the recipient’s needs. Respite care cannot be used to replace the service provided by regular childcare or adult day care except for short-term emergency situations or when the Respite Care Provider is involved in training childcare providers. Respite care services are defined in 7 AAC 130.280 and are subject to limitations contained therein.

Transportation - The department will consider services to be transportation services if they enable a recipient, and any necessary escort, to gain access to home and community-based waiver services or other community services and resources. The department will not reimburse CDDG grantees for medical transportation services reimbursable under 7 AAC 120.400-7 AAC 120.490; or transportation reimbursed under 7 AAC 130.260 or 7 AAC 130.265.

Intensive Active Treatment - The department will consider services to be intensive active treatment services if they are determined to provide specific treatment or therapy, in the form of time-limited interventions to address a family problem or a personal, social, behavioral, mental, or substance abuse disorder in order to maintain or improve effective functioning of the recipient.  Applicants must specify what specific services they are intending to provide in this service category.

OBRA Services are specifically for the specialized services provided to individuals who live in nursing facilities and who experience a developmental disability. The Omnibus Reconciliation Act of 1987 required states to eliminate inappropriate nursing home placement for persons with Developmental Disabilities. For those recipients who choose to remain in Nursing Homes, the specific services requested are the development and implementation of habilitation plans, case management and individualized services.  Applicants wishing to provide OBRA services to individuals residing in a Nursing facility must identify the number of individuals and nursing facility in which the individuals reside. 

Individualized Services (formerly identified as CORE Services) have been phased out and are no longer recognized as a service option. 
All individuals formerly receiving individualized services under CORE must be transitioned to services described in this RFP to qualify for payment under a CDDG grant. 

Other Services may be provided if requested in the proposal, are included on the Proposed Planned Service and Expenditures form (attached), and are approved during the competitive evaluation process. Other services requested are subject to advance approval by the Program Manager, on a case by case basis.

Additional Service Activities -Describe how the following will be accomplished:  

1) Provide a comprehensive and concise narrative statement that illustrates an understanding of the goals, purpose, scope and intent of the Community Developmental Disabilities Grant program and how this aligns with the mission and vision of the applicant's organization.
2) Describe how DSDS Service Principles are incorporated in the development and delivery of services through the CDD grant program.
3) Describe the organization's method of outreach and community education regarding the services offered including methods used to reach outlying service areas and/or regions applicants propose to service.
4) Describe how you will meet the following requirements of the program: 
     a. Screening, intake and eligibility for program; 
     b. Plan of Care development (frequency, person centeredness, family involvement);
     c. Method, frequency, and scope of consumer contact, and monitoring of services;
     d. Organization of consumer information and service reporting

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 considerations identified in Section 3.05.

1.04Program Evaluation Requirements and Reporting

A. DHSS Results Based Accountability:
Grant programs will be required to align with DHSS' 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 Effective and Efficiency Performance Measures for this program.

Department Priority

• 1 Health & Wellness Across the Life Span

Department Core Services

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

Department Objective

• 1.2.3 Increase the Number of Alaskans with Disabilities Who Are Living Safely in the Least Restrictive Environment.

Division Core Services

• 2 - Home and Community Based Services

Effectiveness Performance Measures: Number of Individuals Served Annually

Efficiency Performance Measures:  Grant Expenditure per Individual

B. CDDG Logic Model and Performance Measure Framework for Results Based Accountability: 
Applicants must submit an evaluation plan with their proposal that has been created using the Logic Model and Performance Measure Framework form and instructions attached to this RFP.  This form includes the required outcomes/results and goal for this grant program. The applicant must indicate the resources, activities and anticipated outputs applicable to their proposed project that are compliant with program intent. The applicant's evaluation plan must include efficiency and effectiveness measures that will be used to evaluate the progress of the grant project toward achieving the program goals and desired outcomes as indicated in the logic model.

In addition to the Effectiveness and Efficiency Performance measures required by the Department, the CDDG program will be responsible for reporting to the Division of Senior and Disabilities Services  additional performance measures specific to the grant program as listed on the Logic Model - Performance Measure Framework, including final fiscal year data to be submitted by final 4th quarter reports.

Additional Performance Measures for this program are:

• 80% or Better are Satisfied with Services

C. Grant Reporting:
SAMS Reporting:
The grantee will be required to enter monthly into the Social Assistance Management System (SAMS), all consumer demographics and service delivery data.  This information, along with the number of outreach activities conducted statewide indicating those to underserved areas including the dollar amount of requests and census area, will be reported on a quarterly basis.

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

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

2)  Program Narrative Report - progress toward program outcomes is reported biannually on a standardized reporting form;

3)  SAMS data entry - confirmation of data entry completion will be reported quarterly;

4)  Logic Model/Performance Measure Framework Report - program data is to be tracked through the grant period and reported within 30 days of the end of the final quarter.  

In addition to evaluation, grantees will participate in Quality Assurance (QA) Site Reviews and Case File Reviews. Grantees are required to work with the program manager to develop a Plan of Correction in response to deficiencies identified by a QA Site Review, or Case File Review.

Changes to Approved Grant Project:
As per 7AAC 78.260, any changes to the service plan must be submitted in writing to the program manager for approval prior to implementation of the change. The CDDG Program Manager must be notified immediately whenever it becomes known to the grantee that a key staff position will become vacant. The grantee must submit a copy of the resume for the new hires for positions supported in whole or in part by the grant funds, matching funds or with grant income earned through this program.

Subcontracting:
All subcontracts are subject to the requirements of 7 AAC 78.180, and any services provided through a subcontracting agency must be approved by the SDS Program Manager.

1.05Target Population and Service Area

Applicants must demonstrate an understanding of the target population in their proposal. 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 CDDG services may include diverse populations of different cultural and linguistic backgrounds and may live in urban or isolated, rural communities throughout Alaska.

In order to be eligible to receive services under the CDDG Program an individual must:

• Have a current developmental disability determination as defined in state law AS 47.80.900 prior to receiving services. If requested, the grantee agrees to furnish to DSDS documents and records needed to establish eligibility and appropriateness of placements.
• Have a current developmental disability registration and review form on file with the Division.
• Have a need that cannot be met through other programs or natural supports.

There are no income, geographic, or age restrictions to receive CDDG services. Individuals who do not meet the level of care or other benchmarks required for the Medicaid Home and Community Based Waiver Program may receive services through Community Developmental Disabilities Grants, as available, and depending on legislative appropriation. Grant funds are intended to provide services to individuals who are not receiving Medicaid Home and Community Based Waiver services.

Information about DD Eligibility and the DD Registry
When state funding for comprehensive services through the Developmental Disabilities Medicaid Waiver Program is not adequate to meet the demands for services, the CDDG Program is authorized under AS 47.80.130 to establish a Registry. As of January 8, 2015, there were 696 Alaskans on the Developmental Disabilities Registry.

When an individual completes an application for Developmental Disabilities Eligibility, they are notified in writing of the decision regarding eligibility. If an individual is found eligible, they are provided with a Division of Senior and Disabilities Services Identification Number (DSDSID) which allows them to complete the Registration Form on-line at https://www.partners.hss.state.ak.us/dsds/ddwaitinglist/. The assessment provides basic information about each recipient in order to accurately assess his or her need for services. This information enables the Division to plan and project for current and future needs. People with higher needs score more points on the assessment.

Any individual who is found eligible may access grant funds from the CDDG while they are awaiting comprehensive services. Additionally, if an individual does not meet the benchmarks for a Medicaid Home and Community Based Waiver, they may remain on grant funds in order to access services.

Service Areas and Communities:
This is a statewide program with an emphasis toward providing a variety of services through local providers. It is expected that services delivered by the successful applicants will be performed within the communities and regions proposed. Applicants are requested to list the communities they propose to serve and indicate the number of individuals in each community receiving services using the Proposed Planned Services and Expenditures form (attached).  If an applicant wishes to serve multiple regions, they must complete a proposed Planned Services and Expenditures form for each region they are proposing to serve. For purposes of this RFP, the services delivery areas are defined in the DHSS Regional Map (attached).

The state and providers will work together to deliver the CDDG Program. The Developmental Disabilities Program Manager in the Senior and Disabilities Grants Unit is the primary contact for program issues, and the Grants and Contracts Support Team oversees the fiscal administration.

1.06Program Funding

Funds available for this program are anticipated to total $11,635,795 in General Funds per year.

Proposed Budget: 
The proposal must contain both a detailed and narrative budget for the first fiscal year of the grant, including any required match, which is fully compliant with the limitations described in 7 AAC 78.160 (Costs), and supports program staffing and service delivery requirements stated in this RFP.  The GEMS portal provides applicants 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 https://gems.dhss.alaska.gov/Home/Documents.

Those agencies proposing to serve more than one region or multi-regional areas, must submit a separate Proposed Planned Services and Expenditures form (attached) for each region they are proposing to serve. A copy of the Service Categories and Units table is also attached to assist applicants with measuring costs of services they propose to provide.  

Match Funds:
The applicant must provide verification of matching funds to equal no less than 10% of the grant award amount.  To calculate proper match, use the following formula: Total Grant Award X Percentage of Match = Total Proposed Match.   Match of more than the required 10%will be awarded additional points. 

Restrictions to allowable matching funds are as follows:

1) Federal grant funds may not be used to match federal funds awarded through this grant program.

2) State grant funds may not be used to match funds awarded through this grant program.

3) Grant Income, Medicaid, and other third party receipts may be used as a match.

4) Local match may include in-kind contributions from volunteers, as well as donations of supplies, equipment, and space, and other items of value for which the applicant does not incur a cost.

5) Local cash match may include local tax receipts, municipal revenue sharing, cash donations, and other local sources of cash receipts.

According to the provisions of 7 AAC 78.210, receipts identified as grant income must be used to further the goals and desired outcomes of the grant project. Grant income used toward any proposed match of this program must be clearly evident in both the detailed and narrative budgets.

Administrative and General Costs:
Administrative and General costs cannot be applied as a percentage of direct costs to the grant unless the grantee has a federally approved indirect cost rate agreement per 7 AAC 78.160(p).  Administrative Costs not included in an approved indirect cost rate agreement must be identified as direct costs in the appropriate line items, and clearly described in the budget narrative. 

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 on file 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.
 
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.

In the applicant’s proposed budget, both anticipated receipts and expenditures for all grant income must be clearly evident in both 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 history of compliance with service and grant requirements; previous experience in providing the same or similar services to individuals with developmental disabilities.  The history of compliance will include evaluation of site reviews/program audits and the successful resolution of any findings. 

Applicants must provide a brief overview of prior experience providing same or similar services to the target population. If the applicant is not a current or prior year grantee of DHSS or this Program, the proposal must include references and documentation of the successful delivery of same or similar services to the target population including a copy of their most recent audit.

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.

As an appendix to the proposal, applicants must provide job descriptions for each position funded through the grant program with minimum qualification requirements for direct service staff clearly evident.  Also attach resumes for each of the key staff, which will include, at minimum, the Project Director, and Chief Financial Officer.

1) If the applicant proposed to serve more than one service area or region, describe how recruitment, employee orientation and on-going training activities will be accomplished in service area(s) including outlying service areas and regions.

2) Applicants are encouraged to expand their expertise in special needs of persons with developmental disabilities and should establish agency standards for regular staff training. Applicants must include a description outlining training plan for direct service providers and administrators. 

3) 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 DH&SS and is subject to the statutory requirements of AS 47.05.300-47.05.390 requiring background checks. Applicants must include a description of 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 (DHSS). More information may be found at http://dhss.alaska.gov/dhcs/Pages/cl/bgcheck/default.aspx. 

2.03Administrative, Management and Facility Requirements

A. Management Requirements:
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 (COPs) 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 Medical Waiver Program and apply to similar services provided through grant funds.

The following items must be addressed:  

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 who 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 Conditions of Participation, and must provide assurance of compliance with their proposal.

4)  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.

All COPs are applicable to the CDDG services listed in Section 1.03 of this RFP.  Applicants may review all COPs for the provision of home and community-based services at the following 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.

B. Administrative Requirements:
By submitting a proposal for this grant, an applicant certifies their ability to meet administrative and reporting requirements of this grant program, as follows:

1)  Grantee reporting requirements will include, but are not limited to, persons served; service units; financial information; and narrative information describing progress, and activities by service categories in meeting stated goals and objectives. Identify in the proposal the positions responsible for program narrative, data and financial reporting.

2)  Applicants must be aware of, and comply with the DHSS Grant Assurance, requirements of HIPAA and 7 AAC 78.250-255 regarding consumer confidentiality.

3)  By submitting a proposal, an applicant certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any State or Federal department or agency. If the applicant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

4)  Applicants are encouraged to utilize funds most efficiently by exploring opportunities to integrate home and community based program administration with other existing program administrative arrangements. Describe how you will maximize agency resources through consolidated administrative arrangements.

C. 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, as follows:  

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.

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.

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).

4) Facilities proposed for delivery of services must meet current fire code, safety and ADA standards and be located where clients of the program services have reasonable and safe access.

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

2.04Support/Coordination of Services

Applicants must coordinate with partners necessary to provide adequate supports to the clients served through their proposed project. Applicants must provide tangible demonstration of these necessary partnerships and cooperative agreements as appendices to their proposal.  Agreements must be current and specifically address the services to be provided.

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)  Describe the plan for collaborative arrangements with other agencies, providers, and programs to meet the needs of consumers, including the areas served by the Short Term Assistance and Referral Program.

2)  Describe efforts on how the public and potential recipients of services are included in the planning for the provision of services.

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. 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:

a. 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.

b. 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. 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 2-year period, beginning FY2016, 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 for one subsequent program year. The decision to continue funding for the subsequent year of FY2017 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 year.  This includes a budget for year one of the grant only.  Funding in the subsequent year 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 non responsive 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:

a. a history of the applicant’s compliance with grant requirements, to include records of program performance, on-site program
reviews, and prior year audits;
b. priorities in applicable State health and social services plans;
c. requirements of applicable State and federal statutes; and
d. 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

4.06Demonstration of Support/Involvement of Service