Division of Alcoholism and Substance Abuse
Bureau of Program Services
Services for Illinois Adolescent Infrastructure and
Treatment Enhancement Initiative
Released: February 4, 2014
Table of Contents
- PART I
- Date of Issuance:
- Issuing Organizational Unit
- RFA Availability
- Due Date, Location and Time of Proposal Opening
- Audit Submission Requirements
- Proposal Submission Requirements
- Eligible Applicants
- Questions and Answers
- Award Process
- Review Panel
- Estimated Length of Agreement
- Withdrawal Disclaimer
- Modifications to Proposals by Applicants
- Modifications to Proposals by DHS
- Clarifications, Negotiations or Discussions Initiated by DHS
- DHS Grants Information Conference
- Late Proposals/Responses
- Commencement of Service
- Public Information
- Program Evaluation and Reporting Requirements
- Training and Technical Assistance
- Congressional and Legislative Districts
- Additional Information
- Sectarian Issue
- Background Checks
- Child Abuse/Neglect Reporting Mandate
- Hiring and Employment Policy
- PART II
- Intent of the RFA
- Department's Need for Services (Rationale)
- Objectives/Services to be Performed (the Approach)
- Service Area
- Mandatory Requirements of Applicants
- Award Amount
- PROPOSAL CONTENT (SCORED AS INDICATED)
- Executive Summary (2 page maximum) - Not scored
- Organization Qualifications/Organizational Capacity (7 page maximum) (35 points)
- Purpose of Funding (12 page maximum) (65 points)
- Program Description:explanation of how the funds will be used, which covers the following:
- Program Methodology
- Program Timeline
- Target Population (1.5 page maximum) (10 points)
- Community Outreach and Collaboration: (1 page maximum) (5 points)
- Monitoring (1 maximum) (5 points)
- Budget and Budget Justification (5 page maximum) (20 points)
- Linguistic and Cultural Competency Guidelines - Not Scored
Date of Issuance:
Issuing Organizational Unit
- Illinois Department of Human Services
Division of Alcoholism and Substance Abuse
Bureau of Program Services
401 S. Clinton, 2nd Floor
Chicago, IL 60607
- Contact Person(s):
- Kellie Gage, Project Director or Lisa Cohen, Project Manager
- Division of Alcoholism and Substance Abuse
401 S. Clinton, 2nd Floor
Chicago, IL 60607
- Phone: (312) 814-3840
TTY#: (866) 843-7344
Email: email@example.com or firstname.lastname@example.org
- Copies of this RFA may be downloaded from the Illinois Department of Human Services (DHS) website at http://www.dhs.state.il.us. Look under "for Providers, RFA's". Additional copies may be obtained by calling the contact person listed above.
Due Date, Location and Time of Proposal Opening
- Applications must be received no later than 2:00 PM on March 7, 2014. The proposal container will be time-stamped upon receipt. The Department will not accept applications submitted by electronic mail, on diskette or by facsimile machine. Mail your completed grant applications to:
- Illinois Department of Human Services Procurement Office
"Sealed Bid - Do Not Open"
Illinois Adolescent Infrastructure and Treatment Enhancement Initiative 80944
Centrum North, 401 North 4th Street, 2nd floor.
Springfield, IL 62702.
- Due Date & Time: March 7, 2014 2:00 PM.
- Applications may be personally dropped off at the above listed site by the due date and time.
Audit Submission Requirements
- All organizations applying for state funds must submit one (1) copy of their most recent audited financial statements as part of their proposal. The Department will use the audit to ascertain the fiscal health of Applicants.
- While the audit will not be scored as part of the review the Department reserves the right to use information in the audit to assist in the final recommendation for funding. Applicants are expected to demonstrate through their audits a strong financial position and an ability to obtain funding outside of the public sector.
- Units of government (such as cities and counties, schools, health departments, etc.) do not need to submit an audit.
Proposal Submission Requirements
- To be considered, proposals must be in the possession of the Department of Human Services staff at the specified location and by the designated date and time listed above. The deadline will be strictly enforced without exception. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.
- PROPOSALS THAT ARE FAXED, HANDWRITTEN, SINGLE-SPACED AND/OR LATE WILL NOT BE ACCEPTED AND WILL BE IMMEDIATELY DISQUALIFIED. THERE WILL BE NO EXCEPTIONS.
- All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification (not reduced). With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be typed in black ink on white paper. The program narrative must be typed, double-spaced, on one side of the page, with 1-inch margins on all sides. The program narrative must not exceed the specific page limits outlined in this RFA. The appendices, assurances, letters of support/collaboration and budget forms are NOT included in the page limitation.
- The entire application, including appendices, must be sequentially page numbered. Proposals should be bound with a single staple or binder clip in the upper left-hand corner. Applicants must not use any other form of binding, including ring binders, spiral binders, report covers or rubber bands as well as subject dividers or tabs to extend beyond the 8 1/2 x 11 inch page.
- Not adhering to these guidelines for proposal submission constitutes grounds for proposal disqualification. Therefore, the Department is under no obligation to review applications that do not comply with the above requirements.
- All public, private or not-for-profit community-based agencies are eligible to apply for funds under this Request for Applications. The funding opportunity is not limited to those who currently have a Services for Illinois Adolescent Infrastructure and Treatment Enhancement Initiative contract award from the Department of Human Services.
Questions and Answers
- Each applicant must have access to the Internet. The Department's website will contain information regarding the RFA. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the RFA.
- "Frequently Asked Questions with Answers" will be posted on the DHS website at http://www.dhs.state.il.us. The site will be updated periodically. The last day to submit a question is February 14, 2014.
- Successful Applicants will be notified in writing by letter from the Secretary of the Department of Human Services. A Notice of Grant Award is not equivalent to an agreement with the Department to commence providing service. Successful applicants will receive the FY14 Community Service Agreement or an amendment thereto for their signature and return. The release of this RFA does not compel the Department of Human Services to make an award.
- Proposals will be reviewed by a panel established by staff from DHS, which may include Department staff familiar with the requirements of the program, academics and experts in relevant field, and community-based social services providers who are not party to applications for funding under this announcement. Panel members will initially read and evaluate applications independently using guidelines furnished by DHS and will subsequently participate in review panel meetings during which proposals will be reviewed and scored collectively.
- The Department reserves the right to consider factors other than the Applicant's final score in determining final grant recommendations. Such factors may include (but are not limited to) geographic service area, Applicant's past performance, or degree of need for services.
Estimated Length of Agreement
- The Department estimates that the term of the agreement resulting from this RFA will be 4/01/14, and continuing through 9/30/15, and will require the mutual consent of both parties, and be dependent upon the Provider's performance and adherence to program requirements and the availability of funds.
- The Department of Human Services may withdraw this Request for Applications at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.
Modifications to Proposals by Applicants
- To make a modification to a proposal after it has been submitted, the applicant must submit a complete replacement proposal package, as described above under "Proposal Submission Requirements," accompanied by a letter requesting that the replacement proposal be considered. This must be received at the prescribed location by date and time designated under Item D.
Modifications to Proposals by DHS
- If it becomes necessary or appropriate for DHS to change any part of the RFA, a modification to the RFA will be available from the Department's (DHS) website: http://www.dhs.state.il.us and it will be issued to all known recipients of the RFA. In case of such an unforeseen event, DHS will issue detailed instructions for how to proceed.
Clarifications, Negotiations or Discussions Initiated by DHS
- The Department may contact any applicant prior to the final award for the following purposes.
- As part of the Department's review process, the Department may request an applicant clarify its bid or proposal. An applicant may not be allowed to materially change its bid or proposal in response to a request for clarification.
- Discussions may be held to promote understanding of the Department's requirements and the applicant's proposal and to facilitate arriving at a contract that will be most advantageous to the State considering price and other evaluation factors set forth in the RFA.
- When the Department knows or has reason to conclude that a mistake has been made, the Department shall ask the Applicant to confirm the information. Situations in which confirmation should be requested include obvious or apparent errors on the face of the document or a price unreasonably lower than the price others submitted, or if the price is considerably high than what is currently paid for this type of services. If the Applicant alleges a mistake, the bid or proposal may be corrected or withdrawn following the conditions set forth by the State of Illinois.
DHS Grants Information Conference
- Not applicable for this RFA.
- Late proposals will not be opened or considered and will be automatically disqualified, but will be retained by the Department. The Department will notify all applicants whose proposals will not be considered because of lateness or non-compliance with proposal submission requirements.
- Applicants who object to any provision of the RFA, who believe their proposal was improperly rejected, or who believe that the selected proposal(s) is/are not in the best interest of the Department may submit a written protest of the Department's action. The Department will consider all such written protests that are submitted according to the time periods specified below. The Department will investigate all allegations and issue a written response.
- The decision of the Department is final. Protests must be in writing and will be considered filed when physically received by the Department at the following address:
- Department of Human Services General Counsel's Office
Ms. Kathy Ward, Senior Deputy General Counsel
100 W Randolph, Suite 6-400
Chicago, Illinois 60601
- Protests must be filed within fourteen (14) calendar days after the Protestor knows or should have known of the facts giving rise to the protest.
- Protests regarding RFA specifications must be filed with fourteen (14) calendar days after the date the RFA was issued and, in any event must be filed before the date for opening the proposals. If a protest is received, any award made is not final until the protest is resolved.
Commencement of Service
- The Department will not reimburse applicants for expenses incurred prior to the complete and final execution of the written contract. If the applicant receives an award letter from the Secretary, then it is reasonable to assume that the Department will be forwarding the Applicant a contract.
- No services can be reimbursed prior to the full and complete execution of the contract and filing with the Illinois Office of the Comptroller.
- Some information submitted pursuant to this RFA is subject to the Illinois Freedom of Information Act. The successful applicant must recognize and accept that any material marked proprietary or confidential that must be made a part of the contract may be considered open for public inspection. Price information submitted by the successful Applicants shall be considered public.
- For proposals that are not selected for funding, only the list of those submitting proposals/responses shall be considered public. Any internal documentation used to determine grant selections will not be considered public information.
- Applicant scores will NOT be made public. The Department may give Applicants feedback about their proposal upon request and at the discretion of the Department.
- The legal agreement between DHS and the successful applicants will be in the form and format prescribed by DHS. The standard DHS Community Service Agreement (CSA) will be used as the grant agreement. Samples of this agreement may be found at http://www.dhs.state.il.us/page.aspx?item=29741 and in Attachment E of this RFA If selected for funding, the applicant will be provided a DHS Community Service Agreement for their signature and return. Applicants must review the sample CSA and insure that they meet all requirements contained in the CSA. Applicants must note any exceptions contained in the CSA. All exceptions must be agreed to by DHS before awarding any grants and execution of the CSA.
Program Evaluation and Reporting Requirements
- In order to assure accountability at all levels of service provision, the Illinois Department of Human Services is implementing the practice of performance-based contracting with its grantee agencies. The articulation and achievement of measurable outcomes assure that we are carrying out the most effective programming possible.
Training and Technical Assistance
- If required, programs must agree to receive consultation and technical assistance from authorized representatives of the Department. The program and collaborating partners will be required to be in attendance at site visits. Programs may be required to attend regular meetings and training as provided by the Department or a sub-contractor of the Department.
Congressional and Legislative Districts
- On the required Application Cover Sheet, the Applicant must provide, the Congressional District (by number), available at the following web site: http://www.house.gov/ and the Illinois House and Senate Legislative Districts (by number), available on the Illinois General Assembly web site at http://www.ilga.gov/.
- The Department reserves the right to request additional information that could assist the Department with its award decision. Applicants are expected to provide the additional information within a reasonable period of time. Failure to provide the information could result in the rejection of the proposal.
- Applicant organizations may not expend federal or state funds for sectarian instruction, worship, prayer, or proselytization. If the applicant organization is a faith based or religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program
- Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs will be required to have a written protocol on file requiring background checks, as well as evidence of their completion.
Child Abuse/Neglect Reporting Mandate
- Per the Child Abuse and Neglect Reporting Act, adults working with children and youth under the age of 18 years old are mandated reporters for suspected child abuse and neglect. Funded programs must have a written protocol for identifying and reporting suspected incidents of child abuse or neglect.
Hiring and Employment Policy
- It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department's philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the area of education and work experience.
Intent of the RFA
- The Illinois Department of Human Services (IDHS or Department), is issuing a Request for Application (RFA) funded by the Illinois Adolescent Infrastructure and Treatment Enhancement Initiative (SAT-ED) with the intent of establishing a statewide Family Center. The Illinois SAT-ED is a federal grant funded through the Substance Abuse Mental Health Services Administration/Center for Substance Abuse Treatment (SAMHSA/CSAT). The goal of the Family Center is to ensure that there is family involvement and input in all aspects of adolescent care within the Illinois substance abuse treatment system. Therefore, IDHS is seeking proposals from community-based, public, private, or not-for-profit agencies. Services must be executed in a culturally appropriate manner.
- The Department is particularly interested in seeking proposals for statewide coverage by ensuring that each of the five regions has two Family Recovery Advocates, one parent/caregiver and one youth identified to work with the Family Center's coordinator.
Department's Need for Services (Rationale)
- IDHS/DASA has consulted with families of youth who have been involved in the Illinois' substance abuse treatment system in developing the SAT-ED. In addition, IDHS/DASA consulted results from Listening Session or Focus Groups conducted during the Illinois State Adolescent coordination (IL-SAC) project. Six listening sessions were conducted that included over 200 hundred parents and caregivers from various parts of the state. Parents and family members shared their struggles and triumphs in involving their adolescents in treatment services in Illinois. In 2009, CSAT convened the first national meeting of family members of youth with substance use disorders, which included family representatives. This meeting brought together representatives of youth who were receiving, or who had received, treatment for substance use disorders from 34 States, the District of Columbia, and four Tribal Nations. The resulting publication, Families of Youth with Substance Use Addiction: A national Dialogue (ASMHSA, 2010), includes an Issue Brief that recommends families and professionals partner collaboratively focusing on the practice, program, and policy levels of the treatment system.
- The IL-SAC project laid the foundation for the work that will continue through the IL SAT-ED project. IL-SAC formed a Consumer Task Force and collaborated with the Illinois Federation of Families (IFF) with the intent of promoting collaboration and coordination with family support organizations and to strengthen services for youth. The SAT-ED project will utilize the Family Center as a means to bring family involvement to the statewide adolescent treatment system. In order to accomplish and sustain this goal, the organization that is awarded the funds to establish the Family Center will need to explicitly describe how they will address youth and family partnership at the program, practice and policy level in their application.
Objectives/Services to be Performed (the Approach)
- Funding will be awarded to an entity that can describe how the Family Center will meet DASA's goal of addressing youth and family partnership at the program, practice and policy levels.
- Activities may include: Youth and parent education and training; support for parents who have a child in treatment or recovery; formation of parent support groups and other recovery supports; creation of a clearing house providing links to information regarding substance abuse treatment, recovery, education, prevention legislation and policy issues; consultation with providers to ensure family involvement is embedded in youth treatment plans; stigma reduction activities; and addiction, intervention and treatment advocacy.
- The requirements for the Family Center will include 1) a full time coordinator that is/must become qualified as a Certified Family Partnership Professional within one year of hire; 2) the establishment of two Family Recovery Advocates, one parent/caregiver and one youth, in each of the five regions; 3) the development of a website to be maintained as a clearinghouse for youth and families providing links to information regarding substance abuse treatment, recovery, education, prevention legislation and policy issues in Illinois.
- The Department is interested in funding proposals that offer statewide coverage by ensuring that each of the five regions has two Family Recovery Advocates, one parent/caregiver and one youth identified to work with the Family Center's coordinator. To the extent possible, it is the intention of the Department to fund a Family Center that is accessible statewide.
Mandatory Requirements of Applicants
- Interested applicants should take note of the following program specific mandatory requirements. Other non-program specific requirements are found in Part 1 of this RFA.
- Any entity applying for funding for the Family Center must be an established organization that has been in place for at least five years or more.
- Matching funds is a requirement. The first year will require a 25% monetary match to the award. Applicants must show proof of a monetary match and propose methods for increasing the monetary match up to 50% in year two and 75% in year 3. Applicants must show that they have the ability to sustain the Family Center after the project is over.
- A full time coordinator, qualified as or the ability to become qualified as a Certified Family Partnership Professional within one year of hire. Certified Family Partnership Professionals (CFPPs, IAODAPCA, 2012) are individuals trained to incorporate their unique life experiences gained through parenting a child who's emotional and/or behavioral challenges required accessing resources, services and supports from multiple child-serving systems as they progressed toward achievement of the family's goals. Detailed information can be found at: http://www.iaodapca.org/?page_id=536
- Establishment of two Family Recovery Advocates, one parent/caregiver and one youth, in each of the five regions. These individuals will serve on the Project Steering Committee along with the Family Center's Coordinator.
- Development of a website to be maintained as a clearinghouse for youth and families providing links to information regarding substance abuse treatment, recovery, education, prevention legislation and policy issues in Illinois.
- Cultural and Linguistic Competency. Overall, services must be provided in a culturally sensitive manner. Providers need to understand, acknowledge, and respect cultural differences among youth and their families and provide services in a relevant, competent and appropriate manner in accordance with these differences. Please see and complete the Attachment included.
- The Illinois Adolescent Infrastructure and Treatment Enhancement Initiative (SAT-ED) anticipates awarding $50,000 for the Family Center during year 1 and $50,000 during years 2 & 3. The required monetary match for year 1 is 25% ($12,500) of the total award, 50% monetary match for year 2 ($25,000) and 75% monetary match for year 3 ($37,500).
PROPOSAL CONTENT (SCORED AS INDICATED)
- Applicants must submit a proposal that contains the information outlined below. Each section must have a heading that corresponds to the headings listed below. If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. The narrative portion must follow the page guidelines and limits set for in each section and must be in the specified order below. Exceeding the prescribed page limits is grounds for automatic disqualification.
Executive Summary (2 page maximum) - Not scored
- State the total amount of funds requested.
- Address the need for family involvement and input in all aspects of adolescent care within the Illinois substance abuse treatment system.
- Describe the target population.
- Describe how you will guarantee that there is statewide coverage through the five regions.
- Provide a clear overview of the services/resources you propose to provide with these funds.
Organization Qualifications/Organizational Capacity (7 page maximum) (35 points)
- The purpose of this section is for the Applicant to present an accurate picture of the agency's ability to provide the services and capacity for community collaboration. Information in this section should include, but not be limited to, the following:
- Organization's mission
- Description of current main programs and total number of clients served in each program
- Organization history, milestones, major achievements
- Geographic area served
- Cultural and linguistic competency (if applicable, describe how the organization demonstrates cultural and linguistic competence in achieving its mission)
- Evaluation and monitoring (a description of how the organization will evaluate whether it has achieved all measurable objectives contained herein)
- Organization's readiness and capacity for service delivery. Include any identified training needs and any linkages that are already in place with other service providers.
- Evidence that the Applicant is experienced and capable of carrying out the proposed program. Include experience with family involvement in adolescent treatment services or another service system.
- Involvement with existing advisory groups and collaborative relationships with community partners related to family involvement in adolescents care.
- Evidence of staff qualifications. If training is needed, describe what those training needs are, as well as the agency's willingness to ensure that all staff in need of training receives it prior to commencement of service delivery. Describe procedures to ensure program staff is capable and sensitive to working with your target population.
- Procedure for conducting background checks.
- Description of Applicant's access to the Internet. Include e-mail addresses for personnel funded through this program application.
- Description of how Applicant is rooted in the community it proposes to serve.
- The following organizational background items should be included as Appendices:
- Appendix A: Resumes of the Applicant Executive Director and Program Director
- Appendix B: Job descriptions for all employee positions that will be funded with this grant, including the Program Director, and an indication of the percent of time those employees will spend in this program.
- Appendix C: Organizational chart of the Applicant showing where the program and its staff will be placed.
Purpose of Funding (12 page maximum) (65 points)
explanation of how the funds will be used, which covers the following:
- Coordinator: this is a full time position. The coordinator will sit on the Steering Committee for the Illinois Adolescent Infrastructure and Treatment Enhancement Initiative. The coordinator will report out progress monthly to the group at large regarding funded proposal activities. It is a requirement of this position that within a year of being hired they become qualified as a Certified Family Partnership Professional.
- Family Recovery Advocates - In each of the five regions, two Family Recovery Advocate positions must be established within the first year of funding. One should be a parent/caregiver and the other a youth.
- Website - The development of a website to be maintained as a clearinghouse for youth and families providing links to information regarding substance abuse treatment, recovery, education, prevention legislation and policy issues in Illinois. This must be established within the first year of funding[same].
- Describe how Applicant plans to provide the required activities above in terms of method, strategies, and curricula for each component
- Describe how services will be delivered in a culturally appropriate and sensitive manner and in a setting appropriate to the target population.
- Describe program implementation timeline. Include when the initial activities will begin, a description/planned dates for: key meetings with partners; selection of program delivery site(s); personnel transactions; component curricula selection; staff trainings.
Target Population (1.5 page maximum) (10 points)
- Describe the community status, such as the prevalence and incidence rates for adolescents with substance use disorders in Illinois over time for the service area, the number/percent of low-income families, percent of welfare recipients, general economic status of the community, racial/ethnic breakout, prevalence of female-headed families, school drop out rate, and other indicators of the overall status of the community.
- Describe the need for family involvement for adolescents with substance use disorders programming and the unmet need for this population.
- Outline the geographic area to be served and the location of the service area(s) in the community where the program will be provided.
- Describe the specific population you plan to serve. Eligible population includes adolescents and families.
Community Outreach and Collaboration: (1 page maximum) (5 points)
- Provide letters of commitment from community partners in Appendix D, a description of related existing linkages to other community resources and services. If linkages do not exist, describe how, when, and why they will be established. If they do exist, letters of collaboration from those entities will strengthen the proposal and should also be included in Appendix D.
Monitoring (1 maximum) (5 points)
- Describe the agency's plan for meeting the required activities described in section C.1. Please include timelines. At a minimum, the Department will conduct an annual guidance and technical assistance site visit.
- You agree to comply with the following monitoring requirements if your agency is awarded.
- Family Recovery Advocates and FC Coordinator will attend and participate in the Project Steering Committee meetings and work projects.
- Timely submission of a monthly report detailing activities of the Family Center to Project Director by the 15th of the following month. The format will be provided.
Budget and Budget Justification (5 page maximum) (20 points)
- Complete the Budget Forms found in the Attachments according to the Allowable Costs of this RFA.
- Provide a Budget Narrative describing how appropriate resources and personnel have been allocated for the tasks and activities described.
- Provide the percentage and amount of funds to be used for administration and other services. Clearly present any staff training needs.
- Please note, no more than 20% of the total request may be used for administrative costs. "Administrative" means those activities performed by staff, and costs which are supportive of and required for the program, for which there is no direct client contact such as administrative and fiscal staff, clerical support, rent, utilities and general office equipment. Travel to and from scheduled meetings with the Department should also be included in administrative costs.
Linguistic and Cultural Competency Guidelines - Not Scored
- Linguistic and Cultural Competence Plan (6 page maximum)
- Complete the Linguistic and Cultural Competence Plan document found in the Attachments according to the outlined guidelines.
- A scoring rubric will be used to evaluate applicant Linguistic and Cultural Competence Plans, which must meet the criteria outlined in the guidelines included in the Attachment.
- For applicants selected through the RFA process, their Linguistic and Cultural Competency Plans must meet the criteria outlined in the Attachment.