0640 Quality Administrator (Prog 730)

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Department of Human Services, Division of Mental Health
2. Agency Contact: Name:  Shanna Frank
Email:  shanna.frank@illinois.gov
Phone:  217-785-9656
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-22-0640-02
6. Funding Opportunity Title: 0640 Quality Administrator
7. CSFA Number: 444-22-0640
8. CSFA Popular Name: Quality Administrator
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 10-18
11. Estimated Total Program Funding:

Total Award Amount: $3,490,667

$1,945,051 for Williams Consent Decree

$1,545,616 for Colbert Consent Decree

12. Award Range $74,004 - $719,706
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: April 30, 2018
17. Application Range: April 30, 2018 - May 4, 2018
Deadline:  May 4, 2018 at 5:00 pm
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

NOFO Supplemental

(Agency-specific Content for the Notice of Funding Opportunity)

A. Program Description

Exhibit A - Scope of Service

The Provider will provide the services of a Quality Administrator (QA) staff position(s). The QA(s) will function as part of the community agency's quality improvement or quality assurance department with strong oversight for community service delivery to Williams Class Members. The Quality Administrator serves as the conduit for information and reporting between the Department of Human Services/Division of Mental Health (DMH) and the contracted Williams agency. DMH funds this position to be independent of direct care service delivery to Class Members, but responsible for all information on the interface of services and coordination of care outcomes to the Department. The provider will ensure that the QA(s):

  1. Participates in DHS/DMH training (including training on the duties and responsibilities of the QA staff position(s)), quality initiatives, Quality Improvement Committee meetings, and any other related DHS/DMH quality initiatives deemed necessary by DHS/DMH
  2. Serves as the single point of contact with DHS/DMH regarding assigned Class Members and transition related issues.
  3. Receives referrals on Class Member case assignments from DHS/DMH
  4. Assures assignment of Class Member cases to the provider's direct care team services or appropriate staff
  5. Provides oversight of all Williams related processes and policies
  6. Provides direction to clinical staff serving Class Members with significant oversight into job performance and productivity
  7. Is responsible for the provision of reports and data to DHS/DMH in prescribed formats to facilitate DHS/DMH tracking and monitoring.
  8. Monitors multiple aspects of the transition and services being received by Class Members, such completion of the Comprehensive Service Plans, development of the Treatment Plan and the actual services provided, post transition, as well as the consumers stability, wellness in the community (housing management, medication management, eating, socialization, etc.) and ongoing mental health services provided. Documentation is via review of the actual Treatment Plan and ongoing progress notes, as well as participation in daily team meetings.
  9. Is responsible for monitoring the Comprehensive Service Plan and documenting Service Plan quality indicators.
  10. Is responsible for monitoring the Risk Assessment and Mitigation Strategies for individuals who have transitioned to the community.
  11. Conducts quality visits to Class Members for the first twelve months, post transition.

Exhibit B - Deliverables

The QA(s) is/are responsible for services and the provision of reports and data to DHS/DMH. Reports and data shall be separated by consent decree and/or program. Services and reporting to DHS/DMH will include (but not be limited to):

  1. Routine quality reports, including a completed Transition Checklist for each client placed in the community, documentation of completed Comprehensive Service Plans and Risk Assessment and Mitigation Strategies for Individuals Transitioning into the Community, completed prior to transition.
  2. Sentinel indicator completed upon notification of a Critical Incident, within 24 hours, resulting in a Root Cause Analysis to be completed within 72 hours.
  3. Notification to DHS/DMH when barriers or other problems or issues arise in assuring that clients can access and continue to receive needed services and supports
  4. Monitoring the multiple aspects of the transition, services and supports as detailed and planned in the individual's Comprehensive Service Plan (inclusive of services and supports beyond just mental health services) for assigned clients, with a minimum monitoring schedule of:
    1. at least weekly from initial assignment to the provider through the first four weeks following the client's move into their community placement
    2. at least every other week for the second four weeks following the client's move into their community placement
    3. at least monthly for the remaining twelve months following the client's move into their community placement
  5. Documentation of the QA's monitoring of the transition, services and supports received by clients, as well as the quality of the services. Monitoring is to be conducted by:
    1. Attendance at service planning meetings, including service team meetings
    2. Review of clinical record documentation
    3. Through direct interview and observation of the client in their current living situation or other location

Exhibit C - Payment

Payment will be issued monthly and reconciled on the basis of reported allowable expenses per the Grant Funds Recovery Act [30ILCS 705/7 and 8].

The Provider shall report quarterly allowable grant expenses on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1, and reported expenses should be consistent with the submitted annual grant budget. If any budget variances are noted, the DMH program contact may request that the provider submit a revised grant budget before subsequent monthly payments will be made. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

Exhibit E - Performance Measures

The Provider shall report quarterly performance on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

The following are included in the reporting template:

  1. Completes routine quality reports, including a completed Transition Checklist for each client placed in the community, documentation of completed Comprehensive Service Plans and Risk Assessment and Mitigation Strategies for Individuals Transitioning into the Community, completed prior to transition.
  2. Receives case assignments from DMH and timely process assignments to clinical teams, accordingly.
  3. Prepares sentinel indicators completed upon notification of a Reportable Incidents, within 24 hours, resulting in a Root Cause Analysis to be completed within 72 hours.
  4. Monitors the multiple aspects of the transition, services and supports as detailed and planned in the individual's Comprehensive Service Plan (inclusive of services and supports beyond just mental health services) for assigned Class Members, with a minimum monitoring schedule of:
    1. at least weekly from initial assignment to the provider through the first four weeks following the Class Member's move to community settlement
    2. at least every other week for the second four weeks following the Class Member's move to community settlement
    3. At least monthly for the remaining twelve months following the Class Member's move to community settlement.
  5. Provides documentation of the QA's monitoring of the transition, service and support activities received by the Class Members, as well as the quality of the services. Monitoring is to be conducted by:
    1. Review of clinical record documentation
    2. Through direct interview and observation of the Class Member in their current living situation or other location.

Exhibit F - Performance Standards

  1. 100% of quality reports and supporting documentation requested will be submitted to DMH within the designated time frames.
  2. 100% of cases assigned by DMH to the agency will be expeditiously processed to appropriate clinical teams.
  3. 100% of sentinel events reports, including Critical Incidents and Root Cause Analyses will be submitted to DMH within 24 hours and 72 hours, respectively, of the incident
  4. 100% of the Class Members' Comprehensive Service Plans will be monitored in accordance to DMH policies and expectations.
    1. 100% of Class Members will have a weekly monitoring visit during the first month of transition.
    2. 100% of Class Members will have a bi-weekly monitoring visit during the second month, post transition.
    3. 100% of Class Members will have a monthly visit for the remaining months, post transition.
  5. 100% of quality monitoring visits and documentation will be contained in the Class Members service file, including review of clinical records and direct observation and interviews.

B. Funding Information

Funding for this award will come from the State's General Revenue Fund and does NOT have a match or cost sharing requirement.

This NOFO is considered a competitive application for funding.  It is not a guarantee of funding.

In FY 2019, the Department (DHS/DMH) anticipates awarding approximately $3,490,667 in General Revenue (State) funds.

Subject to appropriation, the grant period will begin upon execution of the grant agreement and will continue through June 30, 2019. Anticipated start date is July 1, 2018.

  1. Funding Restrictions

    DHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

  2. Allowable Costs

    Allowable costs are those that are necessary, and reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles.

  3. Unallowable Costs

    Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.

  4. Indirect Cost Rate Requirements

    Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs. In order to charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:

    1. Federally Negotiated Rate;
    2. State Negotiated Rate and
    3. De Minimis Rate
  5. Renewals

    This program is a 12 month contract with 2, one-year renewal options. Renewals are at the discretion of the DHS/DMH and are contingent on the meeting the following criteria:

    1. Applicant has performed satisfactorily during the past six months;
    2. All required reports have been submitted on time, unless a written exception has been provided by the Division; and
    3. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)

C. Eligibility Information

  1. WILLIAMS CONSENT DECREE:
    1. To qualify for this funding opportunity applicants must apply for and be awarded a contract for Transition Coordination (Program 780/NOFO#19-444-22-0628-02).
    2. Applicant must be a Medicaid Certified community mental health center, with Assertive Community Treatment or Community Support Team services and covers the identified community areas of Evanston, Uptown, Rogers Park, North east side Chicago, Edgewater and Ravenswood, with capacity to provide strength-based, person-centered engagement to Class Members and coordinate and facilitate a seamless community transition from one of the 24 Specialized Community Mental Health Rehabilitation Centers located in Cook County.
    3. Must complete the Williams Grant Application
  2. COLBERT CONSENT DECREE:
    1. To qualify for this funding opportunity applicants must apply for and be awarded a contract for Transition Coordination (Program 780/NOFO#19-444-22-0628-02).
    2. Applicant must be a Medicaid Certified community mental health center that covers the identified community areas: including of the west and northwest side of Chicago and the near West and near Northwest suburbs such as Norridge, Melrose Park, Franklin Park, Schiller Park, Harwood Heights, Bellwood and Maywood; Evanston, Uptown, Rogers Park, North east side Chicago, Edgewater and Ravenswood, with capacity to provide strength-based, person-centered engagement with Class Members to coordinate and facilitate a seamless community transition from Skilled Nursing Facilities/Long Term Care facilities located in Cook County.
    3. Must complete the Colbert Grant Application
  3. If applying for both Williams Consent Decree Funding and Colbert Consent Decree funding, must complete separate applications, but one combined budget that clearly delineates Williams and Colbert expenses.
  4. Eligible Applicants

    The funding opportunity is not limited to those who currently have a Division of Mental Health contract or an award from the Department of Human Services; however, applicants must:

    1. Be certified by IDHS as a Community Mental Health Provider or a Community Mental Health Center; 
    2. Be in good-standing with the Illinois Secretary of State (not applicable to governmental entities)
    3. Not be on the Federal Excluded Parties List;
    4. Not be on the Illinois Stop Payment list;
    5. Not be on the Department of Healthcare and Family Services Provider Sanctions List;
    6. Complete one Fiscal and Administrative Risk Assessment (ICQ);
    7. Complete a Programmatic Risk Assessment for each competitive program;
    8. Register and access both the Illinois Department of Human Services Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV);
    9. Obtain a Dun and Bradstreet University Numbering System (DUNS) number. The DUNS number does not replace an Employer Identification Number. DUNS numbers may be obtained at no cost by calling the DUNS number request line at (866) 705-5711 or by applying online: DUNS Request Service. It is recommended that service providers register at least 30 days before the application due date.
    10. Register with the System for Award Management (SAM) and maintain an active SAM registration until the application process is complete, and if a grant is awarded, throughout the life of the award. SAM registration must be renewed annually. It is recommended that service providers finalize a new registration or renew an existing one at least two weeks before the application deadline to allow time to resolve any issues that may arise. Applicants must use their SAM-registered legal name and address on all grant applications to DHS/DMH.
  5. Applicants that do not comply with these requirements by the application deadline may become ineligible to receive an award.
  6. Cost Sharing or Matching: See Section B Funding Information.
  7. Indirect Cost Rate: See Section B Funding Information, #4 Indirect Cost Rate Requirements.

D. Application and Submission Information

If applying for both Williams Consent Decree Funding and Colbert Consent Decree funding, must complete separate applications, but one combined budget that clearly delineates Williams and Colbert expenses.

  1. Address to Request Application Package

    Each applicant must have access to the internet. Applicants may obtain application forms at the Department's website www.dhs.state.il.us Questions and answers will also be posted on the Department's website. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.

  2. Content and Form of Application Submission

    Each applicant is required to submit a Uniform Application for State Grant Assistance.

    Format Requirements

    1. All applications must be typed using 12-point type and at 100% magnification.
    2. The PDF submission must be on 8 1/2 x 11-inch page size.
    3. With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be in black typeface on a white background.
    4. The proposal narrative must be typed single-spaced with 1-inch margins on all sides.
    5. Proposal narrative shall not exceed 10 pages. Items included as Attachments are NOT included in the page limitations.
    6. The entire application, including attachments, should be sequentially page numbered and must be compiled in the following order:
      1. Uniform State Grant Application (Not included in page limit)
      2. Proposal Narrative (10 page limit) addressing the following areas:
        1. Executive Summary 
          The purpose of this section is for the applicant to present the agency description, history, achievements, service description, financial overview and future plans.
        2. Capacity - Agency Qualifications/Organizational Capacity
          The purpose of this section is for the applicant to present an accurate picture of the agency's ability to meet the program requirements.
        3. Need - Description of Need
          The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will address these needs. It is understood that the need for these services is statewide and this NOFO intended to identify and fund applicants to serve the most at-risk communities with the greatest identified need in the target population.
        4. Quality - Description of Program Services
          The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design.
        5. Data Collection, Evaluation and Reporting
          To ensure accountability at all levels of service provision, IDHS is implementing the practice of performance-based contracting with its Grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. At a minimum, Grantees will be expected to collect and report data indicators and measures as described in this NOFO.
        6. Resource Availability
          Describe what resources and other knowledge, skill and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program. These may include, but not limited to the availability of space like meeting rooms, space to carry out this program, etc.
      3. Attachments (Not included in page limit)
        1. Linkage Agreements (if applicable)
        2. Approved NICRA
      4. Budget Requirements

        A budget and budget narrative need to be completed in the CSA tracking database. The budget is not scored. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the proposal narrative. The budget should be prepared to reflect a full fiscal year.

        If applying for both Williams Consent Decree Funding and Colbert Consent Decree funding, applicants must complete separate applications, but one combined budget that clearly delineates Williams and Colbert expenses. On each budget line item, all William Consent Decree expenses should be listed first followed by all Colbert Consent Decree expenses.

  1. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)

    See Section C Eligibility Information, #3 Eligible Applicants, letters i and j.

  2. Submission Dates and Times
    1. In order to be considered for award, proposals must be in the possession of the DHS/DMH email address DHS.GrantApp@illinois.gov and by the designated date and time listed in Box 17 of the NOFO. Emails into this box are electronically date and time stamped upon arrival. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email address listed above. If an applicant experiences technical difficulties, you must contact Shanna Frank at shanna.frank@illinois.gov prior to the submission deadline. If State systems are deemed to be working properly, it is the applicant's responsibility to ensure their application package arrives at the appropriate email address before the submission deadline date and time.
    2. Proposals will only be accepted electronically. Those that are delivered by any other means, and/or late will not be accepted and will be immediately disqualified. DHS/DMH is under no obligation to review applications that do not comply with the above requirements. There will be no exceptions.  Applicants will receive an email to notify them that the application was received.
    3. Submit the completed grant application as a single document to: DHS.GrantApp@illinois.gov 
      Specifically, the subject line of the email MUST state: "Your Organization's Name; 19-444-22-0640-02; Shanna Frank"
    4. DHS/DMH anticipates that the term of the agreement resulting from this NOFO will be July 1, 2018 continuing through June 30, 2019 and will require the mutual consent of both parties, be dependent upon the Grantee's performance and adherence to program requirements and the availability of funds.
    5. DHS/DMH may withdraw this Notice of Funding Opportunity at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.
    6. If it becomes necessary or appropriate for DHS/DMH to change any part of this NOFO, a modification to the NOFO will be available from the DHS website as well as change made to the www.grants.illinois.gov website. In case of such an unforeseen event, DHS/DMH will issue detailed instructions on how to proceed.

E. Application Review Information

  1. Criteria
    Points
    Executive Summary 5 points
    Capacity - Agency Qualification/Organizational Capacity 10 points
    Need - Description of Need 5 points
    Quality of Program/Services 15 points
    Data Collection, Evaluation and Reporting 5 points
    Resource Availability 10 points
    TOTAL 50 points
  2. Review and Selection Process
    1. Proposals will be reviewed by a team of DHS/DMH staff familiar with the requirements of the program including services to be performed in specified geographic location, if applicable. Review team members will have no conflicts of interest and will initially read and evaluate proposals independently. Then, team members will collectively review the application, their scores and comments to ensure team members have not missed items within the application that other team members identified. Application highlights and concerns will be discussed. Scores will then be sent to the Proposal Review Coordinator to be compiled and averaged to produce the final application score.
    2. Merit-Based Evaluation Appeal Process
      1. Competitive program grant appeals are limited to the merit-based evaluation process only. Evaluation scores may not be protested; only the evaluation process is subject to appeal.
      2. Appeals Review Officer
        DHS or designee may appoint one or more Appeal Review Officers (ARO) to consider the grant-related appeals and make a recommendation to DHS or designee for resolution.
      3. Submission of Appeal
        1. An appeal must be submitted in writing to DHS/DMH.
        2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
        3. The written appeal shall include at a minimum the following:
          1. The name and address of the appealing party;
          2. Identification of the grant;
          3. A statement of reasons for the appeal.
      4. Response to Appeal
        1. DHS/DMH will acknowledge receipt of an appeal within 14 calendar days from the date the appeal was received;
        2. DHS/DMH will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required;
        3. The appealing party must supply any additional information requested by IDHS within the time period set in the request.
      5. Resolution
        1. DHS/DMH shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
        2. In determining the appropriate recommendation, DHS/DMH shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
        3. The Agency will resolve the appeal by means of written determination. The determination shall include, but not be limited to:
          1. Review of the appeal;
          2. Appeal determination; and
          3. Rationale for the determination
  3. Anticipated Announcement

    Notice of State Award (NOSA) will be made by the end of June 2018.

F. Award Administration Information

  1. State Award Notices

    Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:

    1. The terms and conditions of the award.
    2. Specific conditions assigned to the grantee based on the fiscal and administrative, programmatic risk assessments and merit based review conditions.
    3. The NOSA is not an authorization to begin performance or incur costs.
    4. Upon acceptance of the NOSA, announcement of the grant award shall be published by the awarding agency to www.Grants.Illinois.gov
    5. A written Notice of Denial shall be sent to the applicants not receiving awards.
  2. Administrative and National Policy Requirements
    1. The agency awarded these funds shall provide services as set forth in the DHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services including indirect cost rate requirements in Section B: Funding Information, #4 Indirect Cost Rate Requirements.
    2. The legal agreement between DHS/DMH and the successful applicant(s) will be the standard DHS Uniform Grant Agreement. If selected for funding, the applicant will be provided a DHS grant agreement for signature and return. A sample of the agreement may be found at http://www.dhs.state.il.us/page.aspx?item=29741.  The FY19 Uniform Grant Agreement will be available in March 2018. No material changes are anticipated.
  3. Reporting

    Reporting requirement for the grant agreement shall be in accordance with the requirements set forth in Section A, Payment Terms and Performance Measures and shall also comply with the requirements of Exhibits C and E of the Uniform Grant Agreement.

    G. State Awarding Agency Contact(s)

    1. DHS/DMH encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Frequently asked "Questions and Answers" will be posted to the DHS website and updated periodically.
    2. Notice of Funding Opportunity Contact
      Name:Shanna Frank
      Email: shanna.frank@illinois.gov
    3. Indirect Cost Contact
      Name:  Rhonda Mitchell, CPA
      Email: rhonda.mitchell@illinois.gov

    H. Other Information, if applicable

    1. DHS/DMH reserves the right to request additional information that could assist 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.
    2. The release of this Notice of Funding Opportunity does not compel DHS/DMH to make an award.
    3. This funding opportunity is considered a new application.
    4. Useful websites
      1. Grant Accountability and Transparency Act website:
        https://www.illinois.gov/sites/gata/Pages/default.aspx
      2. Illinois Grant Accountability and Transparency Act (GATA) (30ILCS 708/)
        http://ilga.gov/legislation/ilcs/ilcs3.asp?ActID=3559&ChapterID=7
      3. Illinois Administrative Code Part 7000 - Grant Accountability and Transparency Act (44 Ill. Adm. Code Part 7000) ftp://www.ilga.gov/JCAR/AdminCode/044/04407000sections.html
      4. Uniform Administrative Requirements, Cost Principles and Audit Requirements (2 CFR 200)
        https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl
      5. OMB Uniform Guidance
        https://www.grants.gov/web/grants/learn-grants/grant-policies/omb-uniform-guidance-2014.html
      6. Electronic Code of Federal Regulations at http://www.ecfr.gov/
      7. DHS website:  www.dhs.state.il.us
      8. CSA tracking database