19-444-80-1674-01 Maternal & Child Health - Family Case Management

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services
2. Agency Contact:

Franchesca Hammond

Tel. 312-814-1354

E-mail: DHS.BMCHEDF@illinois.gov

3. Announcement Type: Initial Announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-80-1674-01
6. Funding Opportunity Title: Family Case Management
7. CSFA Number: 444--80-1674
8. CSFA Popular Name: Family Case Management- FCM
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 90 - 100
11. Estimated Total Program Funding: $19,000,000
12. Award Range $1,000 - $1,700,000
13. Source of Funding: Federal or Federal pass-through
State
Private / other funding
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: March 23, 2018
17.Application Range: March 23, 2018 - April 24, 2018
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

NOFO Supplemental

A. Program Description

Family Case Management (FCM) is a statewide program that provides comprehensive service coordination to improve the health, social, educational, and developmental needs of pregnant women and infants from low-income families in the communities of Illinois (410 ILCS 212/15). Family Case Management (FCM) aims to "assess current needs within the State and provide goals and objectives for improving the health of mothers, children, and for reducing infant mortality" (Joint Committee on Administrative Rules, Section 630.20).

In an effort to better highlight and more fairly recognize the work done with different populations in Fiscal Year 2019 (FY19), the Department of Human Services (DHS) Bureau of Maternal and Child Health (BMCH) aims to facilitate case management services to the following clients who meet the eligibility criteria set forth in Administration Code 77 Section 630.150 under the Family Case Management (FCM) Program:

  • Pregnant Women
  • Infants
    • Not-At Risk Infants
    • At-Risk Infants

DELIVERABLES

Agencies which enter into a contract with DHS to perform FCM activities will be expected to meet the performance measures identified in section 1.1 of this Notice of funding Opportunity (NOFO) as well as adhere to the Case Management and Outreach guidelines set forth in Administrative Code Title 77 Sections 630.220, 630.30, and 630.40 as they pertain to the populations served under the FCM Program.

Direct Services

  • Provide case management services to 100% of assigned caseload of pregnant women and infants.
  • Provide comprehensive needs assessment and development of individualized care plans within forty-five (45) calendar days of successful client contact.
  • Correct utilization of the Department's Cornerstone information system for needs assessments, care plan development and all case documentation is required.
  • Face-to-face contacts and home visits conducted at a level and frequency determined by the standards set forth based on the client's risk level as determined by administration of standardized risk assessments for pregnant women and infants, and Department policy.
  • Assure that all enrolled pregnant and postpartum women are educated on and screened for perinatal mood disorders and referred to services as appropriate.
  • Assure that enrolled infants receive an objective developmental screening within the first 12 months of life utilizing an Illinois Department of Healthcare and Family Services Medicaid-approved screening tool.
  • Collaborate and link clients to other service providers in the community including primary care physicians and Medicaid managed care entities for service development and integration, and to maximize care coordination.
  • Maintain a quality assurance process with internal policies and practices related to quality improvement within the FCM program. The plans are to be reflective of identified quality issues/concerns specific to the program.
  • Conduct case finding from a weekly list of newly enrolled Medicaid clients by contacting and enrolling FCM clients not currently case managed.
Outreach

Outreach expenses, including expenses for participation in a system building community network, are anticipated to be included in the cost per case for each client.

  • Develop and implement an outreach plan to guide outreach efforts designed to:
    • Promote awareness of Family Case Management in order to identify referral sources for potential eligible pregnant women and strategies to enroll pregnant women into the program during the first trimester of pregnancy.
    • Engage in outreach efforts to locate and enroll eligible pregnant women within their assigned geographic area.
    • Conduct outreach activities to potentially Medicaid eligible infant or child health insurance eligible infants and pregnant women, as defined in the Maternal and Child Health Services Code.
  • At minimum the agency is required to establish relationships with OB/GYN medical care providers in their service delivery area, WIC providers, and local DHS Offices (Family Community Resource Centers) for the purpose of early identification and referral of pregnant women to Family Case Management.
    • Maintain an outreach log to detail outreach activities, and to supplement and support Cornerstone outreach entries and outreach expenditures that pertain specifically to FCM.
    • The provider will establish collaborations with other service providers in the community including primary care physicians and Department of Healthcare and Family Services identified Medicaid Managed Care Entities, for service development and integration, and to maximize care coordination.
Systems Support

Support Services expenses are included in the rate per case.

  • The Provider should participate in a system building community network to enhance services for pregnant women and infants that includes a wide range of stakeholders representing health, mental health, early learning, social services, family support, faith-based organizations, and families. Examples include All Our Kids Early Childhood Network or Local Interagency Council or Home Visiting-MIECHV Coalition, and Local Area Networks.
  • The Provider should participate in system development activities which could include community-based needs assessment and planning.
  • Participate in Department-sponsored staff development and training activities, and consult with other Department Providers.
  • Provide referrals to support services to case management clients including, but not limited to: transportation, child care, and prenatal or parenting education programs.
    • The support services must contribute to the goals and objectives of the Provider's case management program.
  • Educate clients on "All Kids" information and providers in the service area.
  • Give all clients education materials about the importance of on-going health services including: Early and Periodic Screening, Diagnostic and Treatment (EPSDT) services, immunizations, dental/oral health, lead screening, etc. in accordance with HFS vs. Memisovski Consent Decree from 1992.
  • Assist all Medicaid clients with obtaining free transportation services provided through their Managed Care Organization (MCO).
  • The Provider will make every effort to link clients with a dentist in their community.
Primary Care

In specific circumstances determined by the Department, FCM funds may be used to pay for Primary Care, if there is no other source of payment. It is expected that all Medicaid-eligible families are offered and provided assistance in applying for coverage. It is expected that all non-Medicaid eligible families receive information and assistance regarding enrollment in the Illinois Health Insurance Exchange as directed by the Department. Denial by the Illinois Health Insurance Exchange or client refusal to apply should be documented on the "Determining Financial Eligibility for FCM Primary Care" form.

If approved by the Department, FCM funding may be used to pay for the following services: prenatal healthcare office visits, infants or children under 2 years of age with < 30% developmental delays per Early Intervention (EI) global assessment who need periodic developmental screening; immunization administration on FCM clients; sickle cell testing; parasite testing; vision screening and, or glasses; hearing screening; periodic lead screening or follow up on FCM clients; pregnancy testing; head-to-toe physical assessment (EPSDT visit) on FCM clients; routine and medically indicated dental services for FCM infants, or pregnant women.

PERFORMANCE MEASURES

Pregnant Women

1) Number of women active in FCM beginning in the first trimester with adequate prenatal care visits throughout pregnancy.

2) Number of pregnant women and postpartum mothers with a Reproductive Life Plan.

3) Number of pregnant women and postpartum mothers receiving interconception education.

4) Number of women with at least one (1) Prenatal Depression Screening completed.

5) Number of women with at least one (1) Postpartum Depression Screening completed within thirteen (13) weeks of delivery.

6) Number of women who complete a minimum of one (1) pre-natal contact per trimester active in FCM.

Infants

1) Number of Face-to-Face Visits with infants (0-12) provided as required per schedule from the time of FCM program activation.

2) Number of fully immunized one year olds.

3) Number of infants with required number of age based well child visits.

4) Number of infants receiving Medicaid-Approved Developmental Screenings per schedule.

5) Number of infants with required number of age based assessments completed.

6) Number of infants with referrals completed based on assessments and care plan.

PERFORMANCE STANDARDS

Pregnant Women

1) 80% is the standard goal for the number of women active in FCM beginning in the first trimester with adequate prenatal care visits throughout pregnancy.

2) 90% is the standard goal for the number of pregnant women and postpartum mothers with a Reproductive Life Plan.

3) 90% is the standard goal for the number of pregnant women and postpartum mothers receiving interconception education.

4) 90% is the standard goal for the number of women with at least one (1) Prenatal Depression Screening completed.

5) 90% is the standard goal for the number of women with at least one (1) Postpartum Depression Screening completed within thirteen (13) weeks of delivery.

6) 90% is the standard goal for the number of women who complete a minimum of one (1) pre-natal contact per trimester active in FCM

Infants

1) 90% is the standard goal for the number of Face-to-Face Visits with infants (0-12) provided as required per schedule from the time of activation in the FCM program.

2) 90% is the standard goal for the number of fully immunized one year olds.

3) 80% is the standard goal for the number of infants with required number of age based well child visits.

4) 80% is the standard goal for the number of infants receiving Medicaid-Approved Developmental Screenings per schedule.

5) 90% is the standard goal for the number of infants with required number of age based assessments completed.

6) 100% is the standard goal for the number of infants with referrals completed based on assessments and care plan.

B. Funding Information

This award is solely funded from State General Revenue Funds. The Department anticipates the availability of approximately $19,000,000.00 in funding in FY2019; however this is an estimated amount and may be subject to change.

The Department's goal is to achieve statewide coverage for the FCM Program. The department has identified anticipated caseloads of pregnant women and infants based on previous years' average case management levels and reviews of the populations by county or zip code. The numbers are identified in the attached spreadsheets by County and by Zip Code for Cook, Kane and the Metro St Louis Area.

Successful applicants will receive a grant agreement. The grant period will begin July 1, 2018 and will continue through June 30, 2019. An FCM grant award will be paid based on the active caseload of pregnant women and infants served each month alone and will cover all costs related to the contract including Direct Services, Support Services and Outreach Activities including Case Finding. A grant agreement does not guarantee the full grant amount will be earned. The amount of the grant agreement is based on the rate per case x 12 months. The rate per case is planned at $38.00 for FY19. The program plan must include the projected number of pregnant women and infants expected to be served monthly with an anticipated award amount based on the above calculation.

PLEASE NOTE: The Department will negotiate a final award amount and assigned caseload with successful applicants prior to the execution of a contract, at which time successful applicants will be asked to submit a budget. Applicants who have had FCM funding in FY18 will have their prior experience with caseload achievement considered in determining FY2019 award amount and caseload assignment. If applicants anticipate a caseload that is larger than the previous year's average caseload achieved, please specify in the NOFO application measures that will be taken to achieve a greater caseload.

Agencies who choose to document indirect costs may do so through the Expenditure Documentation Forms submitted monthly.

The release of this NOFO does not obligate the Illinois Department of Human Services to make an award. Payment for services rendered will not be issued until a contract has been established.

C. Eligibility Information

ELIGIBLE APPLICANTS

This NOFO is limited to public or private not-for-profit organizations, including Local Public Health Departments, Community-Based Organizations, and Federally Qualified Health Centers. Agencies must also have experience providing case management services to the target population within the previous ten (10) fiscal years, as outlined in Section 1 Program Description of this NOFO, and who meet the additional mandatory requirements described below.

Failure to provide the requested information and to meet criteria as outlined in this NOFO will result in the application being removed from funding consideration.

Applicants may apply for a grant but will not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov. During pre-qualification, Dun and Bradstreet verifications are performed including a check of Debarred and Suspended status and good standing with the Secretary of State. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. The applicant will be informed of corrective action needed to become eligible for a grant award.

COST SHARING OR MATCH REQUIREMENTS

This program has no cost sharing or matching requirement.

INDIRECT AND DIRECT COST RATE

The majority of the contract will be earned based on monthly active caseload. For a case to be considered active, meaningful action must be taken on the case at least quarterly. If contact is not made with a client within 3 months, or if the client has aged out of the program, the case will automatically be cancelled.

Indirect Costs are allowed as a portion of the FCM Grant in accordance with guidelines set forth in the Title 2 CFR 200.57. As long as it is part of the approved budget, indirect costs may be documented for reimbursement. Indirect costs will not be paid above the overall contracted amount.

OTHER MANDATORY REQUIREMENTS

Nondiscrimination

Grantees are required to comply with all applicable provisions of state and federal laws and Regulations pertaining to nondiscrimination, sexual harassment, and equal employment opportunity including, but not limited to, the following laws and regulations and all the subsequent amendments thereto:

  • The Illinois Human Rights Act (775 ILCS 5)
  • Public Works Employment Discrimination Act (775 ILCS 10)
  • The United States Civil Rights Act of 1964 (42 U.S.C. 2000a-2000h-6) (as amended)
  • Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794)
  • The Americans with Disabilities Act of 1990 (42 U.S.C 12101 et seq.)
  • Executive Orders 11246 and 11375 (Equal Employment Opportunity)
  • Title 77 Administrative Code Section 630.80
Cultural and Linguistic Competency

Services must be provided in a culturally sensitive manner. Grantees need to understand, acknowledge and respect the differences among the populations served (ethnicity, race, religion, age, gender, abilities, language and other characteristics) and provide services in a relevant competent and appropriate manner. Programs should demonstrate an ability to adapt individual programs, services and policies to fit the cultural context of the individual, family or community.

Confidentiality

Grantees must comply with confidentiality statutes set forth by state and federal governments including, but not limited to: the Health Insurance Portability and Accountability Act (45 CFR 160, 162, and 164); the Illinois Personal Information Protection Act (815 ILCS 530/1 et seq.); the Illinois Mental Health and Developmental Disabilities Confidentiality Act (740 ILCS 110/1 et seq.); and Administrative Code Title 77 Section 630.20.

Technology

The Cornerstone management information system is required for delivering FCM services. Agencies providing these services must use Cornerstone to document services and provided as outlined in the contract.

1) The Agency must purchase and maintain a business class contract with an Internet Service Provider (ISP).

2) Interruption of communication and/or connectivity must be reported within 24 hours to the agency's ISP and the Cornerstone Service Desk.

3) Cornerstone User access must be approved and terminated by an appropriate section manager responsible for Cornerstone security management with the Cornerstone MIS/Section

4) Security training is required before Cornerstone users are allowed access to the system and annually thereafter.

5) Reasonable action, due care, and due diligence must be taken to prevent inappropriate use, disclosure, destruction or theft of Cornerstone-designated IT resources. Reasonable actions include but are not limited to prevention, detection and corrective measures such as encryption, anti-viral software and application of security patches.

6) Disclosure of Cornerstone information is restricted only to authorized parties and in a manner consistent with the form of data classification.

7) Cornerstone-designated IT resources must be for approved use only. Approved use is limited to authorized users, sanctioned Cornerstone business and job responsibility.

8) Cornerstone-designated IT resources must use software and hardware authorized by the DHS-funded agency to which this agreement applies.

9) Users are not authorized to run software that has not been approved by the DHS-funded agency to which this agreement applies.

10) Users are expected to adhere to the guidelines and expectations set forth in the Cornerstone User Manual.

D. Application and Submission Information

ADDRESS TO REQUEST APPLICATION PACKAGE

All application materials are provided within this NOFO. Additional copies may be obtained by contacting the contact person listed below. Each applicant must have access to the internet. The Department's web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website. It is the responsibility of each applicant to monitor and comply with any instructions or requirements relating to the NOFO.

 Contact:

 Franchesca Hammond

 Bureau Chief, Bureau of Maternal and Child Health

 401 S Clinton St, 4th Floor

 Chicago, IL 60607

 Phone: 312-814-1354

 Fax: 217-558-9548

 Email: Franchesca.Hammond@illinois.gov 

CONTENT AND FORM OF APPLICATION SUBMISSION

Applicants must submit a program plan that contains the information outlined below. Sections must have a heading that corresponds to the heading in bold type listed below. The narrative portion must follow the page guidelines set for each section and must be in the order requested. Be detailed, direct and concise in your descriptions.

All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. The entire proposal should be typed in black ink on white paper. The program plan narrative must be typed single-spaced, with 1-inch margins on all sides. The narrative must not exceed the page totals specified below. Items included as Attachments are NOT included in the page limitation. The entire application must be sequentially numbered.

EXECUTIVE SUMMARY (1 PAGE MAXIMUM) - 20 POINTS

The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description.

  • Identify target service area
  • Include the number and location of sites where services will be provided.
  • Include the projected number of pregnant women, and infants anticipated to be served monthly.
  • Briefly describe agency experience in providing FCM services to pregnant women and infants.
  • Provide an overview of the services agency intends to provide with these funds.
AGENCY CAPACITY AND SCOPE (COMPLETE FILLABLE FORM) - 80 POINTS

The attached form must be completed providing the following information:

  • Expected Overall Caseload Monthly & Anticipated Grant Amount
  • Area(s) Served (identify county(ies) or zip code(s) if in Cook, Kane or Metro St. Louis Area)
  • Number of Sites and Addresses for each
  • Community Partnerships & Referral Capacities
  • Total number of Case Managers & Case Management Supervisors (specify how many of each)
  • Total FTEs for Case Management
  • Expected Caseload / Case Manager
  • Case Manager Credentials - Ensure compliance with staffing requirements set forth in the Administrative Code Title 77 Section 630.220.
  • Administrative & Support Staff
  • Expected Caseload / Case Manager
  • Identify if agency intends to claim Medicaid Matching
  • Name, Phone & E-mail for the following key positions:
    • Administrator
    • Fiscal Contact
    • FCM Program Coordinator

DUN AND BRADSTREET UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER AND SYSTEM FOR AWARD MANAGEMENT (SAM)

Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:

  • Be registered in SAM before submitting the application. This link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp 
  • Provide a valid DUNS number in its application; and
  • Continue to maintain an active SAM registration with current information at all times during which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

The Department may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time The Department is ready to make the award, The Department may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.

SUBMISSION DATES AND TIMES

Applications must be received at the email below no later than 5:00pm on Tuesday April 24, 2018. Applications will be date and time stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail. Applications will NOT be accepted if received by fax, hard copy, disk or thumb drive. Applications will be opened as they are received. Applicants will receive an email (within 72 hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email reply will be sent to the original sender of the application. Applications received after the due date and time will NOT be considered for review or funding.

Submit the completed NOFO application electronically to: DHS.GrantApp@illinois.gov.

On the SUBJECT line of the email submission, type the following information:

Provider's Organization Name

Funding Opportunity 19-444-80-1674-01

Program Contact (Franchesca Hammond)

Exception: If after all timely applications have been logged in, reviewed to determine eligibility and to establish that all mandatory requirements of the applicant have been met under the NOFO, there remains a targeted geographic area for which an application has not been received, The Department reserves the right to consider any late application for funding that proposes to serve that area. Additionally, if after review, ANY priority geographic area remains uncovered, DHS reserves the right to negotiate with ANY successful applicant entity that has provided FCM services previously to provide services in the uncovered area. Any successful applicant will be required to submit a written response agreeing to serve said geographic area within 48 hours and the language for these services to be provided will be reflected in the final contract.

All applications must include the following mandatory documents / attachments

  1. Uniform State Grant Application
  2. Executive Summary
  3. Agency Capacity and Scope Worksheet
  4. Copy of Currently Approved Negotiated Indirect Cost Rate Agreement (NICRA)

FUNDING RESTRICTION

All applicants are subject to the funding restrictions relating to allowable and unallowable costs as set forth in 2 CFR 200, Subpart E - Cost principles and 2 CFR §200.57. Unallowable costs include, but are not limited to the following:

  • Bad debts
  • Contingencies or provision for unforeseen events
  • Contributions and donations
  • Entertainment, alcoholic beverages, gratuities
  • Food except as outlined in 2 CFR §200.432
  • Fines and penalties
  • Certain interest and financial costs
  • Legislative and lobbying expenses
  • Real property payments or purchases

Additionally, equipment purchases must be preapproved by the DHS FCM Program Coordinator and will be evaluated during the budget process.

E. Application Review Information

CRITERIA

Funding for the time period July 1, 2018 through June 30, 2019 is not guaranteed. All applicants must demonstrate they meet all requirements under this NOFO as described throughout. Any applicant that doesn't meet the required experience criteria within the previous ten (10) years will not be evaluated and considered for funding. Applications that fail to meet the criteria described in the Eligible Applicants and Mandatory Requirements of Applicants as identified in Section 3 Eligibility Information will not be evaluated and considered for funding.

Review teams comprised of DHS staff serving in the Division of Family and Community Services will be assigned to review applications. These review teams, where possible, will be comprised of staff within the Bureau of Maternal and Child Health.

PROPOSAL SCORING:

Program Plans will be evaluated on the following criteria:

Executive Summary
20 points
Agency Capacity and Scope
80 points
Maximum Total:
100 points

REVIEW AND SELECTION PROCESS

Funding decisions will be based upon the quality of the executive summary, agency capacity and scope worksheet, based on the 100-point scale described above. Final award decisions will be made by the Associate Director for the Office of Family Wellness at the recommendation of the Bureau Chief of the Bureau of Maternal and Child Health. For renewal-eligible applicants FY 2019 caseload assignment and award amounts may be based upon past performance of caseload achievement. All final awards may be adjusted by the Department based on the total amount of FY2019 funding available to the FCM program; therefore all will be finalized prior to the full execution of a grant agreement.

ANTICIPATED ANNOUNCEMENT AND STATE AWARD DATES

Final award decisions will be made by the Director of the Division of Family and Community Services at the recommendation of Program and the Associate Director for the Office of Family Wellness. A "Notice of State Award Finalist" form will be sent to each of the finalists prior to executing a contract. This notice is not an authorization to begin performance.

F. Award Administration Information

STATE AWARD NOTICES

Applicants recommended for funding under this NOFO following the above review and selection process will receive a "Notice of State Award Finalist". This notice will identify additional grant award requirements that must be met before a grant award can be executed.

A Notice of State Award (NOSA) will be issued to the review finalists that have successfully completed all grant award requirements based on the NOSA, the review finalist is positioned to make an informed decision to accept the grant award. The NOSA will include:

  • The specific terms and conditions of the award
  • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.

Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to www.grants.Illinois.gov.

The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.

REPORTING

The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later the 15th of each month for the preceding month by email.

Quarterly data reports will be run from the Cornerstone data system 10 days after the end of the quarter. Providers must ensure all documentation is current through the end of the quarter to assure accuracy of the data being collected.

Additional performance data may be collected as directed by the Department in a format prescribed by the Department.

G. State Awarding Agency Contact(s)

QUESTIONS AND ANSWERS

Questions relating to this NOFO should be sent via email to DHS.BMCHEDF@illinois.gov. Questions will then be routed to appropriate Bureau staff for official public response posted on the DHS Grants Application Webpage.

Mandatory Forms

  1. Uniform Grant Application - FCM (pdf)
  2. Scope and Capacity Form - FCM (docx)