0797 Eligibility and Disposition Assessment (EDA)

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Department of Human Services
Division of Mental Health
2. Agency Contact: Name:  Mary Hebert
Email:  Mary.Hebert@Illinois.gov
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-22-0797-01
6. Funding Opportunity Title: 0797 Eligibility and Disposition Assessment (EDA) (420)
7. CSFA Number: 444-22-0797
8. CSFA Popular Name: Eligibility and Disposition Assessment (EDA) (420)
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 4-6
11. Estimated Total Program Funding: $1,200,000.00
12. Award Range To be determined based on number of applicants and service needs
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: August 21, 2018
17. Closing Date for Proposals: August 21, 2018 - September 10, 2018 at 5:00 pm
Deadline: September 10 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

Scope of Services

Contracted providers specifically will provide Eligibility and Disposition Assessment (EDA) services using staff at or above the level of a Qualified Mental Health Professional (as defined 59 Ill. Adm. Code 132) (Rule 132), available at: http://www.dhs.state.il.us/page.aspx?item=56754 with availability on a 24 hour/seven day per week basis.

Eligibility and Dispositions Assessment (EDA) are defined as:

Actions that ensure that the qualified professional (evaluator) completes the initial steps of a face-to-face evaluation of the individual presenting as in a mental health crisis in need of services to determine the individual's eligibility for needed crisis services with a disposition to the next level of care.

  1. Providers receiving funding for Eligibility and Disposition Assessments (EDAs) are to assist in the evaluation of an unfunded individual(s) (or unfunded services) and determine and facilitate the placement into the needed level of care.

    AND/OR IF IN ACCEPTED PROPOSALS

  2. Expand mobile crisis level services by receiving calls requesting an Eligibility and Disposition Assessment from the below noted sites and document the response time.
    1. Hospital Emergency departments;
      1. Ensure that priority responses are provided to the Emergency Departments of community hospitals. (see below Performance Measure #1).
    2. CIT teams or other local law enforcement;
    3. Emergency Response Personnel, EMT/Paramedics;
    4. Schools: elementary, high schools and colleges/universities;
    5. Other, define in proposal as necessary.

      AND/OR IF IN ACCEPTED PROPOSALS

  3. Expansion of mobile crisis level services by as described in applicant's proposal.

Assurances

Providers receiving funding for Eligibility and Disposition Assessments (EDAs) are to:

  1. Ensure that the qualified staff uses all DMH prescribed assessment elements when determining the eligibility of the individual.
  2. Ensure that the assessment includes the prescribed clinical evaluation of the individual similar to MH Assessment, Mobile Crisis Assessment or other applicable service as in Rule 132/140.
  3. Determine the most appropriate and available level of care and secure referral and placement for same based on the determination of eligibility and clinical evaluation.
  4. Ensure firm linkage (hard hand-off) of the individual with the recommended level of care.
  5. Ensure documentation of the evaluation, recommendations and disposition outcome for the individual.
  6. Submit required registrations and encounters per DHS/DMH policy.

Deliverables

  1. Provider will document all evaluations completed and will maintain these in a clinical record for the individual.
  2. Provider will ensure that each individual is registered with the designated identifier in the DHS/DMH consumer registration/enrollment information system.
  3. Provider will submit on a quarterly basis their expenses in the DHS prescribed format per grant reporting requirements.
  4. Providers also will submit on a quarterly basis per DMH requirements to the DHS/DMH Regional Office indicators of the quality and effectiveness of services and supports, performance measures, performance standards.
  5. Additionally, Providers will provide on a monthly basis volume indicators which include:
    1. Number of eligible unfunded individuals and/or individuals who have presented at each site: a community hospital emergency department, CIT teams, schools due to a mental health crisis;
    2. Number of initial assessments completed;
    3. Number of dispositions to each level of care (e.g., hospital, mental health crisis residential, mental health supervised residential, mental health supported residential, SUD residential care, CST, ACT, other MH services, other);
    4. Number of referrals that were linked to the recommended service.
    5. Number of staff working in their EDA program who have the Certified Recovery Support Specialist (CRSS) designation. Information of this certification is available at:   http://www.iaodapca.org/?page_id=534

Reporting Requirements

  1. Financial Report in accordance with Exhibit C.
  2. Performance Report in accordance with Exhibit E.

Payments

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.

Performance Measures

  1. Numbers of unfunded persons served in reporting period, if as in accepted proposal.
    1. Percentage of the evaluations documented and completed as a clinical record for the individual prior to the linkage to service by A2 a-d. (#of completed evaluations/# of total calls). Percentage of calls for the evaluation of individuals with successful linkages to the all above (A2 a-d) recommended level of services. (#of linkages/# of total calls).

      AND/OR IF IN ACCEPTED PROPOSALS

  2. Percentage of the calls for the evaluation at each noted site above (A2 a-d) plus:
    1. Percentage of the evaluations documented and completed as a clinical record for the individual prior to the linkage to service by (A2 a-d). (#of completed evaluations/# of total calls).
    2. Percentage of calls for the evaluation of individuals with successful linkages to the all above (A2 a-d) recommended level of services. (#of linkages/# of total calls).
    3. For the community hospital emergency department: Numbers of referred cases responded to on-site within one hour/60 minutes and documented as such. (cases on site w/in 60"/ All Calls from ED).
  3. Percentage of data/reports submitted per DMH requirements.

Performance Standards

  1. Ensure that 100% of the calls for the evaluation of an individual are responded to on-site at the community hospital emergency department or other community location
  2. Documentation that 100% of the evaluations are completed as a clinical record prior to the linkage to service.
  3. Documentation that 100% of the successful linkages to the recommended level of services for are completed as a clinical record
  4. Documentation of successful linkages to the recommended community services and supports by site or level or care
  5. Submit 100% of DMH required data/report

B. Funding Information

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

This award utilizes appropriated state funds for this award.

In FY 2019, the Department (DHS/DMH) anticipates awarding approximately $1.2 million to 4-6 providers in State funds. DMH prefers to award providers in multiple DHS/DMH Regions and may, if DMH deems, limit the numbers of awardees within a DHS/DMH Region.

Requested funding should not exceed an annualized award of $200,000.

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 October 2018.

The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.  Work cannot begin until a grant agreement is fully executed by the Department.

  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.

    Funding under this program may include or be solely qualified, if as proposed for persons deemed "unfunded" which excludes all persons with any active, third party insurance, Private, Medicaid, Medicaid MCO/HMO/PPO, Medicare, Medicare MCO/HMO/PPO, CHAMPUS, Veteran's administration or other insurance programs. Benefits limits, deductibles, copays under any insurance do not qualify the person for "unfunded" service within this program.

    Funding for this program cannot duplicate crisis services provided to "unfunded " persons for which the agency is receiving funding support for the same or overlapping time period(s) from any other private, insurance or governmental entity.

    Otherwise, providers are to bill for any/all services rendered to as allowable, to any/all third party carriers.

    Allowable Costs

  2. 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). If the agency has multiple NICRAs, DHS/DMH will accept only the lesser rate. There are three types of NICRAs:

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

    This program will be awarded as an 8 month term agreement with 2, one-year renewal options. Renewals are at the sole discretion of the DHS/DMH and are contingent on the meeting the following criteria:

    1. Applicant has performed satisfactorily during the most recent past-funding period;
    2. All required reports have been submitted on time, unless a written exception has been provided by the Division;
    3. No outstanding issues or uncompleted plans of correction (POCs) are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action, etc.); and
    4. Funding for the budget year has been appropriated in the state's approved FY budget.

C. Eligibility Information

  1. Eligible Applicants

    The funding opportunity is not limited to those who currently have a Division of Mental Health agreement 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.
    11. Be able to meet the program goals described in this NOFO.
  2. Applicants that do not comply with these requirements by the application deadline are not eligible to receive an award.
  3. Cost Sharing or Matching: Not applicable.
  4. Indirect Cost Rate: See Section B Funding Information, #4 Indirect Cost Rate Requirements.

D. Application and Submission Information

  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
    1. Each applicant is required to submit a Uniform Application for State Grant Assistance.  This is a 3 page document with the first page already completed by the Division of Mental Health.  This documents must be signed and dated.
    2. Program Proposal
      1. The program proposal narrative shall not exceed 10 pages.  Items included as Attachments are NOT included in the page limitations.
      2. The program proposal narrative, including Attachments should be sequentially page numbered.
      3. All documents must be typed using 12-point type and at 100% magnification.
      4. The PDF submission must be on 8 1/2 x 11-inch page size . 
      5. The submission shall include the 3-page Uniform Application and 10 page program proposal narrative.
      6. With the exception of letterhead and stationery for letter(s) of support, the entire application and program proposal packet should be in black typeface on a white background.
      7. The program proposal narrative must be typed single-spaced with 1-inch margins on all sides.
  3. Budget Requirements
    1. A budget and budget narrative need to be completed in the CSA tracking database. 
    2. Under Mandatory Forms
      Budget Template and Instructions can be used as a tool to assist in determining expenses; however, the final budget must be complete in CSA Tracking System database.  The pdf budget or paper copy will not be accepted.
    3. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the proposal narrative.
    4. The budget should be prepared to reflect a full fiscal year.
    5. It is DMH's intent to transition payment for this program to FFS and/or an incentive based/performance-based funding strategy in subsequent years of this project.
  4. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)

    See Section C Eligibility Information, #2 Eligible Applicants, letters i and j.

  5. Submission Dates and Times
    1. In order to be considered for award, proposal submissions 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 Mary Hebert at Mary.Hebert@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 within 72 hours of receipt notifying them that the application was received and if it was received by the due date and time. The email reply will be sent to the original sender of the application and proposal. Applications and proposals received after the due date and time will not be considered for review and funding.
    3. Submit the completed application and program proposal as a single document to: DHS.GrantApp@illinois.gov
      1. Specifically, the subject line of the email MUST state:
        1. Provider Organization Name,
        2. Funding Opportunity Number (19-444-22-0797-01),
        3. Contact Name (Mary Hebert)
      2. The submission must be in the following order:
        1. Uniform State Grant Application (3 page document) (Not included in page limit)
        2. Proposal Narrative
        3. Attachments (Not included in page limit). This would include Linkage Agreements (if applicable) and an approved NICRA.
    4. To be considered, proposals must be emailed by the designed date and time listed above. For your records, please keep a copy of your email submission with the date and time the proposal was submitted, along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the proposal was received on time at the location listed above. All proposals must include the following mandatory forms/attachment: Uniform Grant Application for State Grant Assistance Program Plan Budget Copy of Currently Approved Negotiated Indirect Cost Rate Agreement (NICRA), if indirect costs are included in the budget.
    5. DHS/DMH anticipates that the term of the agreement resulting from this NOFO will be October, 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.
    6. 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.
    7. 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

All applicants must demonstrate that the NOFO requirements are met as identified in Section C:  Eligibility Information.

The maximum possible score is 50 points. All submissions will be reviewed, evaluated and based on the following criteria.

Criteria Purpose Score
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. 5
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. Specific reference and detail should be made to the agency's existing Crisis Services capacity, as example including agency run crisis services - on site, mobile or co-located in the community, crisis respite, crisis residential, crisis stabilization services, crisis housing, warm line, living room, consumer support services, emergency medication assessment, administration or provision to procure.
  1. Describe in detail how this existing capacity will be enhanced with the funding.
  2. Agency should specifically document in detail how this funding covers cost(s) not assignable to other reimbursements.
  3. Additionally, the agency may provide details on the treatment service array available to support persons beyond their current emergency episode/period.
  4. Agency must clearly define and describe the geographic communities and the proposed target population to be served.
  5. Clearly advise if and what are the projections in reimbursement, by category, that might be anticipated in the proposal.
15
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.

  1. Agency should provide known volumes of current crisis services provided or anticipated to be provided; and
  2. The sites of these services relative to CAPACITY (letters a, b and c) above.

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.

10 
 
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. 10
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. 5
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. 5
  1. Review and Selection Process

    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.

    Grant applicants not selected to receive funds will receive a non-funding notice via email. Grant applicants wishing to appeal this decision may do so; however 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. Merit-Based Evaluation Appeal Process
    1. An appeal must be submitted electronically, in accordance with the grant application document.
    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. Appeals are to be submitted to Mary Hebert, via email, to the following address: Mary.Hebert@illinois.gov
  3. Anticipated Announcement

    Notice of State Award (NOSA) will be made in 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 
  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. If you have questions about this NOFO, please send them via email to Mary Hebert, (Mary.Hebert@illinois.gov) with "NOFO" in the subject line of the email.
    3. If you have questions about indirect costs, please send them via email to Rhonda Mitchell, CPA (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

    Mandatory Forms -- Required for All Agencies

    1. Uniform Application for State Grant Assistance
    2. Uniform Grant Budget Template 
    3. Uniform Grant Budget Template Instructions
    4. Copy of currently approved NICRA, if indirect costs are included in the budget