Request for Applications: Williams and Colbert Consent Decrees

Helping Families. Supporting Communities. Empowering Individuals.

Illinois Department of Human Services

Division of Mental Health

Request for Applications: Williams and Colbert Consent Decrees

Services for Class Members Covered by Williams and Colbert Consent Decree REQUEST FOR APPLICATIONS (RFA# 20DHSMH01)

Released: October 21, 2019

Table of Contents

  1. PART I
    1. A. Date of Issuance:
    2. B. Issuing Organizational Unit:
    3. C. RFA Availability:
    4. D. Submission Instructions - Date, Time, and Delivery:
    5. E. Audit Submission Requirements:
    6. F. Content and Form of Application Submission:
    7. G. Eligible Applicants:
    8. H. Technical Assistance Conference and Questions and Answers:
    9. I. Award Process:
    10. J. Review Panel:
    11. K. Estimated Length of Agreement:
    12. L. Withdrawal Disclaimer:
    13. M. Modifications to Applications by Applicants:
    14. N. Modifications to the Request for Applications:
    15. O. Clarifications, Negotiations, or Discussions Initiated by IDHS:
    16. P. Late Applications/Responses:
    17. Q. Objections:
    18. R. Commencement of Services:
    19. S. Public Information:
    20. T. Agreement:
    21. U. Program Evaluation and Reporting Requirements:
    22. V. Training and Technical Assistance:
    23. W. Deliverables:
    24. X. Additional Information:
    25. Y. Sectarian Issue:
    26. Z. Background Checks:
    27. AA. Reporting Mandates:
    28. BB. Hiring and Employment Policy:
    29. CC. Payment Method:
  2. PART II
    1. A. Department's Need for Services:
    2. B. Goals to be Achieved:
    3. C. Services to be Performed/Coordination with Medicaid Managed Care Plans:
    4. D. Application Content and Scoring and Grantee Requirements:
  1. Attachment A: Exhibits
    • Exhibit A: Scope of Service
    • Exhibit B: Deliverables
    • Exhibit C: Payment
    • Exhibit D: Contact Information (populated at time of award)
    • Exhibit E: Performance Measures and Reporting
    • Exhibit F: Performance Standards
  2. Attachment B: Cook County Nursing Facilities & Illinois Specialized Mental Health Rehabilitation Facilities/Institutes for Mental Disease
  3. Attachment C: Regional Areas for Coverage

PART I

A. Date of Issuance:

October 21, 2019

B. Issuing Organizational Unit:

Illinois Department of Human Services, Division of Mental Health

Contact Person: Barb Roberson

600 East Ash Street

Building 500, 3rd Floor

Springfield, IL 62703

barb.roberson@illinois.gov

217-557-5876

C. RFA Availability:

Copies of this Request for Applications (RFA) may be downloaded from the Illinois Department of Human Services (IDHS or the Department) web site: http://dhs.illinois.gov/olmstead/rfa.

Date, Location and Time of RFA Opening: Applications, including Budget materials submitted through CSA Tracker or, as applicable, with the application, must be received no later than 5:00 pm Central Time on Friday, December 20, 2019. The application (other than portions submitted through CSA Tracker) must be submitted via email and the office receipt time will be determine by the time and date stamp of the received email. The Department will not accept applications submitted by mail, on disk, or by fax.

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 by the designated date and time. 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 Barb Roberson at Barb.Roberson@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. Applications that are delivered late, in the sole discretion of DHS, may not be accepted and may be disqualified. 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.
  2. Proposals will only be accepted electronically. Those that are delivered by any other means, 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 2 business days of receipt, confirming 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 in the sole discretion of DHS, may 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. Applicant Organization Name,
      2. RFA#
      3. Organization Contact Name
      4. Region Applying For
    2. All proposals must include the following mandatory forms/attachments for each Consent Decree and be in the following order:
      1. Uniform State Grant Application (3-page document) (Not included in page limit)
      2. Proposal Narratives
      3. Attachments (Not included in page limit). This would include pdf fillable budgets for potential renewal period July 1,2020 through June 30, 2021, Linkage Agreements (if applicable)
  4. DHS/DMH anticipates that the term of the agreement resulting from this RFA will be February 1, 2020 continuing through June 30, 2020. Renewal for one year (July 1, 2020 through June 30, 2021) is at the discretion of DHS and will be dependent upon the Grantee's performance and adherence to program requirements and the availability of funds.

If it becomes necessary or appropriate for IDHS Division of Mental Health (DMH) to change or supplement any part of this RFA, a modification to the RFA will be available from the DHS website. In case of such an unforeseen event, IDHS will issue detailed instructions on how to proceed. Please continue to monitor the IDHS website for updates.

IDHS/DMH may withdraw this RFA at any time. IDHS is not obligated to enter into any agreements resulting from this RFA.

D. Submission Instructions - Date, Time, and Delivery:

Complete Submissions include Application Packet and CSA Budget submission.

Applications are to be submitted by EMAIL only

Proposed Budgets are to be submitted through CSA Portal

DHS is not obligated to accept applications submitted in any other manner,

Applications are due on or before: December 20, 2019 at 5:00 pm Central Time.

Budget Requirements

A budget and budget narrative need to be completed in the CSA tracking database. See section F for details on how to submit. Budget is required to be submitted by December 20, 2019 at 5:00 pm Central Time and there must be separate budgets for each consent decree.

Application Package must be one document, in Adobe (.pdf) format, in the following order:

  1. Uniform State Grant Application
  2. Proposal Narrative (Limited to 20 pages)
  3. Attachments. This should include Linkage Agreements (if applicable) and an approved Negotiated Indirect Cost Rate Agreement (NICRA).
  4. All proposals must include the following mandatory forms/attachment:

a) Uniform Grant Application for State Grant Assistance Program Plan Budget (subsequent template attachment to RFA), and

b) Copy of Currently Approved Negotiated Indirect Cost Rate Agreement (NICRA).

Email Applications pages to: DHS.GrantApp@illinois.gov

Subject line of the email MUST state: Applicant Organization Name, RFA#, Applicant Organization Contact Person (ex. Abe Frohman), Region (e.g. Cook County (North)

E. Audit Submission Requirements:

The Department reserves the right to request a copy of the Applicant's most recent audited financial statements as part of its Application. The Department will use the audit to ascertain the fiscal capacity of Applicant. Requests will be made after the Application submission date.

F. Content and Form of Application Submission:

A complete Application Submission consists of the Application Package and the CSA Budget submission.

Application Package must be one document, in Adobe (.pdf) format, in the following order:

  1. Each Applicant is required to complete and submit a Uniform Application for State Grant Assistance for each Consent Decree. Each application and narrative will cover all geographic areas where the potential grantee is proposing providing services. (Form IL444-22-2211) This is a 3-page document with the first page already completed by the IDHS Division of Mental Health. One application This document must be signed and dated by the Applicant.
  2. Program Proposal Narrative
    1. The program proposal narrative shall not exceed 20 pages, single-sided. Items included as Attachments are NOT included in the page limitations. The program proposal narrative, including Attachments, must be sequentially page numbered.
    2. All documents must be typed using 12-point font size and at 100% magnification.
    3. The PDF submission must be on 8 1/2 x 11-inch page size. (can include tables, charts, graphics)
    4. With the exception of letterhead and stationery for letter(s) of support and linkage agreements, the entire application and program proposal packet should be in black typeface on a white background.
      1. The program proposal narrative must be typed single-spaced with 1-inch margins on all sides.
    5. Budget Requirements

Budget Requirements for February 1, 2020 through June 30, 2020

  • A Budget and budget narrative need to be completed in the CSA tracking system database. A budget template can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System.
    1. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the proposal narrative.
    2. The budget should be prepared to reflect the term of February 1, 2020 through June 30, 2020.
    3. IDHS/DMH anticipates that any term of the agreement resulting from this RFA will be February 1, 2020 continuing through June 30, 2020. Renewal for one year (July 1, 2020 through June 30, 2021) is at the sole discretion of IDHS and will be dependent upon multiple factors including the Grantee's performance, adherence to program requirements, and the availability of funds.
  • Applicants must complete two separate budgets, one for Williams Consent Decree-related expenses and a second one for Colbert Consent Decree-related expenses. When entering these budgets in the CSA tracking system, Applicants must ensure they select the appropriate suffix (i.e., WCD, CCD). A separate budget must be submitted for each Williams and Colbert Consent Decree, as they will be separate grant awards to ensure the Department tracks expenditures as required for each consent decree.

Budget Requirements for July 1, 2020 through June 30, 2021

  • A Budget and budget narrative need to be completed on the DHS fillable pdf template (subsequent template attachment to RFA) and submitted with the Application and Proposal Narrative.
  • The budget should be prepared to reflect the term of July 1, 2020 through June 30, 2021.
  • Applicants must complete two separate budgets, one for Williams Consent Decree-related expenses and second one for Colbert Consent Decree-related expenses. A separate budget must be submitted for each Williams and Colbert Consent Decrees as they will be separate grant awards to ensure the Department tracks expenditures as required for each consent decree.

Indirect Cost Rate Requirements

Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs. 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

G. Eligible Applicants:

Public or private, for-profit or not-for-profit community-based agencies, hospital systems, Federally Qualified Health Centers (FQHC), Healthcare for the Homeless Centers (HHC), and Managed Care Organizations (MCOs) are all eligible to apply for funds. (If an interested potential Applicant is unclear if they are eligible to apply or whether they fall into any of the above categories, please ask as part of the Question and Answer process.)

If a Managed Care Organization is a successful Applicant and also receives funds from the Illinois Department of Healthcare and Family Services to coordinate care for Class Members, those services cannot be duplicated under this RFA.

The funding opportunity in this RFA is not limited to those who currently receive funding from the Illinois Department of Human Services, either generally, or to currently serve Class Members.

Successful Applicants must hold all necessary licenses for the services to be delivered and populations to be served.

H. Technical Assistance Conference and Questions and Answers:

Technical Assistance Conference

There will be a Technical Assistance Webinar held on Wednesday, October 30, 2019 from 10:00am until 12:00pm CT. Details regarding the Webinar will be posted to the RFA webpage. The webinar and any associated Questions and Answers will be posted on the RFA site. Attendance is not mandatory.

Questions & Answers

Submit questions relating to the RFA via email to: barb.roberson@illinois.gov. All technical questions and answers will be posted on the IDHS RFA webpage http://dhs.illinois.gov/olmstead/rfa.

The site will be updated periodically, a minimum of 2 times per week. Written answers on Question& Answer page will be considered as part of the RFA.

The last day to submit a question is: December 10, 2019.

IDHS' website will be the primary source of information concerning the RFA. It is the responsibility of each Applicant to monitor that website and to comply with any instructions or requirements relating to the RFA.

I. Award Process:

The Department anticipates the availability of approximately $12,390,558 for services in FY20 (February 1, 2020 - June 30, 2020). In the event IDHS continues this funding, the FY21 (July 1, 2020 - June 30, 2021) anticipated available funding is $29,737,340. (Note: This is the anticipated, total, available funding for the services outlined in this RFA and does not include all funding under the consent decrees.)

Separate awards will be issued for the Williams Consent Decree and the Colbert Consent Decree to ensure that the Department tracks expenditures and activities as required in each consent decree.

It is anticipated that Applicants will receive notifications by the Department regarding funding decisions by January 10, 2020. A Notice of State Award (NOSA) is not equivalent to an agreement with the Department to commence providing service. Successful Applicants will receive the Uniform Grant Agreement for their signature and return it per instructions provided at the time. Work cannot begin until an agreement is signed by both the Applicant and the Department.

J. Review Panel:

Applications will be reviewed independently by a panel established by staff from IDHS, which may include Department staff familiar with the requirements of the program, personnel from other State agencies, and individuals outside State government not affiliated in any manner with the Applicants. Panel members will read and evaluate Applications independently using guidelines set by IDHS, including the scoring rubric and application content requirements, detailed below.

Each submission reviewed will receive a score based on pre-determined criteria. 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, and degree of need for service. The Department also reserves the right to ask Applicants, subject to the Applicants' agreement, to cover geographic service areas for which the Applicant did not submit an application.

K. Estimated Length of Agreement:

The Department estimates that the initial term of the agreement resulting from this RFA will begin February 1, 2020, ending June 30, 2020. At IDHS' sole discretion, the agreement for this program may be renewed for an additional one-year period. (July 1, 2020 - June 30, 2021).

L. Withdrawal Disclaimer:

The Illinois Department of Human Services may withdraw this Request for Applications at any time.

M. Modifications to Applications by Applicants:

To make modifications to an Application after it has been submitted, the Applicant must submit a complete replacement Application package, as described above under Section F - Content and Form of Application, accompanied by a letter requesting that the replacement Application be considered. This must be received in the prescribed manner by the date and time designated under Section D.

N. Modifications to the Request for Applications:

If it becomes necessary or appropriate for IDHS to change or supplement any part of the RFA, a modification to the RFA will be available on the Department's website, found at http://dhs.illinois.gov/olmstead/rfa.  See Section C. The Department will attempt to notify all interested parties and known recipients of the RFA. Upon receipt of the modification notice, prospective respondents are asked to send written acknowledgement to the Department contact person, listed above under Section B Issuing Organizational Unit Contract Person.

O. Clarifications, Negotiations, or Discussions Initiated by IDHS:

The Department may contact any Applicant prior to the final award for the following purposes:

  1. As part of the Department's review process, the Department may request that an Applicant clarify its bid or Application. Applicants shall provide the names, titles, and contact information (office phone, cell phone, and email) for three individuals who are authorized to act on behalf of the Applicant during the review and negotiation process. Please list the individuals in the order you would like them contacted in the event of questions, concerns, or discussions. Due to time constraints necessary to implement the services required by IDHS, the Applicant's representatives may be contacted at any time during the process.
  2. Discussions may be held to promote understanding of the Department's requirements and the Applicant's Application and to facilitate arriving at a grant agreement.
  3. 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 may be requested include obvious or apparent errors on the face of the document or a price unreasonably lower than the price others submitted, or a price considerably higher than what is currently paid for similar services. If the Applicant alleges a mistake, the bid or Application may be corrected or withdrawn following the conditions to be set forth by the State of Illinois.

P. Late Applications/Responses:

The Department will attempt to notify all Applicants whose Applications were submitted if the Application will not be considered because of lateness or noncompliance with Application submission requirements.

Q. Objections:

Applicants who object to any provision of the RFA, who believe their Application was improperly rejected, who believe their Application should have been selected, or who believe that the selected Application(s) is/are not in the best interest of the Department may submit a written protest of the Department's decision(s). The Department will consider all such written protests that are submitted according to the time periods specified below. The Department will investigate and respond to all allegations.

The decision of the Department is final. Protests must be in writing via email and will be considered filed when received by the Department at the following email address.

Illinois Department of Human Services
Robert J. Grindle, Deputy General Counsel
Robert.Grindle@illinois.gov

Protests regarding RFA specifications must be filed within ten (10) calendar days after the date the RFA was issued and, in any event must be filed before the date for opening the Applications. Any protests relating to the RFA process must be received within ten (10) calendar days of receiving a notice of award or notice of non-award. The Department will not consider protests of the scores.

R. Commencement of Services:

No services can be paid for prior to the full and complete execution of the grant agreement and its filing with the Illinois Office of the Comptroller.

S. Public Information:

Portions of the information submitted pursuant to this RFA are subject to the Illinois Freedom of Information Act. The successful Applicant must recognize and accept that any material marked proprietary or confidential may still be considered open for public inspection. Price information submitted by the successful Applicants shall be considered public.

The Department may give Applicants feedback about their Application upon request and at the discretion of the Department.

T. Agreement:

The legal agreement between IDHS and the successful Applicants will be in the form and format prescribed by IDHS. Applicants should review the agreement and ensure that they meet all requirements contained therein. Applicants must note any exceptions to the agreement. All exceptions must be agreed to by IDHS before execution of the agreement.

U. Program Evaluation and Reporting Requirements:

Successful Applicants will be required to participate in assessment efforts as directed by the Department and to collect and report data accordingly. This reporting includes, but is not limited to, the reporting contained in Exhibit E: Performance Measures and Reporting to this RFA. All successful Applicants are required to utilize the Department's template, which will be provided. On a quarterly basis, successful Applicants will report data, program, and outcomes information. Additional data and information may be requested throughout the year as determined by the Department.

V. Training and Technical Assistance:

Applicants must agree to receive consultation technical assistance from authorized representatives of the Department. The funded Applicants will be required to attend any site visits performed by the Department. Successful Applicants will be required to attend regular meetings and training as provided by the Department.

W. Deliverables:

In addition to the deliverables detailed in Exhibit B, attached hereto, successful Applicants will be required to provide the following information to the Department, in a format provided by the Department:

  1. Expenditure documentation,
  2. Annual program plan and detailed program, including the disclosure of and responsibilities and allocation amongst any subgrantees' Agency budget in a format provided by the Department; and
  3. Other reports as required by the Department.

X. Additional Information:

The Department 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 time period. Failure to provide the information could result in the rejection of the Application.

Y. Sectarian Issue:

Applicant organizations may not expend federal or State funds for sectarian instruction, worship, prayer, or to proselytize. If the Applicant organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the grant program.

Z. Background Checks:

Background checks are required for all program staff and volunteers who have the potential for one-on-one contact with Class Members served under the Williams and Colbert Consent Decrees. Funded programs will be required to have a written protocol on file requiring background checks, as well as evidence of their completion.

AA. Reporting Mandates:

Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), professionals who may work with children in the course of their professional duties are Mandated Reporters. Mandated Reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe" that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.

The Applicant certifies that they are in compliance with all requirements and regulations issued pursuant to the Health Care Workers Background Check Act (225 ILCS 46).

BB. 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 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 and/or persons with a disability for employment, contingent upon their qualifications in the areas of education and work experience.

CC. Payment Method:

For at least the initial term of the agreement (February 1, 2020 to June 30, 2020), the Department will use an advance and reconciliation method of payment. Successful Applicants are to begin serving Class Members immediately upon the effective date of their grant agreement. Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.

Subsequent to the initial advance the successful Applicants will receive additional prospective payments based on a reconciliation of the funds advanced to the funds being requested. Expenditures incurred for the purchase of allowable goods and services necessary for conducting program activities shall be documented in a manner prescribed by the Department. Unexpended funds will be returned to the Department, per the Grant Funds Recovery process. See the Uniform Grant Agreement, Article IV Payment, Section 4.2 Return of Grant Funds and 4.3 Cash Management Improvement Act of 1990.

Selected Applicants attesting that they have adequate financial management systems, pursuant to State and federal regulations, may continue to use an advance and reconciliation method of payment for any term extensions (July 1, 2020 to June 30, 2021) and otherwise will receive working capital on an ongoing basis.

PART II

A. Department's Need for Services:

The Illinois Department of Human Services is charged with implementing and meeting the requirements of the Williams v. Pritzker and Colbert v. Pritzker Consent Decrees. While targeted at different populations, both Decrees require the Department to evaluate individuals currently residing in institutional placements, with the end goal of transitioning them to the least restrictive Community-Based Setting appropriate to the individual's needs, e.g. fair-market subsidized rental units, permanent supported housing (including fair-market, subsidized rental units), home with family, supported/supervised residential settings, or supported living programs.

The Williams Class consists of Individuals with a serious mental illness residing in 23 Specialized Mental Health Rehabilitation Facilities (SMHRFs) in Illinois, who express desire to live in a Community-Based Setting, and for whom a Community-Based Setting is appropriate. The Colbert Class consists of all Medicaid-eligible adults with physical and/or psychiatric disabilities, who are being, or may in the future be, unnecessarily living in Nursing Facilities located in Cook County, Illinois, and who with appropriate supports and services may be able to live in a Community-Based Setting.

Additional information on Colbert can be found at https://www2.illinois.gov/aging/CommunityServices/colbert%20v.%20pritzker/Pages/Colbert%20v.%20Pritzker.aspx

Additional information on Williams can be found at http://www.dhs.state.il.us/page.aspx?item=51834

The Department envisions a person-centered, seamless experience throughout the transition process, from initial outreach to resident review/evaluation to finding and establishing housing to preparing for and enabling successful transition and community tenure and, finally, through post-transition community services. This program seeks to eliminate fragmentation in the Class Member experience and delays in the movement of Class Members from one stage of the process to the next. This new program requires that successful Applicants demonstrate capacity and expertise to offer class members the full range of transition services described above and in Attachment A. This may be accomplished independently by a single organization or through a consortium characterized by a lead provider organization (grantee) in partnership with other provider organizations (subgrantees). More specifically, IDHS recognizes that under this program, grantees may assign responsibility for serving Class Members to different staff members and/or subgrantees at different stages of the process. Program design should reflect how relationships and trust established between an individual service provider and a Class Member in one stage of the process will be preserved and transferred to the next stage, even if the individual or provider organization interacting with the Class Member changes. Applicants should explicitly describe how the respondent's proposed program will ensure a seamless experience for Class Members, paying particular attention to how the respondent will track each individual Class Member in the process and safeguard against delays and service gaps as Class Members move from one stage to the next. Tracking mechanisms are subject to IDHS' discretion and may require Grantees to utilize a data management system or other data tracking means.

The Department is issuing this RFA to contract with capable Applicants that directly, or working with subgrantees, can provide a comprehensive set of services to these individuals, including outreach and engagement; evaluation; support services, including peer-to-peer; and placement in appropriate housing. After placement of a Class Member in the community, the successful Applicants will be expected to provide, directly and/or working through subgrantees, the entire array of support services necessary for these individuals to thrive in their new living environment.

Applicant organizations can apply to deliver all the services described herein, either independently, along with subgrantees, or (other than tracking, managing, reporting, and communicating regarding the process) entirely through subgrantees, as a network of organizations responsible for delivering these services. Regardless of the method of service delivery, the Applicant must be able to successfully demonstrate their ability to fully, safely, and actively engage, evaluate, and transition individuals from their current living arrangements into community living arrangements approved under the Williams and Colbert Consent Decrees.

Attachment A to this RFA identifies, in detail, the services successful Applicants are expected to have the capacity to deliver, either directly and/or through subgrantees. While not every Class Member will need all services, the Application needs to demonstrate the Applicant's ability to deliver directly and/or through subgrantees the full spectrum of services.

Attachment B to this RFA identifies both the Colbert-covered Nursing Facilities and the Williams-covered Specialized Mental Health Rehabilitation Facilities (SMHRF)/Institutions of Mental Disease (IMD).

In your one application, you must clearly state which geographic coverage area(s) you plan to provide services consistent with the Grant. The full array of services must be offered to anyone who transitions from an SMHRF or NF from your awarded area either directly or by subgrantee/subcontractor no matter where they choose to reside in the State of Illinois. Most Class Members choose to stay within their originating county, however many from Cook County do choose to reside in the collar counties. The geographic coverage areas are:

  1. Cook County (North)
  2. Cook County (Central)
  3. Cook County (South)
  4. Northern Collar Counties (McHenry, Lake, Kane, DuPage)
  5. Southern Collar Counties (Kendall, Will, Grundy, Kankakee)
  6. Macon County (Decatur)
  7. Peoria County (Peoria)

All organizations proposing providing services with subgrantees in their proposal must provide dual signed letters of agreement with each subgrantee/subcontractor, as evidence that the full array of services and supports listed above are available for Williams and Colbert Class Members.

B. Goals to be Achieved:

The Department is required to work with and report to a Court Monitor appointed by the Federal Judge with jurisdiction over these two cases. Each year, the Department is required to fully and safely transition, at a minimum, a targeted number of individuals from their current institutional setting to an appropriate, integrated Community-Based Setting. For FY20 (July 1, 2019 - June 30, 2020), the required number for Williams is 400 transitions and the Colbert required number is 900. The total pool of Applicants selected through this RFA are expected to work directly, or through subgrantees, with the Williams and Colbert populations to ensure that the total projected number of individuals fully and safely transitioned to the community meets or exceeds these numbers.

Attachment B identifies the current location of Class Members by facility. Also included is a chart depicting the current fiscal year required numbers v. current fiscal year transitioned to date for Williams Class Members; and the current 6-month target numbers v. previous 6-month transitioned to date for Colbert Class Members.

C. Services to be Performed/Coordination with Medicaid Managed Care Plans:

Successful Applicants are to provide, directly or through subgrantees, all of the services necessary to transition individuals covered by the Williams and Colbert Consent Decrees from their current institutional settings to an integrated community setting. This includes, but is not limited to, outreach, evaluation/resident review, and transition to appropriate integrated community settings. Post transition services are also required to stabilize and maintain the individuals in their community. Attachment A contains details on the services to be provided. Grantees under this program will be required to provide transition services, as described, to Class Members who may also separately receive care coordination services through their Medicaid managed care plan. Applications should explicitly describe how the agency will work and communicate with Class Members' separate, existing Medicaid managed care plans to ensure care coordination and avoid duplication or gaps in necessary services and supports. Applicants should highlight and provide specifics relevant experience working with care coordinators in other organizations. Applicants who are managed care organizations should describe how they will collaborate with other Medicaid managed care plans in which Class Members are enrolled.

D. Application Content and Scoring and Grantee Requirements:

Section Applications should be formatted as follows, based on the Evaluation Factors listed. Points
Executive Summary:

Applicants should provide a brief, but thorough, overview of their proposal along with any limitations regarding the Applicant's ability to perform the services required by the Department.

(Single Summary required, covering both Consent Decrees)

0
Agency Qualifications:

Applicants should also include a summary of their organizational background, subgrantee/subcontractor network (if applicable), and relevant experience. The Applicant should describe their incorporation status, along with all certifications and licenses held by both the agency and the key staff that will work on this project and should provide the same for any subgrantees.

(Single Summary required, covering both Consent Decrees)

20
Narrative:

This section should be composed of two parts: 1) Introduction and 2) Methodology.

The narrative should provide the Department with a detailed explanation as to how the Applicant intends to meet proposed, targeted outcomes and a timeline for the completion of the activities necessary to transition individuals from institutional setting to integrated community living. The narrative should also present a clear discussion of strategies for integrating services and minimizing service delays and discouraging siloes for direct and subgranted services. The narrative must provide details for all service areas being proposed.

Areas to address could include, but are not limited to:

  1. How the Applicant will track Class Members, eliminate bottlenecks and delays, and communicate and coordinate with any subgrantees, providers of ancillary services, the MCOs, the NFs and SMHRFs, IDHS, and other entities involved in the process.
  2. How the Applicant will work and communicate with Class Members' separate, existing Medicaid managed care plans to ensure care coordination and avoid duplication or gaps in necessary services and supports.
  3. How the Applicant will handle each stage of the process (see Primary, Ancillary, and Capacity & Quality Services detailed in the Scope of Services (Exhibit A), including, but not limited to: Outreach, Evaluation/Resident Review, Pre-Transition, Housing, Post-Transition, ensuring a high-quality, conflict-free process.
  4. How the Applicant is able to cover the geographic region(s) for which the Applicant is applying and is able to fulfill and service housing/Community-Based Settings beyond that region.

(Single Narrative required, covering both Consent Decrees)

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Work Plan:

For this section the Applicant should provide a chart that includes:

  1. Scope of Services,
  2. Deliverables/Milestones,
  3. Performance Measures, and
  4. Performance Standards.

For each of these 4 areas the Applicant should provide both a description of what they commit to accomplish and quantifiable outcomes. This portion of the Application will be used by the Department to determine how many individuals the Applicant projects to serve and the outcomes they expect to obtain for Class Members under each consent decree (i.e. how many Class Members is the Applicant targeting to transition for Colbert Class Members and Williams Class Members, respectively, for the time period at issue).

Two separate work plans should be submitted. One document should cover the period from February 1, 2020 to June 30, 2020. The second work plan should reflect the renewal period from July 1, 2020 to June 30, 2021, if it becomes available.

(Separate plans required: (1) covering 2/1/20-6/30/20 and (2) covering 7/1/20-6/30/21. Each plan must cover both Consent Decrees and give separate targets for each Consent Decree)
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Budget and Budget Narrative:

Applicants should submit a detailed line item budget, with a separate budget for the Williams Consent Decree and for the Colbert Consent Decree, that includes all costs associated with the Application.

The narrative within each line of the budget should identify how each of the major expenditure categories relates to the work plan and expected outcomes. Vacant positions or other cost items not currently being incurred by the Applicant, but are being requested as part of this submission, should identify a timeline for filling or

acquisition by the Applicant. The budget should identify all current and anticipated costs, including costs required to serve individuals with significantly complex medical and/or behavioral needs as well as Substance Use disorders.

The budget should identify all current and anticipated costs necessary to successfully and completely accomplish the activities in the work plan. The budget and narrative should be submitted as two separate documents. The budget submitted in the CSA System should cover the period from February 1, 2020 to June 30, 2020. The second budget (not in CSA) should reflect the period from July 1, 2020 through June 30, 2021 and be completed on the DHS fillable pdf budget template and submitted with the Applications and Program Proposal Narratives as instructed in Part I, D.1.c and Part I, F.

(Separate budgets required for each Consent Decree)

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Grantee Requirements

The following requirements must be met in order to be awarded a grant from IDHS. You must have completed all of these requirements before an award can be made. Failure to meet these qualifications will exclude any agency from receiving an award. If your agency has not received grants from IDHS in the past, it is important to note it may take time to receive the appropriate system access and you will be responsible for ensuring timely actions are completed to have all requirements met prior to the scoring and awarding of this grant.

  1. Register with the Illinois Grant Accountability and Transparency Act Grantee Portal
  2. Grantees must be qualified to do business with the State of Illinois. To be qualified for a grant award, a Grantee must:
    1. Have a current DUNS number;
    2. Have a current System for Award Management account (SAM.gov);
    3. Not be on the Federal Excluded Parties List;
    4. Be in Good Standing with the Illinois Secretary of State, as applicable;
    5. Not appear on the Department of Healthcare and Family Services Provider Sanctions list;
    6. Submit an Application to DHS.GrantApp@illinois.gov.
      1. The Application for each Consent Decree must be sent in a separate email.
      2. A single Application must be used for all geographic areas where coverage is being proposed.
      3. The subject line of the email MUST state: Provider Organization Name, RFA Number, Contact Name, Region
    7. Complete one Internal Controls Questionnaire (ICQ) as the Fiscal and Administrative Risk Assessment on an annual basis on the Governor's Office of Management and Budget (GOMB) website at https://grants.illinois.gov/portal/
    8. Complete a Programmatic Risk Assessment (PRA) for each potential grant award (i.e. Williams or Colbert) on the DHSDMH webpage. Links are provided under the "PRA" column.
    9. Complete a Budget for the term February 1, 2020 through June 30, 2021 for each Consent Decree grant award in the CSA tracking database: CSA Budget/Tracking System database.