DMH RFP Title XX Donated Funds Initiative - FY 14

REQUEST FOR PROPOSALS

Procurement Business Case 13-74404

Released: Tuesday, January 22, 2013

Table of Contents 

PART I

1. Date of Issuance
2. Issuing Organizational Unit
3. RFP Availability
4. Date, Location and Time of RFP Opening
5. Audit Submission Requirements
6. Proposal Submission Requirements
7. Eligible Applicants
8. Questions and Answers
9. Award Process
10. Review Panel
11. Estimated Length of Agreement
12. Withdrawal Disclaimer
13. Modifications to Proposals by Applicants
14. Modifications to Proposals by DHS
15. Clarifications, Negotiations or Discussions Initiated by DHS
16. DHS Grants Information Conference
17. Late Proposals/Responses
18. Objections
19. Commencement of Service
20. Public Information
21. Contract
22. Program Evaluation and Reporting Requirements
23. Training and Technical Assistance
24. Congressional and Legislative Districts
25. Additional Information
26. Sectarian Issue
27. Background Checks
28. Child Abuse/Neglect Reporting Mandate
29. Hiring and Employment Policy

 

PART II

INTRODUCTION

1. Intent of the RFP
2. Department's Need for Services
3. Objectives/Services to be Performed
4. Service Area
5. RFP Priorities
6. Mandatory Requirements of Applicants
7. Award Amount

PROPOSAL CONTENT (Evaluated and Scored Content)

1. Executive Summary
2. Organization Qualifications/Organizational Capacity
   
   1. Organization's mission
   2. Description of current main programs
   3. Organizations history, milestones, major achievements
   4. Geographic area served
   5. Cultural and linguistic competency
   6. Evaluation and monitoring
      
3. Proposal
   
   1. Purpose of funding
      
      1. Program description
      2. Program implementation and timeline
      3. Program sustainability
   2. Target population
   3. Community outreach and collaboration
      
      1. Description of how organization is rooted in the community it serves
      2. Description of how the collaborative efforts will achieve program objectives
   4. Evaluation and monitoring
   5. Budget and budget justification
      
4. Linguistic and Cultural Competency Guidelines

ATTACHMENTS

• Attachment A - Applicant Cover Sheet
• Attachment B - Proposal Content Checklist
• Attachment C - Project Implementation Timeline
• Attachment D - Budget Forms
• Attachment E - Allowable Costs
• Attachment F - Linguistic and Cultural Competence Guidelines
  

PART I

Date of Issuance
Tuesday, January 22, 2013

Issuing Organizational Unit

Illinois Department of Human Services Division of Mental Health

319 E. Madison St. Suite 3B

Springfield, Illinois 62701

Contact Person

Kenneth Crutcher, DHS State Purchasing Office
Centrum North, 401 N. 4th Street, 2nd Floor
Springfield, IL 62702
Phone: 217-558-1596
Fax: 217-557-9044
Email: Kenneth.Crutcher@illinois.gov

RFP Availability
Copies of this RFP may be downloaded from the Illinois Department of Human Services (DHS) website at Request for Services Plans (RSPs) and Proposals (RFPs).

Due Date, Location and Time of Proposal Opening
Applications must be received no later than 3:00 PM Central Standard Time on Thursday, February 21, 2013. The proposal container will be time-stamped upon receipt. The Department will not accept applications submitted by electronic mail, on diskette or by facsimile machine. Applications will be opened on the Due Date, Submission Location and Time as specified herein Section D.
Mail your completed grant applications to the exact address:

Kenneth Crutcher - FY 14 DFI Mental Health Services RFP
Illinois Department of Human Services, Office of Procurement
Centrum North, 401 N. 4th Street, 2nd Floor
Springfield, IL 62702

1. Audit Submission Requirements
   All organizations applying for state funds must submit one (1) copy of their most recent audited financial statements as part of their proposal. The Department will use the audit to ascertain the Applicants fiscal health. While the audit will not be scored as part of the review the Department reserves the right to use information in the audit to assist in the final funding recommendation. Applicants are expected to demonstrate through their audits a strong financial position and an ability to obtain funding outside of the public sector. Units of government (such as cities and counties, schools, health departments, etc.) do not need to submit an audit.
   
2. Proposal Submission Requirements
   To be considered, proposals must be in the possession of the Department of Human Services staff at the specified location and by the designated date and time listed above. The deadline will be strictly enforced without exception. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.
   
   PROPOSALS THAT ARE FAXED, HANDWRITTEN, SINGLE-SPACED AND/OR LATE WILL NOT BE ACCEPTED AND WILL BE IMMEDIATELY DISQUALIFIED. THERE WILL BE NO EXCEPTIONS.
   
   All applications must be typed in black ink, double-spaced, on 8 1/2 x 11-inch plain white bond paper, on one side of the page, using 12-point type and at 100% magnification (not reduced), with 1 inch margins on all sides. Letterhead and stationery for letter(s) of support are the only exceptions. The program narrative must not exceed the specific page limits outlined in this RFP. The appendices, assurances, letters of support/collaboration and budget forms are NOT included in the page limitation.
   The entire application, including appendices, must be sequentially page numbered. Proposals should be bound with a single binder clip in the upper left-hand corner.
   Applicants must not use any other form of binding, including ring binders, spiral binders, report covers or rubber bands as well as subject dividers or tabs to extend beyond the 8 1/2 x 11 inch page.
   Applicants must submit one unbound, clearly identified signed original proposal and one copy of the proposal, and include a Write Once and Read Many Compact Disk CD-R with the original proposal. Facsimiles will not be accepted.
   Not adhering to these guidelines for proposal submission constitutes grounds for proposal disqualification. Therefore, the Department is under no obligation to review applications that do not comply with the above requirements.
   
3. Eligible Applicants
   All public, private, or not-for-profit community-based agencies are eligible to apply for funds under this Request for Proposals. The funding opportunity is not limited to those who currently have a Division of Mental Health contract or an award from the Department of Human Services.
   
4. Questions and Answers
   Each applicant must have access to the Internet. The Department's website will contain information regarding the RFP. Applicant shall monitor that website and comply with any instructions or requirements relating to the RFP.
   "Frequently Asked Questions with Answers" will be posted on the IDHS website listed above in Section C. The site will be updated periodically.
   
5. Award Process
   The Department anticipates Applicants will be notified regarding funding decisions during March/April 2013. Successful Applicants will be notified in writing by letter from the Secretary of the Department of Human Services. A Notice of Grant Award is not equivalent to an agreement with the Department to commence providing service. Successful applicants will receive a Fiscal Year 2014 Community Service Agreement or an amendment thereto for their signature and return. The release of this RFP does not compel the Department of Human Services to make an award.
   
6. Review Panel
   Proposals will be reviewed by a panel established by staff from DHS, which may include Department staff familiar with the requirements of the program, academics, and experts in relevant field, and community-based social services providers who are not party to applications for funding under this announcement. Panel members will initially read and evaluate applications independently using guidelines furnished by DHS and will subsequently participate in review panel meetings during which proposals will be reviewed and scored collectively.
   The Department reserves the right to consider factors other than the Applicant's final score in determining final grant recommendations. Such factors may include (but are not limited to) geographic service area, Applicant's past performance, or degree of need for services.
   
7. Estimated Length of Agreement
   The Department estimates that the Term of the agreement resulting from this RFP will be July 1, 2013, continuing through June 30, 2016, and will require the mutual consent of both parties, be dependent upon the Provider's performance and adherence to program requirements, and the availability of funds.
   
8. Withdrawal Disclaimer
   The Department of Human Services may withdraw this Request for Proposals at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.
   
9. Modifications to Proposals by Applicants
   To make a modification to a proposal after it has been submitted, the Applicant must submit a complete replacement proposal package, as described above under item F "Proposal Submission Requirements," accompanied by a letter requesting that the replacement proposal be considered. This must be received at the prescribed location by date and time designated under Item D.
   
10. Modifications to Proposals by DHS
    If it becomes necessary or appropriate for DHS to change any part of the RFP, a modification to the RFP will be available from the Department's (DHS) website: http://www.dhs.state.ilus. In case of such an unforeseen event, DHS will issue detailed instructions for how to proceed.
    
11. Clarifications, Negotiations or Discussions Initiated by DHS
    The Department may contact any applicant prior to the final award for the following purposes. 
    As part of the Department's review process, the Department may request an Applicant clarify its bid or proposal. An Applicant may not be allowed to materially change its bid or proposal in response to a request for clarification.
    Discussions may be held to promote understanding of the Department's requirements and the Applicant's proposal and to facilitate arriving at a contract that will be most advantageous to the State considering price and other evaluation factors set forth in the RFP.
    When the Department knows or has reason to conclude that a mistake has been made, the Department shall ask the Applicant to confirm the information. Situations in which confirmation should be requested include obvious or apparent errors on the face of the document or a price that is unrealistic, unreasonably lower than the price others submitted, or if the price is considerably higher than what is currently paid for this type of service. If the Applicant alleges a mistake, the bid or proposal may be corrected or withdrawn following the conditions set forth by the State of Illinois.
    
12. DHS Grants Information Conference
    There will be no mandatory attendance at a Grants Information Conference (formerly called Bidders Conferences).
    
13. Late Proposals/Responses
    Late proposals will not be opened or considered and will be automatically disqualified, but will be retained by the Department. The Department will notify all applicants whose proposals will not be considered because of lateness or non-compliance with proposal submission requirements.
    
14. Objections
    Applicants who object to any provision of the RFP, who believe their proposal was improperly rejected, or who believe that the selected proposal(s) is/are not in the best interest of the Department may submit a written protest of the Department's action. The Department will consider all such written protests that are submitted according to the time periods specified below. The Department will investigate all allegations and issue a written response.
    The decision of the Department is final. Protests must be in writing and will be considered filed when physically received by the Department at the following address:
    
    • Kenneth Crutcher, DHS State Purchasing Officer
      Illinois Department of Human Services, Office of Procurement
      Centrum North, 401 N. 4th Street, 2nd Floor Springfield, IL 62702
      Phone: (217) 558-1596
      Email: Kenneth.Crutcher@illinois.gov 
      
    Protests must be filed within seven (7) calendar days after the Protestor knows or should have known of the facts giving rise to the protest.
    Protests regarding RFP specifications must be filed with seven (7) calendar days after the date the RFP was issued and, in any event must be filed before the date for opening the proposals. If a protest is received, any award made is not final until the protest is resolved.
    
15. Commencement of Service
    The Department is not obligated to reimburse applicants for expenses incurred prior to the complete and final execution of the written contract. If the Applicant receives an award letter from the Secretary, then it is reasonable to assume that the Department will be forwarding the Applicant a contract.
    No services can be reimbursed prior to the full and complete execution of the contract and filing with the Illinois Office of the Comptroller.
    
16. Public Information
    Some information submitted pursuant to this RFP is subject to the Illinois Freedom of Information Act. The successful Applicant must recognize and accept that any material marked proprietary or confidential that must be made a part of the contract may be considered open for public inspection. Price information submitted by the successful Applicants shall be considered public.
    For proposals that are not selected for funding, only the list of those submitting proposals/responses shall be considered public. Any internal documentation used to determine grant selections will not be considered public information.
    Applicant scores will NOT be made public. The Department may give Applicants feedback about their proposal upon request and at the discretion of the Department.
    
17. Contract
    The legal agreement between DHS and the successful Applicants will be in the form and format prescribed by DHS. The standard DHS Community Service Agreement will be used when contracting for services. Samples of this agreement may be found at www.dhs.state.il.us. If selected for funding, the Applicant will be provided a DHS Community Service Agreement for their signature and return.
    
18. Program Evaluation and Reporting Requirements
    To ensure accountability at all levels of service provision, the Department is implementing performance-based contracting with its grantee agencies. The articulation and achievement of measurable outcomes assure that we are carrying out the most effective programming possible.
    
19. Training and Technical Assistance
    Programs must agree to receive consultation and technical assistance from authorized representatives of the Department. The program and collaborating partners will be required to be in attendance at site visits. Programs will be required to attend regular meetings and training as provided by the Department or a sub-contractor of the Department. At a minimum, programs should expect to send appropriate staff to two meetings and one statewide conference per year.
    
20. Congressional and Legislative Districts
    On the required Application Cover Sheet, the Applicant must provide, the Congressional District (by number), available at the following web site: http://www.house.gov/ and the Illinois House and Senate Legislative Districts (by number), available on the Illinois General Assembly web site at http://www.ilga.gov/.
    
21. Additional Information
    The Department reserves the right to request additional information that could assist the Department with its award decision. Applicants are expected to provide the additional information within a reasonable period of time. Failure to provide the information could result in the rejection of the proposal.
    
22. Sectarian Issue
    Applicant organizations may not expend federal or state funds for sectarian instruction, worship, prayer, or proselytization. If the applicant organization is a faith based or religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program
    
23. Background Checks
    Background checks are required for all program staff and volunteers who have one-on-one contact with children and youth. Funded programs will be required to have a written protocol on file requiring background checks, as well as evidence of their completion.
    
24. Child Abuse/Neglect Reporting Mandate
    Per the Child Abuse and Neglect Reporting Act, adults working with children and youth under the age of 18 years old are mandated reporters for suspected child abuse and neglect. Funded programs must have a written protocol for identifying and reporting suspected incidents of child abuse or neglect.
    
25. Hiring and Employment Policy
    It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department's philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the area of education and work experience.

PART II

INTRODUCTION

1. Intent of the RFP
   The Illinois Department of Human Services Division of Mental Health (IDHS/DMH), hereafter referred to as the Division, is issuing this Fiscal Year 2014 Request for Proposals (RFP) under the IDHS Title XX Maximizing Accountability and Excellence (MAX) Donated Funds Initiative (DFI) to encourage and expand the following emerging best practices:
   

• 1. Primary and Behavioral Health Integration (PBHI)
  2. Peer Support Services and Mentoring Programs
  3. Employment Services - Individual Placement and Support (Fidelity Model)
  4. Mental Health Prevention and Education Services
  5. Rural Behavioral Healthcare Access
     
• These emerging best practices reflect the values and objectives inherent in the Vision and Mission of the Division of Mental Health. Providers may offer these services as new programs, or as service expansion and enhancements of current programs. Previous Title XX awardees of Mental Health Services during FY10-13 are not eligible for a follow-on or expansion of their previous Title XX award under this RFP; however, they are not restricted from and may apply for a new contract for different services under this RFP. The use of the grant dollars under this RFP is intended to pay for the expenses of start-up, program development, or program expansion associated with these services and not as an expansion of fee for service billing. Therefore, the services provided under Title XX funding may not also be billed separately to Medicaid or any other governmental funding source.
  
  The Division is seeking proposals from community-based, public, private, or not-for-profit agencies (501(c) (3)'s) with demonstrated experience in providing mental health services. Services must be executed in a culturally appropriate manner. The Division is particularly interested in seeking innovative proposals for geographic areas identifying the highest needs based on the prevalence of serious mental health illness as reflected in the Division's target and eligible mental health diagnosis.
  

2. Department's Need for Services (Rationale)
   The United States Congress created the Title XX Social Services Block Grant in 1981 as part of the Omnibus Budget Reconciliation Act. Lawmakers believed that by creating the Title XX Social Services Block Grant, states would be better able to manage their own programs and respond more efficiently to local needs.
   Congress intended that the Title XX Social Services Block Grant funds be directed at one or more of five national goals:
   

• 1. Achieving or maintaining economic self-support to prevent, reduce or eliminate dependency;
  2. Achieving or maintaining self-sufficiency, including reduction or prevention of dependency;
  3. Preventing or remedying neglect, abuse or exploitation of children and adults unable to protect their own interests or preserving, rehabilitating or reuniting families;
  4. Preventing or reducing inappropriate institutional care by providing for community-based care, home-based care or other forms of less intensive care; and
  5. Securing referral or admission for institutional care when other forms of care are not appropriate or providing services to individuals in institutions. 
     
     • The State of Illinois established the Donated Funds Initiative in Fiscal Year 1978 to encourage cooperative social service delivery efforts between local public/private providers and state government. The DFI Program is a "match" program meaning community entities must match the DFI award with locally generated funds to receive the DFI funding. The required match is 25 percent of the total award. The State's Title XX Social Services Block Grant allocation provides the remaining 75 percent of the total award. Through the use of these locally generated funds, services can be expanded without the investment of additional state or federal funds. Examples of matching funds include the provider's own funds, United Way, local taxes, or certification of expenditures by local governments, and similar alternative funding sources.
       

3. Services to be Performed (the Approach)
   Title XX DFI funding shall be used for the provision of services in the following modalities.
   

4. 3. 1. The organization's vision for including peer recovery support services as part of the overall service delivery system.
      2. The expected outcomes of the peer recovery support program.
      3. Where and how peer recovery support services will fit within the organization's structure.
      4. A description of the peer recovery support services and program to be developed.
      5. A description of how the peer recovery support services and program will respond to the needs eflected under this RFP.
      6. The organization's plan for sustainability of peer recovery support services.
      7. Job titles, duties and responsibilities for peer recovery support specialists.
      8. Qualifications of peer recovery support specialists.
      9. Process for hiring peer recovery support specialists.
      10. Plan for training peer recovery support specialists.
      11. Plan for training other staff regarding the new peer recovery support program.
      12. Process for integrating the peer recovery support specialists into the treatment delivery team.
      13. Supervision of peer recovery support specialists.
      14. Administrative infrastructure and support of peer recovery support services.
   4. Employment Services - Individual Placement and Support (Fidelity Model)
      Individual Placement and Support (IPS) - Fidelity Model programs are geared towards employment and return to work life and as such are considered a priority activity for many consumers of mental health services. Funding supports seed money to cover salaries and the cost of meeting fidelity criteria for start-up programs. Funding may also support innovative programming or other expansion for specialty populations.
      Service expansions include IPS programs specifically designed for transitioning young adults, for individuals who are justice involved, and the inclusion of added peer supports to the IPS model, and the training necessary to support the implementation and integration of these programs. Activities under this grant may also include job development efforts designed to develop relationships with local employers, and English as A Second Language (ESL) training.
      The IPS Fidelity Model is guided by the following principles
      
      1. Rapid job search
      2. Zero exclusion
      3. Competitive employment
      4. Integration with mental health services
      5. Time unlimited follow along supports
      6. Benefits counseling
      7. Relationship building with employers
      8. Personal preferences guides job search
          
         In additional to achieving fidelity, applicants will be expected to demonstrate in their proposals how employment outcomes will be achieved based upon the integration of community resources and the applicants commitment to this model.
         
   5. Mental Health Prevention and Education Services
      Mental Health Prevention and Education Services provide broad outreach to communities and individuals, increasing mental health awareness and promoting early intervention and recovery. Funding for Mental Health Prevention and Education Services is aimed at increasing mental healthcare access, education and advocacy. These services are to be offered community wide, reaching out to schools, law enforcement, the judiciary, and related veterans and social service organizations.
      Efforts may include coordination with primary care providers, organizations serving cultural/linguistic minorities, and the general public. Mental Health First Aid, Crisis Intervention Training CIT) for local law enforcement, Teen Screen, ASSIST, and Question, Persuade and Refer (QPR) programs are examples of such programs that may include but are not exclusive of innovative programs to be considered. Also possible, are evidence based services regarding weight control, tobacco awareness and smoking cessation for persons with serious mental illness.
      The applicant will be expected to demonstrate the relevance of their mental health prevention or education activity to their existing or proposed service array. Emphasis on community collaboration or services integration leading to program sustainability is strongly encouraged.
      
   6. Rural Behavioral Healthcare Access
      Rural Behavioral Healthcare Access requires the coordination of multiple rural community systems to maximize services for a difficult to reach population. Funding will support programs which incorporate the integration of primary and behavioral healthcare, social services, public health and law enforcement, services to veterans within a rural county or region for the purposes of improving and increasing rural behavioral healthcare access.
      Such programs will clearly demonstrate how the elements of access, care coordination, education, and advocacy will increase behavioral health awareness, prevention, and service access. Supports may include development of telehealth services, innovative programming which demonstrates successful outreach and support to local citizens behavioral health task forces to develop mental health programs and services. Services may also include rural advocacy activities to local citizen and social service groups, senior organizations and engagement of faith base organizations.
      
5. Service Area
   The Department is interested in funding proposals throughout all Department of Human Services Region of the State where applicants have identified geographic areas of demonstrated need.
   
6. RFP Priorities
   The following factors are identified as DMH priorities that applicants should specifically address in their proposals.
   
   1. Distinctly for each service or program proposed the applicant must clearly detail in the narrative and the supporting financial (budget) information how the proposed program or service will support the mission of recovery.
   2. Proposals should address how recovery focused trauma-informed services will fit into the overall program design including staff, supervisory, and administrative preparation and training to support desired outcomes for success of the project.
   3. Proposals should demonstrate a comprehensive management plan incorporating sustainability performance measures and standards in preparation for post grant program operability.
   4. Proposals should clearly identify an unmet need as evidenced by a well documented analysis of a service gap with an intended target population.
   5. Proposals should exhibit a strong program monitoring and outcomes evaluation component which incorporates how continuous quality improvement will be achieved.
      
7. Mandatory Requirements of Applicants
   Applicants should take note of the following program specific mandatory requirements. Other non-program specific requirements are found in Part 1 of this RFP.
   Proof of 501(c) (3) status must be provided or the proposal will be automatically disqualified.
   
   1. The applicant organization must provide proof of fiscal capability and stability or alternative funding streams to meet the 25% match required by the Title XX Donated Funds Initiative.
   2. Applicants must be or have applied for certification by the IDHS Bureau of Accreditation, Licensure, and Certification (BALC).
      Eligible Applicants - Public, private, or not-for-profit agencies are eligible to apply for these funds.
      Agency Experience - The Applicant organization should be able to demonstrate experience in the provision of mental health programming for the services identified in Section C above. Additionally, the Applicant organization shall demonstrate its experience in consumer services, advocacy and prevention services, and employment services, through collaboration with local stakeholders.
      Staffing - Programs must utilize existing staff or recruit and hire staff for the program that are qualified for their positions through education, experience and/or training, including the requirements of Rule 132.
      Training - Staff responsible for the program must have been trained in service delivery of mental health services.
      Cultural and Linguistic Competency - Overall, services must be provided in a culturally sensitive manner. Providers need to understand, acknowledge, and respect the cultural differences among persons served and provide services in a relevant, competent, and appropriate manner in accordance with these differences. Please see and complete Attachment E.
      
8. Award Amount
   The Division anticipates awarding approximately $1,169,162. Depending upon the service offered, award amounts will range between $50,000 and be no greater than $150,000. The required match is 25 percent of the total award, 10 percent of the match must be cash and 15percent of the match may be in-kind services. For DFI, Requests for Reimbursement with supportive service deliverable reports are submitted to the Division at the 100 percent level and reimbursed at 75 percent. Providers contribute 25 percent to meet the matching funds requirement.
   

PROPOSAL CONTENT (SCORED AS INDICATED)

Applicants shall submit a proposal that contains the information outlined below. Each section shall have a heading that corresponds to the headings listed below. If the applicant believes that the subject has been adequately addressed in another part of the proposal narrative, then a cross-reference to the appropriate part of the narrative is preferred rather than simply repeating the information already provided. The narrative portion shall follow the page guidelines and limits set for in each section and must be in the specified order below.

Exceeding the prescribed page limits is grounds for automatic disqualification. Do not include brochures, pamphlets, papers, or other research literature in the Proposal. These types of items may be referenced in the appropriate Proposal section and then may be included in a separately identified Attachment. Do not describe well known programs as supporting documentation for your proposal.

1. Executive Summary (1 page maximum) - 5 Points
   
   1. State the service you will offer, the total amount of funds being requested, and provide a brief overview of the program you propose to provide with these funds.
   2. Address the need for mental health programming for the community and target population.
   3. Describe the target population and include the number of consumers the program will serve with these funds during the fiscal year of operation.
   4. Describe the community (s), county (s), school (s), or Chicago community area (s) to be served with these funds. Include names and addresses of relevant locations.
      
2. Organizational Qualifications/Organizational Capacity (5 page maximum not including any of the Appendices) 5 Points
   The purpose of this section is for the Applicant to present an accurate picture of the agency's ability to provide the services and the organizational capacity for building and sustaining the program, including local community collaboration.
   Information in this section shall include, but not be limited to, the following.
   
   1. Organizational history, milestones, mission, and major accomplishments
   2. A brief description of current main programs and total number of clients served in each program
   3. Geographic area served
   4. Evaluation and monitoring (a brief description of how the organization will evaluate whether it has achieved all of the measurable objectives contained in the proposed project including program sustainability activities with performance measures and standards.)
   5. Organizational readiness and capacity for service delivery. Include any identified training needs and any linkages that are already in place with other service providers.
   6. Evidence that the Applicant is experienced and capable of carrying out the proposed program. Include experience in and/or capacity in the relevant service being proposed.
   7. Involvement with existing advisory groups and collaborative relationships with community partners related to the relevant services being proposed.
   8. Evidence of staff qualifications. If training is needed, describe what those training needs are, as well as the agency's plan to ensure that all staff receives needed training prior to the commencement of service delivery. Describe procedures to ensure program staff is capable and sensitive to working with the intended target population.
   9. Procedure for conducting background checks.
   10. Description of Applicant's access to the Internet.
   11. Description of how Applicant is rooted in the community it proposes to serve.
   12. Cultural and linguistic competency (if applicable, describe how the organization demonstrates cultural and linguistic competence in achieving its mission)
   13. The following organizational background items shall be included as Appendices:

Appendix A: Applicant Resumes.

Include resumes for the Executive Director, the proposed Program Director, and other Key Program staff.

Appendix B: Job Descriptions.

Include Job Descriptions for all employee positions that will be funded with this grant, including the Program Director, and include the percent of time these employees will spend in this program.

Appendix C: Organizational Chart.

Include an Organizational Chart showing where the program and its staff will be placed in the organization. If subcontractors will be used, include the relationship with those organizations in the chart.

Appendix D: Letters of Agreement, Support, or Commitment.

Include any Letters of Agreement, Support, or Commitment from collaborating agencies/organizations (if applicable).

Appendix E: Audited Financial Statements.

Include your most recent audited financial statements.

Appendix F: Board of Directors.

Include a list of your Board of Directors (if applicable).

Appendix G: Tax-Exemption Documentation.

Include your Tax-Exemption Documentation (if applicable).

Appendix H: IRS Form W-9, Request for Taxpayer Identification Number and Certification.

Include your IRS Form W-9, Request for Taxpayer Identification Number and Certification.

 

3. The Proposal
   
   1. Purpose of Funding (10 page maximum) 40 Points Total
      
      1. Program Description: 15 Points
         Clearly identify the service or services to be offered and provide a thorough explanation of how the funds will be used to improve the lives of the persons served. Describe how administrative and supervisory staff will support the goals and objectives of the program. Clarify how program design will be created to ensure consistent quality improvement and lay the foundations for program sustainability from the outset. Specifically highlight any innovative elements of the program and implications for integration with the agencies overall service array. Be sure to address the priorities identified in Section E. RFP Priorities above.
      2. Program Implementation and Timeline: 10 Points
         
         1. Provide a thorough description of your plans to provide the relevant services being proposed in terms of method, strategies, and curricula for each component.
         2. Provide a program implementation timeline. Include when the initial activities will begin, a brief description and the planned dates for the following benchmarks.
            
            1. Key meetings with partners and relationship building.
            2. Selection of program delivery site(s).
            3. Personnel transactions (hiring, orientation, training, assignment).
            4. Component curricula selection.
            5. Additional Staff Training.
            6. Internal system implementation to separately capture Title XX data.
            7. Start of Service Delivery.
      3. Program Sustainability: 15 Points
         Thoroughly describe your plan for how the program will be sustained once grant funding is no longer available. Include the following:
         
         1. Evidence of Board of Directors support for an expectation of program sustainability post-grant term.
         2. Post-grant budget analysis and description demonstrating program viability.
         3. Anticipated agency and staff development and training needs.
         4. Identify threats which could potentially thwart sustainability.
         5. Identify solutions to potential sustainability threats
            
   2. Target Population (1 page maximum) 5 Points
      
      1. Describe the community status, such as the prevalence and incidence rates for mental illness, array of service providers in the area over time for the service area, the number/percent of low-income families, percent of welfare recipients, general economic status of the community, racial/ethnic breakout, Limited English Proficiency (LEP) population, prevalence of female-headed families, school dropout rate, and other indicators of the overall status of the community.
      2. Describe how the services will be delivered in a culturally appropriate and sensitive manner and in a setting appropriate to the target population.
      3. Describe the need for the relevant services being proposed and the unmet need for this population.
      4. Outline the geographic area to be served and the location of the service area(s) in the community where the program will be provided.
      5. Describe the specific population you plan to serve. Provide the expected unduplicated number of persons to be served for the fiscal year, including ethnicity, gender, and age.
      6. Provide the above information by each quarter for each state fiscal year during the Term of the contract.
         
   3. Community Outreach and Collaboration: (1 page maximum) 5 Points
      Provide letters of commitment from community partners in Appendix D, a description of related existing linkages to other community resources and services. If linkages do not exist, describe how, when, and why they will be established. If they do exist, letters of collaboration from those entities will strengthen the proposal and should also be included in Appendix D.
      
   4. Program Evaluation and Monitoring (3 page maximum) 15 points) Ensuring the recording of high quality data and the collection of measurable statistics is a critical operational component of program effectiveness. Accordingly, applicants shall thoroughly describe the internal controls for maintaining separate data and statistics for Title XX services and activities including the following.
      
      1. Describe in detail program data collection and reporting systems and processes.
      2. Identify by function the staff member responsible for aggregating data and their reporting relationship within the organization.
      3. Describe in detail program performance measures and standards to evaluate the success in achieving identifiable objectives and in demonstrating successful outcomes.
      4. Describe how this data will be used to make adjustments or changes to the model to achieve program objectives.
         At a minimum, the Department will conduct annual guidance and technical assistance site visits to help ensure effective operational Program Evaluation processes.
         
   5. Budget and Budget Justification (2 page maximum) (25 points)
      
      1. Complete the attached Budget Forms.
      2. Provide a Budget Narrative that describes and justifies how appropriate resources and personnel have been allocated for the tasks and activities described.
      3. Provide the percentage and amount of funds to be used for administration and other services. Clearly present any staff training and start-up funds requirements.
      4. Reasonable start-up costs may be allowed, but the proposal must indicate how those activities would be completed in a reasonable period.
      5. Administrative costs refer to those activities performed by staff, and costs which are supportive of and required for the program, for which there is no direct client contact or cost such as administrative and fiscal staff, clerical support, rent, utilities and general office equipment that are not allocated as direct costs. Travel to and from regularly scheduled meetings with the Department and other grantees should also be included in administrative costs. Attendance at a one-day statewide meeting and at least three regional meetings will be required. Please refer to the Attachments for preparation of Administrative Costs.
         
4. Linguistic and Cultural Competency Guidelines - Not Scored
   
   1. Linguistic and Cultural Competence Plan (1 page maximum)
      
      1. Complete the Linguistic and Cultural Competence Plan document found in the Attachment E according to the outlined guidelines.
      2. A scoring rubric will be used to evaluate applicant Linguistic and Cultural Competence Plans, which must meet the criteria outlined in the guidelines included in Attachment E.
      3. For applicants selected through the RFP process, their Linguistic and Cultural Competency Plans must meet the criteria outlined in Attachment E.

ATTACHMENTS

• Attachment A: Applicant Cover Sheet (doc)
• Attachment B: Proposal Content Checklist (doc)
• Attachment C: Budget forms and instructions (doc) 
  • BUDGET NARRATIVE (doc)

• Attachment D: Allowable costs (doc)
• Attachment E: Linguistic and Cultural Competency Guidelines (doc)