Office of the Assistant Secretary
Divisions of Alcohol and Substance Abuse, Developmental Disabilities, Family and Community Services, Mental Health, and Rehabilitation Services

Maximizing Accountability and Excellence Initiative (FY15)

Request for Proposal for Title XX and DFI - Services for DHS Open Door Program


Attachment E - Bureau of Title XX Guidelines & Procedures

  1. INTRODUCTION
    • This document serves as an Attachment to the Illinois Department of Human Services (IDHS) Community Services Agreement and sets forth supplemental contractual obligations between the Provider and IDHS. The Attachment provides contractual requirements beyond and in addition to those in the Community Services Agreement and is intended to deal with the programmatic areas of the Office of Family Support Services, Bureau of Title XX Social Services.
  2. APPLICABLE RULES
    • The Provider must comply with all applicable federal, state and local rules and statutes including, but are not limited, to the following:
      1. Federal
        • Title XX of the Social Security Act, 42 USC 1397 et seq.
        • Title 45 of the Code of Federal Regulations, Part 96 (45 CFR Part 96)
        • OMB Circulars A-133, A-122, A-110, A-87, A-21
      2.  State
        • 130 Administration of Social Services Programs, Subpart A: Title XX Block Grant Program
        • Donated Funds Initiative Program Manual
  3. DONATED FUNDS INITIATIVE PROGRAM SERVICES
    • The following is a listing of service programs funded by the Donated Funds Initiative.
      1.  Case Coordination
        • Coordinating services to provide a necessary advocacy function to link available resources with clients' needs. Additional program specific requirements must be met as detailed in the Department's Office of Mental Health Attachment B, Part III, Program Services or the Office of Developmental Disabilities Attachment A, Part III, Program Services.
      2. Community Maintenance
        • A series of services in community placement designed to sustain the current level of functioning and well-being of persons who have mental illness and persons with developmental disabilities. The combined methods of services obviate the need for a more restrictive environment for clients who have serious ongoing impairments.
        • Additional program specific requirements must be met as detailed in the Department's Office of Mental Health Attachment B, Part III, Program Services or the Office of Developmental Disabilities A, Part III, Program Services.
      3. Comprehensive Youth Development
        • Comprehensive activities provided to youth and their families that are designed to improve personal and social functioning. The activities aim to prevent future contact with the juvenile justice system. Youth may be placed in regular or specialized group homes or foster homes when appropriate.
        • Additional program specific requirements must be met as detailed in the Department's Office of Prevention Attachment E, Part III, and Program Services.
      4. Crisis Nursery Services
        • Immediate short-term crisis care and intermediate intervention/prevention services to TANF, low income and other families who indicate a need for the service and who have children less than seven years of age. The Department's Crisis Nursery Initiative is a center-based model. Care must be provided in a licensed facility where state requirements for food preparation, staff-child ration, health and safety and other DCFS licensing requirements are followed. The crisis nursery may be a stand-alone program or located in a larger child welfare agency.
      5. Employability Development
        • Arrange or provide for assistance in acquiring academic or vocational skills to enable individuals to obtain, retain, or improve employment and overcome barriers to employability. The service activities are not generally available without cost in the public school system.
      6. Family Support
        • Comprehensive, coordinated, and intensive sets of activities provided to or on behalf of an individual to promote maintenance or rehabilitation of the individual in his/her natural, foster, or adoptive home or in a similar homelike environment.
      7. Health Support
        • Services provided to assist individuals and families to attain and maintain a favorable condition of health, secure and utilize necessary medical treatment, as well as, preventive and health maintenance services, including arranging for services in medical emergencies.
      8. Outpatient Treatment
        • Intervention and short-term active treatment for individuals who are at risk of institutionalization.
      9. Protective Intervention
        • Assistance to individuals in response to potential, actual, or alleged abuse, neglect, or exploitation and who are unable to protect their own interests or individuals who are harmed or threatened with harm through action or inaction by another individual or through their own actions.
      10. Rehabilitation and Training for People with Disabilities
        • Residential care or home-based instruction, training, and rehabilitation to meet the special needs of individuals with disabilities. Services are not generally available to state residents without cost or without regard to their income. Additional program specific requirements must be met as detailed in the Office of Rehabilitation Services Attachment D, Part III, and Program Services.
      11. Rehabilitation and Treatment for Substance Abuse
        • Comprehensive range of treatment, deterrent, and rehabilitation service activities designed to reduce or eliminate abuse or dependency, restore individuals to a drug free condition, and/or deter experimental use. Additional program specific requirements must be met as detailed in the Department's Office of Alcoholism and Substance Abuse Attachment C, Part III, Program Services.
      12. Social Adjustment and Rehabilitation
        • Direct interaction between a service provider and an individual(s) in need of assistance in coping with personal problems and improving social functioning.
      13. Transportation
        • Assisting persons in making arrangements for travel to and from community resources. Services are provided to individuals sixty years of age or older. Services are measured based on each one-way participant trip. Each participant must reside in a non-long term care setting within a pre established geographic service area.
      14. Treatment and Habilitation
        • Methods of development and enhancement that attempt to affect and improve mental and physical condition or related behaviors of individuals leading to improved social adaptation and integration.
        • Additional program specific requirements must be met as detailed in the Department's Office of Mental Health Attachment B, Part III, Program Services or the Office of Developmental Disabilities Attachment A, Part III, Program Services.
      15. Unmarried Parents
        • Assisting unmarried parents and their families in coping with the social and emotional problems related to pregnancy and in planning for the future and well being of the child.
      16. DHS TANF Initiative
        • The Temporary Assistance for Needy Families (TANF) program provides temporary financial assistance for pregnant women and families with one or more dependent children. TANF provides financial assistance to help pay for food, shelter, utilities, and expenses other than medical expenses. Since the inception of this program in 1997, DHS has had agreements with various types of contractors who provide employment and training services to TANF customers in an effort to help them gain independence.
        • Pursuant to the Deficit Reduction Act, changes were made to federal TANF regulations that place greater restrictions on the types of activities that are countable and tighten record-keeping requirements. Failure to meet the new requirements would result in the potential loss of millions of dollars in federal funding. Consequently, DHS must increase the number of Work Experience and Community Service positions available for TANF customers. Accordingly, DHS has begun a new initiative to encourage additional providers to establish such positions.
        • Below is a description of this new initiative. Provider participation in this program is voluntary. If you choose to participate, DHS will provide you with a specific agreement detailing requirements of the program.
        • The Role of the Provider
        • The Provider will ensure it establishes work experience and/or community services positions for up to three (3) individuals participating in the Temporary Assistance to Needy Families (TANF) employment and training program. These individuals are referred to herein as the "Participant" or "Participants".
        • The Participants will be referred to the Provider by the local Family Community Resource Center (FCRC) or by a TANF employment and training contractor. Participants will be assigned to either work experience or community service positions for no more than thirty (30) hours per week.
        • The Provider will be required to provide daily supervision to the Participant(s) assigned, complete daily attendance records, provide comments on the Participant's progress, and transmit this information on a weekly basis to the person or entity who made the referral (i.e., the local office and/or Employment & Training contractor). The attendance form must be signed by the Participant(s) and the site supervisor. The Provider's site supervisor must participate in monthly telephone conferences with the case manager assigned to the client/customer. These telephone conferences will be held at a time that is mutually agreeable to the site supervisor and the case manager.
        • For Community Service positions, the Provider must provide the following information: (1) a description of the agency's mission, (2) how its services benefit the community, (3) the task(s) that will be performed by the Participant(s) at the agency, and (4) the job skills to be acquired by performing the task(s). It is preferred that all documents required are submitted to the agency prior to the client/customer being referred to the provider; however, such documents must be provided no later than (5) days after receiving the referral. Daily attendance of the client must be recorded and maintained. Upon request, record of the attendance of each customer sent to the referring agency must be sent to the TANF caseworker.
        • For Work Experience, the Provider must identify the specific tasks/duties to which the Participant(s) will be assigned. It is preferred that all documents required are submitted to the agency prior to the client being referred to the provider; however, such documents must be provided no later than (5) days after receiving the referral. Daily attendance of the client must be recorded and maintained. Upon request, record of the attendance of each customer sent to the referring agency must be sent to the TANF caseworker.
        • Definitions of TANF Work and Training Activities
        • Work Experience - Provides a Participant with an opportunity to acquire the general skills, training, knowledge and work habits necessary to obtain employment. The activity must be supervised daily by an employer, work site sponsor, or other responsible party. Participants may be placed in a supervised assignment with public, private or not-for-profit employers, organizations and governmental agencies. Pursuant to applicable law, the maximum number of hours each Participant may be assigned per week is thirty (30); the specific number of weekly hours a Participant may be assigned will be determined by DHS.
        • Community Service - A structured program in which Participants perform work for the direct benefit of the community under the auspices of a public or non-profit organization. Community service programs must be limited to projects that serve a useful community purpose in fields such as health, social services, environmental protection, education, urban and rural redevelopment, welfare, recreation, public facilities, public safety, and childcare. Community service programs are designed to improve the employability of Participants not otherwise able to obtain employment; Participants in such programs must be supervised daily on an ongoing basis. Pursuant to applicable law, the maximum number of hours each Participant may be assigned per week is thirty (30); the specific number of weekly hours a Participant may be assigned will be determined by DHS.
  4. PROGRAM PLAN AND DELIVERABLES
    • All providers must have an approved Program Plan on file with the Bureau of Title XX Social Services. The program services, deliverables, and budget are detailed in the approved Program Plan. As part of this Attachment, the Provider is required to comply with all of the conditions and provisions of the Program Plan. The Provider will provide the deliverables as outlined in the Program Plan.
  5. PAYMENT 
    1. Grant - A program that receives all or part of the funding in advance of the actual delivery of services. This includes prorated prospective payments and payments made by the Department on an estimated basis or any other basis when the Department does not know the actual amount earned by the Provider. This does not include advance payments made under the authority of the Illinois Finance Act (30 ILCS 105/9.05), nor does it include payments made by the Department when there is documentation prior to expiration of the lapse period to which the expenditures are charged that the goods or services were received. All funds paid as a grant are subject to the Illinois Grant Funds Recovery Act (30 ILCS 705).
      All funds disbursed by the Department on a grant basis are subject to reconciliation and the recovery of lapsed funds. Grant funds recovery activity is based on the Illinois Grant Funds Recovery Act (30 ILCS 705). The reconciliation will be based on one of the following methods at the election of the Department:
      1. Eligible Expenditures vs. Program Revenue - This method compares the eligible expenditures to the total Department grant revenues by program. An independent audit and associated supplemental revenue and expense schedule may be required from the Provider. Eligible expenditures will be determined based on 89 Ill. Adm. Code 509.20, Allowable/Unallowable Costs, and specific program requirements, if applicable.
      2. Eligible Services Delivered vs. Services Projected - Compares the actual eligible services delivered to the services projected in the Agreement. If the services were based on a rate or unit of cost methodology, the number of eligible service units delivered times the rate or unit is compared to the total of all grant payments for that service.
    2. Fee-For-Service - A program for which the payments are made on the basis of a rate, unit cost or actual allowable cost incurred and is based on a statement or bill as required by the Department. These payments occur after documentation has been received by the Department. Payments made as a fee-for-service are not subject to the Illinois Grant Funds Recovery Act (30 ILCS 705 et. seq.) 
      Payments to the Provider are based upon the cost of providing services or rates as specified in the approved Program Plan. Billings, with substantiating documentation, are submitted by the Provider within 30 days following the end of the month for which payment is requested. 
      The Provider understands that incorrect billings or portions of billings may not be processed in the current monthly cycle and may be returned to the Provider for correction.The Provider must submit accurate reports as specified by the Department. Payments will be suspended if reports are not received in the proper format or timely as specified in the Program Plan. The Provider will receive written notification of payment suspension and provided an opportunity to resolve reporting issues. If the Provider has not contacted the Department concerning the written notification of payment suspension within 30 days from the date of the written notification the Department will initiate action to terminate the Agreement. The Provider will receive written notification of the termination.
    3. Match Requirement
      • To receive Donated Funds Initiative funding, the Provider must meet the match requirement identified in the Title XX Donated Funds Initiative Program Manual in one of two methods. The Provider's match requirement is specified in the approved Program Plan.
    4. Donation Certification - For Providers that receive cash donations and in-kind contributions, the Provider must submit a Certification stating the amount of donation and in-kind contributions that has been transmitted to the Provider and that the donation and in-kind contributions are documented in the accounting records prior to the request for reimbursement.
    5. Certified Expenditures - For Providers that are public agencies, such as local units of government or public universities, the Providers certify that the matching requirements have been met through the documentation of 100% of the program expenditures.
  6. ELIGIBILITY CRITERIA
    • Eligibility for Title XX Social Services Block Grant services is based on the program participant's need for the service and that the provision of the service will assist the participant in meeting that need. In addition, there should be a reasonable expectation of the participant attaining the service goal at the conclusion of the service. Specific priorities for service categories or characteristics of the program participants are established by State agency mission statements and State rules and regulations.
  7. REPORTING REQUIREMENTS
    • The Provider is required to submit quarterly reports as identified in the Title XX Donated Funds Initiative Program Manual or as specified by the Department. Quarterly reports are due within 30 days from the end of the quarter, October 30, January 30, April 30, and July 30. Quarterly report forms will be made available to the Provider. The Provider is required to complete a Final Report and a Minority Seniors Report. These reports will be mailed to the Provider by the end of May of the State fiscal year. The reports are due from the Provider within 30 days from the end of the fiscal year, July 30.
  8. SPECIAL CONDITIONS
    1. Disclosure of Information
      • The Provider will respond to requests by the Department for additional or supplemental information within 10 calendar days or other specified time lines of the written request for information.
    2. Provision of Information/Requests
      • As a part of this Agreement, the Program Manager will act as the duly authorized representative of the Department to facilitate the information flow between the Department and Provider. The information required by the provisions of this Agreement must be routed to the Program Manager unless otherwise specified within the approved Program Plan.
      • Failure of either party to insist on performance of any term or condition of this Attachment or to exercise any right or privilege hereunder shall not be construed as a continuing or future waiver of such term, condition, right, or privilege.
    3. Linkages
      • The Provider must develop linkages and coordination of service delivery with other service providers to ensure that the needs of the individual are met. The Provider's service system must build on the assets of each individual served by increasing the capacity to achieve and maintain self-sufficiency to the maximum extent possible.
      • Service Integration
      • All Providers must have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Food Stamps, All Kids, medical and disability assistance, as well as other resources that address the needs of the population targeted for service. Providers must have a working agreement with their local Illinois Department of Human Service Family and Community Resource Center that details the referral process. A record of referrals made to and from IDHS must be maintained. Providers must meet with their local Illinois Department of Human Service Family and Community Resource Center, at a minimum, annually. This information is to be reported as required.
    4. Fees
      • No fees may be imposed upon program participants by the Providers.
    5. Penalties
      • The Provider is prohibited from assessing penalties or fines on clients for any reason.
    6. Political Activities
      • The Provider is prohibited from assigning participants to participate in political activities during the term of this Agreement.
    7. Safety
      • The Provider will ensure that participants are adequately supervised and that the physical environment is appropriate and safe and meets all applicable State and Federal laws, rules, and regulations.
    8. Eligible Services
      • The Provider is responsible for ensuring that funds are spent only on individuals eligible for services under the conditions of this Attachment.
    9. Duplication of Services
      • The Provider will not duplicate services under this Attachment and/or any other DHS Attachment. The Provider will not exchange clients between this Attachment and any other Departmental contractual agreement without prior approval. There will be no payment for duplications under this Attachment.
    10. Similar Services
      • Nothing in this Attachment will prevent the Provider from performing similar services for other parties. However, the Provider warrants that at no time will the compensation paid by the Department for services rendered under this Attachment exceed the rate the Provider charges for the rendering of similar services elsewhere.
    11. Monitoring
      • The Department or its designated representative will monitor the Provider's operations. The Department will share relevant findings with the Provider through a written monitoring report.
      • The Provider must implement a Corrective Action Plan in response to monitoring findings within the time frame specified by the monitoring results/report.
    12. Evaluation
      • The Department will evaluate the Provider's outcomes against those stated in the approved Program Plan.
    13. Billing
      • The Provider will use the billing process and forms as detailed in the Title XX Donated Funds Initiative Program Manual or as specified by IDHS.
    14. Accounting/Budget Adjustment
      • Generally accepted accounting principles should be used by all programs. Within the total amount of the budget, the Provider may adjust any line item in the contractual budget not to exceed 10%.
      • A change in a budget line item above 10% must be requested of and approved in writing by the Department. Line item costs exceeding the budget by more than 10% may be adjusted by IDHS.
    15. Approved Budget
      • Except as otherwise stated or provided for in this Attachment or in the Title XX Social Services Donated Funds Initiative Program Manual and the approved Program Plan, no payment for extra charges, supplies or expenses shall be made without prior approval from the Department.
    16. Computation of Error
      • The Department reserves the right to return to the Provider for correction any documents with mathematical or computational errors in payment subtotals or total contractual obligation.
    17. Community Outreach Plan
      • The provider will have a plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the programs(s) they administer for IDHS. IDHS must approve any publication and distribution of flyers, printed materials and brochures that are part of the IDHS funded program. All contractors must have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Food Stamps, KIDCARE, medical and disability assistance, as well as other resources that address the needs of the population targeted for service.
  9. SPECIAL PROJECTS
    • All providers must have an approved Program Plan on file with the Bureau of Title XX Social Services. The program services, deliverables, and budget are detailed in the approved Program Plan. As part of this Attachment, the Provider is required to comply with all of the conditions and provisions of the Program Plan and the supplemental conditions set forth in this Attachment. The Provider will provide the deliverables as outlined in the Program Plan. The terms of the Program Plan and any subsequent changes made by the Department will prevail over those of the original Program Plan submitted.
    • The following is a listing of special projects funded by the Bureau of Title XX Social Services:
      1. TANF Special Projects
        TANF Special Projects provide services to special target populations, primarily persons receiving TANF or persons with income below 200% of poverty. The programs are negotiated individually when special needs are identified. The contract deliverables, service activities, costs, and outcomes are stipulated in the Program Plan.
      2. Community and Residential Services Authority (CRSA) Cases
        CRSA Cases are approved for services by the Community and Residential Services Authority Board for services when the child/youth's service needs do not meet the categorical service requirements of any State agency. The service for each case is negotiated individually and the contract deliverables, cost and outcomes are stipulated in the Program Plan.
      3. The Children's Place Association
        Provides specialized services to HIV/AIDS affected families, primarily persons whose income is below 200% of poverty. The contract deliverables, service activities, cost, and outcomes are stipulated in the Program Plan.
      4. Crisis Nurseries
        Provides 24 hour crisis care and post crisis care in licensed facilities to at-risk families who have children less than six years of age. The contract deliverables, service activities, cost and outcomes are stipulated in the Program Plan.
      5. Division of Family and Community Services Special Contracts
        DFCS Special Contracts provide services to Illinois citizens when special needs are identified. Services are negotiated individually. Services may be restricted to target populations, specified communities or geographical areas. The contract deliverables, service activities, costs, and outcomes are stipulated in the Program Plan.

FORM