1731 Questions and Answers

  • Questions and Answers for the Independent Service Coordination Notice of Funding Opportunity NOFO (ISC NOFO)

  1. In the NOFO for the ISC agencies it states that a Program Plan template is provided. Are we to assume that the template is what is listed on pages 19 and 20 of the NOFO under Program Plan Requirements?
    • Program Plan Requirements are listed in the NOFO on Page 35-37 after Section T Mandatory Forms.
  2. In reviewing the NOFO for the ISC's that was issued yesterday, it appears that an error may have been made regarding the monthly payments for ISSA. There is a huge disparity for Area D, and a smaller disparity for Areas A, and J. It appears that the minimum payment numbers were carried down from AREA C to AREA D. It appears that the dollar amount for almost all of the areas is 894.19 per client, while the dollar amount for area D is 427.21. Is this an error for AREA D, and if not is there an explanation as to why this area is less than half of the other areas?

    • After reviewing the NOFO we determined that estimated total in Waivers for Area A and J did not total correctly. In addition, Area D grant minimums and maximums were incorrect. All items have been corrected and updated in the NOFO.
  3. I am reviewing the NOFO for ISC services and was questioning the funding amount for area "L" advance monthly payments Minimum and Maximum. On the NOFO dated 9/10/18 the Minimum amount is $561,851.20 and the Maximum amount is $702,314.00. The FY 19 SICCS funding for these grants is $1,210,491.00. With the same expectations, same service area, and increased reporting requirements I was wondering if this these amounts may be in error. The PAS-78 grant alone in FY 19 is $708,535.00, Case Coordination 500 $482,888.00 and $19,068.00 for Bogard. Any information would be appreciated.
    • Please see the comparison between FY19 funding for PAS/Program 500 & Bogard. As I suspected, SICCS was receiving a much higher rate than the statewide average. When we equalized the funding distribution it works out that they will lose a significant amount of money.

      FY19 PAS Total $708,535 / 660,025 = $1.74

      FY19 Program 500 Total $482,888 / 660,025 = .$73

      FY19 Bogard $19,068

      TOTAL $1,210,491

      FY20 PAS Total $343,213 / 660,025 = $.52

      FY20 Program 500 Total $343,213 / 660,025 = $.52

      FY20 Bogard $15,888

      TOTAL $702,314

  4. On the Q and A for the NOFO, an answer 1 was provided that directed us to pages 35-37 in the document. The NOFO document provided has 20 pages and provides no mandatory form. Our concern is we have missed additional pages to the NOFO.
    • The original document was 37 pages but once we updated it to the system the format style is changed, and it reduces the document to 20 pages. The program Plan is found on the final two pages.
  5. Funding seems to have some obvious errors in some regions. One is $1.7M short of current funding.
    • Area A, Area D, & Area J were identified as having incorrect data due to some problems with formulas in the spreadsheet. This information has been corrected and is now update in the NOFO posted. Additionally, some areas will have reductions in funding as this NOFO realigns funding to address previous inequities in funding distribution.
  6. The lack of specificity on funding make it difficult to plan…in other Illinois NOFOs there is far more clarity on payment structure, methodology, penalties, incentives.
    • Payment structure is addressed as Exhibit C of the grant agreement that will be signed by the grantor and grantee. Penalties are specified in the Governor's Office of Management and Budget Memorandum dated April 5, 2018 titled Grantee Compliance Enforcement System (pdf).
    • Incentives are not available in this NOFO opportunity.
  7. The NOFO provides no information about what the base funding for the three grants will be or how advance monthly payments will work.
    • This NOFO combines four previously issued grant programs into one. These programs consisted of Program 500 (ISC), Program 780 (PAS), Program 781 (Bogard), & ISSA (50D). In this NOFO, previous Program 500 (ISC), Program 780 (PAS), & Program 781 (Bogard) are represented in the base Advance monthly payments figures that are depicted in section K of the NOFO. ISSA service are represented in a separate line also in Section K of this NOFO.
    • Exhibit C:

      1. Payment
        1. Payments to the ISC's for ISSA 50D services will be made pursuant to entry of services reported monthly via the Reporting of Community Services (ROCS) database. All other payments will be made on a prospective basis, rounded to the nearest $100.00. General Revenue (State) funded programs will be prospectively issued 1/12th of the funded amount. Subsequent prospective payments will be issued based on previously submitted documented expenditures. The final prospective payment may be greater or lesser than the previous payments due to rounding.
        2. The Department will compare the amount of the prospective payments made to date with the documented expenditures provided to the Department by the Provider. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. Failure of the Provider to provide timely documentation may result in a reduction to the total award.
        3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
        4. Quarterly reporting will be completed utilizing the Periodic Financial Report (GOMBGATU-4002). Quarterly reports will be submitted no later than 15 days after end of each period. (1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  • The ISC must provide a spreadsheet of all quarterly expenses. These expenses must reconcile with the Current Period Grant Expenses reported on the Periodic Financial Report.
  1. Required data: Expenses will be categorized by Program Expense (Personnel, Fringe Benefits, Travel, Supplies, etc.) Each line will include item/service description or employee name, date expense incurred, amount expended and justification if necessary.
  2. Due dates: (1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
    • Under the terms of the Grant Funds Recovery Act (30ILCS 705/4.1), "Grantor agencies may withhold or suspend the distribution of grant funds for failure to file required reports." If the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for details about the Illinois Stop Payment List: https://www.illinois.gov/sites/GATA/Pages/ResourceLibrary.aspx.)
  1. There seems to be a discrepancy in the amount of ISSA funding in a couple of areas. Region A $911.62-$1139.52, Region D $427,41-$534.27, Region J $737.48-$921.85 but ALL other Regions are $894.19-$1117.74.
  • After reviewing the NOFO we determined that estimated total in Waivers for Area A and J did not total correctly. In addition, Area D grant minimums and maximums were incorrect. All items have been corrected and updated in the NOFO.
  1. ISSA-not subject to GATA why is it being included in the grant-as a line item?
  • Since ISSA services are part of the overall ISC responsibilities they becomes subject to GATA and need to be included in the grant. If ISSA services were competitively bid and contracted separately it would raise the potential that different providers could be awarded pieces of the overall ISC responsibilities. This would be an unacceptable outcome for the Division.
  1. ISSA-no per hour rate determined, is there a cap on rate? Hours?
  • We are asking the applicants to submit bid(s)/proposal(s) on what price they are willing to provide the required ISSA services for based on the total number of people that are eligible to receive services in each area.
  1. No information is provided on criteria to reach minimum vs maximum funding levels.
  • The NOFO process is a competitive bidding process and bid(s)/proposal(s) should reflect a business decision by the applicant of what price they are willing to provide the required services for within the funding constraints provided.
  1. There are 27 data points, can current systems collect the data. If not, will the upgrades to systems be allowable expense?
  • All conditions of the NOFO must be met within the funding constraints provided. System upgrades may be an allowable expense. However, they must be justified in your budget submissions and will evaluated in the merit-based review process. Applicants will be subject to additional budget reviews and should not consider selection through this process as approval to fund any initiatives until the final grant award is signed by all parties and the final budget submission is approved.
  1. Will DHS/DDDs system be able to accept the data collect?
  • DDD will develop internal systems for reviewing and analyzing data collected.
  1. Detailed reporting such as travel expense per employee is a labor intensive process-if this is done under ISSA that is FFS, so why does it matter?
  • ISSA services will be submitted in the Grant Exclusive Line of the budget submission. This will be calculated to include the total cost of providing this service including travel and an average hourly rate will be calculated. Expenditure reporting for ISSA services will be based on this hourly rate and will not require a breakdown below this level unless required by audit.
  1. In some cases regions are being asked to do more services/reporting with less funding at a time when expenses are increasing such as December health insurance premium renewals.
    • This NOFO is designed to eliminate inequities that were found to exist in the previous distribution of grant funding for this program. Unfortunately, without additional funding it is not possible to address these inequities without reductions to funding in certain areas.
  2. When clicking on the grants application link, it takes the user to a web page the references information about the 2018/2019 Grant year and a requirement to submit info by April 09, 2018 to DHS. Is any of this information to be used and required for this Grant Application? If so, what?
    • The only information that was needed from that page is the Uniform Grant Application. The Link has been corrected to take you to that form.
  3. Will each site require a separate "main office "location or can someone have a "main office" where all calls and data etc. go and then satellite offices?
    • Each geographic area must have a physical main office location to serve the clients in that area.
  4. How do we denote "main office" in the budget and narrative of the NOFO? 
    • The Main office location would be denoted in the program plan by listing it as the main office location.
  5. Will Staff need to be attached to a specific site budget in their region or may they be attached closer to their home office to save travel expenses?
    • Each office would be required to have staff allocated to serve clients in the geographic area.
  6. Do we spread Administrative costs across all sites, or separate for each site? What if someone completes a NOFO for multiple sites, but is only approved for half of them? Will a budget amendment resolve the Administrative costs issues.
    • Each geographic area must have a separate application and budget. Once geographic areas have been awarded then then the division will work with the respective grantees to revise the budgets as necessary.
  7. Do Staff, including the PUNS worker, Program Managers, etc. have to be attached to a specific region with in the agency/company area that is funded or may move from one region to the next, within their funded area?
    • Each geographic area must have staff allocated to serve the clients.
  8. Does each site location need to have their own phone and separate number or may all calls for the agency/company go through a "main office" phone system, for economy of scale?
    • All geographic areas must have a viable phone system.
  9. Will those funded be billing for FFS or will FFS be paid as a grant?
    • Fee for service will continue to be billed hourly through the ROCS system or alternative systems determined by the Division.
  10. Since this NOFO is indicated to be a competitive bid process, will the selection of the award be based using a lowest responsible bidder requirement?
    • All applicants will be scored based on the criteria outlined in Section P of the NOFO and this will be used in the selection process.
  11. In Question 14 the answer states that ISSA services will be submitted in the Grant Exclusive Line of the budget. Does this mean ALL ISSA costs will be encapsulated in this one section, i.e. Salaries, fringes, telephone, supplies, travel etc.? If so, are we required to list out the line item costs in this section?
    •  Everything should be included in an hourly rate. Detailed line item costs are not required.
  12. One of the ISCs are working on the NOFO today, But said they do not see in the CSA system a template for the budget, do you know is it available and if so where they can access it.
  •  After you have successfully completed the prerequisites, you can login to the CSA Tracking System . The screen will ask you for your User ID and Password.

csa system logon screen

Once you enter your authorized credentials, you will be directed to your organization's home page. From there, you can begin entering GATA Budget information.Please take note of the tabs just underneath the IDHS Logo. Use these tabs to navigate through the various CSA GATA Budget pages.

If you have additional questions on the CSA budget, please refer to this link to access the Budget Training Manual
  1. What is the formula used to determine ISSA payments by service area?
    • We are asking the applicants to submit bid(s)/proposal(s) on what price they are willing to provide the required ISSA services for based on the total number of people that are eligible to receive services in each area. The NOFO process is a competitive bidding process and bid(s)/proposal(s) should reflect a business decision by the applicant of what price they are willing to provide the required services for within the funding constraints provided.
  2. Where did you get your total population numbers for each region?
    • Population totals were gathered from the 2010 census records.
  3. In the equation in the answer for question 3, what does the number 660,025 represent?
    • 660,025 is the population from the 2010 census records.
  4. Will DDD clarify for each service area what comprises the advanced monthly payments by Bogard, PAS and Program 500 as they did in the answer to FAQ #3? Since we have to do budgets it would be helpful to make sure we have the correct amount for each program that you have.
    • Question 3 related to a service area that did not change in size from FY2019. The reduction of service areas from 17 to 12 would not yield a one to one comparison. However, the NOFO process is a competitive bidding process and bid(s)/proposal(s) should reflect a business decision by the applicant of what price they are willing to provide the required services for within the funding constraints provided.
  5. Why such a drastic cut to Program 500 and PAS? In one area it is a $649,000 reduction from this year.. a 19% cut to their ISC/PAS/Bogard grants ..The explanation in FAQ #15 regarding reduction in funding clearly exceeds whatever the target was to " equalize" Program 500 which seems to be cut severely -How can the total amount in the ISC system remain the same in the NOFO and yet have such a major cut- why?
    • Program 500 and PAS funding levels were equalized.
  6. Since there is advanced monthly payment and FFS will we need to provide separate budgets for the grants (PAS, 500, Bogard) or just one for grants and one for FFS or just one overall budget?
    • Only one budget will be submitted for each area. ISSA services will be listed in the Grant Exclusive Line of the budget. Previous programs known as PAS, 500, Bogard, are being combined.
  7. In PAS #9 it says: Comply with all requirements associated with the Ligas Consent Decree. Does this mean ISCs will have to complete a PAS on individuals on PUNS, as they are "seeking services"?
    • Ligas has specific requirements per the current PAS Manual as to who is eligible to be a class member.
  8. In ISSA #24 we are required to resolve rejected billing related to Medicaid benefits and level of care re-evaluation (annually) Is there a report on the HFS/Medi system that will tell us when someone has their Medicaid eligibility due?
    • There is no report however HFS/Medi sytem can be used to obtain each individuals due date.
  9. The NOFO states: "ISSA Services it indicates the ISC will "Complete Vocational Rehabilitation (VR) referrals for individuals who have documented such services and supports in their Person Centered Plan.: To accurately determine what this would entail we would like to know if DHS/DDD and DRS have an intergovernmental agreement that delineates the ISC responsibilities. If so, will DHS/DDD share that agreement?
    • At the time of this posting information there is no intergovernmental agreement and procedures are outlined in DRS guidelines.
  10. If an ISC agency has a contract in one area, can they cover ISSA services in another? Does choice still apply of ISC Agency for individuals?
  11. In question Bogard #11. Provide transportation to facilitate the selection of employment and residential services among other options. Are ISCs really to provide transportation to BOGARD individuals (in non-waiver settings) if they want to look at employment or other residential options? Or facilitate transportation?
    • Yes, This information has been in exhibit a for Bogard contracts and will continue to be included in the grant.
    • The Bogard Service Coordination program provides the following support services to Bogard Class Members: Eligibility Requirements: The individual must be an adult with a developmental disability who has been designated in writing by DHS as a Bogard class member. Bogard class members are defined in the modified Bogard Consent Decree, pg.1, Section A., as persons, 18 years of age or older, with Developmental Disabilities (this term is further defined in Section III of the modified decree), who, on or after March 23, 1986, resided in an Intermediate Care or Skilled Nursing Facility in Illinois as a Medicaid recipient for a period of more than 120 days in the aggregate. No person first admitted to an Intermediate Care Facility or a Skilled Nursing Facility on or after April 1,1994, will be a member of the class.
      1. Provision of assessments and reassessments of needs and goals;
      2. Coordination of the Individual Service Plan (ISP)
      3. Specialized Service facilitation and brokering for persons in nursing facilities
      4. Development of natural support networks; v. Performance of activities to maintain or improve availability, accessibility, and quality of services
      5. Assistance with the procurement of adaptive equipment through the Department of Healthcare and Family Services
      6. Monitoring the implementation of the ISP, as well as the individuals health, safety and well-being, through site visits to residential and day program sites
      7. Utilization of problem-solving procedures to achieve conflict resolution
      8. Crisis Intervention
      9. Provision of transportation to facilitate the selection of employment and residential services among other options; and
      10. Provision of the Bogard choice process, as directed in the Modified Bogard Consent Decree.
  12. Deliverables # 1. OBRA 1 Not Completed: What would cause lack of completion of an OBRA 1? Even individuals that we deem withdrawn, or not eligible, have an OBRA 1 completed on them. Is this expected to be tracked thru intake as far as those that we deflect to DORS or DOA? But, even then, we complete part of the OBRA 1 to deflect them… Unclear of expectations to even track cases?
    • Not every current ISC has completed an OBRA 1 as required. The purpose of this deliverable is to make it clear what is required.
  13. Deliverables #2. Determined to be DD, with lack of choice offered:Is this referencing the completion of the 1238 choice form being completed with the DD PAS 10? Unclear of expectation, and hence, how to track it.
    • Each ISC will develop an internal system to track this is and report quarterly as required.
  14. Deliverables #3. Provide a list of individual where Linkage didn't occur:Is this referencing individuals that sought services, but, there is no services within county to meet needs, or provide services? Is this referencing intake as far as failing to provide linkage to Mental Health, DOA, or DORS?
    • All of the Above.
  15. Deliverables #4. Incorrect Crisis Referrals: Define "incorrect". Does that mean missing information that is required, or, does that mean determined not to meet crisis criteria/eligibility?
    • Both.
  16. Deliverables #13. List of necessary evals and assessments conducted of individual service needs, including Risk assessments: Does this mean ICAP? Psychological for PAS? PAS itself? (determines eligibility, Active treatment deficits, and if they need a guardian, all service need relational) Redeterminations? If Risk assessments are included in Discovery tools…..unclear on why one would need done independent of that?
    • List of Necessary evaluations and assessments is based on an individual's needs.
  17. Deliverables #13. List of necessary evaluations and assessments conducted of individual service needs, including risk assessments. #13 Required data: How Many People/Names/SSN/RIN/ Which Assessments Completed by County. Not quite sure what they are looking for, is this assessments we conduct/complete or a list of assessments we use whether we complete them or the provider (ICAP, risk assessment)?
    • Division is looking for list of assessments conducted/completed.
  18. Deliverables #16.List of funding requests returned by Division: Define what "for not being correct and complete" means?
    • Any reason that the Division would return a funding request is considered incorrect or incomplete.
  19. Deliverables #22: Listing of Desired Services not immediately available: Is this because services aren't offered in geographic location, or, because the services they want is from a specific provider that doesn't have openings? What if that person is seeking services from a specific provider, and the provider doesn't move forward with moving them into services even when there is an available opening to do so? Does this mean families that want a one-person home and DHS doesn't support that model?
    • All services not provided for any reason
  20. Deliverables #23. Listing of any Department approved waivers for exceptions to service requirements. (Example: Transportation time requirements) a. Required data: Waiver Justification/Approval Date/Listing of Who is Affected/Names/SSN/RIN/by County. I have no idea what they are referring to or what a transportation time requirement waiver is.
    • Any agreement by the Division to set aside a rule on a case by case basis is considered a waiver. See Rule 119 for an example.
  21. Deliverables #25: Quarterly expense reporting due by 15th of next month.We don't have all of our bills received by the 15th of the next month. We receive invoices at different periods from varies vendors. How can we provide anaccurate quarterly report by the due date?
    1. Bills not received by the 15th of the next month will be posted on the next quarterly report.
  22. Deliverables #26: Status of Each Ligas Class Member's progression to HCBS Waiver:What about the families that aren't responding to attempts to reach them to move the case forward? Or waiting on a specific provider? Or, haven't obtained Medicaid to move forward with services?
    • Document all of the above.
  23. Performance measures Question #19: 100% of Safety Plans developed to ensure health safety/welfare of individuals involved in Adult Protective Service Investigations. How does this apply when APS is determining abuse/neglect in situations that don't meet DHS's perspective abuse/neglect? Ex: APS determined neglect against caregiver when an individual has slept on a couch in the one bed apartment with caregiver for a number of years, because the care giver never financially arranged for a two-bed apartment. However, individual never sustained physical harm due to that situation. Guardian wasn't financially exploiting care giver because there was an independent payee that managed clients funds, the care giver just never had her house in order to move to a two bed apartment. There has been significant discrepancy between DHS's version of Criteria that meets crisis, and APS's version of abuse/neglect. Next, there is discrepancy in DHS's perspective of an adequate safety plan. Does an adequate safety plan entail phone contacts? Or, does it entail face to face visits? How does face to face visits ensure safety? Anything can occur after/before an ISC arrives at residence. If there were community resources to tap into to address safety plans, individual likely would have done that already, and not come in the direction of seeking funding.
    • A safety plan needs to be developed to address and resolve the issues identified during an APS investigation. Each case is to be evaluated on its own merit.
  24. Program Plan requirement #6. Describe your agency's qualifications as they relate to the requirements outlined in the Division's procedural manuals and applicable legislative rules. The list of manuals and guidelines that must be followed are not up to date. The ISSA manual is outdated and requires 4 visits. The information in the NOFO must be accurate for it to be a fair process. Will DDD either let folks know the manuals are outdated or update the manuals included?
    • Please use currently published procedural manuals and rules.
  25. Program Plan requirement #8 under states that you must provide addresses for all site locations and estimated travel times. This is information that will not be known until a bidder knows what service area(s) they have been awarded. How would you recommend this requirement be addressed in the NOFO?
    • When bidding on an area estimate travel times based on if your proposal was granted. Identify probable location of office.
  26. If your service area was changed, how do you obtain critical information for the NOFO for the new area. For example, Number of PAS, Crisis and Psychologicals that have been completed in the new area?
    • Division is only requiring you to report how you will assess and address any shortfalls in the area if chosen.
  27. What is the time frame for a face to face contact/meeting with bidders once the bid has been submitted? If no face to face will there be contact via phone or conference call?
    • There will no face to face or teleconference bidders meetings.
  28. Is there additional info for two year extension or will there be a separate contract or addendum to the existing contract? When will additional guidelines be made available for entities seeking a 2-year extension to the contract.
    • Each extension year agencies will receive a Notice of State Award and upon agreement between grantor and grantee new grant awards will be published and signed. Any additional requirements will be detailed in the grant, exhibits, attachments, or published guidelines, policies, or statutes. Agencies selected through the NOFO process will be granted extension to the initial 1-year grant except in situations where the agency hasn't met the terms of the grant. This would include issues such as failure to meet performance standards, failure to submit required reports, failure to complete necessary audits, etc.
  29. Will all Bids and proposals will be sealed, or will they be open to others once the award is made?
    • State Agencies shall keep a file of the grant award process that includes the written determination of award, grant application and requirements. The Grant Award file shall be available to Federal and State audit organizations, the Office of the Auditor General, and the Executive Inspector General
  30. If there are multiple bids for the same geography will all the bidders be made aware of the identity of the other bidders in that geography?
    • Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov. There will be no public disclosure of the identity of the other bidders in that
  31. Based on the answer to FAQ#25 are we to assume that deliverable #25 applies only to PUNS, PAS, Bogard, ISC and not ISSA?
    • No, ISSA costs will be reported with deliverable #25 as well. However, they will be reported as an hourly cost that is all inclusive. For instance, Name/SSN/RIN of the Individual receiving the ISSA services, date the services were provided, staff providing the service, and number of service hours provided.
  32. In section T of the required forms, under the Program Plan section, under B. Capacity, question 6 states Describe your agency's qualifications as they relate to the requirements outlined in the Division's procedural manuals and applicable legislative rules.
    • PAS Manual - http://www.dhs.state.il.us/page.aspx?item=53018
    • PUNS Manual - http://www.dhs.state.il.us/OneNetLibrary/27897/documents/DD/PUNSMANUAL021116.pdf
    • ISSA Guidelines - http://www.dhs.state.il.us/page.aspx?item=67698
      1. These links seem do not correlate completely with what is stated in Sections D, E and F for requirements of the ISC of PAS, PUNS and ISSA. The links for ISSA states 4 ISSA visits and approving ISP's, no mention of Discovery or Person Centered Plans, CIRAS, etc. while Section F states ISSA is to have 2 minimum visits and many other responsibilities. The PAS link makes no mention of Discovery and Person Centered Plans. Are we supposed to write to the requirements stated in B.6 as the question directs, or are we to incorporate Sections D, E, and F of the NOFO into our response disregarding contradicting sections of the program manuals? This discrepancy makes it difficult to write to the authoritative source of what we are required to do if we have to determine on our own what does and does not apply between the two sections.
    • Please refer to Question 50.
  33. When bidding a new region, do we need to assume that all desks, chairs and other office furniture will need to be purchased for the new office or will the new agency/company receive existing items purchased with DHS funding?
    • Yes, you would need to purchase any additional items for your offices.
  34. Deliverable #22 indicates we are to list desired services not immediately available. Is this referring to individuals on the PUNS list or individuals selected for services?
    • This is referring to individuals selected for services.
  35. If an agency/company is awarded several Regions, when the budget is finalized will they have a separate budget for each Region or one budget for all Regions?
    • Each geographical area is to maintain a separate budget.
  36. When completing a budget for a new Region , the budget will list many personnel as vacant since Staff will technically be working for the current ISC until July 1, 2019. Will the new personnel be listed in the final budget, following funding determinations?
    • The Division's program and fiscal staff will work with grantees to negotiate a budget for the final grant award.
  37. Can Managed Care agencies/companies compete in this NOFO process? 
    • No. Managed Care agencies/companies cannot determine eligibility for HCBS Waiver services. Eligible applicants include: Nonprofit Organizations, For-Profit Organizations, and Government Organizations that are not providers of State Plan Home and Community-Based Services. Applicants must be conflict of interest free and therefore cannot provide direct services.
  38. In Question 17 it states that a separate main office is physically required for each ISC region. In the NOFO under A. Purpose, it stresses the importance of an ISC agency being conflict free in providing ISC services. Can an applicant subcontract the ISC work to another vendor or do all ISC staff need to be employees of the ISC agency that is awarded the grant?
    • Any Contractual Services and Sub-Awards would need to be listed in your budget. The grantee agency would be responsible for monitoring any sub awardee and ensuring conformation with all requirements of the NOFO, GATA and the Division. As DDD will only have a grant agreement with the grantee, the Division will only recognize and acknowledge the grantee's name and FEIN when doing business. All subcontractors of the grantee must also use the grantee's name and FEIN when doing business under this grant. In addition, the office location would be required to be identified by title and name with the awarded grantee agency to prevent confusion.
  39. If an agency/company is awarded funding for more than 1 Region, will they be given access to ALL individuals in the Birdseye data base who are in their new Region by July 1, 2019?
    • The Division will ensure that all required records will be forwarded to the awarded agencies prior to July 1, 2019.
  40. If an agency is bidding on more than one geographical area how will they differentiate in CSA for their budgets?
    • Geographical area will be indicated in the CSA system when entering a budget by adding a numeric Geographic indicator (A=01, B=02, C=03 etc.) at the end of the NOFO # (ex, 20-444-24-1721-12 for area L).

screenshot of csa system budget page

  1. Will the payment system within DHSDD for ISSA 50D be able to handle 12 different rates for the same service?
    • We are asking the applicants to submit bid(s)/proposal(s) on what price they are willing to provide the required ISSA services for based on the total number of people that are eligible to receive services in each area. The NOFO process is a competitive bidding process and bid(s)/proposal(s) should reflect a business decision by the applicant of what price they are willing to provide the required services for within the funding constraints provided. In the NOFO under #3 Selection Process it states that "The Division reserves the right to negotiate with successful applicants to adjust award amounts, service areas, etc." The Division intends to calculate an average statewide cost rate for ISSA services using the grant proposal submissions as a tool to help calculate this rate. The Division will then notify the successful applicants of any adjustments to budget proposals prior to award acceptance.
  2. On page 18 of the NOFO, it refers to a Program Plan (template provided). Where do we find the template? I do not see a link.
  3. Does the application have any technical requirements, for instance are there page limitations or expectations, font/ font size or structural preferences?
    • There are no technical requirements for the NOFO.
  4. If an agency is awarded the NOFO for a geographic area but individuals/families in nearby geographic areas, that they previously covered, and the guardian/person sign paperwork to that effect before June 30th will they remain with the ISC agency they choose on your form?
  5. How are ISC Agencies to be able to get reports to determine if individuals have their Medicaid coming due? The current access to the Medi-system only allows us to check if one individual's Medicaid is valid going back for a 90-day period at a time, then we can see the determination due date for that one person. It would require us to look each person up one at a time.
    • There is currently no report at this time please see Question 34.
  6. The NOFA states, "A Programmatic Risk Assessment must also be completed for each separate grant for which an applicant intends to apply." The Programmatic Risk Assessments for last year's grants are the only links available.
    1. Is it necessary to complete the PRAs using these links or will the PRAs be completed after an organization has been selected for an award, but prior to the grant execution?
      • A Programmatic Risk Assessment (PRA) must be completed for this grant prior to approval.
    2. If it is necessary to complete these before submission of the application, will links for PRAs for the FY20 grant applications be provided?
      • The PRA link is already available on the Developmental Disabilities Grant Information - FY2019 Page. Please use the PRA Link Attached.
  7. Concerning the Internal Control Questionnaire, there is not one available on the GATA site for FY 20. If it is required as part of the NOFO submission, where do we locate it?
    • All current agencies that have completed an ICQ for Fy19 have already met this requirement. Any new bidding agencies would need to complete the FY19 ICQ.
  8. With the ICQ and Programmatic Risk Assessment, do we do one for each Region we are bidding, or just one for our agency?
    • The Programmatic Risk Assessment and ICQ need to be completed for each agency for each grant. Even though this grant is divided into regions it is still only one grant.
  9. If applying for more than 1 Region are all Applications and documentation submitted in 1 email or separately for each Region?
    • A separate email is required for each geographic area.
  10. On the Cover Sheet it asks for "Geographic Areas", do we put all of the areas we are bidding on this line, or do we do a separate Cover Sheet for each area?
    • A separate coversheet will be needed for each geographic area in which you bid.
  11. It is our understanding that we must complete an Application and Program Plan for each region, separately, correct?
    • Yes, a separate application and program plan is needed for each geographic area.
  12. Regarding the recent email from DHS regarding the 2019 PUNS selection, is the Division intending for ISCs to include the increased number of participants in their FY20 NOFO competitive budget response or is this something that will be negotiated in July following the actual PUNS selection?
    • We included estimated numbers for PUNS in the numbers that are provided in the NOFO. Adjustments will have to be made to FY2020 starting totals, if estimates prove to be inconsistent. Additionally, a midyear review will be completed and ISC agencies can request adjustments through this process for additions that have not been accounted for.
  13. Deliverable #17. List of instances where the Personal Care Plan was deemed by BQM interview to not accurately reflect the current needs and preferences of the person as documented in the Discovery Tool. Since BQM conducts its review process at service providers, can we assume that all PCP findings will be shared with ISCs so ISCs can, in turn, include them in the quarterly report?
    • Yes. Copies of all review activity by BQM will be provided to the applicable ISC agency upon completion of the agency review.
  14. In working through budget numbers and referring to Questions 3, 15, 31, and particularly question 67, the Division seems to ignore the difference in costs to provide services to the different regions of the State. The agency budgets are comprised primarily of salaries, benefits and occupancy (over 90%) - these costs vary drastically in relation to the different costs of living in the various regions. Is there any recognition by the Division that by "equalizing" funding, those agencies that operate in higher cost of living areas will not have their costs covered and those agencies that operate where cost of living is lower will actually have excess funding? Is that the intention of the Division in their effort to "equalize" solely based on per capita averages?
    • The Division brought this issue to the ISC's during a quarterly meeting and explained that the existing funding model had many inconsistencies including inequities in the distribution of funds on a geographical basis. The existing model had some regions with lower cost of living receiving much higher rates than areas with higher costs of living and vice versa. The Division solicited input from the ISC's on how to correct this issue. The Division decided that the most equitable methodology was to use per capita as the principle for the distribution of Program 500 and Program 780 funds.
  15. Is the grant exclusion line item category included on the indirect cost schedule?
    • If you have a current Negotiated Indirect Cost Rate Agreement (NICRA) from the federal or state government, you can choose which line items are included in the distribution base of your Indirect Cost Rate. If you are choosing the 10% De Minimis you cannot apply it to patient care and thus ISSA would be excluded. If you choose no rate it cannot be applied.
  16. In developing the ISSA cost structure are we to include In-Direct expenses in our hourly rate proposal?
    • All Expenses are to be calculated and included in the hourly rate proposal for ISSA Services.
  17. We understand that the ISSA payments are provided to the agency and are based on the rate that we set to cover all expenses. We also understand that the ISSA payment is based on the "fee for service" model. Unfortunately, what we don't understand is what the Advance Monthly Payment is in reference to and how we are to calculate the value needed from this area.
    • The Advance Monthly Payments refer to the requirements covered in the Notice of Funding Opportunity in Sections C - Initial Eligibility and Linkage, D - PUNS, E - Pre-Admission Screening (PAS) and Choice Options, and G - Bogard Class Members. Calculations should be calculated by using factors such as the cost the agency will incur by providing the required services, based on the geographical area, population, and assessment of needs, etc. Ultimately, the agency will make a business decision about how much they will charge the state for these services within the range of available funding.
  18. Concerning receipt of DHS funding, will the State advance revenue for the implementation of the NOFO to additional Regions? For instance, Current ISC's cannot use FY 19 revenue to assist with the startup of the NOFO for expenses such as rent, phones, payroll. If the current ISC makes purchases of service or product with non DHS funding before July 1, 2019, the State will not reimburse for those expenses since they occurred in FY 19, correct?
    • Correct
  19. Does the State anticipate that there will be a delay in funding for the first 6 weeks of FY 20? If so, this will make it incredibly hard for new Regions to make payroll, etc.
    • We cannot anticipate when funding will be available. Availability of funding is determined by the Legislative Branch and the Governor's Office.
  20. The Uniform NOFO Summary Information (FY19 Version) requires all applicants to be in compliance with any Federal or State requirements. In the ISC/NOFO, it states that all applicants "must agree to adhere to all applicable portions of the Program Manual for fiscal year 2020." Without seeing said Program Manual because it has yet to be released, how are applicants expected to adhere to an unknown, nonexistent document?
    • Consistent with #50 above, please use currently published procedural manuals and rules.
  21. The Uniform NOFO Summary Information (FY19 Version) includes a Section entitled "Anticipated Announcement and State Award Dates, if applicable." Unfortunately, the ISC/NOFO does not provide specific information regarding when the award announcements will be made. Given the work that will need to be undertaken to be ready to begin serving individuals and families by July 1, 2019, the DHS/DDD must provide an anticipated timeframe by which awards will be announced.
    • DDD anticipates that all applicants will be notified of selection or non-selection no later than January 2, 2019.
  22. The Uniform NOFO Summary Information (FY19 Version) requires that any NOFO address the State awarding agency will utilize when evaluating applications so that the application process is transparent and so that applicants are able to make informed decisions on their applications. These criteria requirements can also be found in the Grant Accountability and Transparency Act (30 ILCS 708). The criteria provided in the ISC/NOFO is as follows: Need - Description of Need/Executive Summary; Capacity - Agency Qualification/Organizational Capacity; and Quality of Programs/Services. This criterion is very general and provides little to no detail or transparency as to how the three-member selection team will go about awarding grantees.
    • Additional information about Need, Capacity and Quality have always been available at the end of the NOFO under Program Plan Requirements. In the interest of ensuring that this information is not overlooked, it has now been added to Section E. 1. Criteria.
  23. It is believed that the ISC/NOFO has been updated since its original publication. Without an announcement or any communication of changes to the NOFO, how will applicants know what additional requirements/criteria upon which they are being judged? Or, how will applicants who have previously submitted applications know if their application is complete? If the NOFO has been updated or changed, it is imperative that the DHS/DDD communicate those updates/changes to potential applicants in a timely manner (ahead of the submission deadline).
    • Early in the NOFO process, an error in the calculation of estimated total for waivers in some areas was detected. See question #2 above. Also, a formatting change resulted in a page reduction. See question #4 above. Potential applicants were notified of this change via the NOFO Q & A. Since the early days of the NOFO, no additional changes have occurred until very recently when a reformatting occurred. The newly posted NOFO is reflective of the new format and current ISC providers have been notified of this directly.
  24. The division has not posted current, up-to-date procedural manuals and rules for potential bidders to utilize in the development of their program plan as instructed in the NOFO. How can potential bidders possibly use this type of information in their NOFO submission and how can such information be used to measure performance?
    • Consistent with #50 above, please use currently published procedural manuals and rules. As to performance measures, the NOFO clearly delineates what the expectations are.
  25. Does the Uniform Budget, once completed, get submitted through the CSA, or is it an attachment to the Program Plan, or both?
    • We will print the Uniform Budget out of CSA to match up with the applications.
  26. Do we need to submit the Programmatic Risk Survey on line after completion, or print and submit with the Program Plan, or both?
    • The Programmatic Risk Assessment can be submitted online.