0833 Questions and Answers

Residential/ In-Home Respite Notice of Funding Opportunity Questions and Answers

1. We are an agency with CILA homes. For the Residential respite do we need to have a dedicated bed in the same home or could that bed fluctuate between our homes? I understand that the bed must not belong to someone else, but we have some individuals who move between our homes, so our open bed might also move. If we are wanting to provide both Residential and In-Home respite as options, but if we only receive requests for Residential, would that still be ok to use the allotted grant amount for all Residential? Must we set aside a certain amount for In-Home and Residential?
   1. The Provider would be able to provide residential respite at various licensed sites within their agency as long as the open bed is not assigned or intended for an individual filling a capacity in the home.
   2. This respite allocation can be used interchangeably between the two programs and must be used to serve as many individuals as possible within the awarded amount. 
2. I work as a director for a volunteer respite program that provides an in-home break (three to four hours a week) to families in three counties. Since the money would not be to reimburse a respite worker (we use trained volunteers for in-home and our site-based programs utilizes college service learning and high school students), could it be used to pay for the family's program fees ( a minimal monthly fee for 12 to 16 hours of respite a month to cover background checks, training, CPR and FA certification, and admin costs) also a small fee (to cover snacks, arts and crafts and sensory activities and training) ? 
   1. No. The intent of the Residential and In-Home Respite program is to fund staff support. 
3. If we applied for an in-home grant, would the respite workers need to be paid? Would specific training need to be conducted? Could our site based three-hour per month respite program be eligible under this grant? Our site-based programs are all through partnerships (mostly park districts who allow us to use space for free) and offer the families a chance to have their child interact and play with other children. This program provides a break also to the siblings so that we can support inclusion and support children of all abilities.
   1. The proposed site-based program appears to align with our Group Respite program. However, it may only be offered to individuals diagnosed with a developmental disability.
4. Do we need to send in each piece of the application as it is completed or all at once?
   1. Please complete each piece of the application and then send the entire application packet as instructed in the NOFO. Please refer to Section D and Section E of the Residential/ In-Home Respite NOFO for more information. 
5. Can a provider apply for all 3 Respite programs?
   1. Provider agencies may apply for as many or as few programs as they wish. However, a separate application packet would be needed for each NOFO.
6. Are agencies that provide residential group home services eligible to participate in this funding opportunity?
   1. As long as the residential service provider maintains the appropriate licensure and training requirements to provide services they would be eligible to bid.
7. We want to confirm that all agencies are required to submitted new grant applications for program 87D-In-Home Respite. I know last year, we just needed to complete the risk assessment and our old contract was continued.
   1. The Division of Developmental Disabilities is required to issue a Notice of Funding Opportunity (NOFO) at least every 3 years, unless granted exception or extension from the Grant Accountability and Transparency Unit in the Governor's Office. The current Residential/In-Home Respite NOFO was implemented in Fiscal Year 2017 with 2 years for renewal. The Fiscal Year 2020 is now the opportunity for any current or new providers to apply for that funding. Any applicants including existing providers would be expected to meet all requirements listed in the published NOFO.
8. I had a question regarding the new respite NOFO. In the past, respite in-home rates varied depending on the service type level from 1 to 3. After reading the NOFO, it is my understanding that the levels are gone, and each agency can propose their own funding level. Is this correct?
   1. No, please use the rates listed below:

9. Are agencies licensed to provide residential group homes for children eligible to apply for this opportunity?
   1. Please see question # 6.
10. The Award Range is listed as $7,845 to $600,000 to fund 20-30 Anticipated Awards. What is the total amount of funding available for the Residential / In-Home Respite Category? How many organizations in Illinois currently receive funding in this program category?
    1. The total funding amount is listed in Section B of the NOFO. $6,0296,413.00
    2. We currently have 25 providers.
11. We have not been required to complete quarterly reports for FY19, but will we have to for FY2020 if approved for grant?
    1. Yes, The FY2020 NOFO contains reporting requirements for providers.
12. We are currently an 87D In-Home Respite provider and are interested in serving more areas in the upcoming year. Is it ok to submit 2 different applications for 87D if the intent of the programs is different?
    1. As the Residential/In-Home respite grant is not divided by service areas you would only need to submit 1 application but detail the intent of your funding in your program plan. If your agency is proposing to expand the number of people or geographic areas your agency serves please clearly identify this in your proposal.
13. Can 87D In-Home Respite Care be provided to families in a voucher fashion or should this only be done through the Voucher Respite Program?
    1. In-Home respite is to be provided by DHS contracted staff and therefore could not be vouchered. Please review Voucher Respite for vouchering information.
14. For the Residential Respite grant, will the rates increase next fiscal year? With the mandated increases in minimum wage, it will be very financially challenging for organizations to staff Respite positions with benefits, etc. even at the $18.01 level.
    1. We are currently awaiting legislative approval of FY2021 appropriations. We will review this in the future.
15. In all of the grants, can an agency build in case management or other supports that families need related to Respite? Providing Respite services takes a lot of coordination by a case manager. 
    1. No. Case Management is not an available service in the Respite NOFO. Resources for respite are limited and are to provide actual respite services to the individual. Each respite funding level has a portion of the rate for administrative duties to provide respite services.
16. One of our applications three years ago was 135 pages because of the large number of staff who work the Respite program and the resumes were attached. Can we abbreviate the DSPs credentials that we have employed to stay under the 100 pages?
    1. Yes, DSP credentials can be stated without providing entire resume for each individual.
17. The applications state that "Individuals enrolled in DDD funded residential services are not eligible to receive respite services"- Is the Home and Community Based waiver considered a DDD funded residential service?
    1. No. Home and Community Based Service (HCBS) Waivers are federal programs that help provide services to people who would otherwise be in an institution, nursing home, or hospital to receive long-term care in the community. HBS or Home Based Support Services is a DDD program designed to enable children and adults to remain living in their home while receiving services that support them to achieve their personal outcomes; HBS program provides a monthly allocation that can be used to purchase an array of services.
    2. Individuals enrolled in DDD funded residential services are not eligible to receive respite services. A person who has a Developmental Disability AND does not receive any DD funded service is eligible to receive respite. Individuals who are enrolled in HBS or a community day program are eligible to receive Residential Respite (89D) services only.
18. For both Group and In-Home Respite grants under Deliverables 2a it requires that we report RIN numbers and Social Security numbers of people we are not able to serve. Over the many years we've provided respite, we have found that families are very reluctant to share their social security numbers when a service is not available to them. In addition, not everyone who requests services knows what a RIN is, or has Medicaid so there is no RIN number to collect. Therefore, we have not historically collected this information and anticipate there may be some difficulty in gathering this in the future. Is it possible that this data collection would be reconsidered?
    1. The Division will be collecting this data to document the need for increased respite funding in the future. Everyone's participation by providing this information will help justify future funding increases and potentially meet their need.
19. Is the Program Plan different than the Program Narrative?
    1. The Program Plan requires much more detailed information than the Program narrative in order to score the application. Please review the Notice of Funding Opportunity Section B # 9 for more detail.
20. The NOFO lists out in sections D and E that all applicants must submit the grant application as well as a program plan, and it further details how the program plan will be scored. However, in the link for the grant application, it says that a program narrative is required. Should we submit the grant with a program narrative per the information listed in the link for the grant application, or should we have a program plan, as described in the NOFO?
    1. All NOFO's are required to have a completed program plan as part of their application. This document should encompass all details of the narrative as well as additional information to be scored.
21. On the DDD Current Rate Table, the Respite in-home reimbursement rates indicate Levels 1, 2 and 3. Can you tell me where I can find how these levels are defined?
    1. Level I: Individual exhibits serious maladaptive behaviors: has a severe physical impairment or needs intensified habilitation programs. Service may be delivered by a staff person with a bachelor's degree, or equivalent demonstrated expertise, experience and training with individuals with a developmental disability.
    2. Level II: Individual exhibits a low frequency of minor adaptive behavior problems; has a manageable physical handicap or is in need of ongoing individualized plan programming. Service may be delivered by a staff person with a least an associate degree or equivalent demonstrated expertise, experience and training with individuals with a developmental disability.
    3. Level III: Individual Requires minimal care and supervision. Service may be delivered by a staff person with at least a high school diploma or equivalent demonstrated expertise, experience and training with individuals with a developmental disability.
22. On page 1 of the FY'19 Notice of State Award in the Program Description section under the heading EXEMPTIONS, it states "Fixed amount awards are exempt from 2 CFR 200 Subpart E - Cost Principles - Indirect Costs." The NOFO states that Indirect Costs are allowed and there are No restrictions on Indirect Costs. However, there are several mentions of 10% or less for administrative costs throughout the remainder of the document.
    1. Yes, Fixed amount awards are not eligible for an indirect cost rate. We have corrected the NOFO and GATA publication.
23. What are areas in Illinois that are underserved or that can benefit from additional services? Do you know where we can look to confirm this information?
    1. Please see table for Fy19 Provider cities.

24. I have already completed the Grant Accountability and Transparency Act (GATA) section of the grant request process. My question is "I only need to do this process once, no matter how many grants I am writing, correct?"
    1. Agencies are only required to register and Pre-Qualify in the GATA Portal one time.  This information is then used by all agencies under GATA for any grant opportunities in which you apply.
25. I know in 87D families are only allowed 360 hours of service a year. Does that number apply to all forms of Respite Care or can a family get 150 in 87D, 150 in Voucher and 150 in Group Respite?
    1. The hours each individual receives are need based and each proposal should include information about the criteria used to determine the service hours.
26. For both Group and In-Home Respite services: Our agency has numerous sites but respite services will not be happening at all of these sites. The application asks for "addresses for all site locations and estimated travel times for clients to reach nearest location". If services are not taking place at all sites, should we include addresses for sites that respite services are not taking place?
    1. Only information regarding locations that will provide respite services is needed.
27. Has the reimbursement rate changed for residential respite since the last Respite NOFO? The questions and answers page for opportunity 0833 show that 87D Level one reimbursement is 18.01 per hour - the same thing it said a few months ago when we were applying the first time around. I was wondering if this has changed at all since the passage of the state budget. Any insight you can provide here will really help us with our budget projections.
    1. At the time this NOFO was published there has not been any change of rates that are set. If rates are recalculated then the agency will provide information at a later date.
28. Given that we are planning to be the grantee and subcontract with local service providers in the priority counties, I am wondering if there are any specific subcontracting restrictions? I did not see anything in the NOFO online, but For example, do all subcontractors need to meet the NOFO eligibility criteria? Are there any other considerations you think we should be aware of with respect to subcontracting?
    1. Both grantee's and subcontractors are required to meet the GATA requirements for the NOFO. In addition it is the Grantee's responsibility to monitor any subcontractors that they may have.