Summary Information
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|
| Awarding Agency Name |
Illinois Department of Human Services |
| Awarding Division Name |
Division of Rehabilitation Services |
| Agency Contact |
Kristin Wagner Kristin.Wagner@illinois.gov |
| Announcement Type |
Non-Competitive |
| Funding Opportunity Title |
Supported Employment Program - Exempt from Grant Application, Notice of Funding Opportunity, Merit Based Review, Uniform Grant Agreement |
| Funding Opportunity Number |
N/A |
| Application Posting Date |
N/A |
| Application Closing Date |
N/A |
| Catalog of State Financial Assistance (CSFA) Number |
444-30-0618 |
| Catalog of State Financial Assistance (CSFA) Popular Name |
SEP |
| Catalog of Federal Domestic Assistance (CFDA) Number(s) |
84.126 |
Applicant Eligibility
1.Project Description
The Department of Human Services Division of Rehabilitation Services (IDHS-DRS) requires the timely execution of all initial and amended contractual agreements. Providers will have 14 business days to sign and return the required contract documents issued by the State, which may include one or more of the following: initial contract signature page, amendment page, Financial Disclosures and Conflicts of Interest, Standard Certifications, and the Taxpayer Identification Page. Non-compliance may result in a modified start date of the contract to align with the Providers submission of the required execution documents. Providers will not be reimbursed for services provided in advance of the modified start date. When a contract amendment is issued to reduce the value of the contract, non-compliance may result in the full de-obligation of the contract balance regardless of the amended amount. This contract is for purchase of services related to the Supported Employment and Vocational Rehabilitation Program between IDHS-DRS and the Community Rehabilitation Provider previously named in this agreement, and thereafter referred to as Provider.
The services provided by the Provider are only available to participants in Vocational Rehabilitation (VR) services from the designated state unit, and in accordance with those who are eligible with an approved Individualized Plan for Employment (IPE).
Supported Employment (SEP) is a program under the direction of IDHS-DRS Vocational Rehabilitation (VR) Program. This program assists individuals with most significant disabilities, hereafter referred to as customer, through on-going support in obtaining and maintaining competitive integrated community employment (CIE). VR regulations established under the Workforce Innovation and Opportunity Act (WIOA) and subsequent guidance from the Rehabilitation Services Administration (RSA) find that there are three key components to determining whether a given job meets the criteria of competitive integrated employment: competitive wages and benefits; integrated location, which means that it is a job that is "typically found in the community"; and opportunity for advancement. CIE is integrated employment within the community which pays the Customer (employee) at least minimum wage or a wage commensurate to the prevailing wage for those individuals without a disability, applicable fringe benefits, and the opportunity for advancement.
Individuals participating under this contract will have been determined Most Significant, be certified for SEP services, and have a SEP Justification written by the IDHS-DRS counselor. A Supported Employment Individualized Plan for Employment (IPE) will be completed by the IDHS-DRS counselor. Providers are expected to employ a variety of techniques and services necessary in assisting the individuals with maintaining community based competitive employment consistent with the employment outcome goal identified on the IPE. Services under this contract may include but are not limited to assessments and evaluations of job readiness and job retention services, including observation, and monitoring. As well as direct on-the-job supports including job coaching are also included and designed as follow- up services to ensure job stability and job performance.
Prior written approval from IDHS-DRS is required when the employer of record is the Provider billing for placement services. No payment will be made without this written approval. IDHS-DRS will evaluate the nature of the job placement and determine whether it meets the criteria for "competitive integrated employment" as defined in the WIOA and is consistent with the guidelines provided in RSA Technical Assistance Circular TAC-06-01.
Staffing to discuss progress towards goals, share concerns or successes will occur every eight weeks, from the time of referral to the Provider, and continue throughout the lifetime of the case. Staffing's minimally will include the customer/guardian, Provider, and IDHS-DRS. Others may join at the request of the customer.
Signed staffing reports must be submitted to IDHS-DRS by fax, email, and/or regular mail following the staffing. The staffing report at minimum must include the following information: employer, hours worked, wage, progress on the job, and what supports were provided to the customer by the Provider. IDHS-DRS counselor will sign and return signed staffing note to the Provider to maintain in their Provider files.
SEP is made up of eight total Phases and is broken into two categories. The first is Training, Development, and Placement (TDP) and the second is Supported Employment. Each Phase is earned only one time per customer.
TDP:
Phase 1: Assessment and Plan - Evaluation of the individual's abilities and capabilities for employment; develop a plan to provide training, job development and placement services leading to employment. An assessment and an Individualized Provider Plan (IPP) are required to bill for services. These must follow and contain the components listed in the CRP program manual.
Phase 2: Job Development and Placement - Provision of training and supports necessary to achieve employment; identification of prospective employers; contacting business to arrange placement, and job placement. Employment must be obtained to be considered for payment on this Phase. Documentation of employment, including start date, rate of pay, hours to be worked, and a progress report detailing what services were provided to the customer must be submitted to bill for this Phase.
Supported Employment:
Phase 3: Hire in competitive job - Hiring of the individual by an employer in an ordinary or customized position. Verification of employment, including wage records will accompany this billing. After day 5 of employment, this may be billed. Depending on the last staffing date, it can be best case practice to hold a staffing at this time since the next four Phases occur at 8-week intervals, with all other criteria met.
Phase 4: First Staffing with continued employment (8 weeks after employment) -Staffing report that the individual has maintained employment with appropriate support. The staffing report at minimum must include the following information: Employer, hours worked, wage, progress on the job, and what supports were provided to the customer.
Phase 5: Second staffing with continued employment (8 weeks following 1st Staffing -Phase 4) - Staffing report that the individual has maintained employment with appropriate support.
Phase 6: Third staffing with continued employment (8 weeks following 2nd staffing - Phase 5) - Staffing report that the individual has maintained employment with appropriate support.
Phase 7: Fourth staffing with continued employment (8 weeks following 3rd staffing -Phase 6) - Staffing report that the individual has maintained employment with appropriate support.
Phase 8: Fifth staffing with continued employment (8 weeks following 4th staffing -Phase 7) - Staffing report that the individual has maintained employment with appropriate support.
2.Deliverables
Services under this contract, Providers support the individual with a disability to achieve CIE using one or more of the designated activities below. Deliverables are customer specific and unique to the IPE and the vocational goal listed.
Designated Activities:
a. Assessment - Assess the individual through observation of job readiness, transferable skills, social and personal characteristics, vocational interest, employment preferences, and retention and coping skills, and develops a job match profile.
b. Job coaching - Supports an individual in maintaining satisfactory work output once employed. Job Coaching may involve one-on-one personal training while the individual is working, observation of the individual with only limited direct intervention, one-on-one meetings with the individual to discuss work-related progress or issues, suggestions for enhanced efficiency and productivity, creative use of pictorial or other cues to direct task completion, development of natural supports in the workplace, and any other tools or techniques deemed appropriate in helping an individual to achieve satisfactory work output and to maintain or retain employment.
c. Job Development and Placement - Uses job match techniques and assists the individual in identifying specific jobs that are available and accessible in the community. Job readiness, job seeking, and retention skills training can be used to develop necessary skills to enable the individual to secure the job and to develop an understanding of how to keep the job.
d. Job Retention - Is provided to the customer if he or she needs training, monitoring, or job coaching for specific tasks associated with the job. Services may also involve working with the employer, co-workers, and family members to enhance the customer's job stability. These services are expected to decrease in frequency and eventually be discontinued as the individual's performance on the job is stabilized.
e. Skills Training - Trainees become acquainted with the daily routine of work and develop specific vocational skills, including the use of basic occupational tools and equipment. Training is provided for the purpose of employment in a specific occupation.
f. Career Development Services - supports an individual in developing a clear vision regarding the individuals preferred employment outcome, establishes the steps needed to achieve this outcome, and supports the individual in navigating each of these steps. Career Development supports an individual in directly connecting with appropriate identified community-based employment opportunities.
The following billing and reporting requirements apply:
1. The provider must submit to the IDHS-DRS Local Office(s), where the customers are served, and the IDHS-DRS Contract Advisor the Monthly Group Billing Sheet either by fax, e-mail and/ or regular mail within 5 business days of the beginning of the month. Billing sheet must include Customer name, last four of the SSN, and the service being billed. Identification of month/year, IDHS-DRS Office location being billed, and Provider demographic information will also be included.
2. If there is no billing for that month, an e-mail can be sent stating that to the IDHS-DRS Contract Advisor. Local IDHS-DRS Office cc'd as requested.
- A roster of customers being served on the contract for the FY will be sent to the Local IDHS-DRS Office and the IDHS-DRS Contract Advisor. This will assist with forecasting utilization needs on the contract.
- Verification of employment will be submitted with Phase 2 through 8 to the Local IDHS-DRS Office and the IDHS-DRS Contract Advisor. This will include wage records, or paycheck information. This may then be reviewed by IDHS-DRS Quality Assurance.
5. IDHS-DRS counselor will review and approve billing for Phases based on documentation provided. They then submit to their IDHS-DRS Supervisor who reviews and submits to the IDHS Contract Advisor by the 15th of the month, or the following business day if this falls on a weekend or holiday.
6. On-site reviews of contractual requirements, including Provider files, will be performed every three years. Based on findings, a Corrective Action Plan may be issued, with a return visit within a six-month time frame to assess compliance.
7. IDHS-DRS Contract Advisor will conduct quarterly meetings to review utilization of the contract and reconcile billings with the Provider. This will include an additional layer of verification.
8. Final Reconciliation of a contractual agreement will follow prescribed timeframes communicated annually, or final payment could be delayed, or even denied.
The following information is critical to ensure timely payments and program operations:
1. Incomplete, inaccurate forms required for payment will result in delayed payments.
2. Non-compliance per Provider Responsibilities/Assurances may result in suspension of payments until DHS/DRS is satisfied that compliance concerns have been addressed.
Program Standards:
Accreditation - Per IDHS-DRS Rules found at 89 IL Adm. Code 530.5 part 530 Criteria For The Evaluation Of Programs Of Services In Community Rehabilitation Agencies : Sections Listing
Per Administrative Rule 530, if accreditation is required, the Provider must submit a copy of the most recent national accreditation survey report to Transition and Community Rehabilitation Services (TCRS) by email to (DHS.CommunityResources@illinois.gov) or by regular mail within 30 days of receipt.
Provider is required to comply with all provisions outlined in 2 CFR 200.327 Contract Provisions, Appendix II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.
In addition to other provisions required by the Federal agency or non-Federal entity, all contracts made by the non-Federal entity under the Federal award must contain provisions covering the following, as applicable.
(A) Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.
(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement.
(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of "federally assisted construction contract" in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor."
(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland "Anti-Kickback" Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.
(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of "funding agreement" under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that "funding agreement," the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency.
(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended-Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
(H) Debarment and Suspension (Executive Orders 12549 and 12689)-A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
(I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)-Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
(J) See § 200.323 .
(K) See § 200.216.
(L) See § 200.322.
3. Pricing
Supported Employment Program (SEP):
TDP:
Phase 1 (Assessment and Plan): Up to XX customers can be served at a rate of $1,100 each.
Phase 2 (Job Development and Placement): Up to XX customers can be served at a rate of $1,600 each.
Supported Employment:
Phase 3 (Hire in Competitive Employment - 5 days of employment): Up to XX customers can be served at a rate of $1,200 each.
Phase 4 (First Staffing with Continued Employment - 8 weeks after employment): Up to XX customers can be served at a rate of $2,600 each.
Phase 5 (Second Staffing with Continued Employment -8 weeks after 1st Staffing - Phase 4): Up to XX customers can be served at a rate of $1,900 each.
Phase 6 (Third Staffing with Continued Employment -8 weeks after 2nd Staffing - Phase 5): Up to XX customers can be served at a rate of $1,350 each.
Phase 7 (Fourth Staffing with Continued Employment -8 weeks after 3rd Staffing - Phase 6): Up to XX customers can be served at a rate of $900 each.
Phase 8 (Fifth Staffing with Continued Employment - 8 weeks after 4th Staffing -Phase 7): Up to XX customers can be served at a rate of $892 each.
Maximum payment per customer is $11,542 for completion of all employment Phases.
Monthly Provider submits billings for payment upon completion of Phases.
All billings should be reconciled during the quarterly meetings with the IDHS-DRS Contract Advisor. Missed billing for 1st and 2nd quarter, will be submitted no later than the last business day of January. Missed billing for 3rd and 4th quarter will be submitted no later than the 5th business day of July . No reimbursement for billings submitted after those deadlines will be approved.
Notwithstanding the content outlined in Section 2 Pricing and Section 2 sub section's Types of Pricing and Price for the Initial Term, changes or modifications to Vendor's Pricing are strictly prohibited without prior written approval from the IDHS-DRS Transition and Community Rehabilitation Services Manager. Modifications made without prior written approval will not be reimbursed by the Division of Rehabilitation Services. Nothing in this section shall be construed to affect the meaning of the Section Maximum Amount.
Funding may not be used to pay for alcoholic beverages; and cannot be used to pay for entertainment, which includes costs for amusement, diversion, and social activities. A Provider hosting a meeting or conference may not use funds to pay for food for conference attendees unless doing so is necessary to accomplish the legitimate meeting or conference business. Providers must receive written pre-approval to use grant funds to host a meeting or conference that includes food. Furthermore, all meeting or conference materials or publicity of any nature paid for with these funds must include appropriate disclaimers that identify the IDHS-DRS as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative.
All publicity and/or public action must also include a provision that the contents do not necessarily represent the policy of the IDHS-DRS nor is it an endorsement. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Provider individually or jointly with others, with respect to the program, publications, or services provided resulting from the grant agreement or subsequent amendments
4.Performance Measures
Performance measures will be reported monthly to the IDHS-DRS Contract Advisor on the Group Billing Sheet.
# of customers referred for SEP to the Provider.
# and % of customers referred participating in Phase 1. This will be measured via submission of the Monthly Group Billing.
# and % of customers participating in Phase 2. This will be measured via submission of the Monthly Group Billing.
# and % of customers participating in Phase 3. This will be measured via submission of the Monthly Group Billing.
# and % of customers participating in Phase 4. This will be measured via submission of the Monthly Group Billing.
# of customers participating in Phase 5. This will be measured via submission of the Monthly Group Billing.
# of customers participating in Phase 6. This will be measured via submission of the Monthly Group Billing.
# of customers participating in Phase 7. This will be measured via submission of the Monthly Group Billing.
# of customers participating in Phase 8. This will be measured via submission of the Monthly Group Billing.
# and % of customers referred that are maintaining competitive, integrated community employment through Phase 8. This will be measured by submission of employment records with the billing for Phases 2 through 8.
5.Performance Standards
If these baseline requirements are not met for two consecutive years, a corrective action plan may be initiated.
80% of customers referred will complete a Phase 1.
70% of customers who complete a Phase 2 will maintain employment through Phase 8.
50% of customers achieving Phases 4 through 8, will show a decrease in the level of support with each Phase. This will be gathered from the staffing notes submitted with the billings.
100% of customers who gain CIE, will have employment that matches their vocational goal.
