Description of Supplies and Services (Exhibit A)
The Illinois 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 Vocational Rehabilitation Program between IDHS-DRS and the Community Rehabilitation Provider (CRP) previously named in this agreement, and thereafter referred to as Provider.
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The services provided by the Provider are only available to participants in Vocational Rehabilitation (VR) services from the designated state unit, including students with a disability, and in accordance with those who are eligible with an approved IPE.
The Project SEARCH program is a program under the direction of the IDHS- DRS Vocational Rehabilitation (VR) Program. The Project SEARCH program has a High School Transition Team that creates a unique, business-led, school to work program that takes place entirely at the workplace. Total workplace immersion facilitates a seamless combination of work-based readiness training, job exploration counseling, and relevant job-skills training through work-based learning internships. The goal for each student participant is competitive integrated employment (CIE). The program provides real-life work experience combined with instruction in employability, self-advocacy skills, and independent living skills to help youth with significant disabilities make successful transitions from school to productive adult life.
Project SEARCH is available for those students with an intellectual or developmental disability between the ages of 18-22 who are, in their last year of high school, have completed all academics, and are working on their individual transition goals. Once the student turns 23 they are no longer eligible for Project SEARCH.
Project SEARCH is a collaboration between a host business, the student intern/family, the Community Rehabilitation Program (CRP), the high school district, IDHS-DRS, Workforce Investment Board, and Division of Developmental Disabilities (DDD). The entire school year long program takes place at a host business in the community. The Project SEARCH model involves continuous feedback from teachers, skills instructors, and employers. As a result, at the completion of the training program, students with significant disabilities have gained skills to be employed in CIE.
The ultimate goal of Project SEARCH is CIE for each student intern after school exit. To achieve this, student interns complete a variety of internships at the host business that simulate a real work environment, with each internship lasting ten weeks. This includes interviewing for the internship positions, participation in the initial job orientation and training, shadowing other employees, taking normal breaks, eating lunch with peers, clocking in and out, wearing the correct uniform, working with a supervisor, and being evaluated on acquisition of skills, performance, pace, and productivity. The role of the teacher instructor is to provide classroom training on these job skills and all other areas of intern and program development. The role of the skills developer from the CRP is to assist the employee in being successful in these tasks in both the classroom and at the internship site with as much independence as possible. During the internships, job coaching may be a necessary part to help the customer learn skills. This is part of the skills developer role at the CRP.
Pre-employment Transition Services (Pre-ETS) provide an early start to job exploration and assists students with disabilities in identifying career interests. Project SEARCH provides Pre-ETS while participating in the internships, which includes training and work-based learning components designed to prepare students with disabilities for transition to employment and optimum community participation during and after high school. IDHS-DRS requires customized services that are responsive to the individual support needs and learning styles of students and include linkages to education, other agencies, and adult services; compliance with Department of Education 34 CFR based on the Rehabilitation Act of 1973 as amended by WIOA; and compliance with all state and federal Department of Labor (DOL) regulations.
The following four services under Pre-ETS are provided during this program.
1. Work-based learning experiences (WBLE): Enhanced opportunities for students with disabilities to practice and improve workplace skills in competitive integrated work settings. Work-based learning experiences, which may include in-school opportunities, or experience outside the traditional school setting (including internships), that is provided in an integrated environment to the maximum extent possible. Students will learn about necessary job skills, job shadowing, mentoring opportunities in the community, internships, and employment.
2. Workplace Readiness Training: Services can be provided in a classroom or community-based instruction, . Activities that will provide opportunities to practice and apply their knowledge of employer expectations related to communication, time management, personal care, and other employability skills such as orientation and mobility, financial literacy/budgeting, social skills/interpersonal skills, independent living skills, and job seeking skills.. These are tailored to the individual's needs.
3. Instruction in Self-Advocacy: Services may be provided in a group setting or individually, based on the unique needs of the student with a disability, and include, learning about their rights, responsibilities, and how to request accommodations or services as well as being able to communicate any thoughts, concerns or needs while seeking services, and making decisions about their own life. These services may include specific activities that will help the student strengthen their self-awareness, self-determination, decision-making, and leadership skills.
4. Job Exploration Counseling: Career exploration, which may be provided in a group setting or individually, based on the unique needs of the student with a disability focusing on in-demand industries/occupations, nontraditional employment options, state and local labor markets, and career pathways. Enhanced opportunities for students to participate in job exploration counseling activities leading to a greater awareness and understanding of careers and employment options.
Milestones/Deliverables (Exhibit B)
Project SEARCH provides real-life work based learning experiences combined with instruction in employability, self-advocacy skills, supports during the internships, development of independent living skills to help youth with significant disabilities make successful transitions from school
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. This is the ultimate goal for each student participant.
Outcome Based Measures
1. Completion of the 1st Internship.
2. Completion of the 2nd Internship.
3. Achieving 90 days of competitive integrated employment.
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.
Provider will ensure program accessibility to students with disabilities that meet the criteria for Project SEARCH. Provide a minimum of two internships during the school year and assist with obtaining and maintaining competitive integrated employment after the completion of the internships for 90 days.
All partners should participate in the student intern selection process. The Student Selection process is carried out with the involvement of all team members with the school taking the lead on many of these tasks The team should include the business liaison(s), representative from the school district, Project SEARCH instructor, IDHS-DRS counselor, CRP, Developmental Disability staff (someone from the agency that works with transition or young adults), family representative, and other interested stakeholders.
Providers will submit referral information monthly for IDHS-DRS to determine student eligibility for services and approve participation in programming. Referral information will be entered in the online portal: DHS: Rehabilitation Services: Apply Online. If access to the online portal is not available, referral information will be sent to the Local IDHS-DRS Office.
Additional information to be sent at the time of the referral to the Local IDHS-DRS Office to determine eligibility for VR services will include:
a. Release of information if the customer is under 18 or has a legal guardian
b. Most recent Individualized Education Program (IEP)
c. Existing medical documentation, most recent psychological and record reviews. If applicable, social history will also be included; or
d. Any other verification that the student has been determined by another educational or governmental agency to be an individual with a disability.
The Individual Education Plan (IEP) and the Individualized Plan for Employment (IPE) will be created and shared with students, parents/guardians, IDHS-DRS, and the CRP. IDHS-DRS counselor must be involved in any decisions that would alter previously agreed upon transition programming for individual students, including placement in or removal from work-based learning experiences.
Copies of the students most recent IEP and IPE must be sent annually to each respective agency.
IDHS-DRS counselor will be invited to the annual IEP meeting at least 10 days in advance.
Provider and associated Local Education Agency (LEA) will identify potential Project SEARCH participants for IDHS-DRS referrals.
IDHS-DRS staff is exclusively responsible for determination of eligibility of an individual for the VR program and for placement of an individual into a category under the order of selection policy. All questions about the potential eligibility of an individual will be referred to IDHS-DRS before services are provided under this agreement.
The following billing and reporting requirements apply:
1. The provider must submit to both the IDHS-DRS Local Office(s) and IDHS-DRS Contract Advisor the Monthly Group Billing Sheet and Progress Notes 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 the month/year, IDHS-DRS Office location being billed, and CRP 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. Email the Local IDHS-DRS Office, as requested.
3. A roster of customers served on the contract for the FY will be sent with the billing to the IDHS-DRS Local DRS Office and the IDHS-DRS Contract Advisor.. This will assist with forecasting utilization needs on the contract.
4. Verification of employment will be submitted with the 90-day billing, 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 billings of internships and 90-day placement based on the documentation provided. They then submit to their IDHS-DRS supervisor who reviews and submits to the IDHS-DRS 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 to the monthly billing reviews.
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 CRP must submit a copy of the most recent national accreditation survey report to Transition and Community Rehabilitation Services (TCRS) within 30 days of receipt.
Providers are 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.
Pricing (Exhibit C)
Project SEARCH Program:
First Internship: Up to XX customers can be served at a rate of $2,460 each.
Second Internship: Up to XX customers can be served at a rate of $2,460 each.
90-day Employment: Up to XX customers can be served at a rate of $2,504 each
Total contract Amount:
Projected number of customers served:
Providers submits billings for payment upon completion of Pre-ETS internships and employment milestone.
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 working 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 sections 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 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.
Performance Measures (Exhibit E)
Performance measures will be reported monthly to the IDHS-DRS Contract Advisor on the Group Billing Sheet. Length of time between school exit and obtaining employment will be determined from WebCM.
- Number of students in the program.
- The number of students that participated in the first internship.
- The number of students that participated in the second internship.
- The number of students that achieved a 90-day competitive integrated employment outcome.
- The length of time between school exit and obtainment of employment.
Performance Standards (Exhibit F)
If these baseline requirements are not met for two consecutive years, a corrective action plan may be initiated.1. 100% of the students will be certified as eligible and in Plan Status.
- At least 80% of students participating will complete the first internship.
- At least 80% of students participating will complete the second internship.
- At least 70% of students that complete both internships will obtain a 90-day competitive integrated employment outcome.
- Obtain a baseline for length of time from school exit to obtainment of employment for FY26.
