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 care services related to the Vocational Rehabilitation (VR) Program between IDHS-DRS and the Agency named previously 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, including students with disabilities who are eligible for the Vocational Rehabilitation (VR) program and need Pre-employment Transition Services (Pre-ETS). And in accordance with those who are eligible with an approved Individualized Plan for Employment (IPE).
In accordance with 34 CFR §361.22(c), services provided under this contract cannot reduce the obligation under the Individuals with Disabilities Education Act (IDEA) (20 U.S.C. 1400 et seq.) of a local educational agency or any other agency to provide or pay for any transition services that are also considered special education or related services and that are necessary for ensuring a free appropriate public education to children with disabilities. The scope of work outlined in this contract identify how the services provided are new and expanded services from those customarily provided.
Specialized Pre-Employment Career Training (Specialized PCT Program) is a program under the direction of IDHS- DRS VR Program. IDHS-DRS must approve and authorize the Pre-ETS provided under this contract prior to any provision of those services. The IPE will list the Pre-ETS that are approved along with the service dates. No services may be provided prior to the start date on the IPE.
A student with a disability in Illinois is defined as one who will be least 14 1/2 and not older than 21 years of age or fall under Public Act 102-0172 which extends eligibility to the end of the regular school year for students whose 22nd birthday falls within a regular school term. The individual must be in a secondary education program and must be eligible for and receiving special education or related services under Part B of the IDEA or who is an individual with a disability according to section 504 of the Federal Register.
Pre-ETS provide an early start to job exploration: and assist students with disabilities in identifying career interests which may be further explored through additional IDHS-DRS services, such as transition services and other individualized VR services. The opportunities under this contract are designed to prepare students with disabilities for transition to employment and optimum community participation during and after high school.
Services under the contract are individualized to the needs of the student with disabilities. Pre-ETS have been modified to have a VR focus and allow for career exploration and the building of skills. Students participating in this program have opportunities to also participate in both unpaid and paid Work-Based Learning Experiences (WBLE). These are not typical services and are beyond what would be provided under the IDEA by the local education agency.
Individuals participating in these services must have applied and been determined eligible for V R services, and all services the student will receive by IDHS-DRS must be included on an approved IPE. To promote this emphasis, 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.
IDHS-DRS staff is exclusively responsible for determination of disability of an individual for the VR program as well as eligibility determination for VR applicants. When IDHS-DRS has an order of selection, IDHS-DRS staff are exclusively responsible for placement of an individual into a category under the order of selection policy. If the student is in a priority category that is closed, but have already begun receiving services, they will be able to continue to receive any of the five Pre-ETS while they wait. If they did not receive services, they will be placed on a wait list and not be able to begin services until their disability priority category is open and an IPE is developed. School personnel may provide IDHS-DRS with diagnostic and evaluative information concerning an individuals' disabling condition and functional capacities, with the understanding that the certification of eligibility is to be made by qualified IDHS-DRS staff.
One or more of the following required Pre-ETS services can be provided under this contract. Services should be augmented and stackable services and separate from, or in addition to those IDEA transition services already provided by the education agency.
1. Job Exploration Counseling: Career exploration, which may be provided in a group setting or individually, is 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, that goes beyond what is provided by the education agency as a transition service under the IDEA. Enhanced opportunities for students to participate in job exploration counseling activities leading to a greater awareness and understanding of careers and employment options. Services are augmented and stackable services.
2. Work-based learning experiences (WBLE): Are enhanced opportunities for students with disabilities to practice and improve workplace skills in competitive integrated work settings which goes beyond what is provided by the education agency as a transition service under the IDEA and may include in-school or after school opportunities, or experiences outside the traditional school setting (including internships). WBLE may be provided in a group setting or individually, based on the unique needs of the student with a disability, and may include the following types of experiences: job shadowing, information interviews, workplace tours, internships, and other paid or unpaid work experiences. The Provider secures sites for WBLE in the community in competitive integrated employment settings to the maximum extent possible (approved by IDHS-DRS counselor) that are compatible with students' interests and needs. An exhaustive effort to provide these in an integrated setting must occur, prior to the consideration of providing these in a non-integrated work setting. To the maximum extent possible, these should be actual work experiences in an integrated community environment to prepare students for competitive integrated employment. Those that segregate or replicate sub-minimum work will not count under this contract. WBLE services under this contract are separate from, or in addition to those IDEA transition services already provided by the education agency.
Secure sites for WBLE in the community in competitive integrated employment settings to the maximum extent possible (approved by IDHS-DRS counselor) that are compatible with students' interests and needs. An exhaustive effort to provide these in an integrated setting must occur, prior to the consideration of providing these in a non-integrated work setting. To the maximum extent possible, these should be actual work experiences in an integrated community environment to prepare students for competitive integrated employment. Those that segregate or replicate sub-minimum work will not count under this contract.
3. Counseling on opportunities for enrollment in comprehensive transition or post-secondary education program at institutions of higher education: Counseling on opportunities for enrollment in comprehensive transition or post-secondary education programs at institutions of higher education. These services may be provided in a group setting or individually, based on the unique needs of the student with a disability, and may include advising students and parents or representatives on academic curriculum, providing information about college applications and admission processes, completing forms for financial aid, or learning to locate providing disability support services. These services are designed to provide resources used to support student success in education/training, and counsel students on the types of academic and occupational training needed to succeed in the workplace that are available at institutions of higher education.
4. Workplace Readiness Training to develop social skills and independent living: Services may be provided in a group setting or individually, based on the unique needs of the student with a disabilities, and activities will provide them with 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.
5. 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. Mentoring with educational staff, employers, and individuals in the community are opportunities to practice their skills.
Annually, prior to funding determinations and the start of services, a copy of the curricula or materials used to provide Pre-ETS under this contract will be submitted to IDHS-DRS for review and approval. These will contain instructional and skills progression to allow for growth in Pre-ETS.
CIE means work that is performed on a full-time or part-time basis (including self-employment) and for which the customer is compensated with the customary wage and level of benefits, but not less than minimum wage and; Is not less than customary rate paid by the employer for the same or similar work performance performed by other employees who are not individuals with disabilities in similar occupations; In the case of an individual who is self-employed, yields an income that is comparable to the income received by other individuals who are not individuals with disabilities and who are self-employed in similar tasks; Is eligible for the level of benefits provided to other employees; Is in a location in the community where the individual with a disability interacts with individuals without disabilities; and, Has opportunities for advancement that are similar to those for other employees who have no disabilities and are in similar positions.
Milestones/Deliverables: (Exhibit B)
Students receive Pre-ETS while in high school under this contract to better prepare them to transition into employment and optimum community participation during and after high school. . . Program Deliverables:
1. 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. Consent for services
b. Release of information if the customer is under 18 or has a legal guardian
c. Most recent IEP
d. Existing medical documentation, most recent psychological and record reviews. If applicable, social history will also be included; or
e Any other verification that the student has been determined by another educational or governmental agency to be an individual with a disability.
2. Based on the student's needs, IDHS-DRS will communicate information on the Pre-ETS to be provided. This will be achieved by sharing both the IEP e.g. Individual Education Program, and the IPE e.g. Individualized Plan for Employment, with students, parents, multi-disciplinary school personnel, IDHS-DRS counselor, and adult service providers. IDHS-DRS counselor must be involved in any decisions that would alter previously agreed upon programming for individual students, including placement in or removal from work-based learning experiences.
3. Completion of the Knowledge Check document after service provision, developed by IDHS-DRS, for the identified Pre-ETS are required to demonstrate the progress. Results will be shared quarterly.
4. Copies of the students most recent IEP and IPE must be sent annually to each respective agency.
5. IDHS-DRS counselor will be invited to the annual IEP meeting at least 10 days in advance.
6. Provider will secure sites for WBLE in the community in competitive integrated employment settings to the maximum extent possible, as approved by the IDHS-DRS counselor, that are compatible with the students' interests and needs.
7. For students participating in a WBLE, the Provider will seek and obtain positions in the community that meet a competitive integrated work setting.
8. Verification of paid WBLE will be submitted with billing to the Local IDHS-DRS Office and the IDHS-DRS Contract Advisor. This will include wage records, or paycheck information.
9. IDHS-DRS will review documentation and billing on the Specialized PCT Program Flow Chart for the monthly billing submissions. After reviewing case documentation for the services provided, the IDHS-DRS counselor submit to their IDHS-DRS supervisor.
10. IDHS-DRS supervisors will then review and approve billing. It must be submitted to the IDHS-DRS Contract Advisor by the 20th of the month, or the following business day if this is a weekend or holiday.
11. Provider will document the provision of the approved Pre-ETS into the Transition Services section of WebCM. The date the service was provided, a description of the service, and the person providing the service will be required. This will populate the Specialized PCT Program Flow Chart. Based on the approved IPE, the Pre-ETS billed can be reimbursed once per contract year.
12. Provider will enter quarterly progress notes in WebCM which identifies students' progress towards vocational goals.
13. Providers will inform parents and students of the availability of VR services, and of their rights and responsibilities in receiving Pre-ETS.
14. The IDHS-DRS counselor will meet with the student twice a year. May include annual student reviews, work site visits, and classroom visits. Documentation of this will be entered into WebCM.
15. IDHS-DRS Contract Advisor will conduct quarterly meetings with the Provider to review utilization of the contract and reconcile billings for that quarter.
16. 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.
17. The 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:
- Incomplete, inaccurate forms required for payment will result in delayed payments.
- Non-compliance per Provider Responsibilities/Assurances may result in suspension of payments until IDHS-DRS is satisfied that compliance concerns have been addressed.
- The final billing should be clearly marked as such on all forms required for payment.
Program Standards
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.
Pricing (Exhibit C)
Specialized PCT Program: Each service can be reimbursed once per student, per contract period, based on services authorized on the IPE.
Rural: All Counties not included under Metro
Job Exploration Counseling- $125 each
Work-Based Learning Experience- $225 each
Counseling on Post-Secondary Education- $50 each
Workplace Readiness Training- $150 each
Instruction on Self-Advocacy- $50 each
Metro: Cook, DuPage, Kane, Lake, and Will Counties
Job Exploration Counseling- $150 each
Work-Based Learning Experience- $275 each
Counseling on Post-Secondary Education- $75 each
Workplace Readiness Training- $175 each
Instruction on Self-Advocacy- $75 each
Employer paid community Work-Based Learning Experience (WBLE) - Up to XX customers can be served at a rate of $1500 each.
Unpaid On-Campus Work-Based Learning Experience- - Up to XX customers can be served at a rate of $850 each.
Unpaid Community Work-Based Learning Experience- - Up to XX customers can be served at a rate of $1000 each.
Projected Number Served:
Total Contract Value:
Monthly Provider submits to the Local IDHS-DRS Office(s), where customers are served, and the IDHS-DRS Contract Advisor, the Specialized PCT Program Flow Chart from WebCM for payment upon completion of identified Pre-ETS. Billing on all IDHS-DRS customers served for that reporting period will be submitted by fax, e-mail and/or regular mail by the 15th of the month, or the following business day if that falls on a weekend or holiday, following services.
The Specialized PCT Program Flow Chart generated from WebCM contains all required Provider information, contract number, customer billing information, and the service dates.
All billings and payment requests should be reconciled during the quarterly meetings with the IDHS-DRS Contract Advisor. Missed billing for 1st and 2nd Quarter will be in no later than the last business day of January for reimbursement. Missed billing for 3rd and 4th Quarter will be in no later than the 5th business day of July. No reimbursement for billing submitted after that time. 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 Providers 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 IDHS-DRS. 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 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 Providers 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 at least quarterly to the IDHS-DRS Contract Advisor on the Specialized PCT Program Flow Chart. The Knowledge Check Form will be gathered quarterly.
Exiting participating students will be informed of IDHS-DRS services prior to exit.
All students who participated in Pre-ETS during the given quarter, will be required to complete the Knowledge Check form for each Pre-ETS provided.
The number of customers referred and served for Job Exploration Counseling.
The number of customers referred and served for Instruction on Self-Advocacy.
The number of customers referred and served for Work-Based Learning Experience.
The number of customers referred and served for Counseling on Post-Secondary Education.
The number of customers referred and served for Workplace Readiness Training.
The number of customers referred and served for Employer Paid Community Work-Learning Experience.
Performance Standards (Exhibit F)
If these baseline requirements are not met two consecutive years, a corrective action plan may be initiated.
100% of participating exiting students are informed of IDHS-DRS services.
Goal is 100%, but a minimum response rate of 70% is expected on the quarterly Knowledge Checks.
At least 60% of the customers referred for Job Exploration Counseling demonstrated understanding of this topic.
At least 60% of the customers referred for Instruction on Self-Advocacy demonstrated understanding of this topic.
At least 60% of the customers referred for Work-Based Learning Experience demonstrated understanding of this topic.
At least 60% of the customers referred for Counseling on Post-Secondary Education demonstrated understanding of this topic.
At least 60% of the customers referred for Workplace Readiness Training demonstrated understanding of this topic.
At least 50% of the customers referred for the Employer Paid Community Work-Learning Experience will meet the established requirement.
At least 80% of customers referred for Pre-ETS, received services under at least one Pre-ETS category during the FY.
