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Region 3 Open Door Program Grant’s Information Conference Friday, January 10, 2014 10: 30 am-12 pm Call in Number: 888 -494 -4032/Access Code: 8342243963 Webinar link: https: //sas. elluminate. com/m. jnlp? password=M. EB 7709 D 2 803 E 48 D 40 F 970 A 74 E 5162 B&sid=2010017 Halle Ritter Levy, Director, Open Door Nelida Smyser-De. Leon, DHS Office of Assistant Secretary
Intent of Open Door RFP n n n The intent of this RFP is to fund the development and implementation of an Open Door site--a human services program that provides wrap-around services and meets the needs of vulnerable and underserved populations that reside in DHS’ Region 3 communities. The success of the Open Door programs has led DHS to seek a qualified applicant to collaborate with to develop and implement an Open Door program in DHS Region 3 Qualified applicants should have experience working with high-risk populations, a strong familiarity with DHS programs and local offices, and dynamic partnerships with other state agencies, social service providers and local municipalities in Region 3.
Accessing the RFP n RFP Proposal Deadline: Tuesday, February 11, 2014 – When submitting the application include two (2) originals and four (4) copies – The signatures on the original proposals should be in blue ink – Include one (1) CD with the proposal saved in a word document format and PDF format.
RFP Submission Guidelines n n http: //www. dhs. state. il. us/page. aspx? item= 29743 OR DHS Website http: //www. dhs. state. il. us – Click on ‘RFP’ link in the for Providers section – Request for proposal for Title XX and DFI Services for DHS Open Door Program – Click on Region 3 to access your Region’s RFP
RFP Submission Guidelines (Continued) n RFP Proposal Deadline: Tuesday, February 11, 2014 – When submitting the application include two (2) originals and four (4) copies – The signatures on the original proposals should be in blue ink – Include one (1) CD with the proposal saved in a word document format and PDF format.
RFP Submission Guidelines (Continued) Please mail your grant applications to the following address: DHS Procurement Office Illinois Department of Human Services 401 North 4 th Street, 2 nd floor Springfield, IL 62701
RFP Submission Guidelines (Continued) PROPOSALS THAT ARE FAXED, E-MAILED, HANDWRITTEN, SINGLE-SPACED AND/OR LATE WILL NOT BE ACCEPTED AND WILL BE IMMEDIATELY DISQUALIFIED. **THERE WILL BE NO EXCEPTIONS!!** n
Updated information Pertaining to RFP Guidelines The DHS website will contain updated information, instructions and/or requirements relating to the RFP. n It is the responsibility of the applicant to monitor the website and comply with any RFP updates. n
Questions on RFP All questions about the contents of the RFP may be directed to Halle Ritter-Levy via email at halle. [email protected] gov n Include the Title of the RFP in the Subject Box of your email. n All RFP Q&A will be posted on the DHS website n Only written answers to questions can be considered the official State response. n
Mandatory Requirements Evidence of 501 c 3 Status (if applicant is a non-profit agency) n Targeted service area is within Region __ n Applicant demonstrates fiscal stability n Ability to meet the 25% match required by the Title XX funds. * n n *The 25% match can include up to 15% in-kind match. $5, 000. 00 of the match must be earmarked for the provision of client subsidies
Mandatory Requirements (Continued) Adherence to the Open Door Program Policy Manual n Ability to meet DHS technical specifications n Agreement to conduct Program Evaluation n Provide a comprehensive Cultural and Linguistic Competency Plan n
Mandatory Requirements (Continued) *Client Subsidies Used to provide immediate, direct assistance during triage intervention -Bus/ gas card -Prescription costs -Food purchases -Housing assistance n Applicant to designate minimum of $5, 000. 00 in budget for client subsidies n Must follow Open Door Program Policy Manual guidelines for issuing client subsidies n
RFP Review Process n n n Applications will be reviewed by panel of DHS and Governor’s Office staff Panel members will evaluate applications independently, then review & score collectively DHS reserves the right to consider factors other than the Applicant’s final score in determining grant recommendations, such as: – Geographic service area – Applicant’s past performance – Degree of need for services
RFP Scoring n n Executive Summary (not scored) Narrative Responses – – – n Organizational Qualifications/Capacity (55 pts) Program Plan (50 pts) Evaluation and Monitoring (20 pts) Budget and Budget Justification (20 pts) Linguistic and Cultural Competency Plan (not scored) Bonus Points – Collaborative applications and Multiple Need Customers (20 pts)
Award n Anticipated Amount: Up to $105, 000. 00 each year n 3 year commitment with two year one year renewals n Length of Agreement: July 1, 2014 - June 30, 2015 n Funding decisions: March, 2014
Overview and Quick History--DHS & Open Door
Department of Human Services (DHS)– Mission Statement To assist Illinois residents to achieve self-sufficiency, independence and health to the maximum extent possible by providing integrated family-oriented services, promoting prevention and establishing measurable outcomes in partnership with communities.
DHS— A Quick History n n n One of the cornerstones of DHS, which also served as the rationale for its creation, is integrated service delivery. In July 1996, Governor Edgar signed HB 2632 into law to create the Illinois Department of Human Services (DHS) by merging most of Illinois’ human service agencies. DHS is comprised of 5 Divisions: – – – Alcohol & Substance Abuse Developmental Disabilities Family and Community Services Mental Health Rehabilitative Services
DHS Guiding Principles DHS is guided by the principle that there is "No Wrong Door" for any customer. The 5 DHS Divisions strive to provide seamless service delivery that is: n Customer Centered n Performance and Outcome Driven n Pro-active n Efficient and Effective n Innovative n Solution Oriented n Collaborative n Technology Sensitive
Open Door Program– Mission Statement To embrace an innovative public/private partnership model of integrated services to promote maximum independence for the most vulnerable individuals and families in the state by streamlining services and providing access to multiple programs delivered in a holistic, strength based, cultural and linguistically appropriate onestop welcoming environment.
Open Door– A Quick History n n n Embracing a “No Wrong Door” principle, Open Door was designed to offer a single entry point to serve customers with urgent and/or multiple needs. Open Door was built on the philosophy to support the whole person by meeting the customer’s immediate needs and identifying and addressing additional, less urgent needs. Open Door was established as a comprehensive service delivery initiative to assist any individual or family in need of immediate services.
Open Door– A Quick History (Continued) n n n In 2005, DHS launched a campaign to focus on developing collaboration and integration activities so DHS could maximize its resources and improve efficiencies in partnership with local communities. One result of the initiative was the establishment of Open Door, a pilot project launched by DHS, in partnership with the Michael Reese Health Trust. The Open Door pilot office began serving customers on the west side of Chicago in December of 2007. Then, four additional sites were opened around the state: Villa Park in March 2009, Rock Island in February, 2010, and Charleston, Marion, and West Frankfurt in February, 2011.
Open Door – Guiding Principles Open Door strives to support the whole person by meeting the customer’s immediate needs and identifying and addressing additional, less urgent needs. Open Door strives to provide seamless service delivery that is: -Customer-Focused -Culturally Competent -Open and Collaborative -Integrated -Outcome-oriented -Accountable -Informed by Best-Practices -Linguistically Appropriate -Innovative and Flexible -Efficient and Cost-Effective -Committed to Customer Confidentiality
Open Door– Program Purpose n n n Open Door strives to remove unnecessary barriers in order to enable customers with multiple needs and those in emergency or crisis situations to receive the necessary services that they require. The Open Door model has demonstrated that through the provision of integrated, comprehensive, immediate services, customer outcomes are greatly improved and are able to become self-sufficient. Open Door is based on the philosophy of meeting people in their communities, and providing them with the information and services they need in the most efficient way possible so that they can attain self-sufficiency.
Open Door—Program Objectives n n Provide comprehensive case management, direct assistance, triage services & referrals to persons in crisis or at-risk Direct assistance: client subsidies or other immediate assistance Comprehensive case management: counseling & support services; systems navigation Triage services: resolve & stabilize person in crisis - Substance Abuse - Medication/Medical - Homeless - Mental health crisis - Food - Clothing
Title XX Social Service Block Grant n Must be directed at one or more of five national goals: – – – Achieve or maintain economic self-support Achieve or maintain self-sufficiency Prevent or remedy neglect, abuse, or exploitation of children or dependent adults – Prevent or remedy inappropriate institutional care through appropriate community-based care – Secure referral or admission to institutional care when appropriate, or provide institutional services
Donated Funds Initiative (DFI) n DFI Program is a “match” program – Require 25% match of total award n At least 10% match must be cash n Up to 15% of match can be in-kind contributions – Requests for Reimbursement submitted at 100% and reimbursed at 75% – State Reimbursement comes from the Title XX Social Service Block Grant
Services funded by DFI n n n Case Coordination Community Maintenance Comprehensive Youth Development Employability Development Family Support School-based Health Care n n n n Outpatient Treatment Protective Intervention Rehab & Training for Persons with Disabilities Rehab & Treatment for Substance Abuse Social Adjustment & Rehab Transportation Treatment & Habilitation
Open Door—Host Site Criteria n n Open Door host sites are carefully selected based on their location and access to underserved, vulnerable, and immigrant communities. A host site is chosen based on the following factors: n n n Fiscal capacity High-quality service provision Strong relationships with the community Familiarity with triage and system navigation Ability to provide services to meet the immediate and critical needs of customers Knowledge of the local service delivery system
Open Door Host Site Criteria (Continued) n n It is critical that each Open Door site has the necessary resources to be able to provide comprehensive, linguistically and culturally appropriate information about state services to a diverse community. It is a priority for the State to ensure that proper services are available in the places and in the appropriate manner that immigrants, refugees and all other underserved and Limited English Proficient (LEP) populations can easily access.
Service Area for Region 3 Counties located in DHS service Region 3: – Bureau –Henderson –La Salle –Marshall –Putnam –Vermilion –Champaign –Henry –Livingston –Mason –Rock Island –Warren –Ford –Iroquois –Mc. Donough –Mercer –Stark –Woodford –Fulton –Knox –Mc. Lean –Peoria –Tazewell
Executive Summary (Not Scored) • • • Total amount of funds requested Identification of the lead agency and partner agencies Description of the need for an Open Door site including the rationale for choosing the target community Description of the target population and number of customers to be served Overview of the organizational mission, existing relationships with other service providers in the target community, and the additional services proposed
Organization Qualifications & Capacity Demonstrate agency’s ability to provide the services and capacity for community collaboration. Information in this section should include the following: • • • Organization’s Mission Statement Organization’s History and Background Description of programs and number of clients served Organization history, milestones, major achievements Geographic area served Description of how Applicant is rooted in the community
Organization Qualifications & Capacity Organizational Experience n n n Readiness and capacity for service delivery Evidence that the Applicant is experienced and capable of carrying out the proposed program including experience working with high-risk populations Evidence of the Applicant’s familiarity DHS, State agencies and general operating procedures Evidence of staff qualifications Description of procedures to ensure staff is capable to working with your target population.
Organization Qualifications & Capacity Organizational Capacity • Evaluation and monitoring--a description of how the organization will conduct the evaluation • Evidence of policies and procedures for conducting background checks of agency staff • Description of Applicant’s IT capabilities, including the ability to run the Open Door customer tracking systems and database programs. • Organizational background items should be included as Appendices: -Resumes -Job descriptions for all funded staff positions -Organizational Chart
Program Plan Program Description – Crisis Management Services n Ability to provide immediate, triage services – Case Management n Knowledge of needs, resources, programs n Service coordination & system navigation n Follow up – Referral Services n Knowledge & relationships with referral sources
Program Plan (Continued) n Program Methodology – Service model for providing Open Door Program services n Be creative to fit needs of your community! – Build upon existing relationships n Program Timeline – Implementation schedule with key activities
Program Plan (Continued) Target Population Description of the need for programming n Description of the need for services/ unmet needs n Description of the specific population the Applicant plans to serve n
Program Plan (Continued) Community Outreach and Collaboration Description of how the Applicant is rooted in the community it serves n Description of how the collaborative efforts will achieve program objectives n
Program Plan (Continued) Evaluation and Monitoring n n Ability to track data/info per DHS needs How the Applicant will track customer experience & outcomes How the Applicant will evaluate whether it achieved measurable objectives Detailed customer demographics & outcomes
Program Plan (Continued) Budget and Budget Justification Completion of budget forms n Completion of a Budget Narrative meets: n – 25% Match – Client Subsidies – Administration regulations
Program Plan (Continued) Linguistic and Cultural Competency Plan (not scored) The LCC Plan should explain how the Provider will meet the needs of LEP Customers, either through direct assistance, use of private interpretation services or use of State-funded or other interpretation programs, via both short-term and long-term strategies. The plan must both short-term and long-term strategies. include the following: -Plan Development -Language Assistance Services -Personnel Strategies -Data-Driven Approach -Contract Inclusion -Plan Submission -Plan Amendments -Plan Implementation
Linguistic and Cultural Competency Plan Includes: n n n Clear short/long-term goals, outcomes, policies and/or procedures Strategies to recruit, retain, and promote diverse personnel and leadership Use of customer data to provide culturally & linguistically competent services Procedures to provide hearing impaired and language assistance services, at no cost to client, at key points of contact, & in a timely manner Verbal and written notices to clients in their preferred language of their right to language/interpretation assistance
Bonus Points Collaborations n n n Applications that can demonstrate a strong collaboration between local government agencies and community service providers will be viewed favorably. The Applicant must have a clearly identified lead agency that is financially and programmatically able to implement an Open Door site. The Application must be able to illustrate how the lead agency will provide service provision and the specific ways collaboration will occur with partnering organizations.
Bonus Points (Continued) Multiple Need Customers n n Open Door encourages agencies that are able to address the multiple needs of at-risk customers. As such, Applicants that have a strong familiarity with multiple state agencies, programs, and services - including multiple DHS Divisions - will be viewed favorably. Applicants should clearly describe which state and local agencies they are familiar with, the services and programs that the applicant participates in, and the total number of years that the relationship has existed.
Protests n Protests must be filed within seven (7) calendar days after the Protestor knows or should have known of the facts giving rise to the protest. n Protests must be in writing and will be considered filed when physically received by the Agency at the following address: Ms. Kathy Ward, Senior Deputy General Counsel 100 W Randolph Suite 6 -400 Chicago, Illinois 60601
An Open Door Story "The first time I came to the Open Door Program, I was in bad shape. Shortly after being released from prison, I was struggling with drug addiction, depression, and unemployment. I knew that if I did not receive help soon, my life would only get worse. I scheduled an appointment to meet with the Open Door Program case manager. At my first appointment, the Open Door Program case worker encouraged me to attend counseling for my drug addiction and helped me develop a resume. Over the next several weeks my counselor supported me through my recovery process and played a major role in helping me find a job! I am proud to say that I am now employed as a full time clerical worker at a local business, and am engaged to be married! I thank Open Door Program for helping me get to this good place in my life. "
QUESTIONS? ? ?