Juvenile Reentry Initiative · 2013-07-16 · Juvenile Reentry Initiative. All submissions must be typed on 8½ x 11-inch paper, using 12 point type and at 100% magnification. With

Request for Proposals

for

Juvenile Reentry Initiative

Illinois Juvenile Justice Commission

&

Illinois Department of Human Services Division of Community Health and Prevention

Youth and Adult Services Bureau of Youth Services and Delinquency Prevention

PBC # 12-64876

December 5, 2011

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Juvenile Reentry Initiative

REQUEST FOR PROPOSALS

Table of Contents

PART I: General Requirements

PART II: Project Description PART III: Proposal Instructions APPENDICES

Appendix A: Letter of Interest Appendix B: Application Cover Page Appendix C: Spending Plan Appendix D: Action Plan Template Appendix E: Additional Guidance and Examples Appendix F: Proposal Checklist Appendix G: Linguistic and Cultural Competence Guidelines

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JUVENILE REENTRY INITIATIVE Request for Proposals

PART I: GENERAL REQUIREMENTS A. Date of Issuance December 5, 2011 B. Issuing Organizational Unit Illinois Department of Human Services

Division of Community Health and Prevention Bureau of Youth Services and Delinquency Prevention Contact Person

Layla Suleiman Gonzalez, PhD, JD Director, Office of Strategic Planning, Preparedness, and Performance 401 S. Clinton, 7th Floor Chicago, Illinois 60607 [email protected] Phone: 312-793-3970 Fax: 312-793-2351

C. RFP Availability

Copies of this Request for Proposals (RFP) may be downloaded from the Illinois Department of Human Services (DHS or the Department) web site: http://www.dhs.state.il.us/page.aspx?item=39157Additional copies may be obtained by contacting the person listed above.

Each applicant must have access to the internet. The Department’s web site will contain information regarding the RFP. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the RFP.

D. Date, Location and Time of Proposal Opening

This RFP requires that a letter of intent be submitted (refer to Part 1, F for format requirements). This letter of intent, in the required format, must be submitted on or before Monday, December 19th, 2011 at 12:00 p.m. Final applications will not be considered for any potential applicant that fails to submit a letter of intent on or before the December 19th deadline. Failure to submit a letter of intent will deem an applicant disqualified. Final Applications must be received no later than 11:00 a.m. on Tuesday, January 24th, 2012. The proposal container will be time-stamped upon receipt. The Department will not accept applications submitted by electronic mail, on diskette, or by fax machine. Applications will be opened at 11:00 a.m. on Tuesday, January 24, 2012. Submit the completed grant application to:

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Illinois Department of Human Services Division of Community Health and Prevention Bureau of Youth Services and Delinquency Prevention 815/823 East Monroe Street Springfield, Illinois 62701 ATTN: Karrie Rueter/Reentry Procurement CHP# 64876

To be considered, proposals must be in the possession of the Department of Human Services staff at the specified location and by the designated date and time listed above. The deadline, without exception, will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.

E. Audit Submission Requirements All organizations applying for state funds must submit one (1) copy of their most

recent audited financial statements as part of their proposal. The Department will use the audit to ascertain the fiscal health of Applicants. The audited financial statements should be included as Attachment A: Audited Financial Statements. The audited financial statements only need to be submitted one time.

While the audit will not be scored as part of the review the Department reserves the right to use information in the audit to assist in the final recommendation for funding. Applicants are expected to demonstrate through their audits a strong financial position and an ability to obtain funding outside of the public sector. Units of government (such as cities and counties, schools, health departments, etc.) do not need to submit an audit.

F. Proposal Container and Format Requirements

Entities must submit a Letter of Interest on or before Monday, December 19th, 2011 at 12:00 p.m. Final applications will not be considered for any potential applicant that fails to submit a letter of intent on or before the December 19th deadline. Please use the Letter of Interest Form found in Appendix A to indicate interest in applying for the Juvenile Reentry Initiative.

All submissions must be typed on 8½ x 11-inch paper, using 12 point type and at 100% magnification. With the exception of letterhead stationery for letters of support, the entire proposal should be typed in black ink on white paper. The program narrative must be single-spaced, on one side of the page, with one-inch margins on all sides. The program narrative is subject to a 20 page limit. The application cover page, checklist, attachments, assurances, and spending plan forms are not included in the page limitation. Page numbers on the entire application, including attachments, must be sequential. Proposals should be bound with a single binder clip in the upper left-hand corner.

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Applicants must not use any other form of binding, including ring binders, spiral binders, report covers or rubber bands, as well as subject dividers or tabs that extend beyond the 8½ x 11-inch page. Applicants must submit one unbound, clearly identified original signed proposal and six complete copies of the proposal. Facsimiles will not be accepted. The Department is under no obligation to review applications that do not comply with the above requirements.

F. Eligible Applicants

An applicant must either be a community-based agency/service provider or a local unit of government.

G. Award Amounts

The Department has made available approximately $500,000 to support the Juvenile Reentry Initiative. Individual grant amounts will vary. It is anticipated that approximately 3 grants may be made as a result of this RFP.

H. Bidders’ Conference

Bidders Conferences will be conducted via video conference in three locations on the following dates: January 5th and 12th from 1:00 – 3:00 p.m. Locations: Mt. Vernon: Department of Employment Security, 321 Withers Drive; Springfield: Training Center, 130 W. Mason and Chicago: James R. Thompson Center, 100 W. Randolph, Room 9-036. The purpose of the conferences are two-fold: to allow potential applicants to ask questions regarding the RFP and to provide an opportunity to introduce the Illinois Juvenile Justice Commission’s Reentry Policy and Practices as developed using the Results Based Accountability (RBA) process. Attendance at the Bidders’ Conference is OPTIONAL. Bidders’ Conference information is located on the DHS website at http://www.dhs.state.il.us/page.aspx?item=39157 Due to the complexity and innovative nature of this initiative, it is strongly recommended that interested community-based agencies or local units of government attend the Bidders’ Conferences as technical assistance will be provided regarding RBA; however, attendance is optional.

I. Questions and Answers

Submit questions relating to this RFP via e-mail to [email protected]. Questions submitted, with answers, will be posted with the Juvenile Reentry RPF on the DHS web site, located at http://www.dhs.state.il.us/page.aspx?item=39157The site can also be reached by going to the DHS website at http://www.dhs.state.il.us, look for the “For Providers” section; click on “RFPs,” then on “Community Health and Prevention Request for Proposals.” The site will be updated periodically. All questions must be submitted on or before 12:00 p.m. on Monday, January 16th, 2012. Questions submitted after 12:00 p.m. on January 16th will not receive a response.

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J. Award Process It is anticipated that applicants will receive notification by the Department regarding funding decisions in February, 2012. Successful applicants will be notified in writing by letter from the Secretary of the Department. A Notice of Grant Award is not equivalent to an agreement with the Department to commence providing service. In late February, 2012, successful applicants should receive the FY12 Community Service Agreement for their signature and return per instructions provided at the time. The release of this RFP does not obligate the Department to make an award. An award is subject to an appropriation to the Department. Work cannot begin until the Community Service Agreement is fully executed by the Department.

K. Review Panel

Proposals will be scored by a panel of staff from DHS. Panel members will initially read and evaluate applications independently using guidelines furnished by DHS and will subsequently participate in review panel meetings during which proposals will be reviewed and scored collectively. Scoring will be on a 100 point scale.

Scoring will not be the sole award criterion. While recommendations of the review panel will be a key factor in the funding decisions, the Department considers the findings of the review panel to be non-binding recommendations. The Department maintains final authority over funding decisions and reserves the right to consider additional factors, such as geographical distribution of proposed service areas, past performance history and/or financial standing with the Department, when making final award decisions.

L. Estimated Length of Agreement

The Department estimates that the term of the agreement resulting from this RFP will be 36 months, beginning in March, 2012 and continuing through February, 2015.

M. Withdrawal Disclaimer The Department of Human Services may withdraw this Request for Proposals at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller’s Office.

N. Modifications to Proposals by Applicants

To make a modification to a proposal after it has been submitted, the applicant must submit a complete replacement RFP package as described above under “Proposal Container and Format Requirements.” A letter requesting that the replacement modification RFP be considered should accompany the new package. These documents must be received at the prescribed location by the date and time designated under Item D.

O. Modifications to Proposals by DHS

If it becomes necessary or appropriate for DHS to change any part of the RFP, a modification to the RFP will be available from the Illinois Department of Human Services (DHS) web site: http://www.dhs.state.il.us/page.aspx?item=39157and it will be issued to all known recipients of the RFP. Applicants are responsible for checking the DHS website occasionally for modifications to this RFP.

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P. Clarifications, Negotiations, or Discussions Initiated by DHS

The Department may contact any applicant prior to the final award for the following purposes: 1) As part of the Department’s review process, the Department may request that an

applicant clarify its bid or proposal. An applicant may not be allowed to materially change its bid or proposal in response to a request for clarification.

2) Discussions may be held to promote understanding of the Department’s requirements and the applicant’s proposal, and to facilitate arriving at a contract that will be most advantageous to the State, considering price and the other evaluation factors set forth in the RFP.

3) When the Department knows or has reason to conclude that a mistake has been made, the Department shall request that the applicant confirm the information. Situations in which confirmation should be requested include obvious or apparent errors on the face of the document, or a price unreasonably lower than the price others have submitted, or a price considerably higher than what the Department currently pays for the same services. If the applicant alleges a mistake, the bid or proposal may be corrected or withdrawn following the conditions set forth by the State of Illinois Procurement Code.

Q. Late Proposals/Responses

Late proposals will not be opened or considered, but will be retained by the Department. The Department will notify all Applicants whose proposals are not considered because of lateness or non-compliance with proposal requirements.

R. Objections

Applicants who object to any provision of the RFP, who believe their proposal was improperly rejected, or who believe that the selected proposal(s) is/are not in the best interest of the Department, may submit a written protest regarding the Department’s action. The Department will consider all such written protests that are submitted according to the time periods specified below. The Department will investigate all allegations and issue a written response. The decision of the Department is final. Protests must be in writing and will be considered filed when physically received by the Department at the following address:

Illinois Department of Human Services General Council Office 100 W. Randolph, Suite 6-400 Chicago, Illinois 60601

ATTN: Kathy Ward, Deputy General Council

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. Protests regarding specifications must be filed within seven (7) calendar days after the

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date the RFP was issued and, in any event, must be filed before the date for opening the proposals. If a protest is received, any award made will not be considered final until the protest is resolved.

S. Commencement of Service

The Department is not obligated to reimburse applicants for expenses incurred prior to the complete and final execution of the written agreement. No services can be reimbursed prior to the full and complete execution of the contract and filing with the Illinois Office of the Comptroller.

T. Public Information

All information submitted pursuant to this RFP is subject to the Illinois Freedom of Information Act. The successful applicant must recognize and accept that any material marked proprietary or confidential that must be made a part of the contract may be considered open for public inspection. Price information submitted by the successful applicant shall be considered public. Only the record of proposals that are not selected for funding (i.e., a list of those agencies that submitted unsuccessful applications) shall be considered public information, not the applications themselves.

U. Contract  The legal agreement between DHS and the successful applicants will be in the form and format prescribed by DHS. The standard DHS Community Service Agreement (CSA) will be used when contracting for services. The CSA may be found at http://www.state.il.us , select “For Providers”, then “Contracts” or http://www.dhs.state.il.us/page.aspx?item=29741. An additional Attachment to the CSA for CHP contracts can be found at http://www.dhs.state.il.us/page.aspx?item=34247 .If selected for funding, the applicant will be provided a DHS Community Service Agreement for their signature and return. V. Congressional and Legislative Districts  The applicant must provide their Congressional District (by number), available at the following website: http://www.govtrack.us/congress/findyourreps.xpd?state=IL, as well as the Illinois House and Senate Legislative Districts (by number), available on the Illinois General Assembly website at: Illinois General Assembly website at: http://www.elections.illinois.gov/DistrictLocator/DistrictOfficialSearchByAddress.aspx W. Payment Method Payments to successful programs shall be made on a prospective basis. Expenditures must be consistent with the agency’s approved spending plan on file with the Department. Actual expenditures incurred for the purchase of allowable goods and services necessary for conducting program activities shall be documented, utilizing the Department’s Summary Expenditure Documentation Report Form for reconciliation against the approved budget and total award amount. Unexpended funds will be returned to the Department, per the Grant Funds Recovery process.

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X. Program Evaluation and Performance Reporting Requirements All successful applicants will be required to collect and report data in a manner consistent with Department directives and as outlined in this RFP. Successful applicants will also be required to participate fully in an evaluation of their site Applicants must also cooperate with site visits and monitoring by Department and IJJC staff.

In order to assure accountability at all levels of service provision, the Illinois Department of Human Services is implementing the practice of performance-based contracting with its vendor/grantee agencies. The articulation and achievement of measurable outcomes assure that we are carrying out the most effective programming possible. Monthly data, program, outcome reports, and performance measures in the format provided by the Department, must also be submitted. Additional data and information may be requested throughout the year as determined by the Department.

At any point, grantees may be required to address identified programmatic deficiencies to improve the Juvenile Reentry Initiative service delivery system. Failure to address identified programmatic deficiencies may result in a loss or decrease in funding. Y. Training and Technical Assistance Programs must agree to receive consultation and technical assistance from authorized

representatives of the Department and the IJJC. The program and collaborating partners will be required to be in attendance at site visits. Programs will be required to attend regular meetings and training as provided by the Department or a subcontractor of the Department, and should budget accordingly.

Z. Additional Information The Department reserves the right to request additional information that could assist with

its award decision. Applicants are expected to provide the additional information withina reasonable period of time. Failure to provide the information could result in the rejection of the proposal.

AA. Child Abuse/Neglect Reporting Mandate Per the Abused and Neglected Child Reporting Act, adults working with children and youth under the age of 18 years old are mandated reporters for suspected child abuse and neglect. All programs funded through this grant opportunity must have a written protocol for identifying and reporting suspected incidents of child abuse or neglect. BB. Hiring and Employment Policy It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department’s philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider Temporary Assistance for Needy Families (TANF) clients for employment, contingent upon their qualifications in the areas of education and work experience.

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CC. Background Checks

Background checks are required for all staff and volunteers who have one-on-one contact with children and youth. Funded programs will be required to have a written protocol on file requiring background checks, as well as evidence of their completion.

DD. Linguistic and Cultural Competency

The Illinois Department of Human Services is mandated to comply with the Constitution of the United States, Title VI of the Civil Rights Act of 1964, Americans with Disabilities Act of 1990, ADA Amendments Act of 2008, Illinois Human Rights Act, the 1970 Constitution of the State and any laws, regulations or orders, Federal or State, which prohibit discrimination on the grounds of race, sex, color, religion, national origin, age, ancestry, marital status, disability, or the inability to speak or comprehend the English language. The State of Illinois Linguistic and Cultural Competency Guidelines (LCC Guidelines, see Appendix G) were developed as a mechanism for improving language and cultural accessibility and sensitivity in services provided by human service organizations that receive grants and contracts to serve the residents of the State of Illinois. Providers must demonstrate their ability to provide services in accordance with the Department’s LCC guidelines.

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PART II: PROJECT DESCRIPTION A. Juvenile Reentry Initiative-Purpose The Illinois Juvenile Justice Commission (IJJC) seeks long-term systems improvement

through policy and programmatic development at state, local,and non-governmental organization levels. Therefore, projects will be selected based upon their capacity and willingness to collaborate and partner with IJJC and the Illinois Department of Juvenile Justice (DJJ) to develop innovative, effective, and culturally competent youth reentry strategies, to identify the policy implications of the projects, to provide insight and data supporting these policy implications, and to communicate policy implications to state and local partners, leading to long-term systemic changes in Illinois juvenile aftercare.

To accomplish these system improvement goals, IJJC is investing in multiple Juvenile Re-Entry projects with the goal of demonstrating effective strategies for comprehensive aftercare services. IJJC anticipates funding one or more projects in Cook County to complement the pilot DJJ Youth and Family Specialists (see Section II B), and one or more projects outside of Cook County to demonstrate effective case management and services working within the existing parole structure. Selected grantees will engage in:

Development and implementation of innovative community-based strategies which result in reduced re-incarceration, reduced rates of re-arrests, increased youth independent functioning, and enhanced educational achievement and vocational success.

Collaborative program development and implementation with partner agencies, including IJJC, DJJ and other state and local partners.

Development, with IJJC and DJJ, of referral processes and case management strategies.

Measurement of immediate, intermediate, and long-term outcomes, with a focus on building capacity to gather and evaluate data.

Demonstrating positive outcomes and communicating these results to stakeholders and policy makers, with the goal of expanding comprehensive aftercare services across the state.

The IJJC is seeking to improve reentry of youth returning from Illinois Department of Juvenile Justice facilities to their communities, utilizing strategies that foster long-term system change. The Illinois Juvenile Court Act permits the commitment of youth over the age of 13 who have been found delinquent, to DJJ. Each year, Illinois courts commit over 1,100 youth to the Department; they are held in one of the state’s eight secure juvenile corrections facilities. These youth are at high risk for ongoing criminal justice system involvement, adverse mental health and substance use outcomes, educational failure and employment obstacles. A 2010 report by the Models for Change Initiative noted that the treatment needs of these youth are significant, citing data from the Department indicating that “two

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thirds of youth committed to their custody have a “diagnosed psychiatric disorder and require mental health treatment while in custody.”1 Without the proper supports in facilities and - more importantly - in their communities, these youth face stark challenges. However, as with all adolescents, these young people have strengths, goals and assets and are capable of tremendous positive change. With the proper system responses and support, these young people can lead healthy lives and contribute to their communities. The gaps in Illinois' aftercare system are a significant contributing factor to the high re-incarceration rate: well over half of youth paroled from DJJ facilities will be re-incarcerated within three years.2 In addition to this unacceptably high re-incarceration rate, post-release youth rarely return to school, receive little to no assistance with employment or training, and are often unemployed. Stable and supportive housing is also a challenge for this population. One recent national survey of homeless youth between the ages of 10-17 found that 46% had been in a correctional facility and of that group, 44% had, upon release, returned to an unstable housing situation.3

The current gaps in reentry support for youth leaving DJJ care have significant Disproportionate Minority Contact (DMC) implications as well. While African American youth comprise approximately 20% of the Illinois population, they comprise over half of the commitments to DJJ. Hispanic youth comprise another 10%. Youth, families and communities of color, therefore, bear particularly harsh consequences due to the lack of an effective reentry system for youth leaving DJJ care. Conversely, improvements in reentry care and support could significantly reduce the flow of youth of color back into secure juvenile and adult facilities for technical parole violations and for new offenses. Clearly, providing evidence-based, culturally competent, comprehensive and effective juvenile reentry services is vitally important, not only for the well-being of the youth themselves, but also to enhance public safety and community well-being. Promising opportunities are emerging. In the spring of 2011 and with support from ARRA (American Recovery and Reinvestment Act) funds, DJJ deployed its newly hired and trained Youth and Family Specialists to provide juvenile-focused supervision and support, for youth in Cook County. Supporting these Specialists with access to adequate community-based resources will be critical to the success of the one or more Cook County pilot projects. Other regions may also be willing and able to demonstrate successful reentry strategies for youth returning from DJJ custody. For these reasons, the Commission intends to support and pilot juvenile reentry programs that demonstrate improved outcomes for youth leaving the custody of the Illinois Department of Juvenile Justice and, in doing so, clearly demonstrate the impact of youth-focused reentry services and support under the current parole system.

B. Intent of the Request for Proposal The Illinois Juvenile Justice Commission seeks to support juvenile reentry programs to:

1. Report on the Behavioral Health Program for Youth Committed to the Illinois Department of

Juvenile Justice, July 2010. Available at http://www.modelsforchange.net/publications/271 2. Bostwick, Boulgers and Powers, in press. 3.

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1. Reduce new arrests among reentry youth; 2. Reduce new adjudications, convictions and/or re-incarceration among reentry youth; 3. Identify and address the mental health and/or substance abuse needs among reentry youth; and 4. Encourage social functioning and independent living among reentry youth.

The Commission’s aftercare / reentry initiative is an effort to both enhance the resources available to youth leaving the custody of DJJ and to accelerate the state’s progress toward policy and practices which can address youth needs, build on youth strengths and successfully reintegrate youth leaving DJJ within their communities. To do so, the Commission will fund one or more projects that can complement the support and supervision provided by DJJ Aftercare Specialists in Cook County by providing direct services and support to reentering youth to promote positive outcomes for youth and their families. In addition, the Commission may fund one or more projects outside Cook County to leverage Commission resources in ways that improve youth outcomes and demonstrate the impact of effective reentry strategies. Because youth returning to communities outside Cook County will not yet have access to the services of DJJ Aftercare Specialists, proposed projects outside Cook County must clearly explain how the case planning and case management functions (including preparing youth to leave DJJ facilities) will be provided as well as describe existing community-based service capacities which will be leveraged to meet the needs of returning youth. The Commission seeks to fund programs with the clear potential to:

Engage families and support networks for youth leaving DJJ care (may include mentoring, MST, FFT, or other strategies);

Meet supportive, transition and/or therapeutic housing needs of youth (may include Multi-dimensional Treatment Foster Care, transitional group homes, respite housing, or other strategies;

Meet the behavioral health needs of youth, including mental health, substance abuse and trauma (may include individual counseling, group counseling or other service strategies and ideally will involve leveraging Medicaid-funded services, with an emphasis on culturally competent services provided in continuity with those provided in custody);

Improve the educational engagement and outcomes for youth leaving DJJ care (may include educational advocacy, tutoring, or other strategies);

Improve the vocational training and employment opportunities of youth (may include vocational and job skills training, job coaching, job placement, or other strategies).

These service models are offered as suggestions and guidance. However, applicants are encouraged to prioritize those services which are needed in their community, while also building upon their agency's strengths and experience. Regardless of the service or support models implemented, applicants should note that the

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Commission intends to use the results of these projects to inform policy at the state, local, and non-governmental levels.

C. Goals to be achieved by the IJJC Juvenile Reentry Initiative The overarching goal of the Illinois Juvenile Justice Commission Juvenile Reentry Initiative is to prevent unnecessary re-incarceration of youth and to develop sustainable policy and practice which improve youth outcomes. The outcomes of the Juvenile Reentry Initiative are to:

1. Reduce new arrests among reentry youth; 2. Reduce new adjudications, convictions and/or re-incarceration among reentry

youth; 3. Identify and address the mental health and/or substance abuse needs among

reentry youth; and 4. Encourage social functioning and independent living among reentry youth.

D. Performance Measurement The following Juvenile Reentry Initiative performance measures are required. Applicants, as part of their action plan, will set targets for each of these measures, based upon their capacity and other community-specific factors. In addition, each site will also be required to set a minimum of two site-specific performance measures, relating specifically to the program model being implemented. All reporting must include totals as well as race/ethnicity subgroup information.

Process Measures:

Percentage of youth served who will have a reentry plan based upon prior or current assessments.

Percentage of reentry plans including goals that encourage pro-social functioning and increase stable living arrangements.

Percentage of youth assessed for mental health and/or substance abuse needs Percentage of youth re-assessed for progress. Percentage of youth paroled to applicant's service area served by the project Percentage of youth completing their reentry plan

Outcome Measures:

Percent reduction in re-arrest rate of youth paroled in applicant’s service area Percent reduction in re-incarceration rate of youth paroled in the applicant’s

service area

E. Number and Amount of Awards The Commission has allocated up to $500,000 per year for each of three years to support this Juvenile Reentry Initiative. The Commission has not set specific award amounts, but seeks to invest approximately $350,000 in 1 or more projects in Cook County, to complement the community-based supervision provided by DJJ’s new Aftercare Specialists and approximately $150,000 in 1 or more projects outside Cook County. Communities and / or providers may apply for these funds jointly, to support a cross-jurisdictional or regionalized reentry approach. Funding sought should be commensurate with the type of services and support to be provided, the target population served and the

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number of youth who will be served.

F. Services to be Performed 1. Potential applicants must submit a Letter of Interest on or before December 19th at 12:00 p.m. to be qualified as an applicant for the Juvenile Reentry Initiative. Please use the Letter of Interest Form found in Appendix A to indicate interest in applying for the Juvenile Reentry Initiative. 2.Applicants must submit a proposal as described in Part III of this RFP: Project Proposal Instructions. The proposal consists of an executive summary; strategic plan; action plan; statement of organizational capacity; and spending plan. The Provider must exhibit cultural competence when serving youth with special needs, including those who are pregnant and parenting youth (including fathers); youth who are gay, lesbian, transgender or questioning their own sexual orientation; delinquent youth; and youth who are physically, emotionally or developmentally challenged. The Provider must demonstrate their ability to provide service to persons who have Limited English Proficiency (LEP), persons who are hard of hearing or deaf, and persons with low literacy. The State of Illinois Linguistic and Cultural Competency Guidelines (LCC Guidelines) were developed as a mechanism for improving language and cultural accessibility and sensitivity in State-funded direct human services delivered by human service organizations that receive grants and contracts to serve the residents of the State of Illinois. The LCC Guidelines and definitions are discussed in greater detail in Appendix G. Applicants must seek to serve all the youth paroled to their proposed geographic service area. The strategic plan must be presented using the Results Based Accountability methodology. The plan must address the issue of juvenile reentry from the community and program perspective. In the strategic plan, applicants must address the four outcomes of the Juvenile Reentry Initiative:

1. Reduce new arrests among reentry youth; 2. Reduce re-incarceration among reentry youth; 3. Identify and address the mental health and/or substance abuse needs among

reentry youth; and 4. Encourage pro-social functioning and stable living arrangements among reentry

youth. Applicants must chart, based on all available data, the historical success of the juvenile justice system to achieve these results, and forecast future results assuming nothing changes in current policy and practice. Second, applicants must analyze the factors contributing to the current outcomes, developing a “story behind the curve.” Third, applicants must identify evidence-based strategies that would work to “Turn-the-Curve” to create more positive results. Finally, applicants must propose a plan to implement these strategies if receiving this award. Additional details for completing the strategic plan can be found in Part III of this RFP.

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Steadfast adherence to the template presented in Part III f this RFP is a requirement of the RFP. An applicant that does not use the RBA Turn-the-Curve Thinking™ template as its Strategic Plan will be deemed unresponsive and disqualified. It is strongly encouraged that potential applicants attend the Bidders’ Conferences (Information found in Part I this RFP) as there will be an opportunity to receive technical assistance regarding the RBA format and process. In the action plan, applicants must identify the specific action steps to implement their strategy. Areas to be addressed include assessment, case planning, service leverage, program model, use of Medicaid funding, staffing, stakeholder/partner engagement, and performance measurement. In each section, the applicant must describe their approach and plan of action, along with the person responsible and the timeline for completion. Additional details for completing the action plan can be found in Part III of this RFP. The following performance measures must be addressed in the Action Plan:

Process Measures: Percentage of youth served who will have a reentry plan based upon prior or

current assessments. Percentage of reentry plans including goals that encourage pro-social functioning

and increase stable living arrangements. Percentage of youth assessed for mental health and/or substance abuse needs Percentage of youth re-assessed for progress. Percentage of youth paroled to applicant's service area served by the project Percentage of youth completing their reentry plan

Outcome Measures:

Percent reduction in re-arrest rate of youth paroled in applicant's service area Percent reduction in re-incarceration rate of youth paroled in the applicant's

service area All reporting must include totals as well as race/ethnicity subgroup information. In addition to the above required performance measures, the applicant must also present at least two community-based program specific examples of performance measures. (See Appendix E for guidelines and examples) In the statement of organizational capacity, applicants must describe their history of providing services to adolescents at risk for delinquent behavior, along with information on all staff who will deliver services. Additional details can be found in Part III of this RFP. Finally, applicants must complete a spending plan that demonstrates an applicant’s capacity to implement the action plan and achieve the desired goals and outcomes. The strategic plan and Action Plan will be considered as the applicant’s response to the Juvenile Reentry Initiative RFP and evaluated accordingly. It is important that the

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applicant demonstrate within the Action Plan the capacity and willingness to collaborate with the Illinois Juvenile Justice Commission and the Illinois Department of Justice

to identify the target area and population to be served by the proposed Juvenile Reentry Initiative

to describe, in general, the needs of the target area and population; to present a

plan for coordination among existing programs and resources in target communities (including how the program will address existing service gaps)

to describe the local capacity to integrate the proposed reentry initiative into a

community based system including existing efforts or resources to develop a culturally competent, coordinated reentry system at the community level, such as a governance structure or coordinated system of planning.

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PART III: PROJECT PROPOSAL INSTRUCTIONS A. Scoring Criteria

Each Project proposal will be evaluated and scored as described below. While the numeric score of the proposal is an important criteria, the Illinois Juvenile Justice Commission and DHS reserve the right to make awards based upon obtaining a representative array of sites throughout the state that have high potential for replication. Final Project Proposals will be evaluated on the following criteria: Executive Summary 5 points Strategic Plan 30 points Action Plan 40 points Organizational Capacity 15 points Spending Plan and Narrative 10 points

TOTAL 100 points

Reviewers will be looking for evidence of linguistic and cultural competence in each section of the Project Narrative, and will consider how well you address the cultural competence aspects of the review criteria when scoring your application. IDHS’ Linguistic and Cultural Competence Guidelines can be found in Appendix G.

B. Project Proposal Content

Each section must have a heading that corresponds to the headings listed below. If the Applicant believes that the subject has been adequately addressed in another part of the application narrative, then a cross-reference to the appropriate part of the narrative must be provided. The narrative portion must follow the page guidelines set for each section, and must be in the order requested. The entire proposal (excluding appendices, assurances, and budget forms) must not exceed 20 pages.

1. Executive Summary: 5 Points

The Executive Summary will serve multiple purposes. First, as a scored portion of this application and secondly, for successful applicants, it will serve as a stand-alone document that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. At a minimum, each of the following should be addressed in the 1-page summary.

Service Area County / Community Description/Highlights Identified Need Target Population Services to be Developed/Expanded Goals and Objectives / Expected Outcomes Estimated number of youth to be served (annually) Total amount of annual funds requested through this grant

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2. Strategic Plan: 30 Points The strategic plan must be presented using the RBA Turn-the-Curve Thinking™ methodology or the application will be disqualified. (See Appendix E for guidelines/example) The plan must address the issue of juvenile reentry from the community and program perspective. Therefore each of the outcomes of the Juvenile Reentry Initiative must be examined according to the following template.

How is the Illinois juvenile justice system doing in the target community?

Graph historic and forecasted baselines specific to the target community for each of the four reentry outcomes

Time units (e.g., months or years)

(Historic baseline data/information and forecast regarding the respective outcome/objective. The most recent report depicting juvenile justice system and risk factor data can be found at the website of the Illinois Criminal Justice Information Authority (ICJIA) http://www.icjia.state.il.us/public/index.cfm . The report is listed on the page, under Research Reports. The report is entitled “Juvenile Justice System and Risk Factor Data for Illinois: 2008 Annual Report.”).

What is the story behind the curve of the forecasted baseline?

Briefly explain the story behind the forecasted baseline: the root causes (positive and negative, internal and external) that are most strongly influencing the curve of the baseline. Prioritize the root causes.

What is the strategy to turn the curve of the forecasted baseline?

What combination of stakeholders/programs/services is minimally necessary to turn the curve of the forecasted baseline? How will gaps be filled by (a) the proposed JRI grant program and (b) other resources?

3. Action Plan: 40 Points The applicant must present a coherent Action Plan to “turn the curve”. Because IJJC considers case management a key strategy in obtaining reentry outcomes, each applicant must address in the Action Plan the essential components of case management: assessment, case management model and service referral. Please complete the template in Appendix D in responding to the Action Plan requirement. • The Action Plan must include clear and measureable benchmarks as well as a

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timeline for implementing activities associated with the proposed strategies. • The timeline shall include the task, person responsible and completion date. • The timeline should include major milestones of the project such as hiring staff,

staff training, implementing new reporting system, beginning of services, etc. • It is expected that each site will require a reasonable start-up period but the first

juveniles should begin receiving services no later than May 1, 2012. • Identify any other agencies, public or private, that will have a significant role in

the delivery of services and will receive funds from the Juvenile Reentry Initiative.

• Set targets for each of the required performance measures, listed in Part II of this RFP.

• Present at least two program-specific performance measures using the RBA guidelines for selecting Headline Performance Measures (Appendix E). Include how they will be measured.

4. Organizational Capacity: 15 Points Local Collaboration/Consortium. The IJJC believes effective reentry strategies require a commitment and involvement from each of the local stakeholders that impact decision-making. Will the applicant have a local consortium of stakeholders, such as a County or Circuit Juvenile Justice Council, oversee the Juvenile Reentry Initiative? If yes, describe the membership of the local consortium and how long it has been in existence.

Letters of Support. Include as Attachment B, letters of support from the following individuals in the applicant's jurisdiction:

1. Chief Judge or Presiding Juvenile Judge 2. Judge hearing juvenile delinquency cases in the applicant

jurisdiction(s). 3. State’s Attorney 4. Public Defender 5. Chief Managing Officer of Probation and Court Services. 6. Educators 7. Other local service providers who will be partnering in the project 8. Representatives of local business or workforce development

agencies The letters of support must clearly identify the goal of providing effective post-release strategies proposed by the grant applicant. If letters are not secured for any of the above due to non support of the initiative, please describe how the initiative can be successful in the community without the support of that particular individual/office.

Identify the Project Manager. This will be the person that will oversee the initiative from an operational perspective. Provide a current resume of the Project Manager in Attachment C.

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Experience with Older Adolescents. Describe the applicant’s experience in

working with older adolescents, especially those with a history and ongoing risk of delinquent behavior

History of Collaboration Efforts. Describe the applicant’s recent

collaboration efforts in securing services or youth. Provide actual examples with no identifying information.

Lead Agency Grant and Fiscal Management Experience. Identify the

agency that will be the lead agency for the initiative. Describe this agency’s experience managing state or federal grants. Identify the agency that will serve as the fiscal agent for the grant funds.

The sites will be expected to collect and maintain data in a format

identified by the Department and/or its representative. The Department and/or its representative will meet with each site within two months after the award notice to determine data collection methodologies and reporting processes.

In addition, by becoming a site, the applicant agrees to cooperate with an evaluator, to be identified by the Department.

Cultural and Linguistic Competence. Provide evidence of your agency’s cultural and linguistic competence to serve the youth in your community. Refer to Appendix G for the IDHS' Linguistic and Cultural Competence Guidelines.

Provide additional information as appropriate. Additional supporting documents in reference to this section must be included in Attachment D.

5. Proposed Spending Plan (12 month) 10 Points

Complete the attached Spending Plan Forms (Excel spreadsheet), Instructions found at Appendix C of this RFP.

Provide a Spending Plan Narrative 1. For each spending plan briefly describe how appropriate resources and

personnel have been allocated for the tasks and activities described in your proposal and Action Plan.

2. Describe how you plan to leverage financial resources within your

community, including support from the private sector. 3. Provide the percentage of funds to be used for administration and other

services. Clearly mark one-time staff training and start-up funds.

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100% of funds requested must be spent on direct service and those

administrative activities which are supportive of and required of the Juvenile Reentry Initiative. No indirect costs are allowed.

4. Indicate funds set aside to support required staff trainings and

meetings as identified by the Department.

5. Finally, the spending plan presented as part of the application should tie directly with the proposed Action Plan

C. Additional Proposal Contents

Application Cover Page Complete the Application Cover page found in Appendix B of this RFP and attach it to the completed application as the Cover Page.

Checklist Complete the checklist found in Appendix Fand attach it to the completed application following the Application Cover Page.

Completed W-9 Please include, as Attachment E, a current agency W-9

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Appendix A Letter of Interest

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Letter of Interest Juvenile Reentry Initiative

Date: _____________________ Agency Name: __________________________________ Street: _________________________ City: _________________ State: ___ Zip: _______ Phone: ____________ Fax: ____________ Email: ________________________ Director: _____________________ Phone: ____________ Email: ___________________ Contact: _____________________ Phone: ____________ Email: ____________________ (Individual named as “Contact” will serve as the primary point of contact for the RFP process.) Type of Organization: Government Non-Profit Other: _____________ Please provide an overview of your organization, including services currently provided: Please describe the geographic area to which you provide services: Submitted by (Print name and title): ________________________________________ Signature: __________________________________ Date: _______________________

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APPENDIX B

APPLICATION AND PLAN FOR HUMAN SERVICES PROGRAM

(INSTRUCTIONS AND FORM)

COVER FORM

ILLINOIS DEPARTMENT OF HUMAN SERVICES Division of Community Health and Prevention

APPLICATION AND PLAN FOR HUMAN SERVICES PROGRAM COVER PAGE

1. APPLICANT ORGANIZATION NAME: _____________________________________________________________________

ADDRESS: __________________________________________________________________ CITY: _________________________________________ZIP: _____________________ PHONE: ( )___________________________________________________________ EMAIL ADDRESS FOR AUTHORIZED PROGRAM REPRESENTATIVE:

_______________________________________________________________________________________

FEIN NUMBER (Please attach Form W-9, when applicable):_____________________________ DUNS NUMBER: _______________________________________________________________ CAGE NUMBER: _______________________________________________________________ CENTRAL CONTRACTOR REGISTRATION (CCR) EXPIRATION DATE:___________________ 2. DATE OF SUBMISSION ______ ______ ______ (Month) (Day) (Year) 3. PROJECT PERIOD: From ______ ______ ______ to ______ ______ ______

(Month) (Day) (Year) (Month) (Day) (Year) 4. TYPE OF ORGANIZATION ______ Governmental entity ______ Not-for-profit corporation – IRC 501(c)(3) only. (Please attach documentation from the Secretary of State’s Office

regarding the status of your agency) ______ Tax-exempt organization - IRC 501(a) only. (Please attach documentation of current status)

5. LEGISLATIVE DISTRICT - Please provide the Congressional District, State Senate District and State Representative District

for your service area. If more than one service area, list each separately.

Service Area Congressional

District State Senate

District

State Representative

District

6. PROJECTED NUMBER OF PARTICIPANTS: ________

7. IMPORTANT NOTICE

This state agency is requesting disclosure of information that is necessary to accomplish the statutory purpose as outlined in the Illinois State Finance Act, found at 30 ILCS 105/1 et seq. Failure to provide the information requested on this form may prevent your application from being processed.

9. APPLICANT CERTIFICATION

To the best of my knowledge, the data and statements in this application are true and correct. The applicant agrees to comply with all state/federal statutes and rules/regulations applicable to the program.

AUTHORIZED OFFICIAL

_____________________________________ (Typed Name) ______________________________________ (Title) ______________________________________ (Signature)

APPLICATION AND PLAN FOR HUMAN SERVICES PROGRAM

COVER PAGE INSTRUCTIONS

All applications shall be submitted as required in the Request for Proposal or other instructions distributed by the Illinois Department of Human Services.

1. Applicant Organization – Provide applicant name and address as it is to appear in the contracts for services which will be developed for successful applicants.

FEIN Number– Provide your nine-digit Federal Taxpayer Identification Number (also known as

the Federal Employer Identification Number, or FEIN) or the state assigned Governmental Unit Code. Governmental agencies (county or municipality) should use the Governmental Unit Code, which generally begins with 20 or 30; non-governmental agencies or multi-county agencies should use the FEIN, which generally begins with 36 or 37.

DUNS Number – Provide your nine-digit Data Universal Numbering System (DUNS) Number.

If your agency does not have a DUNS Number, you must get one. Go to http://www.dhs.state.il.us/page.aspx?item=56807 and click on “How to Get a DUNS Number”. This will connect to the Dun & Bradstreet website and it will lead you through a process to obtain a number.

CAGE Number – Provide your five-character Commercial And Government Entity (CAGE) identification number. To get a CAGE code, you must first complete the Department of Defense's Central Contractor Registration (CCR), which is a requirement for doing business with the federal government. CCR applications are available at http://www.ccr.gov/Start.aspx. You will be assigned your CAGE code as part of the CCR validation process, and as soon as your CCR registration is active, you can view your CAGE code online when you log in to your CCR account. CCR Expiration Date– Please provide the date on which your registration expires.

2. Date of Submission – Enter the date the application is forwarded to the Department. 3. Project Period – Enter the project period to be covered by this application, if different from

that indicated. 4. Type of Organization – Mark (X) to indicate your type of organization. Provide

information from the Illinois Secretary of State’s Office to demonstrate your agency is in good standing. Go to http://www.cyberdriveillinois.com/departments/business_services/corp.html and click on “Search the Real Time Corporate/LLC Database / Certificate of Good Standing”. Follow the instructions on this page and hit submit. This will lead you to “Corporate/LLC Search Results” and you will find your agency’s name. Click on your name and this will

lead you to “Corporation File Detail Report”. Print the Corporation File Detail Report for your agency and submit as an attachment.

5. Legislative District – Provide the appropriate district numbers for the area(s) to be served. Information for Congressional District (by number), the Illinois House and Senate Legislative Districts (by number) are available at the following website: http://www.elections.il.gov/DistrictLocator/DistrictOfficialSearchByAddress.aspx.

6. Projected Number of Participants: Indicate the total number of participants to be served

across all Sub-Grant(s).

7. Important Notice – Please reference as needed. 8. Applicant Certification – Provide the name and title of the person authorized to enter into

contracts or otherwise obligate the agency to provide services. This information will be used for the signature block for contracts offered to successful applicants. The signature of the authorized official certifies compliance with all requirements, as described in the Request for Proposal, applicable program rules and regulations, and applicable state and federal rules and regulations.

APPENDIX C

SPENDING PLAN INSTRUCTIONS

Please Use Attached Excel Spreadsheet

Appendix C Department of Human Services

Division of Community Health & Prevention SPENDING PLAN INSTRUCTIONS Provide a detailed spending plan for that demonstrates your agency’s ability to implement the program according to the contract and program standards. Provide narrative justification for each line item. Spending Plans must also be included for each sub-contractor. Please consider the Allowable Costs for Reimbursement attached to this document. Programs MUST utilize the DHS Spending Plan Forms when submitting their fiscal information. Please complete all three tabs (Cover, Spending Plan, Fringe Worksheet) of the Spending Plan. Tab ‘Cover’ will reflect match and other sources of funding, if applicable. Special Conditions: Administrative Costs No more than 20 percent of the total award may be used for administrative costs and services. Administrative means those activities performed by staff and costs which are supportive of and required for the project for which there is not direct client contact such as administrative and fiscal staff, clerical support, rent, utilities, and general office equipment. GENERAL INSTRUCTIONS: If space on these forms is insufficient, use additional pages. Fractions of dollars should be omitted. If no costs are anticipated in a section of the spending plan itemization, write "not applicable" in that section. Make sure that each spending plan category is totaled correctly and that the total line for each spending plan category reflects both a state and a matching total (if applicable). DETAIL OF ITEMIZED BUDGET: Personnel Services: Job Title - Identify the personnel to be used in this project by job title (e.g. officer, assistant state's attorney, secretary, probation officer, etc.). Include job descriptions and current resumes for all staff positions included in the spending plan. Salary Rate and Time - Enter the salary of each individual listed, the amount of time he or she will spend working on project business, and the number of months he or she will be assigned to the project. Fringe benefits -- Detail each fringe benefit to be charged to the agreement, including both the dollar amount and the rate used to calculate this amount (for example, FICA @ 7.65% of salary). Fringe benefits are allowable as long as they are comparable to those granted to other employees of the organization, and allowable under state and federal guidelines. Equipment: If equipment is to be purchased, its proposed use and relationship to the project should be described. All equipment purchased must be necessary to the program and used by personnel in the project spending plan. Please note: Any equipment purchased to be used by the agency, as a whole, must be pro-rated based on usage by project staff. For example: if a copier is purchased for $10,000 and will be used by 5

advocates in the office, but only 1advocate is funded by the program then only 20% of the cost of the copier can be charged to the grant fund, $10,000/5 = $2,000. Enter any equipment that is to be purchased and which has a unit cost of more than $100. Detail each item of equipment, including the number of units and the estimated cost per unit. The cost for each item should include taxes, delivery, installation and all related costs. Lease or rental equipment belongs under the contractual category. Equipment items of less than $100 should be listed under Commodities. Commodities: This section applies to consumable supplies and any equipment items with initial prices of less than $100. Itemize all commodities to be used for the project; avoid the designation "miscellaneous." Enter the basis for computation of consumable item costs and explain any types or quantities of consumable items. Explain how estimate of cost was determined, such as last year’s use or amounts used for similar projects. For example: office supplies, such as paper, pens staples and envelopes, at $50 per month. These cost estimates are based on actual costs of last year’s commodities. Travel: This section applies to project personnel only. These expenses include mileage, per diem, lodging and transportation expenses for employees who are on official business related to the goals and objectives of the project. Reimbursement may not exceed the rates and conditions established for state employees by the Governor's Travel Control Board but must also be consistent with your agency’s policies. Describe, in detail, travel costs related to each staff function. Include computation of mileage and explain how the estimate was determined. For example: 2500 miles per month x 12 months x $.32/mile. Estimate was based on average monthly travel from last year. Contractual: List the costs directly attributable to the program estimated to be incurred during the period covered by this proposal. Examples of Contractual Services include conference registration fees; repair and maintenance of furniture and equipment; postage; UPS or other carrier costs; software; subscriptions; training and education costs; facility costs; utilities; telephone, and equipment rentals. See also the Allowable Costs for Reimbursement. Payments to subcontractors or subgrantees are to be listed here. All subcontractors or subgrants require an attached detailed line-item spending plan supporting the contractual amount. The Department must approve, in writing, all subcontracts or subgrants. Explain in detail all expenses, why they are necessary for the program and how costs were calculated. Example, cell-phone to be used by grant funded position to contact clients while traveling. Cost, $45 per month x 12 months, $540. Calculations were estimated using costs for other like positions. Other Costs: Describe any other costs necessary for the program that are not specific to previous categories and explain why such items are necessary to the program. Please provide sufficient detail and calculations.

ALLOWABLE COSTS FOR REIMBURSEMENT To be reimbursable under DHS/CHP Grant Agreement, expenditures must meet the following general criteria:

• Be necessary and reasonable for proper and efficient administration of the program and not be a general expense required to carry out the overall responsibilities of the agency.

• Be authorized or not prohibited under federal, state or local laws or regulations. • Conform to any limitations or exclusions set forth in the applicable rules, program description or grant

agreement. • Be accorded consistent treatment through application of generally accepted accounting principles

appropriate to the circumstances. • Not be allocable to or included as a cost of any other state or federally financed program in either the

current or a prior period. • Be net of all applicable credits. • Be specifically identified with the provision of a direct service or program activity. • Be an actual expenditure of funds in support of program activities, documented by check number and/or

internal ledger transfer of funds. Examples of allowable costs include the following. This is not meant to be a complete list, but rather specific examples of items within each line item category. Personal Services:

Gross salary paid to agency employees directly involved in the provision of program services. Employer's portion of fringe benefits actually paid on behalf of direct services employees; examples include FICA (Social Security), life/health insurance, workers compensation insurance, unemployment insurance and pension/retirement benefits.

Contractual Services:

Conference registration fees Contractual employees (require prior program approval) Repair & maintenance of furniture and equipment

Postage, postal services, UPS or other carrier costs Software for support of program objectives Subscriptions Training and education costs

Payments (or pass-through) to subcontractors or subgrantees are to be shown in the Contractual Services section - all subcontracts or subgrants require an attached detailed line-item Spending Plan supporting this contractual amount. Allocation of the applicable portion of the following costs are allowable only if approved by the program and the allocation methodology is approved as part of the application process:

Rent or lease of space or facilities Utility costs

Insurance Copy machine rental or lease Costs of improvements to real property Travel:

Mileage (at state rate unless specifically noted otherwise) Airline or rail transportation expense Lodging Per diem or meal costs Operation costs of agency owned vehicles

Commodities:

Office supplies Medical supplies Educational and instructional materials and supplies, including booklets and preprinted pamphlets Household, laundry and cleaning supplies Parts for furniture and office equipment Equipment items costing less than $100.00 each

Printing (include in Commodities):

Letterpress, offset printing, binding, lithographing services Photocopy paper, other paper supplies Envelopes, letterhead, etc.

Equipment (requires prior written program approval when items are over $1,000): Equipment is defined as items costing over $100.00 each, with useful life of more than one year. Costs shall include all freight and installation charges. Office equipment and furniture Allowable medical equipment Reference and training materials and exhibits Books and films

Telecommunications (include in Contractual Services):

Telephone/Answering service Repair, parts and maintenance of telephones and other communication equipment

Unallowable costs include, but are not limited to:

Bad debts Contingencies or provision for unforeseen events Contributions and donations Entertainment, alcoholic beverages, gratuities Fines and penalties Interest and financial costs Legislative and lobbying expenses Real property payments or purchases Indirect cost plan allocations

APPENDIX D

ACTION PLAN TEMPLATE (Attached)

APPENDIX E  

Additional Guidelines/Examples            

Appendix F

Proposal Checklist

APPENDIX F PROPOSAL CONTENT CHECKLIST

The following is a detailed listing of what constitutes an acceptable response to the RFP. ELIGIBILITY DETERMINATION

Is the applicant agency a community-based agency/service provider or county unit of government? Yes No

APPLICATION PACKAGE

The following items must be included, in the order below:

Application and Plan for Human Services Program – Cover Page

This Completed “Proposal Content Checklist”

Cover Letter – OPTIONAL and NOT considered when scoring

Proposal Narrative Content

a) Executive Summary

b) Strategic Plan

c) Action Plan

d) Organizational Capacity

e) Evaluation of Expected Outcomes

f) Spending Plan

Proposal Attachments (attachments are in letter ABC order and follow the narrative and are not intermingled within the narrative – see below for complete list)

APPLICATION FORMAT

Narrative is 12 point font, single spaced, one-sided, white paper

Narrative does not exceed 20 pages excluding the application cover page, checklist, attachments, assurances, and spending plan forms

Attachments are appropriately labeled and ordered based on the corresponding narrative section: Attachment A: Audited Financial Statement Attachment B: Letters of Support Attachment C: Project Manager Resume Attachment D: Supporting Documentation Attachment E: Current Agency W-9

Cover Page (section 1 this page) is signed by authorized official

Package to be mailed includes one clearly identified original application and six complete copies

APPENDIX G

LINGUISTIC AND CULTURAL COMPETENCE GUIDLINES

LINGUISTIC AND CULTURAL COMPETENCY GUIDELINES The State of Illinois Linguistic and Cultural Competency Guidelines (LCC Guidelines) were developed as a mechanism for improving language and cultural accessibility and sensitivity in State-funded direct human services delivered by human service organizations that receive grants and contracts to serve the residents of the State of Illinois. Linguistic and Cultural Competency Mandate: The Illinois Department of Human Services (the Agency) agrees to comply with the Constitution of the United States, Title VI of the Civil Rights Act of 1964, Americans with Disabilities Act of 1990, ADA Amendments Act of 2008, Illinois Human Rights Act, the 1970 Constitution of the State and any laws, regulations or orders, Federal or State, which prohibit discrimination on the grounds of race, sex, color, religion, national origin, age, ancestry, marital status, disability, or the inability to speak or comprehend the English language. The Agency will assure native language/interpreter services to the extent possible, when serving Limited English Proficient clients. Vendor Assurance: The Vendor shall not discriminate on the basis of race, color, national origin, sexual orientation or sex in the performance of this contract. The Vendor shall also adhere to the principle of providing “meaningful access” to all LEP customers that the agency provides services to, in the performance of this contract. The Vendor ensures accountability of subcontractors and vendors by measurable objectives and performance monitoring at regular intervals for individuals from LEP and diverse cultural groups. Failure by the Vendor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the Agency deems appropriate. Linguistic and Cultural Competence Definitions:

• Cultural Competence: Cultural Competence is a set of behaviors, attitudes, and policies in a system, agency or among professionals that affect cross-cultural work. Cultural competence is a developmental process that evolves over an extended period. Both individuals and organizations are at various levels of awareness, knowledge and skills along the cultural competence continuum (adapted from Cross et al., 1989).

• Cultural Competence: (Individual Level) At the individual level, this means acquisition of the values, knowledge, skills and attributes that will allow an individual to work appropriately in cross-cultural situations.

• Cultural Competence: (Organizational Level) At the organization level, this means systems and organizations sanction, and in some cases mandate the incorporation of cultural knowledge into policymaking, infrastructure and practice. An example regarding limited English proficiency would include: Written materials are translated, adapted, and and/or provided in alternative formats based on needs and preferences of the populations served. Interpretation and translation services comply with all relevant Federal, State and local

mandates governing language access and consumers are engaged in evaluation of language access and other communication to ensure for quality and satisfaction.

• Language Access: Provision of language assistance services, including bilingual personnel and interpreter services, at no cost to each LEP customer, at key points of contact, in a timely manner. Title VI of the Civil Rights Act of 1964 prohibits discrimination on the basis of race, color or national origin including actions that delay, deny, or provide different quality services to a particular individual or group of individuals.

• Meaningful Access: Subcontractors/Vendors, especially entities with a customer base that is more than five percent (5%) LEP, are required to take reasonable steps to ensure meaningful access to their services and programs by LEP persons. Compliance involves the balancing of four factors: 1) the number and proportion of eligible LEP customers, 2) the frequency of contact, 3) the importance or impact of the contact upon the lives of the person(s) served, and 4) the resources available to the organization. The organization will collect data on primary spoken language and, as appropriate, develop a plan to meet the needs of LEP customers.3

Elements of Comprehensive Linguistic and Cultural Competence: LINGUISTIC AND CULTURAL COMPETENCY GUIDELINE

INDICATORS

1. Organizations should demonstrate linguistic and cultural competence for the funded program(s) or for the organization as a whole that includes clear goals, outcomes, policies and/or procedures related to the provision of culturally and linguistically appropriate services.

1.The proposal addresses in a meaningful way the guidelines in this document and is consistent with the organization’s mission. 2.The proposal demonstrates goals and outcomes that improve services to LEP individuals, persons who are hard of hearing or deaf, and persons with low literacy. 3.There is an Identifiable staff member responsible for overseeing its implementation. 4.The proposal is data driven, based on analysis of verifiable demographic and service data. 5.The data includes the consumers’ self-identified primary spoken language, race, and ethnicity. 6.The proposal assesses new and emerging community/population needs.

3Illinois Department of Human Services Inter-Office. Draft Memorandum. 5-05.

1. 2. Organizations should

implement strategies to recruit, retain, and promote at all levels, diverse personnel and leadership that are representative of the demographic characteristics of the service area.

1.Demonstrated hiring, retention and promotion of staff of racial/ethnic backgrounds representative of target population served. 2.Personnel at different levels receive ongoing education and training in culturally and linguistically service delivery. 3.Establish requirements for specific language skills in job descriptions and remuneration for language skills.

1. Organizations should collect customer data to ensure that every effort is made to provide consumers with effective, understandable, and respectful services, provided in the consumer’s preferred language and in a manner sensitive to cultural beliefs and practices.

1.The data assesses new and emerging community/population needs. 2.The data includes the consumers’ self-identified primary spoken language, race, and ethnicity. 3.Organizations track consumer satisfaction with language access services and organizational sensitivity to consumer culture.

4. 5. Organizations shall provide

hearing impaired and language assistance services, including bilingual personnel and interpreter services, at no cost to each consumer with limited English proficiency, or those who are hard of hearing or deaf, at key points of contact, in a timely manner that facilitates maximum access to services.

1.Evidence that appropriate interpretation services are provided to the LEP, hard of hearing, or deaf consumers in a timely manner. 2.Language fluency is assessed to determine the levelof competence of personnel and interpreters to provide language and/or American Sign Language services in their specific field of service. 3.Family, friends, or other untested individuals are not used to provide interpretation services.

5. 6. Organizations shall provide

to consumers in their preferred language both verbal and written notices of their right to receive language assistance services that are culturally appropriate.

1. Easily understood consumer-related materials and visible notices posted in languages of commonly encountered groups represented in the service area.

2. Pertinent written, oral, and symbolic consumer materials (including consent forms, statement of rights forms, posters, signs, and audio tape recordings) are available in the language of the consumer and/or Braille and available at all key points of access.

3. Quality assurance measures in place to verify accuracy of translated documents.

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Section 1 Linguistic and Cultural Competence Guidelines Vendors are asked to demonstrate their capacity to serve LEP customers in accordance to the LCC guidelines. Vendors should include any additional information that will add clarity to the Vendor’s proposed plan to provide access to services for LEP customers. Vendor should demonstrate it has strategies in place to assist LEP, hard of hearing, and/or deaf customers and persons with limited literacy, or has made good faith efforts to do so. The Vendor submission should address the following: 1. Provide a general description of the linguistic and cultural competence plan for the funded program(s) or for the organization as a whole that includes clear goals, outcomes, policies and/or procedures related to the provision of culturally and linguistically appropriate services. 2. Describe the strategies used to recruit, retain, and promote at all levels, diverse personnel and leadership that are representative of the demographic characteristics of the service area. Provide a list of personnel positions and staff details (name, contact information) at different levels and across relevant disciplines who receive ongoing education and training in culturally and linguistically appropriate service delivery. 3. Describe the procedures that ensure that consumers receive effective, understandable, and respectful services, provided in the consumer’s preferred language and in a manner sensitive to cultural beliefs and practices. Include description of data collection procedures. 4. Describe any language assistance services, including bilingual personnel and interpreter services, cost of services, point of accessing the service, and how the service is delivered. 5. Describe practices established to ensure consumers receive both verbal and written notices, in their preferred language, of their right to receive language assistance or American Sign Language services that are culturally appropriate. List any consumer-related materials and signage in languages of commonly encountered groups represented in the service area, including the languages in which the materials are available.