Request for application funding to Support a New adrc program



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REQUEST FOR APPLICATION
Funding to Support a New ADRC Program

Background

Beginning in 2003, the Federal Administration on Aging, now part of the Administration for Community Living (ACL), joined with the Centers for Medicare and Medicaid Services (CMS) to promote and fund Aging and Disability Resource Centers (ADRCs), which helped individuals learn more about their community long-term service and support (LTSS) options and obtain the services they need to live independently with long-term chronic conditions and/or disability.

On July 1, 2014, the California Health and Human Services Agency (CHHS) moved the ADRC program from the CHHS Secretary’s office, which was not structured for services, to the California Department on Aging (CDA). CDA created a new Community Options and Transitions Unit and on October 6, 2014, a new manager was hired to oversee the project.

California has opted to use the modified title of Aging and Disability Resource Connections to reflect the principle of “no wrong door” as opposed to a “single entry point” concept. At the center of the California ADRC model is a core partnership between an Independent Living Center (ILC) and an Area Agency on Aging (AAA) and then, extended LTSS network providers. Local ADRC partnerships provide objective information, advice, counseling and assistance. They empower people to make informed decisions about their long-term support needs and help them access public and private LTSS programs. With the focus away from consumer deficits and disability and toward empowerment, personal responsibility, objective information and service options, consumers are better prepared to make LTSS decisions that best meet their needs.

Today, the State Independent Living Council (SILC) is promoting expansion of ADRCs statewide. The stakeholder ADRC Advisory Committee finalized state ADRC Designation Criteria that will ensure consistency in the California ADRC model.

California's efforts to expand its ADRC network are timely. As one of the first states to initiate the expansion of Medicaid authorized by the Affordable Care Act (which was launched "online" in 2014), California has embraced other system reform efforts as well. The Governor’s Coordinated Care Initiative represents a dedicated effort to establish an integrated Medicaid/Medicare managed care model that includes LTSS, health care and behavioral health services. A critical component of integrating LTSS into a comprehensive array of health care, behavioral health and long-term care services will be development of business agreements that will ensure seamless LTSS service delivery for covered individuals. The nexus of the state’s vision for managed LTSS and the local momentum for ADRCs provides an opportunity to form partnerships that will benefit seniors and people with disabilities, and will build on expertise embedded in our local aging and disability service providers. With the launch of the state’s first Veterans Directed Home and Community Based Services, the most current versions of Options Counseling now include a discussion on Veterans issues supporting the goal of the No Wrong Door (NWD) model.



New ADRC Program Funding Opportunity

In April 2015, the State Independent Living Council received approval of a No Cost Extension and Carryover totaling in excess of $300,000, in which $100,000 has been earmarked for the development and implementation of two new ADRC programs. SILC seeks to fund two new sites, one per county, in two of the following counties: Alpine, Amador, Calaveras, Contra Costa, El Dorado, Fresno, Humboldt, Imperial, Inyo, Kern, Kings, Lake, Lassen, Los Angeles, Madera, Marin, Mariposa, Mendocino, Merced, Modoc, Mono, Monterey, Napa, Placer, Sacramento, San Benito, San Bernardino, San Joaquin, San Luis Obispo, San Mateo, Santa Barbara, Santa Clara, Santa Cruz, Shasta, Sierra, Siskiyou, Solano, Sonoma, Stanislaus, Sutter, Trinity, Tulare, Tuolumne, Ventura, Yolo, and Yuba.

The SILC seeks applications from local aging and disability organizations committed to achieving ADRC Designation, as well as exploring the options for a business relationship with a managed care organization.

The following attachments provide guidance on application development and submission:

Attachment 1: Application Instructions, Selection Process and Timeline

Attachment 2: ADRC Contractor Scope of Work

Attachment 3: Sample Work Plan

Attachment 4: Sample Budget

If you have questions about this funding opportunity, please contact Yvonne Walden by email, yvonne@calsilc.org, or phone, 916-445-3005.



Attachment 1: Application Instructions

Local Organization Partnerships
The State Independent Living Council seeks local community organizations (county government or nonprofit organizations) already engaged in improving consumer access to long term services and supports (LTSS) by sharing resources and streamlining service delivery. As noted earlier, the contractor will be developing and implementing a new ADRC Program, including core services, in Alpine, Amador, Calaveras, Contra Costa, El Dorado, Fresno, Humboldt, Imperial, Inyo, Kern, Kings, Lake, Lassen, Los Angeles, Madera, Marin, Mariposa, Mendocino, Merced, Modoc, Mono, Monterey, Napa, Placer, Sacramento, San Benito, San Bernardino, San Joaquin, San Luis Obispo, San Mateo, Santa Barbara, Santa Clara, Santa Cruz, Shasta, Sierra, Siskiyou, Solano, Sonoma, Stanislaus, Sutter, Trinity, Tulare, Tuolumne, Ventura, Yolo, or Yuba County. The selected contractor is expected to submit a formal application for ADRC Designation.

Available Funding: Up to $ 50,000 per site
Contract Term: July 1 - September 29, 2015

Submission Date: Applications for ADRC Program Funding must be submitted no later than 5:00 p.m. on Friday, May 15, 2015 by email to yvonne@calsilc.org. Please indicate New ADRC Program Application in the subject line.

Application Specifications:

The application package must not exceed 20 pages, single-sided, double-spaced. Required attachments are excluded from the 20 page limitation. Fonts may not be smaller than 12 points and pages must be numbered sequentially. (The following documents are excluded from the 20 page limit: a) Cover Letter, b) Budget Summary and c) Letters of Commitment/Support.)



Application Package Components:


  1. Cover Letter

The cover letter must identify the primary contact for the local ADRC program as well as core partner leads. Please include the name, title, organization, address, email, and phone number for each individual. Core ADRC partners will need to determine which organization will serve as lead contractor and fiscal entity for the application.




  1. Narrative




  1. Statement of Partnership History

Briefly identify (not to exceed one page) the core ADRC partners and explain the shared vision for the future LTSS system improvements, veterans services, and partnership planning activities/collaboration to date.


  1. Statement of Commitment to Achieving ADRC Designation

State briefly the core partners’ commitment to meeting ADRC Designation Criteria and submitting an ADRC Designation Application to the California Department of Aging (CDA). Attach a formal collaboration agreement between core partner organizations. Draft language is acceptable; however, the agreement must be executed prior to July 1, 2015.


  1. Location

State the geographic location (county or counties) that will be served by partner organizations.


  1. Goals for Engaging Other Payers

State any goals for partnerships coordinating/pursuing other funding for ADRC core and/or LTSS services; for example, Veterans, managed care, etc.


  1. Project Commitment

State the commitment and ability to work with technical experts for the period of July 1, 2015 – September 29, 2015.



  1. Organizational Capacity

State the partnership organizational capacity to provide the four core ADRC services: Enhanced Information and Assistance, Options Counseling, Short Term Service Coordination and Care Transitions in accordance with California ADRC Designation Criteria. Provide a brief description of each ADRC core partner organization. Include the date of establishment and type of background/experience in providing services and the role in providing core ADRC services. The organizational capability statement must assure and demonstrate that the ADRC partnership has the capacity to implement the ADRC program and meet requirements specified in the Scope of Work (SOW).
State the staffing and data resources that can be engaged in work with technical consultants during the project period. These resources will be provided as “in-kind”. Each partnership must identify, at minimum, two individuals (one from each core partner organization) to be available for technical discussions, to participate in strategic planning and to facilitate access to appropriate data, organizational staff and resources, and aging and disability service networks and other related LTSS provider agencies.



  1. Attachments




Work Plan

Attach a three month work plan that includes a goal statement, major objectives, activities/tasks, timeframes, outputs and lead entities and/or individuals. Implementation of all core services should be achieved within the contract period. The work plan must reflect and be consistent with the SOW (Attachment 2) and Budget. See Attachment 3 for a sample work plan.


Budget

Attach a budget using the format in Attachment 4. The intent of this contract is to augment not to replace base funding resources. The lead fiscal entity is expected to contract with the proposed core ADRC partner(s). All costs associated with the performance of the SOW must be included in the Budget, including in-kind staffing and resources.


Letters of Commitment/ Support

Include letters of commitment from all identified core ADRC partners and letters of support from potential extended ADRC partners.


SILC/CDA Review Criteria

The top scoring application will be awarded the new ADRC Program contract.






Partnership Features

Points




Statement of Partnership Agreement; and/or Partnership Agreement

1-5




Commitment to meeting ADRC Designation Criteria

1-5




Organizational Capacity and Commitment of Staffing and Data Resources

1-10




Goals for Engaging Other Payers

1-5




Work Plan

1-5




Budget

1-5


Top six applicant scorers will advance to interviews.




Interview

1-5




Maximum Possible Points

40


Timeline



Announcement Released


April 16, 2015


Applications Due


May 15, 2015


SILC Review of Applications


May 18-May 22, 2015


Telephone Interviews


May 27-28, 2015


Contract Award


June 1, 2015


Anticipated Contract Execution


July 1, 2015


ADRC Partnership Development

July 1- September 29, 2015










Attachment 2: ADRC Contractor Scope of Work

Establishing an Aging and Disability Resource Connection (ADRC) Vision

The contractor, in collaboration with core ADRC partners, will furnish enhanced information and assistance, options counseling, service coordination and facility transition services that empower individuals to make informed choices about long-term services and supports. Long-term services and supports refer to a wide range of in-home, community-based, and institutional services and supports that are designed to help older adults, persons with disabilities, and family members. Planning activities will be focused on streamlining services across many organizations and establishing business relationships.



Contractor Activities

The Contractor will develop and implement a No Wrong Door (NWD) ADRC partnership system of providing consumers, family members, and providers with critically needed services that enable persons to avoid higher cost facility care. Contractor will conduct planning activities and will implement an ADRC partnership consistent with California ADRC Designation Criteria and Options Counseling Standards and technical guidance materials, including but not limited to the California ADRC Implementation Guide and ADRC Partnership Planning Guide.

In collaboration with core ADRC partner(s), the contractor will:


  • Execute an ADRC Partnership Agreement. July 1, 2015

  • Implement core ADRC services: Enhanced Information and Referral/Assistance, Options Counseling, Short Term Service Coordination, and Facility Transition services (hospital to home and/or nursing facility to home). July 1 – September 29, 2015.

  • Provide (in-kind) subject matter expert staff resources to work with technical consultants provided by CDA in strategic planning and organizational development activities. July 1 – September 29, 2015

  • Engage in outreach/education and technical discussions with managed care organizations and/or other potential payers. July 1 – September 29, 2015.

  • Submit a formal ADRC Designation application to the California Department of Aging.

Contractor is expected to conduct activities beginning the first day of the contract period. Timelines for producing services and deliverables are approved by SILC through the required Work Plan.



Collaboration

Contractor shall collaborate with core partners(s), an Independent Living Center designated by the Department of Rehabilitation and/or an Area Agency on Aging designated by the California Department of Aging, and with extended partners, that may include but are not limited to: Alzheimer's Association chapters; assistive technology programs; disability/aging advocacy groups; community service providers; Health Insurance Counseling and Advocacy Program (HICAP); Long-Term Care Ombudsmen Programs; Developmental Disabilities Councils; Mental Health Planning Councils; California Caregiver Resource Centers; housing agencies; volunteer groups; employers; faith-based service providers; private philanthropic organizations; private service providers; hospitals; transportation authorities; Community Transition teams (where available); and other community-based organizations.




Local ADRC Advisory Group

The contractor, with core partner(s), shall establish an ADRC Advisory Group to advise regarding the following: (a) the design and operations of the ADRC; (b) products and system improvement strategies; (c) progress toward achieving the goal and vision described in the scope of work; (d) the integration of LTSS with primary and acute care benefits under an integrated Medi-Cal and Medicare managed care system; and other technical development and priority issues related to the local health care and social supports systems.


The Advisory Group shall include individuals representing populations served by the ADRC; representatives from organizations that provide services; and representatives of government and non-governmental agencies impacted by the integration of LTSS with the formal health care system.

Deliverables:



  1. Shared Protocols related to each of the core ADRC services (Enhanced Information and Assistance; Options Counseling, Short Term Service Coordination and Transition Services); quality assurance (including client satisfaction) and contracting with an MCO and/or other payers. As supporting documentation, please include copies of pages from your Employee Handbook or related in-house Reference Guide that supports this deliverable.

  2. ADRC Designation Application

  3. Business plan and technical materials aimed at establishing a sustainable ADRC business model.


Management Information Systems

Contractor shall utilize an existing management information system (MIS) for data collection, recording, and reporting that supports the functions of the ADRC program. Specific requirements for data, member documentation, utilization, quality measures and reporting shall be negotiated between ADRC partner organizations and other identified funders.

Contractor, and core partners, will also be expected to participate in technical discussions and analyses that may require generating data, staffing work groups or other activities necessary to explore business models for ADRC/Managed Care Organization purchasing agreements.

ADRC Coalition

Contractor, and core ADRC partner(s), will participate in the ADRC Coalition conference calls and in-person meetings (if available) convened by CDA and comprised of representatives from all California's ADRCs.



Reporting

Contractor, and core ADRC partner(s), shall submit data and reports in the format and within the timeframes specified by the SILC. These reports include, but shall not be limited to:


Semi-Annual Report - Contractors shall complete the federal Semi-Annual Report by October 1, 2015. An electronic copy of this report will be emailed to Contractor, and core ADRC partner(s), no later than July 15, 2015.
Year-End Financial Report - This report shall include, but not be limited to, fiscal summaries of actual expenditure of contract funds. Contractor shall submit fiscal reports to:

ADRC Program

c/o SILC

1600 K Street, Suite 100

Sacramento, CA 95814

Work Products Format - All work products that are developed or revised under the terms and conditions of this contract must be furnished to the SILC in electronic format. Please send via email to yvonne@calsilc.org.
Americans with Disabilities Act/California Code of Regulations

Contractor shall operate the ADRC program in compliance with applicable requirements of the Americans with Disabilities Act; Title V of the Rehabilitation Act of 1973, as amended; and, Title 24, California Code of Regulations.



Attachment 3: Sample Work Plan Format
Name of ADRC Partnership:
Goals Statement:



Objective 1.


Activities/Tasks


Timeline

Lead

Outputs

1.1











1.2











1.3











1.4











1.5











1.6











1.7













Objective 2.


Activities/Tasks


Timeline

Lead

Outputs

2.1











2.2











2.3











2.4











2.5











2.6











2.7












Attachment 4: Budget Format

BUDGET SUMMARY
For the State Fiscal Year 2015-2016

Contract term July 1, 2015 – September 29, 2015




BUDGET ITEM

July 1, 2015 – September 29, 2015

Total

PERSONNEL SERVICES







Salaries, Wages and Fringe Benefits







OPERATING/EQUIPMENT EXPENSES







Subcontractor







Travel







Space







Equipment and Furniture







Utilities







Communications







Printing and Supplies







SUBTOTAL – O&E







INDIRECT COST







Other (Itemize):

























TOTAL COST









PERSONNEL BUDGET
For the State Fiscal Year of July 1, 2015 through September 29, 2015



Job Title


Monthly Salary

Rate

Number

of

Months

Budgeted

Percent

FTE


Amount of

Benefits


SUBTOTAL

















































































































































































































































Enter this amount in the Budget Summary - Total





BUDGET NARRATIVE

FORMAT AND INSTRUCTIONS

For the State Fiscal Year of July 1, 2015 through September 29, 2015,


The following format must be used when completing the Budget Narrative. Line items must be costed where appropriate and must match totals quoted on the Budget Summary. Identify your projected detailed expenses for each line item by following the instructions herein. A Budget Narrative (and accompanying Personnel Budget must be provided for the contract period)


  • SFY July 1, 2015 (anticipated contract start date July 1, 2015)

  • SFY July 1, 2015- (anticipated contract end date September 29, 2015)

Budget line-item costs should include the following:




  1. PERSONNEL Services 1. Total $______

Personnel services must be detailed in the Personnel Budget and the total inserted in the Budget Summary and Budget Narrative

    • Identify each funded position title or classification.

    • Identify the monthly salary rate.

    • Number of months budgeted.

    • Indicate the percent time each staff will spend on the ADRC initiative.

(Full staff time represents 100 percent effort, i.e., an eight–hour day, 40-hour week).

Employees will be required to keep time records reflecting all hours worked on program-related activities. When an employee’s time is shared with other projects or activities, the proposal must include an allocation plan to distribute time and costs to the various activities.



    • Fringe Benefits (List cost detail of each benefit to be paid.)




  1. OPERATING/EQUIPMENT EXPENSES

Operating/equipment expenses must be outlined in detail and the totals for each line item carried forward to the Budget Summary.



  1. SUBCONTRACTOR SERVICES a. Subtotal $______

Specify the total costs for all subcontracted services. Identify the number

of subcontractors by job title, services to be provided, and basis for costs

such as by hour, day or other reasonable basis.


  1. TRAVEL b. Subtotal $______

Specify the total cost for travel and per diem. Travel expenses include the

cost for lodging, meal expenses, commercial carrier fares, private car mileage

allowance and incidental expenses incurred by personnel traveling on

program-related activities. Travel expenses shall be charged on the premise

that such travel originates from the contractor’s California office.
Reimbursement for necessary travel expenses shall be made from funds within the contract and shall be set in accordance with the rates specified by the Department of Personnel Administration. No travel outside of the State of California by the contractor shall be reimbursed unless there is prior written authorization from SILC.



  1. SPACE c. Subtotal $______

Specify the estimated cost for space. Estimated costs may be based on the

amount expected to be paid for rent. Where the facility is owned by the

contractor, costs may be reimbursed on the basis of depreciation or a use

allowance. When space is rented, indicate whether the charge also provides

for services such as utilities or maintenance. Include the amount of square

footage and the rate per square foot.




  1. EQUIPMENT/FURNITURE RENTAL/PURCHASE d. Subtotal $______

Specify the amount to be paid for equipment and/or furniture rental/purchase.

The amount expected to be paid for the rental/purchase of equipment/furniture may be included in the budget but must receive prior approval from SILC. Any equipment/furniture purchased with contract funds becomes the property of SILC and arrangements must be made at termination of the contact for transfer of the equipment to the SILC.




  1. UTILITIES e. Subtotal $______

Specify the cost for utilities that are not provided with rental of space.

May include power, water, electricity, gas, etc.




  1. COMMUNICATIONS f. Subtotal $______

Specify the cost for telephones, facsimile, postage, etc. Identify the type

of service, number of telephones, basis for payment, etc.




  1. PRINTING AND SUPPLIES g. Subtotal $______

Specify the costs for printing, photocopying and other reproduction services.

Specify the estimated cost of office supplies such as paper, forms, folders,

pens, pencils, etc. Only costs incurred specifically for the program are allowable.
2. TOTAL OPERATING/EQUIPMENT EXPENSES $______



  1. INDIRECT COSTS 3. total $_____

Specify the rate and the amount of any indirect costs. Indicate the cost basis

upon which it was determined. If the proposer has an Indirect Cost Rate (ICR)

approved by federal agencies of the Department of Health and Human Services

or other public grantors, a copy of the negotiation agreement should be submitted with the budget. All other ICRs must be fully explained and justified before they can be approved.




  1. OTHER EXPENSES 4. Total $______

Any expenses not specified in the above categories must be identified and fully

explained/justified.


*TOTAL COST:$______

*This amount must match the Total Cost on the Budget Summary.



New ADRC Program Application | April 15, 2015 | p.




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