HomeMy WebLinkAboutAgenda - 06-03-2008-4pORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 3, 2008
Action Agenda
Item No. y~~~- n
SUBJECT: Grant Opportunity -Expansion of Aging and Disability Resource Connections
(ADRC)
DEPARTMENT: Aging PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Request for Applications Jerry M. Passmore, 245-2009
ADRC Planning Group Invitees Gwen Harvey, 245-2307
PURPOSE: To request BOCC approval for Orange County to pursue a partnership grant
opportunity with Chatham County to create and/or improve local infrastructure to deliver a more
effective and efficient social service system to the aging populations and adults with disabilities.
BACKGROUND: A Request for Applications (RFA) has been issued by the North Carolina
Department of Health and Human Services (NCDHHS), Office of Long-term Services and
Supports (OLTSS), to help local partners develop and expand Aging and Disability Resource
Connections (ADRC) across the state. NCDHHS-OLTSS is striving to create a "uniform portal of
entry" system for long-term support services in which access is streamlined, administrative
duplication is minimized, and confidentiality of information is ensured, enabling persons over 60
or disabled adults to live and actively participate in the communities of their choice.
On May 16, the Department on Aging with Chatham County Council on Aging and Carol Woods'
Senior Connections Project convened a joint Orange-Chatham County meeting with over 25
representatives including the departments of Social Services and Health; Mental Health,
Cooperative Extension, hospitals, County Manager's Office, Triangle J Area Agency on Aging,
Piedmont Health Services and various disability and non-profit groups. (See Attached
Invitation list.) The purpose of the meeting was to educate everyone to the ADRC concept
initiative and to decide on applying for grant funds. The group consensus was to submit a joint
application that would develop and/or implement community management information systems
that support the OLTSS vision of a statewide, integrated, person and family-centered program of
services and. supports.
Grant applications are due Monday, June 9, 2008. A work group was formed and met on May
21, 2008 to prepare that application. The application does not include any permanent staff, only
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temporary and time-limited, possibly utilizing interns. The BOCC will be informed and updated
on details when the application is submitted.
FINANCIAL- IMPACT: Mini grants up to $10,000 are available fora 12-month initiative. Full
grants are from $50,000 - $75,000 for up to 33 months. ,Funding through this grant process is
time-limited. Recipients would have to develop specific strategies to help ensure long-term
sustainability. Recipients would also be expected to provide a match of 5% of non-federal
funding, which may be in-kind. The County's match can be provided .within the existing
Department on Aging budget. There are no impacts to staffing levels in conjunction with grant
receipt.
RECOMMENDATION(S): The Manager recommends that the Board approve the County
Department on Aging proceed with a Chatham County partnership towards submittal of a formal
grant application to the NCDHHS-OI.TSS for creating or improving local .management
information infrastructure for expansion of Aging and Disability Resource Connections (ADRC).
NORTH CAROLINA DEPARTMENT OF HEALTH 8c HUMAN SERVICES
Office o~ Long-term Services .and Supports
REQUEST FOR APPLICATION (RFA)
EXPANSION OF AGING AND DISABILITY RESOURCE CONNECTIONS
State Fiscal Year (SFY) 2008-2009
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North Carolina Department of Health and Human Services
Office of Long-Term Services and Supports
o aule of Contents
Introduction '
Background
Scope of Services
Target Population
Award Amounts '
Eligibility
Grant Award Period
Reporting
The procurement Process
Number of Copies
General Instructions •
Application Face Sheet
Notification of Intent to Apply
Application Review Process
Scoring
Project Profile-Form A
Project Abstract-Form B
Scope of Work Elements-Forms C1-7
Budget-Form D1
Budget Narrative-Form D2
Conflict of Interest-Form E
IRS Federal Tax Exempt Letter -Form F
Certification Regarding Drug-Free Workplace Requirements--Form G
Disclosure of Lobbying Activities-Form H
Certification Regarding Lobbying-Form I
Notice of Certain Reporting anal Audit Requirements-Form J
State Grant Certification of No Overdue Taxes--Form K
Consumer Survey-Form L
Request for Application
Application Checklist
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I*lorth Carolina Department of Health and Human Services
Office of Long-Term Services and Supports
RFA# OLTS-08-01
REQUEST FOR APPLICATIONS
EXPANSION OF AGING AfVD DISABILITY RESOURCE CONNECTIONS (ADRC)
FUNDING AGENCY: North Carolina Department of Health and Human Services
ISSUE~DATE: April 15, 2008
FUNDING AGENCY: NCDHHS Office of Long-term Services and Supports
Location: 906 Tate Drive Raleigh, NC 27603 '
Mail: 2001 Mail Service Center Raleigh, NC 27699-2001
Applications, subject to the conditions made a part of hereof, will be received until 5:00 p.m.,
June 9, 2008, for furnishing services described herein.
SEND ALL APPLICATIONS DIRECTLY TO THE FUNDING AGENCY ADDRESS SHOWN ABOVE.
Direct all inquiries concerning this RFA to: Sabrena Lea
Location: 906 Tate Drive, Dorothea Dix Campus, Raleigh, NC 27603
Mail: 2007. Mail Service Center Raleigh, NC 27699-2001
Phone: 919-855.4428
Fax: 919.715.8399
NOTE: All prospective applicants are ENCOURAGED to participate in a BIDDER'S AUDIO-CONFERENCE CALLon May
2, 2008from 10:00-12:00 noon. The call in number is: 919.420.7945. Questions concemingthe specifications in this
Request for Applications will be received until 5:00 p.m. April 30, 2008 by email to adre.forums@ncmail.net. A
summary of all questions and answers discussed during the bidder `s conference call will be available on the website
at http://www.ncdhhs.sov/tCc/ and emailed to all agencies and organizations who received a copy ofthis RFA.
Prospective applicants are asked to complete and return notice of intent to apply. (See instructions on page 17)
INTRODUCTION
With this Request for Applications (RFA},the North Carolina Department of Health and Human Services t7ffioe of Longterm
Services and Supports (NCDHHS OLTS) intends to identify and fund applicants that demonstrate how ADRCs will be
developed, implemented, and used as a vehide to implemenithe OLTS vision: to create a statewide, integrated, person and
family-centered system for those who need longterm servimxs and supports so that they can live and actively partidpate in
communities oftheir choice. In an effort to maxirrmize expansion efforts, applim~tions that cover multiple oauntmes are highly
ermmxmuraged, as is the use of technology to trade and provide information and assistance tb consumers. Streamlining access
to services and minimizing the burden for consumers to tell their "sinries" repeatedly to various agendas is of paramount
importance. The objeGive for this RFA derives from the 2001 North Carolina Institute on Medicine Recommendations,
spedfically; "The North Carolina DHHS should develop a'un'rformportal of entry'systemforlong-term care services in which
confidentiality of information is ensured (priority):' ADRCs should be the primary vehide for establishing a uniform portal of
entryto longterm senrioes and supports in North Carolina.
The intent of the RFA is not to supplant existing programs that provide information and referral services to older adults and
individuals with disabilities. ft is also not the irrtent of this RFA to deveop segregated programs.'To the contrary, this RFA
seeks to integrate and strengthen relationships between existing providers through the establishment of formal linkages,
partnerships, and referral protocols.
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[f{~1~~IrPI7
North Carolina Department of Health and Human Services
Office of Long-Term Servipes and Supports
In many communities, long-term support services are supported by numerous funding streams,
administered by multiple agencies, and have complex, fragmented, and often duplicative intake,
assessment, and eligibility functions. Determining how to obtain services ~is difficult both for persons
who qualify for publicly funded support and for those who can pay privately. A uniform, coordinated
system, of information and access for all persons seeking tang-term support will minimize confusion,
enhance individual choice, and support informed decision making. It will also improve the ability of
state and local governments to manage resources and to monitor program quality through centralized
data collection and evaluation. ADRCs are a key component of an effectively managed, consumer-driven
system of long-term supports and services. ADRCs will enable policy makers and program administrators
to respond more effectively to individual needs, address system problems, and limit the unnecessary
use of high-cost services, including institutional services.
Making information and counseling available to both public and private=pay individuals is a central
element of the ADRC vision. Reaching people before they become Medicaid-eligible, end helping them
to learn about low-cost options and programs such as private long-term support insurance, can help
individuals make better use of their own resources and help to prevent or delay spending resources
down to Medicaid eligibility levels.
SCOPE OF SERVICES
i'arget Population
This RFA is to develop ADRCs that serve, at a minimum, the aging population, and adults with
disabilities. For the definition of "aging" in this solicitation, we use age 60 and above as specified in the
Older Americans Act. For the definition of "disability," we use the definition from the Americans with
Disabilities Act, "e physical or mental impairment that substantially limits one or more of the major life
activities of such individual; a record of such an impairment; or being regarded as having such
impairment."
The ADRC will be a resource for both public and private-pay individuals. Each ADRC will serve persons
who .are aging, adults with disabilities, family caregivers and persons planning for future long-term
support needs. The ADRC will also be a resource for health care professionals, long-term support
professionals, and others who provide services to the aging population and to people with disabilities.
Program Features
Listed below 'are program features which should be considered in developing the proposal to meet the
intent of this RFA. The goal of ADRCs is to empower individuals to make informed choices and to
streamline access to long-term services and supports. Long-term services and supports refers to a wide
range of in-home, community based, and institutional services and programs that are designed to help
individuals who are aging.
Each ADRC in North Carolina must:
• Serve as a highly visible and trusted resource where people can turn far information on the full
range of long-term support options
• Serve as a uniform portal of entry to public and private long-term support programs and benefits
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North Carolina Department of Health and Human Services
Office of Long-Term Services and Supports
Actively promote public awareness of both public and private long-term support options, as well as
awareness of the ADRC, especially among underserved and hard-to-reach populations
• Provide information and counseling, as needed, on all available long-term support options
• Help people assess their potential eligibility for public long-term support programs and benefits
• Facilitate the process for determining program eligibility for public long-term support programs and
benefits, including level of care determina#ions for Medicaid nursing home and HCBS waiver programs
• Assist people with the Medicaid eligibility determination process (in collaboration or coordination
with Medicaid eligibility determination staff)
• Provide short-term assistance or case management to stabilize individuals needing long-term
support and their families in times of immediate need before they have been connected to ongoing
support (e.g., enrolled in a home and community-based waiver)
• Provide information and referral about programs and benefits that can help people remain in the
community, such ~ as (but not limited to) disease ~ prevention and health promotion programs,
transportation~serVices; and. income support programs
• Nelp people plan for their future long-term support needs
• Organize, simplify, and ensure "seamless" access to all public long-term support programs
• ADRCs may also provide on-going case management to individuals using public or private funding.
The operational configuration of ADRCs will vary from geographic service area to geographic service
area. In some communities, ADRC functions may be performed in a single location. However, in some
localities, ADRCs may be decentralized and have multiple sites and organizations involved in performing
the information and access functions. Regardless of the configuration, the functions of the ADRC will be
coordinated to ensure that all individuals are provided with accurate and timely information to
'streamline access to long-term services and supports.
ADRCs will create formal linkages between and among the major pathways to long-term support,
including preadmission screening programs for nursing home services, hospital discharge planning,
physician services, and the various community agencies and organizations that serve the ADRC's target
populations. These linkages will ensure that people have the information they need to make informed
decisions about their support options as they pass through critical transition points in the health and
long-term support system.
DHHS recognizes that not all communities can immediately implement the ideal ADRC described above.
However, the vision indicates the latitude of design possibilities for ADRCs and our long-range
expectations. We believe implementation of the full vision can achieve success in meeting individual
needs and preferences and in effectively managing public resources, while implementation of too few of
the elements will limit the success of an ADRC program.
While the RFA requires one agency or organization to take responsibility for submitting the application
and to manage the contract and funding, it is expected that the, application and subsequent
implementation will involve other agencies and organizations within the community. ADRC functions
cannot be administered by one agency or organization in isolation. The sum of the community agencies
and organizations performing ADRC functions will be known as the "Collaborative," while individual
agencies and organizations making up the Collaborative will be known as "Collaborative Operating
Entities."
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North Carolina Department of Health and.Human Services
. Office of Long-Term Services and Supports
ADRCs will gather and manage information from individuals in a way that ensures their confidentiality,
but limits repeated collection of the same information throughout the various interactions with the
I d 'll b d "n art as the
long-term support and services system. The md~vidual-leve ata w~ a use , ~ p ,
foundation of a management information system that will track client intake, needs assessment, service
plans, utilization, and costs. The management information system will support on-going program
analysis, planning, budgeting, quality assurance, program evaluation, and continuous improvement as
well as state and local policy development. '
Sustainability (Maintaining the initiative after funding ends)
Funding through this grant process is time limited. Consequently, organizations must be able to develop
specific strategies to help ensure long-term sustainability. Examples of such strategies include, but are
not limited to, identifying a permanent, administrative "home" for the program, long-term funding,
outcome-based evaluation, and necessary policy changes.
Sustainability of this project will entail the development and execution of a provider organization's
capacity to offer the option of individualized services and supports to an expanding consumer base
beyond the contract period. Furthermore, successful sustainability will be evidenced by a shift in the
culture of the Collaborative• and Collaborative Operating Entities to reflect an investment in
individualized supports and services for people who are aging and adults who have disabilities. The
"Collaborative" will develop a network that serves as a learning community for each other, as well as
other provider organizations in the state that wish to be engaged in the process.'
Award Amounts
Applicants are eligible to apply for either a Mini Grant for creating or improving the infrastructure for
delivering at least one of the ADRC required functions or for the Full Grant for Expansion of Aging and .
Disability Resource Connections.
Applicants applying for the full contract will be eligible to receive funding in a range of $50,000 to
$75,000, depending on the size and scope of the project and needs as described in the applicant s
budget submission. Fully funded contracts are multi-year initiatives for up to 33 months. Contractors
are expected to provide a match of 5% of non-federal funding, which may be in-kind. Payment shall
be made in accordance with the Contract Documents as described in the attached Scope of Work. We
currently expect to fund four (4) full contracts, subject to re-consideration upon receipt of the
applications.
Applicants applying for a mini grant will be eligible tb receive up to $10,000 depending on the size and
scope of the project as described in the applicant's budget submission. The mini grants area 12-month
initiative. Payment shall be made in accordance with the Contract Documents as described in the
attached Scope of Work. We currently expect to fund up to ten (10) mini grants, subject to re-
consideration upon receipt of the applications. Mini grants are not subject to a 5% match.
Grant Award Period
• Full Grant: October 1, 2008, through June 30, 2011
• Mini Grant: October 1, 2008 through September 30; 2009
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• North Carolina Department of Health and Human Services
Office of Long-Term Services and Supports
Eligibility
Application is open to organizations and agencies with an interest in delivering information and
assistance regarding long-term supports and services to older adults and adults with disabilities.
Reporting
If awarded funding, the following are required:
1) Monthly: .
Reimbursement request in a format determined or approved by the OLTS by the 10~' of each month,
to the contract administrator. •
2) Semi-Annually:
Data to support the OLTS in completing its required Semi-Annual and Annual Reports for its funding
sources, the Administration on Aging and the Centers for Medicare and Medicaid Services.
3) Annually:
a) Submit NC State Auditors G5143C-6-22 & 23 Grant Compliance Report.
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ADRC Community Discussion Invitees- May16, 2008 U
Narncipants Agency
Altman, Heather Carol Woods Haltman(cr).carolwoods.org
Barrett, Kate OC Dept on Aging KbarrettCa.co.orange.nc.us
Beckerdite, Tana UNC CARES beckerdi(a~email.unc.edu
Brooks, James Pro'ect Compassion James ro'ect-com assion.or
Busb -Whitehead, Jan UNC Medicine Jan Busby-whitehead(ir)_med.unc.edu
Coletta, Sandra Chatham Co Dept on Social Services Sandra.coletta(c~ncmail.net
Coston, Nanc OC Dept of Social Services NcostonCa~co.orange.nc.us
DeLo e, Laura Carol Woods Ideloye(cr~.carolwoods.org
Dennison, Angel Chatham Co Council on Agin angel.dennison(a~licmail.net
Giuliani, Carol UNC Ph sical Therap carol giuliani(a~med.unc.edu
Gorle , Am MAP Consultant agorelyCa~email.unc.edu
Graham, Ron Vocational Rehabilitation Ronald.grahamCa~ncmail.net
Harve ,Gwen OC Assist. County Mgr Gharve co.oran e.nc.us
Jones, Todd OC Information Technologies TionesC~co.orange.nc.us
Nelson, Ga UNC CARES gmnelson(a~email.unc.edu
Passmore, Jer OC De ton Aging Jpassmore(a~co.oranae.nc.us
Passmore, Jill TJCOG -AAALTC Ombudsman Program 'm assmore aol.com
Paltattiar _Inan T.IC'.C~C; -Araa Ananrv nn Aninn .InellPttier(a)ticoa_ora
Roberson, Lorene NC.Serv Deaf & HOH & ATP LrobersonCa ~Ncatp.org
Salmon, Ma Anne UNC CARES masalmonC a~email.unc.edu