Region _ Open Door Program RFP Bidder`s Conference

Region 2 Open Door Program
Grant’s Information Conference
Friday, January 10, 2014
9 am- 10:30 am
Call in Number:
888-494-4032/Access Code: 8342243963
Webinar link:
Halle Ritter Levy, Director, Open Door
Nelida Smyser-DeLeon, DHS Office of Assistant Secretary
Intent of Open Door RFP
The intent of this RFP is to fund the development and
implementation of an Open Door site--a human services
program that provides wrap-around services and meets the
needs of vulnerable and underserved populations that
reside in DHS’ Region 2 communities.
The success of the Open Door programs has led DHS to
seek a qualified applicant to collaborate with to develop
and implement an Open Door program in DHS Region 2
Qualified applicants should have experience working with
high-risk populations, a strong familiarity with DHS
programs and local offices, and dynamic partnerships with
other state agencies, social service providers and local
municipalities in Region 2.
Accessing the RFP
RFP Proposal Deadline: Tuesday,
February 11, 2014
– When submitting the application include
two (2) originals and four (4) copies
– The signatures on the original proposals
should be in blue ink
– Include one (1) CD with the proposal
saved in a word document format and
PDF format.
RFP Submission Guidelines
DHS Website
– Click on ‘RFP’ link in the for Providers
– Request for proposal for Title XX and DFI
Services for DHS Open Door Program
– Click on Region 2 to access your Region’s
RFP Submission Guidelines
RFP Proposal Deadline: Tuesday,
February 11, 2014
– When submitting the application include
two (2) originals and four (4) copies
– The signatures on the original proposals
should be in blue ink
– Include one (1) CD with the proposal
saved in a word document format and
PDF format.
RFP Submission
Guidelines (Continued)
Please mail your grant applications
to the following address:
DHS Procurement Office
Illinois Department of Human Services
401 North 4th Street, 2nd floor
Springfield, IL 62701
RFP Submission
Guidelines (Continued)
Updated information
Pertaining to RFP
The DHS website will contain
updated information, instructions
and/or requirements relating to
the RFP.
 It is the responsibility of the
applicant to monitor the website
and comply with any RFP updates.
Questions on RFP
All questions about the contents of the
RFP may be directed to Halle Ritter-Levy
via email at [email protected]
Include the Title of the RFP in the
Subject Box of your email.
All RFP Q&A will be posted on the DHS
Only written answers to questions can
be considered the official State response.
Mandatory Requirements
Evidence of 501c3 Status (if applicant is
a non-profit agency)
Targeted service area is within Region __
Applicant demonstrates fiscal stability
Ability to meet the 25% match required
by the Title XX funds.*
*The 25% match can include up to 15% in-kind
match. $5,000.00 of the match must be earmarked for
the provision of client subsidies
Mandatory Requirements
Adherence to the Open Door Program
Policy Manual
Ability to meet DHS technical
Agreement to conduct Program
Provide a comprehensive Cultural and
Linguistic Competency Plan
Mandatory Requirements
*Client Subsidies
Used to provide immediate, direct assistance
during triage intervention
-Bus/ gas card -Prescription costs
-Food purchases -Housing assistance
 Applicant to designate minimum of $5,000.00
in budget for client subsidies
 Must follow Open Door Program Policy Manual
guidelines for issuing client subsidies
RFP Review Process
Applications will be reviewed by panel of DHS
and Governor’s Office staff
Panel members will evaluate applications
independently, then review & score collectively
DHS reserves the right to consider factors other
than the Applicant’s final score in determining
grant recommendations, such as:
– Geographic service area
– Applicant’s past performance
– Degree of need for services
RFP Scoring
Executive Summary (not scored)
Narrative Responses
Organizational Qualifications/Capacity (55 pts)
Program Plan (50 pts)
Evaluation and Monitoring (20 pts)
Budget and Budget Justification (20 pts)
Linguistic and Cultural Competency Plan (not scored)
Bonus Points
– Collaborative applications and Multiple Need Customers
(20 pts)
Anticipated Amount: Up to
$105,000.00 each year
 3 year commitment with two year
one year renewals
 Length of Agreement: July 1,
2014- June 30, 2015
 Funding decisions: March, 2014
Overview and
Quick History-DHS &
Open Door
Department of Human
Services (DHS)– Mission
To assist Illinois residents to achieve
self-sufficiency, independence and
health to the maximum extent possible
by providing integrated family-oriented
services, promoting prevention and
establishing measurable outcomes in
partnership with communities.
DHS— A Quick History
One of the cornerstones of DHS, which also
served as the rationale for its creation, is
integrated service delivery.
In July 1996, Governor Edgar signed HB 2632
into law to create the Illinois Department of
Human Services (DHS) by merging most of
Illinois’ human service agencies.
DHS is comprised of 5 Divisions:
Alcohol & Substance Abuse
Developmental Disabilities
Family and Community Services
Mental Health
Rehabilitative Services
DHS Guiding Principles
DHS is guided by the principle that there is
"No Wrong Door" for any customer. The 5
DHS Divisions strive to provide seamless
service delivery that is:
Customer Centered
 Performance and Outcome Driven
 Pro-active
 Efficient and Effective
 Innovative
 Solution Oriented
 Collaborative
 Technology Sensitive
Open Door Program–
Mission Statement
To embrace an innovative public/private
partnership model of integrated services to
promote maximum independence for the
most vulnerable individuals and families in
the state by streamlining services and
providing access to multiple programs
delivered in a holistic, strength based,
cultural and linguistically appropriate onestop welcoming environment.
Open Door– A Quick History
Embracing a “No Wrong Door” principle,
Open Door was designed to offer a single
entry point to serve customers with urgent
and/or multiple needs.
Open Door was built on the philosophy to
support the whole person by meeting the
customer’s immediate needs and identifying
and addressing additional, less urgent
Open Door was established as a
comprehensive service delivery initiative to
assist any individual or family in need of
immediate services.
Open Door– A Quick
History (Continued)
In 2005, DHS launched a campaign to focus on
developing collaboration and integration activities
so DHS could maximize its resources and improve
efficiencies in partnership with local communities.
One result of the initiative was the establishment of
Open Door, a pilot project launched by DHS, in
partnership with the Michael Reese Health Trust.
The Open Door pilot office began serving
customers on the west side of Chicago in December
of 2007. Then, four additional sites were opened
around the state: Villa Park in March 2009, Rock
Island in February, 2010, and Charleston, Marion,
and West Frankfurt in February, 2011.
Open Door – Guiding
Open Door strives to support the whole person
by meeting the customer’s immediate needs and
identifying and addressing additional, less
urgent needs. Open Door strives to provide
seamless service delivery that is:
-Culturally Competent
-Open and Collaborative
-Informed by Best-Practices
-Linguistically Appropriate
-Innovative and Flexible
-Efficient and Cost-Effective
-Committed to Customer Confidentiality
Open Door– Program
Open Door strives to remove unnecessary barriers
in order to enable customers with multiple needs
and those in emergency or crisis situations to
receive the necessary services that they require.
The Open Door model has demonstrated that
through the provision of integrated, comprehensive,
immediate services, customer outcomes are greatly
improved and are able to become self-sufficient.
Open Door is based on the philosophy of meeting
people in their communities, and providing them
with the information and services they need in the
most efficient way possible so that they can attain
Open Door—Program
Provide comprehensive case management, direct
assistance, triage services & referrals to persons in
crisis or at-risk
Direct assistance: client subsidies or other immediate
Comprehensive case management: counseling &
support services; systems navigation
Triage services: resolve & stabilize person in crisis
- Substance Abuse - Medication/Medical
- Homeless
- Mental health crisis
- Food
- Clothing
Title XX Social Service
Block Grant
Must be directed at one or more of five
national goals:
– Achieve or maintain economic self-support
– Achieve or maintain self-sufficiency
– Prevent or remedy neglect, abuse, or
exploitation of children or dependent adults
– Prevent or remedy inappropriate institutional
care through appropriate community-based care
– Secure referral or admission to institutional care
when appropriate, or provide institutional
Donated Funds Initiative
DFI Program is a “match” program
– Require 25% match of total award
At least 10% match must be cash
 Up to 15% of match can be in-kind
– Requests for Reimbursement submitted at
100% and reimbursed at 75%
– State Reimbursement comes from the
Title XX Social Service Block Grant
Services funded by DFI
Case Coordination
Comprehensive Youth
Family Support
School-based Health
Outpatient Treatment
Protective Intervention
Rehab & Training for
Persons with Disabilities
Rehab & Treatment for
Substance Abuse
Social Adjustment &
Treatment & Habilitation
Open Door—Host Site
Open Door host sites are carefully selected based
on their location and access to underserved,
vulnerable, and immigrant communities.
A host site is chosen based on the following factors:
Fiscal capacity
High-quality service provision
Strong relationships with the community
Familiarity with triage and system navigation
Ability to provide services to meet the immediate and
critical needs of customers
Knowledge of the local service delivery system
Open Door Host Site
Criteria (Continued)
It is critical that each Open Door site has the
necessary resources to be able to provide
comprehensive, linguistically and culturally
appropriate information about state services
to a diverse community.
It is a priority for the State to ensure that
proper services are available in the places and
in the appropriate manner that immigrants,
refugees and all other underserved and
Limited English Proficient (LEP) populations
can easily access.
Service Area for Region 2
Counties located in DHS service Region 2:
–Jo Daviess
Proposal Content
Executive Summary (Not Scored)
• Total amount of funds requested
• Identification of the lead agency and partner agencies
• Description of the need for an Open Door site including
the rationale for choosing the target community
• Description of the target population and number of
customers to be served
• Overview of the organizational mission, existing
relationships with other service providers in the target
community, and the additional services proposed
Organization Qualifications &
Demonstrate agency’s ability to provide the
services and capacity for community collaboration.
Information in this section should include the
Organization’s Mission Statement
Organization’s History and Background
Description of programs and number of clients served
Organization history, milestones, major achievements
Geographic area served
Description of how Applicant is rooted in the community
Organization Qualifications &
Organizational Experience
Readiness and capacity for service delivery
Evidence that the Applicant is experienced and capable of
carrying out the proposed program including experience
working with high-risk populations
Evidence of the Applicant’s familiarity DHS, State agencies
and general operating procedures
Evidence of staff qualifications
Description of procedures to ensure staff is capable to
working with your target population.
Organization Qualifications &
Organizational Capacity
• Evaluation and monitoring--a description of how the
organization will conduct the evaluation
• Evidence of policies and procedures for conducting
background checks of agency staff
• Description of Applicant’s IT capabilities, including the
ability to run the Open Door customer tracking systems
and database programs.
• Organizational background items should be included as
-Resumes -Job descriptions for all funded staff positions
-Organizational Chart
Program Plan
Program Description
– Crisis Management Services
Ability to provide immediate, triage services
– Case Management
Knowledge of needs, resources, programs
 Service coordination & system navigation
 Follow up
– Referral Services
Knowledge & relationships with referral
Program Plan (Continued)
Program Methodology
– Service model for providing Open Door
Program services
Be creative to fit needs of your community!
– Build upon existing relationships
Program Timeline
– Implementation schedule with key
Program Plan (Continued)
Target Population
Description of the need for programming
Description of the need for services/ unmet
Description of the specific population the
Applicant plans to serve
Program Plan (Continued)
Community Outreach and
Description of how the Applicant is
rooted in the community it serves
Description of how the collaborative
efforts will achieve program objectives
Program Plan (Continued)
Evaluation and Monitoring
Ability to track data/info per DHS needs
How the Applicant will track customer
experience & outcomes
How the Applicant will evaluate whether it
achieved measurable objectives
Detailed customer demographics & outcomes
Program Plan (Continued)
Budget and Budget Justification
Completion of budget forms
Completion of a Budget Narrative meets:
– 25% Match
– Client Subsidies
– Administration regulations
Program Plan (Continued)
Linguistic and Cultural Competency Plan
(not scored)
The LCC Plan should explain how the Provider will meet
the needs of LEP Customers, either through direct
assistance, use of private interpretation services or use
of State-funded or other interpretation programs, via
both short-term and long-term strategies. The plan must
include the following:
-Plan Development
-Personnel Strategies
-Contract Inclusion
-Plan Amendments
-Language Assistance Services
-Data-Driven Approach
-Plan Submission
-Plan Implementation
Linguistic and Cultural
Competency Plan Includes:
Clear short/long-term goals, outcomes, policies and/or
Strategies to recruit, retain, and promote diverse
personnel and leadership
Use of customer data to provide culturally &
linguistically competent services
Procedures to provide hearing impaired and language
assistance services, at no cost to client, at key points
of contact, & in a timely manner
Verbal and written notices to clients in their preferred
language of their right to language/interpretation
Bonus Points
Applications that can demonstrate a strong
collaboration between local government agencies and
community service providers will be viewed favorably.
The Applicant must have a clearly identified lead
agency that is financially and programmatically able
to implement an Open Door site.
The Application must be able to illustrate how the
lead agency will provide service provision and the
specific ways collaboration will occur with partnering
Bonus Points (Continued)
Multiple Need Customers
Open Door encourages agencies that are able to
address the multiple needs of at-risk customers.
As such, Applicants that have a strong familiarity
with multiple state agencies, programs, and
services - including multiple DHS Divisions - will
be viewed favorably.
Applicants should clearly describe which state and
local agencies they are familiar with, the services
and programs that the applicant participates in,
and the total number of years that the
relationship has existed.
Protests 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 must be in writing and will be
considered filed when physically received by the
Agency at the following address:
Ms. Kathy Ward, Senior Deputy General Counsel
100 W Randolph
Suite 6-400
Chicago, Illinois 60601
An Open Door Story
"The first time I came to the Open Door Program, I was in bad
shape. Shortly after being released from prison, I was struggling
with drug addiction, depression, and unemployment. I knew that
if I did not receive help soon, my life would only get worse.
I scheduled an appointment to meet with the Open Door Program
case manager. At my first appointment, the Open Door Program
case worker encouraged me to attend counseling for my drug
addiction and helped me develop a resume. Over the next several
weeks my counselor supported me through my recovery process
and played a major role in helping me find a job!
I am proud to say that I am now employed as a full time clerical
worker at a local business, and am engaged to be married!
I thank Open Door Program for helping me get to this good place
in my life."
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