Accessible Housing and Assistive Technology (791) (DMH)
CSFA Number: 444-22-2238
Agency Name
Department Of Human Services (444)
Agency Identification
Division of Mental Health
Agency Contact
Barb Roberson
217-557-5876
barb.roberson@illinois.gov
Short Description
Scope of Services
The purpose of this grant is to allow activities that would facilitate the effective and efficient administration of the Department of Human Services (DHS) in leading long-term care rebalancing efforts under the Colbert & Williams Consent Decree. DHS has identified the availability of accessible housing as well as the need for adaptive equipment, assistive technology, and accessibility modifications to be a major barrier to the successful transition of individuals who desire to move from a nursing facility to a community-based setting. The grantee will provide mobile assistive technology and digital consultation services in evaluating an individual with disabilities and recommending the adaptive equipment, assistive technology, and accessibility modifications that are needed by the individual to handle tasks associated with personal care, activities of daily living (ADLs) and instrumental activities of daily living (IADLs) to live independently and to reduce or eliminate the need for outside services.

This work will include a comprehensive assessment of Class Members regarding their adaptive equipment, assistive technology, and accessibility modifications they need to live in a community-based setting. These services shall be a part of the Class Member’s overall service plan and will be delivered in three (3) phases:

1. Phase 1 services-Mobility and General Activities of Daily Living, to occur in the nursing home, or in the community if the member has already transitioned.
2. Phase 2 services -Accessibility Modifications, to occur in the home once the location has been identified. In some cases, this service will occur after a member has transitioned to the community or may begin before transition and be completed after transition.
3. Phase 3 services-Instrumental Activities of Daily Living, to occur in the home after transition.

The grantee will provide reports of assessments along with the outcomes and recommendations, in addition to conducting follow-up upon implementation via telephone contact with Class Members, real-time digital consultations and provide training/technical assistance as directed by DHS. This will contribute to addressing the barriers faced by individuals with disabilities to live and function independently and successfully transition from a nursing facility.

Payment

Reference the Uniform Grant Agreement, Article IV Payment, Section 4.2 Return of Grant Funds and 4.3 Cash Management Improvement Act of 1990. Payment will be issued monthly and reconciled with reported allowable expenses. Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.

PFR Email Address for General Grants:
DHS.DMHQuarterlyReports@illinois.gov

PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov

PFR Email Address for Colbert Consent Decree:
DHS.Colbert.Invoices@illinois.gov

DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the DHS website.

Home Modifications
The maximum amount allotted per Colbert & Williams Class Member for Home Modifications shall be $5,000.00. Should recommended home modifications exceed this amount other funding available to the Class Member should be investigated to supplement any additional expenses. If the cost of the recommended home modifications for the Class Member still exceeds the $5,000 maximum amount and funding limitations are still a barrier then DHS will consider exceeding the allotment on a case-by-case basis.


Performance Measures

The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.

PPR and PPRT Email Address for All Grants:
DHS.DMHQuarterlyReports@illinois.gov


The following are included in the reporting template:
1. Number of Class Members with whom grantee is currently working.

2. Number of Class Members grantee is currently working with who are:

a. Presently in the nursing home;
b. To be evaluated once transitioned; and
c. Scheduled assessments.


3. Number of comprehensive assessment referrals received for Class Members in the following phases:

a. Number of Phase 1 Services;
b. Number of Phase 2 Services;
c. Number of Phase 3 Services.

4. Number of comprehensive assessments completed for Class Members and in the following phases:

a. Number of Phase 1 Services;
b. Number of Phase 2 Services;
c. Number of Phase 3 Services.

5. Number of follow up contacts scheduled by telephone with Class members after completion of home modifications at the following intervals with a report of outcomes:

a. within 1-week;
b. within 1-month;
c. within 3-months.

6. Number of follow up contacts completed by telephone with Class members after completion of home modifications at the following intervals:

a. 1-week;
b. 1-month;
c. 3-months.

7. Number of in-person follow up contacts made with Class Members within five (5) business days of telephone contact.

8. Number of digital consultations scheduled with Care Coordinators, Housing Special Staff, and DHS staff.

9. Number of digital consultations completed with Care Coordinators, Housing Special Staff, and DHS staff.

10. Number of on-site implementations scheduled.

11. Number of on-site implementations completed by a clinician of adaptive equipment and assistive technology provided to a Class Member.

12. Number of initial trainings scheduled at the residence to the Class Members.

13. Number of initial trainings completed at the residence to the Class Members utilizing the equipment and other home modifications implemented.

14. Number of additional services completed from the multi-disciplinary service team.

15. Number of referrals for evaluation of residences in the community for accessibility modifications to become part of the housing stock available to Class Members and specific residences chosen by Class Members needed.

16. Number of evaluations completed of residences in the community for accessibility modifications to become part of the housing stock available to Class Members and specific residences chosen by Class Members.

17. Number of online training modules covering the application of Assistive Technology and/or Accessibility Modifications for Class Members.

18. Number of online trainings that were recorded, archived for future access and made available to Care Coordinators, Housing Specialist Staff, DHS staff, and others relevant to the Colbert & Williams Consent Decree as directed by DHS.

19. Number of meetings attended as follows:

a. Number of planning meetings held;
b. Number of planning meetings held were 100% of designated personnel attended;
c. Number of Ad Hoc meetings;
d. Number of Ad Hoc meetings held were 100% of designated personnel attended;
e. Number of trainings as required by DHS;
f. Number of trainings required by DHS were 100% of designated personnel attended.


Performance Standards


1. 100% of Class Members grantee is currently working with are:

a. Presently in the nursing home;
b. To be evaluated once transitioned; and
c. Scheduled assessments.


2. 100% of comprehensive assessments completed for Class Members within ten (10) business days of receiving a referral from Managed Care Organization Care Coordinators, Community Mental Health Centers, DHS staff, or another organization that is approved by DHS to make a referral for these services for Colbert &Williams Class Members and in the following phases:

a. 100% of Phase 1 Services;
b. 100% of Phase 2 Services;
c. 100% of Phase 3 Services.


3. 100% of follow up contacts made by telephone with Class members after completion of home modifications at the following intervals with a report of outcomes:

a. 100% completed within 1-week;
b. 100% completed within 1-month;
c. 100% completed within 3-months.


4. 100% of in-person follow up contacts made with Class Members and outcomes reported are completed within five (5) business days of the telephone contact.


5. 100% of digital consultations held with Care Coordinators, Housing Special Staff, and DHS staff.

6. 100% of on-site implementations are provided by a clinician of adaptive equipment and assistive technology provided to a Class Member,


7. 100% of initial trainings at the residence to the Class Members utilizing the equipment and other home modifications implemented are completed.


8. 100% of additional services from the multi-disciplinary service team completed and description of services provided.


9. 100% of evaluations completed of residences in the community for accessibility modifications to become part of the housing stock available to Class Members and specific residences chosen by Class Members.


10. 100% use of online training modules covering the application of Assistive Technology and/or Accessibility Modifications for Class Members.


11. 100% of online training modules were recorded, archived for future access and made available to Care Coordinators, Housing Specialist Staff, DHS staff and others relevant to the Colbert and Williams Consent Decree as directed by DHS.


12. 100% participation in meetings attended as follows:

a. 100% of designated personnel attended planning meetings;
b. 100% of designated personnel attended Ad Hoc meetings;
c. 100% of designated personnel attended trainings as required by DHS.
Subject Area
Human Services
Program Function
Health
Enabling Legislation
Mental Health Community Services Act (405 ILCS 30/)

20 ILCS 1705 Sect. 73(a)
Objectives and Goals
Deliverables

1. The grantee shall provide DHS a report detailing by week Class Members they are currently working with who are:

a. Presently in the nursing home;

b. To be evaluated once transitioned; and

c. Scheduled assessments.

2. Prepare a chart which lists the Class Member, ATU service provided and personnel utilized, date(s) of service, description of service including assessment, digital consultation, any implementation activity, follow-up contact, etc., date of sending the assessment report to the Managed Care Organization Care Coordinator and any other organization, information on outcome(s) including successes, issues, and challenges.

3. Provide up to 400 Colbert Class Members, and up to 150 Williams Class Members, a comprehensive assessment to recommend adaptive equipment, assistive technology, and accessibility modifications necessary for the Class Members to complete Activities of Daily living (ADLs) and Instrumental Activities of Daily living (IADLs) independently in a community­ based setting. These services shall be part of the Class Members' overall service plans to facilitate lasting transitions and will be delivered in three phases:

a. Phase 1 services- Mobility and General Activities of Daily Living, to occur in the nursing home, or in the community if the member has already transitioned.

b. Phase 2 services -Accessibility Modifications, to occur in the home once the location has been identified. In some cases, this service will occur after a member has transitioned to the community or may begin before transition and be completed after transition.

c. Phase 3 services- Instrumental Activities of Daily Living, to occur in the home after transition.

4. Provide Phase 1 services by conducting assessments in the range of 1-2 hours in duration and completed in-person by the grantee’s Occupational Therapists, Physical Therapists, or Assistive Technology Specialists as appropriate. Discussion will take place with the Class Member about the issues identified in the referral and the recommendations. Assessment reports shall include detailed evaluation, using evaluation equipment, of:

a. Mobility,

b. Activities of Daily Living,

c. Class Members' physical dimensions (including any assistive mobility aides or devices),

d. Upper extremity strength and range reaches,

e. Ability to transfer,

f. Performance of personal care tasks,

g. Required Accessibility Elements in community-based setting.

5. Provide Phase 2 services by assessing the identified community-based residence for Accessibility Modifications. The modifications will be based on the Required Accessibility Elements, as identified in Phase 1 services. In this assessment of a Class Member's community­ based residence, modifications may include, but not limited to:

a. Unit entry/exit,

b. Interior pathways and doorways to allow for Class Member movement,

c. Changes necessary to allow Class Member transfers (e.g., installation of ceiling track type powered transfer lifts),

d. Bathroom accessibility and changes necessary for personal care.

6. Provide Phase 3 services by assessing a Class Member's capacity to perform Instrumental Activities of Daily Living, recommendations as to assistive technology needed to perform tasks, such as, but not limited to:

a. Food Transport,

b. Meal Preparation,

c. Cooking,

d. Eating,

e. Clean-up,

f. Personal care,

g. General Housekeeping,

h. Any other options available to the Class Member not otherwise defined.


7. Conduct follow-up via telephone contact with Class Members that required adaptive equipment, assistive technology, or accessibility modifications, at 1-week, 1-month, and 3-months after the modification is made and/or after issuance of equipment or technology, including documenting usage, as well as concerns and challenges.

a. If there is a need for an in-person follow-up visit as determined by the telephone contact, this visit shall be scheduled to occur within five (5) business days of the telephone contact.
b. Documentation of follow-up activity and its results shall be provided to the appropriate Managed Care Organization Care Coordinator within five (5) business days of the contact and to others when required by DHS.

8. Conduct real-time digital consultations to Care Coordinators, Housing Specialist staff, and DHS staff if/when questions arise in the field. This can be accomplished through use of tablets and smart phones to receive these consultations.

9. Provide on-site implementation by a clinician of adaptive equipment and assistive technology provided to a Class Member, and initial training at the residence to the Class Member of utilizing the same.

10. Provide additional services from the multi-disciplinary service team, such as other areas of Assistive Technology, developing low-tech custom modifications and custom design devices in-house that are not commercially available, as needed. Submit a report of findings/outcomes.

11. Conduct evaluation of residences in the community for accessibility modifications to become part of the housing stock available to Class Members and specific residences chosen by Class Members, as directed by DHS staff; shall work with contractors to make accessibility changes needed to the residences. This shall include onsite assessment of a residential unit; producing specifications and scaled drawings; project management of the modification being made to the unit; onsite review of the completed modification, etc. DHS reserves the right to review in detail and require all documentation for a pending transition for all Home Modifications required. These accessibility modifications shall be made to ensure safe and lasting transitions. Submit a report of findings/outcomes.

12. Develop and provide two (2) types of training/technical assistance activities. These training/technical assistance activities will be as follows:

a. Online training modules, utilizing UIC's distance learning platform, Blackboard Collaborate or private YouTube video segments, covering the application of Assistive Technology and/or Accessibility Modifications for Class Members.
b. These trainings shall be recorded, archived for future access and made available to Care Coordinators, Housing Specialist Staff, DHS staff, and others relevant to the Colbert & Williams Consent Decree as directed by DHS.

13. Conduct a monthly conference call discussion of cases, highlighting issues identified during the assessments and the outcomes or lessons learned with regards to the adaptive equipment, assistive technology, and accessibility modifications recommended or provided to the Class Member. Sessions will be open to Care Coordinators, Housing Specialist staff, DHS staff, and others relevant to the Colbert & Williams Consent Decree as directed and approved by DHS. Submit a report of findings.

14. Conduct research associated with the project and assign a graduate assistant to assist with services. The grantee shall:

a. Conduct required product research and analyze, when necessary, cost and types of adaptive equipment, assistive technology, and accessibility modifications that are available to a Class Member to ensure the most cost-effective recommendations.

b. Conduct research and analysis to document the effectiveness of services provided and their impact, identifying weaknesses, analyzing costs, any cost savings and how the need for outside services was impacted.

c. Provide a written summary of any such research, findings, recommendations, follow up activity, and other work to DHS, at minimum on a quarterly basis.

d. Submit a report of outcomes.

15. Participate in planning meetings, Ad Hoc meetings, and necessary trainings as required by DHS. Attendance at such meetings and trainings will be in the form of one or more project staff members, or personnel designated by the grantee.

Home Modifications
The maximum amount allotted per Colbert & Williams Class Member for Home Modifications shall be $5,000.00. Where recommended accessibility modifications exceed the amount allotted, DHS will advise the Managed Care Organization Care Coordinator to investigate other funding which is available to the Colbert & Williams Class Member and advise the grantee of such availability. If prioritization of adaptive equipment, assistive technology, and accessibility modifications needs to occur based on funding limitations, DHS will advise the Managed Care Organization Care Coordinator to consult with the Colbert & Williams Class Member and advise the grantee of prioritization decisions made. Class Member needs for Adaptive Equipment, Assistive Technology, and Accessibility Modifications which still exceed available funds may be reviewed by DHS on a case-by-case basis.

Services under this agreement shall not include or duplicate those being provided by the Grantee to the State under its agreement with Department of Human Services or another agreement with the State.



Reporting Requirements:
1. Financial Report in accordance with Exhibit C.
2. Performance Report in accordance with Exhibit E.
Types of Assistance
Direct Payments for Specific Use
Uses and Restrictions
Funding for this award will come from the State's General Revenue Fund and does NOT have a match or cost sharing requirement.

Funding Restrictions
DHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

Allowable Costs
Allowable costs are those that are necessary, and reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles.

Unallowable Costs
Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.

Indirect Cost Rate Requirements
Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs.

In order to charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs: a. Federally Negotiated Rate; b. State Negotiated Rate and c. De Minimis Rate

5. Renewals
This program is a 12 month contract with 2, one-year renewal options. Renewals are at the discretion of the DHS/DMH and are contingent on the meeting the following criteria:
a. Applicant has performed satisfactorily during the past six months; b. All required reports have been submitted on time, unless a written exception has been provided by the Division; and c. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)
Eligibility Requirements
All Applicants must make certain the following are completed before an award can be made.
1. Complete and submit a Grant Application to DHS.GrantApp@illinois.gov. Each application must be sent in a separate email. Links are provided under the "GA" column at http://www.dhs.state.il.us/page.aspx?item=120031. Page 1 of the applications are pre-populated.
a. The subject line of the email MUST state:
i. Provider Organization Name
ii. CSFA Number (444-22-XXXX)
iii. Contact Name (Barb Roberson)
2. Complete and submit the Fiscal and Administrative Risk Assessment, also known as the ICQ, (short for Internal Control Questionnaire). This is done only once per entity per fiscal year via the GATA Grantee Portal https://www2.illinois.gov/sites/GATA/Pages/default.aspx. While it does not have to be completed prior to submitting the application, this step must be done before an applicant or their application can be considered for an award.
3. Complete and Submit the Programmatic Risk Assessment (PRA) for each grant opportunity. Links are provided under the "PRA" column below;
4. Complete and submit the FY 2021 Uniform Grant Budget in the IDHS CSA Tracking System (http://www.dhs.state.il.us/page.aspx?item=61069);

In addition, the following are eligibility requirements:
a. Register with the Illinois Grant Accountability and Transparency Act Grantee Portal.
b. Have a current DUNS number;
c. Have a current FEIN Number;
d. Have a current System for Award Management Account SAM.gov account;
e. Be in Good Standing with the Illinois Secretary of State, (government entities are exempt);
f. Register and access both the Illinois Department of Human Services Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV);
g. If indirect costs are included in the budget, have an annually negotiated indirect cost rate agreement (NICRA).
h. Not be on the Department of Healthcare and Family Services Provider Sanctions list;
i. Not be on the Federal Excluded Parties List.


Post Assistance:

Reporting Requirements
1. Financial Report in accordance with Payments
2. Performance Report in accordance with Performance Measures.
DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website at http://www.dhs.state.il.us/page.aspx?item=95429. FY21 reports will be uploaded prior to the due date of the first report.
Eligible Applicants
Nonprofit Organizations; Government Organizations;
Application and Award Processing
Application and Submission Information

1.Address to Request Application Package

Each applicant must have access to the internet. Applicants may obtain application forms at the Division's Grant Information website http://www.dhs.state.il.us/page.aspx?item=114807.

Content and Form of Application Submission a.Each applicant is required to submit a Uniform Application for State Grant Assistance. This is a 3-page document with the first page already completed by the Division of Mental Health. This document must be signed and dated.

Budget Requirements
a. A budget and budget narrative need to be completed in the CSA Tracking System database. There is space when preparing the budget on each line item for the budget narrative. Instructions for the CSA Tracking System can be found at http://www.dhs.state.il.us/page.aspx?item=61069.
b. A Budget Template and Instructions can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System database. The pdf budget or paper copy will not be accepted.
c. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the proposal narrative.

Submission Dates and Times
a. To be considered for award, application materials must be in the possession of the IDHS email address DHS.GrantApp@illinois.gov.

b. Applications will only be accepted electronically and should be emailed to: DHS.GrantApp@illinois.gov. Those that are delivered by any other means will not be accepted and will be immediately disqualified. IDHS/DMH is under no obligation to review applications that do not comply with the above requirements. There will be no exceptions.

d.Submit the completed application and program proposal as a single document to: DHS.GrantApp@illinois.gov. i.Specifically, the subject line of the email MUST state: ?Provider Organization Name
- Funding Opportunity Number (20-444-22-2344-01)
- Contact Name (Barb Roberson)

ii. The submission must be in the following order:
- Uniform State Grant Application (3-page document)
- Attachments. This would include Linkage Agreements (if applicable).

e. All Program Proposals must include the following mandatory documents:
i. Uniform Grant Application for State Grant Assistance
ii. Uniform Grant Budget submitted in CSA

f. The term of the agreement will be upon date of execution continuing through June 30, 2020 and will require the mutual consent of both parties, be dependent upon the Grantee's performance and adherence to program requirements and the availability of funds. IDHS may withdraw this Funding Opportunity at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.

g. The FY 2020 Fiscal and Administrative Risk Assessment, also known as the Internal Control Questionnaire (ICQ), must be completed in the Illinois Grantee Portal by the deadline listed in Box 17 of the Summary Information.
h. The FY 2020 Programmatic Risk Assessment (PRA) must be completed using the link on the Division of Mental Health's website by the deadline listed on the DMH Grant Information website http://www.dhs.state.il.us/page.aspx?item=114807.
Assistance Consideration
Serves as Maintenance of Effort to the Federal Substance Abuse and Mental Health Services Administration Community Mental Health Block Grant.
Post Assistance Requirements
Reporting Requirements
1. Financial Report in accordance with Payments
2. Performance Report in accordance with Performance Measures.
DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website at http://www.dhs.state.il.us/page.aspx?item=95429. FY21 reports will be uploaded prior to the due date of the first report.
Regulations, Guidelines, Literature
Title 59: Mental Health of the Administrative Code

DHS/DMH Attachment B
DHS/DMH Program Manual
Federal Funding
None
Notice of Funding Opportunities
None
Agency IDGrantee NameStart DateEnd DateAmount
45CYB04055-45CYB04055THE BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOI01/01/202006/30/20201,253,267
45CYB04054-45CYB04054THE BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOI01/01/202006/30/202036,118