Dental Program (400)
CSFA Number: 444-24-0829
Agency Name
Department Of Human Services (444)
Agency Identification
DDD
Agency Contact
Christina Miller
217-524-9057
Christina.Miller@illinois.gov
Short Description
PURPOSE OF THE PROGRAM:

The Dental Program grant seeks to increase access to comprehensive dental care for individuals who meet the eligibility criteria for Developmental Disability (DD) services (intellectual/developmental disability plus related conditions). This population faces challenges in accessing oral health care. By providing culturally sensitive, accessible care across the State of Illinois, the program serves to a dental home to increase access to oral health care services for individuals with Developmental Disabilities, while at the same time encouraging preventive care and providing oral education to ensure lifelong healthy behaviors. This is achieved through multi-partner collaborations between dental and dental hygiene education and community-based dentists and dental clinics, marked by shared expertise and resources. Only services that are not eligible for reimbursement through Medicare, Medicaid, or Private insurance are qualified to be paid through this grant.

PROGRAM OBJECTIVES:

In providing dental care to children and adults who meet the eligibility criteria for DD services, the Dental Program will include:
1.A comprehensive array of dental care services to include preventive dental services, dental education, hygiene, and various dental repairs;
2.Improved dental hygiene through prevention and training (e.g., reducing gum disease, tooth decay, and tooth loss);
3.Dissemination of educational materials to individuals that promote and improve dental hygiene and reduce dental issues;
4.Immediate dental care services for the target population who are unable to secure dental care and services in traditional community settings because of their disability; and
5.Sharing and disseminating program information to others serving individuals with disabilities about the services provided by the grantee.
6.Utilization of a consent form authorizing the grantee to share Health Insurance Portability and Accountability Act (HIPAA) and Protected Health Information (PHI) information with the Department of Human Services, Division of Developmental Disabilities (DHS/DDD). Use the following link to access the consent form: http://www.dhs.state.il.us/onenetlibrary/12/documents/Forms/IL462-1214.pdf
7.Services delivered to individuals and billable through Medicaid, Medicare or Private insurance may not be claimed/charged to/paid/reimbursed through this grant.
PERFORMANCE MEASURES:
1.Grantee will provide a comprehensive array of dental care services for the target population who are unable to secure dental care and services in traditional community settings because of their disability. These services will include preventive dental services, dental education, hygiene, and various dental repairs. NOTE: Services delivered to individuals and billable through Medicaid, Medicare or Private insurance may not be claimed/charged to/paid/reimbursed through this grant. a.The Provider will design a survey to determine the effectiveness of the services provided. Required Survey Information: Survey must collect data from the individual served, or guardian as applicable. Data to be collected includes, but is not limited to: i.How did you learn about the services provided by the (add name of grantee)? Options must include but are not limited to: •I was referred by another dentist or dental provider;
•I saw a brochure or pamphlet about the services offered;
•I learned about (Grantee's Name) services from another person who previously received services from the (Grantee's Name);
•I learned about (Grantee's Name) services from an agency which provides other services or supports for me or other people with developmental disabilities.

ii.What is the reason for your visit today? Options must include, but are not limited to: •I wanted to learn about how to take better care of my teeth and mouth (Oral Hygiene).
•This was a regular check-up for me.
•I had a problem with my teeth, gums or mouth which required help from a dentist.

iii.Why did the individual or guardian use the services provided by the grantee? Options must include, but are not limited to: •I have never needed a dentist;
•I use another dentist for regular check-ups;
•I needed a dentist, but could not afford the cost of a dentist;
•I needed a dentist, but could not find a dentist who would accept my insurance or Medicaid;
•I needed a dentist but could not find a dentist who would serve me.

iv.Tell us about your visit today: a.How long did you have to wait for an appointment?
•One day or less
•Between 1 to 7 days
•Up to 30 days
•Over 30 days

b.Once you arrived for your appointment time, how long did it take for you to be seen? •1 - 5 minutes
•5 - 10 minutes
•10 - 20 minutes
•over 20 minutes

c. Were your dental needs met? •Yes, my dental needs were met today.
•No, my dental needs were NOT met today.
•If no, please explain

d.Would you use this dental service again? •Yes, I will use this dental service again
•No, I will not use this dental service again
•If no, please explain




2.The grantee will provide a survey to each indivdual following the delivery of services. The survey can be answered by the individual or guardian as applicable. The survey is to determine the overall satisfaction of all services that were provided.
3.Hours of services will provide the maximum accessibility to services for the target population as possible.
4.Implement a marketing strategy that will raise awareness of dental resources available to individuals with a developmental disability.

PERFORMANCE STANDARDS:
1.Each dentist full-time equivalent funded by the grant will provide services to at least 125 clients per quarter.
2.A overall goal of 90% satisfaction with services received as documented by individual satisfactions surveys.
3.A minimum of 37.5 hours per week of service hours will be provided during prime service periods.
4.Grantee will disseminate materials to at least 25% of the target populations identified by the applicant in the program plan submission each quarter that promote and improve dental hygiene and reduce dental issues.

DELIVERABLES:
1.The Provider will provide documentation that details the dental care services provided: a.Required data: Documentation regarding individuals served during the reporting period: (Spreadsheet (xlsx) )
b.Due dates: 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.

2.The Provider will provide a list of clients scheduled to receive services during the next quarter and the schedule of hours of operation. a.Required data: Client name, date/time of scheduled appointment, service to be provided, name of dentist.
b.Schedule of projected hours of operation.
c.Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.

3.The Provider will provide a summary of satisfaction survey results and copies of individual surveys. a.Required data: Summary of all data collected with the survey each quarter.
b.Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.

4.The Grantee will provide a listing documenting what materials are sent to promote, improve dental hygiene, and reduce dental issues and an example of materials. a.Name client, RIN, date provided, what materials were provided.
b.Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
Subject Area
Human Services
Program Function
Health
Enabling Legislation
The Americans With Disabilities Act

Illinois Dental Practice Act - (225 ILCS 25/18) (from Ch. 111, par. 2318) (d)

Objectives and Goals
To achieve and maintain good oral health, people with mild or moderate developmental disabilities often require a special approach to dental care. With some adaptation of the skills dental professionals use every day, most people with special needs can be treated successfully in the general practice setting.

Types of Assistance
Direct Payments for Specific Use
Uses and Restrictions
The Dental Program is Non-Medicaid state funded program. All providers must follow all applicable laws, rules, manuals and guidelines, which are incorporated herein by reference from the DHS/DDD Attachment A and Program Manual.

Cost Sharing or Matching in not required for the Dental program.

FUNDING RESTRICTIONS

Pre-award costs are not reimbursable.

To be reimbursable under the DHS Uniform 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 Applicant.

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 award document.

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 specifically identified with the provision of a direct service or program activity.

Be an actual expenditure of funds in support of program activities.

UNALLOWABLE EXPENDITURES

Unallowable expenditures for this award are identified in 2 CFR 200.

Eligibility Requirements
An entity may apply for a grant but DHS/DDD cannot execute the grant agreement until the
entity has pre-qualified through the Grant Accountability and Transparency Act (GATA)
Grantee Portal, www.grants.illinois.gov

During pre-qualification, Dun and Bradstreet verifications are performed including a check of
Debarred and Suspended status and good standing with the Secretary of State. The pre-
qualification process also includes a financial and administrative risk assessment utilizing an
Internal Controls Questionnaire. If applicable, the entity will be notified that it is ineligible for
award as a result of the Dun and Bradstreet verification. The entity will be informed of
corrective action needed to become eligible for a grant award.

Each applicant (unless the applicant is an individual or federal or state awarding agency that is
exempt from requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the
federal or state awarding agency under 2 CFR § 25.110(d)) is also required to:

1.Be registered in SAM before submitting the application. If needed, the link for SAM
registration is: https://governmentcontractregistration.com/sam-registration.asp;

2. Provide a valid DUNS number In the application; and

3. Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

A Federal pass-through or State award cannot be made until the applicant has complied with all applicable DUNS and SAM requirements. If an applicant has not fully complied with the requirements by the time the State awarding agency is ready to make a Federal pass-through or State award, the State awarding agency may determine that the applicant is not qualified and use that determination as a basis for making a Federal pass-through or State award to another applicant.

Failure to meet any of the criteria for eligibility by the time of the application deadline will result in the State awarding agency returning the application without review or, even though an application may be reviewed, will preclude the State awarding agency from making a State award.

APPLICANT NOTIFICATION AND REMEDIATION
The applicant will receive one of three notifications:

Notification of Non-Qualification - on State Debarred Suspended list or the Federal Excluded
Parties list (no remedy available)

Notification of Non-Qualification with Remediation - e.g. Stop Pay list, expired DUNS number, Not in Good Standing with Secretary of State - the applicant will be able to provide information to remedy.

Applicant is qualified to receive a grant award and will be required to provide additional information in Stage Two of the registration process.

The Department will seek cultural inclusion among grantees. DHS must comply
with all applicable provisions of state and federal laws and regulations pertaining to
nondiscrimination, sexual harassment and equal employment opportunity including, but not
limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works
Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of
1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of
1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and
The Age Discrimination Act (42 USC 6101 et seq.).

APPLICANT EXPERIENCE
Based on the level of State or Federal grant administration experience:

1. Less than Two Years.
Applicant is considered high risk and the fiscal and administrative risk will not be conducted until notified they are a finalist in the grant application evaluation process.

2. More than Two Years.
Applicant will proceed to the fiscal and administrative risk stage.

3. More than Five Years.
Applicant will proceed to the fiscal and administrative review; if the grant programs meet the requirements for multi-year award, the applicant is eligible to receive a multi-year award.

PROJECT ELIGIBILITY
Applicants must attach a DHS/DDD pre-approved project plan with the funding application.

OTHER
Each applicant may submit only one application for new funding for each notice of funding opportunity.

Each applicant must agree to adhere to conditions outlined in the DDD Attachment and Program Manual.

INDIRECT COST RATE
The applicant must have an annual NICRA. There are three types of NICRAs:
a. Federally Negotiated Rate
Applicants that receive direct federal funds may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federally NICRA.

b. State Negotiated Rate
If the applicant does not have a federally negotiated indirect cost rate or is not using the De Minimis rate specified below, the applicant may negotiate an indirect cost rate with the State of Illinois. This indirect cost rate proposal must be submitted to the State of Illinois within 90 days of the notice of award.

c. De Minimis Rate
An applicant that has never received a federally negotiated indirect cost rate or who does not submit an indirect cost rate proposal will, by default, be assigned a de minimis indirect cost rate of 10% of the MTDC. Once established, the de minimis rate may be used indefinitely.
Eligible Applicants
Nonprofit Organizations;
Application and Award Processing
APPLICATION PACKAGE

Application guidelines are provided throughout the announcement.

Each applicant must have access to the internet. Questions and answers will be posted on the Department's website. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the NOFO.

CONTACT PERSONS
•Christina Miller or Christina Suggs
•IDHS, Division of Developmental Disabilities, Bureau of Reimbursement and Program Support
•600 East Ash, Building 400 Christina.Miller@illinois.gov; Christina.Suggs@illinois.gov
•Phone: Christina Miller at (217) 524-9057 or Christina Suggs at (217) 782-0632.

CONTENT AND FORM OF APPLICATION SUBMISSION

PRE-APPLICATION COORDINATION

Each applicant is required to:

provide a valid DUNS number in its application

be registered in System for Award Management (SAM) before submitting the application; and

continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

DHS may not make a Federal pass-through or State award cannot be made until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified and use that determination as a basis for making a Federal pass-through or State award to another applicant.

THE APPLICATION PROCEDURE

Applicants must submit a Proposal Narrative for executing the grant award.

The Proposal Narrative must completed in Microsoft Word and be formatted to print on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be typed in black ink on a white background. The program narrative must be typed single-spaced, with 1-inch margins on all sides. There is no page limitation.

ALL Proposals MUST include the following mandatory forms/attachments in the order identified below.
Uniform State Grant Application.

Proposal Narrative - including an Executive Summary; Extent of Need for the Project, Plan of Operation, and Service Comprehensiveness in order to meet all the Deliverables and Milestones outlined in the Program Description. Projected individuals to be served quarterly must be detailed.

Need - The applicant should provide details on the following:
The target audiences are clearly defined and realistic.
Underserved populations are identified, as well as a description of insufficient services and resources to meet the level of need or risk in the community.
Applicant provides data, facts, and/or evidence that demonstrate that the proposal supports the grant program purpose.

Capacity - The applicant should provide details on the following:
The applicant demonstrates its ability to execute the program according to the project requirements.
The applicant cites evidence of successful innovation in implementation of the program or similar programs.
The applicant's key personnel have the applicable licenses.

Quality - The applicant should provide details on the following:
The applicant demonstrates that the project, in total, is well articulated and in alignment with the project requirements.
There is a complete summary of methods and procedures that will be used to accomplish goals stated in the scope of work.

Other Criteria - The applicant should provide details on the following:
The applicant explained the societal and economic impact of the project.
The project is cost effective and sustainable.

Uniform Budget and Uniform Budget Narrative

ATTACHMENTS REQUIRED FOR APPLICATION AND PROPOSAL NARRATIVE

Organizational Chart
Résumés of staff charged to the Proposal
Job Descriptions of staff charged to the Proposal
Physical Space Information
Linkage Agreements with other Service Providers & Referral Source
Copy of Currently Approved NICRA if indirect costs are included in the budget
The entire proposal must be sequentially page numbered. Faxed copies will not be accepted.
The Department is under no obligation to review applications that do not comply with the above requirements.

APPLICATION SUBMISSION

Applicants are required to submit a complete electronic version of their Uniform Grant Agreement, Proposal Narrative, Application, Budget, and Attachments.

Documents must be emailed to DHS.GrantApp@illinois.gov

The Agency Opportunity Number and the program contact must be in the subject line. Specifically, the subject line must be:
Your Organization's Name, 17-444-24-0829-01, Mary Hebert

Applications must be received no later than 12:00 pm (noon) Thursday, August 25, 2016.

Applicant may apply for grant awards prior to completing the pre-qualification in FY 2017.

Pre-Qualification is required to receive a grant award.

To be considered, the application should be in the possession of DHS/DDD at the above specified location by the designated time. There will be an electronic time received known on all electronically submitted applications.

In the event of a dispute whether the application was received, the applicant bears the burden of proof that the application was received on time at the location identified above.

AWARD PROCEDURE

Complete proposals will undergo a Merit Based Review Process. The evaluation process will include a committee who will use a scoring process evaluate need, capacity, and quality.

CRITERIA FOR SELECTING PROPOSALS

In addition to the Merit Based Review Process, consideration may then be given to past performance, if applicable. Funding decisions will be made based on the quality of the complete proposal as score through the Merit Based Review Process. Final award decisions will be made by the Director of the Division of Developmental Disabilities or his designee at the recommendation of the Bureau Chief of Reimbursement and Data Support. The Department reserves the right to negotiate with successful applicants to cover unserved areas that may result from this process of modify the overall budget request to meet the funding availability.

APPEALS

Only the Merit Based Review Process is subject to appeal. An appeal must be submitted in writing and received within 14 calendar days and must include the appealing party, the grant and reasons for the appeal. The Department will provide an acknowledgement within 14 calendar days of receipt and a response within 60 calendar days.

RENEWALS

This program is renewed annually. Grantees are required to update their plan and submit a current year budget.

ANTICIPATED ANNOUNCEMENT

It is anticipated an announcement regarding State awards will occur in September 2016.

STATE AWARD NOTICES

Following the selection of a grantee, a Notice of State Award (NOSA) will be issued via email to the Authorized Representative on the Uniform Application for State Grant Assistance. A NOSA is not authorization to begin performance.

ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS

The NOSA will be distributed by the Department of Human Services prior to the issuance of the Uniform Grant Agreement. Awardees should carefully review the terms and conditions of the award and should be prepared to comply with the Indirect Cost Rate Requirements as applicable.

Assistance Consideration
The Dental program utilizes State General Revenue funds.

Statutory formulas are not applicable to this program.

This program has no matching requirements. MOE requirements are not applicable to this program.

Length and Time Phasing of Assistance
Applications will be accepted for a project period of 1 year with a 12 month budget period.
Annual awards will be made subject to continued availability of funds and progress achieved.

Specified Contract Deliverables/Expenditures
All expenditures shall adhere to 2 CFR 200 allowable expenditures.

Post Assistance Requirements
POST ASSISTANCE REQUIREMENTS

Post Assistance Requirements shall be incorporated by reference to the FY 2017 Grant Agreement
Article XII, Maintenance and Accessibility of Records; Monitoring;
Article XIII, Financial Reporting Requirements;
Article XIV, Performance Reporting Requirements;
Article XV, Audit Requirements
Regulations, Guidelines, Literature
All providers must follow all applicable laws, rules, manuals and guidelines, which are incorporated herein by reference from the Department of Human Services, Division of Developmental Disabilities (DHS/DDD) FY 2017 Attachment A and Program Manual found on the DHS website.
Funding By Fiscal Year
FY 2020 : $916,400
Federal Funding
None
Notice of Funding Opportunities
Agency IDAward RangeApplication Range
Details17-444-24-0829-01$160061 - $46145207/11/2016 - 08/25/2016 : 12:00 pm
Details20-44-24-0829-00$71176 - $61032202/26/2019 - 04/15/2019 : 5:00 pm
Details20-444-24-0829-01$79259 - $13883405/20/2019 - 06/20/2019 : 5:00 pm
Agency IDGrantee NameStart DateEnd DateAmount
44CYA03433-44CYA03433ADVOCATE NORTHSIDE HEALTH NETWORK DBA ADVOCATE ILL07/01/201906/30/2020335,827
44CYA03435-44CYA03435MILESTONE INC07/01/201906/30/2020242,699
44CYA03434-44CYA03434MILESTONE INC07/01/201906/30/2020116,930
44CYA03436-44CYA03436MILESTONE INC07/01/201906/30/202013,541