REQUEST FOR PROPOSALS REGIONAL AGING AND DISABILITY SERVICE AND ADVOCACY COALITIONS IN CALIFORNIA DEADLINE: AUGUST 31, 2015
CONTENTS Project Overview Background RFP Description Elements of the RFP Application Application Upload Checklist for FLUXX (Online Grants Management System) Application Review Process Start Application - CURRENT/RETURNING GRANTEE (Already in FLUXX) Start Application - NEW APPLICANT (New to FLUXX)
PROJECT OVERVIEW The SCAN Foundation (Foundation) invites proposals from eligible California Regional Coalitions (county-level regional aging and disability service and advocacy coalitions) in support of our goal to integrate care and financing for individuals with Medicare and Medicaid. This goal seeks to link Medicare- and Medicaid-funded services in order to develop integrated, efficient, and personcentered health care and supportive services for people eligible for both programs. This Request for Proposals (RFP) is part of a larger initiative of the Foundation to build an effective, statewide Community of Constituents to transform the state’s long-term services and supports (LTSS) system. The initiative consists of grasstops and grassroots-based projects that work through a hub-and-spokes model.
Regional Coalitions
The Sacramento-based California Collaborative on Long-Term Services and Supports is a state-level project supported by the Foundation since 2010 to engage leaders of statewide advocacy organizations (e.g., consumer groups, home-and community-based service providers, facility/residential care providers, state Boards/Commissions, academics, hospitals, health care providers, and unions) with state and federal officials, health plans, and consumers to develop a collective vision of high-quality person-centered care.
The Regional Coalitions selected through this RFP will work independently and collectively with the CA Collaborative to advance a policy vision to ensure Californians, particularly those with Medicare and Medi-Cal, can access health and supportive services of their choosing to meet their needs.
BACKGROUND The Patient Protection and Affordable Care Act of 2010 (ACA) created landmark opportunities to transform our nation’s health care delivery system. Recognizing that health care and social issues impact a person’s health outcomes and wellbeing, key elements of the ACA sought to change the care delivery and LTSS landscape in an effort to help people access the right services and supports to meet their individualized needs. The primary focus of the currently-funded Regional Coalitions has been in support of California’s Coordinated Care Initiative (CCI), which changes the way medical care and LTSS are delivered to low-income older adults and people with disabilities. The main components of the CCI include: Cal MediConnect, California’s Dual Eligible Integration Demonstration; Mandatory enrollment of dual eligibles into Medi-Cal managed care; and Integration of Medi-Cal-funded LTSS into managed care (MLTSS). The CCI seeks to transform California’s Medi-Cal delivery system for LTSS, thereby shifting the dynamics between state, health plan, and community-based providers. With the CCI, the state provides oversight and monitoring of health plans, which now bear responsibility for provision of specified health care and LTSS. Community-based providers, previously under contracts with the state, now must engage with and contract through health plans for provision of LTSS. Regional Coalitions representing CCI counties have served as a trusted source of information on the program for elected officials, health- and communityproviders, as well as consumers. Additionally, some of the Regional Coalitions not
in CCI counties have begun a long-term care integration planning process with the goal of preparing their county for future state efforts. While the CCI has been and continues to be a major focus of system reform, it is important to recognize additional opportunities that hold great potential for system change in California. Legislative Leadership and Reform: The Senate Select Committee on Aging and Long-Term Care, together with the Assembly Committee on Aging and Long-Term Care, has initiated efforts to implement recommendations included in the Senate Select Committee Report, “A Shattered System: Reforming Long-Term Care in California.” The Regional Coalitions can and should be critical partners in this ongoing effort. Aging and Disability Resource Connections: The California Aging and Disability Resource Connection (ADRC) program focuses on developing and implementing consumer-centered, coordinated entry points into the longterm support system. These programs are based in local communities and seek to help older adults, persons with disabilities and caregivers learn about and gain access to LTSS, ranging from in-home services to nursing facility care. At present, there are seven ADRC sites located in various counties. However, local stakeholders in other counties have expressed an interest in replicating this model, but need collaboration at the local level to see this through. The Regional Coalitions can and should play a critical role in the ADRC coalition-building process in their community. 1115 waiver (Medi-Cal 2020): 1115 waivers are intended to demonstrate and evaluate a policy or an approach to providing coverage for medical or long-term care services on a widespread basis. The Department of Health Care Services (DHCS) is in the process of renewing the current 1115 waiver with the goal of reforming the Medi-Cal payment and delivery systems in an initiative referred to as “Medi-Cal 2020.” This initiative embodies critical principles that seek to improve California’s health care delivery system through three core components: 1) delivery system transformation and program alignment across the continuum of care; 2) shared savings with the federal Centers for Medicare and Medicaid Services (CMS); and 3) a redesign of reimbursement methods for California’s public hospital
systems. Regional Coalitions can and should be important partners in thinking through implementation of Medi-Cal 2020. Health Homes: California is in the process of garnering federal approval for the development of a Medicaid Health Home State Plan Option, as authorized under Section 2703 of the Affordable Care Act. As part of this effort, the state hopes to improve care coordination, create stronger linkages with housing and other community resources, strengthen teambased care and improve health outcomes, among other goals. Further, while the initiative applies broadly to Medi-Cal consumers with complex care needs, the efforts will intersect in some manner with the CCI. Ultimately, while many details have yet to be developed as part of this health home effort, the Regional Coalitions can and should play an important role in helping work through implementation at the local level. Given these system change opportunities and efforts, the Foundation plans to provide continued support for selected Regional Coalitions, as part of its Community of Constituents Initiative.
RFP DESCRIPTION Total funding available for this RFP is: $10,000 for organizations that apply for Part A only. Up to a total of $45,000 for organizations that apply for Parts A and B. This RFP consists of two parts over a two-year grant period (January 1, 2016December 31, 2017): Part A provides support to Regional Coalitions to be actively involved in a coordinated, focused, and visible stakeholder network, joining forces with geographically close Coalitions for regional-based work, as well as engaging with the CA Collaborative. Part B seeks to engage a subset of Regional Coalitions to independently play a pivotal role in their communities through the implementation of the CCI and other integration efforts. Part A: The Foundation will select up to 25 eligible Regional Coalitions (grantees) to participate in the Community of Constituents Initiative. Selected Part A grantees will work with each other, as well as with the CA Collaborative towards developing a shared vision and forge a united agenda for the transformation of California’s system of LTSS. This unique forum will provide grantees with the opportunity to leverage their resources and enhance their capacity to influence transformation at the local- and state-level. Selected Part A grantees will participate in the activities outlined below during the 2-year grant period (January 1, 2016-December 31, 2017): Review and support of the Initiative’s Guiding Principles. Each Regional Coalition will adopt the existing Guiding Principles and incorporate the document into their communications infrastructure as appropriate. Participation on 18 policy-focused conference calls (9 per year) by two members (from different member organizations). These 1-hour conference
calls will focus on emerging policy issues as identified by Regional Coalitions to educate members and help identify opportunities for further action. Participation in 4 one-day regional meetings (2 per year) by two members (from different member organizations). The regional meetings will convene a geographic sub-group of Grantees. The purpose of these meetings is: 1) to build capacity (e.g., share best practices/lessons learned); and 2) to identify policy opportunities to act upon at the local- and/or state-level in partnership with regional colleagues. Participation in 2 Community of Constituents Conferences (1 per year) by two members (from different member organizations). The conference will focus on emerging policy issues as identified by Regional Coalitions in partnership with the Sacramento-based CA Collaborative. Participation on at least one of the following planning committees that will be organized by a third-party. Only one member needs to participate. o Ad-Hoc Planning Committee: Responsible for determining policy focus areas for conference calls, as well as provide guidance on invited speakers. In addition, members of this Committee will provide guidance and leadership on communication platforms that support coordinated, focused, and visible stakeholder efforts around transforming the state’s system of LTSS. o Regional Meeting Planning Committee: Responsible for planning the focus areas for regional engagement. These meetings will aim to elevate best practices and drive regional action. o Conference Planning Committee: Responsible for planning the Conference agenda in partnership with the CA Collaborative and supporting the event through leadership roles during the Conference. Up to $10,000 will be awarded per grantee under Part A over the grant period, primarily to cover travel costs associated with the regional meetings and annual conferences (for two people to attend each event).
Part B: The Foundation will select up to ten (10) eligible Regional Coalitions (grantees) to engage in social action at the local or regional level. Selected Part B grantees will pursue at least three of the seven (7) objectives listed below with measurable outcomes. All Part B applications must include the first two objectives in their application. 1. Mandatory: Develop and implement a 2016-2017 Policy Agenda and Communications Plan that will strategically inform, educate, and/or otherwise engage key local stakeholders, including elected officials, health plans, and consumers at a grassroots level with measurable activities. The Regional Coalition will produce a draft and final 2016-2017 policy agenda; The Regional Coalition will produce a draft and final communication plan to advance the 2016-2017 policy agenda; The Regional Coalition will identify key local stakeholders and meet with those stakeholders during the 24-month grant to advance their 2016-2017 policy agenda; and Technology (e.g., social media, website) will be used as part of the communication plan implementation. 2. Mandatory: Work toward the development of an integrated, personcentered system of LTSS that enhances the ability of individuals to receive the right services in the setting of their choice. Regional Coalitions that represent CCI Counties will complete the following activities with measurable outcomes. o The Regional Coalition will work with key local stakeholders, including elected officials, health and community- providers, and consumers to provide information and education on the CCI. o The Regional Coalition will produce at least one product (e.g. fact sheet, briefing, etc.) per year directed toward consumers to elevate the CCI for their region. This product should be supported by policy
and communication activities to reach target audiences and include outreach to ethnic communities. o The Regional Coalition will organize at least one CCI event per year for their target audiences. Regional Coalitions that represent Non-CCI Counties will complete the following activities with measurable outcomes. o The Regional Coalition will determine an integrated care model outside of the Coordinated Care Initiative to elevate and advance. Applicants may choose from Health Homes, Aging and Disability Resource Centers, or Medi-Cal 2020. Alternatively, applicants may choose to develop or expand a local partnership that focuses on coordinating access to and provision of health care and LTSS for older adults. o The Regional Coalition will work with key local stakeholders, including elected officials, health and community- providers, and consumers to provide information and education on the selected care model. o The Regional Coalition will produce at least one product (e.g. fact sheet, briefing, etc.) per year directed toward consumers to elevate the selected integrated care model for their region. This product should be supported by policy and communication activities to reach target audiences and include outreach to ethnic communities. o The Regional Coalition will organize at least one event focused on the selected integrated care model per year for their target audiences. 3. Optional: Identify specific policy opportunities, whether through the Senate Select Committee on Aging and LTC, the Assembly Committee on Aging and LTC, or other Legislative efforts, to advance system change at the state and local level.
Select a specific recommendation or a series of recommendations to advance at the local-level. Organize products or events to elevate and achieve measurable outcomes connected to this work. 4. Optional: Implement a Coalition sustainability plan with measurable outcomes. Applicants must clearly state the specific goal of this effort. Measurable outcomes could include a new mission/vision statement or implementation of membership dues. Activities could include a strategic planning process to review mission/vision, membership, Coalition structure and organization, as well as financial sustainability to be outlined in your submitted scope of work. We recommend that Regional Coalitions considering this objective review the Foundation’s Budget & Financial Planning Tool and Sustainability Plan template, which is available upon request. 5. Optional: Transition from a service-oriented Coalition to one that includes advocacy and policy-based activities. Undertake policy and/or communications training. (The Foundation’s Policy Agenda and Communication Plan templates are available upon request). Transition to having dedicated staff/leadership to implement that policy agenda through a communication platform by which the coalition speaks on behalf of its membership. 6. Optional: Achieve a substantial and measurable expansion in membership or geographic reach. Develop formal relationships with communities not currently represented in the membership to ensure the broader communities of individuals who access the system of LTSS are represented.
Develop or expand the engagement of older adults and persons with disabilities who use and access the system of LTSS as members of the coalition and volunteers in social action. Develop formal relationships with leaders and/or organizations from a neighboring region or county, increasing the number of people served through coalition action. 7. Optional: A Regional Coalition can propose a unique objective that aligns with The SCAN Foundation’s mission and vision. Clear activities with measurable outputs must be included. We welcome creativity through collective action. Up to $35,000 will be awarded per grantee under Part B to implement the aforementioned objectives over the 24-month grant period.
ACTIVITIES NOT ELIGIBLE FOR FUNDING: Core support projects, individual requests for scholarships, fellowships or grants, lobbying, operating deficits or retirement of debt, conference grants, or proof of concept projects.
ELEMENTS OF THE RFP APPLICATION The purpose of this RFP is to engage Regional Coalitions that aim to strategically inform, educate, and/or engage with key stakeholders at a grassroots level to advance public policy consensus around the financing and delivery of LTSS for California residents. ELIGIBLE REGIONAL COALITIONS: A local/regional coalition is eligible to apply under this RFP if it meets the following criteria: 1. The Regional Coalition has been in existence for at least 6 months. 2. Membership includes, but is not limited to, non-profit aging service, consumer, or advocacy organizations. Applicants are required to submit a complete and current membership list. By listing these members, it illustrates that the members are in agreement with the coalition applying for funding. For those members that were not contacted and/or were not in agreement, please italicize. The Foundation will give preference to Regional Coalitions that primarily include organizations serving seniors and adults with disabilities. 3. The Regional Coalition membership meets in person (or plans to meet in person if younger than 12-months) at least four times a year. Applicants are required to submit the coalition’s meeting schedule for the past 6-months. 4. The Regional Coalition is not a state-wide group; instead, a specific region (county or multi-county) is represented by a broad array of membership organizations that focus on that specific region. 5. All applicants – for Part A only and for Part A+B –are required to submit a letter of participation that clearly describes the following items: a. History of the coalition; b. Mission statement and/or goals and activities agreed upon by the membership; c. Membership process (e.g., description of how organizations join the coalition);
d. Target Audience(s); and e. Selection of fiscal agent (e.g., a single identified non-profit organization that would be the recipient of the grant funds under this RFP).
Applicants may apply for Part A funding only. In order to be eligible for Part B funding, applicants must also apply for Part A funding.
APPLICATION NARRTIVE GUIDELINES: Executive Summary (½ page max) Project Narrative (3-5 pages max) 1. Indicate whether you are applying for Part A only or Part A and Part B funding. 2. Discuss your fiscal agent (identified non-profit organization that would be the recipient of the grant funds) role within the coalition and the organization’s qualifications to represent the coalition for completion of the proposed project. 3. Identify a project lead and a minimum of two additional representatives – from different member organizations – that will represent the Regional Coalition on Part A calls, regional meetings, and annual Conferences. The project lead must be an employee or consultant for the fiscal conduit. 4. For Part A: a. Please describe why your coalition is interested in this collective process, as well as participating in a coordinated, focused, and visible stakeholder network working with the Sacramento-based California Collaborative to transform the state’s system of LTSS. b. Please describe any past efforts similar to this endeavor. If your coalition participated in earlier phases of this initiative as a Part A grantee, please describe how the coalition benefited and why members have chosen to apply again. c. Please place in order of preference (1 through 3) the planning committee your coalition would like to support. The options are: 1. Ad-Hoc Planning Committee 2. Regional Meeting Planning Committee 3. Conference Planning Committee
5. For Part B: (If applicable) a. Please describe why your coalition is interested in and positioned to play a pivotal role in your region through the implementation of the Coordinated Care Initiative or advancing other integrated models of care. If your coalition participated in the 2014-2015 phase of this initiative as a Part B grantee, please describe the following: 1. Overall achievements under Part B – specifically Objective 3 – in your 2014-15 SOW. 2. How the proposed work builds upon these successes. b. Please describe any past efforts similar to this endeavor. If your coalition participated in earlier phases of this initiative, please describe how participating in Part B benefited your coalition and why you have chosen to apply again. Evaluation (1 page max) 1. Include a discussion of each of the following: a. Describe how you would define success for this project. b. Describe real or perceived internal and external barriers to achieving success and how these barriers will be addressed. Financial Information 1. For the Regional Coalition: a. A list of grants received during the past two years. b. A list of pending grant applications by source of funding. 2. For the Fiscal Agent (the organization applying and managing the grant on behalf of the Coalition: a. Audited financial report – last available.
Scope of Work (SOW) Part A Only: The objective and expected activities for Part A funding are included as Appendix 1. If selected to receive Part A funding, your coalition agrees to the following objectives and activities which will be included in the Grant Agreement. Part B: Please complete the Part B SOW and upload with your application. Please note that the mandatory objectives must be Objectives 1 and 2 in your submitted documents. At least one additional objective (#3) must be included.
Proposal Submission Requests Only upload word documents (PDF documents may not upload correctly in FLUXX, the Foundation’s web-based grants management system.) Label all documents using the numerical identification and document name listed in the checklist. For example: O 1. Budget “1_Budget_Central Coalition_DATE” O 2. Budget Narrative “2_Budget Narrative_Central Coalition_DATE”
APPLICATION UPLOAD CHECKLIST Part A Only: 1. 2. 3. 4. 5. 6. 7.
RFP Proposal Narrative Two-Year Budget Budget Narrative Letter of Participation Complete and current Regional Coalition membership list Coalition’s meeting schedule for the last 12-months Financial information of Regional Coalition: a. A list of grants received during the past two years b. A list of pending grant applications by source of funding
8. Financial information for Fiscal Agent: a. Audited financial report – last available Part A and Part B: 1. 2. 3. 4. 5. 6. 7. 8.
RFP Proposal Narrative Two-Year Budget Budget Narrative Part B Scope of Work Letter of Participation Complete and current coalition membership list Coalition’s meeting schedule for the last 6-months Financial information of Regional Coalition: a. A list of grants received during the past two years b. A list of pending grant applications by source of funding 9. Financial information for Fiscal Agent: a. Audited financial report – last available
APPLICATION AND REVIEW PROCESS The application process for this RFP consists of the submission of a full proposal via the Foundation’s on-line system (FLUXX). The review process consists of three stages: 1. Review of Proposals 2. Site Visits: Foundation program staff may conduct virtual or in-person site visits with the potential grantee organization and/or request to attend a coalition meeting. 3. Final Approval: Final approvals are made by The SCAN Foundation Board.
PROJECT TIMELINE Action
Date
Release of RFP
June 30, 2015
Optional Conference Call*
July 22, 2015 (2pm PDT)
Proposals Due
August 31, 2015 (5pm PDT)
Notification of Award
By December 15, 2015
Expected Start Date
January 1, 2016
*The Optional Conference Call provides an opportunity for potential applicants to ask questions about the RFP. To participate in the call, please send an email indicating your intent to participate, including the name of your coalition, and any specific questions to mailto:
[email protected] no later than Monday, July 20th (5pm PDT).
START APPLICATION
NEW APPLICANT (“Potential Grantee”) If you are a new applicant, you will need to register first using the Grants Management Portal. You will be asked to provide information on your organization and the project director. Please follow the steps below: 1) New applicants start your application by clicking here. 2) Follow application submission steps 1-5 as outlines on pages 20-23.
CURRENT/RETURNING GRANTEE If you are a current grantee of The SCAN Foundation and/or you are a previous grantee with an active log-in to FLUXX, please follow the steps below: 1) Current/returning grantees start your application here. 2) Follow application submission steps 3-5 as outlined on pages 21-23. (Please skip steps 1-2 which are for new/potential grantees only)
(Please note that the application links above are different and that you must use the one that is applicable to your status.)
APPLICATION SUBMISSION STEPS STEP 1:
Only new/potential grantees will complete the Registration Form, which is at the end of The SCAN Foundation’s Online Grants Management Portal landing page.
STEP 2:
Only new/potential grantees who completed Step 1 will receive an email from The SCAN Foundation with a username and password. The email will also have a link to log into The SCAN Foundation’s Online Portal.
STEP 3:
All applicants will enter their username and password.
STEP 4:
All applicants must click the “Apply for RFP” button.
STEP 5:
All applicants must complete the application. Please remember to “save” AND “submit.” If you experience any difficulty, please contact Kali Peterson at
[email protected].
The SCAN Foundation reserves the right to proceed or not to proceed with the proposed project(s), to modify, rescind or revoke this RFP, and to reject any or all proposals received as a response to this RFP. The Foundation may choose to negotiate with one or more potential applicants. In the event that none of the responses meet all of the requirements of the entire RFP, The Foundation may select the best proposal, or combination of proposals, or may choose not to proceed with any of the proposals. The Foundation may further make an award based on the proposals as well as a combination of information obtained from presentations, site visits, reference recommendations, and any other information sources available. The Foundation is under no obligation to disclose the reasoning behind its decisions in evaluating this response or any aspect of the applicants’ capabilities.
COMMITMENT TO DIVERSITY AND INCLUSION The SCAN Foundation highly values the diversity of California’s communities and residents and embraces differences in gender, race, color, age, national origin, religion, disability, sexual orientation, economic and family status, veteran status and geographic setting. In recognizing that incorporation of these values into our work is intrinsic to accomplishing its mission, the Foundation is committed to promoting diversity and inclusion by supporting organizations that reflect California’s diversity and share the Foundation’s diversity and inclusion values.
Appendix 1: Part A Scope of Work PART A - OBJECTIVE 1: Participate in collective action to develop a shared vision and forge a united voice for the reform of California’s system of long-term services and supports (LTSS). ACTIVITIES/TASKS TIMELINE OUTPUTS (Tangible products that result from a program’s activities or tasks) 1.1 Participate in orientation call with TSF By February 28, At least one selected coalition Program Officer 2016 representative will participate, as well as any person directly involved in reporting for this grant. 1.2 Participate in 9 monthly conference calls each Every other At least two selected coalition year. month between representatives – FROM DIFFERENT Jan 2016MEMBERSHIP ORGANIZATIONS – December 2017) will participate on each call. 1.3 Minutes from the monthly conference calls Ongoing (Jan Explanation for how the minutes were shared with all coalition members on a regular 2016-December shared provided in TSF reporting. basis. 2017) 1.4 Attend two in-person regional meetings each year.
February and June 2016; February and June 2017
1.5 Completion of action-items stemming from regional meetings.
Spring and Fall 2016 and 2017
1.6 Attend one in-person Community of Constituents Conference each year.
September 14, 2016; 2017 Date TBD (September or October 2017)
1.7 Participate on a Planning Committee.
Ongoing (Jan 2016-December 2017) By March 2016
1.8 Adoption and inclusion of Guiding Principles through an existing communications infrastructure (e.g., website post).
At least two members of the local/regional coalition – FROM DIFFERENT MEMBERSHIP ORGANIZATIONS – will attend each regional meeting. Status updates on action-items reported to TSF in quarterly reports. At least two members of the local/regional coalition – FROM DIFFERENT MEMBERSHIP ORGANIZATIONS – will attend each state or regional convening. Activities provided in TSF reporting.
Method of inclusion reported to TSF in quarterly report.
