Embed Size (px)
Citation preview
Virginia PryorInterim Director
Promoting Safe & Stable Families
FFY2019 PSSF Bidders MeetingMarch 21, 2018
Vision, Mission and Core Values
VisionSafe Children. Strengthened Families. Stronger Communities.
MissionPrioritize the safety of Georgia’s children in the decisions we make and the actions we take. We strengthen families
toward independence and build stronger communities with the caring, effective and responsive service.
Guiding Principles/ValuesAs the Division of Family and Children Services we…
Demonstrate our commitment to the safety of our children in the decisions we make and the actions we take.Empower, strengthen and support families on their path toward independence.
Serve with compassion.Provide caring, responsive and effective service.
Engage, listen and respond to our participants, communities and each other.Collaborate with our communities to create systems of support.
Develop a competent, professional and efficient workforce that never stops learning and growing.
FFY2019 PSSF Bidders Meeting
Your Technical Assistance TeamRoger Hubbard, PSSF Grant Supervisor
Deb Farrell, PSSF Senior Technical Advisor
Libby Glass, PSSF Provider Support
Nick Flinn, PSSF Administrative Support
AGENDA
• 9:30‐10:00am: PSSF Overview
• 10:00am‐12:30pm:Preparing and Submitting Proposal
• 12:30pm:Distribution of Usernames and Passwords
• 1:30‐3:00pm:SafeCare Augmented Informational Session
Promoting Safe & Stable Families ProgramTITLE IVB Subpart 2
• Source of federal funding to states to provide services to families in four program areas: Family Support, Family Preservation, Time‐Limited Reunification and Adoption Promotion and Post‐Permanency Support
• Designed to help state child welfare agencies expand and enhance the array and accessibility of community‐based services for families at risk or in crisis, in accordance with the state’s 5‐year Child and Family Services Plan
Georgia’s Child Welfare Goals• Safety
• Children are, first and foremost, protected from abuse and neglect.• Children are safely maintained in their homes whenever possible and appropriate.
• Permanency• Children have permanency and stability in their living situations.• The continuity of family relationships and connections is preserved for children.
• Well‐Being• Families have enhanced capacity to provide for their children’s needs.• Children receive adequate services to meet their physical and mental health needs.• Children receive appropriate services to meet their educational needs.
PSSF Program Goals
• To prevent the unnecessary separation of children from their families
• To improve the quality of care and services to children and their families
• To ensure permanency for children by reuniting them with their parents, by adoption or by another permanent living arrangement
PSSF FFY2018 (Current Year)• 148 programs• 110 community‐based non‐profit or public entity agencies• $8.8M federal funds• $2.9M community cash match
PSSF Family Support ‐ 50PSSF Family Preservation ‐ 43PSSF Time‐Limited Reunification ‐ 49PSSF Adoption Promotion & Permanency Support – 6
PSSF FFY2019 Statement of Need (SoN)• Purpose: To solicit proposals for coordinated community‐based programs and services for vulnerable children and their families
• Family Support services to prevent child abuse and neglect among at‐risk families
• Family Preservation services to assure children’s safety within the home and preserve intact families when maltreatment has occurred when the family’s problems can be addressed effectively
• Time‐Limited Reunification services to address the problems of families whose children have been placed in foster care so that reunification, and other permanency options, may occur in a safe and timely manner in accordance with the Adoption and Safe Families Act and to help sustain reunification
• Adoption Promotion and Post‐Permanency Support services to promote and support adoptions and other permanency options, to prevent disruption or dissolution, and to help prepare youth for the transition to independent adult living
PSSF FFY2019 SoN
PSSF SoN is updated annually in response to:• Stakeholder input…
• DFCS Leadership, Unit and Program Managers • Regional & County Directors• C3 Quarterly Stakeholder Meetings • Community Partners & Service Providers• Proposal Review Team
• DFCS 5‐year CFSP, data, policy or practice change• Federal requirements, guidelines, priorities• Lessons learned FFY2018 SoN
Priorities (see Section C)
Priorities identified at Regional Stakeholder Meetings & through Surveys• Services for homeless youth/young adults: FSS/SHY
• Services for relative caregivers: FPS/RCS
• Services for caregivers in recovery: FPS/STR
Additional Divisional Priorities• CHINS: FPS/CIS includes serving referred youth engaged in low‐risk, problematic behavior.
• Safe Care Augmented: FPS/PPS includes SafeCare Augmented as an eligible evidence‐based home visiting model to address the needs of families in response to an allegation of maltreatment or when maltreatment has been substantiated.
• Responding to Families Affected by Opioid Use: FPS/STR – the Substance Abuse Family Recovery and Support model emphasizes the special needs of families dealing with and healing from the trauma of addiction including, but not limited to, families affected by opioid abuse.
PSSF FFY2019 SoN• Use of Funds
• Direct community‐based programs and services in each of the four areas (FSS, FPS, TLR & APP)
• Cannot supplant other federal, state or local sources of funding for existing services
• Who May Apply• Non‐profit agencies, public entities• For profit agencies are not eligible• Applicant must be entity providing proposed services
PSSF FFY2019 SoN
• Award Limits• $75K federal award plus $25K cash match (Total budget: $100K)• $37.5K federal award plus $12.5K cash match for new programs (Total budget: $50K)
• Proposal Limits• First time applicant (or previous applicant not funded FFY2018): ONE PROPOSAL
• FFY2018 PSSF service providers: MAY SUBMIT ONE ADDITIONAL PROPOSAL, MAXIMUM 3Current and/or previous contract performance is factored into award decisions on proposals for additional programs
PSSF FFY2019 SoN
Proposal Submission Deadline:
Tuesday, April 17, 2018 Noon (EDT)
PSSF Proposal Review: May
Compliance & Technical Review• Eligible and qualified applicant• All required documents uploaded by deadline• Documents completed as directed• Required signatures and notary/certification• Meets service requirements for selected service model
Proposals that do not meet all submission criteria are not eligible for a qualitative review.
Notification: Applicants whose proposals did not satisfy all compliance and technical requirements will be notified by email.
PSSF Proposal Review: May
Qualitative Review: Comprehensive review by independent review team
Each proposal reviewed and evaluated based on:• Qualifications of applicant & staff• Meets all requirements of selected program area and service model, including evidence‐based and intake assessment requirements
• Responsiveness to the service model and its objectives• Demonstrates sufficient need and demand for services as proposed in service area identified• Services, service plan and service delivery appropriate and effective in meeting the needs of the target population
• Forms completed as instructed• Achievable, measurable outcomes in stated timeframes
Proposal Review Criteria
Proposal Review Criteria
PSSF Award Decisions: June
Award Decisions• Proposals MUST satisfy ALL compliance and technical review
criteria and meet high qualitative review standards to be eligible for further consideration.
• DFCS has sole discretion to determine awards.• A previous PSSF award from DFCS does not constitute a
commitment for continued funding. • All decisions are final. • No appeals will be considered.
PSSF Award Decisions: June
Factors Considered:• Average score• Funding available for each program area• Regional distribution of qualified proposals• Local and regional needs• FFY2018 provider contract compliance and Q1‐Q2 results
PSSF Award Decisions: June
Award NoticeEmail notification includes either:
• Award letter and funding level, including:• Any documentation issues that need to be addressed and re‐submitted before contract can be prepared (CRITICAL)
• Information on resource guide• Registration information for contractors meeting• Contract download instructions
‐ or –• Denial letter
PSSF Award Communications
• The only communications regarding proposals is sent by email.It is important that you notify us at [email protected] if the contact information reported on your application cover changes any time after your proposal is submitted.
• Please include [email protected] in the “Trusted Senders”, “Safe Senders” or “Whitelist” in your email system as all communications will be sent from this address.
• Check spam folders regularly after June 15 if you have not received notification regarding your proposal. A message will also be posted on the website when notices are distributed.
PSSF FFY2019 Contracts
•Contract Period: Oct. 1, 2018 – Sept. 30, 2019
•Award Distribution:• PSSF contracts are fee‐for‐service agreements and not a grant. • Payments are based on delivery of services as described on approved service plan and as documented in monthly programmatic reports.• You are not reimbursed for expenses.
PSSF Contract Requirements
Contract Requirements:• Cash match commitment• Criminal history investigations• Corporate resolution (non‐profits only)• Authorization (public entities only)• Insurance (non‐profits only)• Corporate registration & filing (non‐profits only)• Federal debarment (SAM ‐ Federal Excluded Parties List)• E‐Verify
All are submitted with proposal and verified during the review process
PSSF Contract Requirements
•Additional documentation may include:•W‐9• Tax Compliance Form• Vendor Management Form
If required, these will be identified in your award notice. Respond as directed in a timely manner to prevent contract delays.
PSSF Contract Execution
Contractor: • Will be notified by email to access and print documents• Includes instructions on assembly of contract• Original signed contract returned for DFCS execution TIMELY RESPONSE CRITICAL
Division• Final executed contract is mailed to contractor• Scanned copies are emailed to county, regional and state fiscal offices
WAIT! Let’s not get ahead of ourselves!
Before you start worrying about contract execution, you have to submit a successful proposal!
Preparing a Proposal
• Getting Started…• Review all requirements (Section A&B) with your governing body
• Be sure you can meet all proposal and contract requirements• Identify program area and service model (Section C) based on your target population, goals & objectives (chart pp. 35‐36)
• Be sure that your organization has the qualifications, capacity and resources to meet contract (Section A) and service delivery (Section C) requirements
DO approach SoN by asking:
• What is the SoN asking for and how can we support that?• Is this consistent with our agency’s mission? • Do we have the resources and staff capacity?• Do we have sufficient need in our community (service area)?
• Sources for referrals• Target population• Proposed services
• Can we deliver within the timeframes identified?• Are we capable of achieving the desired outcomes in the timeframes indicated?
DO NOT approach the SoN from:
• This is what we do, so where would it fit?• This is what we did last year or what we have always done.•We need $80,000 so what can we propose?
• Do not assume that nothing has changed.
PSSF FFY2019 SoN Section C
Section C. Description of Services SoughtBased on the needs the Division has identified…
• Each program area and its objectives• Each service model, target population(s), its objectives and requirements• Evidence‐based strategies, practices or program models • Required and recommended services• Service objectives • Staff training and/or qualifications
Selecting a Service Model
• Summary chart pages 35‐36
Program area and service model choice is based on:• Target population and their needs• Risk for child welfare involvement• Service objectives• Your qualifications & resources• Community needs
PSSF Family Support(pp. 39‐48 in SoN)
Prevention and early intervention community‐based programs services that assist and support parents in their role as caregivers and increase the ability of families to successfully nurture their children
Service Models• PSSF Prevention & Early Intervention Services• PSSF Home Visiting Services• PSSF Healthy Relationship & Co‐Parenting Services• PSSF Supports and Services for Homeless Youth
PSSF Family Support
Families generally at risk for child welfare intervention:• No involvement• Screen Outs• Assigned to Family Support• Investigated by unsubstantiated report• Closed CPS or foster care case• May include biological, foster, relative, adoptive caregivers & children
Objective: To prevent child maltreatment by reducing risk (addressing problems) and/or increasing parental capacity (enhancing strengths)
PSSF Family Preservation(pp. 49‐64 in SoN)
Short‐term, family‐focused, community‐based interventions designed to help families cope with significant stresses or problems that interfere with their ability to nurture their children, to maintain children with their families, whenever it can be done safely
• Service Models• PSSF Placement Prevention Services• PSSF Relative Caregiver/Kinship Family Services• PSSF Crisis Intervention Services• PSSF Residential/Post‐Placement After‐Care Services• PSSF Substance Abuse Family Recovery & Support Services
PSSF Family Preservation
Families who have an elevated risk for maltreatment or removal of children • Have, or had, a substantiated investigation or an open CPS/Family Preservation case• Have, or had, an open Foster Care case• May include biological, relative caregivers, foster parents & children• Most often provided to families that have come to the attention of the child welfare agency because of child abuse or neglect, child behavioral health challenges, delinquency, or serious parent‐child conflict
Objectives:• To stabilize the home to prevent removal to foster care or placement disruption• To prevent repeat maltreatment
PSSF Time‐Limited Reunification(pp. 65‐71 in SoN)
Services designed to maintain and sustain family connections, facilitate reunification, and address the problems that led to the placement and sustain permanency (prevent further disruptions). Goal is to return children home as soon as possible or achieve permanency with another permanent family when this is not possible.Limited to first 15 months after child entered foster care
Service Models• PSSF Supervised Family Visitation• PSSF Child & Family Advocacy
PSSF Time‐Limited Reunification
Children, their parents, caregivers and/or other family members, while children in out‐of‐home care, or immediately following reunification
Objectives:• To help children & families prepare for reunification/permanency• To facilitate timely & sustain reunification/permanency• To prevent repeat maltreatment• To help maintain family connections
PSSF Adoption Promotion & Permanency Supports(pp. 72‐77 in SoN)
Service Model: Adoption Promotion & Post‐Permanency Services• Pre‐ and post‐adopt supports and services to children, biological families, and adoptive families to facilitate the adoption process, a successful transition, and prevent disruption or dissolution
• Also supports legal guardianship of children by relative caregivers
Objectives: • To promote and support adoption and other permanency options and/or prevent disruption or dissolution
PSSF Adoption Promotion & Permanency Supports
Service Model: Transition & Emancipation Support Services• Supports and services for youth aging out of foster care, or who have already aged out and/or signed themselves back into foster care, to prepare them for living independently
Objectives: • To help youth develop permanent adult connections• To help prepare youth for independent adult living
FFY2019 SoN Section C & DNew & Improved!
Section C• Required & recommended additional services
Section D• Minor updates to clarify or address any minor changes since last year (ie. new screenshots, login procedures, etc.)
Forms• Updated Current Contractor Report
• Updated proposal Narrative, to clarify intent and response requirements
• Updated Services to include sections on staff and volunteers
• Updated Budget to include narrative section
Instructions for Completing & Submitting a Proposal
• Instructions for completing & submitting a proposal are in Section D. Follow them closely.
• Do not change font, font size, margins or spacing • One proposal: One service model• Identify agency & program consistently on ALL forms.
• Ensure that your identification is consistent with “official” documents ‐ SOS & EPLS screenshots, corporate resolution (NP) or authorization (PE) & insurance certificate
• Individual signing ANY document must be officer AUTHORIZED by Resolution (NP) or Authorization (PE) and identified on the SOS screenshot (NP) or Authorization (PE)
AND• Individual must be identified using the same title reported on the SOS screenshot (NP) or Authorization (PE)
Completing Forms
• Form #1: Application Cover• Form #2: Current Contractor Report• Form #3: Narrative• Form #4: Services• Form #5: Service Delivery Schedule• Form #6: Budget
• Form #7: Disaster Plan• Form #8: Cash Match Commitment• Form #9: Criminal History Investigations• Form #10: DFCS Acknowledgement• Form #11: E‐Verify Affidavit
• Instructions for completing forms are included on each form.
• Use Adobe Acrobat Reader to open fillable pdf forms (#1, #8, #9, #11)
Form #1 Application Cover
• Download and save first, then complete
• Agency identification• Funding Request
• Federal Award and Cash Match will calculate automatically after Total Cost is entered
• Individual signing document MUST be authorized officer• Authorized by Corporate Resolution (NP) or Authorization (PE)
• Officer’s title• Communication contact
Agency Identification
Your agency is identified on the GA Secretary of State registration as:"The Resource Center of South Georgia, Inc."
How should you identify your agency on proposal documents?Resource Center of South GeorgiaThe Resource Center of South GA, Inc.The Resource CenterThe Resource Center of South Georgia, Inc.
Form #2: Current Contractor Report• All applicants with an FFY2018 PSSF contract, MUST complete this form
If proposal is requesting continuation funding for an
FFY2018 PSSF program, complete Sections A & C.
If proposal is for a new or additional PSSF program not funded in FFY2018, complete
Sections A & B.
Form #3: Narrative
• Respond to all the questions on the form• If any question is not applicable, indicate “N/A” and explain why• Be brief – Do not exceed 10 page limit or proposal will be disqualified
Includes:• Proposal Overview• Needs Assessment• Organizational Information• Referrals, Engagement & Linkages
• Quality Assurance & Continuous Quality Improvement
Form #4: Services
• Identify staff, contractors, or subcontractors who provide PSSF services • Indicate qualifications, training, etc.• Include cost on budget
• Identify volunteers/unpaid interns who provide PSSF services
• Identify individuals who supervise them
Form #4: Services ‐ cont.
• S1 Initial Assessment• Identify Tools
• S2 Case Management
• S_ Blank: • Copy, paste, and renumber bulleted numbers
• One for each required service and any additional services
Form #5: Service Delivery Schedule
• Be consistent with caseloads/number of families reported on Application Cover and in Needs Assessment
• “Frequency and Delivery” should be consistent with descriptions in Form #4 ‐Services
• S1 & S2 are already populated with the standards for service delivery
• Total Units per Year MUST be a whole number
• DO NOT CHANGE FORMULAS in “Total Direct Service Hours” or “Total Cost” COLUMNS
• Total Cost cannot exceed Total Expenses on Form #6‐Budget
Form #6: Budget• Only include expenses/costs associated with providing services as described in proposal
• Double check that your explanation supports your calculations
• Provide sufficient details to support and justify expenses and amount
• Include # of hours for staff, contractors & subcontractors
• Volunteer Supervision in "Service Support Expenses"
• Do not delete formulas or change cell properties
• Total Expenses MUST equal Total Cost on Form #1 – Cover
• New Budget Narrative section
Form #7: Disaster Plan
• Boxes will expand but do not exceed one page limit!
Form #8: Cash Match Commitment
• Download and save first, then complete• Federal Award and Cash Match will automatically calculate after Total Cost is entered
• Amounts MUST be the same as those on your Application Cover
• Total sources of matching funds MUST equal Cash Match Commitment
• Individual signing document MUST be authorized officer
• Notary MUST be evident on scanned copy• Keep original on file
Form #9: Criminal History Investigations
• Download and save first, then complete
• MUST use GAPS for ALL background checks
• No other sources acceptable• Individual signing document MUST be authorized officer
• Notary MUST be evident on scanned copy
• Keep original on file
Form #10: DFCS Acknowledgement
• TIME‐SENSITIVE!!
• Contact your local county DFCS immediately
• Simplified.
• Only need one form completed from your primary service area
• Form must be signed by county DFCS representative
Form #10 already in the works!
Form #11: E‐Verify Affidavit
• Download and save first, then complete
• Include Federal Work Authorization User ID# (aka E‐Verify #)
• Date of Authorization is date E‐Verify # was issued, NOT date form is being signed
• Individual signing document MUST be authorized officer
• Notary MUST be evident on scanned copy
• Keep original on file
Screenshot: Excluded Parties ListRequired for ALL proposals
• Search for your agency on SAM website
• Agency/organization MUST be registered
• Must have DUNS #• “No records found for current search” is NOT ACCEPTABLE
• Search MUST INDICATE that there are NO ACTIVE EXCLUSIONS
Screenshot: Georgia SOS RegistrationRequired for NON‐PROFIT agencies ONLY
• Search on legal name of agency• MUST have completed 2018 filing (was due April 1)
• “Business Status” must be “ACTIVE/COMPLIANCE”
• “Owes Current Year” is NOT acceptable
• Screenshot MUST also include names and titles of all officers
Certificate of InsuranceRequired for NON‐PROFIT agencies ONLY
• Applicant agency MUST be identified as the “Insured”
• Required coverage must be in effect prior to receiving a contract
• Automobile coverage is required even if transportation is not one of your PSSF services
Corporate ResolutionRequired for NON‐PROFIT agencies ONLY
• Prepare on corporate letterhead• Authorized individual should be identified by title, not by name
• Titles MUST be consistent with titles on SOS screenshot
• Corporate seal or notary MUST be evident on scanned copy
• Keep original on file
AuthorizationRequired for PUBLIC ENTITIES Only
• Required for all PUBLIC ENTITIES such as County Commissions, School Boards, CSB’s, State Universities/Colleges, etc.
• Amounts MUST be consistent with Application Cover
• Name of entity MUST be consistent with the Application Cover
• Notary MUST be evident on scanned copy
• Keep original on file
Submitting Your Proposal
• Upload site available beginning April 4, 2018• Login with username and password you’ll receive today• Contact [email protected] if you experience any difficulties uploading documents
SUBMISSION DEADLINE: April 17, 2018 NOON
Access the Upload SiteSite available beginning April 4
• Go to www.pssfnet.com• Click Login
• Click the FFY2019 Statement of Need (SoN) Login
• Enter SoN username and password received today
Uploading Proposal Documents
•Make sure all documents are named as instructed BEFORE you try to upload them• Upload documents one at a time• After ALL documents are uploaded, click “DONE” to access verification screen
Verification of Uploaded Documents
• Verify that all documents are uploaded (use checklist on p. 78 of SoN) before noon April 17
• Print a copy of screen
• ONLY THOSE DOCUMENTS LISTED ON VERIFICATION SCREEN HAVE BEEN UPLOADED!!
START EARLY
• DFCS Acknowledgement• Corporate Resolution or Authorization
• Secretary of State Registration • Requires proof of 2018 filing• Current officers on screenshot
• Excluded Parties screenshot• DUNS #• E‐Verify #
• GAPS for criminal background checks
• Ensure that your organization is adequately capitalized prior to submitting your application
• Involve the right people from your organization, including front line staff
Helpful Hints• Browsers we support:
• Chrome, Firefox, Safari• We do not support tablet or phone generated or uploaded documents
• Document won’t upload:• Check that it is saved and named correctly.
• Log out. Log back in.• Reboot.• Email TA team for help
• Document deleted & new one uploaded but old document still attached to link.• Clear cache history to view latest version of document
• Have AUTHORIZED officer sign ALL documents
• Make sure that “Total Cost” on Cover is EXACTLY the same as “Total Expenses” on Budget and “Total Cost” on Cash Match form
• SDS amount cannot exceed “Total Cost” on Cover/Match and Budget
• Don’t assume nothing has changed! Read all requirements and directions carefully.
TECHNICAL ASSISTANCE
•March 21 – 30, 2018 by email ONLY at:[email protected]
• Identify SoN# in subject line• Include contact name and phone #• Response usually within 24 hours• Q&A will be posted regularly atwww.pssfnet.com /Funding Opportunities
COMMUNICATIONS• Check regularly for announcements & TA updates on:
oPSSF website, www.pssfnet.comoService provider portal: PSSFWeb
• Please notify us if there is any change for the individual identified as the primary contact in the communications section on your Application Cover as this is the ONLY individual we will contact until after award decisions are final!
• Include [email protected] in the “Trusted Senders”, “Safe Senders” or “Whitelist” in your email system as all communications will be sent from this address.
Usernames & Passwords
• Complete request card― Leave SoN# blank
• PRINT CLEARLY
• NEW: Identify Bidders Meeting attendees
• Complete one request card for each proposal
Usernames & Passwords – cont.
• Use assigned SoN# when completing forms
• Use assigned username and password to access proposal upload site beginning April 4, 2018
QUESTIONS?
SafeCare Presentation
1:30pm – 3:00pmFor applicants interested in submitting a proposal for a
SafeCare Augmented Program
