Volume 40 - Issue 52 - December 30, 2021

State of Kansas

Department for Aging and Disability Services

Request for Grant Applications

I. Background

A. The State of Kansas invites you to submit a grant proposal focused on the increasing and maintaining access to Psychiatric Residential Treatment Facility (PRTF) beds in Western Kansas. The Kansas Department for Aging and Disability Services (KDADS) believes access to PRTF care when needed is vital to the stabilization of children and communities. Psychiatric treatment needs to be as close to home as possible to allow for family involvement in treatment and therapy. This is essential to the stability of the child and family. The goal of the grant is to increase or maintain capacity in Western Kansas for PRTF care. The goal is to provide an environment that promotes security, dignity and independence while ensuring family participation in the treatment process without placing an undue hardship on the child and family.

B. Request for Application Timeline

Announcement release	12/30/2021
Written questions from potential applicants due by 5:00 p.m.	01/07/2021
Q & As emailed and posted by KDADS	01/14/2021
Applications due by 5:00 p.m.	01/21/2021
Grant start-up	03/01/2021

II. Eligibility

A. Applicants may be private hospitals, public hospitals, current acute psychiatric providers, and community mental health agencies. Partners should be adaptable, an advocate for change, outcomes-focused, accountable, willing to engage in progressive thinking, and be committed to continuous capacity-building to achieve community-level change for mental health services for youth and families. Applicants who demonstrate the ability to collaborate with community partners to enhance community-based services which support the behavioral health needs of children and families in Western Kansas are encouraged to apply.

B. Providers shall follow all state laws, regulations and licensing requirements for a Psychiatric Residential Treatment Facility (PRTF).

III. Outcomes/Goal(s)

Applicant will provide a thorough plan for addressing PRTF capacity in Western Kansas as indicated in the Scope of grant proposal detailed below. This plan shall include ability to provide rural access to intensive psychiatric care and medication management, individual, family, and group therapy sessions, case coordination, 24/7 support and supervision from skilled professional staff, treatment and education to teach youth and families about their illness, treatment and education about regulating their emotions and utilizing coping skills, and providing discharge planning and coordination of follow-up care with the local mental health provider in the child’s home community.

Applicant will include timeline outlining detailed objectives and milestones as described in the plan.

Applicant will include a budget proposal for each year to include personnel, fringe benefits, startup cost, supplies, subcontracts, and other operating expenses. Additional fields may be added as needed. The budget should be accompanied by a narrative describing each budget line item. Note that grant funds provided under this agreement may not be used for the purchase of an existing building or construction of a new building.

The proposal shall include an accelerated implementation for addressing rural PRTF capacity.

Selected applications in partnership with the state and other stakeholders will create and finalize plans and timelines to guide the implementation of the plan articulated in the scope of the proposal.

Scope requirements to be included in the grant proposal:

1. Applicant will provide a timeline and associated budget proposal.
2. Applicant will submit a plan of how PRTF services will be provided at the completion of the project.
3. Applicant will demonstrate how they will comply with all federal and state rules, regulations, statutes, and guidelines.
4. Applicant shall outline how they will provide psychiatric care and medication management to include the qualifications of all staff providing care.
5. Applicant will demonstrate how they will provide individual, family, and group therapy sessions including trauma-informed, best practices, or evidence-based therapies.
6. Applicant will demonstrate how they will engage families during therapy.
7. Applicant will demonstrate how case coordination with local mental health resources throughout Kansas will be accomplished.
8. Applicant will outline plan to provide 24/7 support and supervision to PRTF staff.
9. Applicant will outline the treatment and education to teach youth about their illness, the treatment and education to learn and utilize coping skills and regulate their emotions including trauma-informed, best practices, or evidence-based therapies.
10. Applicant will demonstrate and provide examples of discharge planning and coordination with the child’s local mental health agencies.
11. Applicant will demonstrate how they will coordinate and provide educational services to support children during PRTF stay.
12. Applicant will demonstrate how they will implement and support the System of Care Principles which include Family-Driven, Youth-Guided, Trauma-Informed, Culturally and Linguistically Competent, Community-Based and Best-Practice Guided.

IV. Deliverables and Reporting

A. Financial Report: By the 20th of each month the grantee shall submit a monthly financial report and itemized budget transaction reports for payment in a format provided by KDADS. Amounts requested shall be in accordance with the budget submitted with the grant application. Any deviation from the approved budget shall require submittal of a revised budget and an amendment to the grant.

B. Monthly Program Report: Grantees shall submit a monthly status program report in a format provided by KDADS. Monthly status program reports shall be submitted within (10) days following the end of each month.

V. Proposal Process

A. KDADS will accept questions until 5:00 p.m. January 7, 2021 at 5:00 p.m. Questions must be emailed to Gary Henault at Gary.Henault@ks.gov. KDADS will return answers to the questions by 5:00 p.m. January 14, 2021 to all applicants via email.

B. How to Apply

1. To be considered for funding, an emailed copy of the application in a combined pdf format (one complete document) must be received by 5:00 p.m. January 21, 2021. The applications are to be submitted by email to Gary Henault at Gary.Henault@ks.gov.
2. Applications will not be accepted via fax. Late applications will not be accepted.

VI. Review and Selection Process

What an Application Should Include:

Applications must include all the components described in this section. Failure to submit an application that contains all the specified information may negatively affect the review of the application, preclude access to or use of award funds pending satisfaction of the conditions and/or prevent the application from proceeding to the Grant Peer Review Panel for further consideration. Applications are evaluated on a scale of 100 total points.

A. Table of Contents

A Table of Contents must be included as part of the grant application. Include page numbers for each of the major sections and for each attachment.

B. Grant Application Information Sheet (15 out of 100 points)

Complete the Grant Application Information Sheet (Attachment A). This document must be signed by the Authorizing Official for the applicant agency (an individual in a decision-making capacity at the agency, typically the top-level individual). Please include the following:

Name:
Address, City, State, Zip:
Telephone:
Valid business Email Address for questions:
Facebook address and/or website address:
Employer Identification Number:
Dun & Bradstreet Number (DUNS number):
Name and Title of Contact Person:
Telephone of Contact Person:

Please list name and provide signatures of all who participated in the process of developing the proposal.

C. Program Abstract (25 out of 100 points)

The Program Abstract should be no more than one (1) double-spaced page, using Times New Roman 12-point font, with no less than one-inch margins, and should include the following:

• Identify the type of applicant agency (non-profit, faith-based, university, etc.).
• Describe the proposed program for which funding is being requested, including the purpose and program outcomes, the geographic area to be served, a description of the target population, the estimated number of clients to be served and the services to be provided.

D. Program Narrative (40 out of 100 points)

The Program Narrative must include five sections–Statement of the Problem, Project Design, Implementation Plan, Management Structure, and Sustainability Plan–in the order listed below. The Program Narrative should be double-spaced, using Times New Roman 12-point font, with no less than one-inch margins, and should not exceed 50 pages. If the Program Narrative fails to comply with these length-related restrictions, non-compliance may be considered in peer review and in final award decisions. Please number pages “1 of XX”, “2 of XX”, etc.

The following sections should be included as part of the Program Narrative:

• Statement of the Problem (10 out of 40 points) – Identify and describe the challenges or needs the program will address with the target population in the geographic area to be served. Provide data to show the nature and scope of the need, citing data references (three-year trend data is preferred). Explain previous or current efforts to address the problem, including an analysis of the outcome of these efforts. Provide a clear and concise Statement of the purpose or goal of the program and how the program will address the needs identified.
• Project Design (10 out of 40 points) – Describe the services to be provided, and the specific strategies that substantiate the project as a comprehensive program. Identify the geographic boundaries of the proposed program, as well as the target population to be served. Describe outreach, mobile response and referral strategies to ensure access to the target population. Describe how your program will ensure cultural competence, as well as program and physical accessibility for people with disabilities. Describe any potential barriers to implementing the project and strategies to overcome them. Describe the evidence based practices with fidelity that will be implemented. Describe what services will be provided as part of the grant funding that will be utilized to stabilize the population.
• Implementation Plan (10 out of 40 points) – Provide a realistic and detailed Implementation Plan, with a timeline that indicates significant milestones in the project. The timeline should include each Project Goal, its related Project Activities and Performance Measures, their expected completion date(s) and the responsible person or organization. Performance Measures should be S.M.A.R.T. (specific, measurable, action-oriented, realistic and time-bound). Outline the specific Program Outcomes of the project and how they will address the problem. Describe how the project will address the allowable uses of funds and priority consideration(s). Applicants should identify who will collect data, who will be responsible for performance measures and how this information will be used to evaluate and guide the program.
• Management Structure (5 out of 40 points) – Describe the experience and capability of the applicant agency, its staff and its contractors. Identify the agency that will serve as the grantee and fiscal agency responsible for the grant’s administration. Identify the staff team supporting the project, including the name, title and affiliation of each member, as well as a Delegation of Authority from the Board of Directors for the organization. Include information on any staff training that is to occur as part of the project. Provide documentation of any collaboration that has or is occurring on the initiative. Provide resumes or qualification standards for staff, as well as position descriptions for key positions within the facility.
• Sustainability Plan (5 out of 40 points) – Applicants should describe how the long-term financial sustainability of the project will be funded in the future, including strategies to cultivate alternate funding and community collaboration. Provide a clear explanation if the project will not continue after the grant. Provide Letters of Support from all key partners or other community groups, detailing their commitment to work with partners to promote the mission of the project. Include in this plan how local match will increase to replace grant funding in the future.

E. Grant Budget Request, Budget Narrative/Justification, and Cost Allocation Plan (20 out of 100 points)

Applicants must submit a Grant Budget Request (Attachment B), a Budget Narrative/Justification, and a Cost Allocation Plan. The Budget Narrative/Justification may be submitted as part of the Grant Budget Request (in the Comments sections) or as a separate document. The Cost Allocation Plan may be submitted as part of the Budget Narrative/Justification or as a separate document.

The Budget Narrative/Justification must outline how grant funds will be used to support and implement the program and should thoroughly and clearly describe every category of expense listed in the Grant Budget Request. It should be mathematically sound and correspond with the information and figures provided in the Grant Budget Request. It should explain how all costs were estimated and calculated and how they are relevant to the completion of the proposed project. It may include tables for clarification purposes but need not be in a spreadsheet format.

The Cost Allocation Plan must summarize how the applicant agency will allocate its costs to its various funding sources. The plan should also include detailed financial information related to the match.

Indirect Costs should not exceed 10% of the Grant Budget Request.

Selection Criteria

The Peer Review process uses a scoring guide when reviewing proposals. The scoring guide has 100 points total scoring system. The Scoring Guide scores as follows:

Scoring of RFP

Application Components	Points Possible
Grant Information Sheet	15
Section 1 Program Abstract	25
Section 2 Program Narrative	40
Section 3 Grant Budget Request	20
TOTAL	100

The application must be arranged in the order indicated in the “Application Checklist.”

Applicants must include all of the components described in this section. Failure to submit an application that contains all of the specified information may negatively affect the scoring of the application.

Application Checklist

The following sections must be submitted in this order in a combined pdf format (one complete document):

___ Information Sheet
___ Program Abstract
___ Program Narrative
___ Grant Budget Request (blank form can be found at): https://www.kdads.ks.gov/provider-home/providers/bhs-funding-opportunities
___ Required Grant Application, Grant Abstract, Grant Narrative and Grant Budget
___ Tax Clearance Certificate
___ 501(c 3) documentation

VII. Detailed Application/Proposal

Please provide detailed information about your organization’s proposed capacity building project. Applications must be typed or word processed; no handwritten applications will be accepted. Complete the following information (using additional paper if necessary) using a 12-point standard font (Arial, Times New Roman, or Verdana), on white paper, with black ink and 1-inch margins on all sides. Please include a header or footer on each page with the name of your organization and the page number.

You must provide required information in each section. Some information provided may take more space than others in the section. You may adjust space as needed for each response, but please retain all headings and questions in the document.

Laura Howard
Secretary

Doc. No. 049671