Northwestern Illinois Area Agency on Aging Request for Proposals for the Designation of Adult Protective Services Provider Agencies for Area 01* (*Area 01 is comprised of Boone, Winnebago, Stephenson, Jo Daviess, Carroll, Whiteside, Lee, Ogle, and DeKalb Counties) Issued July 3, 2013 NIAAA does not discriminate in admission to programs or activities or treatment of employment in programs or activities in compliance with appropriate State and Federal Statutes. If you feel you have been discriminated against, you have a right to file a complaint with NIAAA or the Illinois Department on Aging. For information, call the Senior HelpLine: 1-800-252-8966 (Voice and TTY). Northwestern Illinois Area Agency on Aging (NIAAA) Request for Proposals for the Designation of Adult Protective Services Provider Agencies
1. Introduction The State of Illinois recently created the Adult Protective Services Program when it revised what was known as the Elder Abuse and Neglect Act (320 ILCS 20 et. seq.). The new statute is now called the Adult Protective Services Act and it governs the new Adult Protective Services Program (Program) which began on July 1, 2013. This Request for Proposals is for soliciting applications from organizations interested in being designated as provider agencies in the new Program. The purpose of the Program is protecting eligible adults living in the community who have been abused, neglected, or financially exploited by someone or themselves. Eligible adults are those who are disabled (ages 18-59) and anyone 60 and older. (Note that self-neglect cases have not been funded in the past but it is expected that they will be in the fiscal year 2014 pending an appropriation.) The Illinois Department on Aging (IDoA) is responsible for overall management of the Program. IDoA contracts with the Northwestern Illinois Area Agency on Aging (NIAAA) to administer the Program locally including designating Program service providers. With this Request for Proposal, NIAAA intends, therefore, to designate one or more service provider agencies to serve Area 01. Area 01 is comprised of Boone, Winnebago, Stephenson, Jo Daviess, Carroll, Whiteside, Lee, Ogle, and DeKalb Counties. Preference will be given to a provider agency serving all of Area 01 but NIAAA will consider a bid on a portion of a service area if there is coverage of the remaining parts of Area 01 by other applicants. There are currently four service providers in Area 01 for the Elder Abuse Program. The successful applicant(s) will be based primarily upon an evaluation of a written application submitted to NIAAA from this Request for Proposals. NIAAA reserves the right, however, to consider other factors such as an applicant s: financial resources, management structure/stability, past performance of NIAAA funded services, past performance of other grant funded services, etc. NIAAA also has the right to deny any application, to reject any informality, and to make all final decisions relative to contract award and any special contract conditions. 2. Eligible Applicant Agencies Applicant agencies must be private, not-for-profit corporations or local units of government. All successful applicants receiving provider agency designation must comply with the requirements outlined in the Adult Protective Services Act (320 ILCS 20 et.seq.) which is available at http://www.ilga.gov/legislation/ilcs/ilcs3.asp?actid=1452&chapterid=31 and the Illinois
Administrative Code (Title 89, Part 270 270.200) which is available at http://www.ilga.gov/commission/jcar/admincode/089/08900270sections.html. 3. How to Apply Eligible applicant agencies must submit an electronic application with signatures to NIAAA by the deadline. All applications must be emailed to Jeff Henderson at jhenderson@nwilaaa.org with the subject Adult Protective Services Application. Hand delivered, mailed, or facsimile (FAX) transmissions of proposals will NOT be accepted. The application form is included as an attachment with corresponding instructions. 4. Closing Date for Receipt of Applications The closing date and time for submission of applications, pursuant to this Request for Proposals, is July 29, 2013 at 4:00 p.m. It is the applicant s responsibility to ensure that NIAAA receives the application by the deadline. NIAAA is not responsible, and will make no exceptions, for unforeseen circumstances that cause an application to be submitted late. 5. Provider Agency Functions The APS Program provider agencies have the following responsibilities: Receiving reports of alleged or suspected abuse, neglect, financial exploitation, or self-neglect; Conducting face-to-face assessments for reported cases; Evaluating evidence and making a substantiation decisions; Referring substantiated cases for necessary support services; Referring criminal conduct to law enforcement when necessary; Providing case work and follow-up services for substantiated cases; and Responding immediately (24 hours a day) in situations where eligible adults are at risk of injury or death. 6. Service Delivery Process for Provider Agencies A. Intake and Assessment When a provider agency receives a report, it conducts a face-to-face assessment with the eligible adult at the adult s home to determine if further investigation is warranted. After gathering necessary evidence, the provider agency decides if the case should be substantiated. Substantiation basically means there is enough evidence of at least some indication of abuse, neglect, or financial exploitation. If the case is substantiated, the provider agency develops a service care plan for the eligible adult. B. Casework This is intensive case work activities on substantiated cases. Case work includes working with the eligible adult on a case plan for the purpose of stabilizing the abusive situation and reducing the risk of further harm. The case plan can include legal, medical, social service and/or other assistance as needed. Case work is contingent on consent from the eligible adult. C. Follow-up
This is a systematic method of following-up on substantiated cases to prevent recurrence. The provider agency will work with the eligible adult in detecting recurring signs of abuse before the situation becomes life-threatening. D. Early Intervention Services This is a tool used by provider agencies to address immediate needs of the eligible adult. Early intervention service funds are available for short term and/or emergency assistance where resources are not otherwise available for items such as: legal assistance (i.e. orders of protection, guardianship, etc.), housing and relocation assistance, respite care, and emergency aid (i.e., food, clothing, and medical care). Provider agencies are reimbursed by IDoA for these services. E. Multi-Disciplinary Teams A Multi-Disciplinary Team (M-Team) is a method for provider agencies to get input from experts from other fields (i.e. law enforcement, prosecutors, lawyers, clergy, mental health, medical, banking, social work, domestic violence, substance abuse, etc.) in difficult cases. G. Public Awareness/Education Provider agencies raise public awareness regarding preventing abuse, neglect, and exploitation. This is done through posters, brochures, public service announcements, and education focusing on professional groups likely to have contact with victims of abuse. 7. RATES OF REIMBURSEMENT IDOA sets the rate of reimbursement for provider agency services. In 2013, the rates were as follows (the rates have not changed since 2007): A. Abuse, Neglect and/or Exploitation Assessments $428.00 B. Case Work $538.00 C. Follow-up $ 92.00/month Rates are subject to adjustment by IDoA. 8. ELDER ABUSE AND NEGLECT PROGRAM CONTRACTS Contracts awarded as a result of this Request for Proposals are between NIAAA and the applicant. Signing the contract with NIAAA is assurance by the successful applicant(s) that they meet all requirements of the contract, the application proposal, and Program requirements. Contracts awarded as a result of this Request for Proposals will be effective September 1, 2013 through June 30, 2014. The designation of the successful applicant(s) as the provider agency may be extended for up to six (6) additional fiscal years if there has been satisfactory performance. 9. CRITERIA FOR DESIGNATION SELECTION The method of procurement for Program provider agencies is competitive and based upon the total score achieved by each applicant on the contract application. Applications, however, are not the sole factor as NIAAA reserves the right to take into
account other factors such as an applicant s: financial stability, management structure/stability, past performance of NIAAA funded services, past performance of other grant funded services, etc. All sections of the contract application and attachments should be correctly completed. An incomplete or incorrectly completed contract application may not be processed and, therefore, no contract may be awarded no matter how high the applicant scores on the submitted contract application. The application is designed to evaluate the quality of service which will be provided to eligible adults of abuse, neglect, and exploitation. In order to secure added points, applicants should not commit themselves to specific activities outlined in the contract application which they are incapable of providing. If an applicant is awarded a contract to provide Program services, the commitments made in both the scored and the unscored portions of the agency's application become part of that contract and the applicant will be held responsible for those commitments. Tie Scores If the successful total score is achieved by two (2) or more applicants, NIAAA will use the following evaluation criteria, in the order listed, to determine the winning applicant. 1. A current provider agency who is serving a nearby service area will be selected as the designated provider agency, provided that agency has a record of satisfactory performance. 2. If the applicants are tied in overall score and neither is a current provider agency, the applicant with the highest score in Part B (Experience in Service Provision) of the contract application will be selected as the designated provider agency, if the agency has a record of satisfactory performance. 10. CONTRACT APPLICATION REVIEW & DESIGNATION PROCESS NIAAA staff will conduct review of the applications and develop staff recommendations for the final decision to be made by the NIAAA Executive Director. NIAAA will designate the successful applicant(s), execute program contracts, and will notify the unsuccessful applicants. Initial caseworker and supervisor training sessions will be held for the designated provider agency(s). 11. NEGOTIATION NIAAA reserves the right to negotiate separately with competing applicants for all or any part of the services described in this Request for Proposals. 12. REJECTION OF PROPOSALS The Executive Director of NIAAA reserves the right to reject any informality or contract applications received as a result of this Request for Proposals. 13. APPEALS TO NIAAA ON AGING DESIGNATION RECOMMENDATIONS
NIAAA will provide an opportunity for a hearing to any applicant (Applicant) whose application to be designated a service provider is denied. Applicants must follow the NIAAA s appeal policies and procedures as described below. Initiating an Appeal The hearing process is initiated effective with the date a written request (Request) for a hearing is received by NIAAA. The Request must be sent certified mail and must be received by NIAAA within 10 working days of the Applicant receiving notification of NIAAA's decision. The Request must be addressed to: Grant Nyhammer, Executive Director & General Counsel Northwestern Illinois Area Agency on Aging 1111 S. Alpine Road, Suite 600 Rockford, IL 61108 Content of the Request The Request for hearing must include: 1. The name of the Applicant requesting the hearing; 2. The specific issues of law, regulation or procedure which support the appeal (if any); and 3. A brief summary of facts which support the issues claimed. Hearing Schedule The president of the NIAAA Board of Directors (President) will schedule the hearing, which will be conducted within 30 days of receipt of the Request. NIAAA will notify the Applicant in writing at least ten days before the scheduled hearing of the date, time, and place. Where the hearing cannot be conducted within the required schedule, the President will set a hearing date that is convenient for the Applicant and NIAAA (collectively the Parties ). Hearing Panel / Individual The President will determine the impartial panel or individual to hear appeals. Impartial means individuals who have not participated in the action being appealed. NIAAA may terminate this hearing process at any point if the Parties negotiate a written agreement that resolves the issue(s) which led to the request for a hearing. The President may delegate procedural aspects of the hearing. Hearing Procedures Although administrative rules to conduct hearings will be adapted to the specific decision under review, the following general rules will apply to all hearings: 1. The President will designate who will be responsible for conducting the hearing. 2. Each of the Parties will have the opportunity to appear in person and/or be represented by legal counsel or other authorized representative. Action or
inaction of an authorized person shall be deemed to be action or inaction of that party. 3. Each of the Parties may present documentary evidence to provide a complete and accurate description of facts that are relevant and material in order to refute the basis for the decision being appealed. 4. Each of the Parties has the opportunity to review any pertinent evidence and to ask and respond to questions that arise during the hearing. 5. A verbatim transcript of the hearing will be produced. 6. The impartial hearing panel (or individual) shall report to the NIAAA Board at the next regular monthly board meeting (or the Executive Committee, acting for the board - consistent with NIAAA by-laws) the findings of the hearing and shall make a written recommendation. The written recommendation will set forth the evidence on which it is based. 7. The final written notice of decision resulting from the hearing shall be issued to the Applicant in writing by the NIAAA Board of Directors within 35 working days following the conclusion of the hearing and shall include the recommendation of the impartial hearing and the reasons upon which the final decision is based.
14. DEMOGRAPHIC INFORMATION A. Payments by NIAAA to Elder Abuse Provider Agencies Counties 2011 2012 DeKalb $ 88,320 $ 70,473 Lee/Whiteside/Ogle/Carroll $ 204,828 $ 172,694 Stephenson / Jo Daviess $ 65,390 $ 68,077 Winnebago / Boone $ 477,112 $ 409,500 Total $ 835,650 $ 720,744 B. Older Adults Living in Area 01 (per the 2010 Census) County Older Adults Boone 9,096 Carroll 4,432 DeKalb 14,650 JoDaviess 6,704 Lee 7,883 Ogle 11,164 Stephenson 11,886 Whiteside 13,822 Winnebago 57,345 Total 136,982 C. Number of Elder Abuse Reports The following is number of elder abuse reports in Area 01 in the past two years: Fiscal Year (July 1 June 30) Number of Reports 2011 848 2012 843 D. 2012 Number of Reported Cases for Adults with Disabilities The following is the number of reports in 2012 for adults with disabilities reports (this information was provided by the Illinois Office of Inspector General who managed the adults with disabilities program): County Reports BOONE 3 CARROLL 3 DEKALB 9 JO DAVIESS 5 LEE 2 OGLE 5 STEPHENSON 10 WHITESIDE 19 WINNEBAGO 44 Total 100