HHS-2020-ACL-CIP-SATC-0409.pdf

Administration for Community Living

Center for Integrated Programs

State Health Insurance Assistance Program (SHIP) Technical Assistance (TA) Center

HHS-2020-ACL-CIP-SATC-0409

Application Due Date: 05/26/2020

State Health Insurance Assistance Program (SHIP) Technical Assistance (TA) Center

HHS-2020-ACL-CIP-SATC-0409

TABLE OF CONTENTS

I. Funding Opportunity Description II. Award Information

III. Eligibility Information

1. Eligible Applicants

2. Cost Sharing or Matching

3. Responsiveness and Screening Criteria

IV. Application and Submission Information

1. Address to Request Application Package

2. Content and Form of Application Submission

3. Submission Dates and Times

4. Intergovernmental Review

5. Funding Restrictions

6. Other Submission Requirements

V. Application Review Information

1. Criteria

2. Review and Selection Process

3. Anticipated Announcement Award Date

VI. Award Administration Information

1. Award Notices

2. Administrative and National Policy Requirements

3. Reporting

4. FFATA and FSRS Reporting

VII. Agency Contacts VIII. Other Information

Department of Health & Human Services

ACL Center: Center for Integrated Programs Funding Opportunity Title: State Health Insurance Assistance

Program (SHIP) Technical Assistance (TA) Center

Announcement Type: Initial Funding Opportunity Number: HHS-2020-ACL-CIP-SATC-0409 Primary CFDA Number: 93.324 Due Date for Letter of Intent: 04/10/2020 Due Date for Applications: 05/26/2020 Date for Informational Conference Call: 04/16/2020

Applications that fail to meet the application due date will not be reviewed and will receive no further consideration. You are strongly encouraged to submit your application a minimum of 3- 5 days prior to the application closing date. Do not wait until the last day in the event you encounter technical difficulties, either on your end or, with https://www.grants.gov. Grants.gov can take up to 48 hours to notify you of a successful submission.

Executive Summary The mission of the State Health Insurance Assistance Program (SHIP) is to empower, educate and assist Medicare-eligible individuals, their families and caregivers through objective outreach, counseling and training to make informed health insurance decisions that optimize their access to care and benefits. There are currently 54 active SHIP grants: one in every state, the District of Columbia, Guam, Puerto Rico, and the U.S. Virgin Islands. The SHIP National Technical Assistance Center serves as a centralized and significant source of information, expertise, and technical assistance for SHIP state grantees. With this funding opportunity, ACL is seeking applicants for a single cooperative agreement to operate the SHIP National Technical Assistance Center (The SHIP TA Center).

ACL plans to fund one (1) cooperative agreement at the federal funding level of $1,350,000 per year, over a five (5) year project period, pending availability of federal funds.

An informational teleconference will be held on April 16, 2020 at 3:00pm - 4:30pm EST.

WebEx Meeting Available from here: https://meetingserver.hhs.gov/orion/joinmeeting.do ?MTID=7303019a07709a619f95cf1d46ea18d0 Access Information: Meeting Number: 996 322 165 (This meeting does not require a password.)

Audio Connection: 202-774-2300 (Meeting Server Main Number) Access Code: 996 322 165 https://www.grants.gov https://meetingserver.hhs.gov/orion/joinmeeting.do?MTID=7303019a07709a619f95cf1d46ea18d0 https://meetingserver.hhs.gov/orion/joinmeeting.do?MTID=7303019a07709a619f95cf1d46ea18d0

I. Funding Opportunity Description The State Health Insurance Assistance Program (SHIP) was created under Section 4360 of the Omnibus Budget Reconciliation Act (OBRA) of 1990 (Public Law 101-508). This section of the law authorized the Department of Health and Human Services (HHS) to make grants to States to establish and maintain health insurance information and assistance programs for Medicare beneficiaries. Grant funds were made available to support information, counseling, and assistance activities relating to Medicare, Medicaid, and other related health insurance options such as Medicare supplemental insurance, long-term care insurance, managed care options, and other health insurance benefit information.

The purpose of the SHIP grant program is to strengthen the capability of States to support a community-based, grassroots network of local SHIP offices that provide personalized counseling, education, and outreach to assist Medicare beneficiaries with their Medicare questions. Grant funds are to be used to support locally accessible counseling services to individual beneficiaries in coordination with the Administration for Community Living (ACL), the Centers for Medicare and Medicaid Services (CMS), and community partners. Services provided by SHIPs are intended for Medicare beneficiaries who prefer or need information, counseling, and enrollment assistance beyond what they are able to receive on their own through other information channels, including 1-800-MEDICARE and www.medicare.gov.

Grant funds from ACL enhance States’ efforts to support a network of local partners, programs, staff, and volunteers that will provide accurate and objective information to help beneficiaries understand and utilize their Medicare benefits.

SHIPs have a long history of outreach and assistance to underserved populations, including people with limited incomes, Medicare beneficiaries under the age of 65 with disabilities, and individuals who are dually eligible for Medicare and Medicaid. SHIPs play an important role in beneficiary counseling and education, offering both in-person and over-the-phone counseling. It is essential that the SHIPs have access to accurate, relevant, and timely information so they can provide the best possible service to the beneficiaries. The changing nature of the Medicare program and health insurance has reinforced the need for special support services to SHIPs through the SHIP National Technical Assistance Center.

The Role of the SHIP National Technical Assistance Center The SHIP TA Center serves as a central source of information, expertise, and technical assistance for SHIP State grantees by disseminating knowledge and best practices; providing on-going support and information on issues and trends in Medicare; developing new products and tools for the national SHIP network; and providing technical assistance through webinars, one-on-one assistance and written instructions. Applicants for the SHIP TA Center should demonstrate the ability to draw upon wide-ranging resources to respond to a rapidly changing programmatic environment and have knowledge of the issues associated with the aging network, Medicare and the broader health insurance industry affecting Medicare beneficiaries.

National SHIP TA Center Priority Functions Applicants should focus their program narrative on describing how they will provide support and technical assistance to SHIP state/territory programs as grantees work toward achieving the programmatic strategic themes outlined in the FY2020 SHIP Base Grant Funding Opportunity

Announcement. The themes, which are described more fully below, are: 1) Service Excellence;

2) Capacity Building; 3) Operational Excellence; and 4) Innovation. Additionally, the applicant should provide plans to monitor the impact of their technical assistance to ensure they have achieved their goals.

SHIP Program Theme 1: Service Excellence Objectives:

1. Consistently and confidentially provide accurate, objective, and comprehensive information and assistance.

2. Promote awareness, knowledge, and visibility of the program.

The SHIP TA Center supports this theme by providing training and technical assistance to SHIP grantees in support of their efforts to provide beneficiary counseling that is consistent, confidential, accurate, objective, and comprehensive. Additionally, the SHIP TA Center should produce and disseminate materials that will promote awareness, knowledge, and visibility of the program. Specific areas of focus are explained in detail below.

Increase Medicare and Related Benefits Content Knowledge of the SHIP Network The development and dissemination of SHIP subject matter expertise, training, and materials is a core function of the SHIP TA Center. In order to meet the learning needs of the variety of SHIP team members nationally and to improve efficiency of the SHIP program as a whole, the SHIP TA Center must provide standardized expert information and access to resources that assist SHIPs in obtaining and/or maintaining competency in the following areas: Medicare benefits, coverage rules, written notices and forms, appeal rights and procedures, among other things necessary to provide detailed information and assistance to Medicare beneficiaries. In addition to developing training materials and curriculum, the SHIP TA Center provides subject matter expertise to assist with complicated beneficiary situations and general casework, as needed.

The SHIP TA Center should provide education to help SHIP counselors understand beneficiaries' options related to integrated care. By integrated care, ACL means all healthcare options for which the beneficiary may be eligible to address their health and social needs that support their independence at home and in the community. Examples of integrated care programs include but are not limited to Programs of All-Inclusive Care for the Elderly, Medicare Advantage Special Needs Plans and and corresponding supplemental benefits, Medicare-Medicaid Plans and other integrated care programs for Medicare beneficiaries. The SHIP TA Center should develop and disseminate educational materials related to integrated care, such as an online training course, web-based tool, and/or fact sheets, etc.

The SHIP TA Center should maintain access to a Medigap Plan Comparison Tool that allows SHIP Team members to enhance their counseling activities with up-to-date, state-specific and searchable Medigap plan information. This tool should be available to SHIP grantees at no cost in the password protected area of the SHIP TA Center’s website; provide the latest plan information in real-time; allow customized searches; display future costs and present results in a printer and email friendly manner; and be supported by a help desk, as well as, provide training videos and webinars to help grantees using the Medigap Comparison Tool.

Applicants should expect to play an important role in enhancing SHIP network training and support by soliciting input from SHIPs, disseminating materials, conducting webinar trainings, and coordinating updates of the program. Successful applicants will show the ability to support these activities by illustrating the capacity to develop SHIP network training materials and curriculum and provide subject matter expertise in the areas of Medicare, Medicaid, Medicare Supplemental Insurance, use of the Medicare Plan Finder and Medigap Comparison tool websites, as well as, client confidentiality. Additionally the applicant should propose solutions to help the state grantees access plan information related to Medicare Advantage and supplemental benefits in advance of Open Enrollment.

Provide SHIP Program Information and Technical Support Applicants must provide plans to ensure timely and accurate responses are provided to SHIP grantee inquiries for information or technical assistance. In addition, plans must provide a strategy for ensuring the SHIP TA Center remains abreast of current developments in Medicare, healthcare trends, and related beneficiary issues, as well as, a plan to ensure these developments are shared with the SHIP network in a timely manner. In summary, successful applicant plans should:

Ensure responsive, integrated support of the SHIP program that promotes and enhances the efficiency of SHIP operations and the quality of SHIP results;

Provide a streamlined and seamless gateway for SHIP project grantees to access needed resources, information and technical support via a SHIP TA Center website, publications, and other innovative and effective communications strategies;

Develop and implement training to enhance SHIP efforts to perform key SHIP program functions, including Medicare outreach, counseling, and education to Medicare beneficiaries, their families, and caregivers;

Detail specific SHIP TA Center approaches, roles and activities to enhance team member training support including soliciting input from SHIPs, disseminating materials developed, conducting webinar trainings and coordinating updates of the program, as needed; and

Provide timely information to ACL based on input from the SHIP network to be used in planning annual SHIP training conference agendas and activities.

Develop and Adhere to an Integrated Communications Strategy Clear and informative communication with and between the SHIP grantees, ACL, and the general public is central to the success of the SHIP program as a whole. The SHIP TA Center should act as the resource and clearinghouse to facilitate this communication as much as possible by proactively working to further the SHIP message nationally. This should include:

Developing and maintaining a comprehensive and user-friendly SHIP TA Center website which provides information to the general public but also serves as a SHIP resource library where SHIPs can access materials, tools, resources, and information developed by the SHIP TA Center and each other;

Creating and distributing a regular newsletter to provide up-to-date information to SHIP staff and volunteers on Medicare coverage changes, updates from ACL, CMS, and other federal partners, and/or best practices from SHIPs across the country; and

Maintaining and updating as necessary an online SHIP locator to provide Medicare beneficiaries and the general public a quick and easy tool to find their local SHIP.

Potential sources to gather information include ACL, Medicare, and CMS websites;

professional newsletters and websites; governmental agency publications; and national news sources. Relevant information may include, but is not limited to:

Medicare and other health insurance materials, including fact sheets, publications, Frequently Asked Questions (FAQs), press releases and related training materials;

Professional reports, research studies and policy briefs, including those that highlight SHIP activities;

Program support materials, including materials related to outreach and promotion, volunteer recruitment, retention and management, counselor training, program administration, and program evaluation;

Information from SHIP partners and other relevant professional sources including links to their websites;

Calendar of events, including key Medicare program dates, key SHIP program dates, relevant activities of SHIP partners, national and regional meetings/conferences, and training opportunities for SHIP Program Directors; and

Daily news articles on Medicare and other topics of interest to SHIPs.

Enhance Exposure of SHIP to the Public In order to increase the public’s knowledge of the program, the SHIP TA Center should plan to provide an enhanced public-facing portion of the Center website. The public-facing portion of the site should improve the public’s understanding of the nature of SHIP activities and the impact of the SHIP program. Applicants for this funding opportunity should demonstrate the ability to promote understanding of the mission of government programs to wide audiences.

Additionally, to promote the program to those in greatest need of SHIP services, the SHIP TA Center should plan to create templates for use by SHIPs in their marketing campaigns, including brochures and other materials. Applicants should demonstrate the ability to develop and disseminate materials that can be easily understood by diverse populations, including those with limited literacy and those for whom English is a second language. All outreach and education strategies should include tracking mechanisms to understand reach and impact.

SHIP Program Theme 2: Capacity Building Objective:

1. Recruit, train and retain a diverse, sufficient, and effective workforce at all levels.

As SHIPs work toward their goal to recruit, train and retain a diverse, sufficient, and effective workforce at all levels, the SHIP TA Center should be available to provide training and technical assistance on program and team member management. Applicants should provide plans to provide comprehensive and responsive support to the SHIP grantees. Specific areas of focus for this theme are as follows:

Support SHIP Project Grantee Volunteer Management Abilities The Volunteer Risk and Program Management (VRPM) provides the network with a standard set of policies and tools to mitigate programmatic risk and improve volunteer recruitment and management practices. SHIPs are required to incorporate VRPM into their programs. This project is designed to decrease and manage risks related to volunteer involvement in SHIPs and increase the management and coordination of volunteer efforts.

ACL envisions that successful applicants of this funding opportunity will provide plans on how they will encourage and assist SHIP grantees with continued implementation of the VRPM projects, and provide support to the SHIP network through training on policies, procedures and proven, effective strategies related to volunteer recruitment, management and training.

Applicants should demonstrate the ability to develop and disseminate comprehensive plans to provide technical assistance, tools, products, and trainings to assist SHIPs in enhancing their volunteer workforce to address current and future needs of Medicare beneficiaries.

The applicant should include plans to expand VRPM policies and procedures to include general program and risk management. This will include training and supporting the SHIP network in understanding and mitigating potential conflicts of interest.

Support Professional Wellbeing of the SHIP Network As with any profession that has substantial and direct interaction with the public, the SHIP network may at times experience interpersonal challenges in their work with the program. The SHIP TA Center should prepare to support the SHIP network by sharing resources that encourage professional and emotional wellness while at work to assist with these interpersonal interactions that occur on a daily basis throughout the network. This could include materials or training on professional boundaries; burn out; managing interactions with difficult or vulnerable beneficiaries; recognizing beneficiaries at risk; self-care; recognizing when a colleague is in emotional distress, and above all, knowing where to go to for help when faced with these challenging situations. Successful applicants to this funding opportunity should describe plans to find, collect and disseminate valid and reliable information of this type to be used by the SHIP grantees with the broader SHIP network.

Maintain an Online Counselor Certification Tool For the last several years the current SHIP TA Center has provided and supported a version of an online counselor certification tool that is available for use by any interested SHIP. The SHIPs have identified this as a valuable way to support the success of their team member management and training efforts.

The current tool provides access to online training modules with content related to Medicare basics, Medicare Coverage rules, Medicare appeals and penalties, and more. It also provides SHIPs with access to a national certification question bank, which has been approved by the Administration for Community Living. By providing access to Medicare training modules within this tool, SHIP Team members have been able to improve their Medicare content knowledge, as well as, complete online certification exams. Applicants will be expected to create and develop new online training modules annually, including developing an Integrated Care module within the first year of the project period. Successful applicants will also use completion rates and feedback from SHIP directors to inform ongoing technical assistance and training of counselors on integrated care with the goal of all counselors being knowledgeable on beneficiary options.

Successful applicants to this funding opportunity should show the ability to take the lessons learned by the network on this initiative thus far and plan for the continued use of a tool of this nature that supports the training and technical assistance needs identified by the SHIPs moving forward. Plans must clearly state how any transition, if necessary, between tools will be managed including specifics and timelines. A gap in the availability of this tool would be severely disruptive to the network and should be avoided as much as possible.

Collaborate with ACL Resource Centers ACL funds a number of resource and technical assistance centers focused on a variety of specialized topics and programs. Examples include the Senior Medicare Patrol National Resource Center, National Center for Benefits Outreach and Enrollment, AT3 Center, No Wrong Door (NWD) System Initiative, National Center on Elder Abuse, and National Resource Center on LGBT Aging. While each resource center has its own mission, focus, and special target population it is important for each to work together on collaborative efforts that are mutually beneficial to support the work being done by all. This allows each to benefit from the specialist subject matter experts found within each group throughout the network. Successful applicants to this funding opportunity should provide a plan to work collaboratively with the other ACL resource centers to help enhance the capacity of all. For example, the AT3 Center can help SHIP directors ensure referrals to state assistive technology (AT) programs when beneficiaries have functional limitations that could be address by AT.

SHIP Program Theme 3: Operational Excellence Objective:

1. Develop and strengthen the program structure and organization, including policies, processes, and procedures, to enable effective and efficient operations.

The SHIP TA Center will play a supporting role in helping SHIPs develop and strengthen their program structures and organization, including overarching policies, processes, and procedures.

Successful applicants to this funding opportunity should outline efforts to assist grantees in interacting with the SHIP data system and understanding the SHIP performance measures.

Training on the SHIP Data System ACL contracts with IT specialists who are responsible for the development, maintenance and implementation of the data system also known as the SHIP Tracking and Reporting System (STARS). The SHIP TA Center should expect to provide ongoing feedback, data validation activities, and quality assurance testing on all aspects of the new data system, including software features and system training materials. The SHIP TA Center should plan to support the SHIP network by providing webinars and other training materials related to STARS in conjunction with ACL and the IT specialist involved in the project. Applicants should describe how they will partner with ACL in the development of a training plan based on the needs of the end users of the system. An important component of the partnership includes offering continuous online training for all levels of users (directors and other SHIP team members) of

STARS.

Technical Assistance in Support of SHIP Performance Measures In conjunction with ACL, the SHIP TA Center should be prepared to offer regular trainings about SHIP Performance Measures including how the measures, along with data validation and quality assurance efforts, can be used to improve program management. Current SHIP Performance Measures include: Beneficiary Contacts; Group Outreach and Education Contacts;

Contacts with Beneficiaries under 65; Hard to Reach Contacts (Low-Income, Rural, and Non-native English Speakers); and Enrollment Contacts. As with other aspects of this FOA, the SHIP TA Center should be prepared to collect, develop, and disseminate best practices, and develop training and other technical assistance materials to assist SHIPs with the implementation and management of the SHIP Performance Measures.

SHIP Program Theme 4: Innovation Objective:

1. Promote adaptable and sustainable processes and activities to position the SHIP for changes in the programmatic landscape.

As the number of Medicare Beneficiaries continues to increase and SHIPs work toward increased program adaptability and sustainability, the SHIP TA Center should describe plans to support grantees as they position themselves for changes in the programmatic landscape.

Applicants should demonstrate an ability to gather, compile, and disseminate examples of unique, innovative and effective counseling, training, outreach, or program strategies used by SHIPs in the following program areas:

Access points for beneficiary information;

Online education and counseling;

Approaches to leveraging resources to increase reach;

SHIP promotion and outreach;

Targeted outreach, including strategies for reaching hard to reach populations;

New partnerships; and

Quality assurance.

Applicants should propose innovative, technology-based approaches for providing training and information to SHIP projects on Medicare coverage, changes, and issues, focusing on Original Medicare, Medicare Advantage, Medicare Part D, Medicare supplement insurance, home health care, durable medical equipment, integrated care, Medigap Comparison tool, and any other emerging trends or issues that would affect the ability of the SHIPs to accurately address and support beneficiary questions and needs.

Statutory Authority The statutory authority for grants under this Program Announcement is contained in Section 4360 of the Omnibus Reconciliation Act of 1990 (42 U.S.C. 1395b-4) and Title II of the Consolidated Appropriations Act, 2014.

II. Award Information Funding Instrument Type: Cooperative Agreement Estimated Total Funding: $1,350,000 Expected Number of Awards: 1 Award Ceiling: $1,350,000 Per Budget Period Award Floor: $0 Per Budget Period Length of Project Period: 60-month project period with five 12-month budget periods

The anticipated project period is September 1, 2020 – August 31, 2025.

COOPERATIVE AGREEMENT

This award will be a new cooperative agreement. ACL will be substantially involved in the SHIP TA Center project activities. The terms and conditions of the agreement will be included in the Notice of Award (NOA), which is subject to modification by either party as listed below.

The terms and conditions for this cooperative agreement are as follows:

ACL will carry out the following activities for the cooperative agreement as listed below:

1. ACL Project Officer will perform the day-to-day federal responsibilities of managing a grant initiative and will work with the grantee to ensure that the necessary requirements for the grant are met.

2. Assist the grantee project leadership in understanding the policy concerns and/or priorities of ACL by conducting periodic briefings and by carrying out ongoing consultations.

3. Work cooperatively with the grantee to clarify the programmatic and budgetary issues to be addressed by the project. If issues are identified, work with the grantee to revise the project work plan, detailing expectations for major activities and products during the 60-month grant.

4. Review, provide technical assistance, and approve grantee work products.

5. Provide consultation to the grantee in identifying emerging issues as they relate to the goals and objectives of this grant program and SHIP TA Center activities.

6. Work with the grantee on the development and implementation of evaluation and quality assurance systems to ensure that performance is measured and continuous improvement occurs.

7. Attend and participate in major project events as appropriate.

The Grantee will execute the responsibilities of the cooperative agreement as listed below:

1. Collaborate with the ACL in the modification and execution of the work plan, initially within 45 days of the award.

2. Participate in Training Opportunities. A portion of this grant award shall be designated for travel expenses to these events:

Attend the Annual SMP/SHIP Conference – The grantee is required to send at least one person to this event annually. Attendees may be the SHIP TA Center Director and any other staff that would be deemed necessary for full participation in the event. The grantee should expect to help with planning and presenting at this event annually.

Grantees are also expected to send appropriate staff to other pertinent trainings provided by ACL, CMS, or other federal or state partners to ensure staff maintain a comprehensive understanding of the grant expectations and Medicare knowledge needed to appropriately manage the grant.

3. Share information with ACL, the SHIP network, national, state, and local partner organizations, and other entities as appropriate.

4. Maintain a comprehensive and user-friendly SHIP TA Center website which provides information to the general public but also serves as a password protected SHIP resource library.

5. Maintain a toll free phone number to connect callers to their local SHIP and an online SHIP locator to provide Medicare beneficiaries and the general public a quick and easy tool to find their local SHIP.

6. Create and distribute a regular newsletter to provide up-to-date information to SHIP staff and volunteers on Medicare coverage changes, updates from ACL, CMS, and other federal partners, and/or best practices from SHIPs across the country.

7. Work with the ACL SHIP project officer to evaluate performance results reported semiannually and jointly develop strategies to address those areas requiring improvement.

8. Fulfill all of the requirements of the grant initiative as detailed in this program announcement, specifically:

Increase Medicare and related benefits content knowledge of the SHIP workforce;

Provide SHIP program information and technical support;

Develop and adhere to an integrated communications strategy;

Enhance exposure of SHIP to the public;

Support SHIP utilization of the Volunteer Risk & Program Management policies and procedures;

Support the professional wellbeing of the SHIP workforce;

Maintain an online counselor certification tool;

Maintain access to an online Medigap Plan Comparison Tool;

Collaborate with ACL Resource Centers;

Provide feedback, training, data validation, and quality assurance testing on the SHIP data system;

Provide technical assistance in support of SHIP performance measures; and

Gather and disseminate unique, innovative, and effective strategies with the SHIP network.

9. Include the express acknowledgment on all SHIP public information materials, "This project was supported, in part by grant number 90SATC####, from the U.S. Administration for Community Living, Department of Health and Human Services, Washington, D.C. 20201.

Grantees undertaking projects under government sponsorship are encouraged to express freely their findings and conclusions. Points of view or opinions do not, therefore, necessarily represent official Administration for Community Living policy." (HHS Grants Policy Statement: (https://www.hhs.gov/grants/grants/grants-policies-regulations/index.html). The grantee should also use the SHIP Logo and Tagline on all SHIP publications, as feasible.

Once a cooperative agreement is in place, requests to modify or amend it or the work plan may be made by ACL or the awardee at any time. Modifications and/or amendments of the Cooperative Agreement or work plan shall be effective upon the mutual agreement of both parties, except where ACL is authorized under the Terms and Conditions of award, 45 CFR Part 75, or other applicable regulation or statute to make unilateral amendments. When an award is issued, the cooperative agreement terms and conditions from the program announcement are incorporated by reference.

III. Eligibility Information

1. Eligible Applicants Domestic public or private non-profit entities including state and local governments, Indian tribal governments and organizations (American Indian/Alaskan Native/Native American), faith-based organizations, community-based organizations, hospitals, and institutions of higher education.

2. Cost Sharing or Matching

Cost Sharing / Matching Requirement: No

3. Responsiveness and Screening Criteria

Application Responsiveness Criteria

1. Demonstrated knowledge of the SHIP program and expertise in Medicare, Medicaid, integrated care, and other related coverage, policy, and issues.

2. Demonstrated experience in working with state aging agencies, state health and public health agencies, community-level aging service provider organizations, and community health provider organizations.

3. Demonstrated expertise in providing technical training and support to professionals on volunteer team member management, general program management, and Medicare https://www.hhs.gov/grants/grants/grants-policies-regulations/index.html content.

Application Screening Criteria All applications will be screened to assure a level playing field for all applicants. Applications that fail to meet the three screening criteria described below will not be reviewed and will receive no further consideration.

In order for an application to be reviewed, it must meet the following screening requirements:

1. Applications must be submitted electronically via http://www.grants.gov by 11:59 p.m., Eastern Time, by the due date listed in section IV. 3. Submission Dates and Times.

2. The Project Narrative section of the Application must be on 8.5" x 11" plain white paper with 1" margins on both sides, and a standard font size of not less than 11, preferably Times New Roman or Arial.

3. The Project Narrative must not exceed 20 pages. Project Narratives that exceed 20 pages will have the additional pages removed and only the first 20 pages of the Project Narrative will be provided to the merit reviewers for funding consideration. NOTE: The Project Work Plan, Letters of Commitment, and Vitae of Key Project Personnel are not counted as part of the Project Narrative for purposes of the 20-page limit.

Unsuccessful submissions will require authenticated verification from http://www.grants.gov indicating system problems existed at the time of your submission. For example, you will be required to provide an http://www.grants.gov; submission error notification and/or tracking number in order to substantiate missing the application deadline.

IV. Application and Submission Information

1. Address to Request Application Package Application materials can be obtained from http://www.grants.gov or https://acl.gov/grants/open-opportunities.

Please note, ACL is requiring applications for all announcements to be submitted electronically through http://www.grants.gov. The Grants.gov (http://www.grants.gov) registration process can take several days. If your organization is not currently registered with http://www.grants.gov, please begin this process immediately. For assistance with http://www.grants.gov, please contact them at support@grants.gov or 1-800-518-4726 between 7 a.m. and 9 p.m. Eastern Time.

At the http://www.grants.gov website, you will find information about submitting an application electronically through the site, including the hours of operation. ACL strongly recommends that you do not wait until the application due date to begin the application process through http://www.grants.gov because of the time involved to complete the registration process.

All applicants must have a DUNS number (http://fedgov.dnb.com/webform/) and be http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov http://www.grants.gov https://acl.gov/grants/open-opportunities https://acl.gov/grants/open-opportunities http://www.grants.gov http://www.grants.gov http://www.grants.gov http://www.grants.gov mailto:support@grants.gov http://www.grants.gov http://www.grants.gov http://fedgov.dnb.com/webform/ registered with the System for Award Management (SAM, https://sam.gov/SAM/) and maintain an active SAM registration until the application process is complete, and should a grant be made, throughout the life of the award. Applicants should finalize a new, or renew an existing, registration at least two weeks before the application deadline. This action should allow you time to resolve any issues that may arise. Failure to comply with these requirements may result in your inability to submit your application or receive an award. Maintain documentation (with dates) of your efforts to register or renew at least two weeks before the deadline. See the SAM Quick Guide for Grantees at: https://www .sam.gov/SAM/transcript/Quick_Guide_for_Updating_or_Renewing_SAM_Registrations .pdf

The agency is prohibited from making an award until an applicant has complied with these requirements. At the time an award is ready to be made, if the intended recipient has not complied with these requirements, the agency:

• May determine that the applicant is not qualified to receive an award; and

• May use that determination as a basis for making an award to another applicant.

Note: Once your SAM registration is active, you will need to allow 24 to 48 hours for the information to be available in Grants.gov before you can submit an application through Grants.gov. This action should allow you time to resolve any issues that may arise. Failure to comply with these requirements may result in your inability to submit your application or receive an award.

Note: Failure to submit the correct suffix can lead to delays in identifying your organization and access to funding in the Payment Management System.

Effective October 1, 2010, HHS requires all entities that plan to apply for and ultimately receive Federal grant funds from any HHS Operating/Staff Division (OPDIV/STAFFDIV) or receive subawards directly from the recipients of those grant funds to be:

1. Be registered in SAM prior to submitting an application or plan;

2. Maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by an OPDIV; and

3. Provide its DUNS number in each application or plan to submit to the OPDIV.

An award cannot be made until the applicant has complied with these requirements. At the time an award is ready to be made, if the intended recipient has not complied with these requirements, the OPDIV/STAFFDIV:

May determine that the applicant is not qualified to receive an award; and May use that determination as a basis for making an award to another applicant.

Additionally, all first-tier subaward recipients must have a DUNS number at the time the subaward is made.

Since October 1, 2003, The Office of Management and Budget has required applicants to provide a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number when applying for Federal grants or cooperative agreements. It is entered on the SF-424.

https://sam.gov/SAM/ https://www.sam.gov/SAM/transcript/Quick_Guide_for_Updating_or_Renewing_SAM_Registrations.pdf https://www.sam.gov/SAM/transcript/Quick_Guide_for_Updating_or_Renewing_SAM_Registrations.pdf https://www.sam.gov/SAM/transcript/Quick_Guide_for_Updating_or_Renewing_SAM_Registrations.pdf

It is a unique, nine-digit identification number, which provides unique identifiers of single business entities. The DUNS number is free and easy to obtain.

Organizations can receive a DUNS number at no cost by calling the dedicated toll-free DUNS Number request line at 1-866-705-5711 or by using this link to access a guide:

https://fedgov.dnb.com/webform/

You must submit all documents electronically, including all information included on the SF-424 and all necessary assurances and certifications.

Your application must comply with any page limitation requirements described in this Program Announcement.

After you electronically submit your application, you will receive an automatic acknowledgement from http://www.grants.gov that contains http://www.grants.gov tracking number. The Administration for Community Living will retrieve your application form from http://www.grants.gov.

U.S. Department of Health and Human Services

Margaret Flowers Center for Integrated Programs Phone Number: (202) 795-7315 E-mail: Margaret.Flowers@acl.hhs.gov

2. Content and Form of Application Submission

Letter of Intent

Due Date for Letter of Intent: 04/10/2020 Applicants are requested, but not required, to submit a letter of intent to apply for this funding opportunity to assist ACL in planning for the application independent review process. The purpose of the letter of intent is to allow our staff to estimate the number of independent reviewers needed and to avoid potential conflicts of interest in the review. The deadline for submission of the letter of intent is listed above and should be sent to:

Margaret Flowers

Email: Margaret.Flowers@acl.hhs.gov

Project Narrative The Project Narrative must be double-spaced, on 8 ½” x 11” paper with 1” margins on both sides, and a standard font size of not less than 11, preferably Times New Roman or Arial. You https://fedgov.dnb.com/webform/ http://www.grants.gov http://www.grants.gov http://www.grants.gov mailto:Margaret.Flowers@acl.hhs.gov can use smaller font sizes to fill in the Standard Forms and Sample Formats. The suggested length for the Project Narrative is 10 to 20 pages; 20 pages is the maximum length allowed.

Project Narratives that exceed 20 pages will have the additional pages removed and only the first 20 pages of the Project Narrative will be provided to the merit reviewers for funding consideration. The Project Work Plan, Letters of Commitment, and Vitae of Key Personnel are not counted as part of the Project Narrative for purposes of the 20-page limit, but all of the other sections noted below are included in the limit.

The Project Narrative is the most important part of the application, since it will be used as the primary basis to determine whether or not your project meets the minimum requirements for grants under the authorizing statutes. The Project Narrative should provide a clear and concise description of your project. ACL recommends that your project narrative include the following components:

Summary/Abstract

Problem Statement

Goal(s) and Objective(s)

Proposed Intervention

Special Target Populations and Organizations

Outcomes

Project Management

Evaluation

Dissemination

Organizational Capability

Summary/Abstract This section should include a brief - no more than 265 words maximum - description of the proposed project, including: goal(s), objectives, outcomes, and products to be developed.

Detailed instructions for completing the summary/abstract are included in the “Instructions for Completing the Project Summary/Abstract.”

Problem Statement This section should describe, in both quantitative and qualitative terms, the nature and scope of the particular problem or issue the proposed intervention is designed to address, including how the project will potentially support SHIP grantees and those that they serve.

Goals and Objectives This section should consist of a description of the project’s goal(s) and major objectives. Goals should be concise, measurable and relate to the four strategic themes of the program.

Proposed Intervention This section should provide a clear and concise description of the intervention you are proposing to use to address the problem described in the “Problem Statement” and as described in the “National SHIP TA Center Priority Functions” area above. This includes addressing the items guided by the four SHIP strategic themes: Service Excellence, Capacity Building, Operational Excellence, and Innovation. You should also describe the rationale for using the particular intervention, including factors such as: “lessons learned” for similar projects previously tested in your community, or in other areas of the country; factors in the larger environment that have created the “right conditions” for the intervention (e.g., existing social or economic factors that you’ll be able to take advantage of, etc.). Also note any major barriers you anticipate encountering, and how your project will be able to overcome those barriers. Be sure to describe the role and makeup of any strategic partnerships you plan to involve in implementing the intervention, including other organizations, supporters, and/or consumer groups.

Special Target Populations and Organizations This section should describe how you plan to involve SHIP grantees in a meaningful way in the planning and implementation of the proposed project. This section should also describe how the proposed intervention will target hard-to-reach (Low-Income, Rural, Non-Native English Speakers) Medicare populations and those in greatest need of SHIP services.

Outcomes This section of the project narrative must clearly identify the measurable outcome(s) that will result from the project. (NOTE: ACL will not fund any project that does not include measurable outcomes). This section should also describe how the project’s findings might benefit the field at large, (e.g., how the findings could help other organizations throughout the nation to address the same or similar problems.) List measurable outcomes in the optional work plan grid (“Project Work Plan – Sample Template”) under “Measurable Outcomes” in addition to any discussion included in the narrative along with a description of how the project might benefit the field at large.

A “measurable outcome” is an observable end-result that describes how a particular intervention benefits consumers. It demonstrates the functional status, mental well-being, knowledge, skill, attitude, awareness or behavior. It can also describe a change in the degree to which consumers exercise choice over the types of services they receive, or whether they are satisfied with the way a service is delivered. Additional examples include: a change in the responsiveness or cost-effectiveness of a service delivery system; a new model of support or care that can be replicated in the aging network; new knowledge that can contribute to the field of aging; a measurable increase in community awareness; or a measurable increase in persons receiving services. A measurable outcome is not a measurable “output”, such as: the number of clients served; the number of training sessions held; or the number of service units provided.

You should keep the focus of this section on describing what outcome(s) will be produced by the project. You should use the Evaluation section noted below to describe how the outcome(s) will be measured and reported. Your application will be scored on the clarity and nature of your proposed outcomes, not on the number of outcomes cited. It is totally appropriate for a project to have only ONE outcome that it is trying to achieve through the intervention reflected in the project’s design.

Project Management

This section should include a clear delineation of the roles and responsibilities of project staff, consultants and partner organizations, and how they will contribute to achieving the project’s objectives and outcomes. It should specify who would have day-to-day responsibility for key tasks such as: leadership of project; monitoring the project’s on-going progress, preparation of reports; communications with other partners and ACL. It should also describe the approach that will be used to monitor and track progress on the project’s tasks and objectives.

Evaluation This section should describe the method(s), techniques and tools that will be used to: 1) determine whether or not the proposed intervention achieved its anticipated outcome(s), and 2) document the “lessons learned” – both positive and negative - from the project that will be useful to people interested in replicating the intervention, if it proves successful.

Dissemination This section should describe the method that will be used to disseminate the project’s results and findings in a timely manner and in easily understandable formats, to parties who might be interested in using the results of the project to inform practice, service delivery, program development, and/or policy-making, including and especially those parties who would be interested in replicating the project.

Organizational Capacity Statement Each application should include an organizational capability statement and vitae for key project personnel. The organizational capability statement should describe how the applicant agency (or the particular division of a larger agency which will have responsibility for this project) is organized, the nature and scope of its work and/or the capabilities it possesses. It should also include the organization’s capability to sustain some or all project activities after Federal financial assistance has ended.

This description should cover capabilities of the applicant agency not included in the program narrative, such as any current or previous relevant experience and/or the record of the project team in preparing cogent and useful reports, publications, and other products. If appropriate, include an organization chart showing the relationship of the project to the current organization.

Please attach short vitae for key project staff only. Neither vitas nor an organizational chart will count towards the narrative page limit. Also include information about any contractual organization(s) that will have a significant role(s) in implementing project and achieving project goals.

Budget Narrative/Justification The Budget Narrative/Justification can be provided using the format included in the document, “Budget Narrative/Justification – Sample Format.” Applicants are encouraged to pay particular attention to this document, which provides an example of the level of detail sought. A combined multi-year Budget Narrative/Justification, as well as a detailed Budget Narrative/Justification for each year of potential grant funding, is required.

Work Plan

The Project Work Plan should reflect and be consistent with the Project Narrative and Budget and should…