SSI/SSDI ADVOCACY SERVICES FOR GENERAL ASSISTANCE PROGRAM CLIENTS 2011/2012 RFP
COUNTY OF ALAMEDA
Request For Proposals (RFP)
(RFP # ACSSA -SSI/SSDI -GAP 2011/2012)
SPECIFICATIONS, TERMS, & CONDITIONS
For
SSI/SSDI ADVOCACY SERVICES FOR
GENERAL ASSISTANCE PROGRAM CLIENTS
2011/2012 RFP
RFP RELEASE DATE: MONDAY, MARCH 21, 2011
RFP BIDDERS’ CONFERENCES
April 4, 2011
1:30 PM – 3:30 PM
Alameda County Social Services Agency
2000 San Pablo Avenue, 3rd Floor
Berkeley Room A & B (#331)
Oakland, CA 94612
April 5, 2011
10:00 AM - 12:00 PM
Alameda County Social Services Agency
24100 Amador Street, 6th Floor
Shooting Star B (#638)
Hayward, CA 94544
RFP RESPONSE DEADLINE
3:00 PM
APRIL 25, 2011
at
Alameda County Social Services Agency
Contracts Office
2000 San Pablo Ave., 4th Floor
Oakland, CA 94612
Attention: Tim Roberts or Marcia Mayberry
For more RFP information & Contracting Opportunities, please visit:
http://www.alamedasocialservices.org/public/community/funding_opportunities/
http://www.acgov.org/gsa_app/gsa/purchasing/bidcontent/contractopportunities.jsp
SSI/SSDI ADVOCACY SERVICES FOR
GENERAL ASSISTANCE PROGRAM CLIENTS 2011/2012 RFP
2011/2012 Events Calendar
The following events and dates set forth public information for this RFP process.
ACTION DATE
· Release of Published RFP March 21, 2011
· RFP Bidders’ Conferences April 4, 2011 1:30 PM – 3:30 PM April 5, 2011 10:00 AM –12:00 PM
· Question and Answers’ Addendum April 8, 2011 Posted to SSA Website
· Deadline for RFP Responses to County April 25, 2011(3:00 PM)
· Announcement of Rating & Scoring May 6, 2011
· Deadline for Appeals May 24, 2011 (3:00 PM)
· Awards by Board of Supervisors June 2011
· New Contract Effective Date July 1, 2011
TABLE OF CONTENTS
ITEM # / TITLE / PAGE #I. / SECTION (1): ACRONYM AND TERM GLOSSARY / 4
II. / SECTION (2): INTRODUCTION / 5
III. / SECTION (3): SCOPE OF WORK/SERVICES / 6
A. Initial Application / 6
B. Requests for Reconsideration / 7
C. Incorporation of SOAR Program Elements and Practices / 7
1. SOAR Program Elements and Practices / 7-10
IV. / SECTION (4): PROPOSAL SUBMISSIONS / 11
1 Proposal Requirements / 11
A. General Requirements / 11
B. Project Elements / 11
C. Time Line / 12
D. Service Levels / 12
E. Outcomes / 12
F. Staffing Requirements / 12
G. Reporting Requirements / 12-13
H. Systems Planning and Coordination / 13
I. Project Budget and Narrative / 13
V. / SECTION (5): FUNDING AVAILABILITY, TERMS & CONDITIONS / 13
A. Costs of Developing the Proposal / 14
B. Terms and Conditions of the Proposal / 14
C. Successful Proposal as Part of Contract Services / 14
D. Pre-Contract Assessment / 14-15
E. Compliance with Applicable Regulations / 15
F. Other Requirements / 15
G. Discrimination and Confidentiality / 16
H. Applicable Federal Costs Standards / 16
I. Additional Application Screening Process for Federally Funded Projects / 16
J. References / 17
K. Awarding of Funds / 17-18
L. Bid Protest/Appeals Process / 18
M. County Provisions / 19-21
N. Public Records Access / 21
VI. / SECTION (6): SPECIFIC INFORMATION / 21
A. Submittal of Bids / 21-22
B. Term/Termination/Renewal / 22
C. RFP Conferences for Responding Agencies / 22-23
D. Funding Level / 23
E. Eligibility for Services / 23
F. Eligible Bidders / 23
G. Basis of Funding / 23-24
H. Response Format / 24
VII. / SECTION (7): EVALUATION AND RATING CRITERIA / 24-25
VIII. / SECTION (8):SSI/SSDI ADVOCACY SRVS. PROG. SPECIFIC RATING CRITERIA / 26
I. SECTION ONE: ACRONYM AND TERM GLOSSARY
ACRONYM AND TERM GLOSSARY
Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.
ACSSA / Alameda County Social Services AgencyAIDS / Acquired Immune Deficiency Syndrome
ARC / AIDS Related Complex
CDSS / California Department of Social Services
CE / Consultative Examination
CFR / Code of Federal Regulations
CSC / County Selection Committee
CalWORKs / California Work Opportunity and Responsibility to Kids Program
DDS / Disability Determination Services
DOL / Department of Labor
DPN / Disability Program Navigators
ESD / Employment Services Department (Alameda County Social Services Agency)
FTE / Full-Time Equivalent
FY / Fiscal Year (Alameda County: July 1- June 30)
General Assistance Program (GAP) / A County administered program designed to provide temporary assistance to individuals who are determined needy, but who are ineligible for federal or state assistance.
Initial Application / An application for Supplemental Security Income (SSI) that is completed when a client has not had a disability evaluation in the last 90 days.
NAICS / North American Industry Classification System
OCC / Office of Contract Compliance (Alameda County Auditor-Controller’s Office)
OMB / Office of Management and Budget (Cabinet-level office and is the largest office within the Executive Office of the President)
RFP / Request for Proposals
Request for Reconsideration / A written request that the Social Security Administration reconsider a previously denied Supplemental Security Income (SSI) application. The Request for Reconsideration forms must be completed and submitted within 60 days from the denial date.
SLEB / Small, Local and Emerging Business Program (Alameda County)
SOAR Program / Supplemental Security Income/Social Security Disability Insurance Outreach, Access and Recovery Model Program
SSA / Social Security Administration
SSDI / Social Security Disability Insurance Program
SSI / Supplemental Security Income Program
SSI Advocacy / Refers to a Contractor’s activities directed to General Assistance Program (GAP) clients needing assistance in applying for Supplemental Security Income (SSI)/Social Security Disability Insurance (SSDI) benefits or in completing a request for reconsideration. Funds paid by County are to benefit clients referred by County to Contractor.
Supportive Services / Services provided to assist participants to overcome barriers in completing the Supplemental Security Income (SSI)/Social Security Disability Insurance (SSDI) process. Supportive services include referrals to medical and mental health care as well as transportation issuances for any medical or SSI/SSDI-related appointment.
TIN / Tax Identification Number (Federal Department of the Treasury/IRS)
II. SECTION TWO: INTRODUCTION
INTRODUCTION
Alameda County Social Services Agency (ACSSA) is issuing this Request for Proposals (RFP) in order to select one provider to deliver new Supplemental Security Income (SSI)/Social Security Disability Insurance (SSDI) advocacy program services using the same elements as the SSI/SSDI Outreach, Access and Recovery (SOAR) model for General Assistance Program (GAP) recipients filing initial applications.
This RFP is an outcome of the ACSSA collaboration with other County Departments, community based organizations, advocates and related stakeholders, to increase the number of Alameda County GAP recipients who transition from GA to SSI/SSDI. This collaboration is designed to create a coordinated countywide SSI advocacy effort. The goal of this effort is to create significant improvements in both systems operation and effectiveness. The desired result is to achieve measurable increases in both the number of GAP clients gaining benefits and the return on investment in SSI advocacy.
SSI is a cash benefit administered by the Social Security Administration (SSA). Individuals with limited income and resources who are disabled, blind or age 65 or older, are entitled to both a cash benefit and medical insurance (Medicaid). SSDI is a cash benefit for individuals who have worked and paid FICA taxes and who now have a disability meeting Social Security disability rules. It also provides Medicaid coverage.
A significant percentage of Alameda County General Assistance (GA) clients have either a mental or physical disability that should qualify them for either SSI or SSDI. From ACSSA’s perspective, it is always advantageous to have a GAP client transition to SSI. The client receives a significantly larger benefit and receives medical insurance. When a client is granted SSI, the SSA refunds to ACSSA the amount of the general assistance paid to the client from the date s/he applied for SSI. From the point of view of the behavioral and indigent health care systems, it is also desirable because when new SSI clients become MediCal-eligible, it is possible to retroactively bill for mental and physical health care services.
However, gaining SSI/SSDI benefits can be a lengthy and difficult process that typically requires appealing disallowed applications. Nationwide, in Fiscal Year (FY) 2007—for applicants between the ages of 18 and 64—69.5% of initial applications were denied. For those who requested reconsideration, 92% of those applications were denied. Yet, 78.5% of the applicants who requested a hearing or a court hearing following a denial at hearing, were awarded benefits.
The SOAR model has been selected because of its track record of success in 37 states. In comparison with the nationwide denial rates noted above, SOAR achieved the following outcomes as of June 2010 (details can be found at www.prainc.com/SOAR/soar101/pdfs/SOAROUTCOMES2010.pdf):
· 8,978 applicants received initial decisions
· 6,558 were approved at initial decision—a 73% allowance rate
· The average length of time from filing the application to the initial decision was 91 days
The distinguishing features of the SOAR model include:
· An emphasis on collaboration and planning amongst key stakeholders
· A focus on success at initial decision by focusing on documenting disability
· Training persons providing advocacy services to assist applicants and gather evidence proactively
· Avoiding appeals
· Identification of the components critical to success
ACSSA intends to award no more then one Contract to provide the services specified in this RFP. Available funding for the contract will range from $300,000 to $400,000. Final award levels will be determined upon funding availability. Public and private non-profits and for-profit organizations, and sole proprietors that can demonstrate expertise and documented success in appealing the denial of SSI applications, are encouraged to submit proposals in response to this RFP.
III. SECTION THREE: SCOPE OF WORK/SERVICES
Purpose
The purpose of this RFP is to contract for the implementation of a SSI/SSDI advocacy program containing the elements of a SOAR model that will result in an increase in the number of General Assistance Program (GAP) recipients who are approved for SSI/SSDI benefits at initial application.
Services
The following services are to be provided at no cost to the client and must include, but are not limited to, the following:
A. Initial Application
· Receive referrals from ACSSA or its designees.
· Contact the participant, explain the SSI/SSDI application process and inform the participant of the option to have other/self-representation.
· Complete all required SSI/SSDI application forms ensuring all required signatures have been obtained from the client.
· Request and obtain required supporting documentation.
· Request and obtain all medical/psychiatric records that include: type of treatment, dates of service, and names and addresses of all providers.
· Obtain protected SSI/SSDI application date from the Social Security Administration.
§ Explain the next steps in the process to the client; including his/her reporting responsibilities.
· Arrange transportation for clients whenever necessary, so that clients can complete the SSI process.
· Represent the referred client through the application process.
· Meet all Social Security Administration timeframes.
· Submit required documentation to ACSSA.
· Follow-up with Social Security Administration to obtain the results.
· Document all meetings and actions taken on behalf of referred clients.
· Ensure client has name and telephone number of SSI Advocate.
· Notify clients and ACSSA or its designees of the status of all pending cases on a quarterly basis.
· Submit required documentation to ACSSA.
· Communicate routinely with ACSSA staff or designee regarding any change in hearing/appeal status, problems with client cooperation/non-cooperation, etc.
B. Requests for Reconsideration
§ Receive referrals for clients who have had their initial application for SSI/SSDI denied within the last 60 days, from ACSSA or its designees.
§ Contact the client and schedule an appointment for him/her to meet to complete the request for reconsideration.
§ Complete all required requests for reconsideration forms, ensuring all required signatures are obtained from the client.
§ Explain the next steps in the process to the client; including his/her reporting responsibilities.
§ Arrange transportation for clients whenever necessary, so that clients can complete the request for reconsideration process.
· Represent the referred client through the request for reconsideration process.
§ Meet all Social Security Administration timeframes.
§ Forward the request for reconsideration to the Social Security Administration office that processed the initial SSI/SSDI application within 60 days from the denial date.
§ Follow-up with Social Security Administration to obtain the results.
· Document all meetings and actions taken on behalf of referred clients.
· Ensure client has name and telephone number of SSI Advocate.
· Notify clients and ACSSA or its designees of the status of all pending cases on a quarterly basis.
· Submit required documentation to ACSSA.
· Communicate routinely with ACSSA staff or designee regarding any change in hearing/appeal status, problems with client cooperation/non-cooperation, etc.
C. INCORPORATION OF SOAR PROGRAM ELEMENTS AND PRACTICES
1. SOAR Program Elements and Practices
· Services should be provided in a manner consistent with the SSI/SSDI Outreach, Access and Recovery (SOAR) Model Critical Components listed below:
Critical Components / Requirements / Strategies1. Case managers and/or outreach workers; possibly benefits specialists / · Provide sufficient staff to do outreach engagement and assist applicants
· Professional clinical and writing skills are needed for case managers
· If benefits specialists assist, ensure they have the skills to assists homeless applicants / · Provide continuing training, locally-based, for case managers assisting applicants
· Arrange for local/state capacity to provide training
· by having trainers attend a Stepping Stones to Recovery Train-the Trainer program and assign them to continuing functions, area wide
2. Case manager maintains contact and communication with applicant / · Interest in doing outreach
· Flexibility and outgoing effort to maintain contact
· Clarity on SSI/SSDI process / · Provide housing and other essential services