Questions and answers

Yes, if they are a direct service provider for HCBS recipients.

A: The DHS Grants, Equity, Access, and Research (GEAR) Division is working to contract directly with Tribal Nations. If you have questions about this, please email us at MN.GEAR.DHS@state.mn.us.

However, if your organization provides, or wants to provide, HCBS to American Indians in urban areas or outside of Tribal Lands, you may be eligible to apply under Track 3.

This grant is for providers who want to become an HCBS provider for the first time or existing HCBS providers who want to expand their existing services to reach more people; develop, obtain appropriate licensure, and enroll with DHS to deliver a new service that has not been offered by the provider prior to September, 2022.

Yes. You are welcome to apply this round under Track 1, Track 2, Track 3, or Track 5, depending on whichever is the right fit for your organization.

The Round 1 RFP is closed. If you did not apply in Round 1, you are welcome to apply this round under Track 1, Track 2, Track 3, or Track 5, depending on whichever is the right fit for your organization.

Please reach out to us at MN.GEAR.DHS@state.mn.us if you have specific questions about which track is right for your organization.

However, if we find during the evaluation period that a responder organization is not well qualified for the track under which they applied – but is a good fit under a different track – we can work with you. You would not be automatically disqualified for applying for the “wrong” track.

Being that you are recently approved provider, Track 1 may be best suited for you. Track 1 is for organizations that are brand new to HCBS or have been providing HCBS for less than two years.

Yes. You would qualify for Track 2.

We recognize that it is taking a long time for licensing to be fully processed, and we’re working with current grantees on that. We encourage you to still apply for Round 2 based on what you’d like to accomplish after receiving your license and make that note in your application. We will work with you and take that into consideration.

Yes. If you’re looking to do system-change work, and these funds would be the catalyst for you to be able to do that, then please apply. The important thing is that this funding is for capacity building, so we’re looking at whether the funding is necessary to provide more services that you otherwise wouldn’t be able to provide without the grant.

Track 5 is for systems-change efforts, making significant impact in the community by drastically expanding how or where you provide services. Track 2 is for capacity building on a smaller scale. Please reach out to us at MN.GEAR.DHS@state.mn.us if you have specific questions about which track is right for your organization.

Yes. You are eligible to apply. Having a 245D license is not a requirement as long as you have other HCBS license or applying for one including 245D.

This grant is for providers who want to become an HCBS provider for the first time or existing HCBS providers who want to expand their existing services to reach more people; develop, obtain appropriate licensure, and enroll with DHS to deliver a new service that has not been offered by the provider prior to September, 2022. Applicants must demonstrate how the grant funds will expand their organizational capacity.

You may apply for either Track 1 or 5. However, if you choose to apply for Track 5, Track 5 is for systems-change efforts, making significant impact in the community by drastically expanding how or where you provide services. Applicants under Track 5 must be able to achieve and demonstrate how they will achieve major system impact within the grant period.

We do not recommend this. Because this grant opportunity will require significant effort on the part of grantee organizations to develop new capacity with a short amount of time (12 months), we recommend that you apply under just one track for the project that either best fits the grant RFP or that will most increase your capacity to provide HCBS to the priority populations. We do not recommend applying more than once or applying for more than one track.

Yes. You should consider applying under Track 1, which is specifically for new organizations just starting out or those that have been in existence for less than two years. The RFP includes examples of what the funding can be used for under Track 1.

Yes, as long as you plan to use the funding to expand HCBS for underserved or rural populations.

No. Track 5 has a higher amount allowed per grantee because it will require a large scale, systems change effort. If the work you plan to do does not align with what the RFP calls for under Track 5, you should not apply for that track. Instead, apply under the track that best fits what your organization will do, and then consider how you may need to align your budget with the total grant amount allowed.

One organization would need to be the lead organization, who would then be the one to submit invoices and receive payments. One way to do this could be through sub-contracting.

Yes, as long as you plan to expand HCBS for underserved or rural populations.

Current GEAR grantees receiving Round 1 funding are eligible to apply for funding this round under Track 3, Track 4, or Track 5, depending on whichever is the right fit for your organization and what you’d plan to do with the additional funding.

However, regardless of which track you apply for in Round 2, current grantees must demonstrate their Round 1 funds were utilized to the fullest extent possible. You must also be able to justify that additional resources are needed to continue to expand upon services or add new services. New ideas to expand organizational capacity are welcomed and encouraged. Round 2 funds cannot be used by Round 1 grantees to sustain Round 1 activities.

Current GEAR grantees receiving Round 1 funding are eligible to apply for funding this round under Track 3, Track 4, or Track 5, depending on whichever is the right fit for your organization and what you’d plan to do with the additional funding.

Yes.

Your current activity with another grantee doesn't constitute as Round 1 grantee. You are eligible for track 1, 2, 3 or 5.

Yes, you are eligible to apply. However, you must demonstrate that Round 1 funds were utilized to fullest extent possible.  Regardless of which track you apply for in Round 2, current grantees must demonstrate their Round 1 funds were utilized to the fullest extent possible and be able to justify that additional resources are needed to continue to expand upon services or add new services.  Round 2 funds cannot be used by Round 1 grantees to sustain Round 1 activities.

Yes. Even if you haven’t spent down all of your Round 1 funds, or haven’t yet achieved all of your milestones, you can still apply for Round 2 funds. We understand especially that there have been delays in getting licensed issues in a timely manner. 

Please note that you must demonstrate that in the time you’ve had, you’ve used your Round 1 funding to the fullest extent possible, AND you must have a plan for how the Round 2 funding will further expand your organizational capacity to serve more people from underserved communities or provide a new service. You CANNOT apply to just use Round 2 funds to continue Round 1 activities. 

If instead you need more time to fulfill your Round 1 activities and don’t have plans for further expansion at this time, please reach out to the DHS GEAR Division team to discuss possible contract amendments for the Round 1 grant.

No. Targeted Case Management is not a covered service under HCBS. Please see the list above, and in Section 2.A of the RFP, for the programs that can be funded.

This grant funds capacity building for current or new Home and Community-Based Service (HCBS). For the list of programs that can be funded, please see section 2.A of the RFP.

This funding grant opportunity is for organizational capacity building. Grantees must demonstrate how the funds will be used and how it will be sustainable outside of the grant period. Construction of a new building would be considered a long-term capital investment.

Yes. Supported Employment is an eligible HCBS expansion service. Please see the list above, and in Section 2.A of the RFP, for the programs that can be funded.

Yes.

No. This opportunity is for new or existing HCBS providers.

Yes, for ICS provided to adults on the following wavier programs: Brain Injury, Community Access for Disability Inclusion, Community Alternative Care, and Developmental Disabilities.

Yes.

This is a capacity building grant. Please include in your grant application narrative how this is needed in order to expand access to services for rural and underserved communities. Please refer to pages 6 – 8 of the RFP to understand the allowable uses of funding under each track.

Yes, if this cost is related to your plan for developing organizational capacity to serve additional clients from underserved populations or to expand into a new HCBS service area.

Yes, if this cost is related to your plan for developing organizational capacity to serve additional clients from underserved populations or to expand into a new HCBS service area. If you want to lease a vehicle, please note that your plan must describe how you’ll sustain that lease after the grant period ends

Yes, as long as it’s for costs incurred during the project period. Please review Appendix B at the end of the RFP to learn about what can be included in each budget category.

You can pay for consulting or project management services, as long as it is related to your grant plan and the costs are incurred during the project period. There is not a limit to how much can be charged for these services, but budget amounts should be reasonable.

No. The grant funding can only be used for costs incurred during the grant period.

HCBS provider capacity grants are dedicated to organizations providing or looking to provide HCBS to older adults with disabilities. Grant funds must be utilized in a manner that enhances HCBS. Please note, Housing Stabilization Services is an HCBS. See the list above, and in Section 2.A of the RFP, for the list of programs that can be funded.

Track 5 is for capacity building related to long-term systems change, including transitioning people from institutions to community-based independent living where they can receive HCBS. Grant funds must go towards an organization’s ability to provide ongoing Home and Community-Based Services, converting space to affordable housing without providing HCBS would not be eligible under this grant.

Yes, grant funds can be used to renovate existing space, if that aligns with a plan to expand your organizational capacity to serve more people from an underserved group, or allow you to expand into a new HCBS service area.

No. Currently, long-term capital investments like buying or building a home fall outside the scope of this grant.

Funding may potentially be used to renovate or prepare an existing building, if your application can justify how this meets the intention of the RFP, which is to expand HCBS services for rural and underserved communities. Purchasing, building, or leasing a new home is not currently within the scope of this grant.

It would depend on how you justify in your application that the funding. If, used in that way, would it expand your services to meet the needs of underserved populations or rural communities through new or expanded HCBS services? Please note that you’ll need to explain in your application how you plan to sustain that increased wage after the grant period. It is important that staff would not be laid off or have their wages cut when the grant period ends.

It would depend on how you justify in your application that the funding. If, used in that way, would it expand your services to meet the needs of underserved populations or rural communities through new or expanded HCBS services?

No. This grant is intended to expand organizational capacity to become an HCBS provider or to expand HCBS services to meet the needs of rural and underserved communities. Paying for services for clients would not be considered part of organizational capacity building.

Through this grant, you can serve a priority population in an urban area. You can also serve communities who are living in rural areas, who are not part of a priority population. Or you can do both.

You must serve (or be expanding to serve) a priority population OR a rural population to be eligible. Doing both is also great!

There is a current need for HCBS service provision for people whose primary language is Spanish, across all service areas. We also know there is generally a need for more culturally responsive services in all areas, for Latino/Latine communities, as well as the other priority populations identified in the RFP.

Generally, there are service gaps for priority populations in the following programs:

• Alternative Care (AC) Program
• Brain Injury (BI) Waiver Program
• Community Access for Disability Inclusion (CADI) Waiver
• Community Alternative Care (CAC) Waiver
• Community First Services and Supports (CFSS)
• Developmental Disabilities (DD) Waiver Program
• Elderly Waiver (EW) Program
• Essential Community Supports
• Housing Stabilization Services
• Moving Home Minnesota
• State Plan Home Care Services

The GEAR team does not have the capacity to support you with reaching underserved populations that you’d like to expand HCBS to serve. However, engaging in activities to build your organizational capacity to do that (i.e. community outreach, consultation, etc.) are allowable expenses under this grant. Grantees will also participate in a Community of Practice where you can learn from other organizations serving your population(s) of interest.

An FTE is a Full-Time Equivalent. Someone who is a full-time employee (40 hours per week) is usually considered 1.0 FTE; a half-time employee (20 hours per week) would be 0.5 FTE. When calculating how much salary or pay should be part of your grant budget, you want to consider what percent (%) of someone’s time will be spent on the grant activities.

The last pages of the RFP include more information about how to calculate costs for you budget and what to put into the different categories. You can also review the example budget template posted on the RFP website and in the application portal for help.

Grant funding is not provided in advance of the work done. Instead, grantees will submit monthly invoices for the costs incurred during the previous month that are directly related to the grant activities, and DHS will reimburse your organization for those costs.

DHS is required to use a reimbursement process for this grant. So, we cannot make exceptions.

However, other potential grantees have recommended things like trying to secure a business loan from a credit union or bank, if your grant application is accepted. You can use the grant acceptance to show the bank/credit union that you’ll be able to pay them back.

You’ll submit invoices using online platform called EGMS. The invoice will be checked against your approved budget and workplan to make sure there is alignment. While you won’t need to submit things like account records or receipts with your invoices, you should maintain these records, because DHS reserves the right to audit your organization or ask for this type of evidence at any time.

No. The budget, as is shown in the budget template, must be divided by fiscal year (July 1 – June 30), but not by month.

If you’re selected as a grantee, and during the grant period something changes about your budget, there is a possibility to amend the contract to, for example, shift funding amounts from one category to another. These types of changes are handled on a case-by-case basis.

Please submit whatever will give us the best picture of your organizations’ financial health. These documents are reviewed as part of our risk assessment of potential grantees.

That section of the application will give you examples of the types of documents to submit, in the event that you are a new organization that hasn’t filed taxes before.

No. There is not a requirement to provide matching funding or other resources for this grant.

Yes.

You will need a Minnesota Tax ID for your organization, because the grant funding is taxed at the state and local levels. You can request a Minnesota Tax ID here: mndor.state.mn.us/tp/eservices/. You will need a federal Employer Identification Number (EIN – or federal IRS tax ID) first, which you can apply for here: Employee ID.

Create your budget based on what you anticipate will be the total amount of funding you need to meet your objectives and carry out your work plan. In this specific case, you would budget for the total anticipated amount ($60). If you end up having changes to your budget during the grant period, the DHS GEAR team can work with you to adjust or amend your budget, as needed.

The financial documentation section of the online application will give you examples of the types of documents to submit, in the event that you are a new organization that hasn’t filed taxes before, or you don’t have a board-certified financial statement.

The important thing is that DHS can review something to understand any potential financial risk in granting your organization money. Please submit whatever will best help us understand that. Things you can submit might include bank account records, an organizational budget document, or something else. Be sure to submit something in this section – however, if we need more information from you when evaluating your application, we will reach out and ask for it.

This is something that is relevant to non-profit organizations. If you don’t have one, that’s fine. The financial documentation section of the online application will give you examples of the types of documents to submit, instead. The important thing is that DHS can review something to understand any potential financial risk in granting your organization money. Please submit whatever will best help us understand that. Things you can submit might include bank account records, an organizational budget document, or something else. Be sure to submit something in this section – however, if we need more information from you when evaluating your application, we will reach out and ask for it.

While the grant period is March 1, 2023 – March 31, 2024, which is about a year, it actually spans two of the state’s fiscal years. The state’s fiscal years are July 1 – June 30. So, the budget needs to be broken up by fiscal year. The “Y1” budget is only for four months (March – June), and the “Y2” budget is nine months (July – March).

Yes. You’ll receive tax documents from DHS. Grant funding is taxable income.

Provide as much detail as possible. You can add rows under Other (if needed) in budget template to include more line items. We understand that you might not have all of the details at this point, but provide what you can.

For Track 1, brand new organizations may only have the objective of becoming a licensed HCBS provider by the end of the grant period.

Grantees will receive support in several different ways to make sure they are successful.

First, each grantee will be assigned a grant manager that will help you with invoicing and submitting any grant-required reports to DHS. They will make sure you know what is due, when, and how to complete the work. Additionally, the GEAR team will provide frequent communications and office hours with grantees. 

Second, grantees are expected to participate in a facilitated Community of Practice. An external facilitator will be bringing grantee organizations together throughout the grant period to share what you’re learning and hear from one another about your challenges and successes.

Third, an external firm will be providing Technical Assistance to grantees through online courses and one-on-one consultation, depending on grantee needs, on things like:

• navigating the process of becoming an HCBS provider or expanding HCBS,
• successfully achieving licensure to offer Medical Assistance (MA) services,
• understanding the MA reimbursement program, and
• navigating the MA billing system.

You can find more about the Minnesota SWIFT Vendor system at SWIFT Vendor Resources

You will navigate to the Supplier Vendor Portal and select the button to register as a vendor. Please register as a Bidder, not a Supplier.

Please note that it can take time to get your Supplier ID/SWIFT Vendor number. If you don’t have a Supplier ID/SWIFT Vendor number, register for one now!

No. The RFP incorrectly states that you need a federal Unique Entity Identifier (UEI), but you do not need one to apply. The funding for this grant is from the state, not the federal government.

This is a competitive grant process. We do not have a limit to the number of grantees we can or will accept. We currently have over $10 million in funding available for this round.

The grant project period is March 1, 2023 – March 31, 2024. This means that all grant activities that are paid for with grant funding must be done during that time. They cannot start before that or extend after that, otherwise they cannot be paid for by the grant.

If you are selected as a grantee, you will be given more information about how and when to submit invoices for reimbursement for the work done during the grant period.

No. If you are awarded a grant, we’ll work with you to determine what insurance you’re required to have, of those listed in the RFP’s assurances. However, you will need to show evidence of having the required insurance after that point.

While both grants serve the aging population, this grant opportunity is to build capacity of current or new HCBS providers to better serve underserved and rural communities in Minnesota.

No. We cannot provide technical assistance to help you draft your response or review your response before it is submitted. However, you can submit any questions you have to MN.GEAR.DHS@state.mn.us by 4:00 p.m. on January 4, 2023.

Please know that your responses will not be evaluated based on grammar, spelling, or standard English Language use. We care more about what you say than how you say it.

No. However, the application portal does have examples of what we’re looking for from the different elements of the work plan.

Minnesota Health Care Programs (MHCP) Provider Directory

The grant deadline is not expected to be extended at this time. The application process is designed to be accessible and easy to apply. We encourage potential applicants to reach out to us should they have questions.

We cannot provide technical assistance to help you draft your response or review your response before it is submitted. However, you can submit any questions you have to MN.GEAR.DHS@state.mn.us by 4:00 p.m. on January 4, 2023.Questions on the application process are accepted until the grant closes on January 17th.

You do not need to submit proof of insurance with your application. However, upon execution of the Grant contract, Grantee shall furnish State with a certificate of employee theft/employee dishonesty insurance and other proof of liability insurance. We will work with you to determine the required policies for your business. You can budget for insurance cost in your proposal.

If you are not sure if your organization has an HCBS designation, please reach out to the DHS Licensing Help Desk at 651-431-6624

The Twin Cities Metropolitan Area is covered by the seven counties of: Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington. Counties outside of this area are considered part of Greater Minnesota, or “rural” areas that are currently underserved by HCBS.

For the purposes of this grant, when talking about moving people out of institutional settings, we’re referring to hospitals, nursing facilities, intermediate care facilities for people with developmental disabilities (ICF-DD), and institutions for mental disease (MD).

It is likely that there will be a third round. However, it is not guaranteed, and there is not currently a timeline on when that third round would be posted.

Yes. You can have more than one person from your organization, or external to your organization, set-up an account and collaborate on your application.

Yes. They are in the RFP document starting on page 13.

Yes. All complete applications received by the deadline will be reviewed and evaluated.