FAQ-Becoming a CCP Service Provider

The CCP is an open procurement process. Any willing and qualified agency may participate by seeking certification as a service provider from the Department at any time. For more information about the certification process, refer to the CCP rules, Section 240.1600.

An entity must complete and submit a certification packet (i.e., both a Legal Entity Application and the appropriate Service Specific Application(s)) to the Department. For applications, instructions and other information about the certification process, see CCP Procurement Opportunities.

A complete certification packet includes the Legal Entity Application and at least one appropriate Service Specific Application, plus all required Attachments. One copy of each application must contain the original dated and notarized signature of an Authorized Representative of the applicant. Applicants are strongly urged to examine and review the certification packet before submission to ensure that it contains all required information. Information should also be submitted in the necessary order with appropriate labels for identification purposes in case the contents would become separated during processing.

NOTE: An "authorized representative" is defined as an owner, officer or employee of the applicant agency or other designated person who has the authority to commit the agency to a financial and/or contractual responsibility.

Yes. For in-home service, appropriate Service Specific Applications must be submitted by Planning and Service Area. For adult day service, appropriate Service Specific Applications must be submitted by site. However, a Legal Entity Application must be submitted with the application(s) for either service.

NOTE: Only one Legal Entity Application is required regardless of the number and/or type of Service Specific Application submitted to the Department.

An incomplete or inadequate certification packet (e.g., one submitted in a form and manner other than that prescribed by the Department) will be rejected. Please do not sacrifice completeness for timeliness and be sure that a packet is complete before it is submitted.

NOTE: A provider agency has 30 calendar days to submit any additional information requested by the Department. If information is not submitted in a timely manner, then the Department will close out its file on the request for certification of qualifications. Another packet cannot be submitted for 60 days.

There are six steps:

1. Application

   • Complete and submit a Certification Packet.

   • Pass review of the Certification Packet.

2. Review

   • Schedule and pass a pre-certification review of on-site operations at the applicant agency unless a performance review of the agency has already been completed by the Department or its designee within the prior 12 months. 

      

     NOTE: All site requirements must be met before the applicant can be certified.
     

   • Complete any required remediation based on the review.

3. Certification

   • Receive a Service Provider Certification from the Department.

4. Management Training

   • Complete the Management Training course for certified in-home and adult day service providers.

5. Contracting

   • Complete and submit a Provider Agreement.

      

     NOTE: Provider Agreements will be entered with qualified provider agencies on a schedule determined by the Illinois Department on Aging, but no more frequently than semi-annually after initial certification. For more information about Provider Agreements, refer to the CCP rules, Section 240.1607.

6. Renewal

   • Recertification

Yes. For administrative phase-in purposes, the Department is beginning with Planning and Service Areas (PSAs) 08, 09, 10 and 11; then PSAs 04, 05, 06 and 07; after that, PSAs 01, 02, and 03; and, finally, PSAs 12 and 13 will be processed, as shown on the PSA Map. The schedule will depend upon the time it takes to process packets for the preceding opened area and operating needs under the CCP. This means that there could be a delay between Department receipt of an agency’s packet and the review and processing of it. The Department will post a tentative review schedule, which is subject to change. Please consult CCP Procurement Opportunities before contacting the Department regarding the status of any particular certification packet.

No. A certification packet may be submitted at any time. However, if a current CCP service provider intends to continue under this program, then it should submit a certification packet as soon as possible once a PSA has been opened. The Department has set aside time for review and processing of packets in each PSA and provider delay could result in a slower processing schedule. Also, if a current CCP service provider does not respond within 4 months after a PSA has been opened during the initial phase-in of this certification process, the Department will begin to transfer CCP clients served by the non-responding provider to other newly certified providers in the area.

The certification packet will be held by the Department until the PSA is opened.

The following elements will be reviewed to determine provider qualifications:

• Administrative Requirements for Certification: All applicable requirements for certification contained in CCP rule Section 240.1505 must be met.
• Supporting Documentation: All applicable required documentation (e.g., IDHR number, FEIN, Legal Structure, etc.) must be correctly completed and received by the Department.
  

Possibly, but only under limited circumstances. The Department will review the material submitted in a certification packet and, if necessary, may request additional information. If additional information is requested by the Department, the applicant agency has 30 calendar days from the date of request to submit this information. After 60 calendar days, the applicant agency's request for certification of qualifications will be closed and all information must be resubmitted to the Department.

The length of the certification process varies depending upon a number of factors. On average, during the initial certification process which the Department will implement through Fiscal Year 2010, it may take approximately 3 - 4 months from the point of application to the time of signing a contractual agreement. Thereafter, agreements will be awarded on a schedule determined by the Department, but no more frequently than semi-annually.

Yes. A certification packet submitted to the Department may be subject to the FOIA. If an applicant agency’s packet contains proprietary information which should not be disclosed, please label each page of this information as "Proprietary." Common examples of proprietary information include a business plan, audited financial report, and other types of information that would not ordinarily be publicly disclosed. The Office of the General Counsel of the Department will make the final determination whether the information qualifies as proprietary but, if no pages are labeled, the application in its entirety is subject to release under FOIA.

A pre-certification on-site review will be completed by the Department or its designee. It will be conducted at a mutually agreeable date and time set by the reviewer and the applicant agency. At this time, the review team may ask questions regarding the agency’s organizational structure, the physical site, the population of clients served, and other service-related questions to determine compliance ability with CCP policies. Agencies are expected to have staff available to answer questions about the site. These reviews will take a nominal amount of time.

Probably not. Every provider agency certified by the Department must have a pre-certification on-site review. For current CCP providers, this requirement is met if a full performance review has been successfully completed within 12 months prior to the date of application. However, a pre-certification on-site review may be necessary if a provider that is subject to a pending contract action is not making satisfactory progress to resolve findings during the applicable timeframe for correction action.

NOTE: The Department reserves the right to conduct a performance review of a contracted provider agency at any time during the course of the provider's contract period.

Illinois Department on Aging Division of Finance and Administration, ATTENTION: Office of Service Development and Procurement, One Natural Resources Way, Suite #100, Springfield, Illinois 62702-1271. It is the applicant’s responsibility to ensure that the certification packet is complete.

Yes. For assistance regarding language interpretation, contact the Department on Aging Senior Helpline. Applicants who serve an ethnic or language minority population will be referred to the Coalition of Limited-English Speaking Elderly (CLESE). CLESE staff will return the call to answer any questions about the CCP and/or the certification process. CLESE can help the applicant understand the application instructions and program requirements and may assist in completing the certification packet.

For questions about the application process or completion of the certification packet, contact:

Illinois Department on Aging
Office of Service Development and Procurement
Aging.OSDP@illinois.gov

For questions about the Community Care Program rules, policies and procedures, contact:

Illinois Department on Aging
Office of Community Care Services
Aging.OCCS@illinois.gov