GA-1565-02 Tobacco Enforcement Program

To apply for a FY2018 IDHS DASA award for the same services you were providing in FY2017, all grantees must complete the Pre-Qualification Process, Internal Controls Questionnaire and Grant application.

Registration and Pre-Qualification

Prior to applying, every applicant must first be registered and prequalified through the following steps. This must be done on or before the application's due date or their application CAN NOT be accepted for FY2018.

  • Authenticate your organization by establishing an account.
  • Register with the GATA system. There is a one business day processing time delay after registration for access to portal.
  • All IDHS grant applicants must also register and access both the Centralized Repository Vault (CRV) and the CSA system. The CSA system will be unavailable from 12/15/17 to 1/1/18. Please note the extension on the due date due to this new information.
  • Register with the GATA/CSFA system at https://grants.illinois.gov/registration/. The system will automatically check your registrations with the above mentioned systems. It will also check to see if your entity is on the federal excluded parties list and if your entity is on the State of Illinois Stop Pay/Compliance list. If your entity is not up-to-date on the registrations, or is listed on the federal list or Illinois Stop Pay/Compliance list, your application will not be accepted until these situations are resolved. If a change to the registration information is needed at a later date, grantees may re-enter the system.

No applications can be accepted for review until these steps are successfully accomplished. (Only after your entity has completed the above registration/pre-qualification steps will a state agency be allowed to accept your grant application for consideration, and that application must still be submitted by the respective due date.)

The following information defines the scope of service for the Tobacco Enforcement Program (TEP) for municipalities with a population exceeding 2,000,000. The TEP allows for compliance monitoring of tobacco retail establishments across Illinois to assure that tobacco products are not sold to individuals under 21 as defined by state or local law. The TEP establishes a program of local compliance monitoring to be implemented by municipalities across Illinois. Applicants are to conduct compliance checks by contracting with individuals under 21 who will attempt to purchase tobacco products through supervised visits at tobacco retailers where individuals under 21 can legally enter. Tobacco retailers included in the unannounced compliance checks are to be provided with information on what constitutes illegal sales to minors provided by the state. One round of unannounced compliance checks by supervised minors of tobacco retailers within a municipality will complete the requirements of this program.

Exhibit B - Deliverables

1. Assure that municipal personnel implementing the program are trained through an Illinois Law Enforcement Training and Standards Board (ILETSB) state certified class (to be offered by IDHS DASA vendor Prevention First) or have received prior approved training.

2. Hire and train local individuals under the age of 21 in tobacco retailer compliance visit processes that assures safety first.

3. Provide tobacco retailers within the municipality educational materials regarding sales to individuals under 21 and provide a monthly report of the number of retailers educated to IDHS DASA by the 15th of the following month.

4. Conduct a single round of tobacco compliance checks of tobacco retailers within the municipality according to applicable state/local laws and regulations by May 31, 2018. Respond to violations according to applicable state/ local laws and regulations.

5. Complete a monthly TEP summary report that includes the number of compliance checks completed, sales made, citations issued, and total dollar amount of fines issued. Additionally, submit a monthly invoice for the total number of tobacco retailer compliance checks conducted. Submit both to IDHS DASA by the 15th of the following month. See Exhibit C for payment terms.

6. Complete the Final TEP Summary Report that compiles all previously sent monthly reports into one document and provides a total number of compliance checks completed, sales made, citations issued, total dollar amount of fines issued, and number of education kits given to retailers for the length of the grant. Submit to IDHS DASA by June 15, 2018.

Exhibit C - Payment Terms

Upon execution of the contract, vendors with award amounts less than $10,000 will receive an initial onetime payment equal to 50% of the award. Invoiced payments subsequent to the initial payment will be reconciled to expenditure reporting subsequent to the initial payment.

Grant-Fixed Rate payments will be made upon receipt of invoice using the Monthly Expenditure Payment Voucher.

The payment method for this award is advance and post services provision Grant-Fixed Rate payments based upon accepted Tobacco Retailer Education Log reconciliation and invoices.

Awards over $10,000 will be paid upon receipt of the Monthly Expenditure Payment Voucher.

Rates to be utilized:

Invoice calculations will employ the posted rates for the services. Provider will deliver services in accordance to Exhibit B.

Service Deliverable Description Minimum Unit of Service Rate
Compliance checks 1 (round) $150.00 per retailer for 1 completed round

Sample Fixed Rate Budget

Service Deliverable Description Minimum Unit of Service # of retailers

Estimated budget

Rate*# of retailers*Unit of service =

Compliance check 1 (round) 1500 $150 * 1500 = $225,000

Exhibit E - Performance Measures

  1. Inspected tobacco retailers within the municipality are provided with educational materials pertaining to sales to individuals under 21, and the number of retailers educated is submitted monthly to IDHS DASA by the 15th of the following month.
  2. Monthly Tobacco Enforcement Program Summary Reports and invoices submitted by the 15th of the following month.
  3. Tobacco compliance checks completed by May 31st, 2018.
  4. Final Tobacco Enforcement Summary Report submitted by June 15th, 2018.

At the time of application, all grantees must submit 1 file by email with the following documents:

Uniform Grant Application GA-1565

  1. Uniform Grant Application GA-1565
  2. Fixed Rate Grant Budget printed from the CSA Tracking. Below are two links, a budget template and a sample. These can be used to help prepare the information that needs to be entered into the CSA Tracking System.

Use the DHS Region Map (pdf) to answer the "IDHS regions to be served" question on your Budget.

Submit the completed grant proposal to DHS.GrantApp@Illinois.Gov and submit the proposal electronically on or before January 11, 2018 at 12:00 p.m. Applications must be emailed.

The Agency Opportunity Number and the program contact (Vanesa Villa) must be in the subject line.

Specifically, the subject line must be:

  • Your Organization's Name, 444-26-1565, Vanesa Villa
  • The name of the file that contains the application and budget must be:
  • Your Organization's Name 444-26-1565 Vanesa Villa

If you have trouble emailing the document due to the file size, please utilize the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp. Please follow the instructions to attach your application. Remember to include the subject line above.

Information regarding training, retailer kits and approved forms will be provided upon execution of the contract.