444-80-1500 - Youth Services Training Technical Assistance and Support

Helping Families. Supporting Communities. Empowering Individuals.
1. Awarding Agency Name: Human Services
2. Agency Contact: Karrie Rueter
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-80-1500
6. Funding Opportunity Title: Youth Services Training Technical Assistance and Support
7. CSFA Number: 444-80-1500
8. CSFA Popular Name: Youth Services TTAS
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $700,000 to $900,000
12. Award Range $700,000 to $900,000
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed  Yes
Restrictions on Indirect Costs It is expected that administrative costs, both direct and indirect,
will represent a small portion of the overall program budget. 
16. Posted Date: April 11, 2018
17. Application Range: Posting date through Friday, May 11, 2018 at 12:00pm (Noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

Eligibility

  1. Eligible Applicants:
    Applicants must:
    1. Have been funded in 2018 pursuant to DHS funding notice 18-444-80-1500
    2. Be a Not-for-Profit Community-Based Organization: AND
    3. Be in good standings with the Secretary of State: AND
    4. Have one or more physical offices located in the state of Illinois; AND
    5. Be Pre-qualified to apply for this funding notice through the Grant Accountability and Transparency Act (GATA) Grantee Portal. See below.
      Applicant entities will not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov. Grantee Links tab. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or informs how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. A programmatic Risk assessment must also be completed for each separate grant for which an applicant intends to apply. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. At this time, the FY2019 ICQ is not available. To allow for flexibility and sufficient time for Grantees to complete all other required documents for the FY2019 Grant application process, the FY2018 ICQ will be accepted until the FY2019 is available.

      Applications will not be considered complete until a proposed budget has been entered into the CSA system. It is essential that, at a minimum, the applicant agency's executive director (or equivalent) and/or the CFO (or equivalent) must be registered in the CSA system in order to approve the required budget documents prior to submission.
  2. Funding Information
    1. Specifics regarding Funding
      1. This award is funded with State General Revenue funding and does NOT have a match requirement.
      2. This Continuation Application is considered an application for renewal funding.
      3. All funding is subject to appropriation by the General Assembly.
      4. Subject to appropriation, the grant period will begin no sooner than July 1, 2018 and will continue through June 30, 2019.
      5. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget.
      6. The funding amount requested for FY19 should reflect the actual grant amount required to implement the proposed plan and should be reasonably consistent with FY18 funding levels.
      7. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
      8. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful
        applicant Agency shall retain sole responsibility for the performance of the subcontractor.
      9. The Department anticipates awarding 1 grant based on the availability of funds.
    2. Use of Grant Funds
      1. Funding allocated under this grant is intended to be used by the applicant to provide training, technical assistance and support (TTAS) for the activities of the Illinois' youth services system programs, additional technical assistance and support specific to the Redeploy Illinois Oversight Board and program and grantees.
      2. In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA) or must use a de Minimus rate of 10%. (See Section B.4
        Indirect Cost Rate Requirements", for more information.)
      3. Funding may be utilized for lite refreshments at meeting/training events scheduled to last 5 hours or more but may not be used to provide lunch/dinner at one-day events. Lunch/dinner may be provided for multi-day events, however certain guidelines must be met and expenses must be pre-approved on a case-by-case basis by the BYIS Administrator. Likewise, certain travel expenses may be offered to training/meeting/event participants, however certain guidelines must be met and expenses must be pre-approved on a case-by-case basis by the BYIS Administrator.
      4. Program budgets and narratives must be sufficiently detailed and justified to be approved by DHS. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation.
      5. Use of subcontractors is allowable under the following conditions:
        • Use of subcontractor must be pre-approved by the Department
        • Subcontractor Agreement(s) must be included with the application. (Include as Attachment C-Subcontractor Agreement) Draft agreements will be acceptable, however, will need to be finalized upon notification of award and submitted to the BYIS Administrator.
        • Proposed Subcontractor Budgets and Narratives must be included with the application as they are considered part of the Applicant overall budget.
        • Subcontractors shall be subject to the same contract provisions as the applicant.
        • The Applicant will retain sole responsibility for the compliance, performance and monitoring of the subcontractor.
    3. Match Requirements
      It is NOT required to provide match to this award. However, if the applicant proposes a voluntary match amount and the budget is approved, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.
    4. Administrative Cost Rate Requirement:
      It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved negotiated indirect cost rate agreement (NICRA) be exceeded under this agreement. Documentation will be required to verify the approved NICRA. If indirect costs are included in the budget, a copy of the approved Federal or State NICRA must be included as Attachment B2.
      In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or elect to use the De Minimis Rate, and in any case must make and indirect cost rate proposal or election in the Crowe Activity Review System (CARS).
      1. Federally Negotiated Rate. Organizations that receive direct federal funding, may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA.
      2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, CARS, no later than three months after the effective date of the award. If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year. All grantees must complete an indirect cost rate negotiation or elect a De Minimis Rate election in CARS - otherwise indirect costs will be subject to disallowance.
      3. De Minimis Rate. An organization that has never received a Federally Negotiated Rate may elect a De Minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis rate.
        It is critical that proposed budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions:
        § 200.68 Modified Total Direct Cost (MTDC).
        MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
        78 FR 78608, Dec. 26, 2013
        Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
    5. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
      Each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp;
      2. provide a valid DUNS number in its application; and
      3. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
        DHS may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.
        The release of this continuation application does not obligate the Illinois Department of Human Services to make an award.
  3. Program Description
    The Division of Family and Community Services, Office of Community and Positive Youth Development (OCPYD), Bureau of Youth Intervention Services (BYIS) administers programs designed to engage and protect youth from becoming wards of the state through the Department of Children and Family Services (DCFS) and/or Illinois Department of Juvenile Justice (DJJ). These programs include but are not limited to: Comprehensive Community Based Youth Services, Redeploy Illinois, Teen REACH, Homeless Youth, Community Youth Employment Program, Release Upon Request, etc.
    Maintaining the quality of service delivery is a key role of BYIS. To ensure that the youth services programs are providing exceptional services to youth and their families in Illinois, training, technical assistance and support (TTAS) is provided to community-based youth services agencies, direct service workers, units of local government, system stakeholders etc. in regard to Department program models, data collection systems, best practice models for case planning, youth assessments, youth screening, youth safety, youth employment, systems diversion; alternatives to secure confinement, brain development, trauma, principles and practices of positive youth development and various other provider identified trainings and support activities. These services build upon provider capacity and capabilities and are delivered through a variety of venues and techniques including training conferences, meetings, workshops, video and Web trainings, etc. Additional TTAS functions include an online resource center, legislative news center, networking activities etc., a training advisory group and the capacity to provide the staff support for various ad-hoc committees to ensure provider input related to program development and improvement activities.
    The Redeploy Illinois program has been a key component in efforts to reduce the number of youth committed to DJJ facilities. Redeploy funds local jurisdictions to develop plans for community-based treatment for juvenile offenders that protect communities, promote accountability to victims and communities, and equip youth with competencies to live responsibly and productively while avoiding incarceration, shifting the reliance on the DJJ for services to delinquent youth to community-based services and supports, which are more effective and less expensive. In order to maintain the quality of this program, expert consultants and additional technical assistance is necessary for the coordination services, the Redeploy Illinois Oversight Board (RIOB), and the development and maintenance of interactive web-pages for Redeploy Illinois and the Redeploy Focused Program.
    Services to be Performed

    The services provided by this contract will assist the Bureau in maintaining high quality of community-based youth services. Training, technical assistance and support activities will improve the efficiency and effectiveness of the programs which in turn will increase the quality of crisis response, reduce state costs for the DCFS and costs associated with incarcerating youth in DJJ facilities, reduce the number of broken families, reduce the number of crime victims, create safer communities across Illinois, ensure at-risk youth are prepared for secondary education and employment and career opportunities.
    Training

    1. Training Opportunities:
      The Applicant will provide free training opportunities to community-based youth services agencies that serve at-risk youth throughout Illinois, multiple times throughout the year. The Applicant will work with the state to develop an approved detailed training plan, utilizing established and agency-developed curricula in presenting evidenced-based approaches to case management, youth assessments, interviewing techniques, program management, legal issues, positive youth development, trauma, strategies for risk reduction, crisis response, alternatives to secure confinement, out-of-school time activities, academic support, preparation for secondary education, client-centered service delivery, cultural competency, customer service as well as other youth service related activities. Training opportunities provided by the applicant will be marketed to allied professionals other Department funded youth services system providers, substance abuse and mental health providers, school personnel, legal service providers, police officers, juvenile justice system stakeholders, social service providers, etc.,) while ensuring that priority is given to BYIS program grantees.
      Examples of individual trainings that should be included but not be limited to: Youth Assessment Screening Instrument (YASI) Training, Comprehensive Community Based Youth Services (CCBYS) Trainings, Ansell Casey Training, Motivational Interviewing, Positive Youth Development and Adolescent Brain Development, trauma focused screening and interventions; Teen REACH program training, Aggression Replacement training, truancy alternatives, community systems collaboration, community-based juvenile diversion programs, program evaluation/outcomes strategies and program specific data reporting system training.
      The Applicant will evaluate its performance of each training session. The Applicant may use an evaluation tool of its choice; it must assess participants' opinions regarding the quality and relevance of the instruction.
      In-person trainings must be provided throughout the state in multiple regions to ensure ease of attendance. No targeted training participant should travel more than 3 hours round trip to attend any training unless otherwise approved by the BYIS Administrator. Example: A training targeting CCBYS providers must be provided in a minimum of 3 locations throughout the state to ensure adequate travel times. Further, program specific trainings must be provided multiple times during the year. Additionally and as appropriate, trainings will be provided utilizing various training mediums.
    2. Training Needs Assessment:
      The Applicant will conduct and publish the results of a semi-annual training needs assessment approved by the BYIS Administrator. The Applicant will develop the content, methodology and implementation plan for approval by BYIS. The assessments will be conducted in the first and third quarters annually.
    3. Training Advisory Work Group:
      The Applicant will convene a training advisory work group on a quarterly basis. The purpose of the work group meetings is to provide an opportunity for the youth services providers to assess the quality, relevance and availability of training sessions as offered by the Applicant. This workgroup will play a role in developing aspects of training, including the needs assessment.
    4. Training Website:
      The Applicant will maintain a separate or ensure that their current website provides information regarding all youth services training opportunities, dates, and locations; the availability of youth services research and programmatic materials; an on-line resource center, alerts regarding budgetary and/or programmatic changes. The website will also provide an on-line registration function that can be used by BYIS funded youth service providers, allied professionals, and Department staff to register for the successful applicant's training sessions.
      Technical Assistance
      1. Research/Legislation
        The Applicant will provide research, data collection, analysis and support in addressing legislative mandates (collecting data, reports, task force support etc.) and other projects that may be undertaken by the RIOB or the youth services system. The Applicant must have the capacity to support such activities and draft reports as necessary.
      2. Information and Referral Line (IRL)
        The Applicant will operate or provide through sub-contract a year-round, 24/7 information and referral line to assure that youth in crisis are linked with the appropriate service system: youth services (specifically the CCBYS program); child welfare; law enforcement; etc., by providing the agency initiating the call with needed contact information in the youth's community. The IRL will serve as a 24/7 resource for state and local law enforcement, state and local youth serving agencies, schools, families youth etc. that may encounter a youth in need of services.
        The primary function of the IRL will be to direct the caller to the appropriate CCBYS or other system for services as necessary. Secondary functions will include marketing the IRL, serving as a resource for CCBYS providers throughout the state and DHS. The IRL will also work in cooperation with DHS to ensure statewide coverage of the CCBYS network, including but not limited to situations when a CCBYS provider is being replaced, by directing callers to other near-by CCBYS providers. The Applicant will be responsible for collecting data on IRL calls and reporting that information to DHS in quarterly reports.
      3. Attorney
        The Applicant will retain the services of an attorney-at-law according to the following schedule: 30 hours for the totality of youth service providers and 10 hours for state sponsored regional meetings. Hourly billing rate must be reasonable and customary for the community served. Travel expenses of the attorney may be reimbursed at the prevailing state rate. Please identify the attorney-at-law that the Applicant intends to retain. Include a copy of the attorney's resume. The attorney must have experience in consulting on issues related to youth services including but not limited to: Minors Requiring Authoritative Intervention (MRAI), lock-outs, premature discharges from in-patient psychiatric facilities, general rights of minors, risk management, confidentiality of records, subpoena compliance, child abuse reporting.
      4. Trauma Informed Practices
        Technical Assistance and support will be provided to DHS funded providers to develop their capacity to ensure program youth are served in Trauma informed environments and by trauma informed staff. As necessary, individualized technical assistance plan will be developed and implemented.
      5. Redeploy
        1. Technical Assistance and Support
          The Applicant will provide statewide technical assistance, expert consultation and support services for the Redeploy Illinois Oversight Board (RIOB) and its program. Support activities include identifying a primary Redeploy point of contact that will aid the RIOB in the implementation and expansion of the program and administrative support services for same, coordination of technical assistance, program quality assurance and monitoring activities, program and philosophy promotion, report preparation, data collection and analysis, coordination and implementation of the Redeploy Illinois Focused program, implementation of all-sites meetings, workshops, trainings, forums and other public service activities as directed by the Redeploy Illinois Program Director and the Redeploy Illinois Oversight Board.
        2. Coordination of Redeploy Services
          Identified staff and expert consultants will work in cooperation with, and at the direction of DHS Redeploy program staff. The Applicant will provide coordination services necessary to implement the Redeploy Illinois Focused program. This will include but not be limited to fiscal management of the program, public awareness and marketing of the program, development of and distribution of the solicitation notice, tracking and monitoring of the application process, applicant eligibility, receipt and processing of applications, ongoing communication with the RIOB, data collection, and monthly/quarterly reports to the County Review Committee and the RIOB Focused Committee. The Applicant will also, as directed by the RIOB, issue contracts to successful applicants under the Redeploy Illinois Focused program. As fiscal agent for the program the Applicant must provide timely processing of payments to contractors. The successful applicant will submit a plan for coordination services for Redeploy Illinois and Redeploy Illinois Focused program to the Department for approval.
        3. RIOB Board Meetings
          The Applicant will coordinate and support the Redeploy Illinois Oversight Board (RIOB) meetings, committee meetings, retreats, trainings, conferences and provide administrative support. Applicant staff will ensure as necessary compliance with the Open Meetings Act as the RIOB and associated committees are subject to the Act.
        4. Redeploy Website
          The Applicant will maintain a Redeploy Illinois website that provides information regarding training opportunities, dates, and locations; the availability of research, best practices and programmatic materials; an on-line resource center and programmatic and application materials for the Redeploy Focused program.
  4. Additional Requirements
    1. Reporting
      The Applicant will prepare on a quarterly basis a Periodic Performance Report (PPR) and a narrative and tabular report of services delivered to include supporting documents. The reports must present the services delivered by type and provider agency. It also must alert the division of any community-based programmatic issues encountered in the delivery of technical assistance services, including issues identified through the IRL, as well as compiled results of each training session evaluation conducted in the corresponding quarter. Additional detail will be provided in the grant agreement.
      See also Award Administration Information, 3. Reporting later in this funding notice for additional reporting requirements.
    2. Requested Information
      The Applicant will be available as requested by the Department to present information regarding service deliverables, provide data updates, or to answer questions arising from the Provider's work.
    3. Site Visits
      The Applicant agrees to participate in site visits as requested by the Department and agrees that program and collaborating partners will be in attendance at such site visits.
  5. Additional Applicant Requirements
    1. Sectarian Issue: 
      Applicant organizations may not expend federal or state funds for sectarian instruction, worship, prayer or to proselytize. If the applicant organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
    2. Background Checks
      Background checks are required for all staff and volunteers who have the potential for one-on-one contact with children and youth. Funded programs will be required to have a written protocol on file requiring background checks, as well as evidence of their completion.
    3. Child Abuse/Neglect Reporting Mandate
      Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
    4. Hiring and Employment Policy
      It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded agencies and programs are required to share vacancy notices with local DHS Family and Community Resource Centers (FCRCs).
  6. Performance Measures
    1. Completion of a Department-approved detailed training plan.
    2. Percentage of trainings conducted in accordance with plan.
    3. Percent of targeted participants receiving training.
    4. Percentage of training evaluations completed.
    5. Percentage of trainees expressing satisfaction with training.
    6. Percent of training needs assessments conducted with results reported to the Department.
    7. Number of training advisory work group meetings convened.
    8. Maintenance of a current and accurate website with required content.
    9. Responsiveness of a 24/7 CCBYS IRL that provides current and accurate information and collects and analyzes relevant data for improved performance of both the IRL and program.
    10. Retention and responsiveness of an attorney-at-law.
    11. Retention and responsiveness of a primary Redeploy point of contact and expert consultants.
    12. Percentage of RIOB and associated committee meetings/events supported by applicant staff.
    13. Number of Months the Redeploy Illinois Focused program was actively seeking (marketing & accepting) applications.
    14. Percentage of Focused applications processed timely for approval/denial through the County Review Committee.
    15. Percentage of Focused Grants monitored for compliance and reported to the Department and RIOB.
    16. Percent of technical assistance activities conducted, documented and reported per the Department by program and type.
    17. Maintenance of a current and accurate website for the Redeploy Illinois and Focused programs.
    18. Percentage of quarterly narrative and tabular reports of services delivered submitted on time with required content and supporting documentation.
    19. Percentage of timely monthly fiscal reports.
    20. Percentage of activities performed to provide research, data collection, analysis and support in legislative mandates and other projects as directed.
    21. Provider job vacancy announcements shared with local FCRC.
  7. Performance Standards
    1. Department-approved detailed training plan submitted as attachment to quarterly report.
    2. 90% of planned trainings are conducted in accordance with the plan or approved revision.
    3. 90% of participants in each training event will be from targeted participants.
    4. 90% of training participants_ complete an evaluation.
    5. 90% of completed training evaluations express satisfaction with training.
    6. Two training needs assessments are conducted with results reported to the Department as attachment to the quarterly report.
    7. Four training advisory work group meetings convened with minutes included as attachments to the quarterly report.
    8. A current and accurate website will be active with required content, to include training and registration capacity.
    9. A 24/7 CCBYS IRL that provides current and accurate information and collects and analyzes relevant data for improved performance of both the IRL and program is operational throughout the entire grant period with data reported in quarterly reports.
    10. An attorney-at-law is retained that is sufficiently experienced in juvenile law and MRAI. Activity/responsiveness is captured in quarterly reports.
    11. A primary Redeploy point of contact will be identified and responsive as well as one or more expert consultants that will be responsive to both the RIOB and staff as well as program sites.
    12. 100% of RIOB and associated committee meetings/events are supported by applicant staff.
    13. 100% of quarterly reports will include a review of all Redeploy Focused activities. The primary point of contact will provide reports/updates on the status of the Redeploy Illinois Focused program activities at RIOB meetings as requested.
    14. 100% of Focused applications processed timely for approval/denial through the County Review Committee.
    15. 100% of Focused Grants are monitored for compliance and reported to the Department and RIOB.
    16. 100% of technical assistance activities conducted are documented and reported as directed by the Department by program and type.
    17. A current and accurate website for Redeploy Illinois will be active and will include RI Focused program content.
    18. 75% of quarterly narrative and tabular reports of services delivered submitted on time with required content and supporting documentation.
    19. 80% of monthly fiscal reports will be submitted timely.
    20. Percentage of activities performed to provide research, data collection, analysis and support in legislative mandates and other projects as directed.
      1. Provider agency supplies evidence one or more job vacancy announcements were shared with local FCRC.

The following sections provide instructions for the components that must be included in a completed continuation application.
Uniform Application for State Grant Assistance

Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance. The 3 page application may be found at this link. (pdf) Proposal Narrative Content

Applicants must submit a plan that contains the information outlined below. Each section must begin on a new page and have a heading that corresponds to the headings listed below after each section number. If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If an applicant receives an award through this continuation application the proposal will become the local program plan and budget unless revisions are required. The application/plan will be the basis for monitoring compliance by DHS.

  1. Staffing Plan
    If applicant is seeking funding for personnel, indicate number and title of positions, FTE for each position part-time and brief description of what that position will be doing related to this grant. Submit job descriptions for each position that will be funded in part or in whole with grant funds as Attachment A- Job Descriptions/Resumes. Key personnel must meet or exceed the minimum requirements of a Bachelor's Degree in psychology, social work, human services, public administration, juvenile justice or education. Lead trainers, at a minimum, should possess at least three years of experience as an educator and/or facilitator in the field of youth services or juvenile justice. Personnel must have sufficient experience in providing services related to training, technical assistance, conference/meeting planning and coordination; and information dissemination in the areas of youth services and juvenile justice. Identified staff must have relevant local or national expertise and experience in the area in which they are assigned.
  2. Description of Program/Services
    1. Training Plan: Please describe the proposed detailed training plan to be provided.
      1. Detail the training sessions to be provided, the numbers of trainings, the training method, the location of trainings, etc.
      2. Include the name and creator of the training curricula and the rationale for its use. Provide a schedule of training that includes the proposed locations and dates and subject matter for each session and target audience.
      3. Indicate the sessions that will be offered via methods other than in-person training sessions and rational.
      4. Describe the plan to ensure the trainings are relevant to the audience and describe how trainings will be delivered throughout the state and to ensure flexibility within the schedule to ensure new program staff resulting from turnover and new provider organizations will be convenient and timely throughout the state.
      5. Describe the steps that will be taken to ensure the proposed training plan will be cost effective to the state.
      6. Describe the registration function that the Applicant will provide.
      7. Describe how the Applicant will promote its training sessions to allied professionals while ensuring that priority is given to BYIS program grantees targeted by the training.
      8. Describe the evaluating participants' satisfaction with training sessions. Include a copy of the satisfaction instrument used for evaluation.
      9. Training Needs Assessment: Describe the process for conducting the required training needs assessment for youth services providers including methodology and implementation.
      10. Training Advisory Work Group:
        • Describe how the Applicant recruits and maintains members of the Advisory Work Group.
        • List members associated agencies and the perception they bring to the group.
        • Provide a proposed schedule of training advisory work group meetings and the proposed venue for the meetings.
      11. Training Website: Describe website contents and why it's relevant to Youth Service Providers.
    2. Technical Assistance Plan
      1. Research and Legislation: Describe how the applicant will provide research, data collection, analysis and support in addressing legislative mandates (collecting data, reports, task force support etc.) and other projects that maybe undertaken by the RIOB or the Department's youth services system.
      2. Information Referral Line:
        1. Provide a detailed plan for operation of a year-round, 24/7 information and referral line as described herein.
        2. Describe the process used to monitor the compliance and quality of the subcontractor's performance.
        3. Describe how calls are tracked in such a way as to provide valuable feedback to the program to address provider compliance issues as well as to inform programmatic decisions at the state level.
      3. Attorney
        1. Describe the plan to ensure the services of an attorney-at-law will be made.
        2. 30 hours for the totality of youth service providers and 10 hours for state sponsored regional meetings.
        3. Hourly billing rate must be reasonable and customary for the community served. Travel expenses of the attorney may be reimbursed at the prevailing state rate.
        4. Please identify the attorney-at-law that the Applicant intends to retain.
        5. Include a copy of the attorney's resume.
        6. The attorney must have experience in consulting on issues related to youth services including but not limited to: Minors Requiring Authoritative Intervention (MRAI), lock-outs, premature discharges from in-patient psychiatric facilities, general rights of minors, risk management, confidentiality of records, subpoena compliance, child abuse reporting.
      4. Trauma Informed Practices and Capacity Development: Describe how the applicant will ensure DHS funded programs develop their capacity to ensure program youth are served in trauma informed environments and by trauma informed staff.
      5. Redeploy Illinois Technical Assistance: Describe how the Applicant will provide statewide technical assistance, expert consultation and support services for the Redeploy Illinois Program (RI). Support activities include identifying a primary Redeploy point of contact that will aid the RIOB in the implementation and expansion of the program and administrative support services for same, coordination of technical assistance, program QA and monitoring activities, program and philosophy promotion, report preparation, data collection and analysis, coordination and implementation of the Redeploy Illinois Focused program, implementation of all-sites meetings, workshops, trainings, forums and other public service activities as directed by the Redeploy Program Director and the Redeploy Illinois Oversight Board.
      6. Redeploy Illinois Focused Coordination Services: Describe the proposed plan to implement Redeploy Illinois Focused program, including fiscal management of the program, public awareness and marketing of the program, development of and distribution of the solicitation notice, tracking and monitoring of the application process, applicant eligibility, receipt and processing of applications, ongoing communication with the RIOB, data collection, and monthly/quarterly reports to the County Review Committee and the RIOB Focused Committee and issuing contracts to successful applicants under the Redeploy Illinois Focused program as directed by the RIOB.
      7. Redeploy Illinois Oversight Board: Describe the plan to provide support for the RIOB and its associated committees and working groups.
      8. Redeploy Illinois Website: Describe how the applicant will maintain the Redeploy Illinois website that provides information regarding training opportunities, dates, and locations; the availability of research and programmatic materials; an on-line resource center and programmatic and application materials for the Redeploy Focused program. Describe the website and its contents.
  3. Evaluation
    Describe the process that will be used to evaluate and report on the effectiveness of the project. Identify who will be responsible for tracking and reporting on performance measures/standards. Provide detailed information on how information will be tracked etc. to ensure all activities are reported each quarter with sufficient supporting documentation.
  4. Uniform Grant Budget
    Budgets must be submitted electronically in the CSA system. The narrative will be based on the budget and will include a detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. The narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. The Budget should be prepared to reflect a 12 month budget period (July 1, 2018- June 30, 2019).
    Please note, your FY 2019 contract will not be processed until your budget has been reviewed AND approved. It is critical that the budget submitted with the application is as detailed as possible.
    Subcontractor budgets, budget narratives, and actual subcontracts must be submitted with this continuation application plan as they need to be pre-approved. The budget format for subcontractors is the same template as the Uniform Grant Budget. However, subcontractor budgets will not be submitted in the CSA system. The link to this form can be found in Appendix H.
    Please refer to Section B.5, in this document for information about administrative costs and DUNS and SAM requirements.
    1. Allowable/Unallowable Costs
      Unallowable Costs
      Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, un-allowed costs will also include the following unless otherwise approved in writing by DHS:
      1. Capital Expenditures
      2. Renovations or remodeling
      3. Purchase of a vehicle
      4. Food for staff unless authorized as per diem under the State of Illinois Governor's Travel Control Board.
      5. Deposits for items, services, or space.
    2. Allowable Costs
      Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200.
  5. Required Attachments
    The Attachments should be labeled accordingly and placed in the order below:
    1. Attachment A - Job Description(s) / Resumes for any grant funded personnel
    2. Attachment B1 - Copy of Federal Form W9 for the Applicant Agency
    3. Attachment B2 - Copy of currently approved NICRA if indirect costs are included
      If Subcontractors will be used, also include the following:
    4. Attachment C-Subcontractor Agreement
    5. Attachment C1-Subcontractor Uniform Grant Budget Template and Worksheet
    6. Attachment C2-Copy of Federal Form W9 for the Subcontractor Agency
    7. Attachment C3-Copy of approved NICRA for Subcontractor Agency if indirect costs are included

Submission Dates and Times

Applications must be received at the location below no later than 12:00 p.m. on Friday, May 11, 2018. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail as described in Section D.4 "Submission Dates & Time and Section" and D.6 "Other Submission Requirements" below. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.

Applicants will receive an email within 48 hours of receipt notifying them that their application was received and if it was received by the due date and time. This email will be sent to the 2 email addresses provided in the application. Applications received after the due date and time may not be considered for review or funding. Applicants are required to notify the Department by Monday, May 14th at noon, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and does not notify the Department by Monday, May 14th at noon, their application will be considered late and may not be considered for funding.

All applicants must submit the completed grant application utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp  

Submit the completed grant application to: DHS.YouthServicesInfo@Illinois.Gov  

The subject line of the email MUST state: "19-444-80-1500 YSTTAS".

Please follow the instructions to attach your application. Don't forget the subject line above. To be considered, proposals must be submitted via CMS File Transfer Utility by the designated date and time listed above. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent.

  1. Other Submission Requirements
    1. Proposal Container and Format Requirements
      All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. The application must be typed single-spaced, on one side of the page, with 1-inch margins on all sides.
      The entire application, including attachments, must be sequentially page numbered and compiled in the order specified. The complete application must be submitted in a single PDF document to the email address identified above in Section D.3 "Submission Dates and Times".
      Applications will ONLY be accepted by email as described herein. Hard copies, faxed copies, copies on disk or thumb drive etc. will not be accepted.
      The Department is under no obligation to review applications that do not comply with the above requirements.

Award Administration Information

  1. State Award Notices
    Providers recommended for continued funding under this Continuing Application following the above review will receive a Notice of State Award (NOSA). The NOSA shall include:
    1. The terms and condition of the award.
    2. Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
      Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov. 
      A written Notice of Denial shall be sent to the Providers not receiving awards.
      The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
  2. Administrative and National Policy Requirements
    The agency awarded funds shall provide services as set forth in the DHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
    To review a sample of the FY2018 DHS Uniform Grant Agreement, please visit the DHS Website at http://www.dhs.state.il.us/page.aspx?item=29741 .
    The agency awarded funds through this must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.
    Indirect Cost Rate Requirements: In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Documentation will be required to verify the approved NICRA. Refer to Section C. 3. Of this document for additional information regarding indirect cost rate requirements.
  3. Reporting
    1. The Applicant will submit monthly Periodic Financial Reports (also known as expenditure documentation forms) in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 15th of each month for the preceding month by email.
    2. The Applicant will submit a final, year-end, cumulative, Periodic Financial Report in the format prescribed by the Department by no later than July 15th, 2019.
    3. The Applicant will submit Periodic Performance Reports (also known as "Quarterly Reports") in the format prescribed by the Department. Periodic Performance Reports must be submitted no later than the 30th of each month following the end of each quarter (Reports due: October 30th, January 30th, April 30th and July 30th). The Applicant will also prepare a quarterly narrative and tabular report of services delivered to include supporting documents. The reports must present the services delivered by type and provider agency. It also must alert the division of any community-based programmatic issues encountered in the delivery of technical assistance services, including issues identified through the IRL, as well as compiled results of each training session evaluation conducted in the corresponding quarter. Additional detail will be provided in the grant agreement.
    4. The Applicant will submit a final, year-end, cumulative Periodic Performance Report in a format prescribed by the Department no later than July 30th, 2019.
    5. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department
  4. State Awarding Agency Contact(s)
    Questions and Answers
    If you have questions relating to this continuation application, please send them via email to: Kristen.Marshall@illinois.gov  with "YSTTAS" in the subject line of the email.

FY2019 Youth Services Training and Technical Assistance CSA Budget Information

For information regarding CSA. http://www.dhs.state.il.us/page.aspx?item=61069

How to register for the CSA Tracking System

  1. You will need a functioning Illinois.gov ID and password
  2. If you do not have an Illinois.gov ID you will need obtain one at the following web link: https://extapps.illinois.gov/ADIM/VerifyEmail.aspx
    • Please note: Choose General Public (Not employed by the State of Illinois) [EXTERNAL] even if you are a State of Illinois employee. Your CSA registration will not be validated if you choose Other Employees [SPS].
    • If you do not have a State of Illinois driver's license, please email your request to DHS.DHSOCA@Illinois.gov with the following information: Name, Company, Address, Phone
      DUNS #, FEIN # and email address.
  3. The address for the CSA Tracking System Registration Site is: https://csa.dhs.illinois.gov/gtrpublic/gtr
  4. You will need to input an Invitation Key Code in order to submit your request for CSA Tracking System access. If you do not have an Invitation Key Code, send an email to DHS.dhsoca@illinois.gov to receive your Invitation Key Code.
    Please register only once with your Illinois.gov ID. IDHS Grantee-Providers may have more than one employee register for the CSA Tracking System access. Once your registration is processed by the Office of Contract Administration personnel you will receive instructions on how to log into the Provider Access Area. After you successfully log in to the CSA Tracking System there may be a facilities page that will appear (if you are a new IDHS Provider) where you will need to enter your facilities information into the CSA Tracking System.
    Please note: In order to access your IDHS Uniform Grant Agreements/EEC Contracts you will also need to ensure your organization has registered for access to the Centralized
    Repository Vault (CRV). If your organization has not registered for CRV access you will not be able to view your contracts. Please use the following web link to access the CRV Registration web page: Central
    Repository Access (CRV)
    Confidentiality Notice - The Grantee-Provider shall comply with applicable State and Federal statutes, Federal regulations and Department administrative rules regarding confidential records or other information obtained by the Provider concerning persons served under this Agreement. The records and information shall be protected by the Provider from unauthorized disclosure.
    After registering for CSA, you must submit a budget for July 1, 2018 - June 30, 2019. Your budgets can be entered at this link https://csa.dhs.illinois.gov/gtpsecure/gtp. If you have any questions about your budget you can email DHS.YouthServicesInfo@illinois.gov.  

How to create a budget in CSA

To access the IDHS Training Manual for use of the Budget Templates in the CSA System  http://www.dhs.state.il.us/OneNetLibrary/27896/documents/Contracts/FY18-GATA-Budgets/DHSBudgetTrainingManual_Revision_3_28_18.pdf

Uniform Grant Budget

Complete the Uniform Grant Budget in the CSA system. For more information about how to access the CSA system, see http://www.dhs.state.il.us/page.aspx?item=61069 . For instructions about how to enter a budget into the CSA system see the Training Manual for use of the Budget Templates in the CSA System. For EACH cost item listed in the budget worksheet, a detailed justification must be included in the narrative section. This justification should describe specifically how the budgeted amount was derived. The justification must also directly correlate the expenditure to the grant program - why/how it is necessary under the grant. Items being cost allocated must be fully detailed as to the method utilized. The Budget should be electronically signed and submitted in the CSA system. The budget must be electronically signed by the applicant's Chief Executive Officer and or Chief Financial Officer. See http://www.dhs.state.il.us/page.aspx?item=95350  for more information about requesting CSA budget signoff authority.

Sub-Contractor PDF Uniform Grant Budget Forms

Complete the PDF version of the Uniform Grant Budget for Sub-Contractor budgets ONLY! Sub-Contractor Budgets found at this link. (pdf)

Links:

Youth Services Training Technical Assistance and Support Continuation Application FY19 (pdf)