19-444-80-0698-01 TANF Employment & Training Program - Work First

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: Marie Versher @ Marie.Versher@illinois.gov
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-80-0698-01
6. Funding Opportunity Title: TANF Employment & Training Program - Work First Program
7. CSFA Number: 444-80-0698
8. CSFA Popular Name: TANF Employment & Training Program - Work First Program
9. CFDA Number(s): 93.558
10. Anticipated Number of Awards: Up to 20
11. Estimated Total Program Funding: $6,677,065
12. Award Range Low: $87,000  High: 632,440
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs  No
16. Posted Date: February 22, 2018
17. Closing Date for Applications: Posting date through March 23, 2018
18. Technical Assistance Session: Session Offered: No
Session Mandatory:  No

Agency-specific Content for the Notice of Funding Opportunity

A. Program Description

Work First is a "pay after performance" program designed for clients who receive TANF

benefits, and are exhibiting difficulty with obtaining employment. This program is only for Cook County.

Customers assigned to Work First earn their assistance payment by participating in appropriately assigned activities.

The Family Community Resource Center (FCRC) staff will identify clients and make referrals

to Providers in a manner which assures that clients are referred according to the

Provider's program and the individual needs of the client.

Work First Providers are required to assess the client's employability level and assign

the client to countable work and training activities with hours that are consistent under

Federal guidelines. Participation in appropriate activities and required hours starts with the first day of the client's engagement with the Provider.

Clients assigned to Work First earn their grant by participating in customized activities. Those activities include:

Work Experience,

Community Service,

Unsubsidized Employment,

Subsidized Employment,

Approved Vocational Education Training,

Job Search and Job Readiness Activities,

Job Skills Training and

Education Directly Related to Employment

High School Equivalency/GED Program

The client will continue to participate in the above activities until unsubsidized

employment is obtained, or until it is determined that participation is no longer an

appropriate activity for the client.

Deliverables

The Provider will be expected to serve and engage a specific amount of customers in countable TANF activities each month during the period of July 1 through June 30.

The Provider is expected to ensure:

Each customer participates for 30 hours per week (20 hours per week for households with

a child under age 6) in federally defined TANF countable activities from acceptance into

the program until unsubsidized placement.

Customers enrolled are engaged in countable activities and complete their assigned hours

weekly. (See Program Manual for a detailed description of these activities and their

restrictions).

The actual hours completed by each customer are recorded using the TANF Work

Verification System.

Attendance and Activity are submitted weekly and timely for each customer served in

their program. These reports are due each Tuesday and report activity and attendance for

the preceding week.

Follow-up is provided with the employed customers to address retention issues after

employment.

Job coaching and counseling are provided to customers earning retention.

Follow-up is provided with employers to address issues and act as a liaison for problems

with customers earning retention.

Placements

The Provider will earn a $100 payment for initial placements earning at least minimum wage

and working a minimum of 30 hours per week. In addition, the Provider can earn a Placement with Retention payment for customers that complete 30,60, 90 or 120 consecutive calendar days of retention in unsubsidized employment.

Payments

The Provider shall receive negotiated compensation (payments) for services

under this Agreement for the period July 1 through June 30.

Payments are allocated under three categories; Case Management Services, Placements and Supportive Services.

Services rendered are accounted for through the submittal of monthly reports and billings.

Billings must be received from the Provider no later than the 10th of the month following

the month of service.

The Provider will receive a one month advance to cover Case Management and Supportive

Service costs. The Provider will work off the advance in the service month of January of the contract year.

It is expected that by the December bill, due on January 10, of the contract year, the Provider will have earned and billed 50% of the Case Management amounts awarded. If not the Agreement will be deobligated by the amount not earned. Also at this time, supportive service funds will be deobligated as appropriate.

Case Management Services

In July of the contract year, the Provider will receive a 1/12th payment of the Case Management amount awarded. In August of the contract year, the Provider is expected to be serving and maintaining 100% of the contracted number of customers to be served each month and have them engaged in countable TANF E&T activities. The Provider will be paid 1/12th of their monthly Case Management amount when 100% of the contracted number of customers to be served are assigned and engaged in countable TANF E&T activities that month. Any month the Provider serves and engages less than 100% of the contracted number of customers assigned in countable TANF E&T activities they will be paid at a prorated per customer amount. If a Provider serves and engages less than 100% of the contracted monthly number of customers in countable TANF E&T activities, the Provider will not be allowed to earn the difference in subsequent months.

Placement with Retention Payments

Providers may earn a $100 payment for initial placements earning at least minimum wage and working a minimum of 30 hours per week.

The Provider may earn a Placement with Retention for customers that complete

30, 60, 90 or 120 consecutive calendar days of retention in unsubsidized employment at a

rate of:

$600 for 30 consecutive days of retention, and another payment of

$1,100 for 60 consecutive days of retention, and another payment of

$1,100 for 90 days of retention with one break of employment of no more than two weeks (14 calendar days) between jobs, and another payment of

$1,200 for 120 days of retention with one break of employment of no more than two weeks (14 calendar days) between jobs.

Placements for 30 and/or 60 days cannot have any work-gaps. Benchmarks for 90 or 120 days are allowed up to a 14 day work-gap for the total retention period. Only one 14 day work-gap is allowed for 90 or 120 days of retention.

*$1,500 for 90 days of retention with a temporary placement agency with one break of employment of no more than two weeks (14 calendar days) between jobs (benchmark payments do not apply)

The Provider may earn an additional retention payment ($500) for 90 or 120 days of retention for those customers who are formerly incarcerated individuals with a felony conviction or customers with a high counter (48 months and up). This does not apply to temporary employment and verification is required.

*Temporary placements will only be billable once the customers meet the required benchmarks for 90 days and no bonus payment will apply to these positions. In addition, only 50% of the contracted dollars can be earned in this area.

TANF placements can be billed for up to a maximum of $4,000 in one payment (120 days retention), or the specified amount for each benchmark (not to exceed $4,000) provided the guidelines for each individual benchmark are met. Failure to meet a benchmark will result in the denial for that benchmark's payment and the Provider will not be able to bill for any additional benchmarks. Job placement payments, whether paid at various retention increments or billed for the maximum retention, will only be allowed for one job placement per customer.

Additional placements will reduce the per placement cost and will be reflected in the Provider's performance rating.

The unsubsidized employment must meet the following criteria:

30 hours per week with wages not less than Federal or State minimum wage, whichever is higher; or

Less than 30 hours per week with wages of $10.00 per hour or more, resulting in the cancellation of the TANF case due to income from employment.

Only one Initial Placement or Retention payment per customer per contract period is allowed.

As needed DHS staff will verify the earnings reported on the 3085 and advise the Billing Specialist accordingly. Any reported earnings that cannot be verified will be denied.

The Provider may earn the full Placement with Retention payment amount allocated in contract. Additional placements will reduce the per-placement cost and will be reflected in the Providers performance rating.

It is expected that by the January bill, due on February 10, of the contract year, the Provider will have earned 50% of their Placements with Retention payment awarded. If not, the Agreement will be deobligated by the amount not earned.

Unsubsidized is defined as employment for which no federal, state, or municipal funds

are used to supplement job costs/salary. Customer may be placed in jobs with federal,

state, or municipal entities in which the source of payment and employment activities are

in accordance with personnel procedures and policies that pertain to all employees of the

agency.

Any unsubsidized placement meeting retention during the contract year is billable.

The entire retention period must be within the contract year.

Supportive Services

The Provider will issue Supportive Services as specified in the TANF E&T Program Manual

directly to TANF E&T customers. Supportive Services may be authorized for work and

training activities identified in the participants Employability Plan.

Performance Measures

Services rendered are accounted for through the submittal of monthly reports and billings.

Billings must be received from the Provider no later than the 10th of the month following

the month of service.

The Bureau of Employment and Training Resource Development Services will provide the

reporting format and instructions upon execution of the contract. The Provider is

expected to achieve and report on the following areas monthly:

The number of customers enrolled with the provider for the month.

The number of new referrals received during the month.

The number of customers that received a guided introduction/orientation to Illinois

WorkNet which will include topics on independent job search, registration with Illinois

Skills Match (ISM) and instruction on utilizing the resource lab.

The number of customers initially hired during the month.

Customers hired will receive written customized career counseling services and

development of a Career Pathway Plan. The Plan must: be directly related to the

employment/industry in which the customer obtained employment, identify no fewer than the next 2 progressive jobs within the area employed; and include the necessary steps to

advance up the career ladder within the applicable employment sector, i.e., work

experience skill sets, training, and education.

The number of customers that met employment retention. The focus on employment should

be long term as opposed to temporary employment.

The number of customers hired in the employment/industry growth sector(s).

Performance Standards

Providers are expected to ensure:

100% of the customers enrolled are engaged in countable activities and complete their

assigned hours weekly.

100% of the customers receive a guided introduction in Illinois WorkNet

100% of Attendance and Activity are submitted weekly and timely for each customer served

in their program. These reports are due each Tuesday and report activity and attendance

for the preceding week.

100% of the number of hired customers will receive written customized career counseling

services and development of a Career Pathway Plan.

100% of customers in retention will be provided job coaching and counseling.

50% of the number of customers hired will be in employment/industry growth sector(s).

Providers achieve at least 75% of their contracted placements.

As needed, corrective action plans will be initiated to address unmet performance

standards, which may result in a reduction or termination of funding.

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 encouraged to consider SNAP and TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.

Accordingly, priority points will be awarded to agencies whose applications include plans to coordinate with the local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients.

B. Funding Information

This award utilizes appropriate Federal funds. In 2019, the Department anticipates funding for up to 20 awards as described in the NOFO ranging from an average of $87,000 to $640,000.

Applicants must submit a program plan which supports the level of funding and details service delivery and deliverables. Applications for new and existing providers will be scored with the same scoring matrix.

The grant period will begin no sooner than July 1, 2018 and will extend through June 30, 2019.

The release of this NOFO does not obligate the Illinois Department of Human Services to make an award. Work cannot begin until a contract is fully executed by the Department.

C. Eligibility Information

Eligible applicants include private, not-for-profit community based organizations that are incorporated and have been granted 501©(3) status, public community based organizations, including units of local government, and private, for-profit community based organizations.

All applicants must be Pre-Qualified to apply for this funding notice through the Grant Accountability and Transparency Act (GATA) Grantee Portal @ www.grants.illinois.gov . Registrations and pre-qualifications are required annually. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed or considered for funding.

Applicant has prepared a budget in accordance with the template provided by the Illinois Department of Human Services which follows and adheres to all applicable Federal guidelines.

Cost Sharing or Match

Cost sharing is not a requirement of this application. There are also no match requirements.

Indirect Cost Rate Requirements

In order to charge indirect costs to a grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs: a) 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 federally NICRA. b) State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois if they do not have a Federally Negotiated Rate. Or the organization may elect to use the De Minimis Rate. If an organization has not previously established in 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 the De Minimis Rate in CARS to claim indirect costs. Indirect costs claimed without an established negotiated rate or a De Minimis Rate election in CARS may be subject to disallowance. c) 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.

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.

D. Application and Submission Information

Indicate and describe in detail if the applicant entity has a current policy and practice of coordinating with local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients. If known, please indicate the number of TANF and SNAP clients that have been hired in recent years. If this is not current policy or practice, and the applicant intends to seek priority points in this area, please describe the detailed plans of the applicant to develop and implement such a policy in the future.

Application materials are provided throughout this announcement. Applicants must have access to the internet. The Department's web site: http://www.dhs.state.il.us , contains information regarding the NOFO and the materials necessary for submission. Questions and answers will also be posted on that site. It is the responsibility of each applicant to monitor the web site and comply with any instructions of requirements related to the NOFO.

Contact Person:

Marie Versher

IDHS, Workforce Development

2022 W. Roosevelt, 2nd Floor

Chicago, Il

Marie.Versher@illinois.gov

Phone: 312-793-0208

In addition to the Mandatory forms required for all NOFO's (Uniform Grant application and Uniform Grant Budget template), applicants are required to submit a program plan. Each section of the program plan must be completed and supportive documentation requested in the program plan must be attached.

Applications must be received at the location below no later than 12:00 pm on March 23rd, 2018. The application container will be time-stamped upon receipt. The Department will only accept applications submitted by electronic mail. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be opened as they are received. Applicants will receive an email (with 72 hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email reply will be sent to the original sender of the application. Applications received after the due date and time will not be considered for review or funding.

Submit the completed grant application to: DHS.GrantApp@illinois.gov  emailed with the subject line stating:

Provider's Organization name

Funding Opportunity Number (19-444-80-0698-01)

Program Contact Name (Marie Versher)

The subject line should look like this: ABC agency, 19-444-80-0698, Marie Versher.

If you have trouble emailing document due to file size, please utilize the CMS Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp . Please follow the instructions to attach your application. Do not forget the subject line above.

To be considered, proposals must be emailed by the designated date and time above. For your records, please keep a copy of your email submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.

Dun and Bradstreet Universal Number System (DUNS) Number and System for Award Management (SAM) - Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR§25.110 (b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR§25.110 (d)) is required to:

Be registered in SAM before submitting its application. If you are not registered in SAM, this line provides a connection for SAM registration: www.sam.gov/portal/SAM/#1  ;

Provide a valid DUNS number in its application; and continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency. Until the applicant has complied with the requirement, the State awarding agency may not make a Federal pass-through or State award to an applicant. The State awarding agency may determine that the applicant is not qualified to receive a Federal pass-through or State award and use that determination as a basis for making a Federal pass-through or State award to another applicant.

E. Application Review Information

Funding for the period of July 1, 2018 - June 30, 2019 is not guaranteed. All applicants must demonstrate that they meet all requirements under this NOFO described throughout.

Applications that fail to meet the criteria described in the "Eligible Applicants" will not be scored nor considered for funding.

The Department will follow the Merit-based review process established by the Governor's Office of Management and Budget.

Scoring

Review teams comprised of at least 3 individuals employed by IDHS serving in the Division of Family and Community Services will be assigned to review applications. These review teams, where possible, will be comprised of staff within the Bureau of Workforce Development.

Applications will be reviewed and scored individually, followed by a team review. Scores will then be sent to the application Review Coordinator to be complied and averaged to produce the final application score. Scoring will be on a 100 point scale.

Application Narrative will be evaluated on the following criteria: Points
Executive Summary 10 Points
Capacity-Agency Qualification/Organization Capacity 35 Points
Quality - Description of Program/Services 40 Points
Budget & Budget Narrative 15 Points
TOTAL 100 Points
Priority Points 5 points
TOTAL possible with Priority 105 Points

Local office coordination - up to an additional 5 points will be awarded to agencies whose applications include plans to coordinate with the local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients.

As described in the Criteria section above, scoring with be on a 105 point scale. Scoring will not be the sole award criterion. While recommendations of the review panel will be key factors in the funding decisions, the Department maintains final authority over funding decisions and considers the findings of the review panel to be non-binding recommendations. The Department may, for example consider other items such as geography, past performance, cost effectiveness, etc. when finalizing their decision. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

Final award decisions will be made by the Director of the Division of Family and Community Services at the recommendation of the Associate Director for the Office of Workforce Development. The Department reserves the right to negotiate with successful applicants to adjust award amounts.

Appeals Process

Only the Merit Based Review Process is subject to appeal.

The Agency Head or designee may appoint one or more Appeal Review Officers (ARO) to consider the grant-related appeals and make a recommendation to the Agency Head or designee for resolution.

An appeal must be submitted in writing and received within 14 calendar days of the non-award notice and must include the name and address of the appealing party, identification of the grant, and a statement of reasons for the appeal. The Department will provide an acknowledgement within 14 calendar days of receipt of the appeal and a response within 60 calendar days or supply a written explanation to the appealing party as to why additional time is required.

F. Award Administration Information

Applicants recommended for funding under this NOFO following the above review and selection process will receive a "Notice of State Award Finalist". This notice will identify additional grant award requirements that must be met before a grant award can be executed. These will include one or more of the following:

 Grantee Pre-Qualification Process

 Financial and Administrative Risk Assessment - Internal Control Questionnaire

 Conflict of interest and Mandatory Disclosures

A Notice of State Award (NOSA) will be issued to the review finalists that have successfully completed all grant award requirements. Based on the NOSA, the review finalist is positioned to make an informed decision to accept the grant award. The NOSA shall include:

The terms and conditions of the award.

 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.

The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth with the notice. The signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.

The agency awarded funds shall provide services as set forth in the IDHS 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 copy of the FY2019 IDHS contract/grant agreement please visit the IDHS website.

G. State Awarding Agency Contact(s)

If you have any questions about this NOFO, please send them via email to Marie Versher (Marie.Versher@illinois.gov) with NOFO in the Subject line of the Email.

H. Other Information, if applicable

Mandatory Forms -- Required for All Agencies

Uniform Grant Application-0698 (pdf)

  1. Uniform Grant Budget Template | Instructions The budget template is attached to assist in determining expenses; however, the final budget must be completed in CSA. The pdf budget or paper copy will not be accepted.  CSA Budget/Tracking System and Registration Information
  2. Program Narrative
  3. Budget Narrative