19-444-80-0707-01 SNAP Job Placement with Retention

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: 19-444-80-0707-01
6. Funding Opportunity Title: Supplemental Nutrition Assistance Program - Job Placement with Retention
7. CSFA Number: 444-80-0707
8. CSFA Popular Name: Supplemental Nutrition Assistance Program - Job Placement with Retention
9. CFDA Number(s): 10.561
10. Anticipated Number of Awards: Up to 28
11. Estimated Total Program Funding: $4,720,004
12. Award Range $36,470 - $445,890
13. Source of Funding: Federal or Federal pass-through
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: February 22, 2018
17.Application Range: Posting date through March 23, 2018
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

NOFO Supplemental

(Agency-specific Content for the Notice of Funding Opportunity)

A. Program Description

 The Supplemental Nutrition Assistance Program Employment & Training (SNAP E&T) Program is a self-support program to help customers acquire work skills and find employment. The program also helps customers with work-related expenses for the first 30 days of a job.

Participation in SNAP E&T enables participants to gain work skills and experience, meet the federal work requirement, and become self-sufficient. Some participants are hard to serve individuals with limited work histories and experience. Some may need additional education and training to find and keep a job or have other barriers to employment.

Individuals will participate in specific programs based upon their individual assessments, identifying strengths and areas for development. All individuals who participate in the SNAP E&T program must be assigned to the required number of participation hours, based upon the SNAP allotment and/or the component activity into which they are placed.

Providers must engage participants for 80 hours per month in one or a combination of activities for which they do not receive cash assistance. Approved activities include:

Basic Education

Vocational Training

Work Experience

Job Search

Job Readiness

Deliverables

The Provider is expected to serve and engage customers in countable SNAP E&T activities each month during the period of July 1 through June 30.

The Provider is expected to ensure:

Each customer is engaged for a minimum of 20 hours per week in activities which include:

Basic Education

Vocational Training

Work Experience

Job Search

Job Readiness

The appropriate attendance documents should be used to track and report actual hours completed for each activity. Follow-up is provided with the employed customers to address retention issues after employment.

Job coaching is 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 will 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 an initial one month advance to cover Case Management Services and supportive service costs. The Provider will work off this advance no later than September of the contract year. The Department will process another one month advance in October of the contract year to cover Case Management Services and supportive service costs. This second advance will be worked off in 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 their Direct and Indirect Admin 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 Direct and Indirect amounts awarded. In August on 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 SNAP E&T activities. The Provider will be paid 1/12th of their monthly Direct and Indirect amounts when 100% of the contracted number of customers to be served are assigned and engaged in countable SNAP E&T activities that month. Any month the Provider serves and engages less than 100% of the contracted number of customers assigned in countable SNAP 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 SNAP E&T activities, the Provider will not be allowed to earn the difference in subsequent months.

Placement with Retention

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 will earn a Placement with Retention payment for customers that complete 30, 60, 90 or 120 consecutive calendar days of retention in unsubsidized employment at a rate of:

The Placement with Retention payment is earned at the per customer rate of:

  • $400 for 30 consecutive days of retention, and another payment of
  • $500 for 60 consecutive days of retention, and another payment of
  • $600 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
  • $1,000 for 120 consecutive days of retention with one break of employment of no more than two weeks (14 calendar days) between jobs.

*$800 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 (benchmarks 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. 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.

No payment will be issued unless the Provider complies with all reporting requirements. SNAP placements can be billed for up to a maximum of $2,500 in one payment (120 days retention), or the specified amount for each benchmark (not to exceed $2,500) 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 placements payments, whether paid at various retention increments or billed for the maximum retention, will only be allowed for one job placement per customer.

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 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 SNAP case due to income from employment.

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

The Provider may earn the full Placement with Retention payment amount allocated in the 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 SNAP E&T Program Manual directly to SNAP 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 Employment and Training Resource Unit will provide the re porting 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 for this month;

The number of customers assessed during the month;

The number of customers who receive a guided introduction/orientation to the local Illinois WorkNet Center which will include topics on independent job search, registration with Illinois Skills Match (ISM) and instruction on utilizing the resource lab;

The development of employment opportunities in the employment/industry growth sector(s).

The focus on jobs should be long term as opposed to temporary employment;

Customers referred to pre-identified, short-term vocational training certificate programs or other training in the employment/industry growth sectors as appropriate;

Customers identified in need of and appropriate for participation in ABE, GED or ESL classes;

Customers enrolled and their on-going engagement in ABE, GED or ESL classes.

Customers grade level gains based on pre/post testing or those obtaining their GED certificate; Identification, referral, and on-going engagement and tracking of customers in support service activities designed to assist them to overcome barriers to employment; Mental Health and Substance Abuse programs/counseling (up to a maximum of 4 hours per week) and/or Vocational Rehabilitation.

Customers with documented, extenuating barriers who are unable to participate in employment related activities should be referred back to the FCRC;

The number of customers initially hired during the month;

The number of customers that met retention during the month; and

Customers obtaining unsubsidized employment who receive customized career counseling services and  development of a written 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 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.

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 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 retention services.

50% of the number of customers hired will be in employment/industry growth sectors(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 FY2019, the Department anticipates funding for up to 28 awards as described in the NOFO ranging from an average of $36,470 to $445,890.

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 (19-444-80-0707)

Program Contact Name (Marie Versher)

The subject line should look like this: ABC agency, 19-444-80-0707, 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 Narratives will be evaluated on the following criteria: Points
Executive Summary  10 Points
Capacity-Agency Qualifications/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)

H. Other Information, if applicable

 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.

Mandatory Forms -- Required for All Agencies

  1. Uniform Grant Application-0707 (pdf)
  2. CSA Budget/Tracking System and Registration Information
  3. Project Narrative
  4. Budget Narrative