19-444-80-1269-01 Juvenile Justice System Improvement

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services
2. Agency Contact: Karrie Rueter
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-80-1269-01
6. Funding Opportunity Title: Juvenile Justice System Improvement
7. CSFA Number: 444-80-1269
8. CSFA Popular Name: Juvenile Justice Systems Improvement 
9. CFDA Number(s): 16.540
10. Anticipated Number of Awards: 2
11. Estimated Total Program Funding: $250,000
12. Award Range $30,000 to $200,000
13. Source of Funding: Federal
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: March 19, 2018
17.Application Range: Posting Date Through April 19th at 12:00pm (Noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No
  1. Program Description
    The federal Office of Juvenile Justice and Delinquency Prevention (OJJDP) provides funding directly to states through its Title II Formula Grants Program (Title II) to support state and local delinquency prevention, intervention efforts and juvenile justice system improvements. These funds are used to help states implement comprehensive state juvenile justice plans based on detailed studies of needs in their jurisdictions. State Advisory Groups, comprised of members appointed by the governor, set priorities for funded activities.
    The State Advisory Group for Illinois, the Illinois Juvenile Justice Commission (IJJC), administers the Title II funds. These funds support a broad range of juvenile justice activities at the state and local level that are designed to improve the juvenile justice system through the development of more effective education, training, research, prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency. These programs or projects can be designed to be developed, implemented and evaluated directly or through grants and contracts with public and private agencies.
    Title II also funds state and local activities designed to ensure and maintain the state's compliance with the Core Requirements of the federal Juvenile Justice and Delinquency Prevention Act (JJDPPA), all of which govern the incarceration of juveniles. These core requirements are: deinstitutionalization of status offenders; separation of adults and juvenile offenders; jail removal; and reduction of disproportionate minority contact with the juvenile justice system.
    Juvenile Justice Systems Improvement grants are specifically awarded to programs, research and other initiatives to examine issues or improve practices, policies or procedures on a juvenile justice system-wide basis.
    1. Intent of the Notice of Funding Opportunity
      Illinois policy-makers require accurate, timely, and relevant data to guide critical decisions regarding state law and policy, resource allocation, and system performance. Due to the structure of the state's justice and human services system, however, no one agency or entity is responsible for providing data, information, research or analysis to juvenile justice stakeholders. Nor is any one agency or entity responsible for pursuing data-system integration or overall systemic performance. The IJJC seeks to ensure that juvenile justice system stakeholders can and do make informed decisions regarding effective policy, practice, resource allocations and programs by funding the following types of programs, research and initiatives:
      • Research and analysis regarding emerging juvenile justice issues;
      • Research and development of policy and practice recommendations on issues of priority for the IJJC and other stakeholders;
      • Publication and dissemination of reports, recommendations, and relevant data;
      • Programs and initiatives to improve data sharing, data systems, research capacity and other systemic improvement efforts; and
      • Training and technical assistance to juvenile justice policy-makers and practitioners.
      • Programs and initiatives to standardize and improve care and treatment in the juvenile justice system, including programs to improve screening, assessment, treatment, case management and case coordination for juvenile justice system involved youth.
      • Programs, policies and practices that ensure that Illinois maintains compliance with the core requirements of the JJDP Act, including: 1) deinstitutionalization of status offenders; 2) jail removal; 3) separation of juvenile and adult offenders in confinement; and 4) reduction of Disproportionate Minority Contact with the juvenile justice system.
    2. NOFO FUNDING PRIORITIES
      1. PRIORITY POINTS: 
        Access to Statewide Data- up to an additional 10 points will be awarded to applicants who demonstrate their ability to access or their ownership of statewide data of one or more of nine key OJJDP decision points:
        • Arrest
        • Diversion
        • Petitions Filed
        • Referral to Court
        • Delinquency Adjudications
        • Probation Sentences
        • Detention
        • Commitments to DJJ
        • Transfer to Adult Court (Can be provided to the local JJC by the IJJC)
          • 1 year =3 points
          • 2 years=6 points
          • 3 years =9 points
          • More than 3 years = 10 points
      2. Experience-up to an additional 10 points will be awarded to applicants who have previously received Title II Funds to provide state-wide data collection/reporting services to the IJJC for three or more years
        • Access to statewide data at one decision point = 4 points
        • Access to statewide data at two decision points = 8 points
        • Access to statewide data at three or more decision points = 10 points
    3. Goals to be Achieved
      The goal of this funding opportunity is to support the IJJC in developing and implementing programs, policies and practices that:
      1. Ensure that youth do not enter Illinois' juvenile justice system unnecessarily;
      2. Ensure that youth who do enter the juvenile justice system receive developmentally appropriate, individualized support and services;
      3. Ensure that youth leave the justice system with positive outcomes, which in turn enhance public safety;
      4. Ensure that Illinois maintains full compliance with the core requirements of the federal JJDP Act, including: (See Appendix 1 for additional details)
        • Deinstitutionalization of Status Offenders (DSO)
        • Adult Jail and Lock-Up Removal (Jail Removal)
        • "Sight and Sound" Separation
        • Disproportionate Minority Contact (DMC); and
      5. Ensure that racial and ethnic disparities are examined and reduced at all phases of the justice system.
    4. Services to be Performed
      The Applicant will develop, implement and/or provide information or services which improve the functioning of the local or the statewide juvenile justice system. The IJJC intends to standardize and improve the care and treatment of juvenile justice youth and to ensure the state's compliance with the JJDPA. To that end, the applicant's project will implement one or more programs/activities described below under the following two approved program categories: (A.) Programs to standardize and improve care and treatment in the juvenile justice system and (B.) Programs, policies and practices to ensure compliance with the core requirements of the JJDP Act. 
      1. Programs to standardize and improve care and treatment in the juvenile justice system
        1. Development and implementation of programs and policies to ensure that all youth in the Applicant's care are screened and assessed for risks, needs and strengths using validated screening and assessment tools;
        2. Development and implementation of programs and policies to ensure that each youth receives a comprehensive case plan informed by screening and assessment;
        3. Development and implementation of programs, policies and strategies to ensure that youth are linked to services and supports identified as necessary in the comprehensive case plan;
        4. Development and implementation of programs and initiatives to improve quality, collection, coordination, and accessibility of data tracking youth in the Applicant's care;
        5. Development and implementation of programs to improve collection, coordination and analysis of data on youth in the juvenile justice system as requested by the Department/IJJC, including but not limited to annual population/demographic data, average daily population, and the number and percentage of youth receiving screening/assessment, case plans, and services;
        6. Development and implementation of programs to improve data sharing between systems touching justice-involved youth so as to better coordinate and streamline care of those youth;
        7. Development and implementation of initiatives to promulgate nationally-recognized standards of practice and evidence based programming in state and local juvenile justice systems;
        8. Research, analysis, and technical assistance as requested by the Department/IJJC in support of legislatively mandated reports and/or studies.
        9. Training and technical assistance as requested by the Department /IJJC on data collection, analysis and reporting; and/or
        10. Training and technical assistance as requested by the Department/IJJC on best practices, nationally-recognized standards of care, and/or evidence based programming.
        11. Development and implementation of activities in Illinois Department of Juvenile Justice (IDJJ) facilities that provide information, resources and recommendations to protect individuals from prison rape and for the analysis of the incidence and effects of prison rape in accordance with National Prison Rape Elimination Act (PREA) standards. 
      2. Programs, policies and practices to ensure compliance with the core requirements of the JJDP Act
        The Applicant will engage in:
        1. Compliance Monitoring: Provide an adequate system of monitoring through on-site inspection of secure and non-secure facilities (jails, lockups, detention facilities, and correctional facilities) to ensure compliance with the JJDP Act Core Requirements: Deinstitutionalization of Status Offenders, Separation of Adult and Juvenile Offenders, and Jail Removal. Compliance monitoring will be done in accordance with federal JJDP Act timelines, and will include reviewing reports, and providing technical assistance during on-site inspections and as needed based on review of reports and requests of facility personnel; The applicant will ensure adequate staff is assigned to conduct compliance monitoring activities and will ensure that these individuals are trained in JJDP Act Core Requirements and the IJJC Juvenile Monitoring Compliance Inspection Manual. Compliance staff must also be able to work cooperatively with the IJJC training and technical assistance applicant's compliance monitor.
        2. Timely and accurate collection and reporting on a quarterly basis of compliance data to statewide compliance monitors and the Department/IJJC;
        3. Strategies and initiatives to establish, maintain, and ensure compliance with updated standards of care and confinement in correctional facilities, including annual review of standards of care for adherence to state and federal statutes and regulations;
        4. Youth development and advocacy projects related to DMC reduction and community based alternatives to arrest and secure confinement;
        5. Strategies and activities to eliminate confinement of status offenders in secure correctional facilities, in accordance with the requirements of the JJDP Act; and/or
        6. Annual collection, analysis, and reporting of DMC data for the 9 decision points required by OJJDP and the JJDP Act.
      3. Additional Services to be Performed by All Applicants 
        1. The Applicant will be available as requested by the Department/IJJC to present information regarding service deliverables, provide data updates, or to answer questions arising from the Applicant's work.
        2. Core Values and Principles: The applicant must provide a clear statement of commitment to the Core Values and Principles of the Illinois Juvenile Justice Commission, included in Appendix 2; Core Values and Principles of the IJJC.
        3. Requested Information
          The Applicant will be available as requested by the Department/IJJC to present information regarding service deliverables, provide data updates, or to answer questions arising from the Applicant's work.
        4. Site Visits
          The Applicant agrees to participate in site visits as requested by the Department/IJJC and agrees that program and collaborating partners will be in attendance at such site visits.
        5. Collaboration
          Applicants are expected to collaborate and partner with the Illinois Juvenile Justice Commission (IJJC) and relevant juvenile justice agencies-including but not limited to the Illinois Department of Juvenile Justice, the Administrative Office of Illinois Courts, and local juvenile court systems and probation departments-to develop innovative system improvement strategies, research initiatives, and data collection and analyses plans aimed at achieving the system improvement goals of the IJJC.
        6. OJJDP Performance Measures
          The Applicant will submit Performance Measures data required by OJJDP on or before November 1st of each year for the preceding period of October 1 - September 30. Data will be submitted in the format prescribed by the Department and IJJC. (See Appendix 2)
        7. Fiscal Reporting by Service Area
          OJJDP has identified 32 service areas for which Title II funds may be utilized. Applicants will work with the Juvenile Justice Specialist to match provided services with service areas and subsequently will report expenditures by services areas. (See Appendix 3)
    5. ADDITIONAL 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 Department/ IJJC funded program 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 encouraged to consider TANF and/or SNAP clients for employment, contingent upon their qualifications in the areas of education and work experience.
      5. Publication of Studies, Reports or other Program Products
        The Applicant agrees that products produced for the Department/IJJC with Title II funds, including, but not limited to research reports, data, analyses and policy recommendations are the property of the Department/IJJC and will not be published or distributed except as prescribed by the Department/IJJC.
        Unless otherwise provided in the approved Program Plan, the Applicant agrees not to publish, release or otherwise disseminate data in any form without the prior written permission of the Department/IJJC. If such permission is granted, the Applicant agrees to submit to the Department/IJJC six copies of all reports and proposed publications resulting from this Agreement a minimum of 30 calendar days prior to public release; any publications (written, visual or sound), excluding press releases, newsletters and issue analyses, shall contain the following statement:
        1. "Prepared under grants(s) from the Office of Juvenile Justice and Delinquency Prevention, Office of Justice Programs, United States Department of Justice. Points of view or opinions in the document are those of the author and do not necessarily represent the official position or policies of the United States Department of Justice, the Illinois Department of Human Services or the Illinois Juvenile Justice Commission." 
    6. Performance Measures 
      Each quarter, successful applicants will submit a periodic performance report (PPR), which includes the following performance measures. At the end of the year, successful applicants will also submit a cumulative report. (For an example of a PPR, see Appendix 3; Periodic Performance Report)
      1. Percentage of periodic financial forms (PFR) (previously known as Expenditure Documentation Forms) submitted on time with accurate information, in the format prescribed by the Department.  The forms submitted no later than the 15th of each month for the preceding month by email.
      2. Percentage of quarterly data/narrative reports submitted on time with accurate information, in the format prescribed by the Department.  Quarterly data/narrative reports must be submitted no later than the 15th of each month following the end of the quarter.
      3. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format prescribed by the Department.
      4. Percentage of agency determined performance measures and standards met--see section D.2.d; Evaluation.
    7. Performance Standards 
      1. Percentage of periodic financial forms (PFR) (previously known as Expenditure Documentation Forms) submitted on time with accurate information, in the format prescribed by the Department. The PFR's must be submitted no later than the 15th of each month for the preceding month by email. (Acceptable 80%)
      2. Percentage of quarterly data/narrative reports submitted on time with accurate information, in the format prescribed by the Department. Quarterly data/narrative reports must be submitted no later than the 15th of each month following the end of the quarter. (Acceptable 75%)
      3. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format prescribed by the Department. (Acceptable 80%)
      4. Percentage of agency determined performance measures and standards met--see section D.2.d; Evaluation. (Acceptable 90%)
  2. Eligibility Information
    1. ELIGIBLE APPLICANTS
      1. This competitive funding opportunity is limited to applicants that meet the following requirements:
        • Applicant is an Illinois unit of government, OR
        • Applicant is an Illinois educational institution:
          AND
        • Unless otherwise exempt from these requirements under 2 CFR § 25.110(b), each applicant is required to:
        • Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp;
        • provide a valid DUNS number in its application; and
        • 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 cannot make a Federal pass-through or State award to an applicant if the applicant has not complied with all applicable DUNS and SAM requirements
          AND
      2. Applicant has completed the GATA pre-qualification process.
        • Applicant entities will not be eligible to apply for a grant award unless they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov , Grantee Links tab, prior to the application due date and time. 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.
  3. Funding Information
    1. Specifics regarding Funding
      1. Funding for this award will come from federal Title II Formula Grants Program (Title II) awarded to the State of Illinois.
      2. There is no match required for this application.
      3. This NOFO is considered a competitive application for funding.
      4. The IJJC anticipates awarding approximately 2 grants; the average grant amount will vary based on program area and will range from $30,000 to $200,000.
      5. Applications for new and existing applicants will be scored with the same scoring matrix.
      6. Grant funds will be used for program costs and expenses from July 1, 2018-June 30, 2019.
    2. Use of Grant Funds
      Funding allocated under this grant is intended to be used by applicants to support the IJJC in their work toward delinquency prevention, intervention efforts and an improved juvenile justice system.
      All applicants will use grant funds in compliance with federal statutes, regulations and the terms and conditions of the federal awards. More information can be found at https://ojp.gov/financialguide/pdfs/OCFO_2014Financial_Guide.pdf . 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.
      1. 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. Funding allocated under these grants is intended to provide direct services to youth.
      2. Unallowable costs
        Unallowable Costs are costs the federal government is unwilling to pay as a direct charge or through an indirect cost pool applied to the federal grant or contract. An organization is not prohibited from incurring unallowable costs but they cannot be recovered either directly or indirectly under federal grants or contracts. Categories of Unallowable Costs include: Land Acquisition, Compensation of Federal Employees, Travel of Federal Employees, Bonuses or Commissions, Military Type Equipment, Lobbying, Fundraising, Corporate Formation, State and Local Sales Tax and Other Unallowable Costs.
        In addition, and specific to this grant, un-allowed costs will also include:
        • Capital Expenditures
        • Renovations or remodeling not separately approved in writing by DHS program staff and necessary to meet safety standards
        • Purchase of a vehicle
        • Food for staff unless authorized as per diem under the State of Illinois Governor's Travel Control Board.
        • Deposits for items, services, or space
      3. Indirect costs
        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.  Every organization that receives an FY19 state award must make an indirect cost rate proposal or election in the Crowe Activity Review System (CARS), including organizations that are choosing not to claim payment for indirect costs. 
        https://solutions.crowehorwath.com/CARS/StateofIllinoisGOMB/Login.aspx
        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 federally NICRA.
        2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate.
        3. De Minimis Rate. An organization that has never received a Federal or State 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. If programs elect to use the De Minimis rate, is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.
          2 CFR § 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.
        4. "No 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.
          • Crowe Activity Review System (CARS).
            CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendix IV, V & VII.
          • Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
          • Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
          • Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
      4. Administrative costs
        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.
      5. Match Requirements
        Applicants are NOT required to provide match to this award. However, if a successful 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.
      6. Program budgets
        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 reasonable and directly necessary for program implementation.
      7. Use of subcontractors
        Use of subcontractors to provide commission-supported activities is allowable under the following conditions:
        1. Use of subcontractor must be pre-approved by the Department
        2. Subcontractor Agreement(s), including Subcontractor Budgets and Narratives must be included with the application.
        3. Subcontractors shall be subject to the same contract provisions as the applicant.
        4. The Applicant will retain sole responsibility for the compliance, performance and monitoring of the subcontractor.
    3. FUNDING RESTRICTIONS
      1. Pre-award Costs will not be funded under this award.
      2. Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the U.S. Office of Personnel Management website https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2017/ES.pdf
      3. Applicants are encouraged to minimize Conference/Meeting/Training Costs. These costs are subject to the Office of Justice Programs policy and guidance available at https://ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm
        Applicants must clearly identify any Conference/Meeting/Training Costs in their submitted budget.
      4. Federal funds have a general prohibition of all food and beverage costs.
      5. Additional Unallowable Costs : see section C.2.b Unallowable Costs.
        THE RELEASE OF THIS NOFO DOES NOT OBLIGATE THE ILLINOIS DEPARTMENT OF HUMAN SERVICES TO MAKE AN AWARD.
  4. Application and Submission Information
    All applicants are required to provide the requested information as outlined in this NOFO to be considered for funding in FY2019.  Successful applications will serve as the applicants program plan and budget for the FY2019 grant periods. 
    1. Address to Request Application Package
      Application materials are provided throughout the announcement.  Appendices will be available in user friendly/printer friendly format and may be found on the Illinois Department of Human Services web site at:http://www.dhs.state.il.us/page.aspx?item=101189 Please click on the corresponding link to the right. 
        • Appendix 1: Core Requirements of the Office of Juvenile Justice and Delinquency Prevention
        • Appendix 2: Core Values of the Illinois Juvenile Justice Commission
        • Appendix 3: Periodic Performance Report (Example)
        • Appendix 4: DHS Budget Training Manual.
        • Appendix 5: Uniform Budget Template
        • Appendix 6: Uniform Application for State Grant Assistance
        • Appendix 7: Application Checklist
      • Additional copies may be obtained by contacting the contact person listed below. Each applicant must have access to the internet. The Department's web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the NOFO.
        Contact Person
        Wendy Nussbaum, Executive Director
        Illinois Juvenile Justice Commission
        IDHS, Division of Family and Community Service
        401 S Clinton St. 4th Floor Chicago, IL 60607
        Email: wendy.nussbaum@illinois.gov
    2. Content and Form of Application Submission
      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. The total application may not exceed the prescribed page limit, single-spaced. The Uniform Application for State Grant Assistance, checklist, attachments, letters of intent and Uniform Budget template/Narrative are not included in the page limitation. 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 a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below. If an applicant receives an award through this NOFO, 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. Executive Summary (Abstract) 1 Page
        The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. The Executive Summary should be suitable for publication on the Commission's website, if an award is made. At a minimum, each of the following should be addressed in the summary:
        • Clearly identify the services under Section A.4 "Services to be Performed" for which the applicant is applying.
        • Briefly describe relevant experience entity has performing those services.
        • Briefly describe any major accomplishments and outcomes related to those services.
        • If an applicant believes it is uniquely qualified to perform a specific service, based on access to data or other qualifications, clearly identify that service and what uniquely qualifies the applicant.
        • The amount requested through this grant.
        • The applicant's clear statement of commitment to the Core Values and Principles of the Illinois Juvenile Justice Commission included in Appendix 2.
      2. Qualifications 2 Pages
        The purpose of this section is for the applicant to present an accurate picture of the entity's ability to support state and local delinquency prevention, intervention efforts and juvenile justice system improvements as outlined in this NOFO. Information in this section should include, but not necessarily be limited to, the following:
        1. Convincing evidence that the applicant is capable of carrying out the proposed project. Describe relevant major accomplishments and outcomes of the entity in the field of juvenile justice.
        2. 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. Present job descriptions for each position that will be funded in part or in whole with grant funds as Attachment A- Job Descriptions.
        3. Describe any experience(s) that the applicant has with collaborative efforts with other entities in the field of juvenile justice. Describe relevant major accomplishments and outcomes of those collaborative efforts.
        4. Describe applicants current access and ability to report data at the nine key OJJDP decision points, including:
          1. Arrest
          2. Diversion
          3. Petitions Filed
          4. Referral to Court
          5. Delinquency Adjudications
          6. Probation Sentences
          7. Detention
          8. Commitments to DJJ
          9. Transfer to Adult Court 
        5. List number of years of experience, if any, applicant has to provide state-wide data collection/reporting services to the IJJC.
        6. Describe applicant entity's past experience managing state and/or federal grants.
        7. Does the applicant entity's mission statement and goals align with the work proposed under this funding opportunity? How so?
        8. 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. 
      3. Quality - Description of Program/Services (Max, 2 pages per program area
        1. Clearly identify the each of the service(s) under Section A.4 "Services to be Performed" for which the applicant is applying.
        2. For each service:
          1. Describe in detail the scope of service project
          2. Describe how the project relates to the four core requirements; Deinstitutionalization of Status Offenders (DSO), Adult Jail and Lock-Up Removal (Jail Removal; "Sight and Sound" Separation; and Disproportionate Minority Contact (DMC);
          3. Describe the goal(s) of the project. Describe the anticipated impact this project will have on the Illinois Juvenile Justice System and whether that anticipated impact will be at the local or state level.
          4. Describe how the project will be implemented and by whom.
          5. Provide a timeline for project completion with milestones as applicable.
          6. Provide an estimate of time that will be spent on this project (hours, days, weeks, etc.) and the estimated cost for this project.
          7. If applicable, describe how the results of this project will be shared with the Commission, with local councils, governmental agencies, etc.
          8. Describe anticipated collaboration and partnerships with the Illinois Juvenile Justice Commission (IJJC) and relevant juvenile justice agencies-including but not limited to the Illinois Department of Juvenile Justice, the Administrative Office of Illinois Courts, and local juvenile court systems and probation departments-to develop innovative system improvement strategies, research initiatives, and data collection and analyses plans aimed at achieving the system improvement goals of the IJJC.
        3. Evaluation 1 Page
          1. Describe the process that will be used to evaluate the effectiveness of the proposed project.
          2. Provide at least three and no more than eight measurable objectives and dates of expected completion specific to your proposed activities.  These should include process and outcome measures. See Section A.6. E. "Performance Measures") If applicant is selected for funding, applicant will work with the Department to finalize measureable objectives that will be included in your contract deliverables.
          3. Successful applicants will finalize the above measures and standards with the Department/IJJC to be included in your contract deliverables. 
          4. Applicants must make a clear statement of their intention to participate in any formal evaluation that may be conducted by the Department/IJJC.
        4. Budget and Budget Narrative
          1. 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 Appendix 4: DHS Budget Training Manual.
          2. 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.
          3. The Budget and Budget narratives should be prepared to reflect a budget period from July 1, 2018 - June 30, 2019. The Budget should be electronically signed and submitted in the CSA system. The budget must be signed by the applicant's Chief Executive Officer and Chief Financial Officer. See http://www.dhs.state.il.us/page.aspx?item=95350  for more information about requesting CSA budget signoff authority.
          4. Once the budget has been signed and submitted, generate a PDF copy of your CSA budget and include it as Attachment B1; Applicant Uniform Budget Template. Only the budget copy included with your application submission will be scored, regardless of whether or not subsequent changes are made to the budget in the CSA system.
          5. Submit as Attachment B2; Copy of Federal Form W9 for the Applicant Agency. It is critical that the Agency name, address and FEIN number matches the information provided on the Uniform Application for State Grant Assistance (Appendix 6) submitted as part of the total Application package.
          6. If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment B3; Copy of currently approved NICRA.
          7. If Applicant is proposing to use a subcontractor, subcontractor's budget must be included and follow the above requirements. Include the following Attachments:
            • Attachment C-Subcontractor Agreement
            • Attachment C1-Subcontractor Uniform Budget Template
            • Attachment C2-Copy of Federal Form W9 for the Subcontractor Agency
            • Attachment C3-Copy of approved NICRA for Subcontractor Agency (if indirect costs are included and Subcontractor Agency has a current approved Federal or State NICRA.)
        5. Application Attachments
          Although this section is not scored individually, points will be deducted in the above sections if these items are not included as directed. The Attachments should be labeled accordingly and placed in the order listed in #5 b of this section, "Mandatory forms and attachments." 
    3. Submission Dates and Times
      Applications must be received at the location below no later than 12:00 p.m. (noon) on Thursday, April 19th, 2018. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail as described in this section and in Section D.5; Other Submission Requirements below. 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 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 will not be considered for review or funding. Applicants are required to notify the Department by Thursday, April 26th 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 Thursday, April 26th at noon, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after Thursday, April 26th at noon.
      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: "19-444-80-1269-01 Karrie Rueter JJSI".
      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. 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 email location listed above. See bolded sections above
  5. 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. With the exception of letterhead and stationery for letter(s) of support, the entire application should be typed in black ink on white paper. The application must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The applications must not exceed prescribed page limitations, including the Executive Summary; Qualifications; Quality - Description of Program /Services; Evaluation; and Budget Narrative. The Uniform Application for State Grant Assistance, Attachments, Checklist, and Uniform Budget Template/Narrative forms are NOT included in the page limitation.
      The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below in Section D.5.b "Mandatory forms/attachments".  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.
    2. Mandatory forms/attachments (See Appendix 7 for Application Checklist)  
      ALL Applications MUST include the following mandatory forms/attachments in the order identified below:
      • Uniform State Grant Application
      • Application Checklist
        • Proposal Narrative
          • Executive Summary
          • Qualifications
          • Quality - Description of Program/Services
          • Evaluation
          • Budget Narrative
      • Attachments to Your Application
        • Attachment A - Job Description(s) for any grant funded personnel
        • Attachment B1 - Uniform Budget Template & Worksheet
        • Attachment B2 - Copy of Federal Form W9 for the Applicant Agency
        • Attachment B3 - Copy of currently approved NICRA if indirect costs are included and applicant has a current approved Federal or State NICRA
          If Subcontractors will be used, also include the following:
        • Attachment C-Subcontractor Agreement
        • Attachment C1-Subcontractor Uniform Budget Template and Worksheet
        • Attachment C2-Copy of Federal Form W9 for the Subcontractor Agency
        • Attachment C3-Copy of approved NICRA for Subcontractor Agency if indirect costs are included and Subcontractor Agency has a current approved Federal or State NICRA
  6. Application Review Information
    1. Criteria
      All applicants must demonstrate that they meet all requirements under this NOFO as described throughout. Applications that fail to meet the criteria described in the "Eligible Applicants" as identified in section C "Eligibility Information" will not be scored and will not be considered for funding. Review teams comprised of a minimum of 3 individuals either employed by DHS serving in the Division of Family and Community Services or members of the IJJC will be assigned to review applications. These review teams, may include individuals working as Government Public Service Interns under contract from the University of Illinois at Springfield, assigned to the Bureau of Youth Intervention Services and contract staff.
      Applications will first be reviewed and scored individually. Then, review team members will collectively review the application and team member's scores and comments to ensure team members have not missed items within the application that other team members may have identified. Application highlights and concerns will be discussed. Once this process has been completed, the individual review team members will finalize their scores and recommendations. The Review Team scores will be compiled and averaged by the application Review Coordinator who then will present the scores, summary comments and reviewer recommendations to the IJJC Planning and Grants (P&G) Committee.
      The P&G Committee may consider other factors such as prior periodic performance reports, geographic location, etc. The P&G Committee will formalize by vote, funding recommendations for the IJJC. Only IJJC members fully participating in the review process will have access to the individual applications. Based on the information prepared by the P&G committee and considering factors such as the availability of funding etc., the IJJC will determine its final recommendations by vote. The final recommendation will be presented to the Associate Director for the Office of Community and Positive Youth Development who will present it to the Director of the Division of Family and Community Services for a final award decision. (See Section E.3 Review and Selection Process.
       
      Scoring will be on a 100 point scale with an additional 20 possible priority points
      Proposal Scoring Points
      Executive Summary 10
      Capacity 30
      Quality  40
      Evaluation 10
      Budget & Budget Narrative 10
      TOTAL 100
      Priority Points ------
      Access to Statewide Data 10
      Experience 10
      Total Possible with Priority Points 120
    2. Priority Points:
      1. Access to Statewide Data-up to an additional 10 points will be awarded to applicants who demonstrate their ability to access or their ownership of statewide data of one or more of nine key OJJDP decision points:
        • Arrest
        • Diversion
        • Petitions Filed
        • Referral to Court
        • Delinquency Adjudications
        • Probation Sentences
        • Detention
        • Commitments to DJJ
        • Transfer to Adult Court (Can be provided to the local JJC by the IJJC)
          • Access to statewide data at one decision point = 4 points
          • Access to statewide data at two decision points = 8 points
          • Access to statewide data at three or more decision points = 10 points
      2. Experience-up to an additional 10 points will be awarded to applicants who have previously received Title II Funds to provide state-wide data collection/reporting services to the IJJC for three or more years.
        • 1 year =3 points
        • 2 years=6 points
        • 3 years =9 points
        • More than 3 years = 10 points
    3. Review and Selection Process
      As described in Section E.1. Criteria above, scoring will be on a 100 point scale with an additional 20 possible priority points. Scoring will not be the sole award criterion. In addition, the Department for example may consider past performance, access to data systems, etc. of Applicants. While recommendations of the review team and the IJJC 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. Any internal documentation used in scoring or awarding of grants shall not be considered public information.  Final award decisions will be made by the Illinois Juvenile Justice Commission and the Director of the Division of Family and Community Services at the recommendation of the Associate Director for the Office of Community and Positive Youth Development. The Department reserves the right to negotiate with successful applicants to adjust award amounts.
    4. Merit-Based Evaluation Appeal Process
      Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal, and shall be reviewed by IDHS' Appeal Review Officer (ARO).
      1. Submission of Appeal:
        An appeal must be submitted in writing to Karrie Rueter, Associate Director, Office of Community and Positive Youth Development, 823 East Monroe, Springfield, Illinois 62702; Karrie.Rueter@illinois.gov who will send to the ARO for consideration.
        • An appeal must be received within 14 calendar days from the date the appeal was received.
        • The written appeal shall include at a minimum the following:
          1. The name and address of the appealing party;
          2. Identification of the grant; and
          3. Statement of the reasons for the appeal.
      2. Response to Appeal
        • DHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
        • DHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
        • The appealing party must supply any additional information requested by DHS within the time period set in the request.
      3. Resolution
        • The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
        • In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
        • The Agency will resolve the appeal by means of written determination.
        • The determination shall include, but not be limited to:
          1. Review of the appeal;
          2. Appeal determination; and
          3. Rationale for the determination.
  7. Award Administration Information
    1. State Award Notices
      Applicants recommended for funding under this NOFO following the above review and selection process 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 applicants 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 NOFO 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). Refer to Section C2.c for additional information regarding indirect cost rate requirements. Documentation will be required to verify the approved NICRA. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget.
    3. Reporting
      1. The Applicant will submit monthly Periodic Financial Reports (formerly 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 15, 2019.
      3. The Applicant will submit Periodic Performance Reports (formerly known as "Quarterly Reports") in the format prescribed by the Department. Periodic Performance Reports must be submitted no later than the 15th of each month following the end of each quarter (Reports due: October 15th, January 15th, April 15th and July 15th).
      4. The Applicant will submit a final, year-end, cumulative Periodic Performance Report in a format prescribed by the Department no later than July 15, 2019. e. 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 NOFO, please send them via email to: DHS.YouthServicesInfo@Illinois.gov  with "JJSI NOFO - Karrie" in the subject line of the email.
      Questions with their respective answers will be posted on the DHS website at http://www.dhs.state.il.us/page.aspx?item=101194Please click on the corresponding link to the right. These FAQs will be posted with the other JJSI NOFO documents. The information in the FAQ section may be updated periodically, so applicants are encouraged to check it frequently. Only written answers posted on the website will be considered valid and official. Note: The final deadline to submit any written questions regarding the JJSI-1 NOFO will be April 12, 2018. 

Mandatory Forms -- Required for All Agencies

  1. Uniform Application for State Grant Assistance (pdf)
  2. Uniform Grant Budget submitted in CSA
  3. Copy of currently approved NICRA if indirect costs are included in the budget