19-444-80-0190-01 Special Education-Grants for Infants and Families Early Intervention - Child and Family Connections - Notice of Funding Opportunity (NOFO)

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services
2. Agency Contact: Nick Marsters
Nick.Marsters@illinois.gov
217-557-5389
3. Announcement Type: Initial Announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 19-444-80-0190-01
6. Funding Opportunity Title: Special Education - Grants for Infants and Families - Early Intervention Child and Family Connections
7. CSFA Number: 444-80-0190
8. CSFA Popular Name: Special Education - Grants for Infants and Families - Early Intervention Child and Family Connections
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 25
11. Estimated Total Program Funding:

Initial 9 Month Award FY19: $30,446,709

Renewal Option 1 FY20 (12 month): $41,332,439

Renewal Option 2 FY21 (12 month): $42,084,967

12. Award Range Not applicable
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs

Yes

Citation governing the restriction:

Local Education Agencies which include Regional Offices of Education and Special Education districts are subject to indirect cost rates negotiated by the Illinois State Board of Education (ISBE).

State of Illinois public Universities are subject to the following indirect cost rate maximums:

  • Onsite - 10% of MTDC
  • Offsite - 20% of MTDC
16. Posted Date: July 24, 2018
17. Closing Date for Applications: Friday, August 24, 2018, 12:00 pm
18. Technical Assistance Session: Session Offered: No
Session Mandatory: Not applicable

Agency-specific Content for the Notice of Funding Opportunity

A. Program Description

GOAL: It is the policy of the State to enhance the development of all eligible infants and toddlers to minimize developmental delays and maximize individual potential for adult independence. It is the need of the State to implement, on a statewide basis, locally-based, comprehensive, coordinated, interdisciplinary, interagency, Early Intervention (EI) services for all eligible infants and toddlers. The EI Program is a statewide program for the evaluation and assessment of infants and toddlers under three years of age and the provision of services for those who have a disability, a 30 percent delay in development in one of the five developmental domains, or who are substantially at risk of developmental delays. Children and families access EI services through one of 25 Child and Family Connections (CFC) offices. This Notice of Funding Opportunity (NOFO) issued by the Illinois Department of Human Services (IDHS), Division of Family and Community Services, seeks agencies located within Illinois to serve as the CFC offices for designated geographic areas. (See chart in Appendix I to identify the area served by each CFC office.) CFC offices are the regional intake entities defined in state statute (325 ILCS 20) and rule (89 IL Admin. Code 500) as IDHS's designated entity responsible for implementation of the EI Program within its designated geographic area. IDHS is required to assure the designation of regional points to accomplish consistent intake and Service Coordination throughout the State, with services defined in Section

A.1. Separate applications for each geographical intake region must be submitted for those organizations submitting for more than one geographical intake region.

A.1. SUPPLIES AND/OR SERVICES REQUIRED:

A.1.1. The CFC office shall select, train, and supervise qualified staff to carry out the following tasks within the EI Program's specified time frames. Service Coordinators and Parent Liaisons will complete required training within 90-calendar days of receiving their temporary credentials.

  • A.1.1.1 The CFC office shall receive referrals from primary referral sources and contact the family within two-business days after the date that the referral is received to schedule an intake meeting with the family.
  • A.1.1.2 Contact with the family shall be in the family's native language or, with respect to an individual who is deaf or hard of hearing, blind or visually impaired, or for an individual with no written language, means the mode of communication that is normally used by that individual.
  • A.1.1.3 The CFC office shall provide Service Coordination activities, including the following:
    • A.1.1.3.1 Conduct intake meetings, which are the process of meeting face-to-face with the family to explain the EI Program and to complete all initial steps required prior to beginning the necessary evaluations and/or assessments;
    • A.1.1.3.2 Assist parents of infants and toddlers with disabilities in obtaining access to needed EI services and other services identified in the Individualized Family Service Plan (IFSP), including making referrals to EI Providers for needed services and scheduling appointments for infants and toddlers with disabilities and their families;
    • A.1.1.3.3 Coordinate the provision of EI services and other services (such as educational, social, and medical services that are not provided for diagnostic or evaluation purposes) that the child is in need of or is currently being provided;
    • A.1.1.3.4 Coordinate evaluations to determine if the child is eligible for EI services, assessments to identify the child's unique strengths and needs, and any EI service appropriate to meet those needs. Evaluations and/or assessments of five developmental domains are required to determine the child's level of functioning and/or unique strengths and needs in each domain prior to writing the initial IFSP;
    • A.1.1.3.5 Facilitate and participate in the development, review, and evaluation of an IFSP, including facilitating the development of the initial IFSP within 45 days after the initial date of referral and distributing copies of the IFSP to the family, EI Providers and other entities identified in the IFSP as soon as possible and no than 15-business days after the IFSP meeting;
    • A.1.1.3.6 Conduct referral and other activities to assist the family in identifying available EI Providers;
    • A.1.1.3.7 Coordinate, facilitate, and monitor the delivery of EI services to ensure that the services are provided in a timely manner;
    • A.1.1.3.8 Conduct follow-up activities to determine that appropriate Part C services are being provided. Communicate monthly with the family using a variety of face-to-face, telephone, written correspondence, and other methods, including IFSP team meetings, to ensure that the family is well informed and functioning as an active participant in the implementation of the IFSP and to monitor the provision of needed evaluations and/or assessments and services;
    • A.1.1.3.9 Inform families of their Part C rights, procedural safeguards and available advocacy services;
    • A.1.1.3.10 Coordinate the funding sources for EI services required under this part, and
    • A.1.1.3.11 Facilitate the development of a transition plan to preschool, school, or, if appropriate, other services.
  • A.1.1.4 The CFC office shall establish/maintain Local Interagency Council(s) (LIC), as defined in the chart found in Appendix I. LICs are components of the statewide infrastructure of the EI Services System and emphasize planning at the local level to identify and coordinate all resources and services available within each CFC local service area. Each CFC will be responsible for the coordination of their LIC(s).
  • Members of each LIC shall include, but are not limited to, the following:
  • parents;
  • representatives from coordination and advocacy service providers;
  • local education agencies (LEA);
  • other local public and private service providers;
  • representatives from State agencies at the local level; and
  • others deemed necessary by the LIC.
    • A.1.1.4.1 The LIC will assist the CFC with:
      • Development of collaborative agreements between local service providers, diagnostic and other agencies providing additional services to the child and family;
      • Agreements related to transition and integration of eligible children and families into the community;
      • Local needs assessments, planning, and evaluation efforts;
      • Identifying and resolving local access issues;
      • Provider recruitment; and
      • Development of an annual report to the IICEI regarding Child Find and public awareness via an annual report.
  • A.1.1.5 The CFC office shall provide Parent Liaison activities that include development and provision of direct support services to families and provision of consultation/resources to IFSP team members, and other EI Providers regarding family perspectives on practices and policies for services and system development. CFC offices must have a credentialed Parent Liaison(s) to ensure that Parent Liaison activities are provided.
  • A.1.1.6 The CFC office shall provide Social Emotional (SE) components that include, at a minimum, a SE Consultant, relationship-based training in EI, reflective consultation for the CFC Manager, integrated assessment and intervention planning, case consultation, and involvement in the SE Consultant Network. CFC offices must have a SE Consultant(s) to support these services.
  • A.1.1.7 Each CFC office will contract Developmental Pediatric Consultation services to ensure quality assurance activities such as periodic (as needed) participation in IFSP meetings, consultation on requests for IFSP service changes, technical assistance and training to EI Providers to address local and system needs, Service Coordinator training tailored to needs identified pursuant to reviews, and assist CFC office with Child Find with the medical community. Other quality assurance activities include:
    • A.1.1.7.1 Per request of the CFC or through periodic involvement, review of medical records, which may provide an explanation for a child's problems and thus avoid unnecessary medical diagnostic evaluations.
    • A.1.1.7.2 Review evaluations and/or assessments and listen to the Service Coordinator's discussions of their observations of the child to assist in identifying signs of PDD, Autism, Verbal and Motor Apraxia, Sensory Regulatory Disorder or other diagnoses that have not been previously addressed in either evaluation/ assessment or treatment activities.
    • A.1.1.7.3 Discuss the specific medical diagnosis with the Service Coordinator and the impact that a disease or syndrome may have on a child and family. Make suggestions for a better approach to the family.
    • A.1.1.7.4 Assist with post-IFSP development for consistency with principles and best practices and the expressed EI philosophy, principles, best practices, and procedures.
    • NOTE: Clinical developmental pediatric professionals include the following: Pediatrician, Nurse Practitioner, Developmental Pediatrician, or EI Therapist with strong developmental background that can provide a global perspective. A copy of the contract must be provided with the submission of the annual budget in the timeline required by IDHS.
  • A.1.1.8 The CFC office shall comply with public and private insurance and family participation fee policies and procedures as required by IDHS.
  • A.1.1.9 The CFC office shall participate in public awareness and Child Find activities by disseminating information to primary referral sources and working with LICs.
  • A.1.1.10 The CFC office shall maintain a directory of non-EI financial resources and support services for use with the family. The CFC shall assist the family in accessing non-EI financial resources and support services by making appropriate referrals while the child is enrolled with the EI Program and at transition. Children found ineligible should be offered referrals for non-EI community resources prior to case closure.
  • A.1.1.11 The CFC office shall facilitate IFSP team discussions for every child to determine his/her status relative to each of the United States Department of Education, Office of Special Education Programs (OSEP) identified child outcomes and document the ratings in the statewide data system.
  • A.1.1.12 The CFC office shall monitor Part C funds to ensure that funds are utilized as the "payor of last resort" to the extent allowed by law. This includes assistance in accessing resource supports, including but not limited to the Division of Specialized Care for Children (Title V), and with the parent's or guardian's informed consent, Medicaid (Title XIX), the State's Children's Health Insurance Program (Title XXI), and private insurance.
  • A.1.1.13 The CFC office shall enroll, if it wishes, as an "All Kids agent" in order to complete the All Kids application as authorized under Section 22 of the Children's Health Insurance Program Act.
  • A.1.1.14 The CFC office shall develop, maintain, and process the permanent EI case record in accordance with policies set forth by IDHS.
  • A.1.1.15 The CFC office shall maintain administrative and programmatic contact with all EI Providers in the service area.
  • A.1.1.16 The CFC office shall participate in routine monitoring and technical assistance activities as required by IDHS, including on-site monitoring, data collection and reporting obligations, record reviews, financial audits, complaint investigations, and consumer satisfaction surveys.
  • A.1.1.17 The CFC office shall designate a CFC Manager who is employed by the CFC. The CFC Manager will be responsible for hiring all Service Coordinators. All Service Coordination activities will be the responsibility of the CFC and cannot be subcontracted to another entity.
  • A.1.1.18 The CFC office shall have a toll-free number and Internet access.
  • A.1.1.19 The CFC office shall purchase/maintain required equipment based upon IDHS specifications.
  • A.1.1.20 The CFC office shall provide an annual budget in the format and timeline required by IDHS.
  • A.1.1.21 The CFC office shall be in compliance with the Child and Family Connections Procedure Manual (including CFC support services, recordkeeping, disputes, referrals to CFCs, intake, eligibility determination, public and private insurance use determination, family participation fees, IFSP creation and implementation, transition, and transfer and case closure) that may be found at http://www.dhs.state.il.us/page.aspx?item=32263
  • A.1.1.22 The CFC office shall participate in training sessions, as required by IDHS.
  • A.1.1.23 The CFC office shall comply with the Health Insurance Portability and Accountability Act (HIPAA), specifically the Security Rule, the HIPAA Transactions and Code Sets Rule, and the regulations promulgated thereunder.
  • A.1.1.24 The CFC office shall comply with the confidentiality of EI Records pursuant to the Individuals with Disabilities Education Act, Section 617(c) and 642, as amended, 20 U.S.C. 1400 et seq., and Part C regulations in 34 CFR 303.401-303.417, all in accordance with the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 1232g and 34 CFR Part 99.

A.1.2. The CFC office shall act in accordance with all state and federal statutes, guidelines, procedures, rules, regulations, and executive orders applicable to the provision of services, including, but not limited to:

Federal Rules

  • 34 CFR 99: Family Education Rights and Privacy Act (FERPA);
  • 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
  • 34 CFR 303: Individuals with Disabilities Education Act (IDEA), Title I, Part C;
  • 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules;
  • 42 CFR 431.300 - 431.307: Medicaid provisions of the Title XIX of the Social Security Act and its rules, specifically provisions regarding "Safeguarding Information on Applications and Recipients"
  • 45 CFR Parts 160, 162 and 164 (Security standards only) Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Federal Statutes

State Statutes

  • 30 ILCS 705: Illinois Grant Funds Recovery Act
  • 30 ILCS 708 Grant Accountability and Transparency Act
  • 325 ILCS 20: Early Intervention Services System Act

Policy and Procedures

A.1.3. The CFC office will submit biannual child find screening calendars of upcoming screening events in the local service area.

A.1.4. The CFC office shall assist and coordinate with the implementation of State Systemic Improvement Plan (SSIP) strategies and targeted objectives.

A.1.5. The CFC office shall engage in community cross-sector initiatives including Illinois Department of Children and Family Services, IDHS Family and Community Resource Centers and other state-led early childhood service team members as outlined within IDHS initiatives.

A.2. PERFORMANCE MEASURES AND STANDARDS:

A.2.1. The CFC office shall be subject to the following performance measures and standards, which are collected through the EI data system and reported to and approved by OSEP. These performance measures and standards may change as OSEP requirements for the Illinois State Performance Plan and Annual Performance Report are updated.

  • A.2.1.1. Infants and toddlers will receive the EI services identified on their IFSPs within 30 days. Standard: Percent of children who receive EI services on their IFSPs in a timely manner goal is 100%.
  • A.2.1.2. Children with active IFSPs will have their services provided predominately in the home or a community setting as measured client data entered daily into the data system. Standard: Percent of children receiving services in home or community setting goal is 90.0%.
  • A.2.1.3. Children will demonstrate improved: positive social-emotional skills; acquisition and use of knowledge and skills; and use of appropriate behaviors. Standard: Of those infants and toddlers who entered or exited EI below age expectations in each outcome, the percent who substantially increased their rate of growth by the time they turn 3 years of age or exited the program are: 68.9% for positive social-emotional skills (including social relationships); 80.400% for acquisition and use of knowledge and skills (including early language/ communication); and 78.10% for use of appropriate behaviors to meet their needs. The percent of infants and toddlers who were functioning within age expectations in each outcome by the time they turn 3 years of age or exited the EI program are: 64.5% for positive social-emotional skills (including social relationships); 51.00% for acquisition and use of knowledge and skills (including early language/communication); and 57.40% for use of appropriate behaviors to meet their needs.
  • A.2.1.4. Families will report EI services have helped families: know their rights; effectively communicate their children's needs; and help their children develop and learn. Standard: 70.60% of respondent families participating in Part C will report that EI services have helped the family know their rights; 78.70% of respondent families participating in Part C will report that EI services have helped the family effectively communicate their children's needs; 75.40% of respondent families participating in Part C will report that EI services have helped the family help their children develop and learn.
  • A.2.1.5. The percent of children under age 1 served in Illinois through an IFSP as determined using client data entered daily into the data system and annual Census population estimates. Standard: EI under age 1 participation rate goal is 1.30%.
  • A.2.1.6. The percent of children under age 3 served in Illinois through an IFSP as determined using client data entered daily into the data system and annual Census population estimates. Standard: EI under age 3 participation rate goal is 3.97%.
  • A.2.1.7. New Individual Family Service Plans (IFSPs) will be initiated within 45 days of referral as measured by client data entered daily into the data system. Standard: Percent of IFSPs within 45 days goal is 100%.
  • A.2.1.8. A transition conference will be held at least 90 days and no more than 9 months of the child turning age 3 for 100% of children potentially eligible for Part B and whose families have consented to participate in a transition meeting, as measured by client data entered daily into the data system. Standard: Percent of transition meetings held goal is 100%.

A.3. TECHNICAL SUPPORT PLAN:

A.3.1. The Applicant shall provide a detailed narrative description (Technical Approach Narrative (TAN)) of how the applicant plans to address each requirement as specified in Section A.1, Supplies and/or Services Required, so that all the State's requirements are provided in a timely and cost-effective manner. Descriptions must be fully responsive to each service requirement. The TAN, in combination with the information provided in the Technical Approach Program Plan Matrix (TAPPM) required in Section A.3.4., should provide a clear picture of how each deliverable will be accomplished. Applicants must identify any deviations from the stated requirement(s) that cannot be satisfied. Any deviations from the stated requirements or any requirements that the Applicant cannot satisfy will affect the evaluation of the offer and may disqualify the Applicant.

A.3.2. As part of the TAN, if the Applicant provides EI services other than Service Coordination and Parent Liaison activities, the Applicant must be able to detail strategies to ensure that the referral function and location of the CFC office would not result in a conflict of interest or violate confidentiality and security requirements of FERPA/HIPAA.

A.3.3. As part of the TAN, the Applicant shall be able to provide a transition plan that will result in full operation beginning October 1, 2018, with the establishment of an adequate location(s) within the CFC service area for the delivery of Service Coordination functions. This would not apply to a current grant holder for a specified region as there would be no need for transition.

A.3.4. The Applicant shall provide a TAPPM with action steps needed to provide the deliverables as specified in Section A.1, Supplies and/or Services Required. The TAPPM must identify each requirement, the related action steps necessary to satisfy the requirement, timelines, staff responsible and the percent (%) of staff time to be allocated to each deliverable. Elements that are in place should be listed in the matrix as completed action steps.

A.4. TECHNICAL EXPERIENCE:

A.4.1. The Applicant shall provide information and support to demonstrate an understanding of EI philosophy and services.

A.4.2. The Applicant shall provide information and support to demonstrate at least five (5) years of experience providing service coordination/case management and as a primary responsibility, with relevant experience working with children and their families.

A.4.3. The Applicant shall provide information and support to demonstrate by a history of service delivery within a significant portion of the CFC service area.

A.4.4. The Applicant shall provide information and support demonstrating its history and ability to stablished relationships within the CFC area, with resources, direct service providers, home visiting providers and community agencies and groups and have an ability to link children and families to needed community services and resources.

A.4.5. The Applicant shall provide information and support to demonstrate the number of years of experience and the level of technical experience that appropriately reflects the ability to perform the scope of work.

A.4.6. The Applicant shall provide information and support to demonstrate relevant experience with businesses or government entities.

A.4.7. The Applicant shall provide information and support to demonstrate that the placement of the CFC office in the Applicant's organization is appropriate and supports the Applicant's capacity to provide the types of services specified in Section A.1. Supplies and/or Services Required.

A.4.8. The Applicant shall provide information and support to demonstrate at least five (5) years of experience in grant administration.

A.4.9. The Applicant shall provide information and support to demonstrate a working knowledge of fiscal and accounting concepts and practices commensurate to those required by federal and state financial and regulatory reporting in relation to the Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA) (30 ILCS 708/). This also includes sufficient knowledge to apply concepts relating to Generally Accepted Accounting Principles (GAAP).

A.5. PERSONNEL:

A.5.1. The Applicant shall provide resumes for all key personnel, including the CFC Manager, fiscal employees and all who will be involved in providing the services contemplated by this NOFO. A description for recruitment and selection of additional qualified staff should be provided, if needed. Resumes must include the full name, education background, years of experience, and employment history particularly as it relates to the scope of services specified herein. For Service Coordinators, instead of resumes the Applicant may provide a list of names with corresponding EI credential status, if available, or the name of the relevant Bachelor's Degree or higher. The information provided should indicate that key personnel meet or exceed staffing specifications stated below and that staff resources are adequate to implement the Technical Approach Plan required in this Section A.3. The Applicant shall provide information that demonstrates how staff reflects the racial/ethnic diversity of the families served by the EI Program in the CFC service area.

A.5.2. The Applicant shall be able to demonstrate that key personnel meet or exceed the staff specifications and present an acceptable plan for recruitment and selection of additional qualified staff, when needed.

A.5.3. The Applicant shall provide a staffing plan which includes Service Coordinators all of which have at least a Bachelor's Degree or higher in a human service, behavioral science, social science or health-related field, or a current license as a Registered Nurse, with exceptions made for Service Coordinators who hold an EI Service Coordinator's credential based upon former standards.

A.5.4. In addition to the requirements listed for Service Coordinators, the CFC Manager shall have and be able to validate at least two (2) years direct experience working with children with disabilities, with supervision experience preferred.

A.5.5. Parent Liaisons shall have and be able to validate at least a high school diploma or equivalent and must be a parent or guardian of a child with special needs.

A.5.6. IDHS recommends that the Social-Emotional (SE) Consultant have all or most of the following skills and education/work experiences in order to perform the duties of the position: Master's Degree in child development, special education, psychology, social work, counseling or a related field; supervised clinical experience with children and families; knowledge of and training in infant development: typical and atypical, attachment theory, family systems theory, psychopathology in infancy and toddler-hood, diagnosis of mental health disorders in infancy (DC: Zero to Three and or DSM IV-TR), impact of stress and trauma in infancy, assessment of parent/child relationship, intervention to support parent/child relationship, and assessment of adult mental health disorders; deep understanding of philosophy and practice of relationship-based EI; knowledge of consultation process and experience in providing consultation regarding parenting and child development and team process; knowledge about and skill in providing reflective supervision and consultation; capacity to plan and provide in-service education to service providers and practitioners; compatibility with the CFC Manager predictive of the formation of a trusting relationship between SE Specialist and the CFC Manager and staff; and experience in the EI Program providing direct services to infants and toddlers and their families. Special consideration will be given to those SE Consultants who hold the Infant Mental Health (IMH) certification or the Illinois Association of Infant Mental Health (ILAIMH) certification.

A.5.7. The Applicant shall possess competencies and expertise sufficient in accounting and or bookkeeping to allow for submission of complete and accurate financial and performance measure data, including periodic financial reports, periodic performance measure reports, budgets, indirect cost calculations and application of indirect cost rates, to ensure compliance with the requirements set forth in the state Grant Accountability and Transparency Act (GATA) (30 ILCS 708/) and the federal Uniform Guidance (UG) (2 CFR 200). Preference shall be given to Certified Public Accountant designations and/or fiscal experience with federal or state grants awarded under UG or GATA.

A.6. SUBAWARDS AND SUBCONTRACTORS:

A.6.1. Subawards as defined in in 2 CFR 200.92 are not allowed. Each CFC office is unilaterally responsible for the deliverables and other requirements set forth in this NOFO. Any contractual instrument that might be entered into by the CFC office that results in the classification of a subrecipient as defined by 2 CFR 200.300 are not allowed.

A.6.2. Except as otherwise prohibited in this NOFO, subcontractors/contracts as defined in 2 CFR 200.300 are allowed. The Applicant must identify subcontractors expected to receive $50,000 or more annually under the grant agreement and submit a copy of the agreement to the Bureau of EI in conjunction with the budget prepared in the CSA. All said copies of such agreements must be submitted by email to the Bureau of EI at DHS.EIFiscal@illinois.gov.

A.6.3. All Service Coordination activities will be the responsibility of the CFC office and cannot be subcontracted.

A.6.4. Any subcontracts entered into prior to award of the grant are done at the sole risk of the Offeror and subcontractor(s).

A.7. WHERE SERVICES ARE TO BE PERFORMED:

A.7.1. The Applicant shall provide adequate, accessible space/facilities to store permanent child case records, house staff, and hold stakeholder meetings. The space/facilities shall be FERPA/HIPAA compliant, with adequate space to maintain confidentiality/security. Electronic storage is allowed in accordance with IDHS-electronic storage procedures.

A.7.2. Appendix I identifies each CFC service area, the county(s) and/or Zip Code(s) it serves, the LIC that it is responsible for, including what counties or areas are served by the LIC, and the six-month average number of active IFSP with average six-month Intake included for each CFC service area for the period beginning January 1, 2018 and ending June 30, 2018 on which funding estimates for each region are based.

B. FUNDING INFORMATION

B.1. INITIAL TERM AND RENEWAL OPTIONS: The resulting grant agreement with the awarded applicant shall have an initial term of nine months beginning October 1, 2018 and ending June 30, 2019. In no event will the total term of the grant agreement including the initial term, any renewal terms, and any extensions exceed three (3) years. Subject to the maximum total term limitation, the Illinois Department of Human Services has the option to renew for the following terms: Two (2), one (1) year (12 month) renewal options. Unless renewal options are otherwise declined, not exercised, or denied by either the Applicant or the IDHS, applications for renewals of existing projects are not eligible for competitive application for a new award. Additionally, renewal-eligible applicants may ONLY request funding to the CFC office or CFC offices for which they were awarded in the initial nine-month period beginning October 1, 2018 and ending June 30, 2019.

B.2. FUNDING AVAILABLITY:

The estimated maximum amount of funding available through this announcement for the nine-month period beginning October 1, 2018 and ending June 30, 2019 totals $30,446,709. Initial amounts to be awarded to the 25 CFC offices as defined in Appendix I. Funding is subject to the Performance Award Methodology set forth in Section B.4.2.

B.3. FUNDING SOURCES:

This award utilizes general revenue funds, Medicaid Reimbursements, State Treasurer investment income, and family participation fee collections to fund this award. The instrument of assistance will be dependent upon the organizational structure of the applicant and will be in the form of a state grant.

B.4. PAYMENT TERMS AND CONDITIONS:

B.4.1. REIMBURSEMENT: Payments to Vendors will be made for allowable expenditures incurred on a reimbursement basis based on financial information reported and submitted to IDHS on the monthly Early Intervention Periodic Financial Report. Total cumulative amounts paid to the Vendor for expenditures incurred are subject to limits of amounts earned based on performance and other factors. Amount earned is calculated quarterly by IDHS based on criteria set forth in Section B.4.2, Performance Award Methodology. The amount earned includes payments for Service Coordination, incentives, penalty adjustments, LIC coordination, Parent Liaison activities, Development Pediatric Consultation, and SE Component activities. (per case consists of combined average caseload and average intake in accordance with criteria set forth in B.4.2. within the following chart below.)

B.4.2. PERFORMANCE AWARD METHODOLOGY

Service Coordination Payments:

The amount earned for Service Coordination determines the quarterly base award amount which will be calculated based on the combined average number of children with active IFSPs and average Intake at the end of each month for a given period. Quarterly-base award amounts will be calculated using six-month average caseload and Intake data for Table 1 below.

Table 1

Reporting Period Data Period
July 1, 2018 - September 30, 2018 October 2017 - March 2018
October 1, 2018 - December 31, 2018 January 2018 - June 2018
January 1, 2019 - March 31, 2019 April 2018 - September 2018
April 1, 2019 - June 30, 2019 July 2018 - December 2018

The combined average caseload and average Intake will be divided by 45 to determine the number of funded Service Coordinators. Each Service Coordination position is allocated $58,710 to cover the Service Coordinator position and any related administrative and supporting costs. The resulting annualized base funding for Service Coordination will be divided by four (4) to arrive at the quarterly Service Coordination base award amount.

Incentive Payments: Incentive payments will be granted to any CFC office as a percentage of the quarterly base award amount who achieves the following benchmarks:

  1. A 1% incentive will be granted for meeting or exceeding the national average set annually of children aged zero to one with service plans (IFSPs) initiated before the child's first birthday over the designated six-month period, excluding those with documented exceptional family circumstances (i.e., unavailable to complete the initial evaluation, the initial assessments of the child and family, or the initial IFSP meeting) or if the parent does not provide consent for the initial evaluation or the initial assessment despite documented, repeated attempts to obtain parent consent.
  2. A 1% incentive will be granted for achieving 100% of the Annual Performance Report-Indicator 8A: Transition Steps and Services activities for children who leave the EI Program at 33-months of age or older, excluding children who enter the EI Program less than six months prior to their third birthday, during the designated six-month period with documentation that the CFC has:
    • Developed/updated an IFSP to include transition steps and services not fewer than 90 days, and at the discretion of all parties, not more than nine months, prior to the toddler's third birthday.
  3. A 1% incentive will be granted for achieving 100% of the Annual Performance Report-Indicator 8C: Transition Planning Conference activities for children who leave the EI Program at 33-months of age or older, excluding children who enter EI less than 90 days prior to their third birthday, during the designated six-month period with documentation that the CFC has:
    • Conducted the Transition Planning Conference outlined in policy/procedure not fewer than 90 days, and at the discretion of all parties, not more than nine months prior to the toddler's third birthday.
  4. A 1% incentive will be granted for having 75% or greater of child outcomes summary (COS) collection, following the appropriate policies and procedures outlined in the Child and Family Connections Procedure Manual, to include key elements such as:
    • Entrance COS collected no later than 45 days from Initial IFSP
    • Exit COS collected no greater than 120 days from maximum End IFSP
    • Minimum of six months between Initial and maximum End IFSP

Penalties: Penalties will be assessed as follows:

  1. A penalty will be assessed against the quarterly payment calculation in an amount equal to the value of the number of FTE Service Coordinators that were below 82% staffing level based on the average staffing levels in accordance with Table 2 below.

Table 2

Reporting Period Staffing Period
July 1, 2018 - September 30, 2018 January 2018 - March 2018
October 1, 2018 - December 31, 2018 April 2018 - June 2018
January 1, 2019 - March 31, 2019 July 2018 - September 2018
April 1, 2019 - June 30, 2019 October 2018 - December 2018

2. A 1% reduction will be made to the quarterly base payment if less than 90% of children with open service plans (IFSPs) have their services authorized in a natural setting (home, child care and other community setting) on the last day of each quarterly data period in accordance with Table 1 above.

Local Interagency Council Coordination:

Quarterly award amounts will include funds for LIC Coordination, as set forth in the Child and Family Connections Procedure Manual. A minimum grant of $22,000 will be made for basic coordination activities. LIC funding is based on caseload count from Service Coordination and multiplied by $20 per case. One-fourth of this funding will be included with each quarterly award amount.

Parent Liaison Activities:

Quarterly award amounts will include funds for Parent Liaison activities, as set forth in the Child and Family Connections Procedure Manual. A minimum annual grant will be made of $19,000. Parent Liaison funding is based on caseload count from service coordination and multiplied by $45 per case. One-fourth of this funding will be included with each quarterly award amount.

Developmental Pediatrics Consultation:

Quarterly award amounts will include funds to purchase specialized consultation in developmental pediatrics. An annual grant will be made based on the caseload count from Service Coordination and multiplied by $79.64 per case, with a minimum annual grant of $25,000. One fourth of this funding will be included with each quarterly award amount.

Social Emotional Consultation:

Quarterly award amounts will include funds to purchase Social/Emotional Infant Mental Health consultation. A minimum annual grant will be made of $37,500. SE funding is based on caseload count from Service Coordination and multiplied by $80 per case. One-fourth of this funding will be included with each quarterly award amount.

B.5. GATA BUDGET REQUIREMENTS:

The successful applicant will be required to prepare a budget in accordance with the template provided by the Illinois Department of Human Services, Division of Family and Community Support, which follows and adheres to all applicable Federal guidelines. State grants and State funds specifically relating to this award are subject to allowable and unallowable cost principle criteria set forth in the Uniform Guidance (2 CFR 200/) and the Grant Accountability and Transparency Act (30 ILCS 708/). To submit a GATA Budget, an organization must register with the CSA Tracking System. Please visit the CSA Tracking System website http://www.dhs.state.il.us/page.aspx?item=61069 for instructions on how to register.

C. Eligibility Information

C.1. Eligible Applicants:

There are no regulatory or statutory restrictions set forth relating to the legal organizational structure (i.e., not-for-profit corporation, local government, etc.) for regional intake entity organizations/CFC offices. Therefore, all potential applicants are eligible unless otherwise stated in this NOFO.

An entity may apply for a grant but will not be eligible for a grant award until the entity has pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov. During pre-qualification, Dun and Bradstreet verifications are performed including a check of Debarred and Suspended status and good standing with the Secretary of State. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. If applicable, the entity will be notified that it is ineligible for award as a result of the Dun and Bradstreet verification. The entity will be informed of corrective action needed to become eligible for a grant award. Additionally, the applicant must continue to maintain an active SAM registration with current information at all times in which the applicant has an active State award or an application under consideration by the State awarding agency.

IDHS will seek cultural inclusion among grantees. The applicant must 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.).

C.2. Cost Sharing or Matching:

There are not cost sharing or matching requirements relating to this award.

C.3. Indirect Cost Rates and Restrictions:

  • a. Indirect Cost Rate Elections: Federal regulations set forth in 2 CFR 200 dictate the types and nature of indirect costs that may be claimed. The applicant organization must have annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:
    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. If they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, no later than 90 days after the effective date of a state award.
    3. De Minimis Rate: An organization that has never received a Federally Negotiated Rate may elect a de minimis rate of 10% of modified total direct cost (MTDC). Once established, the de minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de minimis rate.
  • b. Indirect Cost Rate Restrictions
    1. Local Education Agencies (LEAs) - The Illinois State Board of Education annually negotiates Indirect cost rates for LEAs such as Regional Offices of Education and Special Education Districts. MTDC is the defined base for these rates.
    2. State of Illinois Public Universities are subject to the following caps on indirect costs rate with an MTDC base
      • Onsite - 20% of NICRA Distribution Base 
      • Offsite - 10% of NICRA Distribution Base

D. Application and Submission Information

D.1. Address to Request Application Package: Application materials are provided throughout the announcement. They may also be found on the IDHS website: www.dhs.state.il.us. Additional copies may be obtained by contacting the individual listed below. Attachments will be available in Word or PDF format.

Each applicant must have access to the internet. The Department's website 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.

Contact Person:

Nick Marsters
IDHS, Bureau of Early Intervention
823 East Monroe Street
Springfield, IL 62701
Nick.Marsters@illinois.gov
Phone: 217-557-5389

D.2. Content and Form of Application Submission:

Each applicant will be required to submit a Uniform Application for State Grant Assistance. The application template and all related requirements for format and content may be found on the IDHS website www.dhs.state.il.us.  and are listed in Section H.

The application must be submitted electronically using the provided templates.

D.3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM):

This paragraph must state clearly that 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:

  1. i. Be registered in SAM before submitting its application. If you are not registered in SAM, this link provides a connection for SAM registration:
  1. provide a valid DUNS number in its application; and
  2. 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. It also must state that the State awarding agency may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time the State awarding agency is ready to make a Federal pass-through or State award, 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.

D.4. Submission Dates and Times:

Applications must be received at the location below no later than 12:00 p.m. on Friday, August 24, 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 (within 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.

D.5. Funding Restrictions:

Presently, construction projects and research and development costs are not funded with EI resources. Additionally, allowable costs and unallowable costs are set forth in the Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (30 ILCS 708/).

D.6. Other Submission Requirements:

Submit the completed grant application and all required documentation to DHS.EIFiscal@illinois.gov. with the subject line stating:

  1. Applicant's organization name
  2. Funding Opportunity Number (19-444-80-0190-01)
  3. Program Contact Name

If you experience difficulty emailing the document(s) due to the file size, please utilize the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp. Please be sure to include the required subject line outlined above.

All technical difficulties or other submission problems should be directed by email to Nick.Marsters@illinois.gov.

With respect to electronic methods for providing information about funding opportunities or accepting applicants' submissions of information, each State awarding agency is responsible for compliance with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d).

E. Application Review Information

E.1. Criteria:

The following table represents the responsiveness elements and corresponding weighting to be applied during the Merit Review Process of applications.

Responsiveness Elements Weight
Administrative Compliance (overall adherence to application requirements) 75
Technical Approach (Narrative and Matrix) 125
Technical Experience 200
Personnel 100
Total 500

E.2. Review and Selection Process:

IDHS will adhere to the Merit Based review process set forth in the Uniform Guidance (2 CFR 200/).

F. Award Administration Information

F.1. State Award Notices:

Applicants selected for funding under this NOFO based on the Merit Review process will receive a Notice of State Award (NOSA). Based on the NOSA, the applicant is positioned to make an informed decision to accept or decline the grant award.

The NOSA shall include:

  1. Terms and conditions of the award and
  2. Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.

F.2. Administrative and National Policy Requirements:

The applicant who is 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.

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.

F.3. Reporting:

  1. The CFC office will submit monthly financial reports in the format prescribed by the IDHS. The monthly financial report must be submitted no later than the 30 days following the last day of the reporting month.
  2. Monthly financial reports are to be submitted by email to DHS.EIFiscal@illinois.gov.
  3. Additional annual performance data may be collected as directed and in a format prescribed by IDHS.

G. State Awarding Agency Contact(s)

All questions relating to this NOFO should be directed to DHS.EIFiscal@illinois.gov with "NOFO" in the subject line of the email.

Questions with their respective answers will be posted on the IDHS website.

H. Other Information, if applicable

Mandatory Forms - Required for All Agencies

  1. Uniform State Grant Application
  2. Technical Approach Narrative (TAN) - see A.3.1 above for description
  3. Technical Approach Program Plan Matrix (TAPPM) (docx) - also see A.3.2.2 above for description
  4. Technical Experience Supporting Documentation - see A.4 for description
  5. Personnel Resumes for key personnel, CFC Manager and fiscal staff - see A.5.1 above
  6. Copy of current approved Federal or State Negotiated Indirect Cost Rate Agreement
  7. Budget and Narrative (CSA System) - To submit a GATA Budget, an organization must register with the CSA Tracking System. Please visit the CSA Tracking System website http://www.dhs.state.il.us/page.aspx?item=61069 for instructions on how to register.

APPENDIX I - GEOGRAPHICAL INTAKE REGIONS AND FUNDING

CFC

Serving County(s) and/or Zip Codes

Served by CFC

Six-Month Average Caseload Number (Active IFSPs & Intake combined)

January 1, 2018 - June 30 2018

FY19 Maximum Funding

Nine months

October 1, 2018 - June 30, 2019

1 Boone, Bureau, Marshall, Ogle, Putnam, Winnebago 803 $956,909
2 Lake 890 $1,058,797
3 Carroll, DeKalb, Jo Daviess, Lee, Stephenson, Whiteside 433 $525,740
4 Kane, Kendall 1,226 $1,454,183
5 DuPage County, including the following Cook County zip codes:  60103, 60123, 60521 1,595 $1,891,861
6 *Cook County North Suburban including the following zip codes: 2,334 $2,768,404

60004

60005

60006

60007

60008

60010

60015

60016

60018

60022

60025

60026

60029

60035

60043

60053

60056

60062

60067

60068

60070

60074

60076

60077

60082

60089

60090

60091

60093

60095

60106

60107

60120

60133

60143

60149

60157

60169

60172

60173

60192

60193

60194

60195

60196

60201

60202

60203

60204

60666

60712

60714

7 *Cook County Central Suburban including the following zip codes: 1,453 $1,723,432

60104

60130

60131

60141

60153

60154

60155

60160

60162

60163

60164

60165

60171

60176

60301

60302

60303

60304

60305

60402

60513

60525

60526

60527

60534

60546

60558

60706

60707

60804

8 *Cook County Chicago Southwest including the following zip codes: 1,282 $1,520,606

60620

60628

60629

60633

60638

60642

60643

60499

60652

60655

60805

60827

*This CFC serve those families who reside within the City of Chicago when the zip codes cross the city lines.
9 *Cook County Chicago Central/ West including the following zip codes: 1,439 1,706,827

60601

60602

60603

60604

60605

60606

60607

60608

60612

60616

60623

60624

60632

60644

60661

10 *Cook County Chicago Southeast including the following zip codes: 1,008 $1,196,989

60609

60615

60617

60619

60621

60636

60637

60649

60653
11 *Cook County Chicago North including the following zip codes: 3,029 $3,592,757

60610

60611

60613

60614

60618

60622

60625

60626

60630

60631

60634

60639

66040

60641

60642

60645

60646

60647

60651

60654

60656

60657

60659

60660

12 *Cook County South Suburban including the following zip codes: 1,740 $2,063,849

60406

60409

60411

60415

60417

60419

60422

60423

60425

60426

60428

60429

60430

60439

60438

60443

60445

60448

60449

60452

60453

60455

60456

60457

60458

60459

60461

60462

60463

60464

60465

60466

60467

60469

60471

60472

60473

60475

60476

60477

60478

60480

60482

60487

60491

60501

60803

13 Fulton, Hancock, Henderson, Knox, McDonough, Mercer, Rock Island, Schuyler, Warren 321 $404,711
14 Henry, Peoria, Stark, Tazewell, Woodford 794 $946,369
15 Grundy, Kankakee, LaSalle, Will 1,865 $2,212,114
16 Champaign, Ford, Iroquois, Livingston, McLean, Vermilion 947 $1,125,551
17 Adams, Brown, Calhoun, Cass, Greene, Jersey, Morgan, Pike, Scott 293 $375,794
18 Logan, Mason, Menard, Sangamon 511 $614,942
19 Clark, Coles, Cumberland, DeWitt, Douglas, Edgar, Macon, Moultrie, Piatt, Shelby 642 $768,359
20 Bond, Christian, Clay, Crawford, Effingham, Fayette, Jasper, Lawrence, Macoupin, Montgomery, Richland 571 $685,210
21 Madison, Monroe, Randolph, St. Clair 858 $1,021,321
22 Clinton, Franklin, Jefferson, Marion, Washington, Williamson 467 $563,518
23 Edwards, Gallatin, Hamilton, Saline, Wabash, Wayne, White 216 $297,435
24 Alexander, Hardin, Jackson, Johnson, Massac, Perry, Pope, Pulaski, Union 223 $304,559
25 McHenry 555 $666,472