20-444-80-0710 Comprehensive Community Based Youth Services (CCBYS)

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Department of Human Services 
2. Agency Contact: Karrie Rueter, Associate Director
Illinois Department of Human Services
Division of Family & Community Services
Bureau of Positive Youth Development
823 E Monroe, Springfield, IL 60701
Karrie.Rueter@illinois.gov 
3. Announcement Type: Continuation
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 20-444-80-0710-01
6. Funding Opportunity Title: Comprehensive Community Based Youth Services (CCBYS)
7. CSFA Number: 444-80-0710
8. CSFA Popular Name: CCBYS 
9. CFDA Number(s): 93.667
93.569
10. Anticipated Number of Awards: 30
11. Estimated Total Program Funding: $18 Million
12. Award Range $175,000 and up
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: Yes
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: February 27, 2019 
17.Application Range: February 27, 2019 to April 8, 2019 by 12:00pm
18. Technical Assistance Session: Session Offered: No

Section I
The following section provides Eligibility and Funding Information & Requirements for CCBYS Continuation Application

  1. Eligibility Information
    1. Eligible Applicants
      This Continuation Application is limited to those public or private, not-for-profit community-based agencies who received an award from the Illinois Department of Human Services, Division of Family and Community Services for the implementation of the Comprehensive Community Based Youth Services (CCBYS) program in the past 12 months pursuant to DHS Funding Notice (#19-444-80-0710) AND continue to meet the additional eligibility criteria below. Failure to provide the requested information as outlined herein to demonstrate these criteria are met will result in the application being removed from funding consideration.
    2. Pre-Qualification
      Applicant entities will not be eligible to apply for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov Grantee Links tab. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about 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. Applicants must be pre-qualified, therefore, 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. A screenshot verifying that this pre-qualification has been completed must be included with the application.
      The Provider's proposed budget must be entered into the CSA system. The completed budget must be electronically signed and submitted in the CSA system, and a printed copy of the signed and submitted budget must be included with the application. To do this, the following is required: at a minimum, the applicant agency's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system to electronically sign the required budget documents prior to submission. Budgets not submitted as described here and by the due date and time will not be considered.
      For more information about submitting a budget in the CSA system, refer to Appendix J and also see: http://www.dhs.state.il.us/OneNetLibrary/27896/documents/Contracts/FY18-GATA-Budgets/DHSBudgetTrainingManual_Revision_3_28_18.pdf.
    3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
      Each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp ;
      2. provide a valid DUNS number in its application; and
      3. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
        DHS may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.
    4. Mandatory Requirements of Applicant
      The Mandatory Requirements are essential items that must be met by the Applicant. If any Mandatory Requirement is not met, the responding Applicant's entire proposal will not be considered. DHS is not obligated to make an award to any applicant that fails to meet all mandatory requirements.
      1. CCBYS grantees must hold a valid Child Welfare Agency license issued by the Department of Children and Family Services (See 89 IL Admin Code 401 Licensing Standards for Child Welfare Agencies.) A copy of your agency's Child Welfare License or permit is to be included in Attachment 1.
      2. If a CCBYS grantee subcontracts the direct service delivery of crisis intervention and placement services, the subcontractor, like the grantee, must also hold a valid Child Welfare Agency license issued by the Department of Children and Family Services. A copy of the Child Welfare License for each proposed subcontractor must be included in Attachment 1.
      3. Grantees agree to remain in compliance with the licensing requirements of the Child Care Act of 1969, as amended, including all applicable rules promulgated by the Department of Children and Family Services pursuant to the Child Care Act with any and all other applicable standards prescribed by State or Federal law or regulations.
      4. Grantees must hold a current Child Welfare Agency license issued by the Department of Children and Family Services (See 89 IL Admin Code 401 Licensing Standards for Child Welfare Agencies.)
      5. The provider must be in a position to begin providing services at 12:01a.m. on July 1, 2019.
      6. Technology: Agencies awarded funds through this funding notice must have a computer that meets the following minimum specifications for the purpose of utilizing the required DHS eCornerstone web-based reporting system and the receipt/submission of electronic program and fiscal information:
        • Internet access, preferably high-speed
        • Email capability
        • Microsoft Excel
        • Microsoft Word
        • Adobe Reader
      7. State and Federal Laws and Regulations: The agency awarded funds through this NOFO must 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.).
    5. Additional Requirements:
      1. Match Requirement: Providers are required to provide in-kind and/or financial match from local public or private resources to supplement the CCBYS grant. Funds for this grant will be a mixture of state general revenue (GR) and federal funding. Additional information regarding this requirement can be found in the next section, B. Funding Information & Requirements.
      2. Applicants may not make changes to their service area. Applicants must continue to serve the same LAN(s) for which they originally applied. Refer to Appendix K Service Area Map.
      3. Applicants must be trauma-informed and demonstrate an ongoing commitment to developing/maintaining trauma informed capacity within the organization. Applicants are expected to achieve this status by 6/30/2019. Consideration for an extended deadline will be determined on a case by case basis. If applicants have not achieved Trauma Informed Agency Status as recognized through the CBAT-O Assessment tool, applicants must commit to becoming trauma-informed within an approved timeline.
      4. Collaboration with local Family and Community Resource Centers (FCRCs): Providers will maintain a collaborative working relationship with the local DHS FCRCs. This will include outreach to FCRCs to develop awareness of the CCBYS program, recruit potential participants, and regularly participating in local FCRCs' service provider meetings as requested. Additionally, Providers are required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements.
      5. Program Evaluation Reporting Requirements: Providers will be required to participate in evaluation efforts as directed by the Department and/or its subcontractor(s) and collect and report data accordingly. All Providers are required to utilize the Department's eCornerstone web-based reporting system for all youth served. Providers will be required to report quarterly regarding program performance measures and outcomes. Providers will be required to participate in a Department directed Performance and Standards Assessment review. A year-end program and performance measures and outcomes report will also be required. Additional data and information may be requested throughout the year as determined by the Department
      6. Training and Technical Assistance: Programs must agree to receive consultation technical assistance from authorized representatives of the Department. The program and collaborating partners will be required to be in attendance at site visits. Programs will be required to attend regular meetings and training as provided by the Department or a subcontractor of the Department and should budget accordingly.
      7. Sectarian Issue: Provider organizations may not expend federal or state funds for sectarian instruction, worship, prayer or to proselytize. If the Provider 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.
      8. Background Checks: Background checks are required for all program staff and volunteers who have the potential for contact with youth under 18. These background checks must be completed in advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check. All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records. Funded programs will be required to have a written protocol in place detailing the requirement for background checks; evidence of their completion; the protocol for reviewing and making determinations regarding results; etc. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children.
      9. 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.
      10. 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 programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
  2. Funding Information
    1. Funding Information
      1. This Continuation Application is considered an application for renewal funding.
      2. The Department anticipates funding 29 renewal applicants to provide CCBYS program services as described in this funding announcement.
      3. Funding for this NOFO is a combination of Federal Donated Funds Initative dollars and Federal Title XX Social Services Block Grant funding, and has a required match as described below.
      4. Funding for each LAN service area is determined using a mandated funding formula. These pre-determined award amounts can be found in Appendix B - Estimated Awards & Match Requirements. Regardless of the funding formula or the number of LAN service areas for which an applicant is awarded funding, the minimum total CCBYS grant award is estimated to be $175,000.
      5. The funding formula assigns one-third weight to each of three demographic factors compiled from the most recent decennial Census. One-third of the appropriation is then allocated to each of the three factors based on the percentage of youth statewide in each factor. The three factors are:
        1. The number of persons 0 through 17 years of age who are categorized as being below the poverty threshold as defined by the U.S. Department of Commerce.
        2. The number of children 0 through 17 years of age who are in single parent families or are living independently.
        3. The number of children and youth 10 through 17 years of age.
      6. Subject to General Revenue and Federal appropriations, the grant period will begin no sooner than July 1, 2019 and will continue through June 30, 2020.
      7. Costs for CCBYS services should only be incurred during the grant period. However, pre-award costs in anticipation of a FY2020 CCBYS grant award are allowable from 7/1/2019 through grant execution. Expenses must in in line with the approved FY2020 program budget in CSA and scope of work where costs are reasonable and necessary to prevent a disruption is crisis services. Pre-Award costs should not be incurred until after a NOSA has been issued and accepted by the applicant.
      8. For applicants proposing to utilize subcontractors to provide CCBYS services, subcontractor agreement(s) and budgets must be included with the application, as they must be pre-approved by the Department. Subcontractors are subject to all provisions of the Uniform Grant Agreement. The grantee shall retain sole responsibility for the performance of the subcontractor.
      9. The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
      10. All funding is subject to General Revenue and Federal appropriations by the General Assembly. General Revenue funds are appropriated for the CCBYS program. The General Revenue funding portion of this award will be treated internally at DHS as direct federal spending for the federal Social Services Block Grant. Therefore, for audit purposes, this portion of your grant will be considered federal funds. This further means that these General Revenue funds may NOT be utilized by the provider to match other Federal grants. Case-by-case exceptions will be considered for matching purposes only and must be specifically requested and approved in advance by the DHS Program Administrator. Exceptions requested after the award is in place will require a budget revision.
      11. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS. Successful applicants will NOT receive a grant agreement until after their budget has been approved through the CSA system. Refer to Appendix J for additional instructions for registering and completing budgets in the CSA system.
      12. Subject to general revenue and federal appropriations, the grant period will begin on 7/1/2019 or upon execution of the Uniform Grant Agreement and will continue through June 30, 2019.
        The release of this funding notice does not obligate the Illinois Department of Human Services to make an award. Work cannot begin until a contract is fully executed by the Department.
    2. Grant funds - Use Requirements
      All applicants will use grant funds according to the guidelines, conditions and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
      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. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
      2. Unallowable costs
        Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from DHS:
        1. Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
        2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        4. Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
        5. Deposits for items, services, or space
      3. 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
      4. Indirect cost requirements
        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 must elect to use the De Minimis Rate.
        Every organization that receives a FY2020 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.
        CARS URL: https://solutions.crowehorwath.com/CARS/StateofIllinoisGOMB/Login.aspx
        Indirect Cost Rate Election:
        1. Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA as Attachment 2.
        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, it 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
          .
      5. "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 Appendices IV, V & VII.
        1. 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.
        2. 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.
        3. 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. For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx
    3. 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. At no time may the approved NICRA be exceeded under this agreement. Documentation will be required to verify the approved NICRA.
    4. Match Requirements
      Providers are required to provide in-kind and/or financial match from local public or private resources to supplement the CCBYS grant. Funds for this grant will be a mixture of Federal SSBG funding and Federal DFI funding. Please read carefully below as the match requirement and approved sources are different for SSBG and DFI funds.
      1. SSBG Federal Funds:
        The SSBG funding requires a 10% match calculated as follows:
        • SSBG grant amount x .10 = required match for the SSBG portion/contract. Example: $100,000 SSBG CCBYS Grant = $100,000 x .10 = $10,000 required match.
        • Approved sources include in-kind or financial match from local public or private resources. This may NOT include federal funding sources OR other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source.
      2. DFI Federal Funds:
        The DFI portion may not exceed 75% of the total including match. Therefore, a 25% match is required for this federal portion of funds. It is calculated as follows:
        • DFI grant amount / .75 = total amount that must be documented to meet required match. Subtract the DFI grant amount from this and you will have the required match. Example: $100,000 DFI CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 - $100,000 = required match of $33,333.33.
        • Approved sources of in-kind and financial cash match include local public or private resources. This match may not include federal funding sources or other state funds. By claiming a dollar as match, you will be held accountable for ensuring that the same dollar is not being claimed as match to any other source and that the source of the match is from approved sources.
        • Cash Match Sources: The match may be made up of Mental Health Boards, United Way funds, corporations, local taxes, fund raising, revenue generated through client vocational training activities or certification of expenditures by local government.
        • In-kind Match Sources: The match can include volunteers, under the supervision of qualified staff, that assist in providing direct services, facility space donated for use and provision of direct services, program supplies, goods, and services donated to assist in the provision of direct services, equipment loaned or donated for the provision of direct services, direct services of provider staff after normal work hours - these staff must not be associated with the program.
        • Additional DFI Match Requirements:
          Of the 25% match required- a portion must be cash and a portion may be in-kind. A minimum of 10% must be a financial cash match. The remaining amount may be in-kind or financial. The in-kind match may NOT exceed 15%. The 10% and 15% are based on the total grant plus match and are calculated as follows:
          10% example: $100,000 DFI CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 X .10 = minimum required cash match of $13,333.33.
          15% example: $100,000 DFI CCBYS Grant = $100,000 / .75 = $133,333.33. $133,333.33 X .15 = maximum allowed in-kind match of $19,999.99.
    5. Simplified Acquisition Threshold
      Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2CFR200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying sub award: 
      • That the grantee agency, prior to making a sub-award with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the  applicant that is in the  designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
      • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously  entered and is currently in the designated integrity and performance system accessible through SAM;
      • That the awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity,  business ethics, and record of performance under awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.

Section II
The following section provides information and requirements for implementing the CCBYS program.

  1. Program Description/Requirements
    1. Overview
      The Comprehensive Community Based Youth Services (CCBYS) program serves youth ages 11-17 that are at risk of involvement in the child welfare and/or juvenile justice system, with the overarching goal of family reunification and/or stabilization. CCBYS is authorized by the Children and Family Services Act (20 ILCS 505/17 and 17a), and implements Article 3 of the Illinois Juvenile Court Act of 1987 (705 ILCS 405/3 et seq.) A continuum of services are available and provided to youth in high-risk situations, and to their families when appropriate, according to their needs, in keeping with the goal of family preservation, reunification and/or family stabilization, or independence, dependent upon the youth's needs. A 24-hour crisis intervention response system is available in emergency situations for referrals from youth, parents/guardians, police, courts, and schools, Safe Place and the Illinois Department of Children and Family Services (DCFS).
      In order to ensure that services are available statewide, the state is divided into a coextensive system of Local Area Networks (LANs) with provider agencies responsible for providing CCBYS services throughout the LANs for which they receive funding.
      Successful applicants shall provide a CCBYS program in accordance with the CCBYS Logic Model found in Appendix H, all relevant statutes, rules and the CCBYS Program Standards found in Appendix I. CCBYS Program Services are delineated into two categories: Crisis (Mandatory) and Non-Crisis (Discretionary).
      • Crisis (Mandated) Programming
        The CCBYS program will provide services, statewide, to the following:
        • Core Population (ages 11-17) - Must Be Served:
          Any minor, 11-17 years of age (1) who is (a) absent from home without consent of parent, guardian or custodian, or (b) beyond the control of his or her parent, guardian or custodian, in circumstances which constitute a substantial or immediate danger to the minor's physical safety; and (2) who, after being taken into limited custody and offered interim crisis intervention services, refuses to return home after the minor and his or her parent, guardian or custodian cannot agree to an arrangement for an alternative voluntary residential placement or to the continuation of such placement.
        • Lock-outs: Core Population (ages 11-17) - Must Be Served in collaboration with the Department of Children and Family Services (DCFS):
          In accordance with the DCFS Rule 300.150, Referral for Services and Procedure 300.90 (f) SCR Referrals to Youth Service Agencies, any minor, 11-17 years of age whose parent or caregiver has denied the child access to the home and has refused or failed to make provisions for another living arrangement for the child, will be considered a lockout.
      • Non-Crisis (Discretionary) Programming
        • Individualized services for youth may be provided as resources allow, at the discretion of the CCBYS agency based on the individualized needs of the youth in the community.
        • Any youth who are 11-17 years of age and at risk of involvement with the child welfare and/or juvenile justice system may be eligible for CCBYS non-crisis services. If the youth does not meet the criteria for the Crisis Population above, and is assessed and considered at risk of crisis or at risk of delinquency, or both, the youth would be eligible for services under this section.
    2. CCBYS Provider Responsibilities
      The Provider shall provide a Comprehensive Community-Based Youth Services (CCBYS) program in accordance with all relevant statutes, rules and the CCBYS Program Standards found in Appendix I. Provider program responsibilities include, but are not limited to, the following:
      1. The Provider agrees to target and provide CCBYS services to youth as prescribed in the Department's CCBYS Program Standards. (Appendix I)
      2. The Provider shall immediately report any alleged child abuse or neglect to the Department of Children and Family Services.
      3. The Provider organization will be trauma-informed and demonstrate an ongoing commitment to developing/maintaining trauma informed capacity within the organization. The provider shall ensure trauma informed services are available.
      4. The principles of positive youth development (PYD and Balanced and Restorative Justice (BARJ) will be incorporated whenever possible into the local service delivery system.
      5. The Provider must exhibit cultural competence when serving youth with special needs, including those who are pregnant and parenting youth (including fathers); youth who are gay, lesbian, transgender or questioning their own sexual orientation; delinquent youth; and youth who are physically, emotionally or developmentally challenged. The Provider must demonstrate their ability to provide service to persons who have Limited English Proficiency (LEP), persons who are hard of hearing or deaf, and persons with low literacy. The State of Illinois Linguistic and Cultural Competency Guidelines (LCC Guidelines) were developed as a mechanism for improving language and cultural accessibility and sensitivity in State-funded direct human services delivered by human service organizations that receive grants and contracts to serve the residents of the State of Illinois.
      6. Allowable services are limited to enrolled CCBYS clients and services are limited to the following: 24-hour response system; crisis/safety assessment; crisis intervention; family reunification/preservation; temporary living arrangement services; cross-agency case coordination; case management; individual, family and/or group counseling; youth and/or family advocacy; access and coordination with substance abuse treatment and/or mental health treatment.
      7. Crisis intervention services must be available on a 24-hour basis, and the Provider agrees to maintain adequate staff coverage to meet this service requirement. The Provider agrees to maintain a crisis log of all incoming crisis calls. This log will include all items necessary to track each instance and will include at a minimum: who placed the call (name, agency, call-back number and location of crisis), staff name who received/answered the call, date and time of the call, crisis worker assigned to the case, the client's name and initial crisis complaint (lockout, runaway, etc.). Provider also agrees to provide current/updated crisis contact information to the DHS Statewide Hotline at (877) 870-2663.
      8. Temporary living arrangement services must be available on a 24-hour basis. When a temporary living arrangement is necessary, all agencies providing placement services must be licensed as child welfare agencies by the Department of Children and Family Services (See 89 IL Admin Code 401 Licensing Standards for Child Welfare Agencies). Providers must have a sufficient number of licensed foster homes or licensed shelter placements to meet the needs of the youth throughout the service area. This includes the ability to place special needs or difficult to place youth, and a procedure for what to do if all agency identified placement options are at capacity, or unwilling to place youth.
      9. Family preservation/reunification services are services delivered to the youth and/or family to help the youth and the youth's parents resolve and cope with family problems and disruptive behaviors in order to preserve the youth in his or her family home or to reunite the youth with his or her family. Family preservation services include crisis intervention services, individual and/or family counseling and advocacy.
      10. Counseling is provided to youth and families to assist them in resolving or coping with problems or behaviors which adversely affects the youth and impacts his or her ability to adjust to family, school or community as well as in identifying, obtaining and using community resources and services.
      11. Advocacy services are provided for youth and their families to assist them in resolving personal family and social/institution problems. Advocacy services include, but are not limited to, activity with the youth which provides emotional support, role modeling, personal and family resource development, accompanying the youth and family to appropriate court appearances and appointments with court personnel and providing or arranging for transportation for a youth.
      12. Employment and education assistance are provided to youth in applying for, locating and securing employment and training for employment and in obtaining access to educational programs and achieving educational goals.
      13. Access to substance abuse and/or mental health treatment is provided to youth experiencing problems with poly-drug and alcohol abuse and/or mental health issues.
      14. Providers must ensure that linkages and referral procedures are formed with other community programs which provide needed services not available to the Provider's own program. Agreements should be established with drug, alcohol, mental health treatment programs, and employment and training programs to assure that youth may be referred and have access to such programs. Copies of these agreements are to be kept on file at the provider agency.
      15. Each youth and family served shall have a written case plan established between the Provider and the youth and family served. The case plan will be developed based on the results of the YASI, utilizing the Department's eCornerstone data system. The case plan is individualized to the youth's particular needs and will include goals and outcomes developed with and on behalf of the youth. The case plan will include services necessary to accomplish those goals. Both the YASI and the case plan must be recorded in the eCornerstone system. The case plan must be monitored by a case manager who assumes full responsibility for case management activities. The case plan must be signed and dated by the youth, case manager and available family member and must be kept in the client file. Closing YASI assessments will also be conducted on youth at discharge.
      16. Upon notification from the Juvenile Court, the Provider shall either prepare or participate in the preparation of court reports in the manner as approved by the Court. Such reports shall be submitted to the Court and a copy kept in the client's file at the agency.
      17. A locked, confidential record keeping system must include a standardized file on all clients. Each client file shall include, but not be limited to supporting documentation for the following:
        1. Initial crisis intervention plan , safety plan (if required)
        2. Intake information
        3. CCBYS Crisis/Safety Assessment, YASI Full Assessment, initial YASI Closing Assessment and any Re-assessments. Additional assessments as appropriate.
        4. All placement information including location(s), dates, etc. and either written permission of parent/guardian or a copy of the limited custody agreement
        5. Signed and dated case plan
        6. Other legal documents and agreements for care, as appropriate, and case notes reflective of the ongoing care and treatment of the youth, and
        7. A discharge plan that includes the youth's progress during service and recommendations and measures taken by the Provider for aftercare and follow-up that will ensure family preservation. If family reunification cannot be attained, the plan must contain the reasons for failure to reunify the family and the plan for the youth's living situation and interim objectives that will accomplish an eventual return, if possible.
        8. Documentation of 3 month and 6 month follow-up contact/results per CCBYS program standards.
      18. The timeframes for termination of services are referenced in 89 Ill. Admin. Code 310, Section 16.
      19. The Provider will perform criminal background and CANTS checks on all personnel and volunteers, including interns, PRIOR to coming in direct contact with clients.
      20. The Provider agrees to send a minimum of one staff representative per program grant to attend mandated regional and/or statewide meetings sponsored by the Department.
      21. Any agency staff, volunteers, etc., who transport youth must have available in their personnel file current proof of a valid driver's license and proof of insurance.
      22. Each CCBYS Provider will develop/maintain a written Policy and Procedure Manual that contains, at a minimum, the policies/procedures for the following:
        1. Emergency procedures for transportation - bad weather practices, accident procedures, driver requirements.
        2. Serious illness/medical emergencies, assessing medical care for youth in Temporary Living Arrangements. Taking necessary precautions to guard against contagious and communicable diseases.
        3. Procedures for logging and tracking all cases (initial crisis to case termination).
        4. Policy regarding services to "Discretionary Population" cases that are supported by CCBYS funding, such as conditions of acceptance, services to be provided, etc.
        5. Policy for providing appropriate services to Out-of-State Youth in accordance with the Interstate Compact for Juveniles.
        6. Policy for Agency Arranged Placements (AAP - placements arranged without written permission of the parent/guardian) - assuring: limited custody is in place, placement facility is licensed by DCFS, reasonable proximity to youth's homes, maintenance in youth's same school, availability of placement options for special needs or difficult to place youth, and a procedure for what to do if all agency identified placement options are at capacity or unwilling to place youth.
        7. Policies regarding implementation of CCBYS Crisis/Safety Screen and Safety Plan development.
        8. Providers must ensure that linkages and referral procedures are formed with education and relevant law enforcement agencies within the respective CCBYS service area, e.g. County Sheriff, Probation, and Municipalities. Providers must ensure that all have the appropriate crisis contact information for your CCBYS agency as well as the Department's Statewide Information Line.
        9. Maintenance of client confidentiality.
        10. Non-traditional (off-site) usage of the Department's eCornerstone data system.
        11. Procedure for reporting unusual incidents- maintenance of a log book of incident reports with documentation of contact to the Department, DCFS, etc., as appropriate to the nature of the incident.
        12. Procedures for assuring that all staff are trained and updated on local policies and procedures.
      23. Annual program plans and budgets are submitted in the format defined by the Department.
      24. CCBYS services to each client must be documented using the Department's eCornerstone system. CCBYS crisis intervention staff are mandated to attend YASI and eCornerstone trainings. The following items and time requirements will be followed:
        1. Youth must be enrolled in the eCornerstone data system within 72 hours of the initial contact/ program start date.
        2. CCBYS Crisis/Safety Screen must be completed (information gathered to complete at initial contact) and recorded in the eCornerstone data system within 14 days of the initial contact date.
        3. Initial Full YASI Assessment must be completed and entered in the eCornerstone data system within 30 days of the initial contact/program start date.
        4. The Case Plan must be submitted in the eCornerstone data system within 45 days of initial contact/program start date.
        5. Additional assessment information will be recorded into eCornerstone.
        6. YASI Closing Assessment must be completed and entered in the eCornerstone data system at the youth's exit from the CCBYS program.
        7. YASI Re-assessments must be completed and entered in the eCornerstone data system every 90 days, as necessary. Any YASI Re-assessment may be considered the closing assessment if it is conducted at case closure.
        8. Enrollment in the eCornerstone data system must be terminated within 72 hours of exiting the CCBYS program and completion of the YASI Closing Assessment. The case plan must also be closed at this time.
        9. Crisis log information will be kept on file. Individual participant information will be maintained in eCornerstone.
        10. Total service hours will be reported for each participant in eCornerstone as well as the total number of adults served.
        11. Service Delivery Sites and Placement Options will be maintained in eCornerstone as directed.
        12. Agency information and program contact information (as well as subcontractor information) will be maintained in eCornerstone as directed.
        13. Participant follow-up information/results will be entered into eCornerstone.
      25. Services funded under this grant may not be used to supplement contracted services for known current wards of the Illinois Department of Children and Family Services.
      26. CCBYS grantees must hold a valid Child Welfare Agency license issued by the Department of Children and Family Services (See 89 IL Admin Code 401, Licensing Standards for Child Welfare Agencies.)
      27. If the Provider subcontracts the direct service delivery of crisis intervention and placement services, the subcontractor, like the Provider, must also hold a valid Child Welfare Agency license issued by the Department of Children and Family Services.
      28. The Provider will remain in compliance with the licensing requirements of the Child Care Act of 1969, as amended, including all applicable rules promulgated by the Department of Children and Family Services pursuant to the Child Care Act with any and all other applicable standards prescribed by State or Federal law or regulations.
      29. The Provider will maintain current, signed linkage agreements that ensure service access and coordination.
      30. The Provider will maintain a collaborative working relationship with the local DHS Family and Community Resource Center(s) (FCRCs) to increase awareness of the program and services and to accept referrals where appropriate. This will include communicating the Provider agency's job openings to the local FCRCs, as well as regularly participating in the local FCRCs' regional service provider meetings.
      31. All CCBYS providers are required to participate as necessary in the implementation of the Specialized Family Support Program (SFSP), implemented pursuant to the Custody Relinquishment Prevention Act, 20 ILCS 540/1 et seq, as structured by the Illinois Department of Healthcare and Family Services.
    3. CCBYS Performance Measures
      1. MANDATORY CASES
        1. The CCBYS Program Standards will direct the work of the CCBYS program implementation.
        2. Youth referred to the program will be enrolled into the eCornerstone data system.
        3. All youth will receive a CCBYS Crisis/Safety Assessment.
        4. All youth will receive a YASI full-screen.
        5. All youth will receive an individualized case-plan.
        6. All youth will demonstrate increased dynamic protective factors
        7. Youth will demonstrate decreased dynamic risk factors
        8. All youth will receive a YASI closing reassessment at case termination.
        9. All youth will be in a family/long term living arrangement at the time of case termination.
      2. DISCRETIONARY CASES
        1. The CCBYS Program Standards will direct the work of the CCBYS program implementation.
        2. Youth referred to the program will be enrolled into the eCornerstone data system.
        3. All youth will receive a YASI full-screen.
        4. All youth will receive an individualized case-plan.
        5. All youth enrolled will be at medium to high risk according to the YASI full-screen.
        6. All youth will demonstrate increased dynamic protective factors.
        7. Youth will demonstrate decreased dynamic risk factors
        8. All youth will receive a YASI closing reassessment at case termination.
    4. CCBYS Performance Standards
      1. MANDATORY CASES
        1. 100% of CCBYS providers and subcontractors will utilize the CCBYS Program Standards to direct their work.
        2. 100% of youth referred to the program will be enrolled into the eCornerstone data system.
        3. 100% of mandatory cases will receive a CCBYS Crisis/Safety Assessment.
        4. 80% or greater of mandatory cases will receive a YASI full-screen.
        5. 100% of mandatory cases that receive a YASI full-screen will receive an individualized case-plan.
        6. 65% of YASI closing reassessments will demonstrate increased dynamic protective factors.
        7. 65% of YASI closing reassessments will demonstrate decreased dynamic risk factors
        8. 100% of mandatory cases that received a YASI full-screen and case-plan will receive a YASI closing reassessment at case termination.
        9. 80% of mandatory cases will be in a family/long term living arrangement at the time of case termination.
      2. DISCRETIONARY CASES
        1. 100% of CCBYS providers and subcontractors will utilize the CCBYS Program Standards to direct their work.
        2. 100% of youth referred to the program will be enrolled into the eCornerstone data system.
        3. 100% of discretionary cases enrolled in eCornerstone for additional services will receive a YASI full-screen.
        4. 100% of discretionary cases enrolled in eCornerstone that receive a YASI full-screen will receive an individualized case-plan.
        5. 90% of discretionary cases enrolled in eCornerstone will be at medium to high risk according to the YASI full-screen.
        6. 65% of YASI closing reassessments will demonstrate increased dynamic protective factors.
        7. 65% of YASI closing reassessments will demonstrate decreased dynamic risk factors
        8. 100% of discretionary cases will receive a YASI closing reassessment at case termination.
          1. The majority of the above measures are tracked in eCornerstone. Providers are required to use the eCornerstone system to report data per the Uniform Grant Agreement. The Department's position on program / participant information NOT entered into eCornerstone: If it is not in eCornerstone, it did not occur. Further, grant expenditures for direct services to youth not supported by eCornerstone data will be disallowed expenditures.

Section III
The following section provides instructions for the components that must be included in a complete continuation application.

  1. Uniform Application for State Grant Assistance
    Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance. The 3 page application may be found at this link (pdf).
  2. FY 2020 CCBYS Continuation Plan Narrative
    Continuation applicants must submit an application that contains the information outlined below. Each section must have a heading that corresponds to the headings listed below. If the Applicant believes that the subject has been adequately addressed in another part of the application narrative, then a cross-reference to the appropriate part of the narrative must be provided. The narrative portion must be in the order requested. This application, if approved, will become the local program plan and budget. The program plan/application will be the basis for monitoring compliance by DHS. Please provide a detailed response as directed to each of the following items in an effort to fully describe how the CCBYS program will be operationalized in your service area.
    1. Executive Summary
      The Executive Summary will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. At a minimum, each of the following should be addressed in the Executive Summary.
      1. Briefly describe your experience in providing crisis intervention services to youth.
      2. Identify your agency by name and provide an indication of how long your agency has been providing services to at-risk youth.
      3. Identify your agency's service area(s) including LAN Number and the number and location of sites where services will be provided.
      4. Summarize the need for these services within your community, and how your program will address those identified needs.
      5. Provide an overview of the services you propose to provide with these funds and the outcomes that will be achieved. Include a summary of the services your agency will provide directly to youth, and what services you would need to provide through referral to another agency. Briefly describe your agency's relationship to other service provider entities within your community, and how your agency coordinates resources with those operations.
    2. Agency Qualifications/Organizational Capacity
      For items 1, 2 and 3, please provide any updates that have occurred over the past year and include requested information where there have been changes. Describe why these changes have occurred and how the program has been/will be impacted as a result. If there have been no changes over the past year please indicate such. If no changes, it is not necessary to resubmit Attachments A3, A4 or A5. The remaining attachments will still be required. Information in this section should include, but not necessarily be limited to, the following:
      1. An organizational chart of the applicant organization, showing where the program and its staff will be placed. If subcontractors will be used, include the relationship with those organizations in the chart. Please include this as Attachment 3.
      2. Identify key staff positions that will be responsible for the program. Include evidence that your agency maintains adequate staff coverage to meet the 24-hour availability requirement. Present the résumés of the CCBYS Coordinator, Agency Director and Fiscal Manager as Attachment 4 of your proposal.
      3. Job descriptions for all employee positions that will be funded in whole or in part with this grant, and an indication of the percent of time those employees will spend in this program. Programs must recruit and hire staff that are qualified for the positions through education, experience and/or training. Include the job descriptions in Attachment 5.
      4. A description of your agency's current programs and activities relevant to the services described in this Funding Notice. Please describe how these programs will impact the targeted population.
      5. Include as Attachment 6 the Program Contact Information Forms for the Grantee agency and any Subcontractors (see Appendices C & D).
      6. Include Subcontractor Information Forms as appropriate as Attachment 7 (see Appendix E). Copies of corresponding subcontractor agreements and budgets will be included in Attachment 13.
      7. A description of your agency's readiness for service provision commencing July1, 2019, taking particular note of the following:
        1. Describe the agency's willingness to ensure that all staff will participate in training sessions devoted to basic concepts of community youth services, i.e. CCBYS 101, prior to commencement of service delivery. Assume that if your agency requires training on YASI, CCBYS, or eCornerstone, the Department will provide that training to appropriate staff within your agency throughout the year.
        2. Discuss your readiness in terms of the physical space where CCBYS program activities will be carried out. Describe whether this is space your agency currently occupies (and/or pays for), whether it is under construction, or if arrangements to rent/lease/buy or build a physical facility are not yet final. Include in Attachment 8 of your application copies of any agreements or other documents (lease, rental agreement, evidence of ownership, etc.) to illustrate your situation with regard to physical space.
        3. Discuss your readiness to provide overnight placements for youth including difficult-to-place youth. Placements must be in reasonable proximity to where youth reside in order to ensure continuity to the fullest extent possible.
      8. A description of existing linkages and/or referral procedures your agency has to other community resources and services essential to the positive development of youth, including police, probation and education services. Include copies of signed, current existing linkage agreements in Attachment 9 of your application.
      9. A description of any certifications or accreditations that your agency may have and how they improve your ability to provide CCBYS services.
      10. A description of the applicant's quality assurance process, if any.
      11. Providers must demonstrate an ongoing commitment to developing trauma informed capacity within the organization with the goal of achieving Trauma Informed Agency Status as recognized through the CBAT-O Assessment tool. Please indicate if your organization has participated in the CBAT-O Trauma Assessment process. Describe current and planned capacity building activities designed to obtain or maintain Trauma Informed status. If your organization has not obtained this status, please provide the projected date this status will be achieved. Note: Providers are expected to achieve this status by 6/30/2019. Consideration for an extended deadline will be determined on a case by case basis. If your organization has obtained "trauma-informed" status as determined by the CBAT-O Assessment tool/process please include as Attachment 12 supporting documentation.
      12. Describe your procedure for conducting background checks for employees and contractors of your organization.
      13. Include as Attachment 10 the Program Site Information and Program Placement Options Form(s) found in Appendices F and G of this Funding Notice. Attachment 10 should also include a map detailing the locations of your service sites and placements in your proposed service delivery area. This can be a crude map.
      14. Include as Attachment 11 a copy of the Applicant's current Federal Form W-9. If subcontractors are used, include a copy of the subcontractor(s)' Federal Form W-9 in Attachment 11.
    3. Need - Description of Need
      Describe the need for CCBYS services in the proposed service area. Include any relevant information to document identified needs of the target populations (crisis and non-crisis). Please distinguish between the needs of youth at-risk of crisis and those youth at-risk of delinquency. Identify various needs assessments and sources of the information provided.
    4. Quality - Description of Program Services:
      Provide a clear and accurate picture of the program design and how that design is tailored to meet the identified needs. At a minimum, the proposal must address each of the following components:
      1. Crisis (Mandatory) Programming: Describe your program design for providing the individualized services described in the DHS CCBYS Program Standards, (i.e., 24-hour crisis intervention, individual assessment, case management, and placement services to at-risk youth including placement services for difficult youth)
      2. Non-Crisis (Discretionary) Programming: Describe your plan to provide services to non-crisis (discretionary) youth throughout the grant period. What needs/populations will you target for services. Please distinguish between your plans to serve non-crisis youth at-risk of crisis and those non-crisis youth at-risk of delinquency. What individualized services will your agency provide directly to youth, (i.e, individual assessment, case management, etc.) and what services will be provided through referral to an outside entity? Describe the partnershoips in place or planned that will enable you to identify and serve those youth at-risk of crisis and delinquency. A detailed plan to serve non-crisis youth at risk of delinquency MUST be provided for FY2020.
    5. Evaluation
      1. Applicant must make a clear statement of their intention to participate in any formal evaluation of the program that may be conducted by the Department or any of its contractors.
      2. Applicant must include a clear statement indicating their ability to collect required participant data and report it via the eCornerstone.
    6. Budget Narrative
      In this section of the application/plan narrative, provide a detailed Budget Narrative of the items allocated within your proposed budget. This will include all funds budget for the program, including any match. Identify the source of those funds and detail how the specified resources and personnel are being allocated to ensure the tasks, activities, goals and objectives described in your proposal will be implemented. Illustrate the use of state or federal funds, other than CCBYS grant funds, that will be used to support the program. If sub-contractors are planned, please also describe how these funds will be utilized to implement the program.
    7. Continuation Plan Narrative Attachments
      The Attachments should be labeled accordingly and placed in the order below.
      • Attachment 1 - Copy of Provider's Child Welfare License (if the applicant is planning to subcontract the direct service delivery of crisis intervention and placement services include subcontractor's Child Welfare License)
      • Attachment 2 - Copy of current approved NICRA (if applicable) (include subcontractor's approved NICRA if applicable)
      • Attachment 3 - Organizational chart (as needed)
      • Attachment 4 - Résumés of CCBYS Coordinator, Executive Director, and Fiscal Manager (as needed)
      • Attachment 5 - Job descriptions for positions funded by CCBYS grant (as needed)
      • Attachment 6 - Program Contact Information Forms
      • Attachment 7 - Subcontractor Information Forms
      • Attachment 8 - Rental/Lease agreement or evidence program space ownership
      • Attachment 9 - Linkage Agreements with other service providers & referral sources
      • Attachment 10 - Program Site Information/Placement Option Forms
      • Attachment 11 - Copy of Applicant's current Federal Form W-9 (if using subcontractor(s) include subcontractor's W-9)
      • Attachment 12 - Documentation of Trauma Informed Status (if applicable)
      • Attachment 13 - Subcontractor agreements and Budgets.
  3. FY 2020 CCBYS Continuation Budget
    In addition to the above budget narrative, CCBYS continuation budgets must be submitted electronically in the CSA system (Refer to Appendix J for more information). The Budget entered into the CSA system will also include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. The Budget should be electronically signed and submitted in the CSA system. The Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer. If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment 2.
    Please note, your FY 2020 contract will not be processed until your budget has been reviewed AND approved. It is critical that the budget submitted is as detailed as possible.
    Budgets must be based on the funding formula. Please prepare a budget for the FY2020 grant period. The budget will cover the period of July 1, 2019 - June 30, 2020. Although the Provider is eligible to request funding at the maximum amount indicated in the Funding Formula, the Provider is not mandated to request funding at that level, they may request fewer funds, but they may not request additional funds.
    Refer to Section B, "Funding Information & Requirements" and Appendix B - Estimated Funding Amounts.
    Subcontractor budgets, budget narratives and actual sub-contracts must be submitted with this application as they need to be pre-approved. Refer to Appendix J for information regarding Subcontractor Budgets. Subcontractor agreements and budgets will be submitted as Attachment 13 of your application.
    Submit as Attachment 11 - a copy of Federal Form W9 for the Provider Agency. It is critical that the Agency name, address and FEIN number matches the information provided on the Uniform Application for State Grant Assistance submitted as part of the total Application package.
    If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment 2.

Section IV
The following section provides instructions for Submitting the complete continuation application.

  1. Application and Submission Instructions
    1. Submission Format, Location and Deadline
      1. Applications must be received at the location below no later than 12:00 p.m. (noon) on Monday, April 8, 2019. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.YouthServicesInfo@Illinois.gov. The subject line of the email MUST state: "20-444800710-1 Karrie CCBYS". Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
      2. All Providers must submit the completed grant application in a single PDF document 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: "20-444800710-1 Karrie CCBYS-1".
      3. Please follow the instructions to attach your application. Don't forget the subject line above. Unless otherwise specified in writing, 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 Provider bears the burden of proof that the application was received on time at the email location listed above.
    2. Other Submission Requirements.
      1. Proposal Format Requirements
        1. 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 15 pages, 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.
        2. The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below. The complete application must be submitted in a single PDF document to DHS.YouthServicesInfo@illinois.gov  The subject line of the email MUST state: "20-444800710-1 Karrie CCBYS-1". 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.
        3. The Department is under no obligation to accept applications that do not comply with the above requirements.
      2. All Applications MUST include the following mandatory forms/attachments in the order identified below.
        1. A screenshot or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified
        2. Statement indicating the ICQ and PRA have been completed
        3. Signed Uniform Applicatin for State Grant Assistance
        4. Continuation Proposal Narrative
          • Executive Summary
          • Capacity - Agency Qualifications/Organizational Capacity
          • Need - Description of Need
          • Quality - Description of Program Design and Services
          • Evaluation
          • Budget Narrative
          • Attachments to Your Application
            • Attachment 1 - Copy of Provider's Child Welfare License (if the applicant is planning to subcontract the direct service delivery of crisis intervention and placement services include subcontractor's Child Welfare License)
            • Attachment 2 - Copy of current approved NICRA (if applicable) (include subcontractor's approved NICRA if applicable)
            • Attachment 3 - Organizational chart (as needed)
            • Attachment 4 - Résumés of CCBYS Coordinator, Executive Director, and Fiscal Manager (as needed)
            • Attachment 5 - Job descriptions for positions funded by CCBYS grant (as needed)
            • Attachment 6 - Program Contact Information Forms
            • Attachment 7 - Subcontractor Information Forms
            • Attachment 8 - Rental/Lease agreement or evidence program space ownership
            • Attachment 9 - Linkage Agreements with other service providers & referral sources
            • Attachment 10 - Program Site Information/Placement Option Forms
            • Attachment 11 - Copy of Applicant's current Federal Form W-9 (if using subcontractor(s) include subcontractor's W-9)
            • Attachment 12 - Documentation of Trauma Informed Status (if applicable)
            • Attachment 13 - Subcontractor agreements and Budgets.
        5. Uniform Grant Budget - The proposed budget must be entered, signed and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and
          submitted budget must be included with the application.
    3. Unique entity identifier and System for Award Management (SAM)
      Each applicant is required to: (i) Be registered in SAM before submitting its application; (ii) provide a valid unique entity identifier in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the Department. The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant. Please refer to Section IA. Eligibility Information for additional information and detail regarding SAM.
    4. Intergovernmental Review
      This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs,".
    5. Funding Restrictions
      The applicant must develop a budget consistent with program requirements as described in Section II. Program Description and in accordance with Section I, B2 Grant Funds Use Requirements.
      The Department will not allow reimbursement of pre-award costs under this funding opportunity. 

Section V
The following section provides Award, Administrative and Contact Information.

  1. Award Administration Information
    1. State Award Notices.
      Providers recommended for continued funding under this Notice of Funding Opportunity following the above review will receive a Notice of State Award (NOSA). The NOSA shall include:
      • Grant award amount
      • The terms and condition of the award.
      • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
        Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov
        A written Notice of Denial shall be sent to the Providers not receiving awards.
        The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. 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 FY2020 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 Funding Notice 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.
    3. Required Reporting
      1. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email.
      2. Quarterly data reports will be pulled from the eCornerstone data system on or after the 15th of each month. Providers must ensure all youth referred to and served in the CCBYS program are entered into the Departments eCornerstone data system as required to ensure accurate reports.
      3. Quarterly Narrative and Performance data reports will be submitted by email in a format prescribed by the Department, no later than the 15th of the month immediately following the quarter for the preceding quarter.
      4. Year-End Financial, Narrative and Performance Data reports will be submitted by email in a format prescribed by the Department, no later than 30 days following the end of the fiscal year.
      5. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.
    4. CCBYS Payment Terms
      1. State General Revenue (GR) Social Services Block Grant (SSBG) Backed Funds
        1. An initial prospective payment of 2/12 of the State GR/SSBG Award amount will be issued upon execution of the agreement; and may be rounded to the nearest $100.00. Subsequent payments will be issued on a reimbursement basis and will consider all previously submitted documented expenditures.
        2. The Department will review documented expenditures, including required match to determine if the expenditures are acceptable. If a sufficient level of match is reported in the expenditure report, the Department will issue a full payment based on the acceptable reported expenditures. With the exception of the initial prospective payment, if an insufficient level of match is reported, the Department will issue a partial payment, or no payment, based on the reported amount of match. In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the provider. Payments may be withheld or reduced until such time as the documented match reaches the appropriate level when compared to reported grant funded expenditures. ?
          1. Example 1 - Full Payment: Total reported expenditures = $20,000. $17,000 charged to the grant and $3,000 claimed as match. In this example a payment would be issued for $17,000. $17,000 x .10 = $1,700. The match reported here is $3,000. This exceeds the required 10%, therefore a full payment would be issued. ?
          2. Example 2 - Partial Payment: Total reported expenditures = $20,000. $19,000 charged to the grant and $1,000 claimed as match. In this example a payment would be issued for $10,000. $19,000 x .10 = $1,900. The match reported here is only $1,000. Therefore a payment of $10,000 would be issued: $1,000 x 10 = $10,000 (Match represents 10% of total).
            Total eligible payment for each month will be based on cumulative reported expenditures thereby ensuring that an under match or an over match in any given month will be considered in the overall payment eligibility determination. Failure of the Provider to provide timely, accurate and sufficiently detailed documentation will result in delayed payments and may result in a reduction to the total award.
        3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
      2. Federal Funds (FF) Donated Funds Initiative (DFI)
        1. Payments of the FF/DFI award will be made on a reimbursement basis only.
        2. The Department will review documented expenditures, including required match to determine if the expenditures are acceptable. If a sufficient level of match is reported in the expenditure report, the Department will issue a full payment based on the acceptable reported expenditures. If an insufficient level of match is reported, the Department will issue a partial payment, or no payment, based on the reported match. (Match / .25% - match = payment). Payments may be withheld or reduced until such time as the documented match reaches the appropriate level when compared to reported grant funded expenditures. Grant funded expenditures must account for no more than 75% of the total reported expenditures. 
          1. Example 1 - Full Payment: Total reported expenditures = $20,000. $15,000 charged to the grant and $5,000 claimed as match. In this example a payment would be issued for $15,000. (Match amount / .25% - match = payment). ?
          2. Example 2 - Partial Payment: Total reported expenditures = $20,000. $18,000 charged to the grant and $2,000 claimed as match. In this example a payment would be issued for $6,000. (Match amount / .25% - match = payment).
            Total eligible payment for each month will be based on cumulative reported expenditures thereby ensuring that an under match or an over match in any given month will be considered in the overall payment eligibility determination. Failure of the Provider to provide timely, accurate and sufficiently detailed documentation will result in delayed payments and may result in a reduction to the total award.
        3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
          In the event payments made by the Department to the provider exceed the total amount of provider reported and Department authorized expenditures, the provider will be required to issue a repayment to the Department in an amount equal to the overpayment.
    5. State Awarding Agency Contact(s)
      If you have questions relating to this Continuation Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov  with "CCBYS FUNDING NOTICE - Karrie" in the subject line of the email.

CCBYS FY2020 Funding Notice Application (pdf)

CCBYS FY2020 Appendices