20-444-80-1269-01 Juvenile Justice System Improvement

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services 
2. Agency Contact: Karrie Rueter, 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: 20-444-80-1269-01-01
6. Funding Opportunity Title: Juvenile Justice System Improvement
7. CSFA Number: 444-80-1269-01
8. CSFA Popular Name: JJ Systems Improvement 
9. CFDA Number(s): 16.450
10. Anticipated Number of Awards: 2
11. Estimated Total Program Funding: $250,000
12. Award Range Varies
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs It is anticipated that administrative costs, both
direct and indirect, will represent a small portion
of the overall program budget.
16. Posted Date: March 1, 2019
17.Application Range: March 1, 2019 to April 3, 2019 by 12:00pm
18. Technical Assistance Session: No

SECTION I
The following section provides Eligibility and Funding Information & Requirements for the Juvenile Justice Systems Improvement Continuation Application.

  1. Eligibility Information
    1. Eligible Applicants
      This Continuation Application is limited to those public or private, not-for-profit community-based agencies and state agencies/universities who received an award from the Illinois Department of Human Services, Division of Family and Community Services for the implementation of the Juvenile Justice Systems Improvement Project pursuant to DHS Funding Notice (#19-444-80-1269-1) 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 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 or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified will be required 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 3 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. The provider must be in a position to begin providing services on July 1, 2019.
      2. 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
      3. 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. Requested Information: The Provider will be available as requested by the Department/IJJC to present information regarding service deliverables, provide data updates, or to answer questions arising from the Provider's work.
      2. Site Visits: The Provider agrees to participate in site visits as requested by the Department/IJJC and agrees that program and collaborating partners will be in attendance at such site visits.
      3. Collaboration: The Provider is expected to collaborate and partner with the IJJC and relevant juvenile justice agencies including but not limited to the Illinois Department of Juvenile Justice, the Administrative Office of Illinois Courts, and local juvenile court systems and probation departments to develop innovative system improvement strategies, research initiatives, and data collection and analysis plans aimed at achieving the system improvement goals of the IJJC.
      4. OJJDP Performance Measures: The Provider will submit Performance Measures data required by OJJDP on or before November 1st of each year for the preceding period of October 1 to September 30. Data will be submitted in the format prescribed by the Department and IJJC. (see Appendix 1)
      5. Fiscal Reporting by Program Areas: OJJDP has identified program areas for which Title II funds may be utilized. For fiscal year 2020, the IJJC has chosen to fund the following OJJDP program areas:
        • Alternatives to Detention
        • Community Based Programs and Services
        • Compliance Monitoring
        • Disproportionate Minority Contact
        • Diversion
        • Gender-Specific Services
        • Juvenile Justice System Improvement
          The Provider will work with the Juvenile Justice Specialist to match provided services with program areas and subsequently will report expenditures monthly by program areas.
      6. Collaboration with local Family and Community Resource Centers (FCRCs): Providers will maintain a collaborative working relationship with the local DHS FCRCs. Providers are required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements.
      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 & Requirements
    1. Funding Information
      1. This award is funded with Title II (federal) funding and does NOT have a an in-kind or financial requirement.
      2. This application is considered an application for continuation funding.
      3. The Department anticipates funding 1 renewal applicant to provide services as described in this funding announcement.
      4. Approximately $200,000.00 will be made available for grants under the notice.
      5. Subject to appropriation, the grant period will begin no sooner than July 1, 2019 and will continue through June 30, 2020.
      6. Funding allocated under this grant is intended to to provide for activities to ensure and maintain the states compliance with the Core Requirements of the Juvenile Justice and Delinquency Prevention Act (JJDPA) through training, technical assistance, coordination, monitoring, research and support. The funding amount requested for FY20 should reflect the actual grant amount required to implement the proposed plan, which may be less than the amount granted in FY19.
      7. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
      8. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful Applicant Agency shall retain sole responsibility for the performance of the subcontractor.
        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:
        • 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)
        • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        • 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).
        • 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 an 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:
        • 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 B2.
        • 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.
        • 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
      Funding allocated under this grant is intended to provide systems improvement assistance to the Illinois Juvenile Justice Commission, Juvenile Justice Councils and local agencies providing Juvenile Justice related Youth Serving Programs. 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. 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 Juvenile Justice Systems Improvement Program

  1. Program Description
    The federal Office of Juvenile Justice and Delinquency Prevention (OJJDP) provides funding directly to states through its Title II Formula Grants Program (Title II) to support state and local delinquency prevention and intervention efforts and juvenile justice system improvements. These funds are used to help states implement comprehensive state juvenile justice plans based on detailed studies of needs in their jurisdictions. State Advisory Groups, comprised of members appointed by the governor, set priorities for funded activities. The State Advisory Group for Illinois, the Illinois Juvenile Justice Commission (IJJC), administers the Title II funds. These funds support a broad range of juvenile justice activities at the state and local level that are designed to improve the juvenile justice system through the development of more effective education, training, research, prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency. These programs or projects can be designed to be developed, implemented and evaluated directly or through grants and contracts with public and private agencies.
    Title II also funds state and local activities designed to ensure and maintain the state's compliance with the Core Requirements of the federal Juvenile Justice and Delinquency Prevention Act (JJDPPA), all of which govern the incarceration of juveniles. These core requirements are: deinstitutionalization of status offenders; separation of adults and juvenile offenders; jail removal; and reduction of disproportionate minority contact with the juvenile justice system.
    This Continuation Plan will provide for activities to ensure and maintain the states compliance with the Core Requirements of the JJDPA through training, technical assistance, coordination, monitoring, data collection and reporting of data.
  2. Required Programming
    Upon direction of the IJJC and the Department, the Provider will build upon work previously completed to meet the following objectives:
    The Applicant will continue to develop, implement and/or provide information or services which improve the functioning of the local or the statewide juvenile justice system. The IJJC intends to standardize and improve the care and treatment of juvenile justice youth and to ensure the state's compliance with the JJDPA. To that end, the applicant's project will implement one or more programs/activities described below under the following approved program categories: 1. Programs to standardize and improve care and treatment in the juvenile justice system and 2. Programs, policies and practices to ensure compliance with the core requirements of the JJDP Act (see Appendix 1 and Appendix 2)
    1. Programs to standardize and improve care and treatment in the juvenile justice system
      1. Development and implementation of programs and policies to ensure that all youth in the Applicant's care are screened and assessed for risks, needs and strengths using validated screening and assessment tools;
      2. Development and implementation of programs and policies to ensure that each youth receives a comprehensive case plan informed by screening and assessment;
      3. Development and implementation of programs, policies and strategies to ensure that youth are linked to services and supports identified as necessary in the comprehensive case plan;
      4. Development and implementation of programs and initiatives to improve quality, collection, coordination, and accessibility of data tracking youth in the Applicant's care;
      5. Development and implementation of programs to improve collection, coordination and analysis of data on youth in the juvenile justice system as requested by the Department/IJJC, including but not limited to annual population/demographic data, average daily population, and the number and percentage of youth receiving screening/assessment, case plans, and services;
      6. Development and implementation of programs to improve data sharing between systems touching justice-involved youth so as to better coordinate and streamline care of those youth;
      7. Development and implementation of initiatives to promulgate nationally-recognized standards of practice and evidence based programming in state and local juvenile justice systems;
      8. Research, analysis, and technical assistance as requested by the Department/IJJC in support of legislatively mandated reports and/or studies.
      9. Training and technical assistance as requested by the Department /IJJC on data collection, analysis and reporting; and
      10. Training and technical assistance as requested by the Department/IJJC on best practices, nationally-recognized standards of care, and evidence based programming.
    2. Programs, policies and practices to ensure compliance with the core requirements of the JJDP Act
      1. Data collection and annual reporting of compliance with core requirements of the JJDPA act
      2. Data collection and annual reporting of Juvenile Justice system involvement and juvenile justice needs.
      3. Data collection and annual reporting of youth who have been transferred to adult court.
      4. Data collection and annual reporting of youth who have been detained in a juvenile detention facility including data on admissions, releases, population demographics, average daily population, average length of stay and DMC.
      5. Collaboration with state agencies and other stakeholders to report data regarding juvenile justice system involvement.
      6. House and maintain the Juvenile Monitoring Information System; provide regular reports and requested reports.
      7. Annual collection, analysis, and reporting of data disaggregated by race gender and ethnicity for the decision points required by OJJD and the JJDP Act, as requested by the IJJC.
  3. Performance Measures
    1. Percentage of Periodic Financial Reports (formerly known as expenditure documentation forms) submitted on time with accurate information, in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 15th of each month for the preceding month by email.
    2. Percentage of Periodic Performance Reports (also known as "Quarterly Reports") submitted on time with accurate information, in the format prescribed by the Department. Periodic Performance Reports must be submitted no later than the 15th of each month following the end of each quarter by e-mail.
    3. Percentage of Performance Measures data required by OJJDP, will be submitted on or before November 1st for the preceeding period of October 1 to September 30. Data will be submitted in the format prescribed by the Department.
    4. Percentage of additional specific performance measures to be determined by the provider with Department input, for each of the proposed services.
  4. Performance Standards
    1. Percentage of Periodic Financial Reports (formerly known as expenditure documentation forms) submitted on time with accurate information, in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 15th of each month for the preceding month by email. (Acceptable 80%)
    2. Percentage of Periodic Performance Reports (also known as "Quarterly Reports") submitted on time with accurate information, in the format prescribed by the Department. Periodic Performance Reports must be submitted no later than the 30th of each month following the end of each quarter. (Acceptable 75%)
    3. Percentage of Performance Measures data required by OJJDP, will be submitted on or before November 1st of for the preceeding period of October 1 to September 30. Data will be submitted in the format prescribed by the Department and IJJC. (Acceptable 100%)
    4. Percentage of additional specific performance measures to be determined by the provider with successful Department input, for each of the proposed services (Acceptable 90%).

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 Juvenile Justice System ImprovementContinuation 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 Juvenile Justice System Improvement will be implemented.
    1. Description of Program Design and Services
      The Project Narrative will provide a comprehensive framework and description of all aspects of the project.
      1. Describe how your agency will implement the services listed under "Program Description/Requirements" that it is proposing to provide.
      2. For each service:
        • Describe what activities that will be undertaken to provide the service.
        • Identify the person/position who will have primary responsibility for that service.
        • Identify the amount of time anticipated to provide the service. (For example, DMC coordination will require 20 hours per week.)
        • Describe the anticipated impact the provided service will have.
      3. Include the Job Description or resume for grant funded personnel and an organizational chart as attachements A1 and A2.
    2. Program Outcomes
      1. Identify up to three measurable outcomes and objectives for each service your agency is proposing to provide.
      2. If the information has not been included above, Include a detailed plan for achievement.
    3. Required Attachments
      The Attachments should be labeled accordingly and placed in the order below:
      • Attachment A1 - Job Description(s)/Resumes for any grant funded personnel
      • Attachment A2 - Organizational Chart
      • Attachment B1 - Copy of Federal Form W9 for the Applicant Agency
      • Attachment B2 - Copy of currently approved NICRA if indirect costs are included
        If Subcontractors will be used, also include the following:
      • Attachment C - Subcontractor Agreement(s)
      • Attachment C1 - Subcontractor Budget(s) and Narrative(s)
      • Attachment C2 - Copy of Federal Form W9 for the Subcontractor Agency(s)
      • Attachment C3 - Copy of approved NICRA for Subcontractor Agency(s) if indirect costs are included.
        Note: Applicant (only) MUST submit Budget in the CSA System. Subcontractor budgets should not be entered in CSA. Refer to Appendix 3 for additional information. Appendices found here.
  3. FY 2020 Juvenile Justice System Improvement Continuation Budget
    Budgets must be submitted electronically in the CSA system (see Appendix 3) for more information and instructions). The narrative will be based on the budget and will include a 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. The 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 prepared to reflect a 12-month budget period (July 1, 2019- June 30, 2020).
    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.
    Subcontractor budgets, budget narratives and actual subcontracts must be submitted with this continuation application plan as they need to be pre-approved. The budget format for subcontractors is the same template as the Uniform Grant Budget. However, subcontractor budgets will not be submitted in the CSA system.
    Please refer to Eligibility Information, Section I.3, in this document for information about administrative costs and DUNS and SAM requirements.
    The Provider will work with the Juvenile Justice Specialist to match provided services with program areas and subsequently will report expenditures monthly by program areas.

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

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 Wednesday April 3, 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: "20-444-80-1269-1-Wendy- JJSI". 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: "20-444-80-1269-1-Wendy- JJSI".
    3. Please follow the instructions to attach your application. Don't forget the subject line above. To be considered, proposals must be submitted via CMS File Transfer Utility by the designated date and time listed above. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above. See bolded sections above.
  2. OTHER SUBMISSION REQUIREMENTS
    Proposal Container and Format Requirements
    1. All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. 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.
    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: "20-444-80-1269-1-Wendy- JJSI". Applications will ONLY be accepted by email as described herein. Hard copies, faxed copies, copies on disk or thumb drive etc. will not be accepted.
      The Department is under no obligation to review applications that do not comply with the above requirements.
    3. 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 Application for State Grant Assistance
      4. Continuation Proposal Narrative
        • Description of Program Design and Services
        • Program Outcomes
        • Budget Narrative (may be included in your Budget in CSA)
        • Attachments to Your Application
          • Attachment A1 - Job Description(s)/Resumes for any grant funded personnel
          • Attachment A2 - Organizational Chart
          • Attachment B1 - Copy of Federal Form W9 for the Applicant Agency
          • Attachment B2 - Copy of currently approved NICRA if indirect costs are included
            If Subcontractors will be used, also include the following:
          • Attachment C - Subcontractor Agreement(s)
          • Attachment C1 - Subcontractor Budget(s) and Narrative(s)
          • Attachment C2 - Copy of Federal Form W9 for the Subcontractor Agency(s)
          • Attachment C3 - Copy of approved NICRA for Subcontractor Agency(s) if indirect costs are included.
      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 C. Eligibility Information & Grant Funding Requirements 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.B.2. 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.

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 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.
    3. Performance Measures data required by OJJDP, will be submitted on or before November 1st of for the preceeding period of October 1, 2018 to September 30, 2019. Data will be submitted in the format prescribed by the Department and IJJC.
    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. Payment Terms
    1. Grant payments of the federal award will be made on a reimbursement basis only.
    2. Reimbursement payments will be issued following the Department review of documented expenditures to determine they are sufficiently detailed and that the expenditures appear acceptable under the terms of the agreement. 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 "JJSI FUNDING NOTICE - Wendy" in the subject line of the email.

Uniform Application for State Grant Assistance (pdf)

Juvenile Justice System Improvement Continuation Application (pdf)