20-444-80-0656-01 Emergency and Transitional Housing Program

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: Angela Campo
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 20-444-80-0656-01
6. Funding Opportunity Title: Emergency and Transitional Housing Program
7. CSFA Number: 444-80-0656
8. CSFA Popular Name: ETH
9. CFDA Number(s):
10. Anticipated Number of Awards:
11. Estimated Total Program Funding: $10,200,000
12. Award Range
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: Yes
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: March 4, 2019
17. Closing Date for Applications: April 2, 2019
18. Technical Assistance Session: No

Agency-specific Content for the Notice of Funding Opportunity

A. Program Description

Scope of Services

  1. Overnight Shelter - Provides emergency sleeping accommodations for a period not to exceed twelve (12) hours. Access to food service for at least one (1) meal per day is required. In addition, case management, advocacy, and counseling services are required.
  2. Voucher Shelter - Provides for emergency shelter on a per diem basis at a nearby hotel, motel or similar facility when other overnight shelter is not available. Access to food services for at least one (1) meal is required. In addition, case management, advocacy, and counseling services are required.
  3. Transitional Shelter - Provides a temporary residence for a period not to exceed twenty-four (24) months. Access to food and supportive services are required. Transitional shelters are permitted to charge fees for shelter services. Fees cannot exceed 30% of the adjusted household income in any one month and cannot be used as a source of match to E&TH funds. In addition, case management, advocacy, and counseling services are required.

The Emergency and Transitional Housing Program Provider will adhere to requirements outlined in the Emergency Food and Shelter Program Statute, which is located at 89 Illinois Administrative Code Sub Part E Section 130.400.

Deliverables

  1. All participants will be provided with case management services, counseling services and advocacy services within five (5) days of admittance to the program for transitional programs and within 15 days for overnight programs.
  2. All participants will have access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
  3. All participants will have completed intake and assessment done upon entry into the program. The Provider must submit all intake and assessment forms to IDHS annually for approval.
  4. The Provider must have a written community outreach plan which includes their method of notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program they administer for IDHS. This plan must include outreach to other community service agencies and the local FCRC. IDHS must be advised of any publication and/or distribution of flyers, printed materials and brochures that are part of the IDHS funded program.
  5. The Provider will have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.
  6. All progress and supportive services for transitional shelter participants will be tracked and reported within each participants case file through the development of an Individual Service Plan that includes at a minimum, a record of the participants supportive services, case management, outcomes, goals, progress notes, and benefit assistance.
  7. The Provider must have the ability to download the IDHS SNAP application and distribute it to all eligible households.
  8. Providers are required to accurately report outcomes and submit quarterly fiscal and programmatic reports to IDHS. These will be submitted via the Illinois Homeless Reporting Portal, found at http://ilhomelessreport.org/index.php
  9. The Provider must have a written agreement or Memorandum of Understanding (MOU) for referrals to other social service providers. The agreement or MOU must include, at a minimum, the following: the type of services to be provided, the referral process of each agency and follow-up actions.
  10. The Provider will provide the following information in the annual Funding Application

A. an unduplicated number of projected participants to be served in the fiscal year

B. an unduplicated number of projected households to be served in the fiscal year;

C. the projected number of shelter nights to be provided during the fiscal year; and

D. the projected number of meals to be provided, served, purchased, or vouchered during the fiscal year.

Performance Measures (Agencies Must Report on the Following)

  1. The number of all participants that were provided with case management services, counseling services and advocacy services within 5 days of admittance to the program for transitional programs and within 15 days for overnight programs.
  2. The number of all participants that had access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
  3. The number of all participants that completed intake and assessment upon entry into the program. The Provider must submit all intake and assessment forms to IDHS annually for approval.
  4. The community outreach plans, including methods of notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program they administer for IDHS.
  5. The referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.
  6. How all progress and supportive services for transitional shelter participants will be tracked and reported within each participants case file through the development of an Individual Service Plan that includes at a minimum, a record of the participants supportive services, case management, outcomes, goals, progress notes, and benefit assistance.
  7. The number of participants that have been provided with the IDHS SNAP application. This information must be distributed to all eligible households.
  8. The number of written agreements or Memorandum of Understanding for referrals with other social services providers. The agreement or Memorandum of Understanding must include at a minimum, the type of services to be provided, and the referral process of each agency and follow-up actions.
  9. The Provider will accurately report outcomes and submit reports to IDHS within the designated time frames.
  10. Agencies must provide the unduplicated number of projected participants to be served in the fiscal year; the unduplicated number of projected households to be served in the fiscal year; the projected nights of shelter to be provided during the fiscal year; and the projected number of meals to be provided, served, purchased, or vouchered during the fiscal year.

Performance Standards

To meet program standards, ALL providers must have 100% compliance with the following requirements.

  1. Providers must provide case management services, counseling services and advocacy services within five (5) days of admittance to the program for transitional programs and within 15 days for overnight programs.
  2. Providers are expected to provide access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
  3. Providers must complete intake and assessment done upon entry into the program.
  4. Providers must have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program they administer for IDHS.
  5. Providers must have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.
  6. Providers must ensure that all progress and supportive services for transitional shelter participants are tracked and reported within each participant's case file through the development of an Individual Service Plan. At a minimum this plan must include the following: a record of the participant's supportive services, case management, outcomes, goals, progress notes, and benefit assistance.
  7. Providers must have the ability to download the IDHS SNAP application and distribute it to all eligible households.
  8. Providers must have a written agreement or Memorandum of Understanding for referrals with other social services providers.
  9. Providers must accurately report outcomes and submit timely quarterly reports to the Illinois Homeless Reporting Portal.
  10. Providers must provide a projected number of unduplicated participants to be served in the fiscal year; the unduplicated number of projected households to be served in the fiscal year; the projected nights of shelter to be provided during the fiscal year; and the projected number of meals to be provided, served, purchased, or vouchered during the fiscal year.

B. Funding Information

The proposed total amount of the Emergency and Transitional Housing program (ETH) funding is $10,200,000 for State Fiscal Year 2020. This amount is subject to state appropriations.

All subcontracts must be approved by the Illinois Department of Human Services. All subcontractors are subject to IDHS contract guidelines.

C. Eligibility Information

  1. Eligible Applicants
  2. All applicants must be nonprofit organizations, subject to 26 U.S.C. 501(c) (3) of the federal tax code.
  3. Provider must provide case management, advocacy, and counseling. In addition, provider must provide one or more of the shelter services below.

A. Overnight Shelter

B. Voucher Shelter

C. Transitional Shelter

  1. Provider must have provided one or more of the above services, through a contract with the Illinois Department of Human Services (IDHS), continuously for the last four fiscal years.
  2. Provider must be in good standing with the Illinois Secretary of State, and have been so for the last four fiscal years.
  3. Provider must be in good standing with the Illinois Department of Human Services Office of Contract Administration, and have been so for the last four fiscal years.
  4. IDHS will seek cultural inclusion among grantees. Provider must comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).

Match

  1. All contracts approved for funding under the Emergency and Transitional Housing - ETH (formerly known as Emergency Food & Shelter - EFS) Program must be matched by at least 25% from other sources. Of the 25% match, at least one half must be matched with cash (e.g., fund raising, donations, ESG, United Way, EHP, FEMA). The remaining one half may be matched with cash, in-kind services or property from sources other than the funds granted through the ETH program. Volunteer services at $10.00 per hour (maximum) and other in-kind contributions may be applied toward meeting the match requirement. If a provider chooses to apply volunteer services and in-kind contributions toward the match requirement, the minimum records to document the contributions are:

A. For volunteer services, the name and address of the volunteer and documentation of the dates and hours of service, as well as a description of the service provided.

B. For contribution of personal or real property, whether in title or in usage, a written description of the property and the value of the property. The contribution will be valued at fair market value at the time of the contribution.

2. Match documentation must be submitted with the grant application.

Indirect Cost Rate

In order to charge indirect costs to a grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs: a) Federally Negotiated Rate. Organizations that receive direct federal funding, may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federally NICRA. b) State Negotiated Rate. The organization may negotiate an indirect cost rate with the State of Illinois if they do not have a Federally Negotiated Rate. If an organization has not previously established in indirect cost rate, an indirect cost rate proposal must be submitted through State of Illinois' centralized indirect cost rate system no later than three months after receipt of a Notice of State Award (NOSA). If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year. c) De Minimis Rate. An organization that has never negotiated an indirect cost rate with the Federal Government of the State of Illinois is eligible to 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.

All grantees must complete an indirect cost rate negotiation or elect the De Minimis Rate to claim indirect costs. Indirect costs claimed without a negotiated rate or a De Minimis Rate election on record in the State of Illinois' centralized indirect cost rate system may be subject to disallowance.

Limitations on indirect costs restrict the amount and/or type of indirect costs that are allowed to be charged to grant awards. Indirect cost limitations and restrictions must be clearly stated in this section. For example, the grant award may be subject to state and federal statutory requirements that limit the allowability of costs. The maximum amount allowable under a limitation cannot exceed the total amount under the NICRA. State and federal statutes may restrict the amount of salary that can be charged to a grant award, if the base salary exceeds the Federal Executive Level II Pay Scale.

Grantees have discretion and can elect to waive payment for indirect costs. Grantees that elect to waive payments for indirect costs cannot be reimbursed for indirect costs. The organization must record an election to "Waive Indirect Costs" into the State of Illinois' centralized indirect cost rate system.

Allowable/Unallowable Costs

The Emergency and Transitional Housing Program limit costs to specific categories. Providers should review the Department's budget pages for this program for a complete list of allowable costs. The following are allowable and unallowable costs under the Emergency and Transitional Housing Program:

Allowable Costs

A. Direct costs

a. Food

b. Insurance - professional liability

c. Insurance - shelter

d. Direct service personnel

e. Rent - equipment

f. Rent - shelter space

g. Supplies - shelter

h. Training and education of staff

i. Client transportation

j. Utilities - shelter

Direct Program Costs: (May not exceed 15% of IDHS grant funds)

a. Telephone

b. Insurance - office

c. Maintenance - office

d. Direct program personnel

e. Rent - office

f. Supplies - office

g. Utilities - office

C. Payments on behalf of clients

a. Voucher - Food

b. Voucher - Shelter

D. Collection of Fees

The collection of any fees or solicitation of contributions for homeless persons or persons at risk of becoming homeless as a condition to receive services through an overnight shelter or through a voucher program is prohibited. Transitional shelters are permitted to charge fees for shelter services. Fees cannot exceed 30% of the adjusted household's income in any one month and cannot be used as a source of match to ETH funds.

Unallowable Costs: The following are some examples of unallowable costs

A. Cell phone purchase

B. Property acquisition

C. Major renovation

D. Lap top computer purchases

D. Application and Submission Information

All applicants must complete a funding application. All applying providers must have a Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM).

Submission Dates and Times

All grant applications and supporting documentation must be electronically submitted by 12:00 PM April 2, 2019. Late applications will not be considered for grant funding.

Funding Restrictions

 Please refer to the above section entitled "Allowable/Unallowable Costs".

Other Submission Requirements

Providers must submit a budget narrative. This is based on the provider's previously submitted Fiscal Year 2020 ETH funding plan. The budget narrative is sometimes referred to as the budget justification. The narrative serves two purposes: it explains how the costs were estimated and it justifies the need for the cost.

Budgets must be signed by two authorized agency representatives (the executive director and board president, or fiscal director and board member, for example).

A copy of the most recent external Audit must be submitted with application.

E. Application Review Information

1. Criteria

Each grant application will be evaluated by DHS staff according to the following criteria:

45 points - Application (includes required attachments)

 Meets program requirements.

30 points - Previous Program Compliance

Timely and accurate reporting and document submission. This includes the timely submission of all required quarterly program reports.

20 points - Budget

 Meets department requirements.

 5 points - Current provider

A five (5) point penalty will be imposed for each instance that the above criteria are not met. Reports submitted late more than twice in any single Fiscal Year will result in an additional five (5) point deduction. A five (5) point penalty will be imposed for any lapsed funds in the past 3 fiscal years. An 85 point minimum score is required in order to be considered for grant funds.

2. Review and Selection

Grant applicants not selected to receive funds will receive a non-funding notice. Applicants wishing to appeal this decision may do so; however, competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal. The appeal process is as follows:

A. An appeal must be submitted electronically, in accordance with the grant

application document.

B. An appeal must be received within 14 calendar days after the date that the

grant award notice has been published.

 C. The written appeal shall include at a minimum the following:

 a. the name and address of the appealing party

 b. identification of the grant

 c. a statement of reasons for the appeal

D. Appeals are to be submitted to Angela Campo, via email, to the following

address: angela.campo@illinois.gov

F. Award Administration Information

  1. Grant recipients will receive a selection letter detailing their funding amount. Parties that were not selected to receive grant funds will receive a non-funding notice.
  2. A letter notifying a grant applicant of their selection is not an authorization to begin performance.
  3. A notice of State award signed by a grants officer or equivalent is the authorizing document to begin performance. Reimbursement for services provided will not take place without a signed, executed contract from the Illinois Department of Human Services.

G. State Awarding Agency Contact(s)

Grant applicants may contact IDHS if they have program questions.

1. Emergency and Transitional Housing Manual

http://www.dhs.state.il.us/page.aspx?item=103272

  2. Illinois Homeless Reporting Portal

 http://ilhomelessreport.org/index.php

3. If further assistance is needed, please email Angela Campo at angela.campo@illinois.gov

H. Other Information, if applicable

Mandatory Forms -- Required for All Agencies

  1. Uniform Application for State Grant Assistance (pdf)
  2. Uniform Grant Budget Template | Instructions
  3. Fixed Rate Budget Template