April 15, 2019

Question:  Is the application due at 12 noon on Wednesday or midnight?

Response: Applications must be received via email at DHS.DVSAHT@illinois.gov  no later than 12:00 p.m. (noon) on Wednesday, April 17, 2019.

Question:  Under the DHS grant would we be able to hire an employment coordinator to help victims find jobs and a family lawyer to work with victims?

Response: Funding for legal services (not IDVA legal advocacy) is not allowable under Comprehensive Domestic Violence Prevention & Intervention grants.  Only Specialized Legal Domestic Violence Services funding can support legal services.  See definitions in Funding Information section of the NOFO. All positions funded under the DHS Comprehensive Domestic Violence Prevention & Intervention must support services outlined in the NOFO. 

Question:  Is the FY 20 budget available to do on line or do I fill out Exhibit E?

Response: Exhibit E is a part of the NOFO application packet.  It is a separate Word document that supports the Program Plan Narrative.  Budgets will not be entered into CSA until the Bureau determines funding amounts and notifies applicants through the Notice of State Award.

Question:  On the Service Provisions (Attachment D), do we need to fill out FY20 projections for individual demographic criteria, or just totals?

Response: Aggregate data or totals are requested for Attachment D.

Question: Under Section B. of the narrative portion, there are some prompts that reference an attachment (Ex. Identify service locations, hours of operation, service type and staffing. (Attachment C)). For these sections, are we required to provide a description/explanation in the narrative and complete the attachment? Or can we simply complete the attachment to fulfill the requirements of that section?

Response:  Completion of the Attachments is a mandatory component of the application packet. Reviewers will look at both the narrative and attachments to determine if the information requested in the NOFO is addressed.

Question: In the NOFO, Exhibit E:1 states "relate financial data to performance accomplishments."  Where should this information be placed in the application, i.e. program or budget narrative?

Response: The Exhibits were listed in the NOFO to make sure that the expectations for FY 20 funding are clear. You may speak to this in your program or budget narrative, but it is not one of the required dot points to address.

April 11, 2019

Question: I know we've been told to use 25% match for our proposal but it has been much less in the past. Is there a time frame for letting us know what will be required or will it stay at 25% ?

Response: The Notice of State Award will identify the amount of federal funding in contracts. That is the amount that the match will be applied against, i.e. total grant $100,000, GRF $75,000 and $25,000 federal = $6,250 required match.

Question: Can you clarify how the attachments should be titled/labeled when sent in?

Response:  The Executive Summary and each part of the Program Plan Narrative should be titled at the top of the 1st page of the section.  Attachments should be labeled with the attachment letter and title, i.e. Attachment E Budget Narrative.  If the attachments are saved in different files, name the document in the same manner.  Policies and procedures requested in Program Narrative Quality section do not have an attachment letter. 

Question:  Does the UGA need to be attached even though it was sent March 31, 2018?

Response: No.  If the UGA was previously submitted it is not necessary to re-submit the form.

Question: Attachment C instructions state that we can include DHS and non-DHS funded staff. When it asks to 'identify what elements are being supported by DHS dollars', are they asking that we include funding percentages next to DHS funded staff.

Response:  Yes.

April 10, 2019

Question: The Budget Narrative (Attachment E) asks for "other source and amount". Is this specifically for the 25% match?

Response: No. The "other source and amount" should reflect all monies that support the domestic violence program not just the required match amount. For example, VOCA and VAWA funds which cannot be used for match are listed in the budget narrative.

Question: Under Specialized Legal Services, can grant funds be used to provide immigration support (U Visas and VAWA applications)?

Response: Specialized Legal Domestic Violence Services funds must be used to support victims of domestic violence only. Legal services may include, but not be limited to, obtaining criminal or civil orders of protection, obtaining or defending divorce proceedings, and other child-related proceedings. The Program Plan Narrative provides the opportunity for applicants to address the need for the proposed legal services and outline the service delivery.

April 9, 2019

Question:  There are two different versions of the Contact Form (1 page and 2 page form).  My agency already submitted the 1 page form which doesn't have the 2nd page with counties and communities served.  Should we now submit the 2 page form.  If yes, what is the best way to do this?

Answer:  The bureau will accept either version of the Contact Form, but prefers the 2 page form.  The Contact Form can be submitted (or re-submitted) as a part of the application package.  Simply attach the Contact Form with your completed application packet and email to DHS.DVSAHT@illinois.gov.  The 2 page form can be accessed through http://www.dhs.state.il.us/page.aspx?item=114164.

Question: Can you please clarify what off-site shelter policies mean for providers that have on-site shelter available? I am specifically lhttps://csa.dhs.illinois.gov/gtdsecure/gtdooking for clarification on the Program Narrative - Quality section where it states, "All comprehensive domestic violence programs (on-site and off-site) must submit off-site policies."

Response:  Shelter programs may need to address emergency shelter needs by providing assistance with off-site shelter and services.  For example, the agency's shelter may be full or an individual may best be served through staying at a hotel or placement in a safe home in the community.  Shelter programs must have policies and procedures in place to address these circumstances. 

April 8, 2019

Question:  In Attachment D - Domestic Violence Program Service Provision Numbers: There is no service line item for Individual Therapy; However, the service line item for Group Children's Counseling is listed twice.  What should we do?

Answer:  You can change the item.  Type over one of the group children's counseling in order to submit Individual Therapy numbers.

Question:  Can a single entity apply for both the Domestic Violence Prevention & Education grant and the Specialized Legal Domestic violence Services under the NOFO?

Response: No.  An entity can only be funded for one of the domestic violence prevention and intervention type grants.  Entities must be pre-registered and pre-qualified through the GATA Grantee Portal.  See Eligibility Information in the NOFO for more information about the process.

Question:  Our service data may look inconsistent because a victim may report more than one item in a given category or the choses may not exactly line up with their responses.  What should we do in the Service Provision Attachment?

Response:   There is a narrative section under each data set and this is the place to add any information that a reviewer may need to understand the data. 

April 5, 2019

Question:  The narrative asks for programs to explain their MOU's and partnerships, but does not ask for them to be attached. Are we able to attach the program's letters of commitment to the application?

Response: No. Information about MOU's, partnerships, linkages, etc. should be include in the relevant sections of the narrative. Attachments of MOU's, linkage agreements, etc. will not be reviewed. 

Question: The reduction for some agencies in their FY'20 requests versus their FY'19 grants, coupled with the shift in how IDHS wants services reported (what its dollars buy only rather than all services supported by its funding) will have the net effect of reducing the service projections for FY'20 (perhaps significantly). Is IDHS expecting service projections to remain the same as in previous years?

Response:  FY 20 service projections should align with the proposed programing on DHS monies and the amount of DHS funding requested.  DHS expects that some applicant's service projections may increase from FY 19 and other applicants may decrease service projections. 

Question: Will there be an opportunity to a adjust budgets over the funding cap if state-wide requests are less than the total funds available?

Response:  It is not anticipated that there will be any remaining funds.

April 4, 2019

Question: The NOFO references including policies and procedures as a part of the application packet, but they are not listed as a mandatory form.  How should they be sent in and what specific policies and procedures are required?

Response:  Section D: application and Submission Information,  2. Content and Form of Application Submission, D, Program Narrative - Quality, states, "Describe how agency provides shelter services. Off-site programs must address how emergency shelter needs are met, i.e. All comprehensive domestic violence programs (on-site and off-site) must submit off-site policies. On-site shelter programs must also submit shelter policies."  The policies and procedures do not count as a part of the narrative pages and should be attached separately.  Label the Attachment - Policies and Procedures. All programs must include policies that guide staff on how to respond to victims needing shelter regardless of whether the needs can be met through their agency shelter or in the community.  Shelter programs must also include shelter policies.  Examples include program rules, victim engagement/participation, length of stay, waiting lists. 

Question: The NOFO does not reference job descriptions being needed, but we have submitted them I the past.  Should we attach them to the NOFO application?

Response: The FY 20 NOFO does not require submission of job descriptions.  Applicants can choose to provide information about job responsibilities as a part of their narrative, but separate job description attachments are not required and will not be reviewed.

Question: I am a bit confused about what the FY20 application consists of. I downloaded the FY20 program plan and completed it, but there seem to be other documents that need to be completed. Please clarify.

Response:  The complete application packet should have the following items:  Program Plan Narrative (no template provided) Executive Summary - 2 pages, Program Narrative Need - 2 pages, Program Narrative Capacity - 8 pages and Program Narrative Quality - 9 pages. (No template provided - Maximum narrative pages is 21), Attachment A - Organizational Chart (no template); Attachment B Contact Information Template; Attachment C Service Locations Template; Attachment D - Service Provisions Template;  Attachment E - Budget narrative Template.  Do not place the budget in CSA at this time.  If you have not already sent in the Uniform Grant Application, this should be attached to your application materials.

April 3, 2019

Question:  The Budget Narrative on Attachment E seems repetitive can we attach what we have in our CSA or do we complete the budget narrative?

Response:  Budgets are not supposed to be entered into CSA until after a Notice of State Award is received. Bureau staff will not review budgets in CSA until grant awards have been made. The award amounts proposed by applicants may not match the award amounts given. Bureau will notify applicants if they are receiving an award and the FY 20 award amount. At that time, budgets can be entered into CSA. The budget narrative in the NOFO is to be completed and sent in with the application materials.

Question:  Are Specialized Legal Domestic Violence Services applicants required to provide Emergency Shelter Services and have crisis hotlines or 24 hour availability of staff?

Answer:  No.  These requirements are for Comprehensive Domestic Violence Prevention and Intervention Program applicants.

Question:  What are the eligible and ineligible costs for the Comprehensive Domestic Violence Prevention and Intervention Program funding?

Answer:  The Domestic Violence Prevention and Intervention grant monies can be used for shelter services, but cannot support transitional housing programs.  This funding is also subject to funding restrictions outlined in 2 CFR 200, Subpart E-Cost Principles.

Question: Can transportation costs related to accessing services or medical care, attending job interviews or other such needs allowable under this funding?

Answer:  Yes.  Comprehensive Domestic Violence Prevention and Intervention Programs must provide transportation for victims.  Applicants may utilize this funding to support transportation costs directly linked to meeting victim's needs. 

April 1, 2019

Question: For the service provision numbers do you want just those supported by the DHS funding or for the entire agency?

UPDATED RESPONSE: Due to the way that service information has been captured in InfoNet historically, the Service Provision Attachment of the application can reflect total service data (not DHS only) for FY 18 actual and FY 19 progress.  FY 20 service projections are to be based on DHS funding only.  

Question: According to the instructions the total narrative is not to exceed 25 pages; however, the breakdown of sections adds up to 21 pages.  

Response:  The first draft of the Notice of Funding Opportunity imposed a 4 page limit to the budget narrative which brought the total narrative page limit to 25.  The budget narrative was changed to an attachment, but the page limit did not get adjusted to reflect 21 pages.  The page limits are as follows:  Executive Summary - 2 pages, Program Narrative Need - 2 pages, Program Narrative Capacity - 8 pages and Program Narrative Quality - 9 pages.  Maximum narrative pages is 21.

March 29, 2019

Question: For attachment C on the NOFO- should just the staff that are being proposed to be funded by DHS funds be listed here? That is the way it has been in the past but I just wanted to make sure that nothing has changed.

Response: Attachment C is linked to the Capacity section of the Program Plan Narrative and can speak to the organizational capacity of the domestic violence program.  Locations, staffing, etc. can reflect DHS ad Non-DHS funding, but should identify what elements are supported by DHS dollars.

March 27, 2019

Question:  For the service provision numbers do you want just those supported by the DHS funding or for the entire agency?

Response:  The service projections should be for the DHS funding only.

Question:  Is that match in the budget narrative based on the total amount requested and not just the federal portion of the amount requested?

Response:  At this time distribution of state and federal funds in individual grants has not been determined, so the original budget narrative should reflect 25% match of the grant amount requested.

March 26, 2019

Question:  Under Specialized Legal Domestic Violence Services, can the grantee provide the services listed under #5, in addition to partnerships? 5. Grantees will establish and maintain collaborative relationships with other entities which address victim's basic needs outside of legal issues, which may include, but not be limited to, housing, employment, substance use, mental health and employment.

Response:  The agency may provide other services besides Specialized Legal Domestic Violence Services, but DHS funding under this NOFO cannot support such direct service activities.  Coordination and collaboration with entities providing direct services outside of legal services can be incorporated into the DHS funded proposal. 

Question:  The Uniform Grant Application is due on March 31, 2019, but the budget is due on April 17th.  Can the amount on the budget be different than what was put on the UGA? 

Response:  Yes.  After working on the budget narrative, a provider may want to propose a lower or higher amount than what was indicated on the UGA.  That is fine as long as the amount falls within the award range outlined in the NOFO.

March 22, 2019

Question:  Regarding the question on March 22, 2019, about putting 25% match in the UGA. Does that mean we put 25% match in the budget and the narrative?

Response: The budget narrative (Attachment E) of the NOFO must include all funding sources for the domestic violence program.  When lising the other sources of funding, indicate which other sources will be used for match.

Question:  What do we fill in as the match amount on the Uniform Grant Agreement, if we don't know what are grant award will be?

Response: The Uniform Grant Agreement (UGA) should reflect the proposed amount requested from DHS funds and 25% of the requested amount in match funds should be indicated on the UGA.  The final amount of required match will be communicated on the Notice of State Award.

Question:  The NOFO said to include in the budget narrative all funds for our program. Is this meaning money from DHS and match OR all funds received for our DV program inclusive of VOCA, VAWA, AG, and United Way?

Response: The budget narrative (attachment E) should include all funding supporting the Domestic Violence Prevention & Intervention programming.  This does mean showing more than the required match amount.   

March 20, 2019

Question:  The Budget Narrative is included in the Program Plan Narrative as D2e but is also identified as Attachment E. Are we to incorporate the Budget Narrative into the Program Plan Narrative according to the formatting and page requirements for the Program Plan or use the Attachment separately as it is formatted?

Response:  The Budget Narrative is a separate attachment and does not have to comply with formatting requirements and does not count toward the page limit.  

Question:  Should the Uniform Grant Application and the Contact Form be submitted with the full NOFO application?

Response:  The Uniform Grant Application and Contact form are to be submitted separately to DHS.DVSAHT@illinois.gov by March 31st.

Question:  Does the statement "Grantees or subcontractors may not charge fees to victims or significant others seeking services for domestic violence" mean that domestic violence victim service programs who also offer Partner Abuse Intervention Services and therefore have circumstances where a victim is seeking services and that victim's partner is receiving PAIP services cannot charge fees to the partner participating in PAIP?

Response:  Per Administrative Code 89, Section 501, PAIP programs may charge client fees.  This includes PAIPs that are housed in victim service agencies.  The intent of the statement including "significant others" in the NOFO, does not apply to PAIP.

Question:  Does the award range of $125,000 - $500,000 mean that programs must ask for a minimum of $125,000 but no more than $500,000? Or does it mean that generally speaking that is the range of funding but programs can ask for more or less?

Response:  Applicants should propose programming that is supported by a budget that falls within the award range specified in the NOFO, i.e. $125,000 - $500,000.  Budgets outside of the award range will not be considered. 

Question:  How much detail needs to go in the line detail?  For example, am I listing each staff person or just a total? 

Response:  Award amounts for FY 20 will be determined by the proposed programming and the budget.  The budget must support and link to the proposed activities. The budget narrative must support the amount of funding requested per budget line (personnel, fringes, supplies, etc.).  It must be clear what DHS funds will be supporting as well as what other funds are used to support domestic violence programming. For example, Personnel and Fringes should include how many positions are being funded, what percentage is supported by DHS funds, what percentage is supported by other funds, a brief description of the position (legal advocate that travels to 3 counties 1x per week to assist with OPs). Like employees may be grouped together, i.e.  legal advocates 2.5 FTE covering 5 counties, 2x per week.  Employee names are not required in the budget narrative, but will be required when the budget is entered into CSA.   

March 19, 2019

Question: I am unable to download the program plan narrative.  Is the plan not available?

Response: The outline of the Program Plan Narrative is embedded in the Notice of Funding Opportunity (Content and Format of Application Submission section).  A separate template has not been developed.  Applicants should address the components of the Program Plan Narrative on their own document.  This is a mandatory form, but no template is provided.