20-444-80-0701-01 TANF Supportive Services-Transportation

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services
2. Agency Contact:

Jataun J. Rollins

DHS.ETBILLING@illinois.gov

312-793-7839

3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 20-444-80-0701-01
6. Funding Opportunity Title: TANF Supportive Services-Transportation
7. CSFA Number: 444-80-0701
8. CSFA Popular Name: TANF Supportive Services
9. CFDA Number(s): 93.558
10. Anticipated Number of Awards: Up to 5
11. Estimated Total Program Funding: $650,845.00
12. Award Range $80,000 - 130,169
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: March 26, 2019
17.Application Range: March 26, 2019-April 26, 2019 by NOON
18. Technical Assistance Session:

Session Offered: Yes

Session Mandatory: Yes

April 5, 2019 from 10:00-10:45 am.

RSVP to DHS.ETBILLING@illinois.gov

with subject line 0701 Technical Assistance 

NOFO Supplemental

(Agency-specific Content for the Notice of Funding Opportunity)

A. Program Description

The purpose of the TANF Supportive Service Program is to provide daily transportation in areas where transportation presents as a challenge specifically for employed low-income/IDHS customers to and from their respective employer.

Transportation will be provided to accommodate the needs of the employers' shifts. Transportation will be provided seven days a week, with round trips services to and from designated locations throughout the state of Illinois.

This grant will assist customers in areas with little to no transportation or where transportation service hours are limited which may have a direct impact to a customer's sustainable employment. This grant will also provide a direct support for customers who have no transportation that causes hardship on their livelihood. Funds are used to support the Department's goal of providing career pathways to customers via employment and training. Much like existing companies, who operate packaging delivery services, pick up hubs are required for employee pick up in different communities that are in alignment with employer shift periods. DHS endeavors to accomplish this across the state.

Deliverables or Milestones

For the period July 1 through June 30, the Grantee will safely, provide daily transportation for employed low-income/IDHS customers to their respective job sites. It is the expectation that the Grantee maintain good record keeping practices, collaborate with the local Family and Community Resource Centers and participate in Departmental trainings & Bureau meetings for Grantees.

The Grantee is expected to ensure that:

  1. Transportation service is provided at least twice a day, seven days per week, with round trips to and from designated points in Illinois.
  2. Fares are collected from riders in the amount, specified in the program plan, each week.
  3. Fare revenues will be used to offset the operating cost of the service.
  4. At least 50% of the riders are to be active IDHS customers.
  5. All rides must be tracked to and from each destination along with each fare given weekly and annotated monthly.
  6. The grantee secures a referral list from a contracted employer displaying how many customers they will be transporting to and from the employer, number of customers they will be transporting, and the shifts they will be covering for the employer.
  7. Their business is registered with local, county and state entities.
  8. Proof of monthly vehicle safety checks and inspections.
  9. Provide proof of insurance coverage over all vehicles.
  10. Develop and implement a pre-hire process to ensure drivers undergo background checks, submit to randomized drug testing, obtain a driving record for at least the prior 3 - 5 years and proof of a current driver's license.

Payments

  1. Services rendered are accounted for through the submittal of monthly reports and billings.
  2. Billings must be received from the Grantee no later than the 5th day of the month following the month of service.
  3. The Department will provide billing forms and instructions.
  4. This award is a grant based on the number of services delivered.

Performance Measures

Services rendered are accounted for through the submittal of monthly reports and billing such as the Periodic Performance Report and Periodic. The monthly reports and billings must be submitted by email as a first preference via Grantee's illinois.gov email address to the Department no later than the 5th day following the month of service.

The Grantee is expected to report the following on a monthly basis:

  1. Number of TANF/former TANF and TANF eligible related riders.
  2. Customer names, IES number, city, and total # of rides received.
  3. Total number of all riders.
  4. Total number of new riders.
  5. Maximum number of daily trips that can be provided (round trips per day).
  6. Amount of expenditures from Administrative funds.
  7. Amount of fare box revenue collected.
  8. Notification of any changes to service/routes.
  9. The number of individuals unable to be served.
  10. The odometer reading at the end of the month.
  11. Number and type of unusual incidents relating to customers in the course of transportation services (i.e. accidents, medical emergency, fights, injury, death etc.)

Performance Standards

The Grantee is expected to ensure that:

  1. Documentation and systems are in place to demonstrate how customer rides will be tracked.
  2. Documentation of monthly vehicle inspections, safety of vehicle, and upkeep.
  3. Be in 100% compliance with Insurance, state registrations, and business licenses for company and employees.
  4. remain in 100% compliance with proof of background checks and drug testing for all employees.
  5. They show 100% of the customers in need of transportation service receive this service from designated points within their Regions.
  6. They provide proof that 100% of customers receiving this service, pay specified fares each week.

The Grantee maintains that 100% of the fare revenue will be used to offset the operating cost of the service and any change in the fare rate from the contractual amount requires notification to DHS.

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's workforce should reflect the populations served, with special attention given to hiring individuals indigenous to those communities. Consistent with Departmental policy, whenever a position becomes available, funded agencies and programs are encouraged to consider SNAP and TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.

Accordingly, priority points will be awarded to agencies whose applications include plans to coordinate with the local DHS FCRC (Family and Community Resource Centers) to advertise job vacancies and hire TANF and SNAP clients.

B. Funding Information

The award utilizes appropriate federal funds. In FY 2020, the Department anticipates funding five awards as described in the NOFO for an average of 130,169.00 per award. The budget amount is at the discretion of IDHS to increase or decrease based on the needs of the State.

Applicants must submit a program plan which supports the level of funding granted and details service delivery and deliverables. Applications for new and existing Grantee will be scored with the same scoring rubric. Grantees can only be funded for one TANF Supportive Services Transportation contract per FY.

The grant period will begin no sooner than July 1, 2019 and will extend through June 30, 2020. The successful applicants under this funding notice may be eligible to receive up to two (2) subsequent one-year grant awards for this program.

The release of this NOFO 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.

C. Eligibility Information

Eligible applicants include private, not-for-profit community-based organizations that are incorporated and have been granted 501c (3) status, public community based organizations, including units of local government, and private, for-profit community based organizations.

All applicants must be Pre-Qualified to apply for this funding notice through the Grant Accountability and Transparency Act (GATA) Grantee Portal at www.grants.illinois.gov. Registrations and pre-qualifications are required annually. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will not be reviewed or considered for funding.

Applicant has prepared a budget in accordance with the template provided by the Illinois Department of Human Services which follows and adheres to all applicable Federal guidelines.

Cost Sharing or Match

Cost sharing is not a requirement of this application. There are also no match requirements.

Indirect Cost Rate Requirements

In order to charge indirect costs to a grant, the applicant organization must have an annual 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 Federal Cognizant Agency. Illinois will accept the federally Negotiated Rate. Or the organization may elect to use the De Minimis Rate. If an organization has not previously established in indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, CARS, no later than three months after the effective date of the award.

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. All grantees must complete an indirect cost rate negotiation or elect the De Minimis Rate in CARS to claim indirect costs. Indirect costs claimed without an established negotiated rate or a De Minimis Rate election in CARS may be subject to disallowance. c) De Minimis Rate. An organization that has never received a Federally Negotiated Rate may elect a de minimis rate of 10% of modified total direct cost (MTDC). Once established, the de minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de minimis rate.

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.

D. Application and Submission Information

Indicate and describe in detail if the applicant entity has a current policy and practice of coordinating with local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients. If known, please indicate the number of TANF and SNAP clients that have been hired in recent years. IF this is not current policy or practice, and the applicant intends to seek priority points in this area, please describe the detailed plans of the applicant to develop and implement such a policy in the future.

Application materials are provided throughout this announcement. Applicants must have access to the internet. The Department's web site:  http://www.dhs.state.il.us/page.aspx?item=114157, contains information regarding the NOFO and the materials necessary for submission. Questions and answers will also be posted on that site. It is the responsibility of each applicant to monitor the web site and comply with any instructions of requirements related to the contract.

  1. Uniform Grant Application
  2. Program Plan Project Narrative
  3. Budget Narrative - CSA

Contact Person:

Jataun J. Rollins

IDHS, Workforce Development

401 S. Clinton, 3rd floor

Chicago, Il 60607

DHS.ETBILLING@illinois.gov

Phone: 312-793-7839

In addition to the Mandatory forms required for all NOFO's (Uniform Grant application and Uniform Grant Budget template), applicants are required to submit a program plan. Each section of the program plan must be completed and supportive documentation requested in the program plan must be attached.

Applications must be received at the location below no later than 12:00 pm on April 26, 2019. The application container will be time-stamped upon receipt. The Department will only accept applications submitted by electronic mail. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be opened as they are received. Applicants will receive an email (within 72hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email reply will be sent to the original sender of the application.

Applications received after the due date and time will not be considered for review or a grant award. DHS is not responsible for misguided emails, errors in completion of application.

Submit the completed grant application to: DHS.ETBILLING@illinois.gov emailed with the subject line stating:

  • Applicant's Organization Name
  • Funding Opportunity Number (20-444-80-0701)
  • Program Contact Name (JATAUN J ROLLINS)
  • The subject line should look like this:

ABC agency, 20-444-80-0701, Jataun J Rollins.

If you have trouble emailing document due to file size, please utilize the CMS Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp. Please follow the instructions to attach your application. Do not forget the subject line above.

To be considered, proposals must be emailed by the designated date and time above. For your records, please keep a copy of your email 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 location listed above.

Dun and Bradstreet Universal Number System (DUNS) Number and System for Award Management (SAM) - Each applicant (unless the applicant is an individual or Federal or State awaiting agency that is exempt from those requirements under 2 CFRs25.110 (b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFRs25.110 (d)) is required to:

Be registered in SAM before submitting its application. If you are not registered in SAM, this line provides a connection for SAM registration: www.sam.gov/SAM/;

Provide a valid DUNS number in its application; and

Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-thru or State award or an application or plan under consideration by a Federal or State awarding agency. Until the applicant has complied with the requirement, the State awarding agency may not make a Federal pass-through or State award to an applicant. The State awarding agency may determine that the applicant is not qualified to receive a Federal pass-through or State award and use that determination as a basis for making a Federal pass-through or State award to another applicant.

E. Application Review Information

a. Funding for the period of July 01, 2019 through June 30, 2020 is not automatically guaranteed. All applicants must continue to demonstrate that they meet all requirements under this NOFO described throughout.

b. Applications that fail to meet the criteria described in the "Eligible Applicants" and the "Mandatory Requirements of the Applicant" will not be scored and considered for funding.

c. Review teams are comprised of up to 3 individuals. Applications will first be reviewed and scored individually. Then, team members will collectively review the application, their scores and comments. Individual team members may choose to adjust scores to appropriately capture content that may have been missed initially. Scores will then be sent to the application Review Coordinator to be compiled and averaged to produce the final application review team score.

Scoring

Review teams comprised of at least 3 individuals employed by IDHS serving in the Division of Family and Community Services will be assigned to review applications. These review teams, where possible, will be comprised of staff within the Bureau of Workforce Development.

Applications will be reviewed and scored individually, followed by a team review. Scores will then be sent to the application Review Coordinator to be complied and averaged to produce the final application score. Scoring will be on a 100 point scale with an opportunity for additional points based on submission of a plan to employ DHS customers within the grantee's agency.

Application Narratives will be evaluated on the following criteria: Points
Executive Summary (5) & Description of Need (20) 25
Capacity-Agency Qualification/Organization Capacity 35
Quality - Description of Program/Services 35
Budget & Budget Narrative 5
Total 100
Priority Points 5
Total Possible with Priority 105 Points

Local office coordination - up to 5 additional points will be awarded to agencies whose applications include plans to coordinate with the local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients.

Review & Selection Process

Scoring will not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, ICQ and PRA results, demonstrated need, past performance as a state grantee, etc. While recommendations of the review panel will be a key factor in the funding decisions, the Department maintains final authority over funding decisions and considers the findings of the review panel to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

DHS is seeking grantees that can provide service in the following areas:

Cook County Region 1, Kane/Aurora Region 2; Peoria Region 3 and Macon County Region 4.

Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal and shall be reviewed by IDHS' Appeal Review Officer (ARO). All appeals must be submitted in writing to Jataun Rollins at jataun.j.rollins@illinois.gov within 14 calendar days after the grant award notice has been published.

The written appeal shall include at a minimum the name and address of the appealing party, identification of the grant and the reason(s) for the appeal. The appeal will be sent to the ARO for consideration and a response to the appeal will sent within 60 days.

F. Award Administration Information

1. State Award Notices

  1. Applicants recommended for funding under this NOFO following the above review and selection process will receive a "Notice of State Award (NOSA)". This notice will identify award amount, terms and conditions, and any special conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments. requirements. The NOSA must be accepted through the Grantee Portal. The NOSA is not an authorization to begin performance or incur costs.

Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to www.Grants.Illinois.gov.

2. Administrative and National Policy Requirements.

a. 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.

b. To review a sample of the FY2020 DHS contract/grant agreement, please visit the DHS Website. http://www.dhs.state.il.us/page.aspx?item=29741

3. Reporting

a. The Grantee will submit quarterly Periodic Financial Reports (PFRs) and Periodic Performance Reports (PPRs) no later than the 30th of each month for the preceding quarter by email.

b. The Grantee will submit an annual program plan and a detailed program budget and budget narrative in the CSA system.

c.  The Grantee must ensure data is entered into the InfoNet data system as required to ensure accurate reports.

d. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.

e. Year-end financial, narrative and performance data reports will be submitted as directed by the Department.

f. Failure to comply with contract or reporting requirements may result in grantee placement on the Stop Payment List.

G. State Awarding Agency Contact(s)

1.  Questions and Answers

a.  Questions about this NOFO, must be sent via email to Jataun J. Rollins jataun.j.rollins@illinois.gov and cc: DHS.ETBILLING@illinois.gov with "NOFO" in the subject line of the email.

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

c. The information in the FAQ section may be updated periodically, so applicants are encouraged to check it frequently. Only written answers posted on the website will be considered valid and official.

H. Other Information, if applicable

Provide supplemental information to your application in the form of:

  • Website Link and social media platform presence;
  • Brochure highlighting service delivery;
  • Delegated Authority primary and secondary acting responsible to sign contracts; and
  • Provide a map of coverage area and outline the boundaries for which your transportation service can cover.

Mandatory Forms -- Required for All Agencies

  1. Uniform Application for State Grant Assistance (pdf)
  2. CSA Budget/Tracking System and Registration Information
  3. Attachment A -Program Plan Narrative Content (docx) (attachment provided) 
  4. Attachment B Organization Chart
  5. Attachment C Contact Information (docx) (template provided)
  6. Attachment D Delegated Authority (rtf) (template provided)
  7. Attachment E Service Locations (docx) (template provided)
  8. Attachment F Budget Narrative (docx) (template provided) 
  9. Copy of Currently Approved NICRA if indirect costs are included in the budget - if applicable, separate document (pdf)