20-444-24-0830-01 Epilepsy Program Central Region

Helping Families. Supporting Communities. Empowering Individuals.
Awarding Agency Human Services
Agency Contact Christina Miller (Christina.Miller@illinois.gov)
Announcement Type Modification
Type of Assistance Instrument Grant
Funding Opportunity Number 20-444-24-0830-01
Funding Opportunity Title Epilepsy Program 
CSFA Number 444-24-0830
CSFA Poplar Name Epilepsy Program
Anticipated Number of Awards 1
Award Range $283,002.12 - $314,446.80
Source of Funding State
Cost Sharing or Matching Requirements No
Indirect Costs Allowed
Yes
Restrictions on Indirect Costs No
Posted Date October 15th, 2019
Application Date Range 10/15/2019-11/19/2019
Grant Application Link http://www.dhs.state.il.us/page.aspx?item=114761
Technical Assistance Session No

Agency-specific Content for the Notice of Funding Opportunity

Epilepsy Program

GLOSSARY OF TERMS FOR PURPOSE OF THIS NOFO

ADA = American Disabilities Act

Applicant = Potential Epilepsy applicant

APS = Adult Protective Services

ARO = Appeal Review Officers

CARS = Crowe Activity Review System

CEO = Chief Executive Officer

CFO = Chief Financial Officer

CFR = Code of Federal Regulations

CSA = Community Service Agreement

DCFS = Department of Children and Family Services

DD = Developmental Disabilities

DDD = Division of Developmental Disabilities

DHS = Department of Human Services

DUNS = Data Universal Numbering System

FEIN = Federal Tax Identification Number

GATA = Grants Accountability and Transparency Act

GOMB = Governor's Office of Management and Budget

HBS = Home Based Services

HCBS = Home and Community Based Services

IDHS = Illinois Department of Human Services

ILCS = Illinois Compiled Statutes

MTDC = Modified Total Direct Cost

NICRA = Negotiated Indirect Cost Rate Agreement

NLT = Not Later Than

NOFO = Notice of Funding Opportunity

NOSA = Notice of State Award

OMB = Office of Management and Budget

PA = Public Act

PDF = Portable Document Format

ROCS= Reporting of Community Services

RIN = Recipient Information Number

SAM = System for Award Management

SOS = Secretary of State

SSN = Social Security Number

A. Program Description

PURPOSE OF THE PROGRAM:

The epilepsy program will provide client and family support services as needed for individuals diagnosed with epilepsy, their families, and the community at large. The support services in this program may include the following:

  1. Information about epilepsy and referral to epilepsy-related service providers.
  2. Needs assessment and service planning for persons who do not have case management services through other resources.
  3. Counseling provided by qualified personnel.
  4. General household or personal budgeting assistance.
  5. Support groups.
  6. Medical liaison (to ensure primary healthcare services designed specifically to assist an individual who has epilepsy).

PROGRAM OBJECTIVES:

Identify effective methods for the practical application of concepts related to improving the delivery of services for persons with developmental disabilities.

Identify advances in clinical assessment and management of selected healthcare issues related to persons with developmental disabilities.

Identify and emphasize attitudes that enhance the opportunities for persons diagnosed with epilepsy to achieve their optimal potential.

Provide client and family support services as needed for individuals diagnosed with epilepsy, their families, and the community at large. The support services in this program may include the following:

  1. Information about epilepsy and referral to epilepsy-related service providers; including a list of possible resources available.
  2. Needs assessment and service planning for persons who do not have case management through other resources; describe the needs assessment.
  3. Counseling; information regarding the qualifications of persons engaged in the counseling.
  4. Assistance in managing financial needs; examples of the types of assistance that might be provided.
  5. Support groups; a list of sample topics to be addressed in the support groups.
  6. Medical liaison services designed specifically to assist an individual who has epilepsy; an example of types of assistance being provided.

These services may be provided at any location where the individual lives, works, or receives services such as community agency, the individual's residence, the individual's workplace, or any other community setting. Services may not duplicate services that the individual is eligible to receive through Medicaid Home and Community Based Services Waiver or through the Medicaid state plan.

AGENCY FUNDING PRIORITIES:

The Agency funding priorities are centered on programs that will reach and assist the greatest number of individuals diagnosed with epilepsy throughout Central Illinois.

INDICATORS OF SUCCESSFUL PROJECTS:

Indicators of Success -The support services implemented through this program will enhance the ability of individuals with epilepsy to access information and resources, identify and implement a plan to address needs and risks, and ensure linkage to supports that will preserve community living while maximizing independence.

CITATIONS FOR AUTHORIZING STATUTES AND REGULATIONS:

2 CFR 200 : https://www.gpo.gov/fdsys/granule/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200/content-detail.html  

Developmental Disabilities CSA Attachment A: http://www.dhs.state.il.us/page.aspx?item=103251

Developmental Disabilities Program Manual: http://www.dhs.state.il.us/page.aspx?item=103254

Mental Health and Developmental Disabilities Code 405 ILCS 5 (http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=1496 )

Adult Protective Services Act 320 ILCS 20: http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1452  

Abused and Neglected Child reporting Act: (325 ILCS) 5/1: http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1460&ChapterID=32  

DDD Pre-Admission Screening Manual: Intake, Assessment, & Determination Summary:

http://www.dhs.state.il.us/page.aspx?item=53021

PERFORMANCE MEASURES:

  1. The Grantee will provide needs assessment and service planning to at least 15 clients per quarter, unless the need for services is demonstrated to be less than this number. The Grantee will conduct a survey after the service is completed to determine the effectiveness of provided services. 
  2. The Grantee will assist persons with epilepsy in budgeting and managing financial resources relative to the fundamental needs to at least 10 clients per quarter, unless the need for services is demonstrated to be less than this number. The Grantee will document the name, RIN, and social security number, types of assistance required and the outcome of each contact. 
  3. The Grantee will provide counseling services by qualified personnel that are goal directed in nature to at least 15 clients per quarter, for a total of 60 individuals per year unless the need for services is demonstrated to be less than this number. A survey will be conducted with each new client to determine if services were successful. 
  4. The Grantee will conduct 2 quarterly support groups with topics determined by the need of the persons served. The Grantee will notify DDD of the date, time, and location of each scheduled support group, at least 1 month prior to the meeting. These will be conducted by qualified personnel. These support groups will be promoted well in advance with materials supporting them and distributed to local community agencies. The Grantee will conduct a survey after the service is completed to determine the effectiveness of provided services. 
  5. The Grantee will provide medical liaison services designed specifically to assist an individual who has epilepsy by providing referrals to medical providers and chart the type of support/referral services provided each quarter. The Grantee will target 10 new individuals/families per quarter to assist in obtaining medical liaison services, for a total of 40 per year.

PERFORMANCE STANDARDS:

  1. Survey results must indicate that at least 85% of clients were satisfied with the needs assessments and service planning supports provided. 
  2. 85% of outcomes from budgeting and financial resources provided resulted in the client receiving training that established competency; the client was scheduled to receive continued assistance from the grantee, or a referral option was made available to epilepsy-related service providers. 
  3. Survey results must indicate that at least 85% of clients were satisfied with the counseling services provided. 
  4. Survey results must indicate that at least 85% of clients were satisfied with the support group services provided. 
  5. At least 85% of clients requesting medical services were successfully referred to a medical provider.

DELIVERABLES:

  1. The Grantee will submit the results of the needs assessment and service planning survey with the quarterly Periodic Performance Report.
    1.  Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th
  2. The Grantee will submit the results of the counseling services survey, list the names and qualifications of individuals providing counseling services, and provide information documenting that the sessions were goal oriented with the quarterly Periodic Performance Report.
    1. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th
  3. The Grantee will document clients receiving budgeting and managing financial resources and submit the name, RIN, and social security number, types of assistance required and the outcome of each contact and provide this information quarterly with the Periodic Performance Report.
    1. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th
  4. The Grantee will submit the results of the support group surveys with the quarterly Periodic Performance Report.
    1.  Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th
  5. The Grantee will submit a chart that documents the type of support/referral services provided each quarter Periodic Performance Report.
    1. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th

B. Funding Information

  1. This NOFO is considered a competitive application for funding.
  2. Applicants considering submission of an application must include in the decision process their responsibility for identifying and supporting individuals diagnosed with epilepsy. Individuals must receive information specific to epilepsy, identification of available epilepsy resources, case management, counseling, and medical liaison services to assist in accessing supports and services. Each applicant submitting an application would be required to establish contact with community providers to provide information about epilepsy and pursue establishing possible referral services.county map of all counties listed in Region C table breakdown below
Award Range

Minimum:

$283,002.12

Maximum:

$314,446.80

County Proposed Area 2010 Census Population
Adams C 67,103
Brown C 6,937
Calhoun C 5,089
Cass C 13,642
Champaign C 201,081
Christian C 34,800
Clark C 16,335
Coles C 53,873
Cumberland C 11,048
DeWitt C 16,651
Douglas C 19,980
Edgar C 18,576
Ford C 14,081
Fulton C 37,069
Greene C 13,886
Hancock C 19,104
Henderson C 7,331
Iroquois C 29,718
Jersey C 22,985
Knox C 52,919
Livingston C 38,950
Logan C 30,305
McDonough C 32,612
McLean C 169,572
Macon C 110,768
Macoupin C 47,765
Marshall C 12,640
Mason C 14,666
Menard C 12,705
Montgomery C 30,104
Morgan C 35,547
Moultrie C 14,846
Peoria C 186,494
Piatt C 16,729
Pike C 16,430
Sangamon C 197,465
Schuyler C 7,544
Scott C 5,355
Shelby C 22,363
Stark C 5,994
Tazewell C 135,394
Vermillion C 81,625
Warren C 17,707
Woodford C 38,664
Total 1,958,177
  1. In FY20, the Department anticipates the availability of approximately $314,446.80 in total funding.
  2. The Division anticipates funding 1 applicant. This NOFO is for the geographic area identified (Central)
  3. The estimated range of individual award is between $283,002.12 and $314,446.80.
  4. The grant period will begin upon execution of the grant agreement (estimated to be 12/15/2019) and will extend through 6/30/2020)
  5. Unallowable expenditures for this award are identified in 2CFR 200.
  6. This will be a partial year grant award with two (2), one (1) year renewal options.
  7. Type(s) of assistance instrument that may be awarded if applications are successful: Grant
  8. Applicants must submit a program plan that describes how the award will be executed: Program plan must support the level of funding and detail service delivery and deliverables. Program plans must identify the selected service areas (C).
  9. Program Plan details:
    • PROGRAM PLAN REQUIREMENTS
      1. Need - Description of Need
        •  Provide a detailed analysis of the needs of clients in the proposed geographical area and discuss your agency's plans for meeting those needs.
      2. Capacity - Agency Qualification/Organizational Capacity
        • Agency readiness:
          1. Describe the process your agency will follow to be fully ready to begin providing service by January 6, 2020. 
          2. Provide the makeup of your Board of Directors or governing body including each member's educational background, qualifications, certifications, and licenses, including years of experience serving specialized populations.
          3. Provide your agency's organizational chart and highlight key personnel and their educational background, qualifications, certifications, and licenses, including years of experience serving specialized populations.
          4. Describe the agency's prior experience serving individuals with epilepsy.
          5. Provide estimated budget projections utilizing the Uniform Grant Budget Template in CSA. Address each of the following (if applicable to your organization):
            • Salaries and Wages
            • Fringe Benefits
            • Travel
            • Equipment
            • Supplies
            • Contractual Services & Sub-awards
            • Consultant Services and Expenses
            • Construction
            • Occupancy - Rent and Utilities
            • Research & Development
            • Telecommunications
            • Training and Education
            • Direct Administrative Costs
            • Other or Miscellaneous Costs
            • Grant Exclusive Line Item
            • Indirect Cost
          6. Provide addresses for all site locations and estimated travel times for clients to reach nearest location
          7. Describe ADA accessibility of all facilities.
      3. Quality of Program/Services
        1. Design and submit an example of the outreach information that will be disseminated and include a list of possible resources available.
        2. Explain how the applicant will provide needs assessment and service planning. Design and submit a survey that the applicant will complete about the service planning and the effectiveness of services provided. This service must only be made available to persons who do not have case management services available through other resources.
        3. Explain how counseling services will work.
        4. What techniques/procedures will be utilized to ensure counseling sessions are goal directed in nature?
        5. Design and submit a survey that will be utilized while conducting interviews with each new client to determine if counseling services were successful.
          1. Quality of the counseling (Did it address important areas of my life?),
          2. Effectiveness in identification of "goals".
          3. Satisfaction with counseling.
        6. Provide examples of the types of general financial assistance that might be provided.
        7. Explain how the support groups will work.
        8. What qualifications are required of personnel conducting support groups?
        9. How will the topics discussed during support groups be determined?
        10. Design and submit a survey that will be distributed to participants to determine effectiveness of the support groups.
        11. Describe the process in which your agency will assist an individual with epilepsy secure a primary health care physician.

C. Eligibility Information

Failure to meet the eligibility criterion by the application deadline will result in the return of the application without review or, even though an application may be reviewed, will preclude the agency from making an award.

An entity may not apply for a grant until the entity has registered and pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, http://www.grants.illinois.gov/portal/ . Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal SAM.gov Exclusion List and status on the Illinois Stop Payment List. The Grantee Portal alerts the entity of "qualified" status or informs how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). Inclusion on the SAM.gov Exclusion List cannot be remediated.

Key elements to be addressed are:

1. Eligible Applicants.

This funding opportunity is open to all agencies that can meet the terms outlined in this NOFO. All applicants are required to provide the requested information as outlined in this NOFO to be considered for funding in FY2020. The funding opportunity is not limited to those who currently receive or previously received grant funding.

Applicant entities may not apply for this grant until the entity has registered and pre-qualified through the Grant Accountability and Transparency Act (GATA) website, www.grants.illinois.gov . Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended and status on the Illinois Stop Payment List. An automated email notification to the entity alerts them of "qualified" status or informs the entity on 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. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. A screenshot verifying that this pre-qualification has been completed must be included with the application.

Applicant's proposed budget must be entered into the IDHS CSA system (http://www.dhs.state.il.us/Page.aspx?item=61069 ). 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. It is essential that, 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. For more information about submitting a budget in the CSA system, see: DHS Budget Training Manual. (pdf)

The applicant will 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.).

2. Cost Sharing or Matching.

 Cost sharing is not required.

3. 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 an 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 or 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 can be charged to grant awards. Indirect cost limitations and restrictions must be clearly stated in this section.

Grantees have discretion and can 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.

4. Other, if applicable.

Applicants may submit a separate application for each of the geographical area.

Start Up: Selected applicants must be prepared to commence services on January 6, 2020. This includes the hiring of qualified staff.

Attachment A/Program Manual: Applicants must agree to adhere to all applicable portions of the Uniform Grant Agreement Attachment A (Developmental Disabilities) and Program Manual for fiscal year 2020 as well as all subsequent revisions to Attachment A and Program Manual for the length of the grant agreement.

Cultural and Linguistic Competence: All services must be provided in a culturally sensitive manner inclusive of respecting differences related to ethnicity, race, religion, age, gender, abilities, and communication preferences. Where needed or requested, the grantee agrees to secure interpreter services to promote the full inclusion of persons seeking or receiving services, their legal guardian, and their family members.

Data Collection and Reporting: Selected applicants will be required to document service provision and maintain accurate, comprehensive service records for all persons seeking or receiving services in the assigned service area(s). Applicants will provide periodic reports to the Division to demonstrate compliance with all performance measures as well as provide ad hoc reports as requested by the Division.

Meeting Participation: Selected applicants must ensure agency participation in all training activities and meetings with Division personnel as requested.

D. Application and Submission Information

1. Address to Request Application Package.

Application materials are provided the following link and throughout the announcement. http://www.dhs.state.il.us/page.aspx?item=114761.

Additional copies may be obtained by contacting the contact persons listed below.

Each applicant must have access to the internet. The Department's website will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements related to the NOFO.

  • Contact Persons:
  • Christina Miller or Erica O'Neal
  • IDHS, Division of Developmental Disabilities, Bureau of Reimbursement and Program Support
  • 600 East Ash, Building 400  2nd floor
  • Phone: Christina Miller at (217) 524-9057 or Erica O'Neal at (217) 782-1354.

2. Content and Form of Application Submission.

REQUIRED CONTENTS OF AN APPLICATION:

Each applicant is required to submit a Uniform Application for State Grant Assistance. This is a 3-page document with the first page completed by the Division.

Specific conditions assigned to the grantee based on the fiscal and administrative, programmatic risk assessments and merit-based review conditions will be addressed in the exhibit of the grant agreement

Applications must also include a budget. The budget form is also a standard template. The budget for any IDHS grant must be submitted via the Community Service Agreement System (CSA System). Each division's program and fiscal staff will work with grantees to negotiate a budget for the final grant award. The budget may need to be revised over the course of the grant process or during the ongoing award. The division will work with its respective grantees if this happens.

Additionally, applicants are required to submit a Program Plan. The program plan must demonstrate the need for services, demonstrate the agency's capacity to support programs and provide a comprehensive description of service delivery. Each section of the program plan must be completed.

All applications must include the following mandatory forms/attachments:

  1. Uniform Application for State Grant Assistance - http://www.dhs.state.il.us/page.aspx?item=114761
  2. Program Plan
  3. Uniform Grant Budget - (CSA System)

Content, form and format requirements:

  1. This Notice of Funding Opportunity does not require the process of pre-application, letters of intent or white paper submission.
  2. The application format requirement for all documents to be printed on one side using Letter size (8 1/2" x 11") paper. All documents must have one-inch margins. Format all pages to display and print page numbers. The documents must be submitted in black and white print with a minimal font of 12 size. Electronic submission is required.
  3. The application must be no more than 100 pages. This includes any pieces that may be submitted separately by third parties

3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM).

Each applicant is required to:(unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)).

  1. Be registered in SAM before submitting its application. To establish a SAM registration, go to www.SAM.gov  and/or utilize this instructional link: How to Register in SAM from the www.grants.illinois.gov 
  2. Provide a valid DUNS number in the application; and 
  3. Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency. It also must state that the State awarding agency 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 the State awarding agency is ready to make a Federal pass-through or State award, 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.

4. Submission Dates and Times.

Applications must be received no later than 5:00 p.m. Central Standard Time on November 19, 2019.

  1. If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day. 
  2. What the deadline means: The date and time by which the State awarding agency must receive the application and CSA budget. 
  3. The effect of missing a deadline: Applications received after the due date and time will not be considered for review or funding.
  4. The application container will be time-stamped upon receipt. To be considered, applications must be emailed by the designated date and time listed 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.

Acknowledgement of receipt: Applicants will receive an email (within 72 hours 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.

5. Intergovernmental Review, if applicable.

Not Applicable

6. Other Submission Requirements.

Delivery Method: The Division 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 processed as they are received.

Submit the completed grant application to:

DHS.DDDBCR@illinois.gov  with the subject line indicating:

Subject Line: Applicants Organization Name, Funding Opportunity # (20-444-24-0830-01), Program Contact Name (Christina Miller)

If you have trouble emailing the document due to the file size, please utilize the CMS File 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.

E. APPLICATION REVIEW INFORMATION

1. Criteria

Funding for FY20 is not guaranteed. All applicants must continue to demonstrate that they meet all requirements under this NOFO described throughout. 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.

Review teams comprised of 3 individuals employed by IDHS serving in the Division of Developmental Disabilities will be assigned to review applications. Each application will first be scored individually. Then, review team members will collectively review the application, their scores, and comments to ensure review team members have not missed items within the application that other review team members identified. Application highlights and concerns will be discussed. Individual review 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 single final application score.

Three areas of the application will be analyzed in the merit-based review process: Need, Capacity, & Quality of Program/Service. Applications will be evaluated utilizing a standardized tool developed by the Division. Scores will be weighted as follows:

  • Need - Description of Need / Executive Summary 20% of total score
  • Capacity - Agency Qualification/Organizational Capacity 40% of total score
  • Quality of Program/Services 40% of total score

Applications will be evaluated on the following criteria:

* Need - Description of Need / Executive Summary 20% of total score

The applicant's proposal will be evaluated based on the following:
  • Analysis of the needs of individuals with epilepsy in the proposed geographic area and the agency's plans for meeting those needs.
  • Target audiences clearly defined and realistic.
  • Underserved populations identified, as well as a description of insufficient services and resources to meet the level of need or risk in the community.
  • Data, facts, and/or evidence demonstrating that the proposal supports the grant program purpose.
The ideal applicant will:

Clearly define the target audience the agency will support and demonstrate an exceptional understanding of client needs in the geographical area and present a plan to address these needs that is realistic and will meet client needs. Identify and describe underserved populations and insufficient services and resources. Provide data, facts, and/or evidence demonstrating that the proposal supports the grant program purpose.

* Capacity - Agency Qualification/Organizational Capacity 40% of total score

The applicant's application will be evaluated based on the following:
  1. Agency's ability to be fully ready to begin providing service by January 6, 2020.
  2. Makeup of your Board of Directors and the experience/qualifications/certifications/licenses of each individual member.
  3. Agency's organizational chart and key personnel with their educational background and qualifications including years of experience serving specialized populations.
  4. Agency's prior experience serving people with developmental disabilities or any other specialty population.
  5. Demonstration of the agency's ability to execute the program according to the project requirements.
  6. Estimated budget projections utilizing the Uniform Grant Budget Template in CSA. Address each of the following:
    1. Salaries and Wages
    2. Fringe Benefits
    3. Travel
    4. Equipment
    5. Supplies
    6. Contractual Services & Sub-awards
    7. Consultant Services and Expenses
    8. Construction
    9. Occupancy - Rent and Utilities
    10.  Research & Development
    11. Telecommunications
    12. Training and Education
    13. Direct Administrative Costs
    14. Other or Miscellaneous Costs
    15. Grant Exclusive Line Item 
    16. Indirect Cost

NOTE: Each section of the budget template contains a field for a description/justification of your budgetary projections. Applicants must provide enough detail in each narrative for the merit-based review members to determine the validity and necessity of each budgetary line item. Applicants are encouraged to review the IDHS instructional Budget manual to ensure items are projected in the correct areas and that only allowable and allocable costs are projected. Failure to correctly categorize projections or listing unallowable costs will affect the applicants overall score.

  1. Addresses for all site locations and estimated travel times for clients to reach nearest location. 
  2. Description of ADA accessibility of all facilities.
The ideal applicant will:
  1. provide a detailed description of the process the agency will undertake to ensure services are operational no later than January 6, 2020. The timeline must be feasible and include enough detail for the Division to evaluate the merits and potential risk.
  2. agency will present documentation of a board/governing body consisting of members from the following backgrounds: Family Member/ individual who has Epilepsy, Lawyer, Doctor, Psychiatrist/Psychologist, Accountant
  3. demonstrate that key personnel (Executive Director, Counselors, Coordinators, Director of Finance, Etc.) have the appropriate educational level and experience in developmental disability programs of more than 20 years.
  4. demonstrate that the agency has experience providing counseling services and providing programs to persons with Epilepsy.
  5. demonstrate that the applicant possesses all the qualifications outlined in the Division's procedural manuals and applicable legislative rules.
  6. submit a budget that is within the cost range provided.
  7. show the annual salary rate and the percentage of time to be devoted to the project and length of time projected to work on the project.
  8. submit documentation to support that compensation to be paid for employees engaged in grant activities is consistent with that paid for similar work within the applicant organization.
  9. submit a description of the responsibilities and duties of each position in relationship to fulfilling the project goals and objectives.
  10. submit justification and description of each position (including vacant positions) and relate each position specifically to program objectives.
  11. ensure personnel costs do not exceed 100% of their time on all active projects.
  12. provide documentation showing that fringe benefit projections are based on actual known costs or an established formula.
  13. ensure fringe benefits are for the personnel listed in direct salaries and wages, and only for the percentage of time devoted to the project.
  14. provide a clear description of how the computation for the fringe benefit rate used was calculated. If a fringe benefit rate was not used, then the submission must show how the fringe benefits were computed for each position.
  15. ensure all elements that comprise fringe benefits are included in the submission.
  16. provide sufficient justification for fringe benefits.
  17. provide travel projections which must include: origin and destination, estimated costs and types of transportation, number of travelers, related lodging and per diem cost, brief description the travel involved, its purpose, and explanation of how the proposed travel is necessary for successful completion of the project.
  18. provide training projections with travel and meals for trainees listed separately, showing the number of trainees and unit costs involved and location of travel if known (If not, indicate "location to be determined".)
  19. indicate source of travel policies applied: (Applicant policy or State of Illinois Travel Regulations)

NOTE: Dollars requested in the travel category must be for staff only. Travel for consultants must be shown in the consultant category along with the consultant's fee.

  1. provide projections for training participants, advisory committees, review panels, etc. and itemize them and place them in the "Miscellaneous" category.
  2. provide justification for the use of all equipment items and relate them to specific program objectives.
  3. ensure all equipment listed meets the following criteria: Equipment is defined as an article of tangible personal property that has a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-Federal entity for financial state purposes, or $5,000. An applicant organization may classify equipment at a lower dollar value but cannot classify it higher than $5,000 (Note: Organization's own capitalization policy for classification of equipment can be used.)
  4. project both the annual (for multiyear awards) and total costs for equipment.
  5. provide cost benefits analysis of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances.
  6. project costs for rented or leased equipment in the "Contractual" category and explain how the equipment is necessary for the success of the project.
  7. provide a narrative describing the procurement method to be used.
  8. project costs of office supplies and show the basis for computation.
  9. project postage costs and the basis for computation.
  10. project training material costs and show the basis for computation.
  11. project copying paper costs and show the basis for computation.
  12. project other expendable items such as books, and hand-held tape recorders and show the basis for computation.
  13. provide a description of the product or service to be procured by contract and an estimate of the cost. Provide information on how the agency will promote free and open competition in awarding contracts.
  14. provide a separate justification for sole source contracts in excess of $150,000
  15. provide separate budgets for each sub award or contract, regardless of the dollar value and indicate the basis for the cost estimates in the narrative.
  16. describe products or services to be obtained and indicate the applicability or necessity of each to the project.
  17. project consultant services fees for each consultant and enter the name if known, describe the service to be provided, estimate the hourly or daily fee (8-hour day), estimate the amount of time required for the project.
  18. list all consultant expenses to be paid from the grant with the individual consultant in addition to their fees (i.e. travel, meals, lodging, etc.)
  19. provide information detailing the agency's formal written procurement policy or indicate that the Federal Acquisition Policy is to be used.
  20. provide a description of any proposed construction project including drawings, estimates, formal bids, etc.
  21. explain how rental and utility expenses are allocated for distribution as an expense to the program/service.
  22. provide a projection of monthly rental and utility costs by major type, provide the square footage costs, project the number of months of rental, and provide a total monthly rental and utility cost.
  23. provide a description and estimated cost of all research activities, both basic and applied, and all development activities that are performed by non-Federal entities directed toward the production of useful materials, devices, systems, or methods, including design and development of prototypes and processes.
  24. explain how telecommunication expenses are allocated for distribution as an expense to the program/services. Project the costs by item and major type. Provide the basis of the computation.
  25. describe the training and education costs associated with employee development. Include rental space for training (if required), training materials, speaker fees, substitute teacher fees, other applicable expenses. Itemize pamphlets, notebooks, videos, and other various handouts ordered for specific training activities.
  26. ensure direct charging of salaries for administrative and clerical staff only when all the following conditions are met:
    1. Administrative or clerical services are integral to a project or activity
    2. Individuals involved can be specifically identified with the project or activity.
    3. Such costs are explicitly included in the budget or have the prior written approval of the State awarding agency; and
    4. The costs are not also recovered as indirect costs.
  27. provide a description of items by type of material or nature of expense that are not included in other categories of the submission. Include a breakdown of costs by quantity and cost per unit if applicable. State the necessity of other costs for successful completion of the project and exclude unallowable costs such as printing, memberships & subscriptions, recruiting costs, etc.
  28. detail costs directly related to the service or activity of the program that is an integral line item for budgetary purposes. (Must have program approval to use this category.)
  29. provide the most recent indirect cost rate agreement information with the itemized budget.
  30. will utilize the indirect cost rate(s) negotiated by the organization with the cognizant negotiating agency to compute indirect costs (F&A) for a program budget.
  31. will calculate the amount for indirect costs by calculating and applying the current negotiated indirect costs rate(s) to the approved base(s).
  32. provide a breakdown of the indirect costs in the budget worksheet and narrative.
  33. ensure that centralized operating sites are conveniently located to minimize travel times and provide information about travel times requirements.
  34. provide an evaluation of any geographic areas not covered.
  35. provide information validating that all sites are fully ADA accessible.

* Quality of Program/Services 40% of total score

The applicant's application will be evaluated based on the following:

OUTREACH & RESOURCE REFERAL:

The overall design and content of the outreach and resource referral information will be scored.

NEEDS ASSESSMENT:

The needs assessment designed in the program plan will be scored based on the content provided in the following areas:

  1. Primary Health Care
  2. Memory and Thinking
  3. Employment
  4. Transportation
  5. Psychosocial Health

COUNSELING:

Counseling services will be scored based on descriptions provided for the following areas:

  1. Description of how counseling services will work.
  2. Evaluation of qualifications personnel will be required to have to conduct counseling services.
  3. Evaluation of the techniques/procedures the agency will utilize to ensure counseling sessions are goal directed in nature.
  4. Evaluation of the content and design of the survey that will be utilized while conducting counseling satisfaction interviews with new clients.

GENERAL FINANCIAL ASSISTANCE:

General financial assistance will be scored based on the examples of types of services the applicant submits.

SUPPORT GROUPS:

Support groups will be scored based on the following criteria:

  1. Evaluation of how the support groups will work.
  2. What qualifications will your personnel be required to have in order to conduct support groups?
  3. How will the topics discussed during support groups be determined?
  4. Evaluation of the overall design and content of a support group effectiveness survey.

MEDICAL LIAISON:

Medical liaison services will be scored based on the following criteria:

  1. Applicant's plan for utilization of the needs assessment to determine which clients need primary health care assistance.
  2. Evaluation of the applicant's proposed process for assisting clients with establishing primary health care supports and services.
The ideal applicant will:
  1. Provide examples of outreach and resource referral information that is well put together and contains all necessary content.
  2. Design and submit a needs assessment based on the content provided in the following areas:
    • Primary Health Care
      • Do you have a doctor for primary health care?
      • Do you have insurance that pays for your doctor visits, medication, and treatment?
      • (If no, explain barriers to payment or coverage.)
      • Are you limited from seeing your doctor due to delays in scheduling appointments, travel distance required to see the doctor, or other contributing factors? (Please provide a description of specific situations.)
      • If you have a doctor, Is the Doctor responsive to your needs? (Example: Listens to your questions or concerns, Responsive to addressing your complaints, make referrals when needed.)
      • Do you have a Specialty Health Care provider? Have you sought a referral to this Specialist?
      • Do you take medication?
      • Do you need assistance managing taking your medication?
      • Does your medication result in bothersome side effects?
      • Do you experience seizures which pose a significant limitation on your quality of life? (Example: dependency on others, hesitation to participate, loss of time and recall,
    • Memory and Thinking
      • Do you experience problems with memory, thinking, or learning?
      • (If yes, have you received support to assist with addressing these identified deficits?)
      • Do you need supports to assist with tasks involving budgeting, financial assistance, home life, and completion of daily activities? Please specify
    • Employment
      • Do you need assistance with exploring employment options and/or pursing supports secure competitive employment?
    • Transportation
      • Does your epilepsy limit your ability to get where you want to go? (If yes, please indicate if you have the inability to drive or lack sufficient modes of transportation.)
    • Psychosocial Health
      • You may experience situations of loneliness, anxiety, depression, sleep difficulties, and/or engagement in habit forming behaviors. (Please identify areas which pose a challenge and prioritize those situations which pose the most significant restrictions.)
  3. Provide a description of a well developed and practical plan for implementing counseling services.
  4. Personnel that will conduct counseling services will have one of the following qualifications: Licensed clinical psychologist; Clinical social worker; Social worker; Marriage or family therapist; Clinical professional counselor; Professional Counselor
  5. Techniques and/or procedures the agency will utilize to ensure counseling sessions are goal direct in nature.
  6. The content and design of the counseling survey will provide adequate information to evaluate client satisfaction.
  7. Ensure the types of General household financial assistance provided are adequate and meet the needs of the clients.
  8. Provide a well-developed plan for conducting support groups.
  9. Provide a well-developed process for determining topics to be discussed during the support group meetings.
  10. Provide a support group effectiveness survey that contains the necessary content and is well designed.
  11. Ensure the applicants plan for utilization of the need's assessment is adequate for determining which clients will need primary health care assistance.
  12. Provide a well-developed process for assisting clients with establishing primary health care supports and services.

2. Review and Selection Process.

Any internal documentation used in scoring or awarding of grants shall not be considered public information.

Recommendations for award will be made by the Director of Division of Developmental Disabilities and the Final award decisions will be made by the Secretary, State of Illinois - Department of Human Services. The Division reserves the right to negotiate with successful applicants to adjust award amounts, service areas, etc.

The Department will follow the Merit-based review process established by the Governor's Office of Management and Budget Award Administration Information.

Merit-Based Review for competitive grants in Illinois including fully or partially funded Federal, Federal-Pass Through and State funded grants shall comply with GATA Legislation 30 ILCS 708 and 2 CFR 200 Uniform Requirements. Grants funded solely by private funds are not subject to GATA legislation and 2 CFR 200 requirements.

Merit Based Review, 2 CFR 200.204. For competitive grants unless prohibited by Federal statute, the Federal awarding agency must design and execute a merit review process for applications. This process must be described or incorporated by reference in the applicable funding opportunity process.

  1. Receipt of Grant Application Proposals - A record shall be prepared that shall include the name of the grantor, title of the grant, each grant applicant and a notation of date and time of grant application receipt. 
  2. The Division of Developmental Disabilities will keep a file of the grant award process that includes the written determination of award, grant application and requirements. The Grant Award file shall be available to Federal and State audit organizations, the Office of the Auditor General, and the Executive Inspector General. 
  3. Competitive Grant evaluation criteria is tied to objectives or purpose of the federal or state grant program.
    1. Evaluation criteria includes the following criteria categories:
      1. Need
      2. Capacity
      3. Quality
    2. Definitions for the Merit-Based Review required evaluation criteria categories include:
      1. Need: Identification of stakeholders, facts and evidence that demonstrate the application supports the grant program purpose.
      2. Capacity: The ability of an entity to execute the grant program according to project requirements.
      3. Quality: The totality of features and characteristics of a service, project or product that indicated its ability to satisfy the requirements of the grant program.
    3. Other evaluation criteria for Merit-Based Review will be considered in addition to the required criteria. Other criteria categories include:
      1. Cost Effectiveness
      2. Sustainability
      3. Grant Specific Criteria - Quality of Survey, Materials for dissemination and expansion plan. 
  4. Merit based review of the Competitive Grant Application shall evaluate process description, criteria and importance stated in the grant application.
    1. Evaluation will be based on numerical rating:
      1. The scoring tool shall reflect the evaluation criteria and ranking set forth in the grant application and any sub-criteria available at the opening.
      2. Evaluation Committee members will have an individual score sheet which is completed independent of the whole committee.
      3. A summary score sheet that shows the comparative scores and resulting finalist for award will be completed.
      4. Any significant or substantial variance between evaluator scores shall be reviewed and documented, including revision of individual scores.
    2. If an award decision is made after the Merit Based Review is performed, the awarding shall verify that the entity has completed the following pre-award requirements:
      1. Grantee pre-qualification
      2. Conflict of Interest and Mandatory Disclosures
      3. Fiscal and Administrative Risk Assessment
      4. Programmatic Risk Assessment
  5. Award
    1. An award shall be made pursuant to a written determination based on the evaluation criteria set forth in the grant application and successful completion of finalist requirements.
    2. A Notice of State Award (NOSA) will be issued to the Merit Based finalists that have successfully completed all grant award requirements. Based on the NOSA, the Merit Based finalist is positioned to make an informed decision to accept the grant award. The NOSA shall include:
      1. The terms and conditions of the award.
      2. Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments and the merit-based review.
    3. Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to www.grants.illinois.gov .
    4. A written Notice of Denial shall be sent to the applicants not receiving awards.
  6. Merit-Based Evaluation Appeal Process
    1. Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal.
    2. Appeals Review Officer - The Agency Head or designee may appoint one or more Appeal Review Officers (ARO) to consider the grant-related appeals and make a recommendation to the Agency Head or designee for resolution.
    3. Submission of Appeal
      1. An appeal must be submitted in writing in accordance with the grant application document.
      2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
      3. The written appeal shall include at a minimum the following:
        1. the name and address of the appealing party
        2. identification of the grant
        3. a statement of reasons for the appeal
    4. Response to Appeal
      1. The State agency must acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
      2. The State agency must respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
      3. The appealing party must supply any additional information requested by the agency within the time period set in the request.
    5. Stay of Grant Agreement/Contract Execution
      1. When an appeal is received the execution of the grant. agreement/contract shall be stayed until the appeal is resolved or;
      2. The Agency head or designee determines the needs of the State require moving forward with the grant execution.
      3. The state need determination and rational shall be documented in writing.
    6. Resolution
      1. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
      2. In determining the appropriate recommendation. The ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
      3. The Agency will resolve the appeal by means of written determination.
      4. The determination shall include, but not be limited to:
        1. Review of the appeal
        2. Appeal determination
        3. Rationale for the determination
    7. Effect of Judicial Proceedings. If an action concerning the appeal has commenced in a court or administrative body, the Agency Head or designee may defer resolution of the appeal pending the judicial or administrative determination.

3. Anticipated Announcement and State Award Dates

The Division will notify all applicants on selection or non-selection no later than December 2nd, 2019.

F. AWARD ADMINISTRATION INFORMATION

  1. State Award Notices

    • A Notice of State Award (NOSA) will be issued to the review finalists that have successfully completed all grant award requirement. Based on the NOSA, the review finalist is positioned to make an informed decision to accept the grant award. The NOSA shall include:
      • The terms and conditions of the award.
      • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
    • The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
    • Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov
  2. Administrative and National Policy Requirements.

    • See section C.3 above.
  3. Reporting

Quarterly reporting will be completed utilizing the Periodic Performance Report (GOMBGATU-4001) and Periodic Financial Report (GOMBGATU-4002). Quarterly reports will be submitted no later than 15 days after end of each period. 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th. The Grantee will submit supporting documentation to the Division as an attachment to the Periodic Performance Report that lists all referral services provided including name of individual being referred, RIN, social security number and date of referral.

Under the terms of the Grant Funds Recovery Act (30ILCS 705/4.1), "Grantor agencies may withhold or suspend the distribution of grant funds for failure to file required reports." If the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for details about the Illinois Stop Payment List: https://www.illinois.gov/sites/GATA/Pages/ResourceLibrary.aspx .)

Monthly service delivery reporting through the ROCS data base or alternative systems determined by the Division is required.

G. STATE AWARDING AGENCY CONTACT(S)

Questions and Answers

If you have any questions about this NOFO, please send them via email to Christina.Miller@illinois.gov  with "Epilepsy NOFO" in the subject line of the email.

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

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

H. OTHER INFORMATION

Not applicable

MANDATORY FORMS - REQUIRED FOR ALL AGENCIES - All information below must be submitted electronically.

  1. Uniform Application for State Grant Assistance- http://www.dhs.state.il.us/page.aspx?item=114761
  2. Program Plan
  3. Uniform Grant Budget (CSA System)
  4. Coversheet (pdf)  (include this with your submission)