NOFO 20-444-22-2344-01 - Outpatient Fitness Restoration (230) (DMH)

Helping Families. Supporting Communities. Empowering Individuals.

Uniform Notice for Funding Opportunity (NOFO) 

Summary Information

Data Field
1. Awarding Agency Name: Department of Human Services/Division of Mental Health
2. Agency Contact:

Name: Barb Roberson

Email: Barb.Roberson@illinois.gov

Phone: 217-557-5876

3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 20-444-22-2344-01
6. Funding Opportunity Title: Outpatient Fitness Restoration
7. CSFA Number: 444-22-2344
8. CSFA Popular Name: Outpatient Fitness Restoration (230) (DMH)
9. CFDA Number(s): NA
10. Anticipated Number of Awards: 15
11. Estimated Total Program Funding:

$250,000 for FY 2020

$1,000,000 for FY 2021

12. Award Range To be determined based on number of applicants and service needs
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
16. Posted Date: December 24, 2019
17. Closing Date for Applications: January 22, 2020, 5:00 PM
18. Technical Assistance Session:

Agency Specific Content for the Notice of Funding Opportunity

A.  Program Description

  • Summary
  • Outpatient Fitness Restoration provides for outpatient mental health services and fitness education to non-dangerous defendants who are adjudicated unfit to stand trial. The standard for Fitness draws on fundamental principles of fairness to establish that it is both unlawful and unethical for defendants to proceed in a criminal matter without an understanding of the proceedings, its consequences, and the ability to assist their attorneys due to mental illness or intellectual disability. After defendants are adjudicated Unfit to Stand Trial by a judge, they may be committed to restoration in an inpatient or outpatient setting. Illinois courts allow for Fitness Restoration on an outpatient basis and is interested in increasing access to this option for individuals charged with Misdemeanor and other non-violent offenses for whom outpatient treatment is clinically appropriate. Recognizing that Outpatient Restoration will include a range of customers having varied insurance coverage, the Division of Mental Health clarifies that resources from this grant shall not be applied to any costs associated with the delivery of any services and supports that can be reimbursable by the Illinois Department of Healthcare and Family Services (HFS) or Illinois Department of Human Services, Division of Mental Health (IDHS/DMH), Medicare, or a private insurance company.
  • Background
  • A primary goal of an outpatient fitness restoration is to provide services in the least restrictive setting for individuals and to ensure equity in these services across the state. As such, the IDHS/DMH is increasing its focus on alternatives to inpatient restoration treatment and recognizes the need to establish these programs across its recognized regions. Stakeholders and community providers of mental health, social service, and substance use treatment that have the capacity and infrastructure to implement and sustain a program with a full continuum of services for individuals with mental illness and/or co-occurring psychiatric, intellectual disability or substance use disorders can impact this population that would be best served in the community.
  • The purpose of this program is to operate an Outpatient Fitness Restoration Program by licensed mental health professionals who will provide community-based fitness restoration services, which include psychiatric, mental health and substance abuse treatment services, as well as legal education, for individuals found Unfit to Stand Trial (UST) by the County Criminal Courts and remanded by court order to the Department of Human Services for treatment on an outpatient basis. Individuals will be referred to a Community Mental Health Agency, by the Department of Human Services/Division of Mental Health (IDHS/DMH) Forensics Bureau for court ordered outpatient forensic restoration and treatment services. Services will be provided on site by clinical staff. The Outpatient Fitness Restoration program is designed to (1) reduce the number of adult individuals determined to be UST, with mental illness and/or co-occurring psychiatric, intellectual disabilities or substance use disorders, on the State Mental Health Hospital waiting list for inpatient fitness restoration services and, (2) increase prompt access to clinically appropriate outpatient fitness restoration services for individuals determined to be UST who do not require the restrictiveness of a hospital setting. The IDHS/DMH will provide outpatient fitness restoration training to clinical staff on an ongoing basis as well as provide technical assistance on clinical and administrative matters involving court ordered consumers.
  •  Deliverables
  •  The Provider will:
  1. Ensure that the outpatient fitness restoration program meets the statutory requirements of Illinois statutes 725 ILCS 5/104-17;
  2. Receive training by IDHS/DMH Forensic staff on providing outpatient fitness restoration and to assist with developing written policies and procedures that describe the fitness restoration program;
  3. Ensure that all policies and procedures for the outpatient restoration program will adhere to HIPAA when applicable;
  4. Ensure that contact is made (and documented) with individuals within 48 hours of receipt of a court order for outpatient services;
  5. Provide and ensure prompt assessment of Program eligibility and intake assessments, with psychosocial assessment, substance abuse screening and risk assessment, as indicated;
  6. Ensure prompt access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services;
  7. Ensure prompt access to legal education using DHS/DMH-approved curricula as needed
  8. Complete the 30-day admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18);
  9. Provide transportation assistance for individuals served in the Program who lack adequate funding, resources or support.
  10. Provide face to face fitness restoration services for individuals served in the Program to ensure participation and promote adherence; although there is discretion in the frequency or service delivery based on client's needs and care.
  11. Maintain and follow written procedures and court reporting to establish individual's progress toward restoration and readiness for return to court.
  12. Provide expert witness testimony to the courts; travel to which should adhere to the Governor's Travel Control Board rules.
  13. Provide thorough continuity of care for individuals completing the Program or who are determined not to be restorable.
  14. Determine if or when a client needs an inpatient level care and make that referral and report to the court.
  15. Ensure the provision of medication as needed.
  16. Discharge shall be in accordance with 725 ILCS 5/104-20(b) and should ensure that the following are in place:
    1. Facilitate ongoing services with the appropriate community mental health agency before final discharge from the Program
    2. Make provisions for medication and a clearly documented follow up psychiatrist appointment to ensure there will be no lapse in medication compliance after court's final disposition; and
    3. Assist in any appropriate benefits applications on behalf of any discharged individual.
  17. Reporting Requirements:
    1. Financial Report in accordance with Exhibit C.
    2. Performance Report in accordance with Exhibit E.
  • Payment

    Reference the Uniform Grant Agreement, Article IV Payment, Section 4.2 Return of Grant Funds and 4.3 Cash Management Improvement Act of 1990. Payment will be issued monthly and reconciled with reported allowable expenses. Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.

    PFR Email Address for General Grants:

    DHS.DMHQuarterlyReports@illinois.gov

  • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the DHS website.

    Performance Measures

    The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) on the Periodic Performance Report Template by Program to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website:

    PPR Email Address for All Grants:

    DHS.DMHQuarterlyReports@illinois.gov

    The following are included in the reporting template:

    1. Number of outpatient referrals
    2. Number of outpatient referrals who received outpatient fitness restoration education and appropriate mental health services as indicated
    3. Number of outpatient referrals restored to fitness and returned to court
    4. Number of outpatient referrals found unlikely to be restored to fitness
    5. Number outpatient referrals who receive a psychiatric review or assessment
    6. Number of outpatient referrals linked to community mental health agencies where appropriate
  • Performance Standards
    1. 20 outpatient referrals to be served in FY20 (modifications contingent upon referrals received)
    2. 50 outpatient referrals to be served in FY21 (modifications contingent upon referrals received)
    3. 100% of outpatient referrals will receive outpatient fitness restoration education and appropriate mental health services as indicated
    4. 80% of outpatient referrals will be restored to fitness and returned to court as a target goal
    5. 80% of outpatient referrals will receive a psychiatric review or assessment
    6. 100% of outpatient referrals will be linked with community providers where appropriate

B.  Funding Information

  • This NOFO is considered a competitive application for funding. It is not a guarantee of funding.  This award utilizes state appropriated funds for this award.
  1. Funding Restrictions

    IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

  2. Allowable Costs

    Allowable costs are those that are necessary, and reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles.

  3. Unallowable Costs

    Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.

  4. Indirect Cost Rate Requirements

    Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs. To charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). If the agency has multiple NICRAs, IDHS will accept only the lesser rate. There are three types of NICRAs:

    1. Federally Negotiated Rate;
    2. State Negotiated Rate; and
    3. De Minimis Rate
  5. Renewals

    This program will be awarded as a 5-month term agreement with 2, one-year renewal options. Renewals are at the sole discretion of the IDHS and are contingent on meeting the following criteria:

    1. Applicant has performed satisfactorily during the most recent past-funding period;
    2. All required reports have been submitted on time, unless a written exception has been provided by the Division;
    3. No outstanding issues or outstanding Corrective Action Plans (CAPs) are present (i.e. in good standing with all pre-qualification requirements); and
    4. Funding for the budget year has been appropriated in the state's approved FY budget.

C.  Eligibility Information

  1. Eligible Applicants

    This funding opportunity is not limited to those who currently have an award from the Department of Human Services; however, applicants must: 

    1. Be in good-standing with the Illinois Secretary of State (not applicable to governmental entities)
    2. Not be on the Federal Excluded Parties List;
    3. Not be on the Illinois Stop Payment list;
    4. Not be on the Department of Healthcare and Family Services Provider Sanctions List;
    5. Complete one Fiscal and Administrative Risk Assessment (ICQ);
    6. Complete a Programmatic Risk Assessment for each program;
    7. Register and access both the Illinois Department of Human Services Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV);
    8. Obtain a Dun and Bradstreet Universal Numbering System (DUNS) number. The DUNS number does not replace an Employer Identification Number. DUNS numbers may be obtained at no cost by calling the DUNS number request line at (866) 705-5711 or by applying online: https://www.dandb.com/.  It is recommended that service providers register as soon as possible before the application due date.
    9. Register with the System for Award Management (SAM) and maintain an active SAM registration until the application process is complete, and if a grant is awarded, throughout the life of the award. SAM registration must be renewed annually. It is recommended that service providers finalize a new registration or renew an existing one at least two weeks before the application deadline to allow time to resolve any issues that may arise. Applicants must use their SAM-registered legal name and address on all grant applications to IDHS.
    10. Be able to meet the program goals described in this NOFO.
    11. Not have an outstanding Corrective Action Plan (CAP)

      Applicants that do not comply with these requirements by the application deadline are not eligible to receive an award.

  2. Cost Sharing or Matching: Not applicable.
  3. Indirect Cost Rate: See Section B Funding Information, #4 Indirect Cost Rate Requirements.

D.  Application and Submission Information

  1. Address to Request Application Package

    Each applicant must have access to the internet. Applicants may obtain application forms at the Division's Grant Information website http://www.dhs.state.il.us/page.aspx?item=114807. Questions and answers will also be posted on this website. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.

  2. Content and Form of Application Submission
    1. Each applicant is required to submit a Uniform Application for State Grant Assistance. This is a 3-page document with the first page already completed by the Division of Mental Health. This document must be signed and dated.
    2. Program Proposal
      1. The Program Proposal shall not exceed 10 pages. Items included as Attachments are NOT included in the page limitations.
      2. The Program Proposal , including Attachments should be sequentially page numbered.
      3. All documents must be typed using 12-point type and at 100% magnification.
      4. The PDF submission must be on 8 1/2 x 11-inch page size.
      5. The submission shall include the 3-page Uniform Application and 10-page program proposal narrative.
      6. Except for letterhead and stationery for letter(s) of support, the entire application and program proposal packet should be in black typeface on a white background.
      7. The Program Proposal must be typed single-spaced with 1-inch margins on all sides.
  3. Budget Requirements

    1. A budget and budget narrative need to be completed in the CSA Tracking System database. There is space when preparing the budget on each line item for the budget narrative. Instructions for the CSA Tracking System can be found at http://www.dhs.state.il.us/page.aspx?item=61069
    2. A Budget Template and Instructions can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System database. The pdf budget or paper copy will not be accepted.
    3. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the proposal narrative.
    4. The budget should be prepared to reflect 5 months in Fiscal Year 2020.
  4. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)

    See Section C Eligibility Information, #1 Eligible Applicants, letters h and i.

  5. Submission Dates and Times

    1. To be considered for award, application materials must be in the possession of the IDHS email address DHS.GrantApp@illinois.gov and by the designated date and time listed in Box 17 of the NOFO. Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time the proposal 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 proposal was received on time at the location listed above.
    2. Applications and Program Proposals will only be accepted electronically and should be emailed to: DHS.GrantApp@illinois.gov. Those that are delivered by any other means will not be accepted and will be immediately disqualified. IDHS/DMH is under no obligation to review applications that do not comply with the above requirements. There will be no exceptions.
    3. Within 72 hours of receipt, applicants will receive an email to notify them that the application was received and if it was received by the due date and time. The email reply will be sent to the original sender of the application and program proposal. Applications and program proposals received after the due date and time will not be considered for review and funding.
    4. Submit the completed application and program proposal as a single document to: DHS.GrantApp@illinois.gov.
      1. Specifically, the subject line of the email MUST state:
        1. Provider Organization Name
        2. Funding Opportunity Number (20-444-22-2344-01)
        3. Contact Name (Barb Roberson)
      2. The submission must be in the following order:
        1. Uniform State Grant Application (3-page document) (Not included in page limit)
        2. Program Proposal
        3. Attachments (Not included in page limit). This would include Linkage Agreements (if applicable).
    5. All Program Proposals must include the following mandatory documents:
      1. Uniform Grant Application for State Grant Assistance
      2. Program Proposal
      3. Uniform Grant Budget submitted in CSA
    6. The term of the agreement will be upon date of execution continuing through June 30, 2020 and will require the mutual consent of both parties, be dependent upon the Grantee's performance and adherence to program requirements and the availability of funds. IDHS may withdraw this Notice of Funding Opportunity at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.
    7. If it becomes necessary or appropriate for IDHS to change any part of this NOFO, a modification to the NOFO will be available from the DMH Communication Alerts website http://www.dhs.state.il.us/page.aspx?item=119487 as well as change made to the DMH Grant Information website http://www.dhs.state.il.us/page.aspx?item=114807.  In case of such an unforeseen event, IDHS will issue detailed instructions on how to proceed.
    8. The FY 2020 Fiscal and Administrative Risk Assessment, also known as the Internal Control Questionnaire (ICQ), must be completed in the Illinois Grantee Portal by the deadline listed in Box 17 of the Summary Information.
    9. The FY 2020 Programmatic Risk Assessment (PRA) must be completed using the link on the Division of Mental Health's website by the deadline listed on the DMH Grant Information website http://www.dhs.state.il.us/page.aspx?item=114807.

E.  Application Review Information

  • All applicants must demonstrate that the NOFO requirements are met as identified in Section C, #1, a - k.
  1. Criteria.  All submissions will be reviewed, evaluated and based on the following Criteria:

    The maximum possible score is no more than 60 points. All submissions will be reviewed, evaluated and based on the Criteria listed below. The purpose of this section is for the applicant to present the agency description, history, achievements, service description, financial overview and future.

    1. Executive Summary:  The purpose of this section is for the applicant to present the agency description, history, achievements, service description, financial overview and future. The highest score for this criteria 5.
    2. Capacity - Agency Qualifications/Organizational Capacity: The purpose of this section is for the applicant to present an accurate picture of the agency's ability to meet and execute the program requirements. The highest score for this criteria is 10.
    3. Need - Description of Need: The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will address these needs. In addition, identification of stakeholders, fact and evidence that demonstrate how the proposal supports the grant program purpose should be included. The highest score for this criteria is 5.
    4. Quality - Description of Program Services: The The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design that indicates its ability to satisfy the requirements of the grant program. The highest score for this criteria is 15.
    5. Data Collection, Evaluation and Reporting: To ensure accountability at all levels of service provision, IDHS is implementing the practice of performance-based contracting with its Grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. At a minimum, Grantees will be expected to collect, and report data indicators and measures as described in this NOFO. The highest score for this criteria is 5.
    6. Resource Availability: Describe what resources and other knowledge, skill and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program. These may include, but not limited to the availability of space like meeting rooms, space to carry out this program, etc. The highest score for this criteria 10. 
    7. Other: Other evaluation criteria may be considered. The highest score for this criteria is 10. Examples include:
      1. Societal Impact
      2. Economic Impact
      3. Cost Effectiveness
      4. Sustainability
      5. Grant Specific Criteria
  2. Review and Selection Process

    Proposals will be reviewed by IDHS/DMH staff familiar with the requirements of the program including services to be performed in specified geographic location, if applicable. Review team members will have no conflicts of interest and will read and evaluate proposals independently.

  3. Merit-Based Evaluation Appeal Process
    1. An appeal must be submitted electronically, 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. Appeals are to be submitted to Barb Roberson, via email, to the following address: Barb.Roberson@illinois.gov

F.  Award Administration Information

  1. State Award Notices

    Anticipated Announcement and State Award Dates

    It is anticipated that Notice of State Awards (NOSAs) will be made in January 2020.

    Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:

    1. The terms and conditions of the award.
    2. Specific conditions assigned to the grantee based on the potential grantee answers on the Fiscal and Administrative Risk Assessment (ICQ), the Programmatic Risk Assessment and the Merit-Based Review.
    3. The NOSA is not an authorization to begin services or incur costs.
    4. Upon acceptance of the NOSA, announcement of the grant award shall be published by the awarding agency to www.Grants.Illinois.gov. The grant agreement will also be published in the CSA Tracking System for signature.
    5. A written Notice of Non-Selection shall be sent to the applicants not receiving awards.
  2. Administrative and National Policy Requirements
    1. Applicants awarded these funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services including indirect cost rate requirements in Section B: Funding Information, #4 Indirect Cost Rate Requirements.
    2. The legal agreement between IDHS and the successful applicant(s) will be the standard IDHS Uniform Grant Agreement. If selected for funding, the applicant will be provided a IDHS grant agreement for signature and return. A sample of the agreement may be found at http://www.dhs.state.il.us/page.aspx?item=29741.
  3. Reporting 

    Reporting requirements for the grant agreement shall be in accordance with the requirements set forth in Section A, Payment Terms and Performance Measures and shall also comply with the requirements of Exhibits C and E of the Uniform Grant Agreement.

G.  State Awarding Agency Contact(s)

  1. IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Questions and Answers "Q&A" will be posted to the DMH Grant Information website and updated periodically at the following link http://www.dhs.state.il.us/page.aspx?item=121285
  2. For questions about this NOFO, please send them via email to Barb.Roberson@illinois.gov, with "NOFO" Number and Title in the subject line of the email.

H.  Other Information

  1. IDHS reserves the right to request additional information that could assist with its award decision. Applicants are expected to provide the additional information within a reasonable period. Failure to provide the information could result in the rejection of the proposal.
  2. The release of this Notice of Funding Opportunity does not compel IDHS to make an award.
  3. This funding opportunity is considered a new application.
  4. Useful websites:
    1. Grant Accountability and Transparency Act website: 

      https://www.illinois.gov/sites/gata/Pages/default.aspx

    2. Illinois Grant Accountability and Transparency Act (GATA) (30ILCS 708/)

      http://ilga.gov/legislation/ilcs/ilcs3.asp?ActID=3559&ChapterID=7

    3. 2 CFR 200 Electronic Code of Federal Regulations

      http://www.ecfr.gov/

    4. Uniform Administrative Requirements, Cost Principles and Audit Requirements (2 CFR 200)

      https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

    5. OMB Uniform Guidance 

      https://www.grants.gov/web/grants/learn-grants/grant-policies/omb-uniform-guidance-2014.html

    6. IDHS website:

      www.dhs.state.il.us

    7. CSA Tracking Database:

      http://www.dhs.state.il.us/page.aspx?item=61069

  5. Mandatory Submissions -- Required for All Agencies
    1. Uniform State Grant Application
    2. Program Proposal
    3. Budget prepared in the CSA Tracking System
    4. Budget Narrative
    5. ICQ
    6. PRA