0620 Housing Bridge Subsidy Administrator

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: JJ Moffat
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 18-444-22-0620-01
6. Funding Opportunity Title: 0620 Housing Bridge Subsidy Administrator
7. CSFA Number: 444-22-0620
8. CSFA Popular Name: Housing Bridge Subsidy Admin (200)
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 5
11. Estimated Total Program Funding: $23,600,000.00
12. Award Range $58,400.00 - $18,008,565.00
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: Revised March 25, 2017
17. Application Range: March 25, 2017 - May 1, 2017
DEADLINE: May 1 at 12:00 pm, noon.
18. Technical Assistance Session: Session Offered:  No
Session Mandatory: No

NOFO Supplemental

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

A. Program Description

The Provider will conduct the activities of Subsidy Administration on behalf of the DMH Permanent Supportive Housing (PSH) Bridge Subsidy Initiative. The DMH PSH Bridge Subsidy Initiative is a partnership that includes Subsidy Administrators (SA) and the DMH Regional Housing Support Facilitators (RHSF's) and the DMH Statewide Housing Coordinator, which ultimately coordinates efforts to provide PSH opportunities to DMH eligible consumers in accordance with such mandates as the Williams Consent Decree. The establishment of specified roles and deliverable activities by each partner is a specific design of the DMH Permanent Supportive Housing (PSH) Bridge Subsidy Initiative in order to ensure eligible DMH consumers receive the quality services to address their recovery. The role and activities of the Subsidy Administrator are provided within Exhibit B.

Deliverables and Milestones

The Subsidy Administrator will:

  1. Certify eligibility, resolve barriers and submit completed application packages for consumers referred for PSH.
  2. Complete first Housing Quality Standards (HQS) inspections on units located by the contracted vendors (housing locators) and the consumers using the HUD approved HQS forms within four business days, on average.
  3. Inform the landlord and/or property manager, as well as the consumer and case manager on the status of the conducted HQS inspection (Pass or Fail). When there are deficiencies, performs re-inspections of the units as required.
  4. Performs HQS inspections of occupied units annually.
  5. Ensure unit rented meets the Fair Market Rent (FMR) standards set by HUD's 'rent reasonableness' test. Include any potential move-in costs, if applicable.
  6. Execute a Bridge Housing Assistance Payments (BHAP) contract with the landlord/property manager on behalf of the consumer.
  7. Pay all DMH approved moving fees to the landlord or property management, if applicable.
  8. Pay ongoing monthly rental subsidy amount, as calculated based on the consumer paying 30% of his/her income towards the rental amount, by the prescribed due date.

    The Transition Fund Bank Card Administrator will administer the bank card portion of the Transitional Funds for the entire state. The Transitional Funds Requisition Forms (noted on Document #6) will be faxed to the Transition Fund Bank Card Administrator from DMH contracted community mental health centers to request a specified amount of transitional funds to be available on the bank card. The Transition Fund Bank Card Administrator will, through overnight mail, send the debit bank card loaded with the remaining balance of transitional funds (remaining balance is the amount after security deposits and application fees are subtracted from $2,800 total) along with appropriate instructions for activating the bank card to the DMH community agency care manager as indicated on the Transitional Funds Requisition Form (Document #6). Once the bank card has been utilized for the consumer, the card and receipts will be returned to the Transition Fund Bank Card Administrator via the mail from the DMH agency care manager for final disposition and reconciliation by the Transition Fund Bank Card Administrator. Reconciliation activity includes contacting DMH agency care managers and/or DMH Regional Housing Support Facilitators (RHSF) or the DMH Contact to resolve reconciliation.

    The Subsidy Administrator will maintain complete files on all consumers. Closed files will be retained for the greater of five years or the time frame put forth in the Subsidy Administrator agency file destruction policy. If any litigation, claim, or audit is started before the expiration period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

    The Subsidy Administrator will be responsible for establishing all applicable bank accounts in compliance with DMH requirements and to provide all applicable tracking and reporting of funds transferred to their organization.

  9. Reporting Requirements
    1. Financial Report in accordance with Exhibit C of the Uniform Grant Agreement
    2. Performance Report and Client Data Report in accordance with Exhibit E of the Uniform Grant Agreement

Performance Measures

The Provider shall report quarterly performance on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

The following are included in the reporting template:

  1. Percent of consumers referred to PSH that meet certification requirements.
  2. Percent of first HQS Inspections completed.
  3. Average time frame for conducting first HQS inspections.
  4. Percent of HQS re-inspections completed.
  5. Percent of annual HQS inspections completed
  6. Percent of agreements that meet the FMR set by HUD.
  7. Percent of BHAP Contracts executed with landlord/property manager on behalf of the consumer.
  8. Percent of DMH approved moving fees processed, if applicable.
  9. Percent of monthly rental subsidies paid by the prescribed due date, as calculated based on the consumer paying his/her portion.
  10. Percent of funds released within an average of seven days. (Transition Fund Bank Card Administrator of Williams Class Members only)
  11. Percent of DMH approved expenditures required for relocations, if required (for Williams Class Members only).

Performance Standards

  1. 100 % of consumers referred for PSH meet certification requirements.
  2. 100% of first Housing Quality Standards (HQS) inspections completed.
  3. 100 % completed within an average of 4 days.
  4. 100% of HQS re-inspections completed.
  5. 100% of HQS annual inspections competed.
  6. 100% of agreements met FMR/HUD.
  7. 100% of BHAP contracts executed on behalf of the consumer.
  8. 100% of DMH approved fees processed, if applicable.
  9. 100% of rental subsidies paid by the prescribed due date, as calculated based on the consumer paying his/her portion.
  10. 100% of funds released within an average of seven days. (Transition Fund Bank Card Administrator only).
  11. 100% Percent of DMH approved expenditures for relocations, if required (for Williams Class Members only).

 B. Funding Information

  1. This award utilizes appropriated state funds to fund this program. In FY18, the Department anticipates the availability of approximately $2,300,000.00 in total funding. 
  2. The grant period is anticipated to begin on or before July 1, 2017 and will end on June 30, 2018.
  3. The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
  4. Services many not be provided until a contract is fully executed by the Department.
  5. This Notice of Funding Opportunity (NOFO) will cover 3 fiscal years:  FY 2018, FY 2019 and FY 2020.  Awards will be for a 1 year term.
  6. Payment will be issued monthly and reconciled on the basis of reported allowable expenses per the Grant Funds Recovery Act [30ILCS 705/7 and 8].
  7. The Provider shall report quarterly allowable grant expenses on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1, and reported expenses should be consistent with the submitted annual grant budget. If any budget variances are noted, the DMH program contact may request that the provider submit a revised grant budget before subsequent monthly payments will be made. DMH program contacts and reporting templates can be found in the Provider section of the DHS website. In addition, client detail should be included on the Financial Report.

C. Eligibility Information

Eligible Applicants

  1. Entity authentication - This validates the registrant's relationship to the specified organization by utilizing this link: https://cmspublic.illinois.gov/accounts  A personal or business email address is required to establish an account. This authentication verifies the relationship between an individual and the organization they represent. This is performed once for each individual associated with a registration.
  2. An entity may not apply for a grant until the entity has registered and pre-qualified through the Grant Accountability and Transparency Act (GATA) website, www.grants.illinois.gov, Grantee Links tab. 
  3. Registration and pre-qualification are required annually. 
  4. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended and status on the Illinois Stop Payment List. 
  5. An automated email notification to the entity alerts the entity of "qualified" status or informs them how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). 
  6. A federal Debarred and Suspended status cannot be remediated.

Indirect Cost Rate Requirements

  1. 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 federal approved NICRA.
  2. State Negotiated Rate - The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. The indirect cost rate proposal must be submitted to the State of Illinois within 90 days of the notice of award.
  3. 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.

Cost Sharing, Matching or Cost Participation

Applicant Requirements - None

D. Application and Submission Information

Application Package

  1. Application guidelines are provided throughout the announcement.
  2. Each applicant must have access to the internet. 
  3. Questions and answers will be posted on the Department's website.  It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.
  4. Contact Person
    James (JJ) Moffat
    Illinois Department of Human Services, Division of Mental Health
    600 East Ash Street, Building 500, Floor 3
    Springfield, IL 62703
    Phone: 217-557-5876
    Email: james.moffat@illinois.gov or DHS.DMHFiscal@illinois.gov

Content and Form of Application Submission

Pre-Application Coordination

Each applicant is required to:

  1. be registered in SAM before submitting the application;
  2. provide a valid DUNS number in the application; and
  3. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

    DHS 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 DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.

The Application Procedure

  1. The Grant Application and Proposal Narrative must be completed in Microsoft Word and be formatted to print on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be typed in black ink on a white background.
  2. The program narrative must be typed single-spaced, with 1-inch margins on all sides. The face page and all application copies must bear original signature.
  3. The Proposal Narrative, Need, Capacity and Quality must follow the format, may not exceed 10 pages and must be sequentially page numbered.
  4. The Application must include the following mandatory forms/attachments in the order identified below.
    1. Uniform State Grant Application
    2. Program Narrative (docx)
      1. Need 
        Address target population to be served, geographic location of proposed clients and services, need for services and how you intent to meet the need.
      2. Capacity
        Demonstrate applicant ability to execute the program according to the project requirements. 
        List key personnel and job titles and certify these personnel have applicable licenses.
      1. Quality
        Describe how project, in total, is well articulated and in alignment with the project requirements.
      2. Other
        Describe physical space (if applicable) available to operate this program.
    3. The Uniform Grant Budget and Narrative must be completed in the CSA Tracking System. 
    4. Copy of currently Approved NICRA if indirect costs are included in the budget
  5. Faxed copies of applications will not be accepted. The Department is under no obligation to review applications that do not comply with the above requirements.
  6. The application must be emailed to DHS.grantapp@illinois.gov
  7. The Agency, Notice of Funding Opportunity number and the program contact must be in the subject line. Specifically, the subject line must be: Your Organization's Name 18-444-22-0620-01 James (JJ) Moffat. To be considered, all applications must be in the possession of the Department of Human Services by the designated date and time listed above. The deadline will be strictly enforced.

Submission Dates and Times.

  1. Applicants are required to submit a complete electronic version of the Uniform State Grant Application, Proposal Narrative and any attachments in one file. All documents must be submitted on or before May 1, 2017 at 12:00 pm (Noon). Documents must be emailed to DHS.grantapp@illinois.gov
  2. The Uniform Grant Budget must be completed in the CSA tracking database. 
  3. To be considered, proposals must be in the possession of the Department of Human Services by the designated date and time listed above.
  4. The deadline and accessibility requirements will be strictly enforced.

Funding Restrictions

  1. Awards cannot be used to pay for alcoholic beverages; and cannot be used to pay for entertainment, which includes costs for amusement, diversion, and social activities. A grantee hosting a meeting or conference may not use grant funds to pay for food for conference attendees unless doing so is necessary to accomplish the legitimate meeting or conference business. Grantees must receive written pre-approval to use grant funds to host a meeting or conference that includes food. Furthermore, all meeting or conference materials or publicity of any nature paid for with grant funds must include appropriate disclaimers, such as:

    The contents of this (insert type of publicity or public action) must identify the Department of Human Services, Division of Mental Health as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. The publicity or public action must also include a provision that the contents do not necessarily represent the policy of the Department of Human Services, Division of Mental Health nor is it an endorsement. For purposes of this provision, publicity includes: notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the grantee individually or jointly with others, with respect to the program, publications, or services provided resulting from the grant agreement or subsequent amendments.

    Costs of contributions and donations, including cash, property, and services are unallowable as is the cost of organized fund raising. Depreciation on equipment purchased by the State/Federal government directly or through a grant is an unallowable cost. Other prohibitions related can be found in the GATA Legislation 30 ILCS 708 and 2 CFR 200 Federal Uniform Guidance.

E. Application Review Information

Award Procedure

  1. Complete applications will undergo a Merit Based Review process.
  2. The Merit Based Review describes the evaluation criteria including Need, Capacity and Quality.
  3. The Merit Based Review process will include a committee that do not have any conflicts of interest.
  4. The Merit Based Review committee will use a scoring process to evaluate need, capacity, and quality.
  5. A positive Merit Based Review triggers the release of a programmatic risk assessment.
  6. A programmatic risk assessment is generated to evaluate the applicant's ability to execute the program.  The programmatic assessment is grant-specific for targeted capacity building.  The scope of assessment includes:
    1. Quality of management systems
    2. History of performance
    3. Reports and findings from prior audits
    4. Ability to effectively implement statutory and regulatory requirements
    5. Other agency or grant-specific areas
  7. Assessment responses may indicate specific conditions.
    1. Requirement mandate the Department to impose additional specific conditions based on programmatic risk posed.
    2. Specific conditions would include:
      1. Requiring additional project monitoring or reporting
      2. Requiring technical or management assistance
      3. Establishing additional prior approvals
      4. Requiring evidence of acceptable performance within a specified period
    3. Specific conditions enable the applicant to develop capacity in area(s) of risk potential
  8. The Department must specify the nature of the requirement(s), reason why the requirement(s) is imposed, nation of action needed to remove the requirement(s), the time allowed for completing action(s) and the method of requesting reconsideration of the additional requirement(s).
  9. The Department will remove the specific conditions once they are corrected by the applicant.

Criteria for Selecting Applications

  1. In addition to the Merit Based Review Process, consideration may then be given to past performance, if applicable.
  2. Funding decisions will be made based on the quality of the complete application as scored through the Merit Based Review Process.
  3. Final award decisions will be made by the Director of the Division of Mental Health. 
  4. The Department reserves the right to negotiate with successful applicants to cover un-served areas that may result from this process or modify the overall budget request to meet the funding availability.

Appeals

  1. Only the Merit Based Review Process is subject to appeal.
  2. An appeal must be submitted in writing and received within 14 calendar days and must include the appealing party, the grant and reasons for the appeal.
  3. The Department will provide an acknowledgement within 14 calendar days of receipt and a response within 60 calendar days.

Renewals

This program is a 1 year contract with 2 - 1 year optional renewals. Renewals are at the discretion of the Division of Mental Health and are contingent on the meeting the following criteria:

  1. Provider has performed satisfactorily during the past six months;
  2. All required reports have been submitted on time, unless a written exception has been provided by the Division; and
  3. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action detailed on Exhibit H etc.).
  4. Grantees are required to update their proposal narrative and submit a current year uniform budget and narrative.

Anticipated Announcement

It is anticipated an announcement regarding State awards will occur in May 2017.

F. Award Administration Information

State Award Notices

  1. The Department will provide the successful applicant(s) a Notice of State Award (NOSA) to specify the funding terms and specific conditions resulting from the ICQ, Merit Based Review and the programmatic risk. 
  2. The NOSA is not an authorization to begin performance or incur costs. 
  3. The NOSA will be provided by electronic means to the individual who submitted the application.
  4. The NOSA must be reviewed to be informed of all grant terms and conditions.
  5. The NOSA positions the applicant to make an informed decision to accept or reject the award offer.
  6. The NOSA must be signed and returned by an authorized representative of the grantee organization or inform DMH that the award will not be accepted.
  7. Unsuccessful applicants will also be notified.

Administrative and National Policy Requirements

  1. The NOSA will be distributed by the Department of Human Services prior to the issuance of the Uniform Grant Agreement.
  2. Awardees should carefully review the terms and conditions of the award and should be prepared to comply with the Indirect Cost Rate Requirements as applicable.
  3. The NOSA will specify the terms and conditions of the award.

Indirect Cost Rate Requirements

Refer to "C.  Eligibility Information"

Reporting Requirements

  1. Monthly/Quarterly financial reporting will be in accordance with Exhibit C in the Uniform Grant Agreement.  Failure to provide financial documentation by the due date will suspend payment for services.
  2. Monthly/Quarterly performance reporting will be in accordance with Exhibit E in the Uniform Grant Agreement.  Failure to provide performance documentation by the due date will suspend payment for services.
  3. Annual financial report is due in accordance of the terms of the Uniform Grant Agreement.

G. State Awarding Agency Contact(s)

  1. Questions related to this NOFO should be sent to the contact information below.
  2. All e-mail correspondences must be sent using the following subject line: 18-444-22-0620-01 James (JJ) Moffat

Contact Person

James (JJ) Moffat
Illinois Department of Human Services, Division of Mental Health
600 East Ash Street, Building 500, Floor 3
Springfield, IL 62703
Phone: 217-557-5876
Email: james.moffat@illinois.gov or DHS.DMHFiscal@illinois.gov

H. Other Information, if applicable

The Department of Human Services is not obligated to make any State Award as a result of this announcement.