1183 Juvenile Inpatient Forensic Services

Helping Families. Supporting Communities. Empowering Individuals.

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: James (JJ) Moffat
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 18-444-22-1183-01
6. Funding Opportunity Title: 1183 Juvenile Inpatient Forensic Services
7. CSFA Number: 444-22-1183
8. CSFA Popular Name: Juvenile Inpatient Forensic Services (515-JIFS)
9. CFDA Number(s): Not Applicable
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $3,193,750.00
12. Award Range $3,193,750.00
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: MAY 5, 2017
17. Application Range: MAY 5, 2017 - MAY 22, 2017
DEADLINE:  May 22, 2017 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 operate an Inpatient Forensic Unit by licensed mental health professionals who will provide statewide forensic services for juveniles adjudicated Unfit to Stand Trial (UST) and Not Guilty by Reason of Insanity (NGRI) and are remanded to the Department of Human Services for treatment on an inpatient basis. These services shall include, but are not limited to, psychiatric, mental health and substance abuse treatment services, as well as legal education, case management, transportation, court reporting and court testimony.

There are to be twelve inpatient beds available for UST and NGRI juveniles. The Inpatient Forensic Unit is designed to:

  1. Provide services to juveniles who are remanded by court order to DHS for forensic services on an inpatient basis; and,
  2. Increase the prompt access to clinically appropriate inpatient forensic services for individuals adjudicated UST and NGRI who require the restrictiveness of a hospital setting.

The Provider must bill Medicaid/Managed Care Organization (MCO) or any other billing source for payment for eligible juveniles. DMH will pay for vacant beds and non-covered juveniles. The provider agrees to admit all juveniles remanded (up to twelve) to DMH by the courts for inpatient forensic services.

Deliverables and Milestones

The Provider will:

  1. Ensure that the inpatient forensic services meets the statutory requirements of Illinois statutes 725 ILCS 5/104-17;
  2. Ensure that twelve inpatient beds are available for juveniles adjudicated as Unfit to Stand Trial and Not Guilty by Reason of Insanity;
  3. Bill MRO/MCO or any other billing source for payment first;
  4. Recruit, train, and maintain qualified staff, including a Board Certified Psychiatrist, who is to provide psychiatric services to funded and unfunded clients; other licensed professionals to provide assessment, fitness restoration services and work as a liaison between the contractor and the criminal justice system; and to coordinate discharge planning and linkage;
  5. Ensure prompt access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
  6. Ensure prompt access to legal education using DHS/DMH-approved curricula as needed;
  7. Provide transportation for patients to court and to other necessary and approved off-grounds locations
  8. Provide face to face individual and group fitness restoration and treatment services for individuals served in the Program to ensure participation, and promote adherence;
  9. Develop, maintain and follow written procedures and court reporting to establish individual's progress toward fitness restoration, readiness for return to court and conditional release;
  10. Provide thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable;
  11. Ensure the provision of medication as needed. 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 if individuals are released to the community; provide Psychiatric consultation for case review and clinical input (e.g., diagnostic, risk assessment, psychopharmacology) to other DHS/DMH programs which serve MHJJ youth or other youth served by the Department.
  12. Ensure that individuals remanded by the court for inpatient services are admitted within the statutory time frame (725 ILCS 5/104-17)
  13. Complete the 30 day admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18)
  14. Reporting Requirements:
    1. Financial Report in accordance with Exhibit C of the Uniform Grant Agreement (See B. Funding Information #6 and #7)
    2. Performance Report in accordance with Exhibit E of the Uniform Grant Agreement.

Performance Measures

  1. 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.
  2. The following are included in the reporting template:
    1. Provider certifies that all statutory requirements are met.
    2. Number of beds dedicated to Juvenile Forensic program.
    3. Number of MRO/MCO eligible client billings.
    4. Provider has qualified staff including a Board Certified Psychiatrist, who is to provide psychiatric services to funded and unfunded clients; other licensed professionals to provide assessment, fitness restoration services and work as a liaison between the contractor and the criminal justice system; and to coordinate discharge planning and linkage
    5. Number of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
    6. Number of clients with access to legal education using DHS/DMH-approved curricula as needed;
    7. Number of clients that are provided transportation to court and to other necessary and approved off-grounds locations
    8. Number of clients that are provided face to face individual and group fitness restoration and treatment services for individuals served.
    9. Provider will develop, maintain and keep written procedures that can be submitted upon request.
    10. Number of clients that are provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable
    11. Number of clients that have been discharged in accordance with 725 ILCS 5/104-20(b)
    12. Number of clients remanded by the court for inpatient services that are within the statutory time frame (725 ILCS 5/104-17)
    13. Number of admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18)

Performance Standards

  1. No less than 100% of statutory requirements are met.
  2. No less than 12 beds will be available for Juvenile forensic patients at any time.
  3. No less than 100% of eligible clients will be billed to MCO/MRO
  1. Provider certifies that 100% of are qualified including but not limited to a Board Certified Psychiatrist and other licensed professionals to provide assessment, fitness restoration services and work as a liaison between the contractor and the criminal justice system; and to coordinate discharge planning and linkage
  2. No less than 100% of clients will have access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
  3. No less than 100% of clients will have access to legal education using DHS/DMH-approved curricula as needed;
  4. No less than 100% of clients will be provided transportation to court and to other necessary and approved off-grounds locations
  5. No less than 100% of clients will be provided face to face individual and group fitness restoration and treatment services.
  6. 100% of clients have proper reporting showing progress toward fitness restoration, readiness for return to court and conditional release
  7. No less than 100% of clients will be provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable
  8. No less than 100% of clients discharged should be in accordance with 725 ILCS 5/104-20(b).
  9. No less than 100% of clients remanded by the court for inpatient services will be within the statutory time frame (725 ILCS 5/104-17)
  10. No less than 100% of admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18) will be submitted.

B. Funding Information

  1. This award utilizes appropriated state funds to fund this program. In FY18, the Department anticipates the availability of approximately $3,193,750.00 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 in response to Provider submitted monthly invoices on the appropriate DMH invoice template at the established rate(s) (if applicable) stated in Exhibit B. Invoices shall be submitted to the DMH program contact no later than 30 days of the month following services, and will be reconciled on the basis of reported allowable expenses per the Grant Funds Recovery Act [30 ILCS 705/7 and 8]. (The Grant Funds Recovery Act is not applicable to Fixed-Rate Grants.) Rate: DMH will pay for occupied beds for non-medicaid individuals at the Healthcare and Family Services (HFS) Medicaid rate. Bed hold rate will be determined via provider submitted and DMH approved budget.
  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.

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 

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 Uniform Application contains 3 pages.  Page 1 has been completed by the Division of Mental Health.  The information on page 2 and 3 must be completed by the Applicant.  Page 3 must be signed and dated.
  2. A program narrative must be typed.
  3. 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. Copy of currently Approved NICRA if indirect costs are included in the budget
  4. 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.
  5. The application must be emailed to DHS.grantapp@illinois.gov
  6. 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 18-444-22-1183-01 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 22, 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. Reimbursement of pre-award costs will not be allowed.
  2. 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 June 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: 18-444-22-1183-01 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

H. Other Information, if applicable

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