Q & A-1553: State and Regional Substance Abuse Prevention Services

Helping Families. Supporting Communities. Empowering Individuals.

Questions and Answers for 1553: State and Regional Substance Abuse Prevention Services

  1. Is this NOFO replacing the current ATOD sub-grants?
    • The current sub-grants (A - Local Capacity Building, B - Direct Service, C - Strategic Prevention Framework and D - State Capacity Building) are ending. It is a new competition for the substance abuse prevention funds. There are new focus areas and new requirements.
  2. Is this considered a re-application?
    • No.
  3. If our agency is funded to deliver a FY 17 SAPP Sub-grant D, do we need to re-apply to continue our efforts with this grant?
    • Yes. Sub-grant D will cease to exist. Your agency will need to apply for the new funding if your agency wants to continue delivering substance abuse prevention services.
  4. Will the Q & As for this NoFO be posted all at once (on May 5th) or will they be updated and posted between now and the close of when questions can be submitted?
    • The FAQ for the NoFO will be periodically updated and posted. Applicants are highly encouraged to regularly check the Questions and Answers posted on the DHS website.
  5. Our agency is in the process of the applying for the SRSAPS, which is due May 10, 2017. We submitted our Indirect Cost Rate Proposal in late February 2017 and have yet to receive our state approved indirect cost rate notification. What do we do for the SAPS application - Attachment C (where we are to include the NICRA or the state approved indirect cost rate) if we have still not received notification of our approved indirect cost rate?
    • If your agency submitted for a federally-Negotiated Indirect Cost Rate Agreement (NICRA), your agency will be required to submit correspondence after receiving notification regarding the approved rate.
    • If your agency applied for a NICRA or through the Department, the standard procedure is to only allow use of up to the 10% de minimis rate until the actual rate is officially determined.
    • If a higher rate is eventually approved and accepted, that rate is retroactive to the start of the given State fiscal year for which it was approved and the grantee can revise their budget accordingly at that time if necessary. The flip side is that if the agency's rate is below the 10% de minimus rate, the agency is liable and required to refund any monies disbursed to them as the difference between the higher rate and the approved rate
    • All Applicants are required to re-apply every year. The CroweHorwath system is already taking entries for FY18 if an entity's FY17 rate is completed
    • If an entity used FY15 financial data for their FY17 rate, the agency will need to use FY16 data for their FY18 rate. If your agency was able to use FY16 data for FY17, they can use that same data again for FY18 entries to the Crowe system.
    • Your agency cannot use their FY17approved rate for the FY18 application. Rates are only good for the specific year requested.
    • The first year an entity applies for a rate (either 'No Rate', 'Federal Negotiated', 'Illinois Negotiated', or 'de minimis') the agency must submit their proposal within 90 days of their Award notification date. For the 2nd and subsequent years, the agency is required to submit their proposal within 6 months after the end of their own fiscal year.
  6. Does the prevention specialist need to be certified?
    • No.
  7. As I read under section D, in the NoFO SAPS email, how do I go about requesting an application package?
    • As noted in this section, the application materials are provided throughout the announcement. Appendices are available in a user/printer friendly format and are found at the end of the NoFO. Click on the corresponding links. If you cannot retrieve them, please notify Kimberly Fornero.
  8. The deadline to submit is May 5th. Correct?
    • No. May 5th is the deadline for the submission of questions. Applications are due on May 10th at 12:00 p.m. (noon).
  9. Is 18-444-26-1558-01-NOFO State and Regional Substance Abuse Prevention Services (SRSAPS) funded by GRF dollars or federal dollars?
    • Federal funds will be used to support the grant awards issued; however, some Other State funds may also be allocated. At this time, no General Revenue Funds are proposed to support this NoFO.
  10. A. Capacity Agency Qualifications...2. A brief description of the staff members that will be responsible for the delivery of services, including their educational background, years of experience and relevant information. Is an Applicant allowed to attach CV/Resumes instead of typing out the qualifications in paragraph form?
    • No. Please provide the information in the Section requested.
  11. Will applications targeting regions with smaller populations be considered?
    • No.
  12. Can funds be used to provide food and/or beverages at community events? Is there a per person maximum?
    • No. Funds cannot to provide food and/or beverages at community events.
  13. Can our agency allocated funds the CADCA National Forum in February?
    • If the Applicant can provide all deliverables and staffing and other costs to administer the grant are allocated, the Applicant can allocate funds to attend one CADCA conference and/or training.
  14. Where can I find revisions to the Notice of Funding Opportunity?
    • See G. State Awarding Agency, H. Other Information clarify information and corrections.
  15. Is the same true if demographics overlap, even in part, if one applicant applies for SRSAP funds and one applicant applies for SAPS funds?
    • This guidance does not apply if there is overlap with SRSAPs and SAPS. There may be geographic or demographic overlap.
  16. Is it permissible to assign a portion of the supervisor's time to the grant budget? For instance, can 10% of the supervisor's time be listed as part of personnel costs?
    • Yes. Funds may be allocated for a portion of the supervisor's time. The percent of time is at the discretion of the agency.
  17. Is it acceptable to add an attachment? For example, I would like to include resumes for key staff members as an attachment to supplement the brief overview included in the narrative.
    • No. Please provide the information in the Section where this information is requested.
  18. Does the budget have to reflect multi years?
    • No. The budget should reflect FY18 (July 1, 2017 through June 30, 2018).
  19. I have a question regarding Programmatic Risk Assessment survey. With everything I have read, I understand that the assessment is a pre-qualification process, am I not correct in understanding that our office does not fill out the Risk Assessment until we receive the NOSA notification? If this is not correct where do I get the Programmatic Risk Assessment?
  20. For Staff qualifications, are agencies required to submit resumes for current prevention specialists?
    • No.
  21. Are we permitted to use the previous budget narrative form?
    • No.
  22. Would you please provide clarification regarding Section A - Agency Qualifications/Organization Capacity, Item 4:

    A description of existing community resources and services, particularly with organizations addressing substance use disorders and related services not provided by the Applicant agency.

    We are not sure what information to include to address this item if we are proposing to implement a statewide project. Additional guidance or examples would be appreciated.

    • While efforts targeted at the state level, there may be a need to connect with local resources.
  23. We have been asked to provide drug/alcohol prevent workshops to youth involved in a violence prevention program and parents who have lost children to violence and would like to find funding to continue to do this. We are trying to determine if we meet the requirements to apply for this grant.
    • The Applicant should review each NoFO, the goals and deliverables.
  24. Can we include education programming for youth younger than 12? The RFP states 6th -12th grade. We provide a continuum of substance abuse programming that begins with 4th-5th graders to lay the foundation for risk assessment as well as communication, skill building and resilience in later years.
    • No. Youth younger than age 12 cannot be targeted for services.
  25. Are there staffing requirements (not explicit re: full or part-time staff implementing activities as in the other RFPs)?
    • The State and Regional Substance Abuse Prevention Services NoFo has no specific staffing requirements.
  26. Does this grant allow for staff and material support for schools to implement the IYS (proctor, help process results and communicate with stakeholders)?
    • The Illinois Youth Survey (IYS) provider provides technical assistance. The technical assistance can be provided to the Applicant and/or the school(s). The IYS also provides recruitment materials. Before allocating resources, please review the available resources: https://iys.cprd.illinois.edu/recruiting If you want to allocate funds to share IYS results with stakeholders, applicants can be allocated for this purpose.
  27. Can we include parents in the "adult leaders" definition? We consider parents key stakeholders and our education sessions and how to talk to your child resources complement our in-school programming and help raise awareness about youth perception of harm and the importance of adults modeling responsible behavior, etc.
    • Yes.
  28. Can lunch be paid for out of the grant for a youth leadership training that last four hours long?
    • No.
  29. Are inserted charts acceptable (provided the formatting and font size required are used) throughout the narrative, specifically, in section D. Description of Program Services for the timelines, activities, and person responsible?
    • Yes.
  30. The application does not specifically say how to email the documents. When we submit the budget application, should it be emailed as one document that will need to be scanned to show signatures, or do we email it in separate pieces such as by Attachment A-F separately, for example?
    • The applicant should email the application as one document that includes documents with signatures.
  31. As current Sub-Grant D recipients, I understand we need to provide a description and number of the activities delivered and the numbers of participants served by activity. My question is whether you'd like data from our entire term of the grant (5 years in our case) or from the most recent fiscal year?
    • The Applicant should provide information for fiscal years 2015 and 2016.
  32. Can the subcontractor complete all the NoFo pages with the same page requirements or will the lead agency which is submitting the NoFo be required to stay within the page limitations?
    • Yes.
  33. GATA is requesting that agencies submit application budgets through the CSA system this year, but the NoFO instructs applicants to complete the hard-copy budget and budget narrative templates with the application. Could you clarify how applicants should submit their budgets?
    • Applicants will need to submit their budget online in the CSA system. The budget generated in the CSA system will need to be printed and submitted with the application.
    • The CSA Tracking System budget version 3.3.2 is "live". There were a few common errors experienced by applicants which may not allow for submission to IDHS. To address the most common errors in the budget system, please note the following:
      • Please use the navigation buttons with the CSA Application to move through the budget. Do not use your web browser's navigation buttons. Doing so will affect your ability to complete the budget.
      • Please do not idle in the CSA Application without saving your work. Some users experience a server error for idling for over 10 minutes. Once this error occurs, you'll need to exit your Internet browser and open it again to continue.
      • Before you submit your budget to your executives for review, you can view the PDF version of your budget by selecting the "Print Budget" option in the CSA Tracking System. This feature is not available during the review of the budget by your CFO and Executive Director. Once you submit your budget to IDHS, then you will have the ability to print a version of the budget again.
      • If your direct costs do not calculate correctly, your budget is unexpectedly too many pages, OR you get an Indirect cost validation error, it's likely your indirect cost category page that's the culprit. The indirect cost totals may have saved to the tables multiple times and this causes issues in the database. The fix has been to delete the Indirect Cost category (not the individual line items) and add it back. You will need to delete the Indirect Cost category by clicking the "Delete Category" in the indirect cost category page and add that category over. No need to delete the entire budget. Deleting each individual indirect cost line does not solve the problem. Please use the "Delete Category" button. This will eliminate all duplicated entries and leave you with just the one good list of entries.
      • If your CFO and Executive need access to the CSA System, please follow the instructions here: http://www.dhs.state.il.us/page.aspx?item=95350.
      • If you cannot select what type of budget to enter because the dropdown box is not working, then you need to logout of the CSA System, close all Internet browsers, and try again. If your budget summary total is close but not exactly equal to the amount you requested from IDHS, then you may have to click "Certify Budget Total Rounding" on the summary page to acknowledge the discrepancy.
    • If the applicant experiences issues with completing the budget online, the applicant is still required to complete a budget using the forms provided in the NoFO.
    • You MUST complete and submit a pdf version of the budget found at http://www.dhs.state.il.us/page.aspx?item=93971 or http://www.dhs.state.il.us/onenetlibrary/12/documents/Forms/GOMBGATU-3002.pdf with the application along with documentation of your efforts to submit that were unsuccessful.
  34. How does my agency register gain access to the CSA?
    • Ensure that the Chief Financial Officer (or equivalent) and Executive Director (or equivalent) are registered users in the CSA Tracking System prior to requesting approval rights.
    • If CSA Tracking System access is needed, register following the instructions here: http://www.dhs.state.il.us/page.aspx?item=61069
    • If CSA Tracking System access already exists, proceed with the following steps:
    • After the CFO and Executive Director are registered in the CSA, send an email to DHS.DHSOCA@Illinois.gov requesting access rights to approve budgets. The email request should include the following information:
      • a. The Name and FEIN of the organization;
      • b. The name and job title of the organization's employee requesting the access for the CFO and Executive Director; and
      • c. The name and email address of the CFO (or equivalent) and Executive Director (or equivalent) who will be used to approve budgets for the provider.
      • Please note the CSA Tracking System can be accessed using the following web link: https://grants.dhs.illinois.gov/gpsecure/gtp
  35. The Uniform Grant Budget template to be submitted as part of the SAPS NoFO requires a narrative summary for each budget expenditure category. Are applicants still required to submit a separate "Budget Narrative", and, if so, is there a specific format to be used for the budget narrative?
    • See response to Q#33.
  36. What are your suggestions regarding the Uniform Budget Template. It is not rounding the numbers. I noticed it specifically in the fringe section.
    • See response to Q#33, last dot point.
  37. The SRSAPS NOFO states project staff members delivering the Prevention Services are required to attend regular meetings in specific trainings. Where and how often are these meetings held?
    • Applicants awarded grants will be required to attend a meeting in central Illinois. Prevention staff will also be required to attend training related to the deliverables. Training offerings will be delivered in various locations around the state. Applicants can allocate funds for mileage, per diem and lodging to ensure prevention staff attend required trainings and meeting.
  38. How do I budget for the Director of Prevention Services' salary if our agency would be awarded two separate contracts in two separate service areas? I would be listed as 100% under both contracts but I would not include my entire salary twice.
    • The Applicant would list their full salary and indicate the percentage of time allocated for managing and oversight of the grant in each NoFO budget application. If the Director of Prevention is considered a full-time prevention staff delivering services, then another staff member would need to be hired to fulfill the deliverables in one of the two grants. No part-time staff can be assigned to deliver services.
  39. Can you please clarify for me whether this application needs to be submitted in another way besides simply emailing all of the attachments to you?
    • See 7. Other Submission Requirements, D., Applicants must the application via email. Submit the application to DHS.GrantApp@illinois.gov  
  40. Is there an online system to which it needs to be uploaded as well?
    • No.
  41. Our agency is having problems with the PDF budget template for the NOFO paperwork. The CSA system is working fine for us, but I am concerned because we have to include this PDF in our NOFO Paperwork. Unless, we can use the EXCEL Worksheet provided in the NOFO Paperwork?
    • See the response for Q#33.
  42. We are finalizing our budget for the SRSAPS grant. How do we know what portion of the amount that we are requesting is federal funding? As I believe the federal funding portion needs to be reported on the 'Non-State of Illinois Funds' portion, correct? Thank you!
    • At this time under, the NoFOs will be funded 100% with federal funds; however, it is subject to change. When preparing your budget, Section A should reflect the total amount of FY18 requested. Section B is not required for this NOFO; cost-sharing or matching funds are not required.
  43. On the travel section of the budget form, what exactly should be included in the "Basis" column?
    • For the column "Basis", enter type of transportation (car, bus, taxi, train, etc.).
  44. ln the budget template for personnel, what is meant for "length of time"? Does that mean 1 FTE, number of hours per week, how long they have been employed with the organization?
    • The column "Basis" allows the Applicant to select yearly/monthly/hourly. For example, if the Applicant is entering information for a full-time prevention staff that is a salaried employee, for "Basis" you may enter yearly as it reflects the annual salary allocated for the full-time prevention staff member.
  45. Also, I cannot find where to input the Grant into the CSA? Where can I find that?
    • See response to Q#34.
  46. The NoFO asks for the Uniform Grant Budget Template and Budget Narrative to be submitted with the application. Does this mean that we should not input our proposed budgets into the CSA and print from the CSA? If we should use the CSA, must multiple budgets be created in the CSA if an agency chooses to submit multiple proposals?
    • Applicants submitting multiple applications should submit one budget per application reflecting the costs with administering the deliverables in the respective application. The Applicant is also required to submit one budget with information from the all of the individual budgets in the CSA (online budget).