1183 NOFO - Juvenile Inpatient Forenic Services (515-JIFS)

Notice of Funding Opportunity (NOFO) - Summary Information

1. Awarding Agency Name: Illinois 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: 21-444-22-1183-01
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): NA
10 Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $2,000,000
12. Award Range $0 - $2,000,000
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
16. Posted Date: March 17, 2020
17. Closing Date for Applications: April 15, 2020, 5:00 PM
18. Technical Assistance Session: Session Offered: No

Agency-Specific Content for the Notice of Funding Opportunity

  1. Program Description
    1. Scope of Services

      The Grantee 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, substance abuse and dually diagnosed intellectual disability 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 IDHS for forensic services on an inpatient basis.
      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.
      3. The Grantee must bill Medicaid/Managed Care Organization (MCO) or other billing source for payment for eligible juveniles. DMH will pay for vacant beds and non-covered juveniles. The Grantee agrees to admit all juveniles remanded (up to twelve) to DMH by the courts for inpatient forensic services.
    2. Deliverables/Milestones 

      The Grantee will:

      1. Ensure that the inpatient forensic services meet the statutory requirements of Illinois statutes 725 ILCS 5/104-17 (or its successor).
      2. Ensure 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 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 IDHS/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 individuals 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 the following are in place: 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 IDHS/DMH programs which serve MHJJ youth or other youth served by the Department.
      12. Ensure 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). 

        Reporting Requirements:

        1. Financial Report in accordance with Section A, 3, Payment.
        2. Performance Report in accordance with Section A, 4, Performance Measures.
    3. Payment

      Reference the Uniform Grant Agreement, Article IV Payment, Section 4.3 Cash Management Improvement Act of 1990 and Section 4.7 Timely Billing Required. Grantee shall submit allowable grant expenses on the appropriate DMH invoice template to the email address indicated on the template no later than the 30th day of the month following the end of the service month. Invoiced expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the grant agreement to be reimbursable. All invoices shall be HIPPA compliant and encrypted utilizing IDHS approved encryption software if so indicated on the invoice template. Invoices shall serve as the request for reimbursement as well as the Periodic Financial Report.

      DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website at http://www.dhs.state.il.us/page.aspx?item=95429. FY21 reports will be uploaded prior to the due date of the first report.


      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 Grantee submitted and DMH approved budget. In the event the total combined revenue between SASS Payments, other payment sources, and Bed Hold payments is less than $3,172,890, Streamwood may submit a supplemental invoice for the difference between the total amount billed and $3,172,890. In the event the combined revenue between SASS Payments, other payment sources, and Bed Hold Payments is more than $3,172,890 no supplemental invoice will be paid. The supplemental payment is only available if the Grantee performs services under this contract for the full fiscal year. The amount of $3,172,890 may be reviewed for sufficiency at the end of the first quarter.

    4. Performance Measures 

      The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website at http://www.dhs.state.il.us/page.aspx?item=95429. FY21 reports will be uploaded prior to the due date of the first report.

      PPR and PPRT Email Address for All Grants:

      DHS.DMHQuarterlyReports@illinois.gov

      The following are included in the reporting template:

      1. Number of beds available for Juvenile Forensic patients at any time.
      2. Number of MRO/MCO eligible client.
      3. Number of eligible clients billed to MCO/MRO.
      4. Number of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
      5. Number of clients with access to legal education using IDHS/DMH-approved curricula, as needed.
      6. Number of clients needing transportation to court and to other necessary and approved off-grounds locations.
      7. Number of clients provided transportation to court and to other necessary and approved off-grounds locations.
      8. Number of clients provided face-to-face, individual and group fitness restoration and treatment services.
      9. Number of clients who show progress toward fitness restoration, readiness for return to court and conditional release.
      10. Number of clients 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 discharged in accordance with 725 ILCS 5/104-20(b).
      12. Number of clients remanded by the court for inpatient services.
      13. Number of clients remanded by the court for inpatient services within the statutory time frame (725 ILCS 5/104-17).
      14. Number of clients with admission reports, individual treatment plan and progress reports submitted per statute (725 ILCS 5/104-17; 5/104-18)
    5. Performance Standards
      1. 12 or more beds available for Juvenile forensic patients at any time.
      2. 100% of eligible clients billed to MCO/MRO.
      3. 100% of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
      4. 100% of clients have access to legal education using IDHS/DMH-approved curricula, as needed.
      5. 100% of clients were provided transportation to court and other necessary and approved off-grounds locations.
      6. 100% of clients provided face-to-face, individual and group fitness restoration and treatment services.
      7. 100% of clients show progress toward fitness restoration, readiness for return to court and conditional release.
      8. 100% of clients provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable.\
      9. 100% of clients discharged in accordance with 725 ILCS 5/104-20(b).
      10. 100% of clients remanded by the court for inpatient services within the statutory time frame (725 ILCS 5/104-17).
      11. 100% of clients' admission reports, individual treatment plans and progress reports submitted per statute (725 ILCS 5/104-17; 5/104-18).
  2. Funding Information

    This NOFO is considered a competitive application for funding. It is not a guarantee of funding.


    This award utilizes state appropriated funds.


    Applicants must submit a program plan which supports the level of funding and detailed service delivery and deliverables.

    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, 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;State Negotiated Rate; and
      2. De Minimis Rate
    5. Renewals 

      This program will be awarded as a 12-month term agreement with two, 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 fiscal year budget.
  3. Eligibility Information
    1. Eligible Applicants

      This funding opportunity is not limited to those who currently have an award from the IDHS; 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 grant at the following link: http://www.dhs.state.il.us/page.aspx?item=121872;
      7. Register and access both the IDHS 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. 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.


        Applicants that do not comply with these requirements 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.
  4. Application and Submission Information
    1. Application Packet

      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=121805.  Questions from applicants and their respective responses (Q&A) will be posted at http://www.dhs.state.il.us/page.aspx?item=122000.  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. Each applicant is required to submit a Program Proposal. The Program Proposal must include the following:
        1.  Executive Summary
        2. Need
        3. Capacity
        4. Quality
        5. Data Collection, Evaluation and Reporting
        6. Resource Availability
      3. The Program Proposal shall not exceed 10 pages. Items included as Attachments are NOT included in the page limitations.
      4. The Program Proposal, including attachments should be sequentially page numbered.
      5. The Program Proposal must be typed single-spaced with 1-inch margins on all sides.
      6. All documents must be typed using 12-point type and at 100% magnification.
      7. The PDF submission must be on 8 1/2 x 11-inch page size.
      8. 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.
    3. Budget Requirements
      1. A budget and budget narrative need to be completed in the CSA tracking 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. The pdf budget or paper copy will not be accepted nor should be included in the application packet.
      3. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the budget narrative.
      4. The budget should be prepared to reflect a full fiscal year.
    4. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
      1. 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 Summary Information. 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. All proposals must include the following mandatory documents:
        1. Uniform Grant Application for State Grant Assistance
        2. Program Proposal
        3. Uniform Grant Budget submitted in the CSA Tracking System.
      5. Submit the completed application and program proposal as a single document to: DHS.GrantApp@illinois.gov.
        1. i. The subject line of the email MUST state: "Provider Organization Name; Program 515-JIFS; 21-444-22-1183-01; 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).
      6. The term of the agreement will be July 1, 2020 continuing through June 30, 2021 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.
      7. 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.
      8. The FY 2021 Fiscal and Administrative Risk Assessment, also known as the Internal Control Questionnaire (ICQ), must be completed in the Illinois Grantee Portal.
      9. i. The FY 2021 Programmatic Risk Assessment (PRA) must be completed using the following link: http://www.dhs.state.il.us/page.aspx?item=121872 by the deadline listed in Box 17 of the Summary Information above.
  5. Application Review Information

    All applicants must demonstrate that the NOFO requirements are met as identified in Section C, #1, a - i.

    1. 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 locations, if applicable. Review team members will have no conflicts of interest and will read and evaluate proposals independently.


      The maximum possible score is 50 points. All submissions will be reviewed, evaluated and based on the following criteria:

      Criteria Purpose Score
      Executive Summary

      The purpose of this section is for the applicant to present the agency description, history, achievements,

      service description, financial overview and future.

      5

      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 the program requirements.

      10
      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.

      5

      Quality -

      Description of Program Services

      The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended

      program design.

      15
      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.

      5
      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.

      10
    2. Merit-Based Evaluation Appeal Process
      1. Competitive program grant appeals are limited to the merit-based evaluation process only. Evaluation scores cannot be protested.
      2. An appeal must be submitted electronically, in accordance with the grant application document.
      3. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
      4. 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
      5. Appeals are to be submitted to Barb Roberson, via email, to the following address: Barb.Roberson@illinois.gov
      6. Response to appeal:
        1. IDHS/DMH will acknowledge receipt of an appeal within fourteen calendar days from the date the appeal was received by the applicant.
        2. The appealing party must supply any additional information requested by IDHS/DMH within a reasonable time period.
  6. Award Administration Information
    1. State Award Notices

      It is anticipated that Notices of State Award (NOSA) will be made in May 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. Once grantee accepts the NOSA, announcement of the grant award shall be published by IDHS/DMH at 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 an 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.

  7. State Awarding Agency Contact(s)
    1. IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. These Questions and IDHS/DMH Responses "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=122000
    2. Questions about this NOFO, must be sent via email to Barb.Roberson@illinois.gov.  The subject line of the email MUST state: "Provider Organization Name; Program 515-JIFS; 21-444-22-1183-01; Barb Roberson" Questions will only be accepted electronically. Those that are delivered by any other means will not be addressed.
  8. 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 time 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. 
  9. 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