HCD Special Project Contracts (23-444-80-1252)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name

Family and Community Services

Office of Workforce Development

Bureau of Employment and Training
Agency Contact

Charles Hopkins

Charles.Hopkins@illinois.gov
Announcement Type Competitive
Funding Opportunity Title HCD Special Project Contracts
Funding Opportunity Number 23-444-80-1252-01
Application Posting Date April 11, 2022
Application Closing Date May 11,  2022
Catalog of State Financial Assistance (CSFA) Number 444-80-1252
Catalog of State Financial Assistance (CSFA) Popular Name Tax Programs
Catalog of Federal Domestic Assistance (CFDA) Number(s) 93.558
Award Funding Source State Funds
Estimated Total Program Funding $500,000.00
Anticipated Number of Awards 1 to 2
Award Range Up to $500,000.00
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Technical Assistance Session Session Offered: No

A. Program Description

1. Program Summary

This program will provide free tax preparation services to Illinois Department of Human Service customers and other low-income individuals. This program will conduct marketing and outreach activities to targeted underserved communities. This will be accomplished in part through a grant program to community agencies in underserved areas including Bellville/East St. Louis as well as Marion. Along with free tax preparation services, customers will receive an education around tax credits such as the State and Federal Earned Income Tax Credits (EITC). Information regarding free tax preparation will be made available to customers via the Tax Help and EITC flyers. This program is expected to provide free tax preparation services to 12,000 taxpayers with income below 200% of the federal poverty level.

2. Funding Priorities or Focus Areas

IDHS intends to fund Community Based Organizations (CBOs) that will provide services to promote economic sustainability. IDHS will prioritize applications from eligible applicants who provide services in geographic regions where other services are not offered and/or are in high need areas, having a disproportionate amount of economic hardship or food insecurity.

Applicants can demonstrate that they currently use an equity lens when creating and implementing programming. An equity lens is a process that analyzes the impact of policies and practices on marginalized communities to inform and ensure equitable outcomes. Priority applicants will have a demonstrated understanding of the history and impact of racism and inequity on communities with high rates of poverty, unemployment, and high COVID impact. This will include but not be limited to understanding the history of the community, utilizing and understanding disaggregated data around unemployment, poverty and other issues in communities.

3. Authorizing Statutes or Regulations

N/A

4. Scope of Services

Grantee will provide free tax preparation services to Illinois Department of Human Service customers and other low-income individuals.

In addition to free tax preparation services, customers will receive an education around tax credits such as the State and Federal Earned Income Tax Credits (EITC).

Information regarding free tax preparation will be made available to customers via the Tax Help and EITC flyers.

5. Deliverables

Grantee is expected to provide free tax preparation services to at least 12,000 taxpayers statewide with income below 200% of the Federal Poverty Level (FPL) during the contract period July 1 through June 30.

Grantee is expected to provide and develop:

  1.  Written Plan of Activities and expenditures for the tax season, which should be submitted to the Department by August 15th which should include:
    1. An update for the TaxHelp and EITC flyers;
    2. A listing of established sites and locations;
    3. The anticipated number of volunteers recruited;
    4. The anticipated number of volunteer training sessions scheduled;
    5.  The anticipated number of seasonal staff hired and trained;
    6. Any planned meetings with local FCRC's or community agencies;
    7. And other relevant details not outlined here.
  2. Quarterly Reports outlining Outreach and marketing activities, activities of subcontractor agencies, and number of returns completed will also be required even prior to tax season. Monthly reports will be submitted via the GATA required Periodic Performance Reports (PPRs).
  3. A final report recounting the activities of the year's work will be due and will detail program results and achievements.The final report will include:
    1. Total funding received for free tax preparation services for low-income families/individuals (outlining all sources of revenue);
    2. Number of completed tax returns;
    3. Number of uncompleted tax returns and reasons for lack of completion;
    4. Number of individuals/households served;
    5. Total monetary value of refunds;
    6. Number of returns for individuals that meet the TANF eligibility criteria, i. e. dependent child and under 200% of poverty level;
    7. Number of returns for individuals or households receiving SNAP benefits, if known;
    8. Total number of volunteers recruited;
    9. Total number of volunteer training sessions completed;
    10. Total number of seasonal staff hired and trained;
    11. Staffing plan for the year including number of full-time and part-time staff and any changes or challenges faced during the year;
    12. Number of sites established and delivering services, analysis of varying traffic at various sites; and
    13. Plans to improve performance the following year based on experiences/learning from the current year.
  4. The Provider must submit an invoice monthly. The invoice must include:
    1. the vendor name
    2. address
    3. phone number
    4. fax number
    5. email address
    6. date services were provided
    7. description of service
    8. payment amount
    9. remittance address.

6. Performance Measures

Services rendered are accounted for through the submittal of quarterly PPRs are to be submitted to the Grantees provider manager for review.

The Grantee will provide free tax preparation services to a minimum of 12,000 taxpayers with incomes below 200% of the federal poverty level.

PPRs should reflect the relevant activities of that month and may include:

  • Number of completed tax returns;
  • Number of individuals/households served;
  • Number of volunteers recruited;
  • Number of volunteer training sessions;
  • Number of seasonal staff hired and trained;
  • Number of full-time staff hired;
  • Number of sites established;
  • Number of points of contact done for outreach and communication and with who (FCRCs, community organizations, etc.);
  • Staff hired, or volunteers recruited;
  • Outreach materials developed;
  • Work done to set up and establish necessary systems, i.e. technology, internet -based tax service portal, etc

7. Performance Standards

100% of completed tax returns are for individuals that are at or below 200% of the FPL;

100% of reports are submitted on time;

Services are offered across the state and in various locations. People served reflects the geographic diversity of the state and are not solely clustered in one area. Did Grantee meet or exceed the benchmark of providing free tax preparation services to a minimum of 12,000 taxpayers with incomes below 200% of the federal poverty level.

PPRs and PFRs are submitted quarterly in accordance with GATA regulations.

As needed, Corrective Action Plans will be initiated to address unmet Performance Standards, which may result in a reduction or termination of funding.

B. Funding Information

  • This is a competitive funding opportunity.
  • The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
  • The source of funding for this program is State funds.
  • The Department anticipates the availability of approximately $500,000.00 (total funding for NOFO) and funding 1-2 grant awards to provide this program. It is anticipated that grant awards will be in a range up to $500,000.00 .
  • Subject to appropriation, the grant period will begin no sooner than July 1, 2022 and will continue through June 30, 2023.
  • Applications for renewal or supplementation of existing projects are/are not eligible to compete with applications for new State awards.
  • Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on performance and sufficient appropriation.
  • Proposed budgets must be sufficiently detailed and justified to be approved by IDHS. Successful applicants will NOT receive a grant agreement until after their budget has been approved through the Community Service Agreement tracking system (CSA) system.
  • Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the subcontractor.

C. Eligibility Information

1. Eligible Applicants

This competitive funding opportunity is limited to applicants that meet the following requirements:

  • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

Types of Applicants - This funding opportunity includes private, not-for-profit community based organizations that are incorporated and have been granted 501C(3) status, public community based organizations, including units of local government.

Applicants should be able to:

  • Demonstrate the ability to begin services immediately upon execution of the uniform grant agreement.
  • Demonstrate strong connections with local or regional organizations, companies and public community spaces to do volunteer recruitment and customer recruitment, and locations for public events for tax preparation.
  • Demonstrate strong community ties and capacity for volunteer recruitment and customer recruitment. (Refer to "Capacity" section in program narrative.)
  • Have demonstrated compliance with IDHS performance, financial and reporting standards. (Refer to "Capacity" section in program narrative.)

Applicants who are located in or plan to offer services within community areas with high rates of poverty and unemployment. (Refer to "Needs" section in the Program Narrative)

Applicants have prepared a budget in accordance with the template provided by the Illinois Department of Human Services which follows and adheres to all applicable Federal guidelines.

The applicant must have a minimum of 5 (five) years of experience providing tax preparation assistance and income tax preparation training services.

2. Prequalification

Applicant entities will not be eligible to apply for a grant award until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov Grantee Links tab. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.

For assistance navigating government application prequalification procedure, refer to IDHS GATA Prequalification Assistance.

Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.

The following information is required to complete registration:

  • Organization's Dun & Bradstreet number (DUNS); For additional information on DUNS, refer to Section Unique Entity Identifier (DUNS number) and System for Award Management (SAM) below.
  • Organization's Federal Employer Identification Number (FEIN);
  • Organization type;
  • Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
  • Organization's name
  • Organization's mailing address;
  • Organization's primary email address;
  • Organization's primary phone number
  • Organization's fiscal year-end date

3. Unique Entity Identifier (UEI replaced DUNS April 2022) and System for Award Management (SAM)

Each applicant is required to:

  • Be registered in SAM.gov before submitting its application. Provide a valid unique entity identifier in its application; if your organization does not yet have a EIU/DUNS refer to https://fedgov.dnb.com/webform/displayHomePage.do to request one
  • Continue to maintain an active SAM registration with current information at all times during which it has an active award, an application ,or plan under consideration by the Department

The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements. If an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant.

4. Pre-Award Requirements

The pre-award process includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire (ICQ) and a Programmatic Risk Assessment (PRA). The ICQ is completed for the organization, while the PRA must be completed for each separate grant for which an applicant intends to apply. The Department may NOT issue a Notice of Award or a Grant Agreement to any applicant that does not have a submitted and approved FY 23 ICQ and a submitted and complete FY 23 PRA(s). While these are NOT required prior to submitting the application, they are required prior to the Department issuing an award.

Applicants that have not completed an ICQ and/or PRA for the grant award year at the time of application will be contacted by the Department to complete these pre-award requirements.

These grantee pre-award requirements are mandated by Federal Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA). Grantees must complete these requirements prior to receiving a grant award from the State of Illinois.

5. Registration in CSA

The CSA Tracking System is the system the Illinois Department of Human Services (IDHS) utilizes for approving budgets and issuing grant awards. It is strongly recommended that if an applicant entity is not already registered in the CSA Tracking System, they should begin the registration as soon as possible so they may submit a signed budget in CSA. While registration in CSA is not part of the prequalification process, successful applicants will NOT be issued an award without a fully approved budget in the CSA System.

6. State and Federal Laws and Regulations

The agency awarded funds through this NOFO must agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).

7. Cost Sharing or Match Requirements

Providers are not required to participate in cost sharing or provide match.

8. Indirect Cost Rate

Indirect Cost Requirements and Restrictions

In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.

Every organization that receives a state award must make an indirect cost rate proposal or election in the State of Illinois Grantee Portal, Centralized Indirect Cost Rate Election System, including organizations that are choosing not to claim payment for indirect costs.

Indirect Cost Rate Election:

  • 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 NICRA and submit an Indirect Cost Rate Proposal in the Crowe Activity Review System (CARS). CARS URL: https://solutions.crowe.com/CARS/StateofIllinoisGOMB/Login.aspx
  • State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have a Federally Negotiated Rate and would like to negotiate a rate with the State of Illinois.
    • De Minimis Rate. An organization may elect a De Minimis rate of 10% of modified total direct cost (MTDC)**. Once established, the De Minimis rate may be used indefinitely. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.

**2 CFR § 200.68 Modified Total Direct Cost (MTDC). MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

  • "No Rate": Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into the Indirect Cost Rate Election System.
    • Crowe Activity Review System (CARS). CARS will allow your organization to document your already established federally approved indirect cost rate, or complete an indirect cost rate proposal (see State Negotiated Rate above). Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.

Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification. If the organizations elects to submit a Federally Negotiated Rate or a State Negotiated Rate they will receive an invitation to submit their proposal in the CARS system.

Organizations that have previously established an indirect cost rate election and would like to continue with a Federal or State Negotiated Rate must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.

Organizations that do not make a submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.

For more information, see https://www2.illinois.gov/sites/GATA/Documents/Grantee%20Links/Centralized-Indirect-Cost-Rate-User-Manual.pdf and https://www.illinois.gov/sites/GATA/Pages/default.aspx.

9. Other Requirements (if applicable)

N/A

10. Grant Fund Use Requirements

All applicants will use grant funds according to the guidelines, conditions, and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.

Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.

  • Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.

  • Unallowable costs: Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from IDHS:

    • Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
    • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
    • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
    • Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
    • Deposits for items, services, or space

  • Simplified Acquisition Threshold: Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2 CFR 200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying subaward:

    • That the grantee agency, prior to making a subaward with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);

      • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
      • That the awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.

11. Post Award Requirements of Applicant

Successful applicants agree to provide program services as described throughout this Funding Notice.

Start Date: Applicants must be in a position to begin offering services on July 1, 2022.

  • Technology: Agencies awarded funds through this funding notice should have a computer that meets the following minimum specifications for the purpose of utilizing any required IDHS web-based reporting system and the receipt/submission of electronic program and fiscal information:
    • Internet access, preferably high-speed
    • Browser software meeting the following criteria: Google Chrome, Edge, Firefox or Internet Explorer 11 or newer
    • Email capability
    • Microsoft Excel
    • Microsoft Word
    • Adobe Reader
    • Printer/scanner

The purchase of this technology would be an allowable expenditure under the grant and may be budgeted for as part of this application.

  • Site Visits: The applicant agrees to participate in site visits/quality reviews as requested by the Department.
  • COVID Policies and Procedures: Provider organizations shall have written COVID policies and procedures that align with current guidelines put forth by the local Health Department, the Illinois Department of Public Health and/or the Center for Disease Control.
  • Sectarian Issue: Provider organizations may not expend federal or state funds for sectarian instruction, worship, prayer, or to proselytize. If the Provider organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
  • Hiring and Employment Policy: It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
  • Publication of Studies, Reports or other Program Products: The applicant agrees that products produced for the Department under this award, including, but not limited to research reports, data, analyses, and policy recommendations are the property of the Department and will not be published or distributed except as prescribed by the Department.
  • Trauma Informed: The provider may demonstrate an ongoing commitment to developing/maintaining trauma informed capacity within the organization as this is a best practice emerging in Human Services. The provider can demonstrate this commitment by providing upon request, a list of trauma-informed trainings attended by staff, copies of trauma-informed policies, practices and procedures adopted by the organization, documentation of trauma-informed technical assistance received, etc.
  • Equity and Racial Justice: Services provided under this NOFO must reflect IDHS' commitment to advance equity and racial justice by enabling all to thrive, regardless of race, zip code, and ability. This includes but is not limited to having leadership (board and/or executive staff) that is reflective off the community/population being served. If no equity and racial justice efforts are currently being pursued, the organization can indicate their intention to develop and implement, including a timeline of activities.
  •  Program Evaluation Reporting Requirements: Providers will be required to participate in evaluation efforts as directed by the Department and/or its subcontractor(s) and collect and report data accordingly. Data will be submitted in the format prescribed by the Department. Providers will be required to report quarterly regarding program performance measures and outcomes. Providers will be required to participate in a Department directed Performance and Standards Assessment reviews. A year-end program and performance measures and outcomes report will also be required. Additional data and information may be requested throughout the year as determined by the Department.

D. Application and Submission Information

1. Address to Request Application Package

Application materials are provided throughout this announcement. Appendices will be made available in user/printer friendly format and may be found on the Illinois Department of Human Services web site at https://www.dhs.state.il.us/page.aspx?item=140502 . Additional copies may be obtained by contacting the Department at the email address below.

Each applicant must have access to the internet. The Department's web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the NOFO.

Contact Person:

  • Charles Hopkins
  • IDHS, Bureau of Workforce Development 
  • 100 S. Grand Ave East
  • Springfield, Il 62762
  • Charles.Hopkins@illinois.gov
  • Phone: 217-299-8295

2. Content and Form of Application Submission

Uniform Application for State Grant Assistance

The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative. This email address will be used for official communication between the Department and the applicant organization for matters regarding this application

Program Narrative

IMPORTANT: The program (proposal) narrative makes up the bulk of your application. Please provide a complete response to the following sections. If the program narrative is missing from your application packet, your application will receive a score of zero points and your agency will not meet the criteria to receive a grant under this notice of funding opportunity.

Proposal Narrative Content

If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below.

Executive Summary (2-page maximum) - 5 points

The Executive Summary will serve as a stand-alone document for the successful applicant that will be shared with various state-level stakeholders and others requesting a brief overview of the funded project. Therefore, applicants should be concise and direct in their description and provide an overview of the services proposed with these funds and the outcomes that will be achieved.

The description should include:

  1. Agency history
  2. A brief overview of the services that will be delivered
  3. Service area
  4. Need for the services
  5. Capacity to provide the services and;
  6. Projected numbers to be served within each program component.

Program Narrative: Need - Description of Need (2 pages maximum) 15 points

The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services and benefits gained. State and describe the service area, the target population and the need for services in your community. Information in this section should include, but not necessarily be limited to, the following:

  1. Identification of catchment area. Include description and demographics of communities served.
  2. Description of accessibility and availability of services that reflect your client and communities' needs.
  3. Identification of unserved, underserved or inadequately served populations and any special needs in the catchment area. Explain how they were identified.
  4. Identification of proposed or established partnerships with other agencies providing services to underserved populations. Describe the nature of the partnership, i.e. subawards, Memorandum of Understanding or linkage agreements and highlight collaborative efforts.
  5. Describe current trends or issues, service gaps or unmet needs in the community or target population.
  6. Program Narrative: Capacity - Agency Qualifications/Organizational Capacity (9 pages maximum-attachments do not count toward page maximum) 35 points

The purpose of this section is for the applicant to present an accurate picture of the agency's capacity, qualifications and ability to provide the program as described in this Funding Notice. Information in this section should include, but not necessarily be limited to, the following:

  1. Convincing evidence that the applicant agency is capable of carrying out the proposed program, including fiscal, administrative and programmatic ability to manage grant. This should include experience, staffing patterns and qualifications to comply with GATA fiscal and administrative requirements. Highlight any recent changes in policies and procedures to improve fiscal, administrative or programmatic capacity.
  2. An organizational chart of the applicant organization, showing where the program and its staff will be placed. If subawards will be used, include the relationship with those organizations in the chart. (Label Attachment A).
  3. Identify key staff positions that will be responsible for the program and their qualifications to implement the program deliverables.
  4. A description of your agency's current programs and activities relevant to the services described in this NOFO.
  5. Describe the capacity of your program to meet the needs of the target populations you will be serving and respond to emerging community needs. Describe your program's strategy to enhance services to unserved, underserved and inadequately served populations in your service area. At a minimum, staffing and linkage/working agreements or collaborations with community partners that primarily serve these populations and the leadership role played by those representing and serving the underserved populations in question.
  6. Identify service locations, hours of operation, service type and staffing. (Attachment B)
  7. Detail service provision numbers. (Attachment C)
  8. Describe agency oversight by Board of Directors and available resources for fiscal, administrative and programmatic areas.
  9. Describe the agency capacity to provide a welcoming, accessible and inclusive environment. a) the means by which the state and its sub-recipients will provide meaningful access for limited English proficient individuals. b) the means by which the state and its sub-recipients will provide meaningful access and effective communication for individuals with disabilities

Program Narrative: Quality - Description of Program Design and Services (9 pages maximum) 35 points

  1. Provide an overview of service delivery model or standards for providing employment and training services.
  2. Provide a description of each required service component in the selected grant type. Include process for initiating services, eligibility criteria, identification of service needs and service planning.
  3. How are your work-sites selected and what do they offer participants, are they good locations for work-based learning and on the job coaching for soft skills development and what makes them so. Do the work-sites selected hire individuals out of the program or refer them to other employers who do.
  4. Describe how the program design has direct correlation to the needs identified in the needs section of the application. Include how your program provides culturally appropriate and/or linguistic services, staffing, materials, outreach. Include identification of the underserved populations that are being targeted for outreach and services
  5. Describe how the program provides with transportation assistance.
  6. Describe what resources and other knowledge, skills, or abilities are available to implement quality programming.
  7. Describe your program staff's qualifications and training. Include education and/or experience, initial and ongoing training, staff supervision, training budget, certifications.
  8. Describe how your program will achieve the targeted performance standards. List any additional outcomes your program will target to achieve.

Budget (10 points)

  • Budgets must demonstrate a capacity to do what is stated in the Program Narrative Sections. Budget score will reflect if the grantee can deliver on the program narrative elements through the allocation of grant funds appropriate lines in the GATA budget.
  • Applicants must enter a budget electronically in the CSA system (Refer to Appendix A: CSA Budget Information for more information and a link to budget forms). The Budget entered into the CSA system will include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget Budget must be signed by the Provider's Chief Executive Officer and/or Chief (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. Include a PDF copy of the budget submitted in CSA as Attachment 5a: Applicant Uniform Grant Budget.
  • The Budget must be electronically signed and submitted in the CSA system. The Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
  • IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS.
  • If the Uniform Grant Budget is not entered, signed, and submitted in the CSA system by the application due date and time, 3 points will be deducted from the Budget Narrative section of the application.

The applicant must submit Federal Form W9.

Unique Entity Identifiers (DUNS Number and SAM Registration)

Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:

  • Be registered in SAM.gov before the application due date. To establish a SAM.gov registration, go to https://sam.gov/content/home and/or utilize this instructional link: "How To Register in SAM" https://www2.illinois.gov/sites/GATA/Documents/Resource%20Library/SAM-Registration.pdf
  • Provide a valid unique entity identifier (DUNS number) in its application; and
  • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
  • For more information, refer to Section C: Eligibility Information and Grant Funding Applications that fail to meet the criteria described in Section C: Eligibility Information and Grant Funding will not be scored and/or considered for funding.

4. Application Submission Dates and Times

Applications must be sent electronically to Kathy.L.Jackson@illinois.gov and received no later than 12:00 a.m. CST on May 11, 2022. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to Kathy.L.Jackson@illinois.gov. Include the following in the subject line: 23-444-80-1252 and your agency name. Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.

Applicants will receive a receipt confirmation email within 72 hours of receipt or 120 hours if received on a non-business day notifying them that their application was received and the date and time it was received. This email will be sent to the email addresses provided in the application. This receipt confirmation email is solely confirmation that the application has been received by the Department; it is not a confirmation of applicant's eligibility; pre-qualifications, etc. Refer to Section C. Eligibility Information and Grant Funding Requirements, for more information on applicant's eligibility.

Applicants are required to notify the Department by 12:00 a.m. on May 11, 2022  if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and/or does not notify the Department by 12:00 a.m. on May 11, 2022, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after May 11, 2022. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above.

Applications received after the due date and time will not be considered for review or funding. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be separately notified in writing, by email, upon determination. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.

All applicants are strongly encouraged to submit the completed grant application to Kathy.L.Jackson@illinois.gov utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp . This will ensure large documents are able to cross firewalls and will provide you with a transmission receipt. Don't forget the subject line above.

For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced.

IMPORTANT: It is strongly recommended that the applicant not wait until the last minute to submit an application in case they experience technical difficulties with the submission process. Applicants should keep copies of all documentation that may prove their application was submitted to the correct location and that it was received by IDHS on or before the deadline. Applicants should also maintain all electronic documentation, including screen shots, email correspondence, help desk ticket numbers, etc. that would document any unforeseen difficulties the applicant may have encountered regarding the timely submission of the application.

Intergovernmental Review

This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."

Funding Restrictions

The applicant must develop a budget consistent with program requirements.

5. Other Submission Requirements

N/A

E. Application Review Information

All competitive grant applications are subject to merit-based review.

1. Criteria and Weighting of Each Criteria

Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.

All applicants / applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified in writing, by email, upon determination. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.

Applications will be evaluated on the following criteria:

Criteria Weighting
Executive Summary 5 points
Need - Description of Need 15 points
Capacity - Agency Qualifications / Organizational Capacity 35 points
Quality - Description of Program Design and Services 35 points
Budget 10 points
Total 100 points

2. Review and Selection Process

Based on the Criteria section above, evaluation of the application will be done by a review team comprised of up to 3 individuals. The numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:

  • Apply one or more of the additional factors for consideration described above to prioritize the applications; or
  • Partially fund each of the tied applications or
  • Not fund any of the tied applications.

The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.

3. Merit-Based Review Appeal Process

Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal and shall be reviewed by IDHS' Appeal Review Officer (ARO).

Submission of Appeal

Appeals submission IDHS contact information:

  • Name of Agency contact for appeals:  Dan Lyonsmith
  • Email of Agency contact for appeals:  Dan.Lyonsmith@illinois.gov
  • Email Subject Line:  APPEAL 444-80-1252

An appeal must be submitted in writing to appeals submission IDHS contact listed above, who will send to the IDHS Appeal Review Officer (ARO) for consideration.

  • An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
  • The written appeal shall include at a minimum the following:
    • Name and address of the appealing party;
    • Identification of the grant; and
    • Statement of reasons for the appeal.
    • Supporting documentation, if applicable

Response to Appeal

IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.

  • IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
  • The appealing party must supply any additional information requested by IDHS within the time period set in the request.

Resolution

The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.

  • In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
  • The Agency will resolve the appeal by means of written determination.
  • The determination shall include, but not be limited to:
    • Review of the appeal;
    • Appeal determination; and
    • Rationale for the determination.

4. Simplified Acquisition Threshold - Federal Awards

Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2 CFR 200 Section 200.88). Therefore, the grantee is subject to Simplified Acquisition Threshold. Refer to Section C. 8. Grant Funds Use Requirements for more information.

F. Award Administration Information

1. State Award Notices

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:

  • Grant award amount
  • The terms and conditions of the award
  • Specific conditions, if any, assigned to the applicant based on the fiscal and administrative (ICQ), programmatic risk assessments (PRA) and merit-based review.

Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.

The notice is not an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non- State entity's own risk).

A written Notice of Denial shall be sent to the applicants not receiving the award.

2. Administrative and National Policy Requirements

The agency awarded 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.

To review a sample of the FY2023 IDHS Uniform Grant Agreement, please visit the IDHS Website at http://www.dhs.state.il.us/page.aspx?item=29741.

The agency awarded funds through this Funding Notice must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.

3. Reporting

Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:

  • Time Period for Required Periodic Financial Reports. Grantee shall submit financial reports to Grantor pursuant to Paragraph 13.1 of the Uniform Grant Agreement and reports must be submitted no later than 15 days after the quarter ends.
  • Time Period for Close-out Reports. Grantee shall submit a Close-out Report pursuant to Paragraph 13.2 of the Uniform Grant Agreement and no later than 15 days after this Agreement's end of the period of performance or termination.
  • Time Period for Required Periodic Performance Reports. Grantee shall submit Performance Reports to Grantor pursuant to Paragraph 14.1 of the Uniform Grant Agreement and such reports must be submitted no later than 30 days after the quarter ends.
  • Time Period for Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, pursuant to Paragraph 14.2 of the Uniform Grant Agreement and no later than 30 days after this Agreement's end of the period of performance or termination.
  • Other Unique Programmatic Reporting Requirements: Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.

4. Payment Terms

It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment method exist, namely Advance Payment, Reimbursement, and Working Capital Advance. Each is discussed below:

Advance Payment Method (Advance and Reconcile)

  • An initial payment will be processed in an amount equal to the first two months' cash requirements as reflected in the Advance Payment Requirements Forecast (Cash Budget) Form submitted with the Grantee's application. The initial payment will be processed upon execution of the grantee's Uniform Grant Agreement.
  • Grantees must submit monthly invoices in the format and method prescribed in the Grantee's executed Uniform Grant Agreement. The first invoice is due within 15 days after the first month of the Award's term. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
  • Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
  • Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days..
  • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
  • Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.

Reimbursement Method

  • IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
  • Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted on or before the 15th calendar day following the end of each monthly invoice period. As practicable, Grantor shall process payment within 30 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
  • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.

Working Capital Advance Method

  • IDHS Grant Program Managers will advance working capital payments to the grantee to cover their estimated disbursement needs for an initial period not to exceed two months of grant expenses. Startup costs may be approved if determined by IDHS Grant Program Managers to be allowable.
  • Grantees must submit monthly invoices for each of the one or two months covered by the Working Capital Advance in the format and method prescribed by the Grantor. The first invoice is due 15 calendar days after the first month of the Award term. Invoices must include only allowable incurred costs that have been paid by the grantee. For grant programs that have grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
  • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
  • Working Capital Advance Payments are limited to a single occurrence per grant term.
  • Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.

Additional Advance Payments

Additional working capital advance payments may be considered on a case-by-case basis. Such requests must be made in writing, may require supporting documentation and must be approved by IDHS Executive Staff.

5. Payment Forms

  • Grants Invoice Template
  • Advance Payment Request Cash Budget Form (IL444-4985)

G. State Awarding Agency Contact(s)

If you have questions about this NOFO, please contact Charles Hopkins at Charles.Hopkins@illinois.gov.

H. Pre-Award Costs

Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative. Pre-award costs are/are not allowable.

I. Other Information, if applicable

N/A

J. Mandatory Forms