|Awarding Agency Name
||Illinois Department of Human Services
|Awarding Division Name
||Division of Substance Use Prevention and Recovery
||Lisa Cohen (firstname.lastname@example.org)
|Funding Opportunity Title
||Pregnant and Postpartum Persons Enhanced Recovery Home Services (PPP ERH)
|Funding Opportunity Number
|Application Posting Date
||March 17, 2022
|Application Closing Date
||April 25, 2022, 3:00 pm CST
|Catalog of State Financial Assistance (CSFA) Number
|Catalog of State Financial Assistance (CSFA) Popular Name
||Pregnant and Postpartum Persons Enhanced Recovery Home Services (PPP ERH)
|Catalog of Federal Domestic Assistance (CFDA) Number(s)
|Award Funding Source
||[Federal or Federal Pass-Through/State/Private/Other]
|Estimated Total Program Funding
|Anticipated Number of Awards
||$500,000 to $1,000,000.
|Cost Sharing or Matching Requirement
|Indirect Costs Allowed
|Restrictions on Indirect Costs
|Technical Assistance Session
||Session Offered: No
A. Program Description
1. Program Summary
The mission of the Illinois' Department of Human Services- Division of Substance Use Prevention and Recovery (IDHS-SUPR) is to provide a recovery oriented system of care along the continuum of prevention, intervention, treatment and recovery support where individuals with substance use disorder (SUD) those in recovery and those at risk are valued and treated with dignity and where stigma, accompanying attitudes, discrimination, and other barriers to recovery are eliminated. IDHS/SUPR envisions a human service system that enables all to thrive regardless of race, zip code and disability. IDHS/SUPR vows to pursue equity and racial justice with intention, vigor and tenacity.
- This Non-Competitive Notice of Funding Opportunity (NOFO) is intended to support that mission by providing an opportunity to create a family-like environment that provides individualized recovery-oriented services for PPP and their family impacted by substance use and mental health disorders and improve maternal and infant health outcomes. Enhanced Recovery Homes (ERH) offer an enhanced structure and expand services beyond the current and regulatory requirements for recovery homes. The PPP-ERH addresses specific needs of the target population by designing innovative services that adjust to the fluctuating needs of the high-risk population being served. The focus is on the well-being of the family which includes supporting all stages of recovery and providing a safe and stable environment for the family to thrive and work towards self-sufficiency at their own pace.
- Pregnant and postpartum persons with SUD have complex needs that require a holistic approach that address social determinants of health (SDoH) in order to sustain long term recovery. The social, political, and economic structures that produce inequities, combined with the lived, everyday experiences of individuals, are known as "social determinants of health." Examples of social determinants of health that deeply affect a woman's ability to thrive and to be healthy include poverty, quality of education, health literacy, employment, housing, availability of child care, transportation, community support, and neighborhood safety.
- The PPP-ERH must meet the National Association of Recovery Residences (NARR) standards for Level III recovery residences and address the following four major dimensions of recovery identified by the Substance Abuse and Mental Health Service Administration (SAMHSA):
- Health - Overcoming or managing one's disease or symptoms and making informed, healthy choices that support physical and emotional well-being.
- Home - Having a stable and safe place to live.
- Purpose - Conducting meaningful daily activities and having the independence, income, and resources to participate in society.
- Community - Having relationships and social networks that provide support, friendship, love, and hope.
- As a guide for program development, the following definitions are provided:
- Behavioral Health includes the emotions and behaviors that affect an individual's overall well-being. Behavioral health includes both mental health and substance use.
- Co-occurring Disorder is used to describe the presence of a substance use disorders and a mental health disorder. People with co-occurring disorders have been dually diagnosed, (e.g., a person with a dual diagnosis of opioid use disorder and post-traumatic stress disorder).
- Doula is a trained professional who provides continuous physical, emotional and informational support to a mother before, during and shortly after childbirth to help her achieve the healthiest, most satisfying experience possible. A doula's role is not the same as a midwife's and is not required to have medical training. *The Doula Services Network outlines the certification requirements and various doula training organizations.
- Enhanced Recovery Homes provide a safe, family-like living environment that recognizes multiple pathways to recovery (including all forms of Medication Assisted Recovery) and promotes recovery-oriented supports for SUD treatment.
- Evidence-Based Medications are FDA approved medications to treat opioid or alcohol use disorders.
- Family is defined as a specific group of people that may be made up of partners, children, parents, aunts, uncles, cousins, grandparents, and people with no legal or biological connections. Family members are identified by the client during the intake process.
- Family-like environments are person-centered, emphasize peer support, and build connections that promote recovery from substance use. Family-like environments provide a private, comfortable, secure, and homey atmosphere. Family-like programs respond to the recurrence of substance use with respect, empathy, and person-centered promising practices.
- Family Recovery Support Plan/ Plan of Safe Care is a document created jointly by a pregnant or parenting woman, and her provider. This document helps women to think about what services or supports they might find useful, to record their preparations to parent and organize the care and services they are receiving.
- Gender: The term "women" is used throughout the survey to describe a person who self-identifies as a woman or female. The terms "person" or "people" is used to describe someone who does not identify as a woman or female but is pregnant or postpartum.
- Medication-Assisted Recovery (MAR) is the use of evidence-based FDA approved medications (e.g., methadone, buprenorphine, naltrexone, disulfiram, acamprosate) by individuals with a substance use disorder (SUD) to support their recovery. IDHS/SUPR recognizes that individuals who identify in recovery and take medications to manage their SUD are in recovery. The use of MAT with pregnant women is narrowed to methadone and buprenorphine as supported by the opinion of The American College of Obstetricians and Gynecologists (ACOG).
- Postpartum is the period after childbirth up to 12 months. For the purpose of this project, Postpartum includes a pregnancy loss after the 23rd week.
- Recovery is a process of change through which individuals improve their health and wellness, live a self-directed life, and strive to reach their full potential.
- Recovery Capital means the extent and depth of internal and external resources that can be drawn upon to initiate and sustain recovery, (White & Cloud, 2008).
- Recovery Community Organization (RCO) are independent, non-profit organizations led and governed by representatives of local communities of recovery. (More information at https://facesandvoicesofrecovery.org/resources/recovery-community-organizations.html, note the "RCO Toolkit.")
- Recovery Oriented System of Care (ROSC) - SAMHSA defines ROSC as a "coordinated network of community-based services and supports that is person-centered and builds on the strength and resilience of individuals, families, and communities to achieve abstinence* and improved health, wellness and quality of life for those with or at risk of alcohol and drug problems. Recovery-Oriented Care and Recovery Supports help people with mental and substance use disorders manage their conditions successfully (SAMHSA). These services are frequently delivered outside of a traditional substance use treatment (counseling) setting.
- Referral Agreements are verified in a document that at a minimum include a description of the services that will be provided to the residents, any service limitations, referral protocols for each program and the signature of the corporate officers vested with authority to act on behalf of each corporation.
- Residents are people who reside in a traditional Recovery Home or an ERH receiving recovery-oriented supports to manage their SUD.
- ROSC Council - Local ROSC Councils are defined by IDHS/SUPR as local membership organizations that seek to improve the local ROSC and participate in the statewide ROSC Council. IDHS/SUPR currently funds eight (8) ROSC councils across the state. Membership on the ROSC councils includes individuals that live in the community as well as local hospitals, primary care, mental health, law enforcement, local business owners, local government representatives and policy makers, persons with lived experience and SUD intervention, treatment, prevention and recovery support service providers. The size and scope of the community is defined by the ROSC Council. ROSC Council leadership and organization styles may vary, but usually include one or more leaders or "champions" that provide influence and direction. To facilitate communication to and from the ROSC Council, each ROSC Council identifies an "organizational representative" as its main contact.
- Social Determinants of Health are conditions in the places where people live, learn, work, and play that affect a wide range of health risks and outcomes.
- Trauma-Informed Care means the adoption of principles and practices that promote a culture of safety, empowerment, and healing. Based on what we know about the prevalence and impact of trauma, it is necessary to ensure widespread adoption of trauma-informed care, (SAMHSA).
- Treatment means a continuum of care provided to persons with SUD that follows the American Society of Addiction Medicine criteria.
- Funding Priorities or Focus Areas
- IDHS/SUPR is interested in funding organizations that have experience in providing recovery home services to pregnant and postpartum persons with SUD or co-occurring disorders. These organizations must demonstrate their understanding of creating a family-like environment and be absolutely clear that children are welcome, and housing is not dependent on an individual's ability or interest in seeking treatment or other SUD services.
- Authorizing Statutes or Regulations
- All sites must follow the Substance Abuse Prevention Block Grant Regulations, 45 CFR, Parts 96.124 and 96.131, Requirements Regarding Pregnant Women and Women with Dependent Children. All staff providing services to the children must satisfy requirements outlined in Administrative Rule 2060, Parts .309(d), .311(a), and .313(d, f). Results of the CANTS check must be in the employee's personnel file prior to working with children. IDHS/SUPR licenses recovery homes as authorized by the Illinois Substance Use Disorder Act and Administrative Rule, Part 2060.509
- Scope of Services
- The successful provision of services in the PPP-ERH model includes screening to identify prenatal depression, reducing infant mortality and increasing family reunification efforts by working with PPP to create individualized family recovery support plans that will assess what services or supports they might find useful, to record their preparations to parent and organize the care and services they are receiving. This Plan will function in a similar fashion to a Plan of Safe Care.
- Eligible individuals for this program will be pregnant or postpartum persons with a primary diagnosis of substance use disorder including opioid use disorder, in any stage of their recovery. All residents must meet the income eligibility requirements as specified in the current IDHS/SUPR Contractual Policy Manual. Programs will encourage, but not require substance use treatment (counseling) or any supportive service as a condition to live in an PPP-ERH.
- Successful programs will be designed to focus on the following targeted population outcomes:
- Improving detection and management of perinatal depression
- Improving maternal and child health outcomes
- Increasing family engagement
- Decreasing housing instability as a barrier to maintaining recovery
- Increasing access to recovery support services including MAR
- Decreasing the number of pregnant and postpartum person overdoses
- Successful applicants will propose an expansion of their current Recovery Home or establish a new ERH for persons with a primary SUD diagnosis and either be pregnant or postpartum with a minimum capacity of 16 beds. The focus will be on improving the overall care of pregnant and postpartum persons with SUD and their identified families.
- Successful applicants must have a current license issued by IDHS/SUPR for a Recovery Home when they apply. The PPP-ERH must be separately located from Level 3.7, Withdrawal Management-Medically Monitored or Level 3.5 Clinically Managed Medium to High-Intensity Residential or Level 3.2-Withdrawal Management-/Clinically Managed. Separately located means that the programs are structurally divided, with separate staff and the PPP-ERH's setting is family-like (de-institutionalized).
- Successful applicants will ensure residents living in the PPP-ERH have access the residence 24-hours a day.
- Successful applicants will establish a recovery focused environment that at a minimum:
- screens for pregnancy and co-occurring mental health disorders
- addresses prenatal care
- link pregnant and postpartum women with an OUD to MAR/recovery support services
- intervenes to reduce overdose deaths for women
- improves pregnancy outcomes, and increases the number of women, post-delivery, who can parent their baby
- provides transportation to increase access to services and activities to support the family
- Also, programs serving postpartum persons must offer opportunities to educate, support, and link postpartum persons to maternal and child healthcare and social support services. Examples of social support services include stress-reducing activities, access to childcare, early childhood programs and access to social networks that support women in their parenting role.
- Successful applicants will establish a service milieu that addresses the recovery needs of residents at any stage of recovery, including sustained recovery. The PPP-ERH must efficiently document the need for recovery support services and recovery housing for all their residents. The recovery-oriented services offered in residence must support multiple pathways to recovery and in due course, help transition residents to living independently and productively in the community.
- Successful applicants will establish and follow a harm reduction model for homelessness and SUD overdose prevention. Visit the IDHS/SUPR Drug Overdose Prevention Program (DOPP) page and End Homelessness for more information.
- Successful applicants will establish a staffing pattern with a focus that improves PPP and family outcomes including case manager, peer support, doula, parent educator, community health worker etc. A PPP-ERH will have, at a minimum, one full-time and one part-time staff. The full-time staff will serve as a home manager and oversee all recovery activities in the home and develop family recovery plans with the residents. Upon hire, the managers must be certified as:
- a National Certified Recovery Specialist (NCRS), or
- a Certified Peer Recovery Support Specialist (CPRS), or
- a Certified Recovery Support Specialist (CRSS), or
- a Certified Addictions Professional (CAP).
- For more information visit the Illinois Certification Board website. The staffing structure must clearly identify how many residents per staff.
- Successful applicants will provide a structured, family-like environment that offers regularly scheduled peer-led or community meetings (self-help groups, etc.). The peer-led or community meetings must be offered, at a minimum five days per week and planned to meet the needs of the residents who are working, or in treatment.
- Successful applicants will emphasize the family-like environment when considering the areas where residents will congregate, cook meals, sleep, and participate in recreational activities.
- Successful applicants will provide opportunities for family members and other children not residing at the PPP-ERH to spend time with PPP such as family nights or coordinated weekend activities.
- Successful applicants will maintain a record for each resident living in the ERH. At a minimum the resident's file must include:
- The record shall document all services provided by the organization at any facility.
- The record shall contain documentation indicating the consent of the resident, and any other family members or guardians, for all services.
- The record shall contain, on a standardized format, the following information:
- Home address;
- Home and work telephone number;
- Date of birth;
- Preferred pronoun;
- Race or ethnic origin;
- Language preference;
- Education; ix. Marital status;
- Pregnancy status;
- Type and place of employment; and
- Any disabilities
- Documentation for children residing with the PPP must follow the current IDHS/SUPR Contract Policy Manual Protocol for Child Domiciliary Services.
- An emergency contact (EC) with the EC's name and phone number and the residents signed consent form to release information to the EC in case of an emergency.
- The resident's initial and all updated Family Recovery Support Plans including relapse prevention plans.
- Post discharge from the ERH, the resident's recovery check-ups.
- Successful applicants will have protocols and policies in place addressing the following:
- Programs must have protocols that are person-centered and respect the resident's ability to determine their own path to recovery. Toxicology testing may be used to decrease the risk of an overdose, verify, contradict, or add to a resident's self-report or family member's report of substance use.
- Programs must have protocols established that align with the child domiciliary core components as outlined in the current IDHS/SUPR Contractual Policy Manual. Protocols must include the number of and age range allowable for children per PPP.
- All staff providing services to the children must satisfy requirements outlined in Administrative Rule 2060, Parts .309(d), .311(a), and .313(d, f). Results of the CANTS check must be in the employee's personnel file prior to working with children.
- Staff training and certification tracking
- Safety policy including addressing domestic violence/intimate partner violence
- Programs will have protocols that address the needs of people with co-occurring disorders and people with histories of lifetime traumatic events. The PPP-ERH will follow trauma-informed care practices and use motivational strategies to promote a culture of safety, empowerment, and healing.
- Programs will have protocols that support and promote MAR; the use of FDA approved medication to treat substance use disorders while residents work towards sustained recovery. The PPP-ERH must establish protocols to link residents with an Opioid Use Disorder (OUD) to evidence-based medications (methadone, buprenorphine, naltrexone). If a resident refuses a referral to MAR, the PPP ERH must record the refusal in the resident's file.
- Successful applicants will have a procedure in place to inform residents of the array of recovery support services available to them and their families. This information must be part of the admission package and posted in communal areas. The list of recovery support services must be displayed using a font size that is large enough to accommodate all residents in the PPP-ERH and in the preferred resident's language. These services will either be offered onsite or through referral and linkage agreements. The range of recovery-oriented services available to the residents in the PPP-ERH must at a minimum include:
- Services to assist with prenatal care and obstetrics and gynecologic services
- Primary health and behavioral health care
- Nutrition and exercise
- Well child visits
- Doula and/or midwife services and lactation consultation
- Child care and early childhood programs
- Parenting services
- Criminal convictions (expungement) and reentry issues
- Vocational skills and employment
- Recovery coaching
- Domestic violence services
- Crisis support services
- Successful applicants will comply with all data gathering requirements and with any evaluation activities that are conducted on the behalf of DHS/SUPR.
- Successful applicants will be responsible for providing PPP-ERH services in compliance with the programmatic and reporting requirements specified in the current IDHS/SUPR Contractual Policy Manual, and Title 77, Illinois Administrative Code Rule 2060, as applicable to recovery homes.
- Performance Measures
- Programs will be expected to achieve their target for admissions to the PPP-ERH during each twelve-month period.
- Programs will be expected to achieve PPP ERH outcomes as defined in this NOFO (see Performance Standards).
- Programs will comply with all data gathering requirements and are expected to participate in any additional IDHS/SUPR required activities that will be associated with the development, implementation, functioning of this Illinois SABG funded program including site visits that include sample reviews of PPP-ERH resident records.
- The initial intake process for the PPP-ERH includes an evaluation of the resident's recovery capital to determine what recovery support services are needed to initiate and sustain recovery. These services must be individualized to each resident using the family recovery support plan document furnished by the Department. Family recovery support plans must be completed within seven days of admission to the PPP-ERH and reviewed with the resident's input, at a minimum every 60-days.
- Performance Standards
- Programs will achieve 100% of their annual target for admission of residents to the PPP-ERH services which may be pro-rated for the initial funding period.
- Programs will meet the following PPP EHR outcomes:
- Residents Offered Evidence Based Medications
- 100% of residents living in the PPP ERH with opioid and/or alcohol use disorders are offered evidence-based medications (e.g., methadone, buprenorphine, naltrexone) as an option the same day of admission to the PPP ERH. If a resident refused a referral to MAR, the PPP ERH must record the refusal in the resident's file. Providers will be required to report on 1) Number of residents who were started or continued on evidence-based medications for opioid use disorder within 72 hours of admission (buprenorphine, methadone, naltrexone (only post-partum) and 2) Number of residents who were continued on MAR (buprenorphine, methadone, naltrexone (only post-partum)) during the pregnancy and at least 6 months postpartum (ideally a year, but they may be outside the window of reporting) quarterly.
- Residents Screened and Referred for Perinatal Depression
- 100% of PPP will be screened for perinatal depression using The Edinburgh Postnatal Depression Scale (EPDS). The EPDS is recommended to be done at least once prenatally and at a minimum once postpartum. Completed screens with a score of 12 or higher require a documented warm hand off to a mental health/health care professional for follow up. Completed screens and documentation of referrals will be kept in resident files.
- Residents Attendance at Prenatal, Postpartum, and Pediatric Visits
- At a minimum, residents should attend 80% of the recommended guidance given by ACOG and the American Academy of Pediatrics.
- Prenatal - ACOG GUIDELINES FOR PERINATAL CARE.
- Office visits:
- First Visit: 8-10 weeks of pregnancy
- Every 4 weeks for first 28 weeks.
- Every 2 - 3 weeks until 36 weeks gestation
- Every week after 36 weeks gestation.
- Postpartum - ACOG #736
- Postpartum visit within 3 weeks
- Comprehensive postpartum visit by 12 weeks after birth
- Pediatric Visits - Healthy Children (American Academy of Pediatrics)
- 1st week
- 2 -months
- Residents and Staff Completed Naloxone Training
- 100% of staff and residents must be trained in naloxone administration and have naloxone available to staff and residents within 30 days of notice of award. Trainings will be coordinated monthly as needed to train new residents or staff as needed. Training dates and participants will be documented and kept in staff and resident files.
- Programs will submit 100% of all data requirements by the 15th of the month from the prior month of service and attend or participate in any additional IDHS/SUPR required activities to support this project including site visits that include sample reviews of PPP-ERH resident records.
- Programs will have created family recovery support plans for 100% of admitted residents within 7 days of admission and have documentation supporting it reviewed with the resident's input, at a minimum every 60-days.
B. Funding Information
- This NOFO is considered a non-competitive application for funding.
- Submission of an application does not guarantee funding for the project.
- In FY23, the Department anticipates the availability of approximately $1,000,000 in total funding.
- The Division anticipates funding between 1 and 2 grants.
- The estimated range of individual award is between $500,000 and $1,000,000.
- The grant period will begin upon execution of the grant agreement (estimated to be 7/1/2022 and will extend through 6/30/2023)
- Unallowable expenditures for this award are identified in 2 CFR 200 and Title 45, Subpart L, 96.135.
- Applicants must submit a program plan that describes the proposed services that will be delivered in the identified geographic service areas(s) and the unique features and characteristics of how the organization will approach the delivery of the services identified in this Non-Competitive NOFO.
C. Eligibility Information
1. Eligible Applicants
This non-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.
This funding opportunity is open to all agencies that can meet the terms outlined and can demonstrate a proven track record of providing recovery housing services for individuals with SUD or co-occurring disorders. All applicants are required to provide the requested information as outlined in this Non-Competitive NOFO to be considered for funding in FY2023. The funding opportunity is not limited to those who currently receive or previously received grant funding.
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. 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.
- 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.
Applicants proposed budget must be entered into the IDHS CSA system. The completed budget must be electronically signed and submitted in the CSA system., and a printed copy of the signed and submitted budget must be included with the application. It is essential that, at a minimum, the applicant agency's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system to electronically sign the required budget documents prior to submission.
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
Cost sharing is not required.
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).
- 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.
9. Other Requirements (if applicable)
Applicants may submit a separate application for each of the geographical area.
Contract Policy Manual: Applicants must agree to adhere to all applicable portions of the Uniform Grant Agreement Attachment Contract Policy Manual (Substance Use Prevention & Recovery) for the current fiscal year as well as all subsequent revisions to the Contract Policy Manual for the length of the grant agreement.
Cultural and Linguistic Competence: All services must be provided in a culturally sensitive manner inclusive of respecting differences related to ethnicity, race, religion, age, gender, abilities, and communication preferences. Where needed or requested, the grantee agrees to secure interpreter services to promote the full inclusion of persons seeking or receiving services, their legal guardian, and their family members.
Data Collection and Reporting: Selected applicants will be required to document service provision and maintain accurate, comprehensive service records for all persons seeking or receiving services in the assigned service area(s). Applicants will provide periodic reports to the Division to demonstrate compliance with all performance measures as well as provide ad hoc reports as requested by the Division.
Meeting Participation: Selected applicants must ensure agency participation in all training activities and meetings with Division personnel as requested.
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
- Email capability
- Microsoft Excel
- Microsoft Word
- Adobe Reader
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.
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 Uniform Grant Budget Template.
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.
For additional assistance, contact Lisa Cohen.
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
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.
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 before the application due date.
- 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.
Content, form, and format requirements:
- This Non-Competitive Notice of Funding Opportunity does not require the process of pre-application, letters of intent or white paper submission.
- The application format requirement for all documents to be printed on one side using Letter size (8 1/2" x 11") paper. All documents must have one-inch margins. Format all pages to display and print page numbers. The documents must be submitted in black and white print with a minimal font of 12 size. Electronic submission is required.
- The application must be no more than 13 pages. This includes any pieces that may be submitted separately by third parties
- Uniform Grant Budget Template
- Program Narrative: (E. Application Review Information, 1. Criteria)
- Grant Payment - The Advance Payment Request Cash Budget
If indirect costs are included in the budget, please indicate that you have made an election in the system and the type of election that was made (de minimis, Federal NICRA, State NICRA, or State FRMI). Please state that the required documentation has been uploaded in the State of Illinois Indirect Cost System.
Applications must also include a budget. The budget form is also a standard template. The budget for any IDHS grant will be submitted via the attached template. Each division's program and fiscal staff will work with grantees to negotiate a budget for the final grant award. The budget may need to be revised over the course of the grant process or during the ongoing award. The division will work with its respective grantees if this happens.
In compliance with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and the Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment methods exist, namely Advance Payment, Reimbursement, and Working Capital Advance. Each is discussed below.
4. Application Submission Dates and Times
Applications must be received no later than 3:00 p.m. Central Standard Time on April 25, 2022.
- If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.
- What the deadline means: The date and time by which the State awarding agency must receive the application.
- The effect of missing a deadline: Applications received after the due date and time will not be considered for review or funding.
- The application container will be time-stamped upon receipt. To be considered, proposals must be emailed by the designated date and time listed above. For your records, please keep a copy of your email 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. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above. Acknowledgement of receipt: Applicants will receive an email (within 72 hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email reply will be sent to the original sender of the application.
This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."
Refer to Section C. Eligibility Information, 3. Indirect Cost Rate for Indirect Cost Rate Restrictions and Match Requirement details.
The following funding restrictions apply (specify n/a for non-applicable items):
- Unallowable activities dictated by the funding terms
- Institution of Higher Education Indirect Cost Rate Restrictions
- 2 CFR 200 - Subpart E Allowable/Unallowable Costs
- Restrictions on Pre-award Costs
Other unique and regulatory programmatic restrictions
5. Other Submission Requirements
Delivery Method: The Division will ONLY accept applications submitted by electronic mail. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be processed as they are received.
Submit the completed grant application to:
DHS Grants with the subject line:
- Your Organization Name, 22-444-26-2786-01, Uniform State Grant Application, Lisa Cohen
If you have trouble emailing the document due to the file size, please utilize the CMS File Transfer Utility Please follow the instructions to attach your application. Do not forget the subject line above.
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.
Funding for FY23 is not guaranteed. All applicants must continue to demonstrate that they meet all requirements under this Non-Competitive NOFO described throughout. Applications that fail to meet the criteria described in the "Eligible Applicants" and the "Mandatory Requirements of the Applicant" will not be scored and considered for funding.
Applications will be evaluated on the following criteria:
|Executive Summary (Not to exceed 1 Page)
||The purpose of this section is for the applicant to present the agency description, history, achievements, service description, equity advancement, financial overview and future plans
|Capacity - Agency Qualifications and Organizational Capacity (3 pages)
Describe your organization's administrative, fiscal and programmatic capacity.
Applicant should include detailed statements about prior experience and performance providing recovery home services and specifically experience with pregnant and postpartum persons and parenting individuals.
Applicant should also include an overview of the anticipated staffing structure including positions and description of duties.
Describe the hiring approach your organization uses to ensure your staffing reflects the racial/ethnic communities you serve. Include a description of how your current staff demographics are reflective of the racial/ethnic community served. Explain any additional changes to hiring processes that will need to be made to ensure cultural and linguistic needs are addressed in the staffing of your program.
Describe how your organization addresses issues of health equity to provide services and supports to persons served that address known community health disparities that allow people to live lives of meaning and purpose.
Describe how organizational and interpersonal bias are addressed in your organization through language and action.
Provide examples about how efforts in health equity have led to organizational or systemic changes in operations and service delivery.
Describe any technical assistance or consultation services that staff may require in order to work with the target population.
|Community of Focus and Statement of Need (2 Pages)
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 the needs.
In addition, applicant must address the needs for services for the identified priority populations and how outreach to this population will occur within the community.
Describe the populations in the area, including but not limited to potential language, cultural, motivational and access barriers.
Applicant must include the identified communities or geographic area. If proposing Cook County, the zip code must be included.
The applicant must include the U.S. Census data describing the age, gender, racial, and ethnic demographics of the community(ties) they intend to serve. Include any other relevant population level data about the community(ties) to be served. A table may be used to present the information.
|Quality - Description of Program Services (3-5 pages)
The applicant should demonstrate knowledge and understanding of the needs and objectives of the PPP EHR program as related to the Scope of Work described in this NOFO.
Provide a narrative describing the program you envision creating to support PPP and their families.
Describe the goals and measurable objectives of the proposed project and align them with the Statement of Need detailed in the section above.
Provide a detailed timeline for your proposed approach that includes hiring of staff, anticipated linkage agreements and other coordination activities necessary to accomplish the goals and objectives.
Detail how you will address the needs of pregnant, postpartum and parenting persons in your targeted area.
Describe in detail how you will create a family-like environment for residents and their children.
Indicate the annual number of PPP you plan to serve. What is the child limit per resident? What is the age range of children your program will serve?
Describe how you will address the needs of the family including those members that are not currently residing with the resident at the ERH.
Describe how you will encourage and manage resident's attendance at prenatal, postpartum, and pediatric visits.
Describe the organizations policies on harm reduction and Medication Assisted Recovery (MAR).
Describe the services you will offer residents and their children onsite including any consultation services to support their stability in being able to remain in housing while pregnant or postpartum and stage of recovery.
Describe selected evidence based practices and curriculums that will be utilized with each target population served.
|Performance Data Collection and Reporting (2 pages)
The organization will be expected to collect data and to maintain a collaborative relationship with the IDHS/SUPR designated evaluators.
Describe your experience with collecting and reporting of program service and performance data. Include mention of your organization's record of submitting DARTS patient and service data that is required as part of your IDHS/SUPR contract.
Describe your organization procedures for collection, maintenance, and reporting of patient demographic and service data, including your ability to track and fully utilize available SUPR funding.
Describe your capacity and commitment to collect and report the service and performance data specified in this NOFO.
Describe how you have shared information (measures and results) with community stakeholders, institutions, and community representatives for planning and evaluation purposes.
Budget and Budget Narrative
(Reviewers will use the Uniform Budget and Advance Payment Requirements Forecast (Cash Budget) Forms to evaluate this criterion. Therefore, it is not necessary to include in the Program Narrative)
|The purpose of this section is to evaluate the budget for Narrative Inclusion, Fiscal Soundness and Programmatic Soundness.
2. Review and Selection Process
As described in the Criteria section above, evaluation of the application will be done by April 27, 2022.
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.
Any internal documentation used in awarding of grants shall not be considered public information. Recommendations for award will be made by the Director of Substance Use Prevention and Recovery and the Final award decisions will be made by the Secretary, Department of Human Services.
- Receipt of Grant Application Proposals - A record shall be prepared that shall include the name of the grantor, title of the grant, each grant applicant and a notation of date and time of grant application receipt.
- The Division of Substance Use Prevention and Recovery will keep a file of the grant award process that includes the written determination of award, grant application and requirements. The Grant Award file shall be available to Federal and State audit organizations, the Office of the Auditor General, and the Executive Inspector General.
- An award shall be made pursuant to a written determination based on the evaluation criteria set forth in the grant application.
- A Notice of State Award (NOSA) will be issued for the selected proposal that have successfully completed all grant award requirements. Based on the NOSA, the vendor/provider is positioned to make an informed decision to accept the grant award. The NOSA shall include:
- The terms and conditions of the award.
- Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments and the merit-based review.
- Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to the Grantee Portal page.
- A written Notice of Denial shall be sent to the applicants not receiving awards.
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: _____
- Email of Agency contact for appeals: ______
- Email Subject Line: _________
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.
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..
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.
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.
Quarterly reporting will be completed utilizing the Periodic Performance Report (GOMBGATU-4001) and Periodic Financial Report (GOMBGATU-4002). Quarterly reports will be submitted no later than 15 days after end of each period. 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
Under the terms of the Grant Funds Recovery Act (30ILCS 705/4.1), "Grantor agencies may withhold or suspend the distribution of grant funds for failure to file required reports." If the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for details about the Illinois Stop Payment List)
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.
- 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.
- Grants Invoice Template
- Advance Payment Request Cash Budget Form (IL444-4985)
G. State Awarding Agency Contact(s)
Questions and Answers
If you have any questions about this Non-Competitive NOFO, please send them via email to Lisa Cohen with "PPP ERH" in the subject line of the email.
Questions with their respective answers will be posted on the IDHS website.
The information in the FAQ section may be updated periodically, applicants are encouraged to check it frequently. Only written answers posted on the website will be considered valid and official
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
J. Mandatory Forms