TANF Employment and Training Special Project - Community Resource Development Program (23-444-80-1268)

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 TANF Employment and Training - Special Project
Community Resource Development Program
Funding Opportunity Number 23-444-80-2368
Application Posting Date April 15, 2022
Application Closing Date May 16, 2022
Catalog of State Financial Assistance (CSFA) Number 444-80-1268
Catalog of State Financial Assistance (CSFA) Popular Name TANF Special Community Resource Development Program
Catalog of Federal Domestic Assistance (CFDA) Number(s) 93.558
Award Funding Source Federal
Estimated Total Program Funding $80,000.00
Anticipated Number of Awards 1
Award Range Up to $100,000.00
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 is a community capacity building grant for organizations that provide coordination, training and education and community service linkages for local anti-poverty programs and other programs that serve the TANF population and other low-income individuals and families. Organizations should be hub organizations that facilitate and convene other local organizations and employers with the purpose of reducing poverty and helping individuals access services effectively in the local community.

2. Funding Priorities or Focus Areas

IDHS intends to fund Community Based Organizations (CBOs) that will provide employment and training related programming in an effort to increase economic sustainability consistent with the TANF state plan. IDHS will prioritize applications from eligible applicants who provide services in geographic regions where other TANF E&T services are not offered and who are able to contribute to skills gains, employment or greater economic stability for TANF recipients.

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

The Grantee will provide broad-based community services to:

  • Improve the quality of life for children, youth and families by making human services, workforce development, health and educational programs and policy more effective, accessible, coordinated and responsive to community needs;
  • Provide linkages enabling individuals and families to access state and local human service agencies; and
  • Focus on ways each of the local communities served can address the most pressing self-sufficiency issues in their area.

5. Deliverables

The Grantee will provide broad-based community services to TANF eligible (Transitional Assistance to Needy Families) and other low income families to access state and local human services in order to improve outcomes that lead to self-sufficiency. These services will address areas such as:

  • Development of Community Planning Partners
  • Education about Public Benefits (Essentials of Public Benefits/SNAP and TANF), spend-down, navigating disability and how to obtain them
  • Offering TANF Informational sessions
  • Early Childhood (Parenting workshops)
  • Diversity and Language Access Resources (LARC)
  • Mental Health and Substance abuse
  • Housing
  • Employment
  • Financial Literacy & Asset Building
  • Health services and Healthy Lifestyles
  • Cultural awareness
  • Tax Preparation

The Grantee will develop a plan for annual services delivered and will submit the plan to their program contact by July 30th and must be approved by the Department.

The contracted services include but are not limited to: sponsoring, attending and reporting on various workshops/trainings to address issues and services directly related to the customers served by DHS and other low-income individuals to increase their accessibility to available services and achieve self-sufficiency. Convening local organizations to improve linkages of services and educate the local human services providers on new developments, opportunities and coordination opportunities to continually improve services delivery across various services and providers. If requested by the Department services may also include a training for DHS Staff to increase their knowledge of public benefits linkage opportunities available and related systems analysis to better improve service delivery.

Close coordination with the local Family Community Resource Center (FCRC) on the activities and trends in local service delivery to improve coordination with local CBOs and generally support the local low income population.

A final report outlining the annual activities and outcomes will be due prior to July 15th. Included in this report will be a services delivery analysis of local trends to serve the TANF and related population, utilization of local services, the success and challenges of local service organizations and increasing or decreasing numbers of individuals receiving services and any related outcomes and/ or ROI can be included as well as.

6. Performance Measures

The Grantee will develop and implement a plan for the fiscal year of activities. If the plan is revised substantially after the contract years has begun, then the Grantee will inform the Department and receive approval prior to any major changes.

The Grantee will prepare reports outlining work accomplished under the Agreement, including successes and issues still to be addressed. Reports are due along with billing invoices by the 15th calendar day of the month in months when the billing documentation is due.

The Grantee is to send a comprehensive summary of the work to be conducted with, for and on behalf of customers and DHS state employees.

At a minimum the following should be reported via Periodic Performance Reports (PPR's):

  • Number of trainings performed this Quarter, the types of trainings, and the number of attendees, including number of organizations present and also number of individuals;
  • Number of contacts with local FCRC staff, break out # of contacts with which local offices;
  • Number of customers served, total and TANF and non-TANF;
  • Number of sponsored events and number of attendees at those events (this category should exclude numbers reported for trainings above);
  • Number of linkages/referrals made or facilitated and to who/where were they referred;
  • Number and types of services provided to TANF and non-TANF serving organizations;
  • Number and attendees for reporting on programming above should always be reported as total number and then broken out as to the number of TANF and non-TANF individuals served/participating.

Along with the measures above a narrative should be included with the Periodic Performance Report (PPR) addressing challenges, successes and any additional context or unique information from that month.

7. Performance Standards

The Grantee will develop and implement a plan for the fiscal year of activities. They will outline their plan for the year and they will meet regularly with the local FCRC in their area to recruit, educate customers and share trends of issues that impact TANF and TANF eligible customers with DHS staff and Providers.

The following performance measures will be considered:

  • The 100% of the organizations served should be organizations serving TANF customers or individuals or households at 200% or below the federal poverty level (low-income job seekers and households.)
  • 80% of organizations served will report improved capacity to link clients to benefits and services has improved because of the planning, training and assistance activities of DuPage Federation.
  • 90% of staff who complete training will agree or strongly agree with a similar statement of: "I am better able to explain, have greater knowledge of or have greater competency in how to navigate and access local public benefit programs"

As needed, Corrective Action Plans will be initiated to address unmet Performance Standards.

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 are Federal funds.
  • The Department anticipates the availability of approximately $80,000.00 (total funding for NOFO) and funding  1 grant award to provide this program. It is anticipated that grant awards will be in a range up to  $100,000.00 .
  • 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 employers and companies to provide work sites for work-based learning and development of soft skills and as an avenue to obtain permanent employment.

Demonstrate strong community ties and capacity for both recruitment and job placement. (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 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 3 (three) years of experience providing adult employment and 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, 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 UEI/DUNS, 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).
  • 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 (pdf), 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)

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.

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.

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.
    1. the means by which the state and its sub-recipients will provide meaningful access for limited English proficient individuals.
    2. 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.

3. 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. "How To Register in SAM" reference tool (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 16, 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: 23-444-80-1268 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. May 16,  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 16, 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 16, 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. Please follow the instructions to attach your application. 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

As described in the Criteria section above, evaluation of the application will be done by a review team compromised 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 23-444-80-1268

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.

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.

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