Welcoming Center (24-444-80-1493)

 Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Family and Community Services/Welcoming Centers for Refugee and Immigrant Services
Agency Contact

Delyris Martinez

Delyris.Martinez@illinois.gov
Announcement Type Competitive
Funding Opportunity Title Illinois Welcoming Center
Funding Opportunity Number 24-444-80-1493
Application Posting Date Friday, July 14, 2023
Application Closing Date Monday, August 14, 2023, 5:00 pm CST
Catalog of State Financial Assistance (CSFA) Number 444-80-1493
Catalog of State Financial Assistance (CSFA) Popular Name Illinois Welcoming Center
Catalog of Federal Domestic Assistance (CFDA) Number(s) Not Applicable
Catalog of Federal Domestic Assistance (CFDA) Number(s) Not Applicable
Award Funding Source State
Estimated Total Program Funding

$7,000,000

Up to $4,000,000 for Illinois Welcoming Center direct services one-stop-shop

Up to $3,000,000 for capacity building, training, and technical assistance
Anticipated Number of Awards Anticipated number of awards based on coverage of services needed statewide
Award Range To be determined based whether the application is for a single agency or a collective group of agencies
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Technical Assistance Session

Session Offered:  Yes

Session Mandatory:  No

TA session for One-Stop Welcoming Center model:  July 28, 2023, 10:00 a.m. CST

Join By Phone 1-415-655-0002 US Toll  Meeting number (access code): 2633 094 6516

TA session for Capacity Building, Training and Technical Assistance: July 28, 2023, 2:00 p.m CST  Join By Phone  1-415-655-002 US Toll  Meeting number (access code): 2631 286 3912

RSVP: by noon on July 26, 2023, via email to Delyris.Martinez@illinois.gov  and DHS.BRIS@illinois.gov
Letter of Intent

Yes, not mandatory

Date: August 10, 2023, submit via email to Delyris.Martinez@illinois.gov  and DHS.BRIS@illinois.gov  
NOFO/Application Frequently Asked Questions (FAQs)c

Submit questions to: Delyris.Martinez@illinois.gov and DHS.BRIS@illinois.gov

Due date for submitting questions: August 3, 2023, CST. FAQs will be updated frequently, and a final, complete list will be posted to the IDHS website on August 7, 2023, CST.

A. Program Description

The Illinois Welcoming Centers Program (IWC) is a one-stop-shop program model that provides an array of services to immigrants, refugees, asylees, humanitarian parolees and Limited English Proficient (LEP) populations. A hallmark of this innovative model includes a strength-based and family centered intake assessment that guides the entire case management plan.

The Illinois Welcoming Centers Program (IWC) has four fundamental components: Comprehensive Case Management, Community Education, Community Alliances, and Co-location. The goals of the Illinois Welcoming Center Program are to strengthen the overall human service delivery system for immigrants, refugees, asylees, humanitarian parolees and LEP populations, and to build the capacity of organizations serving immigrant, asylee and refugee communities. The IWC coordinates state and public services across multiple state agencies and other organizations, and partners with community providers to help ensure services are provided in a linguistically and culturally appropriate and welcoming environment.

B. This NOFO has two funding categories

    1. Illinois Welcoming Center Direct Services One-Stop-Shop
    2. Capacity Building, Training, and Technical Assistance
  • Organizations interested in this NOFO can apply to one or both categories

    1. Illinois Welcoming Center One Stop Model: Direct Services

      • The program is designed to deliver services in a one-stop human service center model that provides comprehensive and holistic case management, crisis management services, referrals and service coordination to immigrants, refugees and Limited English Proficient (LEP) populations in a linguistically and culturally competent manner.
        1. Deliverables
          1. Provide linguistically and culturally responsive case management and service coordination for immigrants, refugees, asylees, humanitarian parolees and other LEP individuals and families.
          2. Provide emergency services and crisis intervention for immigrants and refugees to stabilize the client's conditions and help find immediate solutions.
          3. Provide referrals for services not offered in-house, which must include follow-up, to ensure client successfully received services.
          4. Organize workshops to help immigrants and refugees expand their knowledge on various topics and resources that will facilitate their integration to life in the U.S. and strengthen the capacity of the immigrant community.
          5. Conduct community outreach activities to educate the public on IWC services.
          6. Facilitate monthly community alliance meetings with local stakeholders who share mutual interest in serving immigrants effectively.
        2. Performance Measures
          1. Projected number of unduplicated clients to be served annually
          2. Case Management:
            1. Annual number of clients provided with in-depth case management services (comprehensive assessment, case management, linkages with in-house or external services)
            2. Annual number of clients under case management with successful case resolution
          3. Crisis Intervention:
            1. Annual number of clients requiring crisis intervention
            2. Annual number of clients with crisis successfully resolved
          4. Referral Services:
            1. Annual Number of clients served (including walk-in and phone calls)
            2. Annual Number of referrals provided
          5. Workshops:
            1. Number of workshops offered
            2. Topics of workshops
            3. Number of workshop participants projected for the year
          6. Outreach Activities:
            1. Number of outreach activities
            2. Type of outreach activities
            3. Number of individuals served via outreach
          7. Community Navigators:
            1. Number of community navigators recruited
            2. Number of persons reached by the community navigators
          8. Community Service Coordination
            1. Number of meetings helped annually
            2. List of attendees
            3. Schedule
          9. List of key social service providers in the community

        3. Performance Standards

          • Providers selected as Welcoming Centers will be required to:
            1. Provider will serve at least 80% of the projected number of clients.
            2. Provider will deliver at least 80% of projected services.
            3. Provider will participate in 100% of mandatory IWC trainings.
            4. Provider will participate in 100% of other mandatory meetings.
            5. Provider will participate in IDHS initiated monitoring of this grant on an ongoing basis to ensure completion of performance measures, deliverables, and adherence to GATA and contract compliance with budgeting, programmatic and fiscal requirements during the contract year. * Provider will utilize Charity Tracker and update client data prior to monthly report submission.
            6. Provider will submit 100% of required program and financial reports to IDHS Bureau of Refugee & Immigrants Services by the 15th of the month following the reporting month.
              1. Monthly program reports are to be submitted electronically to IDHS Bureau of Refugee & Immigrants Services via DHS.BRIS@illinois.gov 
              2. Monthly financial report is to be submitted electronically to IDHS Bureau of Refugee & Immigrants Services via DHS.BRIS.Fiscal@illinois.gov 

    2. Capacity Building, Training and Technical Assistance- Working with IDHS/Office of Welcoming Centers

      • Capacity building, training, and technical assistance will be provided to current and new providers. The purpose is to help strengthen and support new and existing Welcoming Centers.
        1. Deliverables under this category include:
          • *For all the categories listed below providers must offer group training, individual agency consultation, workshops, and training materials. Forementioned items must receive IDHS approval prior to implementation.
            1. Technical Assistance
              1. Technology Training- IDHS approved database utilization and administration
              2. Program Development - enhancing service delivery and staff development
            2. Organizational Development - administrative and fiscal management
              1. Compliance and reporting standards support
            3. Training, Education, and Skill-building - staff and/or participant training
              1. Mental/Behavior Health
              2. Workforce Development
              3. Legal Services
              4. Community Building
            4. Research and Evaluation - advancing the mission and impact of Welcoming Centers
              1. Program Evaluation - data collection and analysis
              2. Addressing disparities of immigrants, refugees, asylees, and LEP populations
          • B. Performance Measures
            1. Comprehensive plan for delivery of Capacity Building and Technical Assistance developed within first quarter. The plan must include list of activities and meetings scheduled to occur throughout the year
            2. Number of organizations and staff impacted and/or served by initiative
            3. Number of group trainings conducted
            4. Number of individual consultations completed
            5. Number of materials created and distributed
            6. Number of workshops held
            7. Comprehensive report of activities, lessons learned, goal attainment, and recommendations
            8. Pre-implementation survey to measure systems improvements, organizational development, and/or training, education, and skill-building activities taken within the first quarter. Post survey completed by one month prior to program end date
          • C. Performance Standards
            1. 100% of organizations participated in group trainings, workshops, and other activities
            2. 100% of organizations received individual consultations 
            3. 80% of training participants reported better understanding of topics (using pre and post implementation survey)
            4. Provider will participate in IDHS initiated monitoring of this grant on an ongoing basis to ensure completion of performance measures, deliverables, and adherence to GATA and contract compliance with budgeting, programmatic and fiscal requirements during the contract year.
            5. Provider will submit 100% of required program and financial reports to IDHS Bureau of Refugee & Immigrants Services by the 15th of the month following the reporting month:
              1. Monthly program reports are to be submitted electronically to IDHS, Bureau of Refugee & Immigrants Services via DHS.BRIS@illinois.gov  
              2. Monthly financial report is submitted electronically to IDHS, Bureau of Refugee & Immigrants Services via DHS.BRIS.Fiscal@illinois.gov

  • C. Funding Priorities or Focus Areas

  • IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize diversity throughout its service provision process. This work involves addressing existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on the creation of a culture of inclusivity for all regardless of race, gender, religion, sexual orientation, or ability.

    Special consideration will be given to proposals that represent the ability to serve Illinois' identified priorities. Those priorities are as follows:

    1. Geography- Statewide with focus on suburban communities of Metropolitan Chicago and collar counties (DuPage, Kane, Will, McHenry, Lake)
    2. Language Capacity
    3. Priority consideration for organizations led by immigrant, refugee or LEP individuals and/or individuals that share the cultural background of the community being serviced.

    Geography

    This NOFO will consider applications from all parts of the state and supports the development in locations where there is a significant number of immigrants but no existing welcoming center, specifically suburban municipalities of Metropolitan Chicago and the collar counties. Special consideration will be given to organizations providing services to new emerging populations such as: Afghans, Ukrainians, Rohingya.

    (Note: Data analysis utilized from the Illinois Immigrant Impact Task Force Report, April 2023)

    Language Capacity

    The Illinois Welcoming Centers program will give special consideration to organizations that target immigrants, refugees, and Limited English Proficient populations that are not reached by current Welcoming Center programs in relation to the number of speakers of that language, including the following:

    • Arabic
    • Chinese-including Cantonese and Mandarin
    • Dari/Pashtu
    • French
    • Gujarati
    • Hindi
    • Polish
    • Rohingya
    • Russian
    • Spanish
    • Tagalog
    • Telugu
    • Ukrainian
    • Urdu

    Note: The above list is informed by the following sources: ISBE 2021 Home Language Survey, Assessing Capacity to Provide Legal Services to Undocumented Immigrants by Rob Paral and TRP, 2022 report.

  • D. Authorizing Statues or Regulations

    • N/A

E. Funding Information

  1.  Total Amount of Funding

    • The Department anticipates the availability of approximately funding $7,000,000
    • The source of funding for this program is State funds.

  2. Number of Grant Awards

    • Anticipated number of awards will be based on the coverage of services needed statewide with grants awarded to provide these services.

  3. Expected Amounts of Individual Grant Award

    • To be determined based on whether the application is for a single agency, or for a collective group of agencies.

  4. Amount of Funding per Grant Award on average in previous years

    •  Previous funding amounts for this grant award program on average were $100,000. The amount is based on staffing needs and the proposed comprehensive services.

  5. Anticipated Start Dates and Periods of Performance for new grant awards.

    • Subject to appropriation, the grant period will begin no sooner than September 1, 2023 and will continue through June 30, 2024.

  6. Renewal or Supplementation of existing projects eligibility

    • Applications for renewal or supplementation of existing projects are/are not eligible to compete with applications for new State awards.

  7.  Type of Assistance Instrument

    • This is a competitive grant award funding opportunity.

  8. Procurement Contract Allowability

    • 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.
    • 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.
    • The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.

F. Eligibility Information

  1. Eligible Applicants

    • IDHS will consider applications from an individual agency or a collective group of qualified community-based agencies. Applicants looking to serve as a one-stop welcoming center must be located in areas with high concentration of low-income LEP immigrants, refugees, asylees and humanitarian parolees.
    • This competitive funding opportunity is limited to applicants that meet the following requirements:
      1. Is a non-profit organization subject to 26 U.S.C. 501(c) (3) in good standing with the State of Illinois
      2. Has experience and a successful track record of providing immigrant and refugee services
      3. Has prior experience or knowledge of the Illinois Welcoming Center program model
      4. Has knowledge and expertise in working with federal and state policies regarding immigrant and refugee status
      5. Demonstrates understanding in ethnic diversity of the immigrant and refugee populations and the need for culturally and linguistically appropriate services unique to this program
      6. Is able to meet the program goals described in this NOFO.
    • Applicants seeking to provide technical assistance/capacity building must be able to prove expertise and history in that area, along with an established record of successfully training and advising partner organization or agencies, and must also meet the following criteria:
      1. Have at least five years of successful experience in direct services, including training, monitoring and service evaluation
      2. Have the capacity to manage system planning and program operation
      3. Have the capacity to provide technical assistance, collect service data and generate program reports using the data provided by the service providers via the prescribed database system
      4. Have the capacity to provide programmatic and fiscal development
      5. Met the Prequalification and Mandatory Requirements listed in this funding opportunity.
    • *Due to delays at Sam.gov applications will be accepted without a current Sam.gov registration; however, all other prequalification requirements must be met prior to the due date of the application. The SAM.gov registration must be current and active before an award can be issued. Additionally, applicants must meet pre-award requirements; in no case will an award be made without all pre-qualification and pre-award conditions being met.
    • Funding restrictions - See Section G for funding restrictions impacting eligibility or no funding restrictions.
    • The applicants must also be willing 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 At (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.).

  2. Cost Sharing or Match Requirements

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

  3. Indirect Costs

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

G. Application and Submission Information

  1. Address to Request Application Package

    • The complete application package (this Notice of Funding Opportunity, including links to required forms) is available through the Illinois Catalog of State Financial Assistance. 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.

  2. Content and Form of Application Submission

    • Required Content

      • Applications must include the required documents and demonstrate that the program eligibility requirements have been met. The Department will not contact applicants for missing items listed below. Applicants that do not include all the following documents will be considered substantially incomplete and will not be considered for funding.

    • Program Narrative

      • IMPORTANT: The program (proposal) narrative makes up the bulk of the 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.

    • Required Forms

      1. Uniform Application for State Grant Assistance by 5:00 pm CST, Monday, August 14, 2023. The Uniform Application for State Grant Assistance is a three-page document used to formalize an 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.
      2. Grant Application Program Narrative by 5:00 pm CST, Monday, August 14, 2023. IMPORTANT: The grant application narrative makes up the bulk of your application. Please provide a complete response to each section. If the program plan/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.
      3. Uniform Grant Budget by 5:00 pm CST, Monday, August 14, 2023. Applications must include a budget submitted via the Uniform Grant Budget Template which is a form on the IDHS website (The budget and narrative must tie fiscal activity to program objectives and deliverables and must demonstrate that all proposed costs are:
        • Reasonable and necessary;
        • Allocable; and
        • Allowable as defined by program regulatory requirements and Uniform Guidance (2 CFR 200), as applicable.
      4. Conflict of Interest Disclosure by 5:00 pm CST, Monday, August 14, 2023.
        • The proposed budget must be entered, signed and submitted in CSA and is required for the application to be considered complete. Both the electronic and hard copies must be received by 5:00 pm CST, Monday, August 14, 2023.
        • The Division's program and fiscal staff will work with awardees to negotiate a budget for the final grant award which will then need to be uploaded via the Uniform Grant Budget in the CSA System. This will be required before the start of the grant period. The budget may need to be revised over the course of the grant process or during the ongoing award. Grant applicants can find information on how to access the CSA via this link: http://www.dhs.state.il.us/page.aspx?item=61069

    • Required Format

      • Electronic submission is required and should be submitted to Agata.Fieske-Nesheiwat@Illinois.gov and DHS.BRIS@illinois.gov. All applications should be formatted as follows: (1) All applications should be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. Tables may be used to present information with a 10-point type; (2) with one-inch margins; (3) with each page displaying page numbers; and (4) single-spaced; (5) the program narrative must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The program narrative must include the following sections: 

    • Proposal Narrative Content and Attachments

      • 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.

    • Required Forms

      • 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

    • Required Format

      • The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below or points may be deducted.

    • Pre-Award Requirements

      • All successful applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is one instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.

  3. Unique Entity Identifiers 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.
      • Provide a valid unique entity identifier (UE) in its application
      • 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.
      • The Department may not make an award until applicant has fully complied to all UEI and SAM requirements
      • The department may determine that an applicant is not qualified if they have not complied to requirements and use that determination as a basis to award to another applicant.

  4. Application Submission Dates and Times

    • Application Due Date and Time

    • The Department must receive the Full Application
      • Due on Monday, August 14, 2023 at 5:00pm CST.
    • Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order.
      • Applications must be sent electronically to DHS.BRIS@Illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.BRIS@Illinois.gov. Include the following in the subject line: NOFO number 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 are required to notify the Department within 48 hours of the deadline, 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 within 48 hours, 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 the 48 hours. 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.

    • Missed Deadlines

      • 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. 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 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.

  5. Intergovernmental Review

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

  6. Funding Restrictions

    • 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 allowable under the following conditions:
        • The applicant must:
          1. have received and accepted the Notice of State Award (NOSA)
          2. have a current, approved budget in the CSA system for this award
          3. have submitted all requested program plan and budget revisions per the NOSA
          4. NOT incur pre-award costs prior to the start date of the grant agreement, anticipated to be July 1, 2023
          5. Refer to 2 CFR 200.209 Pre-award costs for more information.
      • IDHS grants are governed by 2 CFR. Part 200, Subpart E-Cost Principles and 30 ILCS 708 which include information on allowable costs, audit requirements, and financial records.
      • Other unique and regulatory programmatic restriction

  7. Other Submission Requirements

    • Electronic Submission

      • Applications must be submitted electronically.
      • Documents must or must not include a password.
      • Contact Program Office at DHS.BRIS@Illinois.gov in the event of technical difficulties.

H. Application Review Information

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

  1.  Criteria

    • Applications that fail to meet the criteria described in Section F "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. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
    • ALL applicants must demonstrate that they meet all requirements under this NOFO as described throughout. Applications that fail to meet the criteria described in the Eligible Applicants and Mandatory Requirements of Applicants as identified in Section F Eligibility Information will not be evaluated or considered for funding.
    • Grant applications received will be reviewed by IDHS staff, including staff from the Bureau of Refugee and Immigrant Services; persons with expertise on immigrant issues may also be included.
    • 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.

      • Welcoming Center One-Stop Shop Rubric

      • The maximum possible score is 115 points. All applications will be reviewed, evaluated, and rated based on the following criteria:

      • 5 points - Executive Summary

      • The Executive Summary will serve multiple purposes. First, as a scored portion of this application and secondly, for successful applicants, it will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description.

      • 35 points -Agency Qualifications/Organizational Capacity:

      • The extent to which the applicant demonstrates:
        1.  Strong management, supervision, and a well-organized internal organizational structure to insure effective program/service delivery and sound fiscal conditions.
        2. Successful history of working with immigrants and refugees, including having the expertise and capacity to deliver the services procured in the NOFO, such as: language and cultural competency, track record of providing effective services for low-income LEP immigrants/refugees, delivering successful program outcomes.
        3. Evidence of staff qualifications, experience and capability to carry out the proposed program.

      • 10 points - Community Identification and Description of Need:

      • The extent to which the applicant clearly defines and describes the geographic communities and the proposed target population the applicant plans to serve, and how the applicant is rooted in the community or communities it proposes to serve.

      • 10 points - Equity and Racial Justice Commitment

      • The purpose of this section is for the applicant to demonstrate understanding of the history and impact of racism and inequity on immigrant, refugee and other LEP communities and to describe the organization's response to address racial inequity. The applicant should provide a clear picture of its work to counteract systemic racism and inequity and to prioritize and maximize diversity and equity throughout its service provision process.

      • 35 points - Program Design and Implementation:

      • The extent to which the overall program design adequately and effectively addresses:
        1. Qualifications to serve as a one-stop Welcoming Center, describe linkages that are already in place with other service providers. Specific measurable outcomes for the proposed services.
        2. Method and Strategies to provide comprehensive case management services, crisis management services, and referral services to the agencies social service partner network.
        3. Track records and knowledge in conducting community outreach and educational workshops.
        4. Ability and experience in building and sustaining community alliances, and collaborative efforts with community providers and public agencies.
        5. Ability to provide required data/information reports on a monthly basis to evaluate the program.

      • 10 points - Budget & Costs Justification:

      • The extent to which the budget narrative provides:
        1. Thorough and clear justification for all proposed line-item expenditures.
        2. All expenditures and program costs are reasonable and allowable.
        3. Proposed staffing is sufficient to address participant projections and participant language needs.
        4. Where available, supplemental or companion funding is clearly identified.

      • 10 points - Statement of Priority

      • Attach a "Statement of Priority" for review and consideration as part of the application process. If the applicant organization is an otherwise qualified applicant under this funding notice, and is able to demonstrate and attest to being led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, as defined by the make-up of the Board of Directors and the Organizations' leadership and management being more than 50% led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, the applicant will receive up to 10 priority points as part of the application review/scoring process.

      • Capacity Building, Training and Technical Assistance Rubric

      • The maximum possible score is 115 points. All applications will be reviewed, evaluated, and rated based on the following criteria:

      • 5 points - Executive Summary

      • The Executive Summary will serve multiple purposes. First, as a scored portion of this application and secondly, for successful applicants it will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description.

      • 35 points -Agency Qualifications/Organizational Capacity:

      • The extent to which the applicant demonstrates:
        1. Strong structure, competencies, management, supervision, and well-organized internal organizational structure to insure effective service delivery and sound fiscal conditions.
        2. Strong history of working with immigrant and refugee serving organizations including having the expertise and capacity to deliver the services procured in the NOFO focusing on providing capacity building, technical service, and training.
        3. Evidence of staff qualifications, experience, and capability to carry out the proposed services.
        4. Strong history conducting training, needs assessment, engaging stakeholders on capacity development, assessing capacity needs and assets.
        5. Evidence of applicant's experience providing training to immigrant and refugee serving organizations. Evidence of relevant major accomplishments and outcomes.
        6. Evidence of applicant's experience providing Technical Assistance to immigrant and refugee serving organizations. Examples of relevant major accomplishments and outcomes.

      • 10 points - Community Identification and Description of Need:

      • The extent to which the applicant clearly defines and describes the geographic communities and the proposed target population the applicant plans to serve, and how the applicant is rooted in the community or communities it proposes to serve.

      • 10 points - Equity and Racial Justice Commitment

      • The purpose of this section is for the applicant to demonstrate understanding of the history and impact of racism and inequity on immigrant, refugee and other LEP communities and to describe the organization's response to address racial inequity. The applicant should provide a clear picture of its work to counteract systemic racism and inequity and to prioritize and maximize diversity and equity throughout its service provision process.

      • 35 points - Program Design and Implementation:

      • The extent to which the comprehensive plan addresses the organizational needs that impact a Welcoming Center's stability and efficiency.
        1. Qualifications to serve as a training and advising partner, describe linkages that are already in place with other community stakeholders.
        2. Methods and strategies to provide technical assistance, organizational development, education/skill-building, or program evaluation.
        3. Process for collaboration with partner agencies to develop SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) goals.
        4. Ability to provide required data/information reports to monitor progress towards SMART goals.
        5. Comprehensive report of activities, lessons learned, goal attainment, and recommendations.

      • 10 points - Budget & Costs Justification:

      • The extent to which the budget narrative provides:
        1. Thorough and clear justification for all proposed line-item expenditures.
        2. All expenditures and program costs are reasonable and allowable.
        3. Proposed staffing is sufficient to address participant projections and participant language needs.
        4. Where available, supplemental or companion funding is clearly identified.
      • 10 points - Statement of Priority
      • Attach a "Statement of Priority" for review and consideration as part of the application process. If the applicant organization is an otherwise qualified applicant under this funding notice, and is able to demonstrate and attest to being led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, as defined by the make-up of the Board of Directors and the Organizations' leadership and management being more than 50% led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, the applicant will receive up to 10 priority points as part of the application review/scoring process.

  2. Review and Selection Process

    • Funding decisions will be based upon the quality of the applicant's program plan and budget/budget narrative based on the 115-point scale described above. However, 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
      • Partially fund each of the tied applications
      • 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: Agata Fieske-Nesheiwat
      • Email of Agency contact for appeals: DHS.BRIS@Illinois.gov
      • Email Subject Line: Appeal (Illinois Welcoming Center 24-444-80-1493)

      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
        • 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.
          1. 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.
          2.  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.
          1. 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.
          2. The Agency will resolve the appeal by means of written determination.
          3. The determination shall include, but not be limited to
            • Review of the appeal
            • Appeal determination
            • 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.

I. 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 FY2024 IDHS Uniform Grant Agreement.

  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. 

  5. Payment Forms

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

  6. Post Award Requirements of Applicant

    • The Post Award requirements are essential items that must be met by the applicant. If any of the Post Award Requirements is not met, the responding applicant's entire proposal will not be considered. Successful applicants agree to provide program services as described throughout this Funding Notice.
      1. Start Date: Applicants must be in a position to begin offering services on September 1, 2023.
      2. Implementation Plan and timeline:
        1. Program milestones
        2. Staffing plan
        3. Training and onboarding schedule
        4. Program launch dates
      3. 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:
        1. Internet access, preferably high-speed
        2. Email capability
        3. Microsoft Excel
        4. Microsoft Word
        5. Adobe Reader
        6. Adobe Acrobat PRO
    • The purchase of this technology would be an allowable expenditure under the grant and may be budgeted for as part of this application.
      1. Site Visits/Monitoring/Audits: The applicant agrees to participate in site visits/quality reviews as requested by the Department.
      2. Meetings/Trainings: The applicant (including subcontractors) must attend Welcoming Center meetings and trainings.
      3. 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.
      4. 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.
      5. 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 participants for employment, contingent upon their qualifications in the areas of education and work experience.
      6. 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.
      7. Staffing: At least one FTE (full-time equivalent) position must be committed to the program to coordinate program activities, serve as the main IDHS contact and be identified in the organizational chart. Exceptions will be considered if the size and scope of the proposed program justifies less. Exceptions will be considered on a case-by-case basis. Applicants must justify their FTE in the proposal narrative. Programs must recruit, hire, and take necessary steps to retain staff that are qualified for their positions with the IWC program through education, experience, and/or training, bilingual and bicultural. A sufficient number of case managers to provide comprehensive wraparound services to participants is required.
      8. Equity and Racial Justice: IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize equity and diversity throughout its service provision process. This work involves correcting existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on creation of a culture of inclusivity for all, regardless of race, gender, religion, sexual orientation, or ability. Organizations that provide services under this funding opportunity and all related IWC programs must reflect IDHS' commitment to advance equity and racial justice by enabling all to thrive, regardless of race, zip code, and disability. This includes but is not limited to having leadership (board and/or executive staff) that is reflective of community/population being served; having (or an intention to develop) an equity and racial justice training plan for organization staff.

J. State Awarding Agency Contact(s)

  • Grant award under this NOFO will be made by the Illinois Department of Human Services. Questions associated with the NOFO and the grant award can be directed to:

K. Other Information, if applicable

Question and Answers

  • Questions and Answers can be submitted via DHS.BRIS@illinois.gov
  • Email Subject Line: Q&A Illinois Welcoming Center 24-444-80-1493
  • Q&As will be posted to the IDHS Website.
  • Q&As will be posted in a timely, responsive manner to ensure current information regarding NOFOs is available to applicants.
  • All questions submitted to the program area must be answered publicly through the IDHS website within 48 hours or 2 business days (excluding weekends and holidays).

L. Mandatory Forms

  • Uniform Grant Application (pdf)
  • Grant Application Program Narrative
  • Uniform Grant Budget Template | Instructions
  • Conflict of Interest Disclosure
  • Attachments:
    •  Appendix 1: Copy Federal or State approved NICRA
    • Appendix 2: Copy of Applicant's current Federal Form W-9 (if using subcontractor(s) include subcontractor's W-9)
    • Appendix 3: Program Implementation Plan and Timeline
    • Appendix 4: Agency Organizational Chart & Illinois Welcoming one-stop Office organization chart
    • Appendix 5: Job Descriptions and resumes
    • Appendix 6: Sub-recipient agency profile (if applicable)
    • Appendix 7: Sub-recipient Budgets (if applicable)
    • Appendix 8: Sub-recipient Agreement (generated by the applicant agency outlining the scope of work/deliverables the subrecipient will be completing for this program.)
    • Appendix 9: Letters of Support, MOU and/or Inter-agency agreements Appendix 10: Statement of Priority (if applicable)