Emergency and Transitional Housing Program (24-444-80-0656-01)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Family and Community Services/Office of Adult Services and Basic Supports
Agency Contact
Announcement Type Competitive
Funding Opportunity Title Emergency and Transitional Housing-Program Expansion
Funding Opportunity Number 24-444-80-0656-01
Application Posting Date May 15, 2023
Application Closing Date June 15, 2023
Catalog of State Financial Assistance (CSFA) Number 444-80-0656
Catalog of State Financial Assistance (CSFA) Popular Name N/A
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Award Funding Source State
Estimated Total Program Funding $22,000,000
Anticipated Number of Awards 60
Award Range $10,000-$5,000,000
Cost Sharing or Matching Requirement Yes
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Technical Assistance Session Session Offered: No

A. Program Description

  1. Program Summary

    • The Emergency and Transitional Housing (ETH) Program gives immediate and comprehensive shelter services to homeless persons and persons at risk of becoming homeless. The program provides funding for meals, shelter and support services to not-for-profit organizations and local governments. This funding opportunity is for new shelters and current providers to expand their shelters and services.

  2. 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.

B. Funding Information

  1.  Total Amount of Funding

    • The Department anticipates the availability of approximately funding $22,000,000
    • The source of funding for this program is State funds.

  2. Number of Grant Awards

    • The Department anticipates funding approximately 60 grant awards to provide this program.

  3. Expected Amounts of Individual Grant Award

    • The Department anticipates that grant awards will be $10,000-$5,000,000 .

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

    • Not applicable.

  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 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.

C. Eligibility Information

  1. Eligible Applicants

    1. All applicants must be nonprofit organizations, subject to 26 U.S.C. 501(c) (3) of the federal tax code.
    2. Provider must provide case management, advocacy, and counseling. In addition, provider must provide one or more of the shelter services below:
      1. Overnight Shelter
      2. Voucher Shelter 
      3. Transitional Shelter
    3. Program must be up and running no later than November 1, 2023
    4. Provider must have provided one or more of the above services, through a contract with the Illinois Department of Human Services (IDHS), continuously for the last four fiscal years.
    5. Provider must be in good standing with the Illinois Secretary of State and have been so for the last four fiscal years.
    6. Provider must be in good standing with the Illinois Department of Human Services Office of Contract Administration and have been so for the last four fiscal years.
    7. IDHS will seek cultural inclusion among grantees. Provider must 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.).

  2. Cost Sharing or Match Requirements

    1. All contracts approved for funding under the Emergency and Transitional Housing - ETH Program must be matched by at least 25% from other sources. Of the 25% match, at least one half must be matched with cash (e.g., fund raising, donations, ESG, United Way, EHP, FEMA). The remaining one half may be matched with cash, in-kind services, or property from sources other than the funds granted through the ETH program. Volunteer services at $10.00 per hour (maximum) and other in-kind contributions may be applied toward meeting the match requirement. If a provider chooses to apply volunteer services and in-kind contributions toward the match requirement, the minimum records to document the contributions are:
      1. For volunteer services, the name and address of the volunteer and documentation of the dates and hours of service, as well as a description of the service provided.
      2. For contribution of personal or real property, whether in title or in usage, a written description of the property and the value of the property. The contribution will be valued at fair market value at the time of the contribution.
    2. Match documentation must be submitted with the grant application.

  3. Indirect Costs

    1.  In order to charge indirect costs to a grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:
      1. 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 federally NICRA.
      2. State Negotiated Rate. The organization may negotiate an indirect cost rate with the State of Illinois if they do not have a Federally Negotiated Rate. If an organization has not previously established in indirect cost rate, an indirect cost rate proposal must be submitted through State of Illinois' centralized indirect cost rate system no later than three months after receipt of a Notice of State Award (NOSA). If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year.
      3. De Minimis Rate. An organization that has never negotiated an indirect cost rate with the Federal Government of the State of Illinois is eligible to elect a de minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis Rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis Rate. All grantees must complete an indirect cost rate negotiation or elect the De Minimis Rate to claim indirect costs. Indirect costs claimed without a negotiated rate or a De Minimis Rate election on record in the State of Illinois' centralized indirect cost rate system may be subject to disallowance.
    2. Limitations on indirect costs restrict the amount and/or type of indirect costs that are allowed to be charged to grant awards. Indirect cost limitations and restrictions must be clearly stated in this section. For example, the grant award may be subject to state and federal statutory requirements that limit the allowability of costs. The maximum amount allowable under a limitation cannot exceed the total amount under the NICRA. State and federal statutes may restrict the amount of salary that can be charged to a grant award, if the base salary exceeds the Federal Executive Level II Pay Scale.

  4. Other

    • Limit on Number of Application
      • N/A

D. 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

      1. Program Description
        1. Overnight Shelter - Provides emergency sleeping accommodations for a period not to exceed twelve (12) hours. Access to food service for at least one (1) meal per day is required. In addition, case management, advocacy, and counseling services are required.
        2. 24/7 Sheltering - provides for 24/7 shelter. Access to food services for at least one (1) meal is required. In addition, case management, advocacy, and counseling services are required.
        3. Voucher Shelter - Provides for emergency shelter on a per diem basis at a nearby hotel, motel, or similar facility when other overnight shelter is not available. Access to food services for at least one (1) meal is required. In addition, case management, advocacy, and counseling services are required.
        4. Transitional Shelter - Provides a temporary residence for a period not to exceed twenty-four (24) months. Access to food and supportive services are required. Transitional shelters are permitted to charge fees for shelter services. Fees cannot exceed 30% of the adjusted household income in any one month and cannot be used as a source of match to ETH funds. In addition, case management, advocacy, and counseling services are required.
          • The Emergency and Transitional Housing Program Provider will adhere to requirements outlined in the Emergency Food and Shelter Program Statute, which is located at 89 Illinois Administrative Code Sub Part E Section 130.400.
          • Deliverables
            1.  1. All participants will be provided with case management services, counseling services and advocacy services within five (5) days of admittance to the program for transitional programs and within 15 days for overnight programs.
            2. All participants will have access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
            3. All participants will have completed intake and assessment done upon entry into the program. The Provider must submit all intake and assessment forms to IDHS annually for approval.
            4. The Provider must have a written community outreach plan which includes their method of notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program they administer for IDHS. This plan must include outreach to other community service agencies and the local FCRC. IDHS must be advised of any publication and/or distribution of flyers, printed materials and brochures that are part of the IDHS funded program.
            5. The Provider will have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.
            6. All progress and supportive services for transitional shelter participants will be tracked and reported within each participant's case file through the development of an Individual Service Plan that includes at a minimum, a record of the participants supportive services, case management, outcomes, goals, progress notes, and benefit assistance.
            7. The Provider must have the ability to download the IDHS SNAP application and distribute it to all eligible households.
            8. Providers are required to accurately report outcomes and submit quarterly fiscal and programmatic reports to IDHS. These will be submitted via the Illinois Homeless Reporting Portal, found at http://ilhomelessreport.org/index.php.
            9. The Provider must have a written agreement or Memorandum of Understanding (MOU) for referrals to other social service providers. The agreement or MOU must include, at a minimum, the following: the type of services to be provided, the referral process of each agency and follow-up actions.
            10. 10. The Provider will provide the following information in the annual Funding Application:
              1. an unduplicated number of projected participants to be served in the fiscal year
              2. an unduplicated number of projected households to be served in the fiscal year
              3. the projected number of shelter nights to be provided during the fiscal year
              4. the projected number of meals to be provided, served, purchased, or vouchered during the fiscal year
            11. Provide culturally and linguistically appropriate services that meet the needs of people who speak a language other than English including American Sign Language.
            12. Grantees are expected to coordinate with their local Continuum of Care by entering client data into the Homeless Management Information System and supporting Coordinated Entry Activities. For grantees that are not current HMIS participating agencies, they will begin entering data into HMIS within 12 months of grant execution.
      2. Performance Measures (Agencies Must Report on the Following)
        1. The number of all participants that were provided with case management services, counseling services and advocacy services within 5 days of admittance to the program for transitional programs and within 15 days for overnight programs.
        2. The number of all participants that had access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
        3. The number of all participants that completed intake and assessment upon entry into the program. The Provider must submit all intake and assessment forms to IDHS annually for approval.
        4. The community outreach plans, including methods of notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program they administer for IDHS.
        5. The referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.
        6. How all progress and supportive services for transitional shelter participants will be tracked and reported within each participant's case file through the development of an Individual Service Plan that includes at a minimum, a record of the participants supportive services, case management, outcomes, goals, progress notes, and benefit assistance.
        7. The number of participants that have been provided with the IDHS SNAP application. This information must be distributed to all eligible households.
        8. The number of written agreements or Memorandum of Understanding for referrals with other social services providers. The agreement or Memorandum of Understanding must include at a minimum, the type of services to be provided, and the referral process of each agency and follow-up actions.
        9. The Provider will accurately report outcomes and submit reports to IDHS within the designated time frames.
        10.  Agencies must provide the unduplicated number of projected participants to be served in the fiscal year; the unduplicated number of projected households to be served in the fiscal year; the projected nights of shelter to be provided during the fiscal year; and the projected number of meals to be provided, served, purchased, or vouchered during the fiscal year.
      3. Performance Standards
        • To meet program standards, ALL providers must have 100% compliance with the following requirements:
          1. Providers must provide case management services, counseling services and advocacy services within five (5) days of admittance to the program for transitional programs and within 15 days for overnight programs.
          2. Providers are expected to provide access to case management services outside of normal business hours of operation including, but not limited to, evening case management service hours.
          3. Providers must complete intake and assessment done upon entry into the program.
          4. Providers must have a community outreach plan which includes a detailed description for notifying the community of the program, hours of operation, and admittance/eligibility requirements into the program they administer for IDHS.
          5. Providers must have a referral process that assists program participants with enrollment into public benefit programs such as TANF, Supplemental Nutrition Assistance Program (SNAP, formerly known as Food Stamps), All Kids, medical assistance, disability assistance, as well as any other resources that address the needs of the program participants.
          6. Providers must ensure that all progress and supportive services for transitional shelter participants are tracked and reported within each participant's case file through the development of an Individual Service Plan. At a minimum this plan must include the following: a record of the participant's supportive services, case management, outcomes, goals, progress notes, and benefit assistance.
          7. Providers must have the ability to download the IDHS SNAP application and distribute it to all eligible households.
          8. Providers must have a written agreement or Memorandum of Understanding for referrals with other social services providers.
          9. Providers must accurately report outcomes and submit timely quarterly reports to the Illinois Homeless Reporting Portal.
          10. Providers must provide a projected number of unduplicated participants to be served in the fiscal year; the unduplicated number of projected households to be served in the fiscal year; the projected nights of shelter to be provided during the fiscal year; and the projected number of meals to be provided, served, purchased, or vouchered during the fiscal year.
          11. Provide culturally and linguistically appropriate services that meet the needs of people who speak a language other than English including American Sign Language.
        • Allowable/Unallowable Costs
        • The Emergency and Transitional Housing Program limit costs to specific categories. Providers should review the Department's budget pages for this program for a complete list of allowable costs. The following are allowable and unallowable costs under the Emergency and Transitional Housing Program:
          1. Allowable Costs
            1. Direct costs
              1. Food for clients
              2. Insurance - professional liability
              3. Insurance - shelter
              4. Direct service personnel
              5. Rent - equipment
              6. Rent - shelter space
              7. Supplies - shelter
              8. Training and education of staff
              9. Client transportation
              10. Utilities - shelter
              11. Pre-Paid Cell Phones for clients
              12. interpreter and translation services
            2. Direct Program Costs: (May not exceed 15% of IDHS grant funds)
              1. Telephone
              2. Insurance - office
              3. Maintenance - office
              4. Direct program personnel
              5. Rent - office
              6. Supplies - office
              7. Utilities - office
            3. Payments on behalf of clients
              1. Voucher - Food
              2. Voucher - Shelter
            4. Collection of Fees
              •  The collection of any fees or solicitation of contributions for homeless persons or persons at risk of becoming homeless as a condition to receive services through an overnight shelter or through a voucher program is prohibited. Transitional shelters are permitted to charge fees for shelter services. Fees cannot exceed 30% of the adjusted household's income in any one month and cannot be used as a source of match to ETH funds.
          2. Unallowable Costs: The following are some examples of unallowable costs:
            1. Property acquisition
            2. Major renovation

    • 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 pdf 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
      • ALL Applications MUST also include the following mandatory forms/attachments in the order identified below:
        1. A Screenshot or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified
        2. Statement indicating the ICQ and PRA have been completed
        3. Signed Uniform Application for State Grant Assistance
        4. Executive Summary
        5. Organization Qualifications
        6. Community Identification/Description of Need
        7. Program Design and Implementation
        8. Budget & Costs Justification
        9. Uniform Grant Budget - The proposed budget must be entered, signed, and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and submitted budget must be included with the application.
        10. Attachments to Your Application
          1.  Attachment 1: Copy Federal or State approved NICRA if applicable
          2. Attachment 2: Job Descriptions with staff contact information
          3. Attachment 3: Subcontractor Budgets, Narratives, and agreements (if applicable)
          4. Attachment 4: Copy of Applicant's current Federal Form W-9 (if using subcontractor(s) include subcontractor's W-9)
          5. Attachment 5: Organizational Chart
            1. NAME OF ORGANIZATION:
            2. ADDRESS:
            3. TELEPHONE:
            4. E-MAIL: CONTACT PERSON:
            5. TOTAL AMOUNT OF FUNDING REQUEST:
          6. Executive Summary (1 page)
            • Provide a one-page summary of the proposal, including the completion of the information below:
              1. Geographic coverage of the entire application and description of the need for rental assistance in this area (provide community area, zip code and county)
              2. Target population served
              3. Total number of unduplicated customers proposed to be served for the grant period (annually) including ethnicity, gender, and age
              4. Specific deliverables for the grant period:
                1. Total number of households identified for the programs
                2. Total number of individuals referred to other social services and/or public benefits programs
            • Proposed Measures: 
              • The number of all participants to be provided with case management services, counseling services and advocacy services
              • Total number of program participants that were provided with the IDHS SNAP application.
              • Current providers must provide a comprehensive plan for increased services.
            • Performance Outcomes:
            • 80% of goals met for each component
          7. Capacity/Agency Qualifications (5 pages maximum)
            1. Provide a brief history of the organization and its accomplishments. Discuss why your organization is qualified to provide the proposed services specific to this program area and how those services fit within the overall Organization mission. Discuss any appropriate certifications that apply.
            2. Provide brief description of qualifications of key staff who will be responsible for the delivery of the services including their educational background, years of experience, language capacity and other relevant information. Attach current resumes of key staff.
            3. Describe how the Organization collects and maintains data, measure activities versus outcomes, how data is used for program planning, evaluation, and improvement.
            4. Describe how the organization has or will develop the capacity to operate with a racial equity lens when providing programming and creating or updating policies.
          8. Community Identification/Description of Need (3 pages maximum)
            1. Describe the geographic coverage proposed in this application. Include information on the populations currently served by the Organization, such as race/ethnicity, estimated size, age groups, general economic status of the community and the number/percentage of low-income households.
            2. Describe the services the Organization anticipates will be in high demand, or require high-level of attention, in the community to be provided through this program.
            3. Describe the populations often overrepresented in the homeless population, including people of color and LGBTQ+ youth
            4. If the applicant is a new Organization proposing service under this initiative, how do you propose to recruit/identify customers? What Organization or agencies are currently serving the populations for whom you are proposing service? If community linkages do not currently exist, describe how they will be established.
          9. Quality/Description of Program Services, Design, and Implementation (5 pages maximum):
            1. Provide a detailed, clear, and accurate picture of the intended program design, project implementation details and associated outcomes.
            2. Describe the qualifications that allow for the Organization to provide housing assistance services including agency's data collection and reporting practices, including staff involved, technology used and experience with data analysis and reporting.
            3. Provide a brief summary of how the project will be implemented in the organization. Who will manage the project, how will the Organization track measurables and outcomes and who will be providing services?
            4. Describe existing community alliances, partnerships, and linkages with community providers for the provision of appropriate services, including but not limited to health care, immigration legal services, mental health services, substance abuse treatment, and urgent care services.
            5. Describe experience or plan for working with walk-ins and new customers - not turning people away because they do not have documentation readily available when enrolling for services.
          10. Budget & Costs Justification:
            1. Applicant needs to submit a budget for the period for which the services are anticipated to be delivered, within the State Fiscal Year 2024.

    • 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 Preliminary Submission materials (Letter of Intent, etc.)
      •  Not applicable
    • The Department must receive the Full Application
      • Due on June 15, 2023 at noon 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.HomelessServices@Illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.HomelessServices@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/are not allowable.
      • 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.

  7. Other Submission Requirements

E. 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 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. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.

  2. Review and Selection Process

    • The process for evaluation of the application is as follows: 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.
      1. In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
        1. Apply one or more of the additional factors for consideration described above to prioritize the applications
        2. Partially fund each of the tied applications
        3. Not fund any of the tied applications
          1. The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
      2.  All competitive grant applications are subject to merit-based review. Review criteria is based upon the requirements set forth in the following:
          1. 44 IL Adm. Code 7000.350 - GATA Administrative Rules Merit Based Review of Grant Applications.
          2. the IDHS Merit Based Review Manual
        2. As dictated by the authoritative references above, the following minimum review criteria apply:
          1. Need: Identification of stakeholders, facts and evidence that demonstrate the proposal supports the grant program purpose.
          2. Capacity: the ability of an entity to execute the grant program according to project requirements.
          3. Quality: the totality of features and characteristics of a service, project or product that indicated its ability to satisfy the requirements of the grant program.
          4. Racial Equity: the ability of an entity to incorporate equity and racial justice principles in the design and implementation of the project.
          5. Other unique program criteria.
        3. Application is subject to Merit Based Review: Yes
      3. Criteria and Weighting of Each Criteria
        • 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 C Eligibility Information will not be evaluated and considered for funding.
        • Grant applications received will be reviewed by IDHS staff. The maximum possible score is 100 points.
        • Points Section Description
          5 Points 0 Executive Summary: The Executive Summary will serve as a stand-alone document for successful applicants that will 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.
          30 Points 1 Capacity/Agency Qualifications: The extent to which the applicant demonstrates:
          1. Strong management, supervision, and well-organized internal organizational structure to insure effective program/service delivery and sound fiscal conditions.
          2. Successful history of working with housing stabilization, high-risk populations and/or individuals with multiple or complex needs including having the expertise and capacity to deliver the services procured in the NOFO, such as: cultural competency, track record of providing effective services for all groups (including communities of color and people with disabilities), delivering successful and equitable program outcomes and access of services to all communities.
          3. Evidence of staff qualifications, experience, and capability to carry out the proposed program.
          25 Points 2 Community Identification/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(s) it proposes to serve.
          20 Points 3 Quality/Description of Program Services, Design and Implementation: The extent to which the overall program design adequately and effectively addresses:
          1. Qualifications to provide housing stabilization 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. Describe linkages that are already in place with other service providers. Ability and experience in building and sustaining community alliances, and collaborative efforts with community providers and public agencies.
          4. Ability to provide required data/information reports on a monthly basis to evaluate the program.
          15 Points 4 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 customer projections and needs.
          4. Where available supplemental or companion funding is clearly identified
          5 Points 5

          The purpose of this section is for the applicant to demonstrate understanding of the history and impact of racism and inequity on communities and to describe the organization's response to address racial inequity.

          Describe the applicant's commitment and actions to address equity and racial justice. Examples of commitment and activities may include but are not limited to, having leadership (board and/or executive staff) that is reflective of the community/population being served; having (or an intention to have) a Diversity, Equity, and Inclusion (DEI)/equity and racial justice plan that outlines how the organization ensures equity in access to its supports/services as well as equity in outcomes; having a plan to identify and address implicit bias in all areas of the organization, including programming; having (or an intention to have) an equity and racial justice training plan.

          If no equity and racial justice efforts are currently being practiced, describe the applicant's plan to implement those efforts, including a timeline of activities.

          Describe how the applicant will 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. Include applicant organization's written commitment to advancing equity and racial justice. If one is not yet written, please detail when and how such a statement will be institutionalized.

          Describe how the applicant will intentionally and deliberately analyze the delivery and/or impact of the program on underserved and marginalized groups (including communities of color, people with disabilities, gender nonconforming people, etc.)

          Include demographic information of program staff and agency leadership (board and/or executive staff) and discuss if these demographics match the designated community(ies).

          Based on racial demographic data, provide the number of policies, practices and procedures that have been implemented, revised, or repealed to reduce racial disparities at your agency.

  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: Angela Campo
      • Email of Agency contact for appeals: Angela.Campo@Illinois.gov
      • Email Subject Line: Appeal NOFO 24-444-80-0656-01

      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.

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 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 20 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 20 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 20 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 20 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. 

G. State Awarding Agency Contact(s)

H. Other Information, if applicable

N/A

I. Mandatory Forms