Note: Section C. Eligibility Information, 4. Pre-Award Requirements References a PRA is required. The PRA is no longer a requirement.
|Awarding Agency Name
|Illinois Department of Human Services
|Awarding Division Name
|Division of Mental Health
|Barb Roberson DHS.DMHGrantApp@illinois.gov
|Funding Opportunity Title
|402 Suicide Prevention First Responders
|Funding Opportunity Number
|Application Posting Date
|February 7, 2023
|Application Closing Date
|March 8, 2023, Noon Central Time
|CSFA Popular Name
|402 Suicide Prevention First Responders
|Catalog of Federal Domestic Assistance (CFDA) Number(s)
|Award Funding Source
|Estimated Total Program Funding
|Anticipated Number of Awards
|Cost Sharing or Matching Requirement
|Indirect Costs Allowed
|Restrictions on Indirect Costs
|Technical Assistance Session:
Session Offered: Yes
Session Mandatory: No
February 22, 2023, 2:00 - 4:00 PM Central Time
Link to Registration
A. Program Description
1. Program Summary
First responders' operational stress and suicide risk are important public health and public safety concerns. In 2020, the Illinois General Assembly (ILGA) released the "First Responders Suicide Prevention Task Force Final Report and Recommendations." That report documents risk factors and other areas of concern among the first responder community in Illinois. Moreover, that report noted several recommendations.
With this program and funding opportunity, the Illinois Department of Human Services (IDHS) - Division of Mental Health (DMH) seeks to align first responder prevention efforts with recommendations cited in that report.
Specifically, this program aims to:
- Increase access to peer support and mental health awareness and intervention training for first responders and their families.
- Reduce the incidence of deaths by suicide among the first responder community by supporting evidence-based interventions, specifically lethal means safety and related training and supports.
For the purposes of this program, "First responder" means a law enforcement officer, firefighter, emergency medical services personnel as defined in Section 3.5 of the Emergency Medical Services (EMS) Systems Act, or public safety telecommunicator as defined in Section 2 of the Emergency Telephone Systems Act.
Embedded Wellness Support (Required initiative for all applicants)
- Stigma, barriers to care, and operational demands contribute to members of the first responder community not getting the mental health support they need (Haugen, et al., 2017). One helpful approach to close the gap between available mental health support and those in need of support is using "embedded" trained peers. Embedded peer models of support (peer defined as someone in the same work/occupational group) reduce help-seeking stigma by using work/occupational group similarities to build relationships. Further, by embedding peer support, it closes the access gap by bringing the help closer to those who are seeking it. This program initiative funds organizations to provide training to individuals who will serve as embedded peer support in their local fire, police, and EMS setting.
- DMH will fund organizations to provide training for the following programs:
- WRAP Facilitator - Wellness Recovery Action Plan training
- CPRS Training - Certified Peer Recovery Specialist
- First responder specific peer support training
- Specific program model subject to DMH approval
- Mental health first aid training (preapproved by DMH)
- Specific program model subject to DMH approval
Lethal Means Safety Training (Required initiative for all applicants)
- Lethal means are objects like guns or medications when used as a suicide method. Education about lethal means and ways to restrict access during a suicide crisis are evidence-based strategies to reduce deaths by suicide. This program initiative funds organizations to provide lethal means restriction education to emergency/first responders.
- DMH will fund organizations to provide training for the following
- Educate first responders on warning signs to help support co-workers who may be in crisis
- Provide training on safe storage of firearms and proper disposal of discontinued prescription medication
- Provide education to family members/friends of first responders on strategies to secure firearms after first responders end their work shift
- Provide gunlocks at various locations where first responders could easily obtain them (employers, training sites, etc.)
- Provide written literature on accessing assistance during times of crisis, locations of local community service providers
- Stigma is a commonly cited concern for mental health. Self-perceptions, perceptions that others have of you, and perceptions about specific mental health concerns are different types of stigma that may impede optimal mental health and wellness. In first responders, the "stigma of organizational culture" is a persistent barrier to accessing mental health support and care. This program initiative funds organizations to provide literature, materials, training, and other resources to reduce mental health stigma in emergency/first responders and their families.
- DMH will fund organizations to provide literature, materials, training, and other resources to:
- Educate First Responders on the impact of stigma related to mental health
- Educate family/friends of first responders on stigma and the impact it has related to suicide
- Raise awareness about available resources for mental health support
2. Authorizing Statutes or Regulations
59 Ill. Admin, Code 132 (Rule 132), Section 132.150g
Mental Health Community Services Act (405 ILCS 30/ Section (f))
Illinois Administrative Code Part 7000 Grant Accountability and Transparency Act
3. Scope of Services
First responders (police, firefighters, and emergency services personnel) are on the front line of public safety and welfare, especially during the Covid-19 pandemic. The First Responders Suicide Prevention Program recognizes the need to strengthen mental health programs for first responders.
- This program aims to: Increase access to peer support and mental health awareness and intervention training for First Responders and their families.
- Reduce the incidence of deaths by suicide among the First Responder community by supporting evidence-based interventions, specifically lethal means safety and related training and supports.
- Design and deliver a campaign to combat mental health stigma among First Responders and their families.
- Grantees will operate a program that provides peer support and mental health awareness training for individuals who will serve as embedded peer support in First Responder work settings.
- Grantees will operate a program that provides lethal means restriction education and supplies to First Responders and their families.
- Grantees may provide reducing mental health stigma literature, materials, training, and other resources to reduce mental health stigma among First Responders and their families.
- The Grantee will procure or arrange for training on the program activities and make that training available to First Responders and their families.
- The Grantee will procure, arrange for, or develop materials needed to provide resources, literature, and other materials for the program activities.
- The Grantee will collect quantitative program efficacy and satisfaction data from program participants.
- Grantees will engage First Responders in the development of program materials, and program design through focus groups, surveys, or other means.
5. Performance Measures
- Proposed number of individuals targeted for training.
- Number of individuals who completed embedded peer support training.
- Number of individuals trained in lethal means safety.
- Number of First Responders members receiving literature or other resources on lethal means.
- Number of First Responders and family members receiving literature or other resources on combatting stigma.
- Number of total participants receiving supportive services.
- Number of hours of training provided.
- Number of initial satisfaction assessments administered to program participants.
- Number of initial satisfaction assessments completed by program participants.
- Number of 5-8-month satisfaction assessments administered to program participants.
- Number of 5-8-month satisfaction assessments completed by program participants
- Number of 5-8-month efficacy assessments administered to program participants.
- Number of 5-8-month efficacy assessments completed by program participants.
6. Performance Standards
- 75% of the proposed number of individuals targeted for training completed the embedded peer support training
- 75% of the proposed number of individuals targeted for training, completed lethal means safety training.
- 100% of program participants completed initial satisfaction assessment.
- 50% or more of program participants completed 5-8-months satisfaction assessments.
- 50% or more of program participants completed 5-8 months of efficacy assessments.
B. Funding Information
- This is a competitive funding opportunity.
- The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
- The source of funding for this program is Federal funds.
- The Department anticipates the availability of approximately $4,113,816 and funding 16 grant awards to provide this program. It is anticipated that grant awards will be $200,000-$250,000.
- Subject to appropriation, the grant period will begin no sooner than April 1, 2023, and will continue through June 30, 2023.
- Successful applicants under this NOFO may be eligible to receive one subsequent one-year grant renewal for this program. Renewals are at the discretion of the Department and are based on performance and sufficient appropriation.
- Proposed budgets must be sufficiently detailed and justified to be approved by IDHS. Successful applicants will NOT receive a grant agreement until after their budget has been approved through the Community Service Agreement tracking system (CSA) system.
- Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the subcontractor.
C. Eligibility Information
1. Eligible Applicants
This competitive funding opportunity is limited to applicants that meet the following requirements:
- Must be one or more of the following:
- Non-profit trade groups representing police, fire, paramedic or first/emergency responders
- Non-profit associations or organizations having a mission or primary interest in issues related to police, fire, emergency personnel, or their families
- Non-profit organizations, education organizations or other entities with a program or services for first responders
- Governmental agencies that serve, but do not primarily employ, first responders
- Non-Profit Organizations
- The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.
Applicant entities will not be eligible to apply for a grant award until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive UEI, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.
For assistance navigating government application prequalification procedure, refer to IDHS GATA Prequalification Assistance.
Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.
The following information is required to complete registration:
- Organization's Unique Entity Identifier (UEI); For additional information on UEI, refer to Section Unique Entity Identifier and System for Award Management (SAM) below.
- Organization's Federal Employer Identification Number (FEIN);
- Organization type;
- Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
- Organization's name
- Organization's mailing address;
- Organization's primary email address;
- Organization's primary phone number
- Organization's fiscal year-end date
3. Unique Entity Identifier and System for Award Management (SAM)
Each applicant is required to:
- Be registered in SAM.gov before submitting its application. Provide a valid unique entity identifier in its application; if your organization does not yet have a UEI, request one
- Continue to maintain an active SAM registration with current information at all times during which it has an active award, an application, or plan under consideration by the Department
The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements. If an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant.
4. Pre-Award Requirements
The pre-award process includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire (ICQ) and a Programmatic Risk Assessment (PRA). The ICQ is completed for the organization, while the PRA must be completed for each separate grant for which an applicant intends to apply. The Department may NOT issue a Notice of Award or a Grant Agreement to any applicant that does not have a submitted and approved FY 23 ICQ and a submitted and complete FY 23 PRA. While these are NOT required prior to submitting the application, they are required prior to the Department issuing an award.
Applicants that have not completed an ICQ and/or PRA for the grant award year at the time of application will be contacted by the Department to complete these pre-award requirements.
These grantee pre-award requirements are mandated by Federal Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA). Grantees must complete these requirements prior to receiving a grant award from the State of Illinois.
5. Registration in CSA
The CSA Tracking System is the system the Illinois Department of Human Services (IDHS) utilizes for approving budgets and issuing grant awards. It is strongly recommended that if an applicant entity is not already registered in the CSA Tracking System, they should begin the registration as soon as possible so they may submit a signed budget in CSA. While registration in CSA is not part of the prequalification process, successful applicants will NOT be issued an award without a fully approved budget in the CSA System.
6. State and Federal Laws and Regulations
The agency awarded funds through this NOFO must agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).
7. Cost Sharing or Match Requirements
Providers are not required to participate in cost sharing or provide match.
8. Indirect Cost Rate
Indirect Cost Requirements and Restrictions
In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
Every organization that receives a state award must make an indirect cost rate proposal or election in the State of Illinois Grantee Portal, Centralized Indirect Cost Rate Election System, including organizations that are choosing not to claim payment for indirect costs.
Indirect Cost Rate Election:
- Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA and submit an Indirect Cost Rate Proposal in the Crowe Activity Review System (CARS).
- State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have a Federally Negotiated Rate and would like to negotiate a rate with the State of Illinois.
- De Minimis Rate. An organization may elect a De Minimis rate of 10% of modified total direct cost (MTDC)**. Once established, the De Minimis rate may be used indefinitely. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.
**2 CFR § 200.68 Modified Total Direct Cost (MTDC). MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
- "No Rate": Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into the Indirect Cost Rate Election System.
Crowe Activity Review System (CARS). CARS will allow your organization to document your already established federally approved indirect cost rate, or complete an indirect cost rate proposal (see State Negotiated Rate above). Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification. If the organization elects to submit a Federally Negotiated Rate or a State Negotiated Rate, they will receive an invitation to submit their proposal in the CARS system.
Organizations that have previously established an indirect cost rate election and would like to continue with a Federal or State Negotiated Rate must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
Organizations that do not make a submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
For more information see:
Centralized Indirect Cost Rate User Manual
9. Grant Fund Use Requirements
All applicants will use grant funds according to the guidelines, conditions, and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.
- Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
- Unallowable costs: Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from IDHS:
- Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
- Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
- Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
- Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
- Deposits for items, services, or space
Simplified Acquisition Threshold: Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2 CFR 200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying subaward:
- That the grantee agency, prior to making a subaward with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
- That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
- That the awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.
10. Post Award Requirements of Applicant
Successful applicants agree to provide program services as described throughout this Funding Notice.
Start Date: Applicants must be in a position to begin offering services on April 1, 2023.
- Technology: Agencies awarded funds through this funding notice should have a computer that meets the following minimum specifications for the purpose of utilizing any required IDHS web-based reporting system and the receipt/submission of electronic program and fiscal information:
- Internet access, preferably high-speed
- Email capability
- Microsoft Excel
- Microsoft Word
- Adobe Reader
The purchase of this technology would be an allowable expenditure under the grant and may be budgeted for as part of this application.
- Site Visits: The applicant agrees to participate in site visits/quality reviews as requested by the Department.
- COVID Policies and Procedures: Provider organizations shall have written COVID policies and procedures that align with current guidelines put forth by the local Health Department, the Illinois Department of Public Health and/or the Center for Disease Control.
- Sectarian Issue: Provider organizations may not expend federal or state funds for sectarian instruction, worship, prayer, or to proselytize. If the Provider organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
- Hiring and Employment Policy: It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
- Publication of Studies, Reports or other Program Products: The applicant agrees that products produced for the Department under this award, including, but not limited to research reports, data, analyses, and policy recommendations are the property of the Department and will not be published or distributed except as prescribed by the Department.
D. Application and Submission Information
1. Address to Request Application Package
Application materials are provided throughout this announcement and will be made available in user/printer friendly format and may be found on the IDHS website on the FY23 Division of Mental Health Grant Opportunities web page. Additional copies may be obtained by contacting the Division of Mental Health at the email address below.
Each applicant must have access to the internet. The Department's web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.
Program Email Address: DHS.DMHGrantApp@illinois.gov
2. Content and Form of Application Submission
Uniform Application for State Grant Assistance
The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative.
On Page 3, applicants will need to include the amount for which they are applying and sign.
IMPORTANT: The program narrative makes up the bulk of your application. Please provide a complete response to the following sections. If the program narrative is missing from your application packet, your application will receive a score of zero points and your agency will not meet the criteria to receive a grant under this notice of funding opportunity.
Program Narrative Content
If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below.
Each applicant is required to submit a Program Narrative. The Program Narrative must include categories consistent with the criteria listed in Section E Application Review Information.
- The Program Narrative shall not exceed 14 pages. If there are more than 14 pages, the remaining pages will not be reviewed or scored.
- All documents must be typed using Times New Roman 12-point type, 100% magnification and use black typeface on a white background, except for letterhead.
- For charts and tables only Times New Roman 10-point with color may be used.
- The Program Narrative must be typed single-spaced with 1-inch margins on all sides.
- The submission must be on 8 1/2 x 11-inch page size using pdf or pdf portfolio.
3. Unique Entity Identifiers (DUNS Number and SAM Registration)
Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
- Be registered in SAM.gov before the application due date. You may also utilize "How To Register in SAM" reference tool.
- Provide a valid unique entity identifier (UEI number) in its application; and
- Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
- For more information, refer to Section C: Eligibility Information and Grant Funding Applications that fail to meet the criteria described in Section C: Eligibility Information and Grant Funding will not be scored and/or considered for funding.
4. Application Submission Dates and Times
This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."
The applicant must develop a budget consistent with program requirements.
- To be considered for award, application materials will only be accepted electronically and must be in the possession of the DMH email address DHS.DMHGrantApp@illinois.gov and by the designated date and time listed in the NOFO Summary above.
- Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time it was submitted, along with the email address to which it was sent. In the event of a dispute, the applicant bears the burden of proof that the proposal was received on time at the location listed above.
- Encrypted emails are not permitted.
- If an applicant experiences technical difficulties, an email must be sent to DHS.DMHGrantApp@illinois.gov prior to the submission deadline. If State systems are deemed to be working properly, it is the applicant's responsibility to ensure their application materials arrive at the appropriate email address before the submission deadline date and time.
- IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.
- Applicants will receive an email to notify them that the application was received and if it was received by the due date and time. The email of the original sender of the application will be used for official communication between the Department and the applicant organization for matters regarding this application. Applications and Program Narratives received after the due date and time will not be considered for review and funding. There will be no exceptions.
- The subject line of the email MUST state:
- Applicant Name;
- 402 Suicide Prevention First Responders
- IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Questions and IDHS/DMH Responses "Q&A" will be posted to the IDHS Website on the FY23 Division of Mental Health Grant Opportunities web page and updated periodically.
- Questions about this NOFO, must be sent via email to DHS.DMHGrantApp@illinois.gov.
- The subject line of the email MUST state:
- Applicant Name;
- 402 Suicide Prevention First Responders - Question(s).
- Questions will only be accepted electronically. Deadline for Questions is March 1, 2023, NOON Central Time.
6. Subcontractor budget(s)
- If applicant is planning to use a subcontractor, a pdf copy of the subcontractor budget must be submitted as a separate pdf document with the application packet.
- Subcontractor budgets shall be submitted on the IDHS/DMH Budget template (GOMBGATU-3002-(R-02-17) as an attachment.
7. Budget Requirements
- The CSA Tracking System is where the IDHS requires all applicants to enter their GATA Budget information. It is also where IDHS staff will review and take action on the proposed budget. The CSA Tracking system requires that you have different credentials than what you have for the Illinois GATA Grantee Portal. Please follow the directions below to sign the proposed budget.
- A budget and budget narrative need to be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review".
- There is space when preparing the budget on each line item for the budget narrative. For each line in the budget the applicant will describe why each expenditure is necessary for program implementation and how the amount was determined. Please include cost allocations as necessary. The Budget narrative (including MTDC base exclusions as appropriate) must clearly identify indirect costs, direct program costs, direct administrative costs, and describe how the specified resources and personnel have been allocated for the tasks and activities within each line item. See instructions for the CSA Tracking System and Budget Information. The budget should be prepared to reflect 3 months.
- A Budget Template and Instructions can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System. The pdf budget or paper copy will not be accepted. Applicants will NOT be issued an award without the applicant's fully approved budget in the CSA System.
E. Application Review Information
All competitive grant applications are subject to merit based review.
1. Criteria and Weighting of Each Criteria
Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.
All applicants / applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified in writing, by email, upon determination. This email will be sent to the email address of the original sender of the application and will identify the reason for disqualification.
Program Narrative Criteria
The maximum possible score is 100 points. All submissions will be reviewed, evaluated, and based on the Criteria listed below.
Information must be provided in the section in which it is requested. If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below.
To be successful in the application process, applicants must submit the following information as part of the grant application process:
Executive Summary (not to exceed 2 pages) - Not Scored:
The purpose of this section is for the applicant to present the agency description, history, achievements, service description, equity advancement, financial overview, and future plans.
Population of Focus and Statement of Need (not to exceed 2 pages) - 25 points:
The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will meet these needs. To successfully respond to this section, the applicant will need to provide a physical description of the identified coverage area for this program. Also include the demographic information regarding the identified coverage area and discuss any link between demographics (race, gender, gender identity, other cultural aspects) and working as a first responder.
- Describe the geographic area and the specific first responder community(ies) your organization is proposing to serve.
- Describe the demographics (e.g. race/ethnicity, gender identity, sexual orientation, marital status etc.) of the population of first responders you intend to serve that is relevant to your program design.
- Describe the potential language, cultural, motivational, occupational, and access barriers for the targeted first responder community.
- Describe the relevant data about the need for your proposed program. Include data about the incidence (number of) deaths by suicide and other mental health concerns. Include data about the suicide risk and suicide protective factors for the population you intend to serve. If there is no information available, include a plan for how you intend to know the challenges among your target population and use that information for your programming efforts.
Capacity - Agency Qualifications Organizational Capacity, Experience, and Resources (not to exceed 3 pages) - 25 points:
Identify how your organization implements culturally and linguistically responsive services that reflect the cultural, racial, ethnic, and linguistic characteristics of the populations you propose to serve. This section should include information on how your organization implements Trauma-Informed Care, Evidence-Based Practices, and Cultural and Linguistically appropriate services utilizing the CLAS standards. Highlight languages spoken by therapeutic staff and if any of your staff members reside in the identified service area. Describe your experience providing services to the population(s) of focus, and their specific roles and responsibilities for this project.
Overall Organizational Capacity
- Administrative: Describe in detail your organization's administrative, fiscal, and programmatic capacity.
- Personnel: Provide your department's organizational chart. Include brief descriptions of key personnel. Include an overview of the anticipated staffing structure. You may use a table to provide information if you choose. Describe the hiring approach your organization uses to ensure your staffing reflects the racial/ethnic/cultural background of the communities you serve. Include a description of how your current staff demographics reflect the racial/ethnic community served. Explain any additional changes to hiring or training processes you will make to ensure cultural, linguistic, and subject matter expertise needs for staffing your program.
- Readiness: Describe the process your organization will follow to be fully ready to implement your program by April 1, 2023.
- Resources: Describe any existing financial, knowledge, skills, partnerships, and other resources that you may be able to leverage for this project.
- Population Experience: Describe your organization's prior experience and expertise working with first responders and their families.
- Subject Matter Expertise: Describe your organization's prior experience and expertise in suicide prevention activities.
- Collaboration: Describe your organization's history of collaborating with human services and/or behavioral health entities to ensure successful program implementation.
Quality - Description of Program Services (not to exceed 7 pages) - 50 points:
The purpose of this section is for the applicant to provide a detailed, clear, and accurate picture of its intended program design that indicates its ability to satisfy the requirements of the grant program. These goals and objectives should be SMART (specific, measurable, achievable, relevant, and time-bound). To support the implementation of these SMART Goals, the applicant should provide a timeline depicting the steps they will engage in to meet the goals. The applicant should include any evidence-based practices and interventions that will be implemented to meet the unique needs identified in the service area. Ensure that the diverse needs of the community will be met through the lens of diversity, equity, inclusion, and racial justice and supported by trauma informed, Cultural and Linguistically appropriate services. This section must include a staffing plan demonstrating the required supervisory structure, key activities and responsibilities of staff, level of effort, and experience providing service to the population(s) of focus and familiarity with their cultures and language.
Using the table below, describe how many participants you propose will complete your program.
|ENTER THE NAME OF YOUR PROGRAM HERE
|PROPOSED NUMBER OF PROGRAM PARTICIPANTS
|Emergency Medical Services Personnel
|Public Safety Telecommunicators
|Embedded Peer Support
Using the table below, describe your timeline for when you will meet program benchmarks.
|ENTER THE NAME OF YOUR PROGRAM HERE
|1. Be fully staffed for program implementation
|2. Conduct the first Embedded Peer Support Training
|3. Conduct the first Lethal Means Safety Training
|PLEASE ENTER OTHER PROGRAM BENCHMARKS IN THE ROWS BELOW. INSERT ADDITIONAL ROWS IF NEEDED.
- PROGRAM PARTNERSHIPS: Please describe any partnerships you deem critical to implementing your program. Please explain how that partnership will work, emphasizing how it relates to how you intend to fill program requirements. Please include memorandums, or other documentation of critical partnerships in a separate attachment when submitting the application and program narrative. Program partnerships may consist of paid, contracted, in-kind, or no-cost agreements.
- EMBEDDED PEER SUPPORT: Describe how you will implement the required Embedded Peer Support training program. Include information on how you will recruit your proposed target population and ensure you will meet your proposed number of program participants. Include details on any partnerships or other resources needed to implement the program.
- LETHAL MEANS SAFETY: Describe how you will implement the required Lethal Means Safety training program. Include information on how you will recruit your proposed target population and ensure you will meet your proposed number of program participants. Include details on any partnerships or other resources needed to implement the program.
- COMBATTING STIGMA AND OTHER PROGRAM ACTIVITIES: Describe how you will implement other program activities. Include information on how you will recruit your proposed target population and ensure you will meet your proposed number of program participants. Include details on any partnerships or other resources needed to implement the program. [ADD A NUMBERED LIST ITEM FOR EACH ADDITIONAL PROGRAM ACTIVITY]
- PROGRAM STAFFING: Please provide a staffing plan for your proposed program. Explain the supervisory structure, key activities and responsibilities of staff, level of effort, and experience providing services to the target population in a culturally and linguistic way.
- PROGRAM MODALITY: Please describe whether your program activities will be virtual, in-person, or both Please explain how you intend to ensure program effectiveness and collaboration and interaction among program participants, either virtual or in-person.
- PROGRAM EVALUATION: All grantees will use the same standard program evaluation survey, developed and agreed upon once the final list of grantees is selected and awarded. The survey will be relatively short (no more than ten questions) and online. Each grantee may include additional program evaluation tools.
- Please copy and paste this statement: "I AGREE TO PARTICIPATE IN THIS FIRST RESPONDER SUICIDE PREVENTION PROGRAM'S APPROVED EVALUATION PROGRAM."
- Please describe any additional tools or means you intend to use to evaluate your program.
- PROGRAM REPORTING: All grantees will be required to submit timely reports and participate in a learning collaborative which includes quarterly meetings with program participants.
- Please copy and paste this statement: "I AGREE TO PARTICIPATE IN THIS FIRST RESPONDER SUICIDE PREVENTION PROGRAM'S REPORTING PROGRAM."
2. Review and Selection Process
As described in the Criteria section above, evaluation of the application will be done by IDHS/DMH staff familiar with the requirements of the program including services to be performed in specified geographic location. Review team members will have no conflicts of interest and will read and evaluate Narratives independently.
The numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
- Apply one or more of the additional factors for consideration described above to prioritize the applications; or
- Partially fund each of the tied applications or
- Not fund any of the tied applications.
The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
3. Merit-Based Review Appeal Process
Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal and shall be reviewed by IDHS' Appeal Review Officer (ARO).
Submission of Appeal
Appeals submission IDHS contact information:
- Name of Agency contact for appeals: Barb Roberson
- Email of Agency contact for appeals: DHS.DMHGrantApp@illinois.gov
- Email Subject Line: Applicant Name - 402 Suicide Prevention First Responders - Appeal
An appeal must be submitted in writing to appeals submission IDHS contact listed above, who will send to the IDHS Appeal Review Officer (ARO) for consideration.
- An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
- The written appeal shall include at a minimum the following:
- Name and address of the appealing party;
- Identification of the grant; and
- Statement of reasons for the appeal.
- Supporting documentation, if applicable
Response to Appeal
IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
- IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
- The appealing party must supply any additional information requested by IDHS within the time period set in the request.
The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
- In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
- The Agency will resolve the appeal by means of written determination.
- The determination shall include, but not be limited to:
- Review of the appeal;
- Appeal determination; and
- Rationale for the determination.
4. Simplified Acquisition Threshold - Federal Awards
Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2 CFR 200 Section 200.88). Therefore, the grantee is subject to Simplified Acquisition Threshold. Refer to Section C. 8. Grant Funds Use Requirements for more information.
F. Award Administration Information
1. State Award Notices
Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:
- Grant award amount
- The terms and conditions of the award
- Specific conditions, if any, assigned to the applicant based on the fiscal and administrative (ICQ), programmatic risk assessments (PRA) and merit-based review.
Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA.
The applicant shall receive the NOSA through the Grantee Portal.
The NOSA must be accepted by the grants officer (or equivalent). This effectively accepts the state award amount and all conditions set forth within the notice. This accepted NOSA is the document authorizing the Department to proceed with issuing an agreement.
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.
The agency awarded funds through this Funding Notice must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.
Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:
- Time Period for Required Periodic Financial Reports. Grantee shall submit financial reports to Grantor pursuant to Paragraph 13.1 of the Uniform Grant Agreement and reports must be submitted no later than 30 days after the quarter ends.
- ime 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 60 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 60 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.
Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.
PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov
The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below. Reporting templates and instructions for submitting reports can be found in the Provider section of the IDHS website.
PPR and PRTP Email Address for All Grants: DHS.DMHQuarterlyReports@illinois.gov
DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.
4. Payment Terms
It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment method exist, namely Advance Payment, Reimbursement, and Working Capital Advance. Each is discussed below:
Advance Payment Method (Advance and Reconcile)
- An initial payment will be processed in an amount equal to the first two months' cash requirements as reflected in the Advance Payment Requirements Forecast (Cash Budget) Form submitted with the Grantee's application. The initial payment will be processed upon execution of the grantee's Uniform Grant Agreement.
- Grantees must submit monthly invoices in the format and method prescribed in the Grantee's executed Uniform Grant Agreement. The first invoice is due within 15 days after the first month of the Award's term. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
- Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
- Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days..
- Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
- Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.
- IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
- Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted on or before the 15th calendar day following the end of each monthly invoice period. As practicable, Grantor shall process payment within 30 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
- Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
Working Capital Advance Method
- IDHS Grant Program Managers will advance working capital payments to the grantee to cover their estimated disbursement needs for an initial period not to exceed two months of grant expenses. Startup costs may be approved if determined by IDHS Grant Program Managers to be allowable.
- Grantees must submit monthly invoices for each of the one or two months covered by the Working Capital Advance in the format and method prescribed by the Grantor. The first invoice is due 15 calendar days after the first month of the Award term. Invoices must include only allowable incurred costs that have been paid by the grantee. For grant programs that have grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
- Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
- Working Capital Advance Payments are limited to a single occurrence per grant term.
- Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.
Additional Advance Payments
Additional working capital advance payments may be considered on a case-by-case basis. Such requests must be made in writing, may require supporting documentation and must be approved by IDHS Executive Staff.
Grantees that do not select either the Advance Payment Method or the Working Capital Advance Method will automatically default to the Reimbursement Method. Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above.
G. State Awarding Agency Contact(s)
If you have questions about this NOFO, please contact Barb Roberson
H. Pre-Award Costs
Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative. Pre-award costs are/are not allowable.
I. Mandatory Forms
These submissions must be submitted to DHS.DMHGrantApp@Illinois.gov by the due date listed in the Summary Information table above. These must be separate documents, except for the Uniform Grant Budget which is submitted in the CSA Tracking System.