590 Crisis Care System (25-444-22-2539)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Mental Health
Agency Contact

Rob Putnam

DHS.DMHGrantApp@illinois.gov
Announcement Type Non-Discretionary/Renewal/Exception
Funding Opportunity Title 590 Crisis Care System
Funding Opportunity Number 25-444-22-2539
Application Posting Date March 7, 2024
Application Closing Date April 8, 2024, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-2539
Catalog of State Financial Assistance (CSFA) Popular Name 590 Crisis Care System
Catalog of Federal Domestic Assistance (CFDA) Number(s) 93.958

A. Program Description

1. Program Summary

  • The Division of Mental Health (DMH) seeks to expand the crisis services continuum to support the recently released SAMHSA Crisis Services: Meeting Needs, Saving Lives initiative.

    This effort aims to establish a continuum of crisis services available for anyone, anywhere, and at any time. DMH is committed to preserving existing community-based programs developed through the historic DMH programs of 410 (Capitated Community Care), 420 (Eligibility Disposition and Assessment), and 580 (Crisis Staffing) while expanding our capacity to provide crisis services across the state. DMH expects that all providers in this program will receive and respond to requests for emotional support received by the Call4Calm system that was established in 2020. Additionally, DMH views Program 590 as an opportunity to address service gaps due to racial and geographic inequities.

    Crisis services provided by Program 590 include, but are not limited to: access to the traditional community-based mental health and substance use crisis stabilization and treatment services consistent with Medicaid "Rule 140" service definitions, including Crisis Intervention and Mobile Crisis Team Services. This includes addressing the needs of justice-involved individuals experiencing mental health issues. Providers should be able to respond to environments such as courts where opportunities exist to divert individuals from the criminal justice system to crisis services. Program 590 grantees should be available to anyone within the community in need of mental health crisis treatment, regardless of payor status. It is further expected that Grantees operating Program 590 will submit claims for services as appropriate for individuals with a funding stream to support such claiming.

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.

3. 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
  • 45 CFR Part 96; also portions of 2 CFR Part 200/45 CFR Part 75

4. Project Description

  • Grantees must have capacity to respond to mental health crisis and treatment needs within the community(ies) served. This includes access to mental health crisis care services; evaluation of unfunded individuals to determine and facilitate placement into the needed level of mental health care; the ability for an entity to respond to both walk-in and telephone-based crisis contacts; the ability to respond with mobile crisis level services to sites within the covered community consistent with SAMHSA's guidance that service be available to respond to the person in crisis where they are located, rather than limited to pre-determined areas or locations. Grantee must attest that it has read and comprehend SAMHSA's Behavioral Health Crisis Care Toolkit and will incorporate these expectations into Program 590 service design.

    The Grantee is expected to provide services and supports to individuals experiencing mental health crises consistent with the 590 Program Manual. Services consist primarily of the services eligible for Medicaid reimbursement consistent with the Department of Healthcare and Family Services Rule 140 and operated through Certified Community Mental Health Centers certified by Department of Human Services Rule 132, but can also include any other services or supports the community mental health Grantees determine necessary to achieve the recovery goals of the individual and avoid more restrictive and expensive services.

    Grantees must ensure sufficient staffing for moblie crisis response team services consistent with the 590 Program Manual. Grantee must ensure that QMHP and MHP existing staffing levels are maintained and must plan for the employment of additional staff necessary to expand crisis response capacity in the community(ies) served to ensure availability of a team-based, mobile approach to crisis response. Each team must at a minimum contain an MHP and an Engagement Specialist with immediate access to a QMHP. Grantees must employ individuals with lived experience as Engagement Specialists (ES) who are capable of obtaining the Certified Recovery Support Specialist (CRSS) credential within one year of date of hire and/or must employ individuals with unique personal experience in their own recovery who are capable of obtaining the Certified Peer Recovery Specialists (CPRS) credential within one year of date of hire. The Engagement Specialists will be hired from within the community(ies) the Grantee is proposing to serve and will serve as an integral part of service delivery. In addition to the role on the Mobile Crisis Response Team defined above, the individuals hired for these positions will provide outreach and engagement services to ensure that individuals in the designated geographic area are aware of the availability of mental health services and can gain access to those services.

5. Performance Requirements

  • The provider will:
    • Identify a Full Time Project Director dedicated soley to Program 590, who is at a minimum a QMHP and will be responsible for all aspects of development of the crisis system of care for the entity's coverage area. This includes but is not limited to developing the service continuum, policy and procedure development, data collection, maintaining a local governance structure to support the crisis system of care, and collaborating with the Division of Mental Health and with the evaluators contracted by the State of Illinois to evaluate the impact of programs developed in whole or in part with Cannabis Tax Revenue funds.
    • Review and update the required DMH program manual consistent with the program and service descriptions as detailed in the SAMHSA guidance referenced above. The manual must detail a staffing plan sufficient to meet the needs of the community(ies) served and incorporate the protocols developed within the Statewide and Regional CESSA Advisory Committees. The manual should also include defined roles for all crisis staff consistent with SAMHSA guidance, and provide staff with procedures to ensure adequate crisis response for the community(ies) served.
    • Adhere to the program manual guidance developed by the Division of Mental Health and the applicable protocols developed within the Statewide and Regional CESSA Advisory Committees and approved by the applicable Region EMS Director.
    • Provide quarterly data reports and complete evaluation surveys as required by the Division of Mental Health.
    • Project directors participate fully in the Division of Mental Health crisis system of care learning community which will include a monthly Statewide meeting and a monthly Regional meeting, and any additional applicable meetings as determined by the funding source.
    • Accurately submit data on the PRTP report.
    • Crisis team members and leadership participate in trainings and technical assistance sessions as directed by the Division of Mental Health.
    • Coverage for MCRT service must be available 24 hours a day seven days a week, if not 590 provider must notify DMH in writing if coverage is less than 24/7.
    • All individuals (full lifespan) who were referred to the crisis system of care (or for MCRT) are served.
    • Grantees must have a dedicated 24/7/365 Mental Health Crisis Line. This telephone number will serve as the designated number for direct transfers from 988 and other call centers. Staff that answer this line must be well informed on the policies and procedures of the MCRT and the 590 Crisis Care System. The crisis line cannot be connected to an answering service.

6. Performance Measures

  • Number of Program 590 Project Directors employed at 1.0 FTE responsible for development and implementation of the local crisis system of care and functioning as the liaison between the local service system and DMH.
  • Number of days in the reporting period.
  • Number of days in the reporting period mobile crisis response team (MCRT) services were available, 24 hours a day.
  • Number of referrals received via the crisis system of care. *
  • Number of individuals served via the crisis system of care. *
  • Number of referrals received for unduplicated individuals served via the crisis system of care.
  • Number of referrals to the crisis system of care from crisis call lines, including a 988 call center.
  • Number of unduplicated individuals referred to the crisis system of care from crisis call lines, including a 988 call center.
  • Number of walk-in encounters for crisis services.
  • Number of unduplicated individuals served via walk-in.
  • Number of unfunded, unduplicated individuals served.
  • Number of out of office MCRT responses to referrals received from any source.
  • Number of unduplicated individuals who received MCRT service.
  • Number of MCRT responses where an individual received engagement services from an Engagement Specialist.
  • Number of unduplicated individuals who received engagement services from an Engagement Specialist during MCRT response.
  • Number of MCRT responses with Law Enforcement/EMS on scene upon arrival of MCRT.
  • Average Response time from request for MCRT services to arrival on scene. (Please provide time in minutes).
  • Average Time MCRT remained on scene. (Please indicate time in minutes) (Time on scene is the time of arrival to incident - the time MCRT service concludes).
  • Number of requests for MCRT when deployment did not occur.

    * Applicable to 4 and 5 - Includes all of the crisis continuum of care, not only MCRT.

7. Performance Standards

  • Program 590 Project Director hired and employed at 1.0 FTE, responsible for development and implementation with the local System of Care (SOC) and to function as the liaison between the local SOC and DMH.
  • 100% of days in the reporting period that MCRT service was available 24 hours a day.
  • 100% of individuals who were referred to the crisis system of care were served.

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $70,226,358 in funding.
  • The source of funding for this program is State/Federal funds.

2. Number of Grant Awards

  • The Department anticipates funding approximately 65 grant awards to provide this program.

3. Expected Amounts of Individual Grant Awards

  • The Department anticipates that grant awards will be between $185,000 and $2,829,000.

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

  • Previous funding amounts per grant award on average was $1,080,405.

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

  • Subject to appropriation, the grant period will begin no sooner than July 1, 2024, and will continue through June 30, 2025.

6. Renewal or Supplementation of existing projects eligibility

  • This program will be awarded as a 12-month term agreement.
  • This is the third renewal of three.
  • Renewals are at the sole discretion of IDHS and are contingent on meeting the following criteria:
    • Applicant has performed satisfactorily during the most recent past funding period.
    • All required reports have been submitted on time, unless a written exception has been provided by the Division.
    • No outstanding issues are present (i.e., in good standing with all pre-qualification requirements); and
    • Funding for the budget year has been appropriated in the state's approved fiscal year budget.

7. Type of Assistance Instrument

  • This is a non-discretionary funding opportunity.

8. Procurement Contract Allowability

  • Subcontract 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 applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
  • The release of this funding opportunity does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

1. Eligible Applicants

  • This non-discretionary funding opportunity is limited to applicants that meet the following requirements:
    • This funding opportunity is limited to those who currently have an award for this program.
    • The types of applicants that may apply for the grant award are:
  • Government Organizations
  • Nonprofit Organizations
  • For-Profit Organizations

2. Prequalification

  • Applicants will not be eligible to apply for a grant 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 or the Illinois Debarred and Suspended 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 until applicant is prequalified.
  • 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
  • Applicants will not receive an award if pre-award requirements are not met. See Section D for more information.
  • Funding Restrictions - See Section D for funding restriction impacting eligibility.

3. Cost Sharing or Match Requirements

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

4. Indirect Cost Rates

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 Illinois Centralized Indirect Cost Rate System.
    • 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 Illinois Centralized Indirect Cost Rate 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 subrecipient s up to the first $25,000 of each subaward or subcontractor (regardless of the period of performance of the subawards and subrecipients 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 subcontractor 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.
    • State Funded Universities/Institutions: Maximum reimbursement for indirect costs is restricted to 10% Off Campus and 20% On Campus with MTDC base.
  • The Illinois Centralized Indirect Cost Rate System 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 Illinois Centralized Indirect Cost Rate 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 Illinois Centralized Indirect Cost Rate System within the required timeframes will not be allowed to claim indirect cost reimbursement.
  • For more information, see:

5. Registration in CSA

  • The Community Service Agreements (CSA) Tracking System is the system the 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. Limit on Number of Applications

  • More than one application per entity is not permitted.

D. Application and Submission Information

1. Address to Request Application Package

  • The complete application package (including links to required forms) is available throughout this opportunity.
  • Each applicant must have access to the internet. The Department's website will contain information regarding the materials necessary for submission.
  • Additional copies may be obtained by contacting the Division of Mental Health by emailing DHS.DMHGrantApp@illinois.gov.

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.
  • All Application Materials should be submitted in one email (size permitting), as separate pdf documents:
    • Uniform Application for State Grant Assistance
    • Project Narrative
    • Conflict-of-Interest Disclosure
    • Subcontractor Budgets, if applicable
    • Advance Payment Request Cash Budget Form, if applicable

Required Forms

  • The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative.
  • Page one of the application is pre-populated with the appropriate information. Applicants must not complete anything on Page one. The correct application must be used.
  • On Page three, applicants will need to include the amount for which they are applying and sign.
  • The applicant submission email address will be used for official communication between the Department and the applicant organization for matters regarding this application.

Budget Requirements

  • Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
  • 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.
  • A budget and budget narrative must be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review". A copy is not to be submitted along with the application packet. 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 12 months.
  • A Budget Template 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.

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 other application materials.
  • Subcontractor budgets shall be submitted on the GATA Uniform Grant Budget Template (GOMBGATU-3002).

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.

Pre-Award Requirements

  • All applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is the instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.
  • The deadline to submit the ICQ is April 15, 2024, 12:00 PM (Noon) Central Time.

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 (UEI) 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 with all UEI and SAM requirements.
    • The Department may determine that an applicant is not qualified if they have not complied with requirements and use that determination as a basis to award another applicant.

4. Application Submission Dates and Times

Application Due Date and Time

  • The Department must receive the Full Application:
    • Due on April 8, 2024 at Noon Central Time.
  • Applicants must electronically submit the complete application including all required narratives and attachments.
  • IDHS cannot guarantee a start date of July 1, 2024, if application submissions are received after the due date referenced in the Program 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. 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.
  • Applicants will receive an email to notify them that the application was received. The email reply will be sent to the original sender of the application materials.
  • The subject line of the email MUST state:
    • Your Entity's name
    • Program 590 Crisis Care System

5. Intergovernmental Review

  • Not applicable to Illinois State Awards.

6. Funding Restrictions

Pre-Award Costs

  • Pre-award costs 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

Electronic Submission

  • Applications must be submitted electronically to DHS.DMHGrantApp@illinois.gov.
  • Documents must NOT include a password nor be encrypted.
  • Contact DHS.DMHGrantApp@illinois.gov in the event of technical difficulties
  • IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.

8. Grantee Conflict of Interest Disclosures

  • Every grantee and subcontractor must disclose in writing any actual or potential Conflict of Interest as part of the grant application packet using the Grantee Conflict of Interest Disclosure Form IL444-5205.
  • Grantee Conflicts of Interest include, but are not limited to:
    • Grantee has an employee, board member, trustee, or immediate family member who:
  • Holds an elected or appointed office in Illinois.
  • Holds a seat in the Illinois General Assembly.
  • Is an officer or employee of any State board, commission, authority, or holds an elected or appointed position or is employed in any of the offices or agencies of State government.
    • Grantee has a financial interest, including ownership of stocks or bonds, in a firm which is a vendor or contractor.
    • Grantee has outstanding financial commitments to any vendor or contractor.
    • Grantee has a close personal relationship. such as a spouse, dependent child, or member of the technical advisor's household, that may compromise or impair the fairness and impartiality of the technical advisor and grants officer during the solicitation development, proposal evaluation, award selection process, and management of an award.
    • Grantee has any negotiation of employment with current or potential subcontractor or vendor.
  • Additional examples of Grantee Conflicts of Interest can be found in the Grant Accountability and Transparency Act (GATA) Website Resource Library.

E. Application Review Information

1. Project Narrative

  • A Project Narrative is required to support the Uniform Application for State Grant Assistance (GA) for non-competitive grants. The purpose of the Project Narrative is to describe the organization's program activities and design for implementing and administering the program for the upcoming State Fiscal Year (SFY). This Project Narrative will include information that is specific to your organization's proposed program services and be considered part of your grant agreement. Submission of this Project Narrative is required to fulfill contractual obligations.

2. Simplified Acquisition Threshold - Federal and State 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 200.1 Definitions). Therefore, the grantee is subject to Simplified Acquisition Threshold and related requirements.
    • IDHS prior to making an award with a total amount 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 a State or Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
    • IDHS 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 State and Federal awards when completing the review of risk posed by applicants as described in § 200.206.
  • (From 2 CFR 200.1 Definitions): Simplified Acquisition Threshold means the dollar amount below which a non-Federal entity may purchase property or services using small purchase methods (see § 200.320). Non-Federal entities adopt small purchase procedures in order to expedite the purchase of items at or below the simplified acquisition threshold. The simplified acquisition threshold for procurement activities administered under Federal awards is set by the FAR at 48 CFR part 2, subpart 2.1. The non-Federal entity is responsible for determining an appropriate simplified acquisition threshold based on internal controls, an evaluation of risk, and its documented procurement procedures. However, in no circumstances can this threshold exceed the dollar value established in the FAR (48 CFR part 2, subpart 2.1) for the simplified acquisition threshold. Recipients should determine if local government laws on purchasing apply.

F. Award Administration Information

1. State Award Notices

  • Applicants recommended for funding under this non-discretionary opportunity will receive a Notice of State Award (NOSA). This notification is sent to the main contact listed in the Grantee Portal; therefore, it is important to keep contact information in the Grantee Portal updated. 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 risk assessment (ICQ).
  • 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 or Declined by the grants officer (or equivalent). This acceptance of the NOSA 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 a grant agreement. The NOSA must be Accepted or Declined through the Grantee Portal. A hard copy is not required.
  • The NOSA 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).
  • After the Uniform Grant Agreement is published in the CSA Tracking System, it must be signed, and the signature page submitted to the Office of Contract Administration at DHS.DHSOCA@Illinois.gov.
  • An award is NOT considered to be fully executed until both parties have signed the grant agreement. IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

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.
  • You can find a sample of the FY25 grant agreement at 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:
    • Periodic Financial Reports.
    • Close-out Reports.
    • Periodic Performance Reports.
    • Close-out Performance Reports.
    • 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.
  • If the State share of any State award may include more than $500,000 over the period of performance, applicants are also subject to the reporting requirements reflected in Appendix XII to 2 CFR 200.
  • Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).
  • Grantee shall submit these reports) to the appropriate email address listed below. 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 UGA to be reimbursable.
  • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

4. Payment Terms

  • Grantees will receive payment by one of the three payment methodologies (Advance Payment, Reimbursement or Working Capital Advance). Grantees will automatically be paid via Reimbursement Method unless a request for Advance Payment Method or Working Capital Advance Method is made using the IDHS Advance Payment Request Cash Budget Template (Cash Budget).

  • 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. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
    • Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
    • Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.

  • Reimbursement Method

    • IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
    • Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. 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. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. 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.
  • 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. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Forms