Illinois Welcoming Center (25-444-80-1493-01)

  Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Family and Community Services/Welcoming Centers for Refugee and Immigrant Services
Agency Contact
Announcement Type Competitive
Funding Opportunity Title Illinois Welcoming Centers
Funding Opportunity Number 25-444-80-1493
Application Posting Date Friday, March 29, 2024
Application Closing Date Monday, May 6, 2024 at 5:00pm CST
Catalog of State Financial Assistance (CSFA) Number 444-80-1493-01
Catalog of State Financial Assistance (CSFA) Popular Name Illinois Welcoming Centers
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Award Funding Source State
Estimated Total Program Funding
  • $23 million
  • One-Stop shop: $20 million
  • Capacity building, training, and technical assistance: $3 million
Anticipated Number of Awards Anticipated Number of Awards based on coverage of services needed statewide
Award Range
  • The determination of the funding amount will be based on the nature of the application and its intended recipient. In case of direct service applicants, the funding eligibility will be determined considering the maximum cost of $800 per unduplicated client/household served.
  • The determination of capacity building will be dependent on the submitted application and the availability of funding.
Cost Sharing or Matching Requirement There is no cost sharing or matching requirement for this program.
Indirect Costs Allowed Yes
Restrictions on Indirect Costs See GATA rules and regulations
Technical Assistance Session
Letter of Intent
NOFO/Application Frequently Asked Questions (FAQs)
  • Submit Questions to: Delyris.Martinez@illinois.gov and DHS.BRIS@illinois.gov
  • Due date for submitting questions: April 26, 2024 5:00pm CST. FAQs will be updated frequently, and a final, complete list will be posted to the IDHS website April 30, 2024.

A. Program Description

  1. Program Summary

    • Program Overview

      • The Illinois Welcoming Centers Program (IWC) embodies a holistic and inclusive approach, serving as a one-stop-shop model for immigrants, refugees, asylees, humanitarian parolees, and Limited English Proficient (LEP) populations. Embracing Comprehensive Case Management, Community Education, and Community Alliances as its cornerstone pillars, the IWC aims to fortify the human service delivery system for these communities while empowering organizations to elevate their service standards.

    • Program Goals, and Objectives

      • The goals of the Illinois Welcoming Center Program are to strengthen the overall human service delivery system for immigrants, refugees, asylees, humanitarian parolees and LEP populations, and to build the capacity of organizations serving immigrant, asylee and refugee communities.

    • This Notice of Funding Opportunity has two program Components:

      1. Illinois Welcoming Center one-stop shop direct services model
      2. Capacity Building, Training and Technical Assistance services
    1. Deliverables under this category include:
      • For all categories listed below providers must offer group training, individual agency consultation, workshops, and training materials. Aforementioned items must receive IDHS approval prior to implementation.
        1. Technical Assistance
          1. Technology training- IDHS approved database utilization and administration
          2. Program development - enhancing service delivery and staff development
        2. Organizational development 
          1. Administrative and leadership best practices
          2. Compliance and reporting standards support
          3. Fiscal management, billing, and records processes
        3. Training, Education, and Skill-building - directly to IWC staff
          1. Mental/behavior health
          2. Workforce Development
          3. Legal Services
        4. Research and Evaluation - advancing the mission and impact of Welcoming Centers
          1. Program evaluation - data collection and analysis 
          2. Addressing disparities of immigrants, refugees, asylees, and LEP populations

    2. Performance Measures

      1. Comprehensive plan for the delivery of Capacity Building and Technical Assistance developed within the first quarter. The plan must include schedule of activities and meetings scheduled to occur throughout the year.
      2. Number of staff impacted and/or served by initiative
      3. Number of group trainings
      4. Number of individual consultations
      5. Number of materials created and distributed
      6. Number of workshops held
      7. Comprehensive report of activities, lessons learned, goal attainment, and recommendations.
      8. Pre-implementation survey to measure systems improvements, organizational development, and/or training, education, and skill-building activities taken within first quarter. Post survey completed by one month prior to program end date.

    3. Performance Standards

      • Selected agencies are expected to uphold rigorous performance standards, including high client service rates, active participation in training initiatives, and timely reporting compliance. Ongoing monitoring and reporting ensure adherence to contractual obligations and programmatic excellence.
        1. 100% of organizations participated in group trainings, workshops, and other activities
        2. 100% of organizations received individual consultations
        3. 80% of training participants reported better understanding of topics (using pre and post implementation survey)
        4. Provider will participate in IDHS initiated monitoring of this grant on an ongoing basis to ensure completion of performance measures, deliverables, and adherence to GATA and contract compliance with budgeting, programmatic and fiscal requirements during the course of the contract year.
        5. Provider will submit 100% of required program and financial reports to IDHS, Bureau of Refugee & Immigrants Services by the 15th of the month following the reporting month.
        6. Monthly program reports are to be submitted electronically to IDHS, Bureau of Refugee & Immigrants Services via DHS.BRIS@illinois.gov
        7. Monthly financial report is submitted electronically to IDHS, Bureau of Refugee & Immigrants Services via DHS.BRIS.Fiscal@illinois.gov.

  2. Funding Priorities or Focus Areas

    • The Illinois Department of Human Services (IDHS) is committed to promoting equality and addressing systemic racism. To this end, this Notice of Funding Opportunity (NOFO) places a significant emphasis on promoting diversity and inclusivity in service provision. Proposals that showcase a dedication to addressing institutionalized inequities, fostering transformative change, and championing equity and racial justice will receive careful consideration. We believe that these efforts are essential to creating a more just and equitable society for all.
    • Special consideration will be given to proposals that represent the ability to serve Illinois' identified priorities. Those priorities are as follows:
      1. Geographical Reach: Applications from across Illinois are encouraged, with particular emphasis on locations hosting significant immigrant, refugee, asylee, and Limited English Proficient (LEP) populations. Preference will be given to proposals targeting areas where there are no Illinois Welcoming Centers and/or limited services for LEP communities.
      2. Community Representation: Special consideration will be given to organizations led by immigrant, refugee, asylee, or Limited English Proficient (LEP) individuals, or those that share the cultural background of the community being served.

  3. Authorizing Statutes or Regulations

    • N/A

B. Funding Information

  1.  Total Amount of Funding

    1. The Department anticipates the availability of approximately funding $23,000,000
    2. The source of funding for this program is GRF funds.

  2. Number of Grant Awards

    1. Anticipated number of awards is based on coverage of program services needed statewide.

  3. Expected Amounts of Individual Grant Award

    1. The funding amount will be determined based on whether the application is meant for a single agency. Direct service applicants will be eligible for funding based on a maximum cost of $800 per unduplicated client/households served. The determination of the funding amount will be based on the nature of the application and its intended recipient. In case of direct service applicants, the funding eligibility will be determined considering the maximum cost of $800 per unduplicated client/household served.
    2. The determination of capacity building will be dependent on the submitted application and the availability of funding. 

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

    1.  N/A

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

    1. 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

    1. Applications for renewal or supplementation of existing projects are eligible to compete with applications for new State awards.

  7.  Type of Assistance Instrument

    1. This is a competitive grant award funding opportunity.

  8. Procurement Contract Allowability

    1. 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.
    2. Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on sufficient appropriation and performance criteria including, but not limited to:
      1. Grantee has performed satisfactorily during the previous reporting period
      2. All required reports have been submitted on time, unless a written exception has been provided by the Division/Department
      3. No outstanding issues are present (e.g., in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)
    3. The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

  1. Eligible Applicants

    • This competitive funding opportunity is limited to applicants that meet the following requirements:
      1. Is a non-profit organization subject to 26 U.S.C. 501(c) (3) in good standing with the State of Illinois.
      2. Has experience and successful track record of providing immigrant and refugee services.
      3. Has bilingual and bicultural staff providing Illinois Welcoming Center services.
      4. Has prior experience or knowledge of the Illinois Welcoming Center program model.
      5. Has knowledge and expertise in working with federal and state policies regarding immigrant and refugee status
      6. Demonstrates understanding in ethnic diversity of the immigrant and refugee populations and the need for culturally and linguistically appropriate services unique to this program.
      7. Is able to meet the program goals described in this NOFO
      8. The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.
    • Applicants seeking to provide technical assistance/capacity building must be able to prove expertise and history in that area along with established record successfully training and advising partner organization or agencies must also meet the following criteria:
      1. Have at least five years of successful experience in direct services, including: training, monitoring and service evaluation.
      2. The capacity to manage system planning and program operation.
      3. The capacity to provide technical assistance, collect service data, and generate program reports using the data provided by the service providers via the prescribed database system.
      4. The capacity to provide administrative, programmatic, and fiscal development.
    • 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.
    • Successful Applicants will not receive an award if pre-award requirements are not met.
    • Funding restrictions-See Section D for funding restriction impacting eligibility or no funding restrictions.

  2. Cost Sharing or Match Requirements

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

  3. Other

    1. Limit on Number of Applications: Agencies may submit 2 separate applications, 1 for direct service and 1 for capacity building.

D. Application and Submission Information

  1. Address to Request Application Package

    1. The complete application package (this Notice of Funding Opportunity, including links to required forms) is available through the Illinois Catalog of State Financial Assistance and the DHS Grants website page.
    2. Each applicant must have access to the internet. The Department's website 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.

  2. Content and Form of Application Submission

    1. Required Content

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

    2. Program Narrative

      1. IMPORTANT: The program (proposal) narrative makes up the bulk of the application. Please provide a complete response to the following sections. If the program narrative is missing from your application packet, your application will receive a score of ZERO POINTS and your agency will not meet the criteria to receive a grant under this notice of funding opportunity.

    3. Proposal Narrative Content and Attachments

      1. 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.

    4. Budget and Budget Narrative

      1. Applicants must enter a budget electronically in the CSA system (Refer to Appendix A: CSA Budget Information for more information and a link to budget forms). The Budget entered into the CSA system will include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan.
      2. The Budget MUST be electronically signed and submitted in the CSA system. The Budget MUST be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
      3. The budget must also be attached with the submitted application.
      4. IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. See IDHS CSA Tracking System webpage for additional information on CSA. If technical assistance is required regarding the CSA, please contact Guillermina Valdez at Guillermina.Valez@illinois.gov.
      5. The budget and narrative must tie fiscal activity to program objectives and deliverables and demonstrate that all proposed costs are: 
        •  Reasonable and necessary
        • Allocable, and
        • Allowable as defined by program regulatory requirements and the Uniform Guidance (2CFR 200), as applicable.

    5. Required Forms

      • The Uniform Application for State Grant Assistance
      • The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative. This email address will be used for official communication between the Department and the applicant organization for matters regarding this application
      • Grantee Conflict of Interest Disclosure
      • The grantee Conflict of Interest Disclosure is a required for all grant award programs. The document requires agencies to identify actual or potential conflicts of interest. The form must be signed by a representative of the organization.

    6. Required Format

      1. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined or points may be deducted.
      2. Electronic submission is required and should be submitted to Lauren.Reyes@illinois.gov and DHS.BRIS@illinois.gov with the subject line: NOFO number and your agency name.
      3. The total application may not exceed 25 pages, single-spaced. The Uniform Application for State Grant Assistance, attachments, and Uniform Budget are not included in the page limitation.

  3. Unique Entity Identifiers and SAM Registration

    • Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
      •  Be registered in SAM.gov before the application due date.
      • Provide a valid unique entity identifier (UE) in its application
      • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
      • The Department may not make an award until applicant has fully complied to all UEI and SAM requirements
      • The department may determine that an applicant is not qualified if they have not complied to requirements and use that determination as a basis to award to another applicant.

  4. Application Submission Dates and Times

    1. Application Due Date and Time

      1. We kindly request that the Preliminary Submission materials (including the Letter of Intent) be submitted to the Department no later than 5:00pm CST on April 29, 2024.
      2. It is imperative that your organization submits the Full Application to the Department no later than 5:00 pm CST on Monday, May 6, 2024. Failure to do so will result in rejection of your proposal/application. 
      3. Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order.
        • Applications must be sent electronically to Lauren.Reyes@illinois.gov and DHS.BRIS@illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to Lauren.Reyes@illinois.gov and DHS.BRIS@illinois.gov. Include the following in the subject line: NOFO number and your agency name. Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
        • Applicants are required to notify the Department within 48 hours of the deadline, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and/or does not notify the Department within 48 hours, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after the 48 hours. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above.

    2. Missed Deadlines

      1. Applications received after the due date and time will not be considered for review or funding. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be separately notified in writing, by email, upon determination. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
      2. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced.
      3. IMPORTANT: It is strongly recommended that the applicant not wait until the last minute to submit an application in case they experience technical difficulties with the submission process. Applicants should keep copies of all documentation that that may prove their application was submitted to the correct location and that it was received by IDHS on or before the deadline. Applicants should also maintain all electronic documentation, including screen shots, email correspondence, help desk ticket numbers, etc. that would document any unforeseen difficulties the applicant may have encountered regarding the timely submission of the application.

  5. Funding Restrictions

    1. Pre-Award Costs

      1. 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.
      2. Pre-award costs are allowable under the following conditions:
        • The applicant must:
          1. Have received and accepted the Notice of State Award (NOSA)
          2. Have a current, approved budget in the CSA system for this award
          3. Have submitted all requested program plan and budget revisions per the NOSA
          4. NOT incur pre-award costs prior to the start date of the grant agreement, anticipated to be July 1, 2024.
          5. Refer to 2 CFR 200.209 Pre-award costs for more information.
      3. 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.

    2. Indirect Costs

      1. Indirect Costs may or may not be applied to this grant award. Approved indirect cost rates must be approved.

    3. Statutory or Regulatory Restrictions/Limitations

      1. N/A

  6. Other Submission Requirements

    1. Electronic Submission

      1. Applications must be submitted electronically to Lauren.Reyes@illinois.gov and DHS.BRIS@illinois.gov.
      2. Documents must not include a password.
      3. Contact Lauren Reyes at Lauren.Reyes@illinois.gov in the event of technical difficulties.

E. Application Review Information

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

  1.  Criteria

      1. ALL applicants must demonstrate that they meet all requirements under this NOFO as described throughout. Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.
      2. All applicants / applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
      3. Evaluation criteria is based upon requirements set forth in 44 IL Admin Code 7000.350 Merit Review of Applications and the IDHS Merit Review Manual. The following criteria will be used to evaluate applications:
        1. Cost sharing will not be considered in the evaluation.

    • Welcoming Center One-Stop Shop Rubric

      • The maximum possible score is 100 points. All applications will be reviewed, evaluated, and rated based on the following criteria:
      • 5 points - Executive Summary
        • The Executive Summary will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. It will also be scored for completion. Therefore, applicants should be concise and direct in their description.
      • 25 points -Agency Qualifications/Organizational Capacity
        • The extent to which the applicant demonstrates:
          1. Strong management, supervision, and well-organized internal organizational structure to insure effective program/service delivery and sound fiscal conditions.
          2. Successful history of working with immigrants and refugees, including having the expertise and capacity to deliver the services procured in the NOFO, such as: language and cultural competency, track record of providing effective services for low-income LEP immigrants/refugees, delivering successful program outcomes.
          3. Ability to provide timely submission of fiscal reports and required data to evaluate the program performance.
          4. Comprehensive implementation plan that discusses staffing, physical space, and training 
      • 15 points - Community Identification and Description of Need
        • The extent to which the applicant clearly defines and describes:
          1. the geographic communities and the proposed target population the applicant plans to serve
          2. how the applicant is rooted in the community or communities it proposes to serve
          3. service needs and barriers faced by community members 
      • 10 points- Equity and Racial Justice Commitment
        • The extent to which applicant demonstrates understanding of the history and impact of racism and inequity on immigrant, refugee and other LEP communities and to describe the organization's response to address racial inequity. The applicant should provide a clear picture of its work to counteract systemic racism and inequity and to prioritize and maximize diversity and equity throughout its service provision process.
      • 25 points- Program Design and Implementation
        • The extent to which the overall program design adequately and effectively addresses:
          1. Qualifications to serve as a one-stop Welcoming Center, describe linkages that are already in place with other service providers. Specific measurable outcomes for the proposed services.
          2. Method and Strategies to provide comprehensive case management services, crisis management services, and referral services to the agencies social service partner network.
          3. Track record and knowledge in conducting community outreach and educational workshops.
          4. Ability and experience in building and sustaining community alliances, and collaborative efforts with community providers and public agencies.
      • 15 points- Budget & Cost Justification
        • The extent to which the budget narrative provides:
          1. Thorough and clear justification for all proposed line-item expenditures.
          2. All expenditures and program costs are reasonable and allowable.
          3. Proposed staffing is sufficient to address participant projections and participant language needs.
          4. Where available, supplemental or companion funding is clearly identified.
      • 5 points- Statement of Priority
        • Attach a "Statement of Priority" for review and consideration as part of the application process. If the applicant organization is an otherwise qualified applicant under this funding notice, and is able to demonstrate and attest to being led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, as defined by the make-up of the Board of Directors and the Organizations' leadership and management being more than 50% led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, the applicant will receive up to 5 priority points as part of the application review/scoring process.

    • Capacity Building, Training, and Technical Assistance Rubric

      • The maximum possible score is 100 points. All applications will be reviewed, evaluated, and rated based on the following criteria:
      • 5 points- Executive Summary
        • The Executive Summary will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. It will also be scored for completion. Therefore, applicants should be concise and direct in their description.
      • 25 points- Agency Qualifications/Organizational Capacity
        • The extent to which the applicant demonstrates:
          1. Strong structure, competencies, management, supervision, and well-organized internal procedures to insure effective service delivery and sound fiscal conditions.
          2.  Strong history of working with immigrant and refugee serving organizations including having the expertise and capacity to deliver the services procured in the NOFO focusing on providing capacity building, technical service, and training.
          3. Evidence of applicant's experience conducting needs assessments, engaging stakeholders in development, and providing training and/or technical assistance to immigrant and refugee serving organizations. Evidence of relevant major accomplishments and outcomes.
          4. Ability to provide timely submission of fiscal reports and required data to evaluate the program.
          5. Comprehensive implementation plan that discusses staffing, physical space, and training.
      • 15 points - Community Identification and Description of Need:
        • The extent to which the applicant clearly defines and describes the needs of the Welcoming Center Program, and how the partners may benefit from the services the applicant is proposing to deliver.
      • 10 points- Equity and Racial Justice Commitment
        • The extent to which the applicant demonstrates understanding of the history and impact of racism and inequity on immigrant, refugee and other LEP communities and to describe the organization's response to address racial inequity. The applicant should provide a clear picture of its work to counteract systemic racism and inequity and to prioritize and maximize diversity and equity throughout its service provision process.
      • 25 points- Program Design and Implementation
        • The extent to which the comprehensive plan addresses the organizational needs that impact a Welcoming Center's stability and efficiency.
          1. Qualifications to serve as a training and advising partner, describe linkages that are already in place with other community stakeholders.
          2. Methods and strategies to provide technical assistance, organizational development, education/skill-building, or program evaluation.
          3. Process for collaboration with partner agencies to develop SMART (Specific, Measurable, Achievable, Relevant, and Time-Bound) goals.
          4. Ability to provide required data/information reports to monitor progress towards SMART goals.
          5. Comprehensive report of activities, lessons learned, goal attainment, and recommendations.
      • 15 points- Budget & Cost Justification
        • The extent to which the budget narrative provides:
          1. Thorough and clear justification for all proposed line-item expenditures.
          2. All expenditures and program costs are reasonable and allowable.
          3. Proposed staffing is sufficient to address participant projections and participant language needs.
          4. Where available, supplemental or companion funding is clearly identified.
      • 5 points- Statement of Priority
        •  Attach a "Statement of Priority" for review and consideration as part of the application process. If the applicant organization is an otherwise qualified applicant under this funding notice, and is able to demonstrate and attest to being led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, as defined by the make-up of the Board of Directors and the organizations' leadership and management being more than 50% led by immigrants, refugees or LEP individuals and/or individuals that share the cultural background of the community being served, the applicant will receive up to 5 priority points as part of the application review/scoring process.

  2. Review and Selection Process

    • Grant applications received will be reviewed by IDHS staff, including staff from the Bureau of Refugee and Immigrant Services; persons with expertise on immigrant issues may also be included.
    • Funding decisions will be based upon the quality of the applicant's program plan and budget/budget narrative based on the 100-point scale described above. However, the numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
      1. In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
        1. Apply one or more of the additional factors for consideration described above to prioritize the applications
        2. Partially fund each of the tied application
        3. Not fund any of the tied applications.The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
    • The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.

    • Merit-Based Review Appeal Process

      1. 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).
        1. Submission of Appeal
          • Appeals submission IDHS contact information:
            1. Name of Agency contact for appeals: Lauren Reyes
            2. Email of Agency contact for appeals: Lauren.Reyes@illinois.gov
            3. Email Subject Line: Appeal (Illinois Welcoming Center 25-444-80-1493)
          • An appeal must be submitted in writing to appeals submission IDHS contact listed above, who will send to the IDHS Appeal Review Officer (ARO) for consideration.
            1. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
            2. The written appeal shall include at a minimum the following:
              1. Name and address of the appealing party
              2. Identification of the grant
              3. Statement of reasons for the appeal
              4. Supporting documentation, if applicable
        2. Response to Appeal
          • IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
            1. IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
            2. The appealing party must supply any additional information requested by IDHS within the time period set in the request.
        3. Resolution
          • The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
            1. In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency
            2. The Agency will resolve the appeal by means of written determination
            3. The determination shall include, but not be limited to:
              1. Review of the appeal
              2. Appeal determination; and
              3. Rationale for the determination.

  3. Simplified Acquisition Threshold - Federal Awards and State Awards

    1. It is anticipated that this grants under this award may receive over $250,000. 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). Therefore, the grantee is subject to Simplified Acquisition Threshold and related requirements.
      1. 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)
      2. 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 SA
      3. 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. ~

  4. Anticipated Announcement and State Award Dates

    1. Anticipated Program Start Date: July 1, 2024.
    2. Anticipated Program End Date: June 30, 2025.
    3. Grant applicants not selected to receive funds will receive a non-funding notice.

F. Award Administration Information

  1. State Award Notices

    1. 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:
      1. Grant award amount
      2. The terms and conditions of the award
      3. Specific conditions, if any, assigned to the applicant based on the fiscal and administrative (ICQ), programmatic risk assessments (PRA) and merit-based review.
    2. Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
    3. 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).
    4. A written Notice of Denial shall be sent to the applicants not receiving the award.

  2. Administrative and National Policy Requirements

    1. 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.
    2. To review a sample of the current 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
      1. Periodic Financial Reports.
      2. Close-out Reports
      3. Periodic Performance Reports.
      4. Close-out Performance Reports.
      5. 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 2CFR200.
    • Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).

  4. Payment Terms

    1. It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment method exist, namely Advance Payment, Reimbursement, and Working Capital Advance.

G. State Awarding Agency Contact(s)

  1. If you have questions about this NOFO, please contact:
  2. A frequently asked Question and Answer page is posted on the DHS website. Questions submitted up to two business days prior to the end of the NOFO posting period, will be posted on the website.

H. Other Information, if applicable

  1. Question and Answers
    1. Questions and Answers can be submitted via DHS.BRIS@illinois.gov
    2. Email Subject Line: Q&A Illinois Welcoming Center 25-444-80-1493
    3. Q&As will be posted to the IDHS Website.
    4. Q&As will be posted in a timely, responsive manner to ensure current information regarding NOFOs is available to applicants.
    5. All questions submitted to the program area must be answered publicly through the IDHS website within 48 hours or 2 business days (excluding weekends and holidays).

I. Mandatory Forms

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