Special Education - EI Clearinghouse (25-444-84-2900-01)

Summary Information

Awarding Agency Name	Illinois Department of Human Services
Awarding Division Name	Department of Early Childhood
Agency Contact	Katie Jacobs Katie.Jacobs@Illinois.gov 217-299-7158
Announcement Type	Competitive
Funding Opportunity Title	Special Education-Grants for Infants and Families - Early Intervention Clearinghouse
Funding Opportunity Number	25-444-84-2900-01
Application Posting Date	April 25, 2024
Application Closing Date	May 25, 2024
Catalog of State Financial Assistance (CSFA) Number	444-84-2900
Catalog of State Financial Assistance (CSFA) Popular Name	Special Education-Grants for Infants and Families - Early Intervention Clearinghouse
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	Initial 12-month award FY25: $700,000.00 -$950,000.00 Renewal Option 1 FY26 (12 months): $700,000.00 -$950,000.00 Renewal Option 2 FY27 (12 months): $700,000.00 -$950,000.00
Anticipated Number of Awards	1
Award Range	$700,000.00 -$950,000.00
Cost Sharing or Matching Requirement	No
Indirect Costs Allowed	Yes
Restrictions on Indirect Costs	Yes State Funded universities -indirect cost rate and base is capped at (attached) On-Campus 20% and MTDC base Off-Campus 10% and MTDC base Local Education Agencies (ROEs, School Districts, etc.) - Restricted to ISBE negotiated unrestricted rate
Technical Assistance Session	Session Offered: No Session Mandatory: No Date/Time: N/A Registration Link: N/A

A. Program Description

1. Program Summary

   • 1.1.1. Introduction to the funding opportunity:

     • 1.1.1.1. The Illinois Department of Human Services, Division of Early Childhood, seeks an organization with which to contract for the establishment and maintenance of an Early Intervention Clearinghouse (EIC).

   • 1.1.2. Description of the purpose and scope:

     • 1.1.2.1. The EIC will serve as a comprehensive resource for parents/caregivers, the general public, and early intervention (EI) professionals, providing access to information and resources related to EI issues, including , but not limited to, culturally inclusive and responsive materials.
     • 1.1.2.2. The EIC will provide current, up to date information and reference materials to parents/caregivers for understanding normal development and specific disabilities. It will also support educators and EI professionals in maintaining and improving competencies in evaluation and treatment of children with developmental disabilities and delays.
     • 1.1.2.3. The EIC will facilitate communication between the EI program and families through newsletters, a website, social media, and reference and lending library services.
     • 1.1.2.4. The EIC will maintain a federally required central directory.
   • A Program Overview

   • A.1 Background and Context:

     • A.1.1. The EIC addresses a critical need for reliable information and resources in EI. Parents, caregivers, and professionals often face challenges in accessing trustworthy materials to support children's development. The EIC serves as a solution to this issue by providing a comprehensive lending library with diverse resources tailored to meet the needs of Illinois residents.

   • A.2. Importance and Impact:

     • A.2.1. The EIC plays a crucial role in enhancing EI services by ensuring that families and professionals have access to up-to-date and evidence-based information. By promoting inclusivity and supporting families from all backgrounds, the EIC contributes to the overall well-being and development of infants and young children. Its services empower families to actively participate in their children's EI journey, fostering a collaborative and supportive environment.
   • B. Program Goals, and Objectives

   • B.1 Supplies and/or Services Required:

     • B.1.1. Maintain and expand an EIC lending library of books, DVDs, and other resources specific to early childhood/early intervention issues, with an emphasis on resources for families. Resources should be available in multiple languages and reflect potential trajectories for children of color in the context of racialized maternal care as well as opportunities for families of color to assist them in the proper development of their child.
     • B.1.2. Maintain and administer the Early Intervention Technology Loan Program to help families in early intervention participate in live video visits/telehealth. The technology loan program shall lend families who lack digital devices and internet access with an opportunity to borrow Wi-Fi hotspots and tablets with and without data plans at no cost.
     • B.1.3. Provide on demand remote video interpretation - The EI Clearinghouse will secure interpretation service to provide digital interpretation of early intervention service appointments between families, service providers, and CFC staff until an EI enrolled interpreter becomes available. The EI Clearinghouse staff will monitor the program to ensure staff are able to secure appointments with interpreters for all needed languages and that the interpretation service bills are paid accordingly. The EI Clearinghouse will add additional technology devices and cellular data lines to assist families needing a device to participate in these interpretation services.
     • B.1.4. Maintain participation in the Illinois Heartland Library System (or equivalent system) to provide direct access through the Internet to multiple library collections.
     • B.1.5. Maintain and expand an EIC Internet website to help families access accurate, up-to-date information about early intervention principles and practices, normal child development, and about specific disabilities/delays and to publicize and increase exposure of the EIC as a statewide resource for early intervention professionals and families.
     • B.1.6. Maintain and expand the list of EIC resource guides related to early childhood/early intervention topics. Information should be made available on the EIC website or upon request. Work with the Illinois Early Intervention Training Program to provide resources guides that support professional training efforts.
     • B.1.7. Maintain a central directory on the EIC website that includes accurate, up-to-date information about public and private early intervention services, resources and experts available in the State; culturally informed resources and culturally responsive resources and tools; professional and other groups (including parent support, and training and information centers), such as those funded under the Individuals with Disabilities Education Act (IDEA) 2004 that provide assistance to infants and toddlers with disabilities eligible under Part C of IDEA and their families; and research and demonstration projects being conducted in the State related to infants and toddlers with disabilities. Persons with limited English proficiency should have meaningful access to directory information. The directory will be made available on the EIC website and through a link to the EIC website from the IDHS-Early Intervention website. In addition, directory information will be provided in an electronic format to Child and Family Connections offices to be printed and made available to families upon request.
     • B.1.8. Maintain a directory of links to the Early Intervention Child and Family Connections forms on the EIC website and provide translation services, as requested, to ensure forms are available in various languages.
     • B.1.9. Operate a toll-free number from 8:00 a.m. until 5:00 p.m. Monday through Friday, excluding holidays, to disseminate information to parents, the public, and Early Intervention professionals.
     • B.1.10. Publicize and increase exposure of the EIC as a statewide resource, specifically targeting parents. Efforts include, at a minimum, distribution of family-friendly public awareness materials and presentations about EIC services to Child and Family Connections staff, EI providers, and families, displays at appropriate conferences and other events, and through the use of social media as well as local, trusted sources/leaders of more localized grassroots organizations such as churches/faith leaders and community organizations.
     • B.1.11. Develop and publish an EIC newsletter on the EIC website and disseminate via the EIC Listserv. Provide hard copies to families upon request.
     • B.1.12. Update family resource documents including but not limited to the Illinois Early Intervention Program: A Guide for Families and the Illinois Early Intervention Services brochure. Ensure family resource documents are available in various languages.
     • B.1.13. Provide a system for payments to parents for expenses (totaling up to $10,000 annually) related to participation in the Illinois Interagency Council on Early Intervention (IICEI) and its work groups.
   • C. Expected Performance Goals, Indicators, Targets, Outcomes, Baseline Data, and Data Collection

   • C.1 Milestones and Deliverables:

     • C.1.1. Provide an annual budget in the format and timeline required by the Department and an annual plan by August 15th of each fiscal year in a format approved by the Department.
     • C.1.2. By June 30, 2025, the Vendor shall increase the total number of combined available resources online and within the lending library currently at 16,885 to 17,729 and 5% annually thereafter .
     • C.1.3. Ensure that 60% of EIC lending library resources as required in B1.1 and summarized in the table below have been published within the last 10 years.

EIC Lending Library Materials	Amount
Autism	1,197
General Collection	6,863
Media	1,427
eBooks	1,972
Kits	73
Fowler Collection	3,010
Total	14,542

• 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

The Awardee agrees to act in accordance with all state and federal statutes, guidelines, procedures, rules, regulations, and executive orders applicable to the provision of services, including, but not limited to:

Federal Rules:

• 34 CFR 99: Family Education Rights and Privacy Act (FERPA)
• 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
• 34 CFR 303: Individuals with Disabilities Education Act (IDEA), Title I, Part C
• 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
• 42 CFR 431.300 - 431.307: Medicaid provisions of the Title XIX of the Social Security Act and its rules, specifically provisions regarding "Safeguarding Information on Applications and Recipients"
• 45 CFR Parts 160, 162 and 164 (Security standards only) Health Insurance Portability and Accountability Act of 1996 (HIPAA)

Federal Statutes:

• 20 U.S.C. 1232g: Family Education Rights and Privacy Act (FERPA)
• 20 U.S.C. 1431: Individuals with Disabilities Education Act, Part C
• 42 U.S.C §§ 396 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
• 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
• Public Law 104-191: Health Insurance Portability and Accountability Act of 1996

Illinois Executive Orders

Illinois Administrative Code

Illinois Constitution (Adopted 1970 Article 1, sec. 17, No Discrimination in Employment and the Sale of Rental of Property)

SAMS - Expenditure Authority & Contract Signatures pdf  

State Rules:

• Title 89 Illinois Administrative Code
• Part 500: Early Intervention Program
• Part 507: Audit Requirements of DHS
• Part 509: Fiscal/Administrative Recordkeeping and Requirements
• Part 511: Grants and Grant Funds Recovery

State Statutes:

• 30 ILCS 705: Illinois Grant Funds Recovery Act
• 30 ILCS 708 Grant Accountability and Transparency Act
• 325 ILCS 20: Early Intervention Services System Act

Other Pertinent Documents:

• Child and Family Connections Procedure Manual and EI Provider Handbook

B. Funding Information

1.  Total Amount of Funding

   • The Department anticipates the availability of approximate funding to vary between $700,000.00 to $950,000.00
   • The source of funding for this program is State funds.

2. Number of Grant Awards

   • The Department anticipates funding approximately 1 grant award to provide this program.

3. Expected Amounts of Individual Grant Award

   • The Department anticipates that grant awards will be $700,000.00 - $950,000.00.

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

   •  Previous funding amounts for this grant award program on average was $486,000.00.

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 with two (2) optional one (1) year renewals from July 1, 2025 - June 30, 2026 and July 1, 2026 - June 30, 2027.

6. Renewal or Supplementation of existing projects eligibility

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

7.  Type of Assistance Instrument

   • This is a competitive grant award funding opportunity.

8. Procurement Contract Allowability

   • Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the subcontractor.

   • Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on sufficient appropriation and performance criteria including, but not limited to:

     • Grantee has performed satisfactorily during the previous reporting period
     • All required reports have been submitted on time, unless a written exception has been provided by the Division/Department
     • No outstanding issues are present (e.g., in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)
   • 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:

     • The types of applicants that may apply for the grant award are private, not-for-profit community-based organizations that are incorporated and have been granted 501(c) (3) status; public community-based organizations, including units of local government, and private, for-profit community-based organizations; and educational institutions, such as universities.
     • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.
     • 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

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

3. Other

N/A there are no other eligibility criteria that would make an applicant ineligible for this grant award

D. Application and Submission Information

• 1. Address to Request Application Package

  • The complete application package (this Notice of Funding Opportunity, including links to required forms) is available through the Illinois Catalog of State Financial Assistance and the DHS Grants website page.
  • 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
• Required Content
  • Applications must include the required documents and demonstrate that the program eligibility requirements have been met. The Department will not contact applicants for missing items listed below. Applicants that do not include all the following documents will be considered substantially incomplete and will not be considered for funding. Complete application packages include a Uniform Application for State Assistance, Uniform Budget Template, Program Narrative, and Grantee Conflict of Interest Form.
• The Uniform Application for State Assistance, Program Narrative, and Grantee Conflict of Interest must be submitted electronically to DHS.EIFiscal@Illinois.gov with the subject line including:
  • Provider's Organization Name/Funding Opportunity # 25-444-84-2900-01/Program Contact Name 
  • For example:    ABC Company/Funding Opportunity # 25-444-84-2900-01/John Doe  The Uniform Budget Template must be submitted via the Community Service Agreement (CSA) Tracking System. Applicants should refer to IDHS CSA Tracking System webpage for additional information on CSA.

Program Narrative

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

a. Program Narrative: Description of Need (2-Page Maximum)

• The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services and benefits gained. State and describe the service area, the target population and the need for services in your community to ensure diversity, equity and inclusion to represent the populations served in the EI Program. Information in this section should include, but not necessarily be limited to, the following:

  • 1. Identification of catchment/service area. Include description and demographics of communities served.
  • 2. Description of accessibility and availability of services in all of your service areas.
  • 3. Identification of proposed or established partnerships with other agencies which may provide additional services to meet the program's needs.
  • 4. Describe current trends or issues, gaps or unmet needs of the focus of this project and proposed plan to fill the gaps/unmet needs.

b. Program Narrative: Agency Qualifications/Organizational Capacity (5-page maximum - attachments do not count toward page number)

• The purpose of this section is for the applicant to present an accurate picture of the agency's capacity, qualifications and abilities in diversity, equity, inclusion and implicit bias to provide the program as described in this Funding Notice. Information in this section should include, but not necessarily be limited to, the following:

  • 1. Convincing evidence that the applicant agency is capable of carrying out the proposed project, including fiscal, administrative and programmatic ability to manage grant. This should include experience, staffing patterns and qualifications to comply with GATA fiscal and administrative requirements. Highlight any recent changes in policies and procedures to improve fiscal, administrative or programmatic capacity. Include evidence that your agency maintains adequate staff coverage and supervision to meet the requirements of the grant.
  • 2. An organizational chart of the agency, showing where the program is located within the agency and how staff are associated with each role.
  • 3. Identify key staff positions that will be responsible for the program and their relevant experience, expertise, and qualifications to implement the program deliverables.
  • 4. A description of your agency's current programs and activities relevant to the services described in this NOFO.
  • 5. Describe the capacity of your agency to meet the needs of the target populations being served and respond to emerging community needs including equitable access and diverse stakeholder engagement.
  • 6. Describe agency oversight and available resources for fiscal, administrative, and programmatic areas to support the requirements of this project.
  • 7. As applicable, describe the resources, knowledge, skills and other abilities that the agency is able to leverage for this project. These may include, but are not limited to, the availability of private or other government funding, technology, bilingual staff, interpreters, translators, meeting rooms, volunteers and an established presence in the community. Please list any such leveraged resources in the form of additional funds or in-kind services.

c. Program Narrative: Quality - Description of Program Design and Services (7-page maximum)

• The purpose of this section is for the applicant to provide a comprehensive, clear and accurate picture of its intended program design. At a minimum, the proposal must address each of the following components:

  • 1. Provide an overview of service delivery model or standards for providing Early Intervention Clearinghouse services. Describe how the program design has direct correlation to the needs identified in the needs section of the application. Include how the agency staffing, curriculum, materials, and outreach reflects the needs of participants and the community.
  • 2. Describe agency process for identification of service needs, service planning, and initiating services.
  • 3. Describe outreach, education, and systems advocacy efforts and community partnerships to reach all communities including underrepresented populations including potential identification of such communities if known.
  • 4. Describe the staff development plan, including initial and ongoing training, staff supervision, and training budget.
  • 5. Describe how the agency will achieve the targeted performance standards. Include any additional outcomes or evaluation efforts.
  • 6. Describe the agency's quality assurance process to ensure compliance with states programmatic design, achievement of deliverables, Administrative Code 89, Part 500, 2 CFR 200 and IL Adm 7000.

d. Executive Summary

• The Executive Summary will serve as a stand-alone document for the successful applicant that will describe the ability of the applicant to successfully support the funded project. Therefore, applicants should be concise and direct in their description and provide an overview of the services proposed with these funds and the outcomes that will be achieved. The description should provide a clear understanding of how these services will be delivered using a racial equity and implicit bias lens and how the services will be individualized to support capacity building of professionals in diversity, equity and inclusion. Describe services to be provided, need for the services, area to be served, capacity to provide the services and the projected numbers to be served within each program component.

Proposal Narrative Content and Attachments

If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section.

• Budget and Budget Narrative

  • Applicants must enter a budget electronically in the CSA system. 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.
  • 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.
  • 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.

  • 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.

• 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.
• Required Format

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

• 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.

• Application Submission Dates and Times

  • Application Due Date and Time

    • The Department must receive the Full Application by May 25, 2024 at 5:00 pm CST.
    • Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order.
    • Applications must be sent electronically to DHS.EIFiscal@Illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.EIFiscal@illinois.gov. Include the following in the subject line: NOFO number and your agency name. Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive
    • Applicants are required to notify the Department within 48 hours of the deadline, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and/or does not notify the Department within 48 hours, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after the 48 hours. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above.

  • Missed Deadlines

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

5. Funding Restrictions

• Pre-Award Costs

  • Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative.
  • 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.

• Indirect Costs

  • Indirect Costs may be applied to this grant award. Approved indirect cost rates must be approved.

  • Indirect Cost Rate:

    • Annually, each organization receiving an award from a State grant making agency is required to record an indirect cost rate election through the Grantee Portal or negotiate an indirect cost rate through the Indirect Cost Rate System. Indirect costs cannot be compensated without an election or a negotiated rate on file with the State of Illinois.
    • The following elections for indirect costs to State and federal pass-through grants are available through the Grantee Portal: A) Report a Federal Negotiated Indirect Cost Rate Agreement (NICRA); B) Elect the de minimis rate of 10% of Modified Total Direct Costs; or C) Elect not to charge indirect costs.
    • An indirect cost rate may be negotiated through the Indirect Cost Rate System.
    • Refer to the Indirect Cost Rate Election and Negotiation Manual for technical assistance.
    • The awardee shall make an election or negotiate a rate that all State agencies must accept unless specific federal or State program limitations, caps or supplanting issues apply.
• Statutory or Regulatory Restrictions/Limitations: N/A

6. Other Submission Requirements

• Electronic Submission

• Applications must be submitted electronically to DHS.EIFiscal@Illinois.gov with the subject line including:

  • Provider's Organization Name/Funding Opportunity # 25-444-84-2900-01/Program Contact Name
  • For example: ABC Company/Funding Opportunity # 25-444-84-2900-01/John Doe
• If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.
• Any application not fully submitted by the Application End Date will not be considered.
• To be considered, application materials must be emailed by the designated date and time listed above. For your records, please keep a copy of your email 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.
• Contact DHS.EIFiscal@Illinois.gov in the event of technical difficulties.

E. Application Review Information

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

•  Criteria

  • Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.
  • All applicants / applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.

  • 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:

    • Cost sharing will not be considered in the evaluation.
• Review and Selection Process
  • The process for evaluation of the application is as follows: The Department will adhere to the Merit Based review process set forth in the Uniform Guidance (2 CFR 200/). The numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

  • In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:

    • Apply one or more of the additional factors for consideration described above to prioritize the applications
    • Partially fund each of the tied applications
    • Not fund any of the tied applications.The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
  • The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
• Application Review Information
  • Review teams will be comprised of up to three (3) individuals. Review team members will be required to sign a Merit Based Review Confidentiality Agreement and Conflict of Interest Disclosure to ensure that team members do not have any conflicts of interest or apparent conflicts of interest with the evaluation for which a grantee has submitted an application, or if they represent an entity that has submitted and application.
  • Applications will first be reviewed and scored individually by each team member. Upon completion of the individual scoring process, the team members will collectively review the scores and comments to ensure team members have not missed items within the scoring criteria that the other team members have addressed. Based on the group discussion, individual team members will be given the opportunity to adjust scores to appropriately capture new information or the other factors and elements that might be considered.
  • Based on the scoring and other documented factors and elements, final award determinations will be made by the Director of Division of Early Childhood, or an appropriate designee, at the recommendation of the Chief of the Bureau of Early Intervention.
• Selection of Grantee:
• The State may award to the most Responsive/Responsible Offeror whose Offer best meets the below criteria.
• The State determines how well Offers meet the Responsiveness requirements. The State ranks Offers, without consideration of Price, from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation.
• The chart below shows the elements of Responsiveness that the State evaluates, their relative weights in point format.

Criterion	Weighting	Description
Objective Alignment	25 points (25%)	Evaluation of how well the proposal aligns with the goals and objectives outlined in the funding opportunity. Clarity of Goals and Objectives: 10 points Alignment of Activities with Objectives: 8 points Connection between Outcomes and Objectives: 7 points
Personnel	20 points (20%)	Assessment of the qualifications and experience of key personnel involved in the implementation of the program. Educational Background and Credentials: 8 points Relevant Experience in Early Intervention: 7 points Demonstrated Skills and Expertise: 5 points
Organizational Capacity	20 points (20%)	Evaluation of the organization's experience in delivering early intervention services and the availability of qualified staff and resources. Past Experience in Delivering Similar Services: 10 points Availability of Qualified Staff: 6 points Access to Necessary Resources: 4 points
Budget Justification	10 points (10%)	Evaluation of the reasonableness and justification of the proposed budget, including its alignment with program objectives. Clarity and Detail of Budget Explanation: 4 points Alignment of Budget with Program Objectives: 4 points Evidence of Cost-Effectiveness: 2 points
Past Performance	15 points (15%)	Analysis of past performance, if the organization has previously conducted similar programs, including successes, challenges, and lessons learned from similar initiatives. Documented Successes and Outcomes: 5 points Identification and Mitigation of Challenges: 5 points Implementation of Continuous Improvement Efforts: 5 points
Diversity, Equity, Inclusion, and Racial Justice	10 points (10%)	Assessment of how well the proposal integrates principles of diversity, equity, inclusion, and racial justice, as well as the demonstrated commitment to promoting racial justice. Proposal promotes equitable access to services: 3 points Clarity in how the proposal addresses the needs of diverse populations: 4 points Detail in how proposal addresses systemic barriers to inclusion and justice: 3 points
Total	100 Points

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: Katie Jacobs
      • Email of Agency contact for appeals: Katie.Jacobs@Illinois.gov
      • Email Subject Line: Merit-Based Review 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
        • 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.

  • Resolution 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.

  • Resolution

    • 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 and State Awards

• 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.

  • 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.

F. Award Administration Information

• 1. State Award Notices

  • Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:

    • Grant award amount
    • The terms and conditions of the award
    • Specific conditions, if any, assigned to the applicant based on the fiscal and administrative (ICQ), programmatic risk assessments (PRA) and merit-based review.
  • Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
  • The notice is not an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non- State entity's own risk).
  • A written Notice of Denial shall be sent to the applicants not receiving the award.

• 2. Administrative and National Policy Requirements

  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

    • 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 2CFR200. Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).

• 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.

    • Advance Payment

      • 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 30 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 to the grant program, 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 grant term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective grant budget, must return the funds or be subject to grant funds recovery.
      • 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:

      • 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:

      • 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 reimbursement method unless an IDHS Advance Payment Request Cash Budget Template is submitted for Advanced Payment Method. 
  • All requests for authorization to receive advance payment, working capital advance and reimbursement must be submitted on forms prescribed and approved by the Department as set forth in IDHS Administrative Directive 01.07.01.070 - Grant Payments and the executed grant agreement (Exhibit C). Additional data may be requested by the Department.
  • Funding is contingent upon and subject to the availability of funds and amendments to awards may be necessary within the grant cycle.
  • Late Payment: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable.
  • 30 ILCS 540; 74 Ill. Adm. Code 900. This shall be Vendor's sole remedy for late payments by the State. Payment terms contained in Vendor's invoices shall have no force or effect.
  • Funding Sources: This award utilizes general revenue funds, Medicaid Reimbursements, State Treasurer investment income and family fee collections to fund this award. The instrument of assistance will be dependent upon the organizational structure of the entity and will be in the form of state grant.
  • Invoicing: By submitting an invoice via the Monthly Grant Invoice (MGI) (monthly by the 15th)/Periodic Financial Report Form (PFR) (quarterly), Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed, and expenses incurred are as allowed in this contract.
  • Supporting Documentation Requirements: Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 15 of that year; otherwise Vendor may be required to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

Agency:	IDHS, Division of Early Childhood, Bureau of Early Intervention
Address:	823 E Monroe St
City, State Zip:	Springfield, IL 62701
Email to:	DHS.EIFiscal@Illinois.gov

• Where Services are to be Performed:

  • Unless otherwise disclosed in this section, all services shall be performed in the United States. This information and the economic impact on Illinois and its residents may be considered in the evaluation. If the Offeror performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Offeror.
  • Offeror shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Offeror received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

G. State Awarding Agency Contact(s)

H. Other Information, if applicable

n/a

I. Mandatory Forms

• Uniform Application for State Grant Assistance
• Uniform Grant Budget Template | Instructions
• Uniform Grant Budget in CSA
• Conflict of Interest Disclosure