High Risk Family Case Management (Pilot Program) Notice of Funding Opportunity 25-444-80-3383-01

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Family and Community Services
Agency Contact
Announcement Type Initial - Competitive - Grant
Funding Opportunity Title High Risk Family Case Management Pilot
Funding Opportunity Number 25-444-80-3383-01
Application Posting Date 9/16/2024
Application Closing Date 10/16/2024 12:00 p.m. CST
Catalog of State Financial Assistance (CSFA) Number 444-80-3383
Catalog of State Financial Assistance (CSFA) Popular Name BMCH-HRFCM
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Award Funding Source State
Estimated Total Program Funding $2,457,000
Anticipated Number of Awards 3 total:
  1. City of Chicago communities including and limited to: Austin, North Lawndale, South Lawndale, West Town, Near West Side, Lower West Side, Humboldt Park, East Garfield Park, West Garfield Park
  2. Madison County
  3. Peoria County
Award Range

$351,000 - $1,053,000

(serving 150-450 families monthly)
Cost Sharing or Matching Requirement No
Indirect Costs Allowed

Yes; Indirect costs cannot be compensated without an election or a negotiated rate on file with the State of Illinois. All applicants are encouraged to utilize Indirect Cost as other budget categories will not be allowed to capture costs incurred for common or joint objectives and that cannot be readily identified with a particular final cost objective including but not limited to:

  • Costs of operating and maintaining your organization's facilities
  • General Administrative Expenses
  • Property Insurance
  • Administrative Support
  • Clerical Support

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20IV%20to%20Part%20200
Restrictions on Indirect Costs Yes: Indirect costs cannot be compensated without an election or a negotiated rate on file with the State of Illinois. https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRd93f2a98b1f6455/section-200.414
Technical Assistance Session Session Offered: Yes  Session Mandatory: NO
Date/Time: To Be posted on IDHS website on NOFO Q&A Page
Registration Link: To be posted on IDHS website on NOFO Q&A page

A. Program Description

  1. Program Summary

    • High Risk Family Case Management (HRFCM) is pilot program that provides nursing assessment, intervention, and service coordination to improve the health, social, educational, and developmental needs of high-risk pregnant & postpartum individuals and/or their high-risk infants throughout pregnancy and the first one year after birth. Families requiring services beyond the first year may be authorized with Departmental approval. 
      1.  Program Overview
        • The Illinois Department of Human Services (IDHS/"Department") Bureau of Maternal Child Health (BMCH/"Bureau") seeks to facilitate nurse case management services to high-risk birthing families in the pilot areas, with the goal of reducing maternal and infant morbidity and mortality rates at both the state and local level with an emphasis on addressing racial/ethnic disparities in outcomes. To eliminate barriers to client transportation and decrease risk of communicable diseases in the high-risk population, nurse visits are expected to occur exclusively in the home setting monthly for the duration of pregnancy and at least the first three months after birth while family is enrolled in the pilot program.
        • In alignment with the Improving Health Care for Pregnant and Postpartum Individuals Act (20 ILCS 1305/10-23 new), the Bureau will pilot a comprehensive High Risk Family Case Management Program to vulnerable high-risk family units to improve both maternal and infant outcomes overall and to reduce racial disparities in outcomes and services provided. The pilot will be offered in three (3) specified geographical areas:
          1. City of Chicago communities including and limited to: Austin, North Lawndale, South Lawndale, West Town, Near West Side, Lower West Side, Humboldt Park, East Garfield Park, West Garfield Park
          2. Madison County
          3. Peoria County
        • While this NOFO covers increased expenses to support high program quality and required nurse to family (dyad) staffing ratios, overall funding to the Bureau has not increased. Therefore, pilot program caseloads will be limited to medically high-risk family dyads (birthing individual and infant). The HRFCM pilot program will not provide services to low-risk dyads. Low risk families in need of services should be referred to Supplemental Nutrition Program for Women Infants and Children (WIC) and DHS Bureau of Maternal and Child Health programs. Refer to the HRFCM Policy & Procedure Manual Appendix 5.1 HRFCM Vulnerability Index which can be found on the IDHS website on the NOFO posting page for the list of risk factors used to determine "medically high-risk" for the program described herein. Families not meeting the eligibility criteria may be authorized with Departmental approval.
        • The General Assembly (410 ILCS 212/5) finds as follows:
          1. The statewide rate of infant mortality continues to remain at an unacceptable level in regard to the national average.
          2. Within the State of Illinois, certain areas and populations continue to experience rates of infant mortality far greater than either the statewide or national averages. Prevention activities need to be statewide for maximum benefit.
          3. Family case management services are proven to be effective in improving the health of women and infants and lowering the incidence of infant morbidity and mortality, particularly those individuals linked to the Special Supplemental Nutrition Program for Women, Infants and Children (WIC).
          4. Family case management improves the health and development of children and families by providing the earliest identification of their needs and promoting linkages to address those needs.
          5. Data demonstrates significantly lower Medicaid expenditures for pregnant and postpartum women and children who have been enrolled in family case management and WIC services than for Medicaid-eligible persons not receiving case management services.
        • The Illinois Department of Public Health (IDPH) October 2023 Illinois Maternal Morbidity and Mortality Report reports the following key findings:
          1. Chronic Disease During Pregnancy
            1. From 2010 to 2020, maternal obesity increased 33%, maternal hypertension increased 103%, and maternal diabetes increased 68%.
          2. Mental Health Conditions
            1. Of all live births, 8% had a maternal mental health condition recorded on the delivery hospital record. However, this was above 25% in some counties.
          3. Substance Use Disorders
            1. Of all live births, 5% had a maternal substance use disorder recorded on the delivery hospital record. However, this was above 20% in some counties.
          4. Severe Maternal Morbidity
            1. One out of every 115 deliveries had a severe maternal morbidity, with severe bleeding (hemorrhage) being the most common type of severe complication.
            2. Black women had a severe maternal morbidity rate more than two times that of White women.
          5. Maternal Mortality
            1. An average of 88 women died while pregnant or within one year of pregnancy, with the highest number occurring during 2020 (110 deaths).
            2. 43% of women who died while pregnant or within one year of pregnancy died from a cause related to pregnancy
            3. The leading cause of pregnancy-related death was substance use disorder, which comprised 32% of pregnancy-related deaths.
            4. The other most common causes of pregnancy-related death were cardiac and coronary conditions, pre-existing chronic medical conditions, sepsis, mental health conditions, and embolism.
            5. Black women were twice as likely to die from any pregnancy-related condition and three times as likely to die from pregnancy-related medical conditions as White women.
            6. More than half of pregnancy-related deaths occurred more than 60 days postpartum.
            7. The MMRCs (Maternal Mortality Review Committees) determined 91% of pregnancy-related deaths were potentially preventable due to clinical, system, social, community, or patient factors.
      2. Program Goals, and Objectives
        • High-risk nurse case management programs funded by this NOFO will provide nursing assessments and interventions, screenings, referrals, service coordination, and diagnosis-specific education to improve the health, social, educational, and developmental needs of high-risk dyads (pregnant & postpartum individuals and their infants) throughout pregnancy and the first one year after birth to Illinois residents who meet the eligibility criteria for the program as outlined in the HRFCM Policy & Procedure Manual Appendix 5.1 HRFCM Vulnerability Index (available to applicants via email upon request). The program deliverables, performance measures, and performance standards are described in the sections that immediately follow.
        • The Bureau's HRFCM program requires service providers to report data using a collection tool provided by or approved by the Bureau. Required training and technical assistance will be provided to funded programs to support best practices in program delivery, data collection, and reporting.
      3. Expected Performance Goals, Indicators, Targets, Outcomes, Baseline Data, and Data Collection
        1. Deliverables
          1. Provide trauma-informed, culturally responsive high-risk family nurse case management services to eligible families at no cost to the family
          2. Enhance the health and well-being of high-risk birthing families to reduce maternal and infant morbidity and mortality by the following methods:
            1. Provide interventions to promote, destigmatize, and support identification and treatment of maternal mental health concerns
            2. Provide interventions to promote, destigmatize, and support identification and treatment of maternal substance use
            3. Provide interventions to reduce pregnancy and postpartum complications associated with pre-existing chronic medical conditions
            4. Provide interventions to reduce antepartum, intrapartum, and postpartum complications
            5. Provide interventions to promote a safe infant sleep environment
            6. Provide interventions to promote adequate maternal and infant nutrition
            7. Promote and support age-appropriate and diagnosis-appropriate growth and development
            8. Collaborate with family to identify and mitigate barriers to accessing desired supports and services
          3. Adhere to all guidelines set forth in:
            1. The Department's HRFCM Pilot Program Policy and Procedure Manual (available to applicants via email upon request)
            2. 410 ILCS 212: Illinois Family Case Management Act
            3. 325 ILCS 5: Abused and Neglected Child Reporting Act
            4. 405 ILCS 95: Perinatal Mental Health Disorders Prevention and Treatment Act
            5. 740 ILCS 110 Mental Health and Developmental Disabilities Confidentiality Act
            6. 45 CFR 160
            7. 45 CFR 164
            8. Title II of the Health Insurance Portability and Accountability Act of 1996
          4. Staffing:
            1. Recruit, hire, retain staff who mirror the cultural, ethnic and linguistic characteristics of families served
            2. Report staff changes to bureau within 14 calendar days of vacancy, leave of absence, or new hire
            3. Ensure an RN Program Coordinator is assigned to the program and carries out the required duties as noted in the HRFCM Policy and Procedure manual including supervision of direct service staff
            4. Ensure and maintain that an active, unencumbered Illinois Licensed Registered Nurse (RN) or Illinois Licensed Advanced Practice Registered Nurse (APRN) carries out the required nurse contacts in accordance with the IL Nurse Practice Act as outlined in performance standards
            5. For agencies using a multi-disciplinary approach for client contacts outside of the core RN components, maintain documentation ensuring active, unencumbered Licenses and/or Certifications when applicable and ensure that all duties are provided within scope and training
            6. Ensure an RN or APRN Case Manager is assigned to each family within 14 days of program enrollment
          5. Ensure maximum RN/APRN to family/dyad ratio is not exceeded. Maximum ratio is 1 RN/APRN per 50 actively enrolled families (dyads)
            1. Agencies are allowed and encouraged to use a multi-disciplinary approach for client contacts above and beyond the required nurse contacts, including but not limited to Licensed Clinical Professional Counselor, Licensed Professional Counselor, Licensed Practical Nurses, Licensed Clinical Social Workers, Clinical Social Worker, Licensed Dieticians, Certified Nursing Assistants, Nursing Assistant, Medical Assistant, Case Management Assistant, or Community Health Worker. Agencies must ensure duties assigned to staff are appropriate for job title and within the scope of their credentials.
          6. Professional Development and Training:
            1. Ensure the direct service staff and RN Coordinator staff receive program-specific training and ancillary training as required per the HRFCM Policy & Procedure Manual
            2. Maintain documentation of all training received by each direct service staff and RN Coordinator
            3. Maintain documentation of supervision, team meetings, observations, training, and other staff development
          7. Provide and document appropriate referrals to health-related and public assistance programs for active clients/families
          8. Conduct the required contacts using the methods prescribed in the HRFCM Policy and Procedure Manual. Unsuccessful contact attempts should be documented.
          9. Refer clients/families who experience loss to professional bereavement services such as mental health therapy referral and/or perinatal bereavement support groups
          10. Provide interpreter through qualified staff or contractual relationship with interpreter service for clients with Limited English Proficiency
          11. Ensure services and clinics are accessible to clients/families with disabilities or have an alternate system in place to provide services
          12. Collect and retain data and records according to HRFCM Policy and Procedure Manual · Ensure all clients/families are residents of Illinois at the time service is provided
          13. Offer opportunity for visit outside of the standard schedule to accommodate working families and/or urgent/unexpected needs
          14. Coordinate client/family care to other culturally responsive service providers in the community including primary care physicians and Medicaid managed care entities
          15. Data Collection and Documentation:
            1. Document services provided timely on provided or approved data collection tool
            2. Ensure any data collection tool used is fully operational and maintained per state standards
            3. Ensure adequate level of security and privacy for confidentiality and safety of data using controls per state standards
          16. Communicates with assigned DHS Regional Nurse Consultant timely and participates timely in all required technical assistance. Requests additional technical assistance from DHS when needed.
          17. Adequately prepares for and participates in scheduled or unscheduled Program Review when requested by DHS
          18. Adequately address and remediate any delinquencies or noncompliance identified by DHS at any time. Failure to address or remediate delinquencies or noncompliance may result in grant suspension or termination.
        2. Performance Measures
          1. RN FTE to family ratio
          2. Achieved monthly caseload active in the program
          3. Nurse home visits received during pregnancy and throughout the first three months after birth
          4. Nurse face to face contacts (in clinic or home setting) received during the fourth to twelfth month after birth, or for duration of time in program
        3. Performance Standards
          1. No more than 50 actively enrolled families/dyads per 1 RN FTE is the goal for RN FTE to family ratio
          2. 75% of assigned monthly caseload is the goal for achieved monthly caseload
          3. 75% is the goal for number of families who receive monthly nurse home visits throughout the duration of pregnancy and throughout the first three months after birth
          4. 75% is the goal for number of families who receive monthly nurse face to face contacts (in clinic or home setting) throughout the fourth to twelfth month after birth, or for duration of time in program

  2. Funding Priorities or Focus Areas

    1. 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.
      • To eliminate barriers to client transportation and decrease risk of communicable diseases in the high-risk population, nurse visits are expected to occur exclusively in the home setting for the duration of pregnancy and the first three months after birth while enrolled in the pilot.
      • The department has identified anticipated average monthly caseloads of high-risk family units/dyads based on previous years' clients referred and/or served who were determined to be high-risk by identified risk factors in the following geographical areas.
    2. The Department seeks to fund the following:
      • Geographic Area Anticipated Number of Awards Anticipated monthly caseload of families/dyads to be served Anticipated RN FTEs Needed Anticipated total funding for pilot
        City of Chicago communities including and limited to: Austin, North Lawndale, South Lawndale, West Town, Near West Side, Lower West Side, Humboldt Park, East Garfield Park West Garfield Park Up to 1 award 450 9 $1,053,000.00
        Madison County Up to 1 award 450 9 $1,053,000.00
        Peoria County Up to 1 award 150 3 $351,000.00
        Total Up to 3 awards 1,050 21 $2,457,000
    3. Through a competitive, merit-based review and selection process, the Bureau will grant funds to agencies that will be responsible for overall administration of the program in the entire geographic area awarded, have demonstrated experience and/or capacity to meet staffing and caseload requirements either through employment or sub-contractual relationship, and have demonstrated experience and capacity internally or through partnerships to provide maternal health nursing assessment and/or nurse case management services to high-risk maternal child health populations with fidelity as outlined in section C. 1. Eligible Applicants.
      • Further, through a competitive merit-based review and selection process, the Bureau expects to fund applicants who demonstrate the following Bureau funding priorities:
        • Have a demonstrated history of providing high quality Maternal Child Health (MCH) nursing assessment, intervention and/or nurse case management services in the area they are applying to serve - Genuine and trusted relationships with community residents, stakeholders, and health care entities
        • Have a physical presence in the geographic area to which they are applying to serve
        • Propose cost-effective and fiscally efficient programming while minimizing administrative burden to their organization
        • Prioritize preventing the leading causes of maternal and infant morbidity and mortality
        • Promote diversity and inclusion with demonstrated efforts to adapt services to fit the cultural contexts of the individuals, families or communities

  3. Authorizing Statutes or Regulations

    1. State Statutes and Regulations
      1. Family Case Management Act (410 ILCS 212)
      2. Improving Health Care for Pregnant and Postpartum Individuals Act (20 ILCS 1305/10-23 new)
      3. Grant Accountability and Transparency Act (20 ILCS 808)
      4. Grant Accountability and Transparency Act (JCAR Title 44 Part 7000)
    2. Federal Regulations
      1. 45 CFR Part 96.70 - 96.75: Social Services Block Grant
      2. Uniform Guidance, Grants and Agreements eCFR:: 2 CFR Chapter II -- Office of Management and Budget Guidance

B. Funding Information

  1.  Total Amount of Funding

    1. The Department anticipates the availability of approximately $2,457,000 in funding in SFY25; however, this is an estimated amount and may be subject to change.
    2. The source of funding for this program is State General Revenue Infant Mortality funds and Federal Social Services Block Grant funds.

  2. Number of Grant Awards

    1. The Department anticipates funding approximately up to three (3) total awards to serve up to 1,050 total high-risk families/dyads.

  3. Expected Amounts of Individual Grant Award

    1. The Department anticipates that grant awards will be approximately $351,000 to $1,053,000 per geographic area served.

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

    • Not applicable.

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

    1. Subject to appropriation, the grant period will begin no sooner than 11/01/2024 and will continue through 06/30/2025.

  6. Renewal or Supplementation of existing projects eligibility

    1. Not Applicable

  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:
      • The types of applicants that may apply for the grant award are public or private organizations that have or will have a physical presence in the eligible geographic area described in Section A2 above, and the required staffing model in place within 30 days of the contract start date for which they intend to provide HRFCM services for the geographical area applied for, as described herein. Grantees failing to have required staffing model and nurse to family ratios in place within 30 days of the grant agreement start date or at any time during the grant period may be subject to grant suspension or termination. Eligible applicants are inclusive of units of local government, hospitals, community-based organizations, federally qualified health centers, and nonprofit organizations that serve the eligible community in the geographical area applied for.
      • 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

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

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 web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the pilot NOFO.

  2. Content and Form of Application Submission

    1. Required Content (due by 10/16/24 at 12:00pm CST)

      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 (Proposal) Narrative (total maximum 12 pages)

      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.
        • EXECUTIVE SUMMARY (1 page maximum - total 5 points)
        • The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. Information in this section should include, but not be limited to, the following:
          1. Applicant information: Provide agency name and agency mailing address along with name, phone number, and email address of the contact person for this application. Include the number and location of sites where services will be provided.
          2. Community and Population Served: Identify geographic area applicant intends to serve with this program. Briefly describe the local population to be served, including age, income, race, ethnicity, and primary language spoken.
          3. Budget: Provide total amount of applicant agency's SFY25 budget requested for this program and anticipated monthly caseload of dyads (families) served by this program.
          4. Experience: Briefly describe agency experience in providing maternal/child health nursing assessment, nurse case management, and/or nurse home visiting services in the geographical area the applicant agency is applying to serve. Include an overview of any additional services or programs the applicant agency offers to assist birthing families including work around advancing equity, racial justice, and birth disparities.
        • NEED (2 pages maximum - total 10 points)
          • The purpose of this section is to provide a clear and accurate picture of the need for proposed services within the targeted community and how the applicant will address these needs. It is necessary for the applicant to demonstrate that it has thorough knowledge and understanding of the need.
            1. Geographic Service Area (5 points)
              1. List the proposed service area(s), as follows:
                1. City of Chicago communities including and limited to: Austin, North Lawndale, South Lawndale, West Town, Near West Side, Lower West Side, Humboldt Park, East Garfield Park, West Garfield Park
                2. Madison County
                3. Peoria County
              2. Provide data on community needs related to high-risk birthing families in the service area. Include leading causes of maternal and infant morbidity and mortality in the area served. Include any contributing factors specific to the area served, or state as unknown. Include source of data used.
              3. Include locations of birthing hospitals and/or birthing centers in the area to be served. If none, include the nearest locations outside of the area served.
            2. Families to be Served (5 points)
              1. Describe the demographic characteristics of families to be served. Include age, income, race, ethnicity, and primary language spoken.
              2. Describe the strengths of high-risk birthing families in the community, as well as the barriers that they experience to accessing high quality services.
              3. Briefly describe how the applicant agency's program will prioritize preventing the leading causes of maternal and infant morbidity and mortality. If the applicant agency is currently a registered DHS Drug Overdose Prevention Program (DOPP), please include this information here for bonus points as described in E1. Include the date the applicant agency was registered. If the applicant agency's registration is in process, include the date the applicant agency requested registration.
              4. Briefly describe how the applicant agency's program will prioritize racial equity in services provided to reduce disparities in maternal and infant morbidity and mortality.
        • READINESS (1 page Maximum - total 20 points)
          • The purpose of this section is to provide a clear and accurate picture of the physical readiness to provide for proposed services within the targeted community.
            1.  Equipment (10 points)
              1. Discuss the applicant agency's physical readiness, including but not limited to the presence of existing medical equipment/tools, computer and telecommunication technology, fleet/pool vehicles, and comfortable private clinic/exam/consultation space to carry out program activities. If applicable, describe whether this is space the applicant agency currently occupies (and/or pays for), whether it is under construction, if arrangements to rent/lease/buy or build a physical facility are or are not yet final.
            2. Training (10 points)
              1. Describe the training staff have had and will receive to ensure their ongoing ability to successfully perform required duties to meet program goals
              2. If additional training is needed, describe what those training needs are, as well as the agency's willingness to ensure that all staff in need of training receives it prior to commencement of service delivery. For purposes of the Application, assume that if the applicant agency requires training on the Department's data collection process, the Department will provide that training to appropriate staff within your agency prior to commencement of services.
        • CAPACITY (4 pages maximum - total 60 points)
          • The purpose of this section is for the applicant to present an accurate picture of the agency's capacity, qualifications, and ability to successfully implement the proposed program described in this Notice of Funding Opportunity. Include the following:
            1. Mission (5 points) - Describe the alignment between the proposed program and the applicant agency mission, as well as the agency's knowledge of and standing in the community to be served.
            2. II. Nursing Staff (25 points)
              1. List the program's Illinois Licensed Registered Nurses or Licensed Advanced Practice Registered Nurses planned to staff the program along with their highest applicable credentials and any certifications related to maternal child nursing, public health, or case management. Note if they are employed by the applicant organization or obtained through a contractual relationship. If a role is vacant, describe what contributes to the vacancy and how the applicant plans to fill the role within 30 days of the grant agreement start date.
              2. Explain applicant agency's nursing recruitment and/or retention efforts and provide at least 1 example of effectiveness.
              3. Outline the program's nursing staffing structure, whether by employment or contractual relationship, including if staff FTEs are split across programs or if staff are budgeted 100% of their time to the program. Describe their areas of responsibility and lines of communication, and ensure the description aligns with the organizational chart submitted as Attachment A to the application. If more than 50% of the nursing staff share the cultural background of the families served, please include this information here for bonus points as described in E1.
              4. Include planned nurse to family (dyad) ratio for the program.
            3. Administrative Capacity and Leadership (25 points)
              1. List the applicant agency's Executive Officer, Fiscal Officer, and proposed Program Coordinator(s), along with their highest applicable credentials and note if they are employed by the applicant organization or obtained through a contractual relationship. If a role is vacant, describe what contributes to the vacancy and how the applicant plans to fill the role within 30 days of the grant agreement start date.
              2. Outline the program's management and staffing structure, whether by employment or contractual relationship, including if staff FTEs are split across programs or if staff are budgeted 100% of their time to the program. Describe their areas of responsibility and lines of communication, and ensure the description aligns with the organizational chart submitted as Attachment A to the application.
              3. If more than 50% of the administrative staff listed above share the cultural background of the families served, please include this information here for bonus points as described in E1.
            4. Governance (5 points)
              1. Briefly describe the applicant agency's governance structure. Include a list of the agency's Board of Directors or other governing body(ies). Identify the chairperson and/or other key positions, submitted as Attachment B to the application.
              2. Include the role the governing body will play in decision making processes and how they receive key program information to inform these responsibilities.
              3. If more than 50% of the Board/Governing leaders share the cultural background of the families served, please include this information here for bonus points as described in E1.
        • QUALITY (4 pages maximum - total 75 points)
          1. Prior Nurse Home Visiting Experience (25 points) - Briefly describe the applicant agency's experience in providing nurse home visiting services to high-risk birthing families. Include number of years.
          2. Clinical Expertise (25 points) - Briefly describe the applicant agency's clinical expertise and knowledge of maternal and child health.
          3. Care Coordination (10 points)
            1. Briefly describe how the applicant agency's program will coordinate with inpatient and outpatient maternal/child health care providers in the applicant agency's geographic area to assist the applicant agency's clients in meeting their desired health outcomes.
            2. Describe the applicant agency's proposed development of anticipated linkage agreements (informal working agreements or formal Memorandum of Understanding, sub awards, or other coordination activities necessary to accomplish program goals and objectives.
            3. Describe how the applicant agency participates in local cross-system or cross-sector referrals to support timely access to requested health or social services or supports that are outside of the scope of the program or not otherwise provided at the applicant agency. Provide at least 1 example of a successful, closed-loop referral in the past year related to a birthing family.
          4. Participant Recruitment & Outreach (5 points)
            1. Briefly describe how applicant agency will provide outreach to the community to ensure high-risk birthing families are aware of services available.
            2. Describe how the applicant agency partners with community assets in the applicant agency's service area (such as community-based organizations, faith-based institutions, healthcare providers, health departments, daycares, libraries, Family & Community Resource Centers, community collaborations, and local businesses) who serve birthing families to assist with client recruitment and outreach. Provide at least 1 example of this type of partnership.
          5. Quality Assurance and Quality Improvement (10 points)
            1. Describe the applicant agency's quality assurance process to ensure compliance with stated programmatic design and achievement of NOFO deliverables including clinical and cultural competence.
            2. Explain the applicant agency's ability to access physician consultation for development of standing orders and agency policy and procedure to address abnormal findings.
            3. For applicant agencies using a multi-disciplinary approach for client contacts outside of the core RN components, describe how the agency will monitor for active, unencumbered Licenses and/or Certifications, when applicable, and ensure that all duties are provided within the scope and training of the non-RN/non-APRN staff.
            4. Describe how the program will utilize data collected to support continuous quality improvement. Provide at least 1 specific example of how the applicant agency has used data to drive improvement related to Maternal and Child Health services.
            5. Describe how the applicant agency ensures confidentiality and compliance with Title II of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), including but not limited to proper consent for release of information.

    4. Budget and Budget Narrative (not included in page limit - 5 points maximum)

      1. Applicants must enter a budget electronically in the CSA system (Refer to CSA Budget Information for more information). The Budget entered into the CSA system must 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 the applicant agency 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 (not required for this NOFO) 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 the applicant agency's 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. A PDF or paper copy of the budget will not be accepted, nor should it be included in the application packet.
      3. 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
      4. The budget and narrative must tie fiscal activity to program objectives and deliverables and demonstrate that all proposed costs are: 
        1. Reasonable and necessary
        2. Allocable, and
        3. Allowable as defined by program regulatory requirements and the Uniform Guidance (2CFR 200), as applicable.
      5. The budget must include the following:
        1. Budgeted expenses covering no more than an 8-month period (services 11/01/24 through 06/30/25).
        2. Registered Nurse (RN) and/or Advanced Practice Registered Nurse (APRN) in personnel and/or contractual categories in alignment with projected caseload. At least 1 total FTE for RN, APRN or combination of RN/APRN must be budgeted for every 50 families served.
        3. Research and Development, Equipment, and Construction categories may not be used.
        4. Technology including computers and medical tools costing less than $5000 per item needed to meet program deliverables may be budgeted in supplies category, unless agency does not have a lower threshold outlined in their local capitalization policy.
        5. Client transportation assistance may not be budgeted. Items distributed to clients as an incentive for program completion may not be budgeted. Grant Exclusives Line Item may only be budgeted if indicated in the Program Policy and Procedure Manual and in Deliverables.
        6. All costs associated with Outreach should be budgeted on Grant Exclusives Line item and total outreach costs may not exceed 10% of total award.
        7. Direct Administrative costs should not exceed 15% of total award
        8. All applicants are encouraged to utilize Indirect Cost as other budget categories will not be allowed to capture costs incurred for common or joint objectives and that cannot be readily identified with a particular final cost objective including but not limited to:
          1. Costs of operating and maintaining the applicant agency's facilities
          2. General Administrative Expenses
          3. Property Insurance
          4. Administrative Support
          5. Clerical Support

    5. Required Forms

      1. Uniform Application for State Grant Assistance (pdf)
        • 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
      2. 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.
      3. Federal Form W-9 (pdf)
        • A completed federal form W-9 Request for Taxpayer Identification Number and Certification is required for all applicants

    6. Required Format

      1. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below or points may be deducted.
      2. All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. The entire proposal should be typed in black font on white background. The program narrative must be typed single-spaced, with 1-inch margins on all sides. The narrative components must not exceed 12 pages total. Additional pages will not be reviewed or scored. Items included as Attachments are NOT included in the page limitation. The entire application must be sequentially numbered and submitted as a single PDF document.

  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. The Department must receive the Preliminary Submission materials (Letter of Intent, etc.)
        1. Not applicable.
      2. The Department must receive the Full Application
        1. Due on October 16, 2024 at 12:00pm CST.
      3. Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order.
      4. Applications must be sent electronically to DHS.OFWNOFO@illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.OFWNOFO@illinois.gov. Include the following in the subject line: 25-444-80-3383 and applicant 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.
      5. 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.
        • Exception: If after all timely applications have been logged in, reviewed to determine eligibility and to establish that all mandatory requirements of the applicant have been met under the NOFO, there remains a targeted geographic area for which an application has not been received, The Department reserves the right to consider any late application for funding that proposes to serve that area. Additionally, if after review, ANY priority geographic area remains uncovered, DHS reserves the right to negotiate with ANY successful applicant entity to provide services in the uncovered area. Any successful applicant will be required to submit a written response agreeing to serve said geographic area within 48 hours and the language for these services to be provided will be reflected in the final contract.

  5. Funding Restrictions

    1. Pre-Award Costs

      1. Pre-award costs are not allowable.
      2. 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 be applied to this grant award. Approved indirect cost rates must be approved.
      2. All applicants are encouraged to utilize Indirect Cost as other budget categories will not be allowed to capture costs incurred for common or joint objectives and that cannot be readily identified with a particular final cost objective including but not limited to:
        1. Costs of operating and maintaining your organization's facilities
        2. General Administrative Expenses
        3. Property Insurance
        4. Administrative Support
        5. Clerical Support

    3. Statutory or Regulatory Restrictions/Limitations

      1. 2 CFR200 - Subpart E Allowable/Unallowable Costs

  6. Other Submission Requirements

    1. Electronic Submission

      1. Applications must be submitted electronically to DHS.OFWNOFO@illinois.gov.
      2. Documents must not include a password.
      3. Software or electronic capabilities required are as follows:
        1. Internet access
        2. Email capability
        3. Adobe Reader
        4. Word Processing Software 
      4. Contact DHS.OFWNOFO@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. 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. Cost sharing will not be considered in the evaluation.
    4. 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:
      • HRFCM Scoring Criteria (Total Maximum 12 pages) Maximum Points
        Executive Summary (maximum 1 page) 5
        Need (suggested maximum 2 pages)
        1. Geographic Service Area (maximum 5 points)
        2. Families to be Served (maximum 5 points)
        		 10
        Readiness (maximum 1 page)
        1. Equipment (maximum 10 points)
        2. Training (maximum 10 points)
        		 20
        Capacity (maximum 4 pages)
        1. Mission (maximum 5 points)
        2. Nursing Staff (maximum 30 points)
        3. Administrative Capacity and Leadership (maximum 25 points)
        4. Governance (maximum 5 points)
        		 60
        Quality (maximum 4 pages)
        1. Prior Nurse Home Visiting Experience (maximum 25 points)
        2. Clinical Expertise (maximum 25 points)
        3. Care Coordination (maximum 10 points)
        4. Participant Recruitment and Outreach (maximum 5 points)
        5. Quality Assurance and Quality Improvement (maximum 10 points)
        		 75
        Budget and Budget Narrative - signed and submitted in the CSA 5
        MAXIMUM REGULAR POINTS 175
        Bonus Points: Applicant attests to:
        • (15 points) - fully registered as a current DHS DOPP provider including date registered.
        • (5 points) - submitted an application which is still pending to become a DHS DOPP provider including date application was submitted
        		 15
        Bonus Points: Applicant attests to at least 50% of the following teams being comprised by individuals who share the cultural background of the community being served.
        • (2 points) Board of Directors or governing body
        • (2 points) Administrative team (CFO, CEO, Coordinator)
        • (6 points) Nurses
        		 10
        MAXIMUM BONUS POINTS 25
        TOTAL MAXIMUM POINTS 200

  2. Review and Selection Process

    1. The process for evaluation of the application is as follows:
      • One (1) review team comprised of up to three (3) individuals representing IDHS. Applications will first be reviewed and scored individually. Then, team members will collectively review the application, their scores, and comments. Individual team members may choose to adjust scores to appropriately capture content that may have been missed initially. Scores will then be sent to the Application Review Coordinator to be compiled and averaged to produce the final application review team score.
      • 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.
    2. In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
      1. Apply one or more of the additional factors for consideration described above to prioritize the applications
      2. Partially fund each of the tied applications
      3. Not fund any of the tied applications.The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
    3. In the event of multiple applicants seeking a lead agency model and applicants propose to cover overlapping counties, the Department may choose to elect the following option to achieve administrative efficiency:
      1. the applicant seeking to cover the largest total caseload will receive the award for those counties, regardless of score.
    4. The Department reserves the right to negotiate with successful applicants to adjust items including but not limited to award amounts, targets, deliverables, etc.
    5. 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
          1. Appeals submission IDHS contact information:
            1. Name of Agency contact for appeals: Natalie Bullock____
            2. Email of Agency contact for appeals: Natalie.Bullock@illinois.gov
            3. Email Subject Line: 25-444-80-3383 Appeal-Organization Name
          2. 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
          1. 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
          1. 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 some 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 SAM
      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

    • The anticipated announcement date for this award October 31, 2024

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.
      6. 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 DHS.OFWNOFO@illinois.gov
  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

Technical Assistance- there will be 1 TA Session

TA Session: Virtual Bidder's Conference registration link to be provided on the IDHS website on the NOFO Q&A page

I. Application Checklist

  • Applicant must meet pre-qualification requirements
  • Budget and Budget Narrative must be submitted in CSA (do not attach a copy to application packet) (not included in page limit)
  • Application package must include the following mandatory forms/attachments in a single PDF document, in the following order: