RPSA Community Convener (25-444-80-3484-01) Technical Assistance, Appendices, Questions & Answers

Announcement Regarding NOFO Due Date and Time: It has come to our attention that your ability to submit the budget for RPSA Community Convener Notice of Funding Opportunity in the CSA system was temporarily disrupted today. Therefore, we are extending the due date and time to TOMORROW, 2/27/25 at 12:00pm (Noon) CST. Sorry for the inconvenience.

RPSA Community Convener Technical Assistance Session

Wednesday, February 5, 2025 at 12:00pm (Noon)
Registration Link

RPSA Community Convener Appendices:

RPSA Community Convener Questions and Answers:

January 29, 2025:

Question: What day and time is the TTA Bidder's Conference?
Answer: It is February 5, 2025, at 12:00 pm. (noon).
Question: This appears to differ from the October 2024 NOFO in timing and amounts of funds available on average.
Answer: This is a new Notice of Funding Opportunity and different than past Notices.
Question: What factors contributed to the release of this NOFO?
Answer: GATA law requires programs to be competitively bid every three years. This NOFO covers community conveners statewide. All Current Community Convener grants funded under CSFA# 444-80-2773 and all Greater Illinois Violence Prevention Council Coordinator grants funded under CSFA#444-80-3023 are set to end March 31, 2025, if you signed and returned your extension amendment. Otherwise your grant implementation period has already ended.
Question: Will responses to this NOFO be merged with the December 2024 NOFO responses and reviewed together?
Answer: This NOFO is independent of any other NOFO offering. This NOFO has nothing to do with whatever is being referred to in December.
Question: Are communities sought in the previous process (we submitted two applications in Chicago communities) available for re-submission for this NOFO? Answer: This is a new NOFO. Prior Community Convener and Council Coordinator grant opportunity NOFOs released under CSFA# 444-80-2773 and CSFA#444-80-3023 will no longer be funded. This NOFO effectively replaces these 2 previous grant programs. They have been combined into this NOFO and is being made available in ALL RPSA eligible community areas statewide. This NOFO is different, and it would not be recommended that you simply submit previously submitted applications. Each NOFO is unique and must be responded to accordingly.
Question: Is this NOFO intended to replace the Violence Prevention Council Coordinator award, or if a separate NOFO will be released to continue that work.
Answer: Yes, this NOFO will replace the Violence Prevention Council Coordinator award and there will be no other or separate NOFO.

January 31, 2025:

Question: The Convener Checklist is incorrect.
Answer: The RPSA Convener NOFO Checklist has been fixed an is available above.

February 6, 2025:

Question: Is there any way that a community outside of the list would be considered?
Answer: No. The areas of service represented in this NOFO are in accordance with the Reimagine Public Safety Act (RPSA)(430 ILCS 69), these community areas are considered "eligible service areas" and qualify for grants under the Act. In SFY25, two Chicago Services areas were expanded. The Northside Cluster now includes Near North Side and West Town, and the Southwest side Cluster now includes Near West Side.
A full description of the process for identifying Illinois municipalities and Chicago and Greater Illinois community areas with the highest concentration of firearm violence is available here: Announcement of eligible communities 2024.pdf.
Question: Under "Required Services and Programming, section "m" sub-section "vii" states "Program are strongly encouraged to develop a career plan with each street outreach worker." Are Councils supposed to hire street outreach workers or work with VP orgs to do this?
Answer: There is an error in this sentence. It should not include the word "with each street outreach worker" and should read as follows: "Programs are strongly encouraged to develop a career plan with staff." Under this grant you will not hire street outreach workers nor have a responsibility to develop plans for staff in other organizations.
Question: In part "B" Awarding and Funding Information, #18, subsection "d" refers to the anticipated start date as January 1, 2025, but it mentions April 1, 2025, above everywhere else in the application. Is this an error? Which is the correct start date.
Answer: Yes, this is an error. April 1, 2025, is the correct anticipated start date.
Question: In section "D Application and Submission information" section J Order of Application" it states that Attachment A6a is a FY26 6 month Uniform Grant Budget, and everywhere else it indicates a FY26 9 month uniform grant budget. Is this an error? Which is the correct length of the FY26 budget?
Answer: Yes, this is an error. FY26 will have a 9 month grant budget.
Question: are current grantees eligible to also be a convener?
Answer: Yes, current RPSA grantees CAN apply to be a convener presuming you are able to meet all of the applicant/application eligibility criteria.
Question: What happens if you have not had experience as a community convenor. Will your application be rejected?
Answer: Your application will not be rejected simply because you are not a current or former community convener. However, you must meet the other eligibility criteria identified in the NOFO.
Question: Is it necessary to hire a separate staff or can the VPCC be the administrator of the Flex Funds?
Answer: Not necessarily.
Question: Is there a limit on the number of communities an organization can be funded?
Answer: An organization may only apply for a single service area per application. It is possible for one organization to receive a grant for more than one eligible community - please understand that OFVP expects to fund local community organizations in each service area where possible.
Question: should the flex funds amounts go under the grant exclusive line item?
Answer: Through this NOFO, your organization will NOT be budgeting for management of Flex Funds, rather you will simply indicate if you are interested etc. this will be done in the executive summary form.
Question: Will the funding be upfront for the Emergency Victim Funds?
Answer: Through this NOFO, your organization will NOT be budgeting for management of Flex Funds, rather you will simply indicate if you are interested etc. this will be done in the executive summary form.
Question: The NOFO says we need to state we are interested administrating the Flex Funds in the Executive Summary, does this mean applicants can opt out of the responsibility?
Answer: Yes. Also, your decision to opt out or in will have NO IMPACT, positive or negative, on your application score or the decision to fund/not fund your organization.
Question: Will there be a CRM or a shared Data base provided to receive referrals and track necessary info?
Answer: No
Question: Can two organizations apply collaboratively for this grant with one being the lead applicant?
Answer: Subgrants will be allowed. Please see info in the NOFO regarding subrecipients, subrecipients must also meet same requirements as the grantee.
Question: Are the DEI requirements going away under the new administration?
Answer: At this time, we do not expect that to occur. This is a State funded program under the Illinois Reimagine Public Safety Act. DEI is part of the RPSA, therefore we do not foresee changes.
Question: May a convener be awarded more than one location?
Answer: Yes, but a separate application is required for each service area. please understand that OFVP is looking to fund local community organizations in each service area where possible.
Question: Is this recorded whereas, I can review it later?
Answer: No, this recording will not be available. All questions will be part of the FAQs found online.
Question: This is just a one-year grant correct??
Answer: Successful applicants will be awarded a 1-year grant that will be implemented under 2 separate state fiscal year agreements. we also anticipate being able to offer up to 2 additional 1-year renewals presuming successful implementation and available funding.
Question: If our RFP includes LGBTQ participants will we meet resistance from the Federal Government because the Presidents Executive Orders?
Answer: The RPSA is an Illinois Act. At this time, we do NOT anticipate that the Presidents EO will impact this grant or its activities.
Question: Are new established nonprofits able to apply
Answer: Yes, however please review the NOFO for additional eligibility criteria.
Question: In the NOFO Checklist attachment A1 subjective? So we can provide pictures, a narrative our experience, etc. or is there something specific you are looking for?
Answer: Those things could be acceptable, but items such as grant agreements, local community/gov letters, etc. Would be evidence.
Question: Are budget narratives included in the 20-page limit for the narrative? This is tough because in a budget, we are justifying costs. As part of the 20-page narrative, this restricts how thorough we can be.
Answer: A brief narrative will be required in the application narrative that connects your proposed plan to your actual proposed budget. Inside your actual budget that you will enter into the CSA system you will be providing more specific line-item detail and justification. this is NOT included in the 20-page limit.
Question: If you have previously registered in CSA, but cannot locate your login, do we email the email address on the previously slide?
Answer: You will likely need to contact CSA for a password change.
Question: The grant award provides an average award amount. Will points be deducted for budgets that are over the average award amount?
Answer: OFVP has estimated that the average grant award amount is sufficient to do the work expected under the NOFO. Points may be deducted if the budget is not cost effective, efficient etc. Amount requested may not be the amount awarded.
Question: Is Greater Illinois Trauma Informed Behavioral Health Services (444-80-2600) ending on 3/31/25 as well?
Answer: As of today, yes. OFVP is currently considering if grants will be extended or if a new NOFO will be released or both. We hope to update current TIBH providers as well as High-Risk Youth Intervention Services providers ASAP.
Question: How can an organization who has only provided violence prevention services apply for a complete with orgs that have actually provided convener services in the past? wouldn't the more appropriate applicant be previous conveners?
Answer: Not necessarily. If your organization can do a great job and you meet the eligibility criteria, you are encouraged to apply. Just because someone is funded to do a job, does not mean they do it well.
Question: Is Fiscal Support allowed in Personnel?
Answer: Yes, depending on how it is addressed it may go into contractual services, admin or indirect etc.
Question: Please explain more about the purpose of Flex Funding.
Answer: Additional information concerning flex funding can be found in the Application Appendix.
Question: Once an organization is selected to convene and is responsible for distributing the flex fund - Will the org then be given the opportunity to hire a staff to assist in managing the fund or should that person be added to your personnel on your budget?
Answer: Yes. An organization will be able to plan and budget for that purpose once you are selected to manage the fund. Costs to manage the fund should NOT be associated with this application.
Question: So pictures can be included in the 20-page attachments? If we are a current grantee, can we include success and best practices by using photos?
Answer: The 20-page limit DOES NOT INCLUDE required attachments. Required attachments are NOT considered part of the 20-page maximum for the application Narrative. While pictures may be acceptable, additional documentation may be needed to demonstrate proof, indication of grant funding to implement programs in the community, grant notices, letters form community and government organizations etc., this is intentionally broad to allow for various types of evidence.
Question: what's the last date to submit questions?
Answer: Feb 17, 2025.
Question: Can you confirm that Google links are an acceptable means of submittal?
Answer: if you would like to send me a test email with such an attachment - we can confirm for you.
Question: When is the reapplication process to start for Greater Illinois?
Answer: there is no reapplication process for greater Illinois or Chicago. Current grantees will NOT be renewed. All interested in being conveners beginning 4/1/25 MUST compete under this competitive NOFO.
Question: Question: Will the Bidders Conference slides be emailed out?
Answer: The Bidders Conference was not recorded. The slides will not be sent out. There was no content in the slides that was not available in the NOFO and the FAQs. All questions from the Bidders Conference can be found in the FAQ section of the Website as described in the NOFO.
Question: Our health department is a local government agency and does not have a 501C3. Are we eligible to apply?
Answer: Per the NOFO eligibility section:
"Eligible applicants are limited to those public and private nonprofit community-based organizations subject to 26 U.S.C. 501(c)(3) or 501(c)(4) of the tax code (26 U.S.C. 501(c)(3) or 26 U.S.C. 501(c)(4)). In addition to the above non-profit community-based organizations, eligible applicants are inclusive of units of local government."
Given that a health department is a government entity, you would meet this eligibility criteria. Please be aware that there are additional eligibility criteria. please refer toe the NOFO for additional detail.
Question: Will the Greater Illinois grants receive letters/email stating that the programs will end on 3/31/2025 and that we would need to apply for this grant if we wanted to continue.
Answer: Current contracts indicate this end date. All current providers received the funding announcement. DHS program will separately email current providers making sure they understand that their current agreements end and will not be renewed.
Question: Aren't ARPA funds Federal?
Answer: Yes. While it is possible that federal funds will be used from this or other sources, we do not anticipate using federal funds at this time.
Question: Can you talk more about the indirect rate? Our gata portal reflect a 15% de minimis rate, what is the process for shifting from 10% to 15%? (not sure if this is still to come)?
Answer: If you have an approved federal or state indirect cost rate you may use that rate. Currently the de minimis being implemented at DHS is 10%. When you enter your budget in CSA you will need to select the rate of 10%.

February 14, 2025:

Question: We are wondering if we can apply for the RPSA Community Convener using a fiscal agent. The applicant is a community planning and convening organization that is working on getting the 501c3 designation.
Answer: Eligible applicants are limited to those public and private nonprofit community-based organizations subject to 26 U.S.C. 501(c)(3) or 501(c)(4) of the tax code (26 U.S.C. 501(c)(3) or 26 U.S.C. 501(c)(4)). In addition to the above non-profit community-based organizations, eligible applicants are inclusive of units of local government.
If the fiscal sponsor is not an eligible applicant, they could potentially be a contractor of an eligible organization. The organization can enter into a contractual arrangement with an individual or an entity to provide administrative or supportive services to the organization.
Question: Our non-profit provides advanced manufacturing training and job placement with wrap-around services to youth and young adults. We've been around for 18 years and have extended our service to young people in the justice system or at risk of violent and criminal behavior. We've had tremendous success. Our thinking is to apply for this grant but focus on the workforce and employer/employee relationships we've developed. We're thinking of convening our vast network of community partners in two of the target communities to drill down on the job training, readiness, and social service wrap-arounds to ensure retention and support. This approach isn't exactly what you are looking for, but it is needed. I'm wondering if we should even try to respond.
Answer: Please refer Section C. Eligibility Information for eligibility criteria. Please refer to the Required Services and Programming Section A.4. Agencies wishing to compete as a convener will need to meet all eligibility requirements and be able to provide all the required services and programming required.
Question: I'm trying to get the word out about this to our community. How does this work in other communities? Is there usually a youth provider, outreach provider and then a different "convener"?
Answer: The array of RPSA grantees is different in every community. The OFVP website lists current providers and is being updated to include the new 3416 providers. Website: IDHS: RPSA Eligible Community Areas/Municipalities and Associated Programming. Providers may also forward the announcement to other providers in their area.
Question: Would you please clarify the name change for the convening councils? Under the new NOFO, the new name for the council is the "CREW". Should we refer to our current council as the "CREW" in our current application instead of the name we have developed for our convening council?
Answer: The grant program will now be called Community Conveners in Chicago and in Greater Illinois. Lead Conveners will establish "Community Response and Engagement Workgroup (CREW)" will form a core group of RPSA violence prevention and youth development organizations including community stakeholders. See Section A.4 for more details on required services. We cannot recommend how applicants present their information.
Question: If I have submitted the Uniform Application for State Grant Assistance PDF, is this the complete application?
Answer: No, that is a required attachment. The program (proposal) narrative makes up the bulk of your application. Please provide a complete response to all executive summary, capacity, need, equity and racial justice, quality and budget sections. If the program narrative is missing from your application packet, your application may receive a score of zero points and your agency will not meet the criteria to receive a grant under this notice of funding opportunity. The order of Sections and Attachments may also be found on Community Convener NOFO Checklist (available as an appendix).

February 19, 2025:

Question: We are considering including a sub-recipient in our proposal and notice that a sub-recipient agreement would be a required attachment. Our municipality would require City council approval in a advance of executing contracts above a certain threshold and may not be available in advance of the application due date. Would it be acceptable to provide a draft sub-recipient agreement and a letter of support from the proposed sub-recipient indicating they would execute the agreement if the application is awarded?
Answer: Yes, it would be acceptable.
Question: Can incentives be used to ask other agencies or individuals to attend meetings or participate in the community assessment and plan. Can you please clarify?
Answer: Applicants may include incentives for successful engagement of youth members and local community members/organizations. Incentives may not be included for individuals employed by government entities or paid by DHS RPSA Grants. Applicants may include reasonable food and refreshments at the event.
Question: In regard to Performance Standards, standard D states "Percentage of Emergency Convenings/Responses to Mass Violence/Shootings held (Acceptable performance 90%) - Are conveners to immediately convene at least 90% of the time in response to ALL mass violence and shootings that happen in Waukegan and North Chicago? (the Service Area) Is this how the standard is to be measured?
Answer: Yes
Question: In regard to Performance standard e, does it mean that all full time and part time positions paid under the grant must attend 100% of coordinated events?
Answer: While the expectation would be that all grant funded staff attend, the performance measure could be accomplished as long as one or more staff participate.
Question: In regard to Performance stance i, is it a duplicate of standard h and can be omitted?
Answer: No, one is related to program performance reports and one is related to financial reports.