20-444-24-1731-00

Awarding Agency Name Human Services
Agency Contact Christina Miller (Christina.Miller@illinois.gov)
Announcement Type Initial
Type of Assistance Instrument Grant
Funding Opportunity 20-444-24-1731-00
Funding Opportunity Title Independent Service Coordination Agencies
CSFA Number 444-24-1731
CSFA Popular Name Independent Service Coordination Agencies
Anticipated Number of Awards 1-12
Estimated Total Program Funding $38,134,100
Award Range $1,070,642.43 - $8,307,775.88
Source of Funding State
Cost Sharing or Matching Requirements No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Posted Date 9/10/2018
Application Date Range 9/10/2018 - 11/12/2018 : 5:00 pm
Grant Application Link Grant application
Technical Assistance Session No

Agency-specific Content for the Notice of Funding Opportunity

Independent Service Coordination (ISC) Program

GLOSSARY OF TERMS FOR PURPOSE OF THIS NOFO

Applicant = Potential ISC applicant

APS = Adult Protective Services

ARO = Appeal Review Officers

BQM = Bureau of Quality Management

CAGE = Commercial and Government Entity

CARS = Crowe Activity Review System

CFR = Code of Federal Regulations

CILA = Community Integrated Living Arrangement

CIRAS = Critical Incident Reporting Analysis System

CLF = Community Living Facility

CMS = Centers for Medicare and Medicaid Services

CSLA = Community Supported Living Arrangement

DCFS = Department of Children and Family Services

DD = Developmental Disabilities

DDD = Division of Developmental Disabilities

DHS = Department of Human Services

DPH = Department of Public Health

DRS = Department of Rehabilitation Services

DUNS = Data Universal Numbering System

FEIN = Federal Tax Identification Number

GATA = Grants Accountability and Transparency Act

GOMB = Governor's Office of Management and Budget

HBS = Home Based Services

HCBS = Home and Community Based Services

HFS = Healthcare and Family Services

ICAP = Inventory for Client Agency and Planning Summary

ILCS = Illinois Compiled Statutes

ISP = Individual Service Plan

IMPACT = Illinois Medicaid Program Advanced Cloud Technology

IRS W-9 = Illinois Revenue Service form to request a taxpayer identification number

ISSA = Individual Service and Support Advocacy

ISC = Independent Service Coordination Agency

LLC = Limited Liability Company

MOE = Maintenance of Effort

MTDC = Modified Total Direct Cost

NICRA = Negotiated Indirect Cost Rate Agreement

NLT = Not Later Than

NOFO = Notice of Funding Opportunity

NOSA = Notice of State Award

OBRA = Omnibus Budget Reconciliation Act of 1987

OMB = Office of Management and Budget

PA = Public Act

PAS = Pre-Admission Screening

PCP = Person Centered Planning

PDF = Portable Document Format

POS = Purchase of Service

PUNS = Prioritization of Urgency of Needs for Services

ROCS = Reporting of Community Services

SAM = System for Award Management

SHP = Special Home Placement

SLF = Supportive Living Facility

SODC = State Operated Developmental Center

SoS = Secretary of State

SSH = Short Term Stabilization Home

SSN = Social Security Number

SST = Support Service Teams

STAR = Service Termination Authorization Request

UGA = Universal Grant Agreement

A. PROGRAM DESCRIPTION

Purpose

Independent Service Coordination (ISC) agencies serve as the primary connection between individuals (and guardians) who are seeking or receiving developmental disability services and the Illinois Department of Human Services' Division of Developmental Disabilities (DDD). Activities include outreach, eligibility determination, linkage to services, management of the Prioritization of Urgency of Need for Services (PUNS) database, case management (including ensuring informed choice, plan development and monitoring), and coordination of service delivery from other sources. These service coordination activities are critical contributions to a comprehensive system of high-quality services for individuals with developmental disabilities. ISC agencies are essential to providing accurate individual information for statewide planning, as well as collaborating with service providers to ensure individual's health, safety, welfare, well-being, and satisfaction with services funded by DDD.

Objectives

  1. To maintain the waiting list for Waiver services and complete initial eligibility determinations/ level of care evaluations.
  2. To serve as the front line for information and assistance to help individuals and families navigate the system.
  3. To engage in high quality, person-centered planning that keeps the full focus on the person.
  4. To provide a source of knowledgeable and thoughtful strategies to help individuals make decisions about what is important to them and for them.
  5. To serve as the front-line entity for addressing problems related to outcomes and quality.
  6. To ensure informed choice and freedom of choice; to assure rights.

Service Delivery

The ISC's will provide quality supports that encourage individuals and families to make informed decisions, exercise choice, and have maximum control over their lives.

B. UNIVERSAL REQUIREMENTS

  1. Participate in webinars, trainings, outreach, pilot projects and/or initiatives as directed by the Division.
  2. Ensure each ISC representative completes all required training, both initial and continuing education.
  3. Comply with any formal requests for desk reviews and audits, by the Division and other entities.
  4. Respond to general inquiries and requests for information by the Department of Human Services.
  5. The ISC applicant must comply with Medicaid Waiver qualifications, as delineated in the federally approved Waiver. The Waiver can be found at www.dhs.state.il.us/page.aspx?item=45915. The ISC shall:
    1. Maintain eligibility to be an ISC provider in accordance with the waiver.
    2. Provide prompt notice to the Division, including plans to remediate issues, when issues arise that may jeopardize eligibility.
  6. Agency must be available 24-hours per day, 365 days per year for individuals in times of crisis.
  7. Should the ISC be determined by the Department to be in non-compliance, the ISC will enter into a Corrective Action Plan with the Division to remediate issues and achieve compliance. Determinations will be based on the Division's review tools published at http://www.dhs.state.il.us/page.aspx?item=50951.

C. INITIAL ELIGIBILITY AND LINKAGE

The Independent Service Coordination (ISC) agency, upon request from an individual or guardian, shall do the following:

  1. Complete the OBRA 1 screening to determine if there is a reasonable basis to suspect the individual has a developmental disability or follow up on the OBRA 1 documents received by the ISC agency.
    1. If there is a reasonable basis to suspect a developmental disability exists, the ISC completes a Pre-admission Screening (PAS) Level II screen.
    2. If there is a reasonable basis to suspect there is not a developmental disability, provide information and linkage to the Department of Aging, Division of Mental Health and the Division of Rehabilitation Services
  2. For persons for whom there is a reasonable basis to believe a developmental disability exists, review service options, including Medicaid entitlement (ICF/DD, CLF, etc.) and Home and Community Based waiver services (HCBS).
  3. Refer to appropriate interim services (e.g. DRS, Respite), for persons with a developmental disability who opt to go on the Prioritization of Urgency of Need for Services (PUNS) database.

D. PUNS

The ISC shall complete Prioritization of Urgency of Need for Services (PUNS) database forms, as instructed by the Division, for all individuals in their assigned geographic area of service who seek inclusion in the database.

  1. For persons desiring Home and Community Based waiver services (HCBS), complete initial Prioritization of Urgency of Need for Services (PUNS) enrollment.
  2. Complete annual update of Prioritization of Urgency of Need for Services (PUNS) information for all persons awaiting HCBS waiver selection.
  3. Refer to appropriate interim services (e.g. DRS, Respite), for persons with a developmental disability who opt to go on the Prioritization of Urgency of Need for Services (PUNS) database.

E. PRE-ADMISSION SCREENING (PAS) and CHOICE OPTIONS

For all individuals in the ISC geographic area seeking services for whom there is a reasonable basis to suspect the presence of a developmental disability and who request DD services funded through Medicaid, ICF/DD, or nursing facility services, the ISC will:

  1. Determine service eligibility by conducting a PAS Level II Screen.
  2. Provide written notice of Pre-Admission Screening results.
  3. Educate individuals, guardians, and families about service options.
  4. Make referrals to all service providers chosen by the individuals through an informed choice process presenting all available service options.
  5. Conduct the Discovery process and develop a Personal Plan.
  6. Submit completed service and funding requests to the Division.
  7. Monitor the transition of the individual for four weeks following initiation of waiver services.
  8. Secure a service provider and complete a safety plan for person with a developmental disability who the ISC determines to be in a crisis.
  9. Comply with all requirements associated with the Ligas Consent Decree.

F. INDIVIDUAL SERVICE AND SUPPORT ADVOCACY (ISSA) SERVICES (For people already enrolled in Waiver services)

The ISC will:

Conduct necessary evaluations and assessments of individual service needs, including a risk assessment.

Complete Vocational Rehabilitation (VR) referrals for individuals who have documented such services and supports in their Person Centered Plan.

Develop the outcomes and ensure the completion of the Plan.

Update the Discovery Tool and Plan at least annually to ensure it continues to reflect the person's preferences and needs.

Revise or edit the Discovery Tool and Plan more often if the person's desires or needs change.

  1. Conduct necessary evaluations and assessments of individual service needs, including a risk assessment.
  2. Complete Vocational Rehabilitation (VR) referrals for individuals who have documented such services and supports in their Person Centered Plan.
  3. Develop the outcomes and ensure the completion of the Plan.
  4. Update the Discovery Tool and Plan at least annually to ensure it continues to reflect the person's preferences and needs.
  5. Revise or edit the Discovery Tool and Plan more often if the person's desires or needs change.
  6. Complete a minimum of two visits per year for each individual served through the DD waiver programs.
    1. One visit for the development of the Personal Plan and Discovery tool (including an assessment of risk).
    2. One visit to assess whether services and supports are being provided in the interest of and to the satisfaction of individuals receiving the services, and to ensure the individual's health, safety, and well-being. The results of this visit shall be recorded in Visiting Notes.
    3. Address and resolve issues of concern identified through the monitoring visits.
    4. Collaborate with service providers to resolve conflicts regarding the satisfaction, health, safety, and well-being of the individual, as well as referral to Division staff of any unresolved issues per guidelines established by the Division.
    5. Ensure that the plan accurately reflects current needs and preferences of the person as documented in the Discovery Tool.
  7. Conduct additional monitoring activities for individuals served through the DD Waiver programs.
    1. Complete additional monitoring activities based on the individual's needs per ISSA guidelines, Critical Incident Reporting and Analysis System (CIRAS) guidelines, involvement of Support Services Teams (SST) and Short-term Stabilization Homes (SSH) as well as other contacts determined by the Division.
    2. Complete additional visits (beyond the minimum of two visits per year), as needed to ensure the health, safety, welfare, and satisfaction of the person receiving services.
    3. Address and resolve issues of concern identified through the monitoring visits.
    4. Collaborate with service providers to resolve conflicts regarding the satisfaction, health, safety, and well-being of the individual, as well as referral to Division staff of any unresolved issues per guidelines established by the Division.
    5. Ensure that the plan accurately reflects current needs and preferences of the person as documented in the discovery tool.
  8. Ensure timely transitions to adult services for participants of the Children's Residential Waiver services (17D).
  9. Review, verify and submit service request packets on behalf of the individual/guardian (to include but not be limited to CILA, Community Day Services, and POS funding packets, therapy requests, and staff add-on requests).
  10. Report any allegations of abuse, neglect, and exploitation per Division guidelines and regulations.
  11. Complete annual service eligibility redeterminations within 365 days from the previous determination so as to avoid any interruption of eligibility or coverage.
  12. Complete the Inventory for Client and Agency Planning (ICAP) or other assessment of adaptive skills as directed by the Division, at least annually.
  13. Report critical incidents for waiver participants, per the Division guidelines, and follow up as needed on any incidents identified through the CIRAS.
  14. Inform the Division of inquiries from any entity not providing direct service to an individual (e.g. legislative, legal, Human Rights Authority, media, etc.).
  15. Respond to inquiries from DDD that arise from any entity (i.e. legislative, legal, Human Rights Authority, media, etc).
  16. Inform individuals of rights as a waiver participant, upon enrollment and annually thereafter.
  17. Ensure the appeals process is followed as appropriate, including serving as a representative for the Division when attending the hearings.
  18. Review and submit completed Prior Approval Requests (i.e.: OT, PT, Speech Therapies, Adaptive Equipment, Vehicle/Home Modifications, 53C, Alternative Day Programs) for needed services requiring authorization by the Division.
  19. Ensure the health, safety, and welfare of individuals involved with Adult Protective Services (APS). 
  20. Assist an HBS participant with finding alternative personal support if DDD requires agency-based services.
  21. Establish and maintain active enrollment in the CIRAS.
  22. Coordinate the transition between DDD Waivers.
  23. Coordinate the transition within DDD Waivers.
  24. Resolve rejected billings related to Medicaid benefits and level of care re-evaluation (annually).
  25. Participate in consultations and provide follow-up as necessary related to individuals including but not limited to: Support Services Team (SST), Short-Term Stabilization Home (SSH), State Operated Developmental Center (SODC), and State Operated Mental Health Hospital (SOMH).
  26. Respond to general and/or emergency inquiries and complaints from sources such as: hospitals, emergency rooms, jail, other states and community agencies.
  27. Ensure that STAR (Service Termination Approval Request) and Bedhold request forms are completed and submitted to the Division per DHS guidelines, as necessary.
  28. Provide service coordination to Bogard class members residing in a Community Integrated Living Arrangement (CILA), Host Family or Community Living Facility (67D) according to the approved Medicaid Waiver and DHS/DDD guidelines.

G. BOGARD CLASS MEMBERS

For Bogard class members residing in an ICF/DD, the Independent Service Coordination (ISC) agency will:

  1. Provide assistance to both individual recipients and their providers to enhance the delivery and effectiveness of service provision.
  2. Complete a minimum of four service coordination monitoring visits per year (approximately one per quarter), first informing the guardian (if applicable) and according to the following guidelines:
    1. One visit for participation in the Individual Service Plan (ISP).
    2. One visit either to the individual's residence or day program (if the individual participates in a day program).
    3. One visit each to the individual's residence and day program (if the individual participates in a day program).
    4. One or two visits to the location of the individual's choice.
  3. Ensure collaborative facilitation, with service providers, of conflict resolution for matters of concern to the individual and/or guardian and provider, including satisfaction, health, safety, well-being, and development and implementation of the ISP.
  4. Complete referrals to the DDD Regional staff for monitoring and/or technical assistance regarding unresolved matter of concern.
  5. Maintain accessibility 24-hours per day, 365 days per year for individuals in times of crisis.

Bogard class members residing in other non-waiver settings will receive service coordination from the Independent Service Coordination agency. Non-Waiver settings refer to: Nursing Facility, State Operated Developmental Center, Shelter Care Home, State Operated Mental Health Center, their own or family home and apartment without DD services.

The ISC is responsible to:

  1. Ensure completion of assessments and reassessments of needs and goals.
  2. Coordinate the Individual Service Plan (ISP) development.
  3. Facilitate and broker Specialized Services for persons in nursing facilities.
  4. Advocate for the development of natural supports.
  5. Conduct activities to maintain or improve availability, accessibility, and quality of services.
  6. Assist with the procurement of adaptive equipment through the Department of Healthcare and Family Services.
  7. Complete, at a minimum, monthly service coordination monitoring visits with the individual.
  8. Monitor the implementation of the ISP, as well as the individual's health, safety and well-being, through site visits to residential and day program sites.
  9. Utilize problem-solving procedures to achieve conflict resolution.
  10. Provide crisis intervention supports, as needed.
  11. Provide transportation to facilitate the selection of employment and residential services among other options.
  12. Ensure the Bogard choice process, as directed in the Modified Bogard Consent Decree.

*Bogard class member are designated by the Department of Human Services/Division of Developmental Disabilities.

H. DELIVERABLES

  1. List any OBRA 1 screenings of eligibility determinations that were not completed and the reason why they were not completed.
    1. Required data: How Many People/Names/SSN/RIN/Reasons by County
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  2. List anyone who was determined to be Developmentally Disabled whose service options were not explained and documented. Please explain why they were not completed.
    1. Required data: How Many People/Names/SSN/RIN/Reasons by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  3. Provide a list of anyone for which linkage did not occur. Explain why linkage did not occur.
    1. Required data: How Many People/Names/SSN/RIN/Reasons by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  4. Provide a listing of any crisis referrals that were determined to be incorrect and complete and returned by the Division. Explain what was missing and why.
    1. Required data: How Many People/Names/SSN/RIN/Missing Information/ Reason Missing by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  5. Provide a listing of all annual PUNS updates completed.
    1. Required data: How Many People/Names/SSN/RIN/Dates Completed by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  6. Provide a listing of Annual Personal Centered Plans reviewed/updated.
    1. Required data: How Many People/Names/SSN/RIN/Date Updated by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  7. Provide a listing of individuals visited/serviced through each Developmental Disability Waiver.
    1. Required data: How Many People/Names/SSN/RIN/Dates Visited/serviced by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  8. Provide a listing of eligibility redeterminations due within the next 90 days. Additionally, provide a listing of all eligibility redeterminations that were not completed within 365 days from the previous determination. Explain why not completed.
    1. Required data: How Many People/Names/SSN/RIN/Date Due/Reason Not Completed by County. 
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  9. Listing of Critical incidents.
    1. Required data: How Many People/Names/SSN/RIN/Type of Critical Incident by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  10. List of follow-ups conducted on critical incidents.
    1. Required data: When Followed Up by People/Names/SSN/RIN/How You Followed Up/by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  11. List of individuals informed of rights as a waiver participant upon enrollment.
    1. Required data: How Many People/Names/SSN/RIN/Dates Provided by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  12. List of individuals informed of rights as a waiver participant annually after initial enrollment.
    1. Required data: How Many People/Names/SSN/RIN/Dates Provided by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  13. List of necessary evaluations and assessments conducted of individual service needs, including risk assessments.
    1. Required data: How Many People/Names/SSN/RIN/Which Assessments Completed by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  14. Provide verification that the ISC is still actively enrolled in CIRAS.
    1. Required data: Proof of Enrollment.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  15. Provide a list of any ISC representatives that have not completed all required training including both initial and continuing education. Explain why not completed.
    1. Required data: How Many People/Names/Reasons Not Completed by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  16. List of funding requests returned by the Division for packets not being correct and complete.
    1. Required data: How Many People/Names/SSN/RIN/Information That Was Missing by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  17. List of instances where the Personal Care Plan was deemed by BQM interview to not accurately reflect the current needs and preferences of the person as documented in the Discovery Tool.
    1. Required data: How Many People/Names/SSN/RIN/Reasons Reported as Not Meeting by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  18. List of Division requests for Adult Protective Services investigations and ISC involvement.
    1. Required data: How Many People/Names/SSN/RIN/What Actions Were Taken by the ISC/by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  19. List of Inquiries: General, emergency complaints, inquiries from hospitals, emergency rooms, jails, other state and community agencies, other. Response/Activities from the ISC.
    1. Required data: Who Made Request/ What Was Requested/ What Your Response Was/If Request Was Regarding a Specific Individual (Name/ SSN/ RIN) by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  20. List of inquiries received from the Division from entities such as: legislative, legal, human rights committee, etc. Response/ Activities from the ISC.
    1. Required data: Who Made the Request/ What Was Requested/What Your Response Was/If Request Was Regarding a Specific Individual (Name/SSN/ RIN) by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  21. Listing of STAR Forms and Bedhold requests submitted.
    1. Required data: How Many People/Names/SSN/RIN/Date Submitted/by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  22. Listing of desired services not immediately available.
    1. Required data: How Many People/Names/SSN/RIN/What Services Requested/ Reason Not Available/by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  23. Listing of any Department approved waivers for exceptions to service requirements. (Example: Transportation time requirements)
    1. Required data: Waiver Justification/Approval Date/Listing of Who is Affected/Names/SSN/RIN/by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  24. Provide a listing of all participants that will be transitioning to adult services from Children's Residential Waiver services (17D) in the next 12 months.
    1. Required data: How Many People/Names/SSN/RIN/Date of Birth/What Steps Are Being Taken to Ensure Transition Prior to Age 22 by County.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  25. Provide a spreadsheet of all quarterly expenses. These expenses must reconcile with the Current Period Grant Expenses reported on the Periodic Financial Report.
    1. Required data: Expenses will be categorized by Program Expense (Personnel, Fringe Benefits, Travel, Supplies, etc.) Each line will include item/service description or employee name, date expense incurred, amount expended and justification if necessary.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  26. Provide the current status of each Ligas Class Members progression to receiving HCBS waiver services.
    1. Required data: Utilize the spreadsheet template provided by the Division (Ligas Monthly Updates.xlsx).
    2. Due dates: 1st of each month.
  27. Provide the current status of each Ligas Class Member progression to receiving HCBS waiver services.
    1. Required data: Utilize the Ligas Hold 6 month Updates template provided by the Division (Hold 6 month Updates and addresses for 18 month Hold letters.xlsx).
    2. Due dates: within two weeks of receipt.

I. PERFORMANCE MEASURES

  1. Percentage of individuals, presenting to the ISC, that has an OBRA 1 Screen complete.
  2. Percentage of persons determined to have a developmental disability whose service options were explained and documented.
  3. Percentage of linkage completed for all individuals determined to be ineligible for DD services.
  4. Percentage of crisis referrals that are accepted by the Division and determined to be correct and complete packages.
  5. Percentage of PUNS annual updates completed.
  6. Percentage of Personal Plans reviewed and updated within 365 days of the previous Plan date.
  7. Percentage of individuals who had their annual minimum required ISSA visits (1 for Plan development and 1 for monitoring the Plan) completed for individuals in a DDD Waiver.
  8. Percentage of Personal Plans, when compared to interviews conducted by the Bureau of Quality Management, that accurately reflects the current needs and preferences of the individual.
  9. Number of events known to the Division for which the ISC failed to complete additional required visits needed to ensure the health, safety, welfare, and satisfaction of the person receiving services.
  10. Percentage of annual level of care redeterminations made within 365 days from the previous determination.
  11. Number of critical incidents the ISC did not report through CIRAS.
  12. Percentage of follow up completed on critical incidents identified through the CIRAS.
  13. Maintain active enrollment and access to the CIRAS application (at least 1 employee at the agency must be enrolled and have access at all times).
  14. Percentage of Waiver participants informed of rights per the Rights of Individuals form [IL462-1201] upon enrollment in a DDD Waiver.
  15. Percentage of Waiver participants informed of rights per the Rights of Individuals form [IL462-1201] annually.
  16. Percentage of required functional assessments conducted.
  17. Percentage of ISC representatives that have completed all mandated initial and continuing education training within the required time frames.
  18. Percentage of service funding requests that are appropriate and complete upon submission to the Division.
  19. Percentage of safety plans developed to ensure health and welfare of individuals involved in Adult Protective Services investigations.
  20. Number of complaints received by the Division where the ISC did not respond to request for assistance (i.e. complaints from various sources to include; hospitals, emergency rooms, jails, other state and community agencies, etc).
  21. Percentage of STAR forms and Bedhold requests that are accurately completed and submitted to the Division per the DDD Guidelines.
  22. Percentage of required Discovery Tools completed or reviewed and updated.
  23. Percentage of background checks and clearances completed for ISC agency employees initially and annually.

J. PERFORMANCE STANDARDS

  1. 100% of individuals, presenting to the ISC, has a complete OBRA 1 screen.
  2. Service options were explained to 100% of people determined to have a developmental disability.
  3. 100% of linkage completed for all individuals determined to be ineligible for DD services.
  4. 95% of crisis referrals accepted by the Division as being correct and complete packets.
  5. 95% of PUNS annual updates completed.
  6. 100% of annual Personal Plans reviewed and updated within 365 days from the previous date.
  7. 85% of Personal Plans, when compared to interviews conducted by the Bureau of Quality Management, that accurately reflect the current needs and preferences of individuals.
  8. 100% of the minimum required ISSA visits completed for individuals in a DDD Waiver.
  9. Zero incidents of issues impacting health, safety, welfare, and satisfaction for which the ISC did not make a required visit with the individual.
  10. 95% of annual level of care redeterminations completed within 365 days from the previous determination.
  11. No critical incidents that the ISC did not report through CIRAS.
  12. Follow up completed on 100% of critical incidents identified through CIRAS.
  13. No lapse of enrollment or access to the CIRAS application (at least 1 employee at the agency must be enrolled and have access at all times).
  14. 100% of DDD Waiver participants informed of rights per the Rights of Individuals form [IL462-1201] upon enrollment in a DDD Waiver.
  15. 100% of DDD Waiver participants informed of rights per the Rights of Individuals form [IL462-1201] annually.
  16. 100% of required functional assessments conducted.
  17. 100% of ISC representatives have completed all mandated initial and continuing education training within the required time frames.
  18. 95% of service funding requests are appropriate and complete upon submission to the Division.
  19. 100% of safety plans developed to ensure health and welfare of individuals involved in Adult Protective Services investigations.
  20. No complaints received by the Division where the ISC did not respond to a request for assistance (i.e. complaints from various sources to include; hospitals, emergency rooms, jails, other state and community agencies, etc).
  21. 90% of STAR forms and Bedhold requests are completed and submitted to the Division per the DDD guidelines.
  22. 100% of Discovery Tools are completed or reviewed/updated.
  23. 100% of initial and annual background checks and clearances for ISC agency employees completed.

K FUNDING INFORMATION

  1. This NOFO is considered a competitive application for funding.
  2. This award utilizes appropriated general revenue funds to fund this award. In FY2020 the Department anticipates the availability of approximately $38,134,100 for the award. The Department anticipates funding between 1 and 12 applicants to provide ISC services as described in this NOFO for the 12 geographic areas identified (A-L) below.
  3. Applicants must submit a program plan which identifies the selected service areas (A-L geographic areas), supports the level of funding and details service delivery and deliverables. If the applicant is interested in serving multiple areas, please provide details for each area separately so that each area can be evaluated independently.
  4. The successful applicant will be required to prepare a budget in accordance with the template provided by the Illinois Department of Human Services, Division of Developmental Disabilities, which follows and adheres to all applicable State and Federal guidelines. Applicants must submit a program plan which supports the level of funding and details service delivery.
  5. The grant period will begin upon execution of the grant agreement (estimated to be 7/1/2019) and will extend through 6/30/2020). This will be a one-year grant award with two option years available for renewals.
  6. In order to charge indirect costs to a grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:
    1. Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA.
    2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois if they do not have a Federally Negotiated Rate, or the organization may elect to use the De Minimis Rate. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, Crowe Activity Review System (CARS), no later than three months after the effective date of the award. If an organization previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantee's fiscal year. All grantees must complete an indirect cost rate negotiation or elect the De Minimis Rate in CARS to claim indirect costs. Indirect costs claimed without an established negotiated rate or a De Minimis Rate election in CARS may be subject to disallowance.
    3. De Minimis Rate. An organization that has never received a Federally Negotiated Rate may elect a De Minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis rate.
    4. No Rate, Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
Map of Geographical Areas
Minimum Maximum
Advance monthly payments $845,519.30 $1,056,899.12
ISSA Payments (Fee for Service) $1,637,265.55 $2,046,581.94
TOTAL AWARD RANGE $2,482,784.85 $3,103,481.06
County Proposed Area Estimated Total in Waiver Bogard
Boone A 35 0
Carroll A 20 0
DeKalb A 308 1
Jo Davies A 42 0
Lee A 118 0
McHenry A 345 2
Ogle A 84 1
Stephenson A 161 1
Whiteside A 121 3
Winnebago A 597 2
Totals 1831 10

Map of Area B, C, D

Minimum Maximum
Advance monthly payments $2,234,277.38 $2,792,846.72
ISSA Payments (Fee for Service) $4,411,943.33 $5,514,929.16
TOTAL AWARD RANGE $6,646,220.70 $8,307,775.88
Zip County Proposed Area Estimated Total in Waiver Bogard
60031 Lake County B 914 4
60001 Cook B 0 0
60004 Cook B 92 0
60005 Cook B 83 0
60006 Cook B 0 0
60007 Cook B 94 0
60008 Cook B 39 0
60009 Cook B 0 0
60010 Cook B 5 0
60011 Cook B 0 0
60016 Cook B 90 0
60017 Cook B 0 0
60018 Cook B 29 1
60019 Cook B 0 0
60022 Cook B 12 0
60025 Cook B 94 0
60026 Cook B 20 0
60029 Cook B 0 0
60038 Cook B 0 0
60043 Cook B 0 0
60053 Cook B 67 0
60054 Cook B 4 0
60056 Cook B 133 0
60062 Cook B 64 1
60064 Cook B 2 0
60067 Cook B 174 0
60068 Cook B 84 0
60070 Cook B 23 0
60074 Cook B 49 0
60076 Cook B 211 1
60077 Cook B 128 0
60078 Cook B 0 0
60089 Cook B 27 0
60090 Cook B 59 0
60091 Cook B 37 0
60093 Cook B 16 0
60094 Cook B 0 0
60095 Cook B 0 0
60103 Cook B 4 0
60107 Cook B 34 0
60107 Cook B 11 0
60120 Cook B 7 0
60131 Cook B 36 0
60133 Cook B 59 0
60159 Cook B 2 0
60160 Cook B 1 0
60169 Cook B 36 0
60172 Cook B 5 0
60176 Cook B 4 0
60192 Cook B 36 0
60193 Cook B 79 0
60194 Cook B 38 0
60195 Cook B 21 0
60196 Cook B 0 0
60201 Cook B 95 0
60202 Cook B 60 0
60203 Cook B 12 0
60204 Cook B 0 0
60208 Cook B 0 0
60607 Cook B 101 0
60607 Cook B 1 0
60610 Cook B 2 0
60611 Cook B 3 0
60613 Cook B 19 12
60614 Cook B 11 2
60618 Cook B 81 0
60622 Cook B 55 0
60625 Cook B 68 4
60626 Cook B 191 5
60630 Cook B 106 0
60631 Cook B 4 0
60631 Cook B 37 0
60634 Cook B 52 0
60634 Cook B 82 0
60639 Cook B 4 0
60640 Cook B 40 6
60641 Cook B 113 0
60642 Cook B 4 0
60644 Cook B 104 1
60645 Cook B 154 2
60646 Cook B 57 0
60647 Cook B 95 0
60648 Cook B 1 0
60651 Cook B 88 0
60654 Cook B 3 0
60656 Cook B 39 0
60656 Cook B 0 0
60657 Cook B 16 2
60659 Cook B 143 0
60660 Cook B 34 3
60666 Cook B 0 0
60672 Cook B 1 0
60706 Cook B 13 1
60707 Cook B 44 1
60712 Cook B 25 0
60714 Cook B 53 2
62765 Cook B 0 0
Totals 4934 48
Minimum Maximum
Advance monthly payments $1,421,399.52 $1,776,674.40
ISSA Payments (Fee for Service) $1,563,047.62 $1,953,809.52
TOTAL AWARD RANGE $2,984,387.14 $3,730,483.92
Zip County Proposed Area Estimated Total in Waiver Bogard
60601 Cook C 2 0
60602 Cook C 0 0
60603 Cook C 230 0
60604 Cook C 0 0
60605 Cook C 4 0
60606 Cook C 0 0
60607 Cook C 1 0
60608 Cook C 95 3
60609 Cook C 48 0
60610 Cook C 15 0
60612 Cook C 41 0
60615 Cook C 22 0
60616 Cook C 13 1
60617 Cook C 166 0
60619 Cook C 82 0
60620 Cook C 118 1
60621 Cook C 39 1
60623 Cook C 60 0
60624 Cook C 47 0
60628 Cook C 136 0
60629 Cook C 46 0
60632 Cook C 39 0
60633 Cook C 10 0
60636 Cook C 63 0
60637 Cook C 57 2
60638 Cook C 36 0
60643 Cook C 132 1
60649 Cook C 47 2
60650 Cook C 2 0
60652 Cook C 123 0
60653 Cook C 21 0
60655 Cook C 33 0
60661 Cook C 1 0
60827 Cook C 19 0
Totals 1748 11
Minimum Maximum
Advance monthly payments $790,279.10 $987,848.88
ISSA Payments (Fee for Service) $3,270,060.14 $4,087,575.18
TOTAL AWARD RANGE $4,060,339.24 $5,075,424.06
Zip County Proposed Area Estimated Total in Waiver Bogard
60104 Cook D 42 0
60126 Cook D 51 0
60130 Cook D 48 0
60141 Cook D 1 0
60153 Cook D 50 0
60154 Cook D 78 0
60155 Cook D 24 0
60160 Cook D 16 0
60161 Cook D 2 0
60162 Cook D 33 2
60163 Cook D 33 0
60164 Cook D 32 0
60165 Cook D 3 0
60171 Cook D 5 0
60301 Cook D 4 0
60302 Cook D 111 2
60304 Cook D 30 0
60305 Cook D 11 0
60402 Cook D 114 0
60406 Cook D 83 0
60409 Cook D 59 0
60411 Cook D 149 0
60412 Cook D 1 0
60415 Cook D 36 1
60418 Cook D 1 0
60419 Cook D 59 1
60422 Cook D 53 0
60423 Cook D 42 0
60425 Cook D 22 2
60426 Cook D 60 0
60428 Cook D 35 0
60429 Cook D 69 0
60430 Cook D 42 1
60438 Cook D 95 1
60439 Cook D 17 0
60443 Cook D 63 0
60445 Cook D 36 0
60452 Cook D 93 0
60453 Cook D 102 0
60455 Cook D 46 0
60456 Cook D 9 0
60457 Cook D 23 0
60458 Cook D 27 0
60459 Cook D 84 0
60461 Cook D 53 0
60462 Cook D 114 0
60463 Cook D 54 1
60464 Cook D 14 0
60465 Cook D 23 1
60466 Cook D 139 0
60467 Cook D 39 0
60469 Cook D 10 0
60471 Cook D 24 0
60472 Cook D 8 1
60473 Cook D 80 1
60475 Cook D 17 0
60476 Cook D 17 0
60477 Cook D 78 0
60478 Cook D 73 2
60480 Cook D 12 0
60482 Cook D 21 0
60487 Cook D 81 0
60499 Cook D 0 0
60501 Cook D 10 0
60513 Cook D 56 0
60517 Cook D 41 0
60525 Cook D 131 0
60526 Cook D 25 0
60527 Cook D 19 0
60534 Cook D 29 0
60546 Cook D 29 0
60558 Cook D 12 0
60629 Cook D 53 0
60633 Cook D 9 0
60639 Cook D 105 0
60650 Cook D 3 0
60803 Cook D 103 0
60804 Cook D 126 3
60805 Cook D 55 0
Totals 3657 19
Minimum Maximum
Advance monthly payments $1,315,643.33 $1,644,554.16
ISSA Payments (Fee for Service) $1,913,570.88 $2,391,963.60
TOTAL AWARD RANGE $3,229,214.21 $4,036,517.76
County Proposed Area Estimated Total in Waiver Bogard
DuPage E 1376 16
Kane E 613 2
Kendall E 151 0
Totals 2140 18
Minimum Maximum
Advance monthly payments $720,426.30 $900,532.88
ISSA Payments (Fee for Service) $1,749,933.74 $2,187,417.18
TOTAL AWARD RANGE $2,470,360.05 $3,087,950.06
County Proposed Area Estimated Total in Waiver Bogard
Grundy F 75 0
Kankakee F 338 8
Will F 1544 5
Totals 1957 13
Minimum Maximum
Advance monthly payments $486,841.34 $608,551.68
ISSA Payments (Fee for Service) $1,094,491.01 $1,368,113.76
TOTAL AWARD RANGE $1,581,332.35 $1,976,665.44
County Proposed Area Estimated Total in Waiver Bogard
Fulton G 37 5
Henderson G 0 0
Henry G 64 2
Knox G 246 0
McDonough G 127 1
Mercer G 7 0
Peoria G 382 6
Rock Island G 286 1
Stark G 4 1
Warren G 71 0
Totals 1224 16
Minimum Maximum
Advance monthly payments $741,560.77 $926,950.96
ISSA Payments (Fee for Service) $1,388,680.18 $1,735,850.22
TOTAL AWARD RANGE $2,130,240.94 $2,662,801.18
County Proposed Area Estimated Total in Waiver Bogard
Bureau H 77 0
Champaign H 338 0
Ford H 5 0
Iroquois H 134 0
LaSalle H 202 0
Livingston H 126 0
Marshall H 5 0
Mason H 38 0
McLean H 159 0
Putnam H 4 0
Tazewell H 244 0
Woodford H 34 0
Vermilion H 187 0
Totals 1553 0
Minimum Maximum
Advance monthly payments $479,493.31 $599,366.64
ISSA Payments (Fee for Service) $1,085,549.09 $1,356,936.36
TOTAL AWARD RANGE $1,565,042.40 $1,956,303.00
County Proposed Area Estimated Total in Waiver Bogard
Adams I 130 0
Brown I 8 0
Calhoun I 11 0
Cass I 59 0
Christian I 64 1
Greene I 13 0
Hancock I 26 0
Jersey I 18 0
Logan I 109 1
Macoupin I 78 0
Menard I 6 0
Montgomery I 31 1
Morgan I 176 0
Pike I 18 2
Sangamon I 457 0
Schuyler I 6 0
Scott I 4 0
Totals 1214 5
Minimum Maximum
Advance monthly payments $283,753.47 $354,691.84
ISSA Payments (Fee for Service) $786,888.96 $983,611.20
TOTAL AWARD RANGE $1,070,642.43 $1,338,303.04
County Proposed Area Estimated Total in Waiver Bogard
Clark J 8 0
Coles J 275 0
Cumberland J 9 0
DeWitt J 29 0
Douglas J 28 0
Edgar J 28 0
Effingham J 75 1
Macon J 253 0
Moultrie J 63 0
Piatt J 38 2
Shelby J 74 0
Totals 880 3
Minimum Maximum
Advance monthly payments $456,673.22 $570,841.52
ISSA Payments (Fee for Service) $896,874.58 $1,121,093.22
TOTAL AWARD RANGE $1,353,547.79 $1,691,934.74
County Proposed Area Estimated Total in Waiver Bogard
Madison K 416 2
St. Clair K 587 3
Totals 1003 5
Minimum Maximum
Advance monthly payments $561,851.20 $702,314.00
ISSA Payments (Fee for Service) $1,724,896.37 $2,156,120.46
TOTAL AWARD RANGE $2,286,747.57 $2,858,434.46
County Proposed Area Estimated Total in Waiver Bogard
Alexander L 23 0
Bond L 35 0
Clay L 110 0
Clinton L 169 2
Crawford L 66 0
Edwards L 4 0
Fayette L 71 2
Franklin L 45 0
Gallatin L 3 0
Hamilton L 53 0
Hardin L 22 0
Jackson L 163 0
Jasper L 7 0
Jefferson L 104 0
Johnson L 32 0
Lawrence L 15 0
Marion L 78 2
Massac L 38 0
Monroe L 47 0
Perry L 66 0
Pope L 14 0
Pulaski L 32 0
Randolph L 30 0
Richland L 62 0
Saline L 86 0
Union L 210 1
White L 34 0
Wabash L 23 1
Washington L 30 0
Wayne L 61 0
Williamson L 196 0
Totals 1929 8

L. ELIGIBILITY INFORMATION

1. Eligible Applicants

  1. This funding opportunity is open to all agencies that can meet the terms outlined in this NOFO. All applicants are required to provide the requested information as outlined in this NOFO to be considered for funding in FY2020. The funding opportunity is not limited to those who currently receive or previously received Individual Service Coordination grant funding.
  2. Applicant entities may not apply for this grant until the entity has registered and pre-qualified through the Grant Accountability and Transparency Act (GATA) website, www.grants.illinois.gov. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended and status on the Illinois Stop Payment List. An automated email notification to the entity alerts them of "qualified" status or informs the entity on how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. A Programmatic Risk Assessment must also be completed for each separate grant for which an applicant intends to apply. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. A screenshot verifying that this pre-qualification has been completed must be included with the application.
  3. Applicants proposed budget must be entered into the IDHS CSA system (http://www.dhs.state.il.us/Page.aspx?item=61069 ). The completed budget must be electronically signed and submitted in the CSA system, and a printed copy of the signed and submitted budget must be included with the application. It is essential that, at a minimum, the applicant agency's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system in order to electronically sign the required budget documents prior to submission. For more information about submitting a budget in the CSA system, see: http://www.dhs.state.il.us/OneNetLibrary/27896/documents/Contracts/FY18-GATA-Budgets/DHSBudgetTrainingManual_Revision_3_28_18.pdf .

2. Other Mandatory Requirements

Start Up: Selected applicants must be prepared to commence services for the assigned service area(s) on July 1, 2019. This includes the hiring of qualified staff and completion of transition for persons previously served by another service coordination agency prior to July 1, 2019.

Geographic Service Area: Applicants must apply by ISC geographic area. An applicant may apply for funding to serve more than one geographic area, but a separate application is required for each ISC geographic area an applicant wishes to serve. An applicant must apply to serve an entire ISC geographic area. Applications to provide services to a partial ISC will not be considered for funding. In no case will more than one application be funded to serve the same geographic area.

Attachment A/Program Manual: Applicants must agree to adhere to all applicable portions of the Uniform Grant Agreement Attachment A (Developmental Disabilities) and Program Manual for fiscal year 2020 as well as all subsequent revisions to Attachment A and Program Manual for the length of the grant agreement.

Cultural and Linguistic Competence: All services must be provided in a culturally sensitive manner inclusive of respecting differences related to ethnicity, race, religion, age, gender, abilities, and communication preferences. Where needed or requested, the grantee agrees to secure interpreter services to promote the full inclusion of persons seeking or receiving services, their legal guardian, and their family members.

Data Collection and Reporting: Grantees will be required to document service provision and maintain accurate, comprehensive service records for all persons seeking or receiving services in the assigned service area(s). Grantees will provide periodic reports to the Division to demonstrate compliance with all performance measures as well as provide ad hoc reports as requested by the Division.

Meeting Participation: Selected applicants must ensure agency participation in all training activities and meetings with Division personnel as requested.

M. APPLICATION AND SUBMISSION INFORMATION

Address to Request Application Package

Application materials are provided throughout the announcement. Additional copies may be obtained by contacting the contact person listed below.

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 web site and comply with any instructions or requirements related to the NOFO.

  • Contact Person:
  • Christina Miller
  • IDHS, Bureau of Reimbursement and Program Support
  • 600 East Ash, Building 400
  • Christina.Miller@illinois.gov 
  • Phone: 217-524-9057

Content and Form of Application Submission

A single unified application form has been designed for use with all grants. It will be used by all entities applying for any grant with any state agency. The specific conditions related to each grant will be addressed in the exhibit sections of the application, but the same form will be used by each state agency.

Applications must also include a budget. The budget form is also standard. The budget for any IDHS grant will be submitted via the Community Service Agreement System (CSA System) that is already in use by IDHS staff and current grantee/providers. Each Division's program and fiscal staff will work with grantees to negotiate a budget for the final grant award. The budget may need to be revised over the course of the grant approval process or during the ongoing award. Each Division will work with its respective grantees if this happens. Please see the budget page for additional information.

Additionally, applicants are required to submit a Program Plan. The Program Plan must demonstrate the need for services, demonstrate the agency's capacity to support programs and provide a comprehensive description of service delivery. Each section of the program plan must be completed.

N. SUBMISSION DATES AND TIMES

Applications must be received no later than 5:00 p.m. on November 12, 2018. The application container will be time-stamped upon receipt. The Division will ONLY accept applications submitted by electronic mail. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be opened as they are received. Applicants will receive an email (within 72 hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email reply will be sent to the original sender of the application. Applications received after the due date and time will not be considered for review or funding.

Submit the completed grant application to:

DHS.GrantApp@Illinois.Gov with the subject line indicating:

Subject Line:

Applicants Organization Name,

Funding Opportunity # (20-444-24-1731-xx);  xx= geographic area (ex: A=01, B=02, etc.)

Program Contact Name (Christina Miller)

If you have trouble emailing the document due to the file size, please utilize the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp Please follow the instructions to attach your application. Don't forget the subject line above.

To be considered, proposals 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. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.

All applications must include the following mandatory forms/attachments:

  1. Uniform Application for State Grant Assistance
  2. Program Plan (template provided)
  3. Budget - (CSA System)
  4. Copy of Currently Elected indirect cost rate included in the budget

O. FUNDING RESTRICTIONS

All applicants are subject to the funding restrictions relating to allowable and unallowable costs as set forth in 2 CFR 200, Subpart E - Cost Principles. Additionally, unallowable costs include, but are not limited to the following:

  1. Bad debts
  2. Contingencies or provision for unforeseen events
  3. Contributions and donations
  4. Entertainment, alcoholic beverages, gratuities
  5. Fines and penalties
  6. Certain interest and financial costs
  7. Legislative and lobbying expenses
  8. Real property payments or purchases

Additionally, equipment purchases must be preapproved and will be evaluated during the budget process.

P. APPLICATION REVIEW INFORMATION

1. Criteria

Funding for FY 20 is not guaranteed. All applicants must continue to demonstrate that they meet all requirements under this NOFO described throughout. Applications that fail to meet the criteria described in the "Eligible Applicants" and the "Mandatory Requirements of the Applicant" will not be scored and considered for funding.

Conflict of Interest Free Case Management - The Centers for Medicare and Medicaid Services (CMS) published Home and Community Based Services (HCBS) Regulations on January 16, 2014. These Regulations became effective on March 17, 2014 and impact all 1915c HCBS Waivers as well as the ISC. The CMS HCBS Regulations specifies States are required to separate case management functions from service delivery functions. Case management includes: determination of eligibility, provider identification, Personal Plan development, and monitoring of the Plan. "Conflict of Interest Free" means that Case Management must be performed by someone other than a relative of the person served, someone other than a direct provider of service, someone who does not have a financial interest in a provider, or someone who is not employed by a provider. In Illinois, the ISC agencies are identified as the Conflict of Interest Free Case Management entity. In general, the role of the ISC agency is to ensure compliance with applicable federal and state laws, rules and regulations, arrange for and conduct assessments, make necessary determinations regarding eligibility for services, educate individuals and families, and make referrals and provide linkage to appropriate and needed services.

Review teams comprised of 3 individuals employed by DHS serving in the Division of Developmental Disabilities will be assigned to review applications. Each application will first be scored individually. Then, review team members will collectively review the application, their scores, and comments to ensure review team members have not missed items within the application that other review team members identified. Application highlights and concerns will be discussed. Individual review 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 single final application score. Three areas of proposals will be analyzed in the merit-based review process.

2. Proposal Scoring

Applications will be evaluated on the following criteria:

  • Need - Description of Need / Executive Summary
  • Capacity - Agency Qualification/Organizational Capacity
  • Quality of Program/Services

Proposals will be evaluated utilizing a standardized tool developed by the Division. Scores will be weighted as follows:

  • Need - Description of Need / Executive Summary  20% of total score
  • Capacity - Agency Qualification/Organizational Capacity  40% of total score
  • Quality of Program/Services  40% of total score

3. Selection Process.

The scoring process described above will not be the sole criterion to determine award. While recommendations of the review team will be a key factor in the funding decisions, the Division maintains final authority over funding decisions and considers the scores of the review team to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

Final award decisions will be made by the Director of Developmental Disabilities. The Division reserves the right to negotiate with successful applicants to adjust award amounts, service areas, etc.

4. Merit-based review process

The Department will follow the Merit-based review process established by the Governor's Office of Management and Budget Award Administration Information.

5. Merit-Based Evaluation 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)
  2. Submission of Appeal.
    1. An appeal must be submitted in writing to the grant contact listed in this Notice of Funding Opportunity, who will send to the ARO for consideration.
    2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
    3. The written appeal shall include at a minimum the following:
      1. The name and address of the appealing party;
      2. Identification of the grant; and
      3. A statement of reasons for the appeal.
  3. Response to Appeal.
    1. The DHS will acknowledge receipt of an appeal within (14) calendar days from the date the appeal was received.
    2. DHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
    3. The appealing party must supply any additional information requested by DHS within the time period set in the request.
  4. Resolution
    1. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
    2. In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation of the State Agency.
    3. The Agency will resolve the appeal by means of written determination.
    4. The determination shall include, but not be limited to:
  5. Review of the appeal;
  6. Appeal determination; and
  7. Rationale for the determination.

Q. AWARD ADMINISTRATION INFORMATION

State Award Notices

Applicants recommended for funding under this NOFO following the above review and selection process will receive a "Notice of State Award Finalist". This notice will identify additional grant award requirements that must be met before a grant award can be executed.

A Notice of State Award (NOSA) will be issued to the review finalists that have successfully completed all grant award requirement. Based on the NOSA, the review finalist is positioned to make an informed decision to accept the grant award. The NOSA shall include:

  • The terms and conditions of the award.
  • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.

Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov.

The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.

R. REPORTING

Quarterly reporting will be completed utilizing the Periodic Performance Report (GOMBGATU-4001) and Periodic Financial Report (GOMBGATU-4002). Quarterly reports will be submitted no later than 15 days after end of each period. 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.

Under the terms of the Grant Funds Recovery Act (30ILCS 705/4.1), "Grantor agencies may withhold or suspend the distribution of grant funds for failure to file required reports." If the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for details about the Illinois Stop Payment List: https://www.illinois.gov/sites/GATA/Pages/ResourceLibrary.aspx.)

The ISC agency is required to meet Ligas compliance reporting status to comply with requests of the Ligas Court Monitor.

Monthly service delivery reporting through the ROCS data base or alternative systems determined by the Division is required.

S. STATE AWARDING AGENCY CONTACT(S)

Questions and Answers

If you have any questions about this NOFO, please send them via email to Christina.Miller@illinois.gov with "NOFO" in the subject line of the email.

Questions with their respective answers will be posted on the DHS website.

The information in the FAQ section may be updated periodically, so applicants are encouraged to check it frequently. Only written answers posted on the website will be considered valid and official.

T. MANDATORY FORMS - REQUIRED FOR ALL AGENCIES

  1. Uniform Application for State Grant Assistance
  2. Program Plan Requirements (See below.)
  3. Uniform Budget (CSA System)
  4. Copy of Currently Elected Indirect Cost Rate included in the budget.
  5. Coversheet (pdf)  (include this with your submission)

Illinois Department of Human Services
Division of Developmental Disabilities
600 East Ash Street, Building 400, Mail Stop 1 South
Springfield, IL 62703

PROGRAM PLAN REQUIREMENTS

A. Need - Description of Need

Provide a detailed analysis of the needs of clients in the ISC geographical area and discuss your agencies plans for meeting those needs.

B. Capacity - Agency Qualification/Organizational Capacity

Agency readiness

  1. Describe the process your agency will follow to be fully ready to begin providing service by July 1, 2019.
  2. Describe the makeup of your Board of Directors and detail the experience/qualifications/ certifications/licenses of each individual member.
  3. Provide your agency's organizational chart and highlight key personnel and their educational background and qualifications including years of experience serving specialized populations.
  4. Describe the agencies prior experience serving people with developmental disabilities or any other specialty population.
  5. Describe any potential conflicts of interests as described in 42 CFR 431.301(c)(1)(vi) and in 42 CFR 441.550(c) that may arise as a result of the lack of separation of case management from service delivery functions.
  • The Centers for Medicare and Medicaid Services (CMS) published Home and Community Based Services (HCBS) Regulations on January 16, 2014. These Regulations became effective on March 17, 2014 and impact all 1915c HCBS Waivers as well as the ISC. The CMS HCBS Regulations specifies States are required to separate case management functions from service delivery functions. Case management includes: determination of eligibility, provider identification, Personal Plan development, and monitoring of the Plan. "Conflict of Interest Free" means that Case Management must be performed by someone other than a relative of the person served, someone other than a direct provider of service, someone who does not have a financial interest in a provider, or someone who is not employed by a provider. In Illinois, the ISC agencies are identified as the Conflict of Interest Free Case Management entity. In general, the role of the ISC agency is to ensure compliance with applicable federal and state laws, rules and regulations, arrange for and conduct assessments, make necessary determinations regarding eligibility for services, educate individuals and families, and make referrals and provide linkage to appropriate and needed services.
  1. Describe your agency's qualifications as they relate to the requirements outlined in the Division's procedural manuals and applicable legislative rules.
    1. PAS Manual - http://www.dhs.state.il.us/page.aspx?item=53018
    2. PUNS Manual - http://www.dhs.state.il.us/OneNetLibrary/27897/documents/DD/PUNSMANUAL021116.pdf
    3. ISSA Guidelines - http://www.dhs.state.il.us/page.aspx?item=67698
    4. Attachment A - http://www.dhs.state.il.us/page.aspx?item=82796
    5. Legislative Rules - http://www.dhs.state.il.us/page.aspx?item=22450
  2. Provide estimated budget projections utilizing the Uniform Grant Budget Template in CSA. Address each of the following:
    1. Salaries and Wages
    2. Fringe Benefits
    3. Travel
    4. Equipment
    5. Supplies
    6. Contractual Services & Sub-awards
    7. Consultant Services and Expenses
    8. Construction
    9. Occupancy - Rent and Utilities
    10. Research & Development
    11. Telecommunications
    12. Training and Education
    13. Direct Administrative Costs
    14. Other or Miscellaneous Costs
    15. Grant Exclusive Line Item - Include ISSA Costs here
    16. Indirect Cost
  3. Provide addresses for all site locations and estimated travel times for clients to reach nearest location.
  4. Describe your agencies methods for minimizing staff travel requirements.
  5. Describe your agencies utilization of technology to ensure staff are conducting client visits.
  6. Describe ADA accessibility of all facilities.
  7. Provide specific details of capabilities for submitting electronic funding requests to the current DHS/DD.org in the SalesForce Government Cloud.
  • ISC must address the following:
    • Data Sharing Agreement.
    • Encrypted SalesForce Cloud to SalesForce FedRAMP certified Government ePacket transmission from ISC.org OR
    • Approved, encrypted other commercial Cloud to SalesForce FedRAMP certified Government Cloud ePacket transmission.
    • ePacket payload transmission must be compliant with the DHS/DD Birdseye data format.
    • Funding request data must be validated for accuracy in accordance with DHS/DD requirements prior to ePacket transmission - otherwise it will be rejected.
    • ISC must submit funding requests packets in a timely manner.
    • Changes to the ePacket Birdseye payload data format that are required by DHS/DD policy and/or federal or state mandates, must be implemented in a timely manner to keep the system "real-time".
    • The ISC data processing must maintain federal and state security compliance (i.e. HIPAA, PII, PHI, etc.) and will be required to pass an annual security assessment.

C. Quality of Program/Services

  1. Describe your agency's quality assurance process to ensure accuracy and timeliness of all annual requirements which include, but is not limited to:
    1. Conducting annual PUNs updates
    2. Updating Discovery Tools and Personal Plans
    3. Ensuring continued eligibility of Medicaid Benefits
    4. Conducting waiver programmatic eligibility redeterminations, and
    5. Conducting monitoring visits, including criteria for completion of visits beyond the minimum number required
  2. Describe your agency's quality assurance process to ensure accuracy in initial clinical eligibility determinations.
  3. Describe your agency's strategies for attracting and retaining qualified staff. NOTE: It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department's philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded agencies and programs are encouraged to consider SNAP and TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
  4. Describe any staff-to-client ratios your agency will utilize in the execution of this grant.
  5. Describe any staff training programs that you will utilize.
  6. Describe any bilingual or translator services your agency will offer.