20-444-80-1269-2-01 Juvenile Justice Training, Technical Assistance and Support

Summary Information

1. Awarding Agency Name: Illinois Department of Human Services
2. Agency Contact: Karrie Rueter, Associate Director
Illinois Department of Human Services
Division of Family & Community Services
Bureau of Positive Youth Development
823 E Monroe, Springfield, IL 60701
Karrie.Rueter@illinois.gov 
3. Announcement Type: Continuation
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 20-444-80-1269-02-01
6. Funding Opportunity Title: Juvenile Justice Training, Technical Assistance
and Support
7. CSFA Number: 444-80-1269-02
8. CSFA Popular Name: Juvenile Justice Training, Technical Assistance
and Support (JJTTAS)
9. CFDA Number(s): 16.540
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $350,000
12. Award Range $0 to $350,000
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs It is anticipated that administrative costs, both
direct and indirect, will represent a small portion
of the overall program budget.
16. Posted Date: February 27, 2019
17.Application Range: February 27, 2019 to April 3, 2019 by 12:00PM
18. Technical Assistance Session: No

SECTION I
The following section provides Eligibility and Funding Information & Requirements for the Juvenile Justice Training, Technical Assistance and Support Continuation Application

  1. Eligibility Information
    1. Eligible Applicants
      This Continuation Application is limited to those public or private, not-for-profit community-based agencies who received an award from the Illinois Department of Human Services, Division of Family and Community Services pursuant to DHS Funding Notice (#19-444-80-1269-2) AND continue to meet the additional eligibility criteria below. Failure to provide the requested information as outlined herein to demonstrate these criteria are met will result in the application being removed from funding consideration.
    2. Pre-Qualification
      Applicant entities will not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov Grantee Links tab. Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about 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. Applicants must be pre-qualified, therefore, 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 or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified will be required with the application.

      The Provider's proposed budget must be entered into the CSA system. 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. To do this, the following is required: 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 to electronically sign the required budget documents prior to submission. Budgets not submitted as described here and by the due date and time will not be considered.
      For more information about submitting a budget in the CSA system, refer to Appendix A and also see: http://www.dhs.state.il.us/OneNetLibrary/27896/documents/Contracts/FY18-GATA-Budgets/DHSBudgetTrainingManual_Revision_3_28_18.pdf.
    3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
      Each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp;
      2. provide a valid DUNS number in its application; and
      3. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
        DHS may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified to receive the award and use that determination as a basis for making the award to another applicant.
    4. Mandatory Requirements of Applicant
      The Mandatory Requirements are essential items that must be met by the Applicant. If any Mandatory Requirement is not met, the responding Applicant's entire proposal will not be considered. DHS is not obligated to make an award to any applicant that fails to meet all mandatory requirements.
      1. The provider must be in a position to begin providing services on July 1, 2019.
      2. Technology: Agencies awarded funds through this funding notice must have a computer that meets the following minimum specifications for the purpose of utilizing the required DHS eCornerstone web-based reporting system and the receipt/submission of electronic program and fiscal information:
        1. Internet access, preferably high-speed
        2. Email capability
        3. Microsoft Excel
        4. Microsoft Word
        5. Adobe Reader
      3. State and Federal Laws and Regulations: The agency awarded funds through this NOFO must agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).
    5. Additional Requirements:
      1. Requested Information
        The Provider must be available as requested by the Department/IJJC to present information regarding service deliverables, provide data updates, or to answer questions arising from the Provider's work.
      2. Site Visits
        The Provider agrees to participate in site visits as requested by the Department/IJJC and agrees that program and collaborating partners will be in attendance at such site visits.
      3. Collaboration
        The Provider is expected to collaborate and partner with the IJJC and relevant juvenile justice agencies including but not limited to the Illinois Department of Juvenile Justice, the Administrative Office of Illinois Courts, and local juvenile court systems and probation departments to develop innovative system improvement strategies, research initiatives, and data collection and analyses plans aimed at achieving the system improvement goals of the IJJC.
      4. OJJDP Performance Measures
        The Provider will submit Performance Measures data required by OJJDP on or before November 1st of each year for the preceding period of October 1 to September 30. Data will be submitted in the format prescribed by the Department and IJJC.
      5. Fiscal Reporting by Program Areas
        OJJDP has identified program areas for which Title II funds may be utilized. For fiscal year 2020, the IJJC has chosen to fund the following OJJDP program areas:
        • Alternatives to Detention
        • Community Based Programs and Services
        • Compliance Monitoring
        • Disproportionate Minority Contact
        • Diversion
        • Gender-Specific Services
        • Juvenile Justice System Improvement
        • State Advisory Group (SAG)Allocation (see #f below.)
          The Provider will work with the Juvenile Justice Specialist to match provided services with program areas and subsequently will report expenditures monthly by program areas.
      6. State Advisory Group (SAG) Allocation
        The Provider will serve as the fiscal agent for the SAG Allocation (up to $20,000) to be used for planning and budget purposes. The Provider will budget for up to $20,000 for the SAG Allocation as a grant exclusive expense and will use the money as directed by the IJJC, primarily to reimburse Commissioners' travel.
      7. Collaboration with local Family and Community Resource Centers (FCRCs): Providers will maintain a collaborative working relationship with the local DHS FCRCs. Providers are required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements.
      8. Sectarian Issue: Provider organizations may not expend federal or state funds for sectarian instruction, worship, prayer or to proselytize. If the Provider organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
      9. Background Checks: Background checks are required for all program staff and volunteers who have the potential for contact with youth under 18.? These background checks must be completed in advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check.? All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records.? Funded programs will be required to have a written protocol in place detailing the requirement for background checks; evidence of their completion; the protocol for reviewing and making determinations regarding results; etc.? In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children.
      10. Child Abuse/Neglect Reporting Mandate: Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
      11. Hiring and Employment Policy: 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 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 programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
  2. Funding Information & Requirements
    1. Cost Sharing or Match Requirements and Funding Information
      1. This award is funded with Title II (federal) funding and does NOT have a match requirement.
      2. This Continuation Application is considered an application for renewal funding.
      3. The Department anticipates funding 1 renewal applicant to provide services as described for grants under this funding announcement.
      4. Approximately $290,000.00 will be made available under this notice.
      5. Subject to appropriation, the grant period will begin no sooner than July 1, 2019 and will continue through June 30, 2020.
      6. Funding allocated under this grant is intended to provide for activities to ensure and maintain the states compliance with the Core Requirements of the Juvenile Justice and Delinquency Prevention Act (JJDPA) through training, technical assistance, coordination, monitoring, research and support. The funding amount requested for FY20 should reflect the actual grant amount required to implement the proposed plan, which may be less than the amount granted in FY19.
      7. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
      8. 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 of the subcontractor.
        The release of this funding notice does not obligate the Illinois Department of Human Services to make an award. Work cannot begin until a contract is fully executed by the Department.
    2. Grant funds - Use Requirements
      All applicants will use grant funds according to the guidelines, conditions and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
      Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.
      1. Allowable costs:
        Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. Funding allocated under these grants is intended to provide direct services to youth.  It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget.  Any budget deemed to include inappropriate or excessive administrative costs will not be approved.  Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation. 
      2. Unallowable costs
        Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from DHS:
        1. Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
        2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        4. Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
        5. Deposits for items, services, or space
      3. Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the U.S. Office of Personnel Management website https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2017/ES.pdf.
      4. Indirect cost requirements
        In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
        Every organization that receives an FY2020 state award must make an indirect cost rate proposal or election in the Crowe Activity Review System (CARS), including organizations that are choosing not to claim payment for indirect costs.
        CARS URL:
         https://solutions.crowehorwath.com/CARS/StateofIllinoisGOMB/Login.aspx    
        Indirect Cost Rate Election:
        1. Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA as Attachment B2.
        2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate.
        3. De Minimis Rate. An organization that has never received a Federal or State 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. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.

          2 CFR § 200.68 Modified Total Direct Cost (MTDC).
          MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
      5. "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. 
        Crowe Activity Review System (CARS).
        CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
        1. Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
        2. Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
        3. Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
        4. For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx.
    3. Administrative Costs
      Funding allocated under this grant is intended to provide training and technical assistance to the Illinois Juvenile Justice Commission, Juvenile Justice Councils and local agencies providing Juvenile Justice related Youth Serving Programs. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved NICRA be exceeded under this agreement. Documentation will be required to verify the approved NICRA.
    4. Simplified Acquisition Threshold
      Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2CFR200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying sub award:
      • That the grantee agency, prior to making a sub-award with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
      • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
      • That the awarding agency 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 awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.

SECTION II
The following section provides information and requirements for implementing the Juvenile Justice Training, Technical Assistance and Support Program.

Program Description/Requirements 

The federal Office of Juvenile Justice and Delinquency Prevention (OJJDP) provides funding directly to states through its Title II Formula Grants Program (Title II) to support state and local delinquency prevention and intervention efforts and juvenile justice system improvements. These funds are used to help states implement comprehensive state juvenile justice plans based on detailed studies of needs in their jurisdictions. State Advisory Groups, comprised of members appointed by the governor, set priorities for funded activities. The State Advisory Group for Illinois, the Illinois Juvenile Justice Commission (IJJC), administers the Title II funds. These funds support a broad range of juvenile justice activities at the state and local level that are designed to improve the juvenile justice system through the development of more effective education, training, research, prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency. These programs or projects can be designed to be developed, implemented and evaluated directly or through grants and contracts with public and private agencies.

Title II also funds state and local activities designed to ensure and maintain the state's compliance with the Core Requirements of the federal Juvenile Justice and Delinquency Prevention Act (JJDPPA), all of which govern the incarceration of juveniles. These core requirements are: deinstitutionalization of status offenders; separation of adults and juvenile offenders; jail removal; and reduction of disproportionate minority contact with the juvenile justice system.

This Continuation Plan will provide for activities to ensure and maintain the states compliance with the Core Requirements of the JJDPA through training, technical assistance, coordination, monitoring, research and support.

  1. Required Programming
    Upon direction of the IJJC and the Department, the Provider will build upon work previously completed to meet the following objectives: 
    1. Training and Technical Assistance
      1. Provider will provide training and technical assistance opportunities to the IJJC and to community based providers on Juvenile Justice related topics. that may include but not be limited to the following: Federal JJDPA core services, JJ compliance monitoring, DMC, alternatives to secure confinement; Youth Voice; Balanced and Restorative Justice (BARJ); Re-Entry Strategic Planning; Prison Rape Elimination Act (PREA); positive youth development approaches; best practice assessments/interventions (example: YASI); best practice programming/services (example: ART/WAIT) case planning; truancy alternatives, trauma focused interventions; community systems collaboration (example: Juvenile Justice Councils); community-based juvenile diversion programs, program evaluation/outcomes strategies.
      2. Provider will conduct and publish the results of semi-annual training needs assessments. The Provider will develop the methodology and implementation for approval by the Juvenile Justice Specialist.
      3. Provider will develop/maintain a training website that provides information regarding JJ system provider training opportunities, dates, and locations; technical assistance visits/opportunities; and current JJ research findings.
      4. Provider will evaluate its performance of each training session. The provider may use an evaluation tool of its choice; it must assess participants' opinions regarding the quality and relevance of the instruction. Results of the evaluations must be compiled for each training session and presented to the division in report format each quarter.
    2. Coordination of Board Meetings
      Provider will coordinate and support the IJJC meetings, committee meetings, retreats, trainings, conferences and provide administrative support that includes developing, hosting, and managing a website for the IJJC and their respective members.
    3. Research and Data Collection
      Provider will provide research, data collection, analysis and support in addressing legislative mandates (collecting data, reports, organizing hearings, contacting legislators) and other projects that may be undertaken by the IJJC. The Provider must have the capacity to support such activities and draft reports as necessary.
    4. Coordination of Disproportionate Minority Contact (DMC) Project
      Provider will provide statewide coordination services in support of the Disproportionate Minority Contact (DMC) project which sponsors efforts to reduce the proportion of African-American and Hispanic youth who are arrested and/or confined in detention centers or jail because the number of these youth over-represent the proportions in the general population. Support activities include identifying a primary DMC point of contact that will aid the IJJC in the implementation of the 3-year plan and administrative services for same, coordination of technical assistance, program monitoring activities, program and philosophy promotion, implementation of best practices strategies, report preparation, data collection, coordination of summits, workshops, trainings, forums and other public service activities as directed by the Juvenile Justice Specialist and the DMC Committee Chair. Support activities also will include the development of an evaluation tool to measure the effectiveness of the DMC efforts.
    5. Coordination of Juvenile Detention Alternative Initiative (JDAI)
      Provider will provide statewide coordination services in support of the Juvenile Detention Alternatives Initiative (JDAI). The initiative sponsors efforts to promote changes to policies, practices and programs that will reduce reliance on secure confinement, improve public safety, reduce racial disparities and biases, save taxpayers' dollars, and stimulate overall juvenile justice reforms. Support activities include identifying a primary JDAI point of contact that will aid the IJJC in the implementation of the 3-year plan and administrative services for same, coordination of technical assistance, program monitoring activities, program and philosophy promotion, report preparation, data collection, coordination of summits, workshops, trainings, forums and other public service activities as directed by the Juvenile Justice Specialist and the JDAI Committee Chair.
    6. Compliance Monitoring
      Provider will assist the state and the IJJC in providing for an adequate system of monitoring jails, lockups, detention facilities, correctional facilities, and non-secure facilities to insure compliance with the JJDP Act Core Requirements: Deinstitutionalization of Status Offenders, Separation of Adult and Juvenile Offenders, and Jail Removal. The provider will ensure adequate staff is assigned to conduct compliance monitoring activities and train these individuals in JJDP Act Core Requirements. Compliance staff must also be trained on the IJJC Juvenile Monitoring Compliance Inspection Manual and be able to work cooperatively with the IDOC compliance staff. The Provider's compliance staff will be responsible for managing the work of the IDOC compliance staff and spot checking their work. The provider will provide for the travel expenses associated with conducting compliance monitoring. The Provider will compile results of the monitoring activity and submit reports to the IJJC at least every two months. Compliance Monitoring Activities will include:
      1. On-site inspection of secure facilities in accordance with federal JJDP Act timelines, reviewing reports, and providing technical assistance during on-site inspections and as needed based on review of reports and requests of facility personnel;
      2. Timely and accurate collection and reporting on a quarterly basis of compliance data to statewide compliance monitors and the Department/IJJC;
      3. Assistance with the development and implementation of strategies and initiatives to establish, maintain, and ensure compliance with updated standards of care and confinement in correctional facilities, including annual review of standards of care for adherence to state and federal statutes and regulations;
      4. Lead and/or assist with youth development and advocacy projects related to DMC reduction and community based alternatives to arrest and secure confinement;
      5. Lead and/or assist with the development and implementation strategies and activities to eliminate confinement of status offenders in secure correctional facilities, in accordance with the requirements of the JJDP Act;
      6. Annual collection, analysis, and reporting of DMC data for the 9 decision points required by OJJDP and the JJDP Act.
    7. Youth Advisory Board
      Provider will develop and provide support for the coordination of a Statewide Juvenile Justice Youth Advisory Board that will provide regular reports (minimum of twice per year) and recommendations to the IJJC. The provider will support the Youth Advisory Board by providing program management & adequate information flow, organizing training, orientations, supporting youth initiatives, working with local jurisdictions to ensure the success of the project. The provider will have regular contact with youth currently involved with the Juvenile Justice System for the purposes of obtaining youth recommendations.
    8. Gender Specific Services
      Provider will provide statewide coordination services in support of Gender Specific Services to address gender-specific needs, especially for female youth who commit offenses and become involved in the juvenile justice system.
  2. Performance Measures
    1. Percentage of Periodic Financial Reports (formerly known as expenditure documentation forms) submitted on time with accurate information, in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 15th of each month for the preceding month by email.
    2. Percentage of Periodic Performance Reports (also known as "Quarterly Reports") submitted on time with accurate information, in the format prescribed by the Department. Periodic Performance Reports must be submitted no later than the 15th of each month following the end of each quarter.
    3. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format as prescribed by the Department.
    4. Performance Measures data required by OJJDP, will be submitted on or before November 1st for the preceding period of October 1 to September 30. Data will be submitted in the format prescribed by the Department and IJJC.
    5. Percentage of additional specific performance measures (to be determined by the provider with Department input) for each of the following services:
      • Training and Technical Assistance
      • Coordination of Board Meetings
      • Research and Data Collection
      • Coordination of DMC Project
      • Coordination of JDAI
      • Compliance Monitoring
      • Youth Advisory Board
      • Gender Specific Services
  3. Performance Standards
    1. 80% of Periodic Financial Reports (formerly known as expenditure documentation forms) will be submitted on time with accurate information, in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 15th of each month for the preceding month by email.
    2. 75% of Periodic Performance Reports (also known as "Quarterly Reports") will be submitted on time with accurate information and in the format prescribed by the Department. Periodic Performance Reports must be submitted no later than the 15th of each month following the end of each quarter.
    3. 80% additional performance data submitted timely and accurately as directed by the Department and in a format prescribed by the Department.
    4. 100% Performance Measures data is required by OJJDP and will be submitted on or before November 1st of for the preceding period of October 1 to September 30. (Acceptable 100%)
    5. 90% of additional specific performance measures is required (to be determined by the provider with successful Department input) for each of the following services: (Acceptable 90%)
      • Training and Technical Assistance
      • Coordination of Board Meetings
      • Research and Data Collection
      • Coordination of DMC Project
      • Coordination of JDAI
      • Compliance Monitoring
      • Youth Advisory Board
      • Gender Specific Services

SECTION III
The following section provides instructions for the components that must be included in a complete continuation application

  1. Uniform Application for State Grant Assistance
    Continuation applicants must submit a completed and signed Uniform Application for State Grant Assistance. The 3 page application may be found at this link (pdf).
  2. FY 2020 Continuation Plan Narrative
    Continuation applicants must submit an application that contains the information outlined below. Each section must have a heading that corresponds to the headings listed below. If the Applicant believes that the subject has been adequately addressed in another part of the application narrative, then a cross-reference to the appropriate part of the narrative must be provided. The narrative portion must be in the order requested. This application, if approved, will become the local program plan and budget. The program plan/application will be the basis for monitoring compliance by DHS. Please provide a detailed response as directed to each of the following items in an effort to fully describe how Juvenile Justice Training and Technical Assistance will be implemented.
    1. Description of Program and Services
      The Project Narrative will provide a comprehensive framework and description of all aspects of the project.
      Describe how your agency will provide each of the services listed under "Required Programming" including Training and Technical Assistance; Coordination of Board Meetings; Research and Data Collection; Coordination of DMC; Coordination of JDAI; Compliance Monitoring; Youth Advisory Board and Gender Specific Services.
      • For each service:
        1. Describe what activities that will be undertaken to provide the service.
        2. Identify the person/position who will have primary responsibility for that service.
        3. Identify the amount of time anticipated to provide the service. (For example, DMC coordination will require  20 hours per week.)
        4. Describe the anticipated impact the provided service will have.
      • In addition to the above information, for the Youth Advisory Board and Gender Specific Services:
        1. Provide a detailed description of the overall project.
        2. Provide an anticipation timeline for implementation of the project.
    2. Program Outcomes
      1. Identify up to three measurable outcomes and objectives for each of the eight services: Training and Technical Assistance; Coordination of Board Meetings; Research and Data Collection; Coordination of DMC; Coordination of JDAI; Compliance Monitoring; Youth Advisory Board and Gender Specific Services.
      2. If the information has not been included above, Include a detailed plan for achievement.
    3. Required Attachments
      The Attachments should be labeled accordingly and placed in the order below:
      • Attachment A1 - Job Description(s)/Resumes for any grant funded personnel
      • Attachment A2 - Organizational Chart
      • Attachment B1 - Copy of Federal Form W9 for the Applicant Agency
      • Attachment B2 - Copy of currently approved NICRA if indirect costs are included
        If Subcontractors will be used, also include the following:
      • Attachment C - Subcontractor Agreement(s)
      • Attachment C1 - Subcontractor Budget(s) and Narrative(s)
      • Attachment C2 - Copy of Federal Form W9 for the Subcontractor Agency(s)
      • Attachment C3 - Copy of approved NICRA for Subcontractor Agency(s) if indirect costs are included.
        Note: Applicant (only) MUST submit Budget in the CSA System. Subcontractor budgets should not be entered in CSA. Refer to Appendix A for information. 
  3. FY 2020 Continuation Budget
    Budgets must be submitted electronically in the CSA system (see Appendix F for more information and instructions). The narrative will be based on the budget and will include a detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. The narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan. The Budget should be prepared to reflect a 12-month budget period (July 1, 2019- June 30, 2020).
    Please note, your FY 2020 contract will not be processed until your budget has been reviewed AND approved. It is critical that the budget submitted is as detailed as possible.
    Subcontractor budgets, budget narratives and actual subcontracts must be submitted with this continuation application plan as they need to be pre-approved. The budget format for subcontractors is the same template as the Uniform Grant Budget. However, subcontractor budgets will not be submitted in the CSA system. The link to this form can be found in Appendix A.
    Please refer to Eligibility Information, Section I.A, in this document for information about administrative costs and DUNS and SAM requirements.
    The Provider will work with the Juvenile Justice Specialist to match provided services with program areas and subsequently will report expenditures monthly by program areas.

SECTION IV
The following section provides instructions for Submitting the complete continuation application. 

Application Submission and Instructions

  1. Application Submission and Instructions
    1. Submission Format, Location and Deadline
      1. Applications must be received at the location below no later than 12:00 p.m. (noon) on Wednesday, April 3, 2019. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.YouthServicesInfo@Illinois.gov. The subject line of the email MUST state: "20-444-80-1269-2-Wendy- JJTTAS". Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
        Applicants are required to notify the Department by Friday April 5, 2019 at 5:00 PM, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and does not notify the Department by Friday, April 5, 2019 at 5:00 PM, their application will be considered a late submission.
      2. All providers must submit the completed grant application in a single PDF document utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp SUBMIT THE COMPLETED GRANT APPLICATION TO: DHS.YouthServicesInfo@illinois.gov The subject line of the email MUST state: "20-444-80-1269-2-Wendy- JJTTAS".
      3. Please follow the instructions to attach your application. Don't forget the subject line above. To be considered, proposals must be submitted via CMS File Transfer Utility by the designated date and time listed above. 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. 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. See bolded sections above.
    2. Other Submission Requirements
      Proposal Container and Format Requirements
      1. All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. The entire application should be typed in black ink on white paper. The application must be typed single-spaced, on one side of the page, with 1-inch margins on all sides.
      2. The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below. The complete application must be submitted in a single PDF document to DHS.YouthServicesInfo@illinois.gov. The subject line of the email MUST state: "20-444-80-1269-2-Wendy- JJTTAS". Applications will ONLY be accepted by email as described herein. Hard copies, faxed copies, copies on disk or thumb drive etc. will not be accepted.
        The Department is under no obligation to review applications that do not comply with the above requirements.
      3. All Applications MUST include the following mandatory forms/attachments in the order identified below:
        1. A screenshot or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified.
        2. Statement indicating the ICQ and PRA have been completed
        3. Signed Uniform Application for State Grant Assistance
        4. Continuation Proposal Narrative
          • Program Description
          • Program Outcomes 
          • Budget Narrative 
          • Attachments to Your Application
            • Attachment A1 - Job Description(s)/Resumes for any grant funded personnel
            • Attachment A2 - Organizational Chart
            • Attachment B1 - Copy of Federal Form W9 for the Applicant Agency
            • Attachment B2 - Copy of currently approved NICRA if indirect costs are included
              If Subcontractors will be used, also include the following:
            • Attachment C - Subcontractor Agreement(s)
            • Attachment C1 - Subcontractor Budget(s) and Narrative(s)
            • Attachment C2 - Copy of Federal Form W9 for the Subcontractor Agency(s)
            • Attachment C3 - Copy of approved NICRA for Subcontractor Agency(s) if indirect costs are included.
        5. Uniform Grant Budget - The proposed budget must be entered, signed and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and submitted budget must be included with the application.
  2. Unique entity identifier and System for Award Management (SAM) 
    Each applicant is required to: (i) Be registered in SAM before submitting its application; (ii) provide a valid unique entity identifier in its application; and (iii) continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the Department. The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully complied with the requirements by the time the Department is
    ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant. Please refer to Section C. Eligibility Information & Grant Funding Requirements for additional information and detail regarding SAM.
  3. Intergovernmental Review
    This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs,".
  4. Funding Restrictions
    The applicant must develop a budget consistent with program requirements as described in Section A. Program Description and in accordance with Section C. 6 Grant Funds Use Requirements.
    The Department will not allow reimbursement of pre-award costs under this funding opportunity.

SECTION V
The following section provides Award, Administrative and Contact Information.

Award Administration Information

  1. State Award Notices
    Providers recommended for continued funding under this Notice of Funding Opportunity following the above review will receive a Notice of State Award (NOSA). The NOSA shall include:
    • Grant award amount
    • The terms and condition 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
      A written Notice of Denial shall be sent to the Providers not receiving awards.
      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.
  2. Administrative and National Policy Requirements.
    The agency awarded funds shall provide services as set forth in the DHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
    To review a sample of the FY2020 DHS Uniform Grant Agreement, please visit the DHS Website at http://www.dhs.state.il.us/page.aspx?item=29741.
    The agency awarded funds through this Funding Notice must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.
  3. Required Reporting
    1. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email.
    2. Quarterly Narrative and Performance data reports will be submitted by email in a format prescribed by the Department, no later than the 15th of the month immediately following the quarter for the preceding quarter.
    3. Year-End Financial, Narrative and Performance Data reports will be submitted by email in a format prescribed by the Department, no later than 30 days following the end of the fiscal year.
    4. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.
  4. Payment Terms
    1. Grant payments of the federal award will be made on a reimbursement basis only.
    2. Reimbursement payments will be issued following the Department review of documented expenditures to determine they are sufficiently detailed and that the expenditures appear acceptable under the terms of the agreement. Failure of the Provider to provide timely, accurate and sufficiently detailed documentation will result in delayed payments and may result in a reduction to the total award.
    3. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.
      In the event payments made by the Department to the provider exceed the total amount of provider reported and Department authorized expenditures, the provider will be required to issue a repayment to the Department in an amount equal to the overpayment.
  5. State Awarding Agency Contact(s)
    If you have questions relating to this Continuation Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov  with "JJ-TTAS FUNDING NOTICE - Wendy" in the subject line of the email.

Links: Uniform Application for State Grant Assistance (pdf)