Eligibility Requirements for Potential Grantees/Regional Intermediaries
The Illinois Department of Human Services (IDHS) is administering the 2020 Census efforts in Illinois. On July 31st, IDHS issued a Notice of Funding Opportunity (NOFO) to help ensure everyone is counted in the 2020 Census. IDHS will award grants to eligible community organizations and local governments to serve as Regional Intermediaries, using their expertise and experience in executing and managing subawards, to encourage a complete count.
All applicants interested in serving as a Regional Intermediary must be pre-qualified in the State of Illinois Grantee Portal by the application deadline: Friday, September 13, 2019 at 5:00 pm CT. Please review the pre-application Eligibility Requirements below for step-by-step guidance on how to become pre-qualified.
Grant applicants that do not comply with these requirements by the application deadline are not eligible to receive an award, and applications will not be reviewed.
Potential grantees/Regional Intermediaries must comply with these pre-application eligibility requirements.
- Obtain a DUNS number. DUNS (Data Universal Numbering System) is a unique nine-digit identifier for businesses. It can only be obtained at Dun & Bradstreet and is provided free of charge. A DUNS number is used by federal and state governments to track how money is being allocated and is necessary to have before you can apply for a SAM.gov account. The registration for a DUNS number takes approximately 15 minutes to complete; once completed, you should receive your DUNS number in approximately 2 business days. You can apply online at www.dnb.com or by calling toll-free at 1-866-705-5711.Information you will need to obtain a DUNS number:
- Name of organization
- Organization address
- Name of the chief executive officer (CEO) or organization owner
- Legal structure of the organization (e.g., corporation, partnership, proprietorship)
- Year the organization started
- Primary type of business
- Total number of employees (full and part-time)
- Obtain a SAM.gov account number. SAM (System for Award Management) is the Official United States Government system for grantees. It is the responsibility of grant applicants to register and update your status each year. The registration for a SAM account takes approximately 30 minutes to complete and includes: the creation of a username and password with Login.gov; the creation of a user account for SAM.gov; the creation of your organization's registration; and the drafting and notarization of the authorization letter); once completed, it can take up to four weeks to get registered. These first two steps are necessary before you can complete your registration in the Illinois Grantee Portal so please keep these timeframes in mind when determining how much time you need to complete the registration process and apply for your SAM account as early as possible. Information you will need to obtain a SAM.gov account number:
- DUNS number
- Taxpayer Identification Number (TIN) or Employment Identification Number (EIN)
- Notarized letter designating an authorized entity administrator (letter template can be found here)
- Obtain a Certificate of Good Standing from the Illinois Secretary of State. (This does not apply to government entities or schools.) In addition to completing steps to register with the federal government, it also must be verified that you are in "good standing" with the State of Illinois. To do this, you must verify your standing with the Illinois Secretary of State. You can start this verification process at the time that you apply for a DUNS and SAM.gov account to save time. The Illinois Secretary of State issues the "Illinois Certificate of Good Standing" which is evidence that your business is authorized to transact business in the State of Illinois. There is a cost for obtaining the Certificate of Good Standing with the total depending on the type of organization you have (i.e. corporation, LLC, CCP, LP) and how fast you need the certificate (there is a special expedited processing which allows you to purchase and immediately print the Certificate). You can obtain the Certificate online, by phone (217.782.6875) or by request in writing (Secretary of State Corporations Division, 501 S. Second St., 3rd Fl., Springfield, IL 62756). This verification process takes approximately 15 minutes to complete; once completed, the timeframe in which you will receive your Certificate depends on what process you selected.
- Register in the Grantee Portal. To receive a grant, either as a grantee or a subrecipient, you must register in the State of Illinois Grantee Portal. This portal is used by all State of Illinois grant-making agencies. While you can begin the initial steps of signing up for this portal immediately, you will not be able to complete registration until you have a DUNS and SAM.gov number. Once you have all the necessary information, this registration process will take approximately 30 minutes. Steps to register with the Portal include:
- Create of an Illinois Public ID;
- Connect/Associate your account/ID with your organization;
- Set your organization type and Secretary of State File ID; and
- Verify your compliance via the DUNS number and SAM.gov account.
- Use the Grantee Portal to ensure your agency is not on any of the following: the Illinois Stop Payment List under the State of Illinois Grantee Compliance Enforcement System, the Department of Healthcare and Family Services Provider Sanctions list, or the Federal Excluded Parties list.
- Complete an Internal Controls Questionnaire (ICQ) in the Grantee Portal.+ This questionnaire was developed by the State and needs to be filled out by each grantee and subrecipient. All State of Illinois grant-making agencies use the ICQ. The ICQ is completed each year and copies of prior year ICQ responses are available in the portal for each grantee. Due to the technical nature of the questions, it is recommended that it be completed by someone with financial or accounting experience at your organization. The questions ask the grantee and/or subrecipient to provide answers on various internal processes that will be involved in spending and accounting for any money provided by the State in a grant. Based on the responses provided, your organization will receive a score that denotes the risk associated with your existing processes. Below are some of the areas where your organization will have to answer questions as to your policies and procedures:
- Accounting Systems. Each grantee and subrecipient must have an accounting system that allows the organization to properly track and account for any funding.
- Auditing Procedures. The entity has to answer questions as to how it conducts audits and how it handles any audit findings.
- Governing Body Activities. The entity has to answer questions as to the involvement of the governing body in day-to-day operations.
- Physical property and control. As a grantee may purchase physical property using grant funds, the entity must answer questions related to how it controls, tracks, and protects its physical property.
- Procurement policies. The entity has to answer questions on its policies in regard to purchasing goods and services.
- Ethics and Fraud policies. The entity has to answer questions as to its ethics and fraud policies and staff trainings.
- Complete a Programmatic Risk Assessment (PRA).+ A grantee must complete a Programmatic Risk Assessment for each grant award. The PRA is administered by the awarding agency who will provide you with the timing of the PRA; it is likely to be performed towards the end of the application process.
+ The ICQ and PRA assessments are not required before a potential grantee submits an application to the State. They are both required before a grantee can receive an award.
The grantee pre-application requirements are mandated by Federal Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA). All potential grantees must complete these requirements prior to receiving a grant award from the State of Illinois. Questions regarding the grantee pre-application requirements should be directed to state awarding agency at DHS.CensusNOFO@illinois.gov.
All potential grantees must also access the IDHS CSA tracking system in order to complete and submit a budget and IDHS Centralized Repository Vault (CRV).