21-444-80-1270-02-01 Juvenile Justice Youth Serving Program

Summary Information

1. Awarding Agency Name: 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: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 21-444-80-1270-02-01
6. Funding Opportunity Title: Juvenile Justice Youth Serving Program
7. CSFA Number: 444-80-1270-02
8. CSFA Popular Name: JJ Youth Serving Program
9. CFDA Number(s): 16.540
10. Anticipated Number of Awards: 6
11. Estimated Total Program Funding: $400,000
12. Award Range $40,000 Minimum to $75,000 Maximum
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: Yes
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs Yes, it is anticipated that administrative costs both
direct and indirect will represent a small portion of
the overall program budget. 
16. Posted Date: April 13, 2020
17. Closing Date for Applications: April 13, 2020 to May 13, 2020 by 12:00pm (noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No
  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 (#20-444-80-1270-02) 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 to apply 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. 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 statement indicating the applicant has completed Pre-Qualification steps and is currently Pre-Qualified will be required with the application. (A screenshot indicating the applicant has completed Pre-Qualification steps and is currently Pre-Qualified will also be accepted).
      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 8 and also see:  http://www.dhs.state.il.us/OneNetLibrary/27896/documents/GATA_2020Grants/GATA2020links/IDHSBudgetTrainingManual_Revision032719.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://www.sam.gov/SAM/;
      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. 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.
    5. Pre-Award Requirements
      The pre-award process includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire (ICQ) and a Programmatic Risk Assessment (PRA). The PRA must be completed for each separate grant for which an applicant intends to apply. The Department may NOT issue a Notice of Award or a Grant Agreement to any applicant that does not have a submitted and approved FY21 ICQ and a submitted and complete FY21 PRA for the Illinois Youth Investment program. While these are NOT required prior to submitting the application, they are required prior to the Department issuing an award.
      Applicants that have not completed an FY21 ICQ and/or an FY21 PRA at the time of application will be contacted by the Department to complete these Pre-Award requirements.
      These grantee pre-award requirements are mandated by Federal Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA). Grantees must complete these requirements prior to receiving a grant award from the State of Illinois.
    6. 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. If all responding applicants fail to meet a particular mandatory requirement, that mandatory requirement may, at the sole discretion of the State, be removed from the Mandatory Requirements so the evaluation process may continue. However, this does not obligate DHS to make an award to any applicant that fails to meet all mandatory requirements.
      1. The selected provider must be in a position to begin providing services within 3 months following the contract start date.
      2. Technology: Agencies awarded funds through this funding notice must have a computer that meets the following minimum specifications for receipt/submission of electronic program and fiscal information:
        • Internet access, preferably high-speed
        • Email capability
        • Microsoft Excel
        • Microsoft Word
        • 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.).
    7. 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 2021, 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
          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. 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.
      7. 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.
      8. 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.
      9. 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.
      10. 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. Funding Information
      1. This award is funded with Title II (federal) funding.
      2. Cost Sharing or Match Requirements--Successful applicants are NOT required to provide in-kind and/or financial match. However, if a successful applicant proposes a voluntary match amount and the budget is approved, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.
      3. This Continuation Application is considered an application for renewal funding.
      4. The Department anticipates funding 6 renewal applicants to provide services as described in this funding announcement.
      5. Approximately $400,000.00 will be made available under this notice.
      6. Subject to appropriation, the grant period will begin no sooner than July 1, 2020 and will continue through June 30, 2021.
      7. 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). The funding amount requested for FY21 should reflect the actual grant amount required to implement the proposed plan, which may be less than the amount granted in FY20. However, it may not exceed the FY20 amount.
      8. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
      9. 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.
      10. Pre-Award costs will be allowed prior to the execution date of the award under the following conditions: 1.) the applicant must have received and accepted the Notice of State award (NOSA) AND, 2.) Submitted any and all requested program plan and budget revisions per the NOSA; AND 3.) May NOT incur pre-award costs prior to 7/1/2020.
        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:
        • 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)
        • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
        • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
        • 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).
        • 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 FY2021 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:
        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 7.
        • 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.
        • 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.
        • "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.
          • 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.
          • 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.
          • 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.
          • For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx .
      5. Administrative costs
        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.
      6. 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.
      7. Intergovernmental Review
        This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."

Section II

Program Description
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, 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 JJDPA.

    • Deinstitutionalization of Status Offenders (DSO)
    • Adult Jail and Lock-Up Removal (Jail Removal)
    • "Sight and Sound" Separation
    • Address Racial and Ethnic Disparities (RED);
      (See Appendix 1: Core Requirements of the Office of Juvenile Justice Delinquency Prevention)
      In some communities, youth become involved in the juvenile justice system unnecessarily because alternatives do not exist or are not embedded within the system decision-making process. Because the needs and resources are different in each community in Illinois, a one-size-fits-all approach is not likely to be very effective.
      Local juvenile justice systems and community-based providers are in prime position to craft solutions and develop youth serving programs that meet the local community's needs and take into account local resources. Empowering and supporting local youth programming can also stem the tide of racial and ethnic disparity in the juvenile justice system at the front door and help ensure that no youth enters the juvenile justice system unnecessarily. Investing in local communities will reduce the costs associated with incarcerating youth in correctional facilities, reduce rates of recidivism, reduce the number of crime victims, and ultimately create safer communities in Illinois.
      The IJJC is seeking continuing applications from juvenile justice councils, units of local government or local non-for-profit agencies who received funding under 444-80-1270-02 in FY20 to develop, implement, expand and/or maintain youth serving programs for youth who are involved or at risk of becoming involved with the Juvenile Justice System. 
  1. Required Services: Youth Serving Programs will
    1. Accomplish one or more of the following:
      1. Ensure that youth do not enter Illinois' juvenile justice system unnecessarily;
      2. Ensure that youth who do enter the juvenile justice system receive developmentally appropriate, individualized support and services;
      3. Ensure that youth leave the justice system with positive outcomes, which in turn enhance public safety;
      4. Address and reduce racial and / or ethnic disparities in the local juvenile justice system.
    2. Reflect a trauma-informed approach, which involves understanding and responding to the symptoms of chronic interpersonal trauma and traumatic stress, as well as the behavioral and mental health consequences of trauma. Applicants must commit to becoming trauma-informed and demonstrate an ongoing commitment to developing/maintaining trauma informed capacity within the organization. Training and technical assistance will be made available to successful applicants to achieve/maintain this status.
    3. Utilize evidence-based and evidence-informed services, interventions and principles.
    4. Include strategies for helping youth build protective factors and resiliencies that moderate the impact of past and future negative experiences.
    5. Assess its effectiveness and measure increase or decrease in risk/protective factors for individual by administering a pre and post assessment to each program youth. If applicant is a CCBYS agency, the applicant will be required, at minimum, to use the Youth Assessment Screening Instrument (YASI) as the pre and post assessment.
    6. Collect and report data on youth receiving services under this proposal in accordance with OJJDP and DHS reporting requirements and systems including recidivism and victimization data.
    7. Evaluate the effectiveness of applicant's proposed program by establishing and reporting on measurable objectives determined by the applicant and approved by the Department.
  2. Performance Measures
    1. Submission of required annual application plan and budget.
    2. Percentage of Periodic Financial Reports submitted on time with accurate information, in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 30th of each month for the preceding month by email. At the end of the fiscal year, providers will also submit a cumulative report.
    3. Percentage of Periodic Performance Reports submitted on time with accurate information, in the format prescribed by the Department, Periodic Performance Reports must be submitted no later than the 30th of each month following the end of the quarter. At the end of the fiscal year, providers will also submit a cumulative report. PPR will include at a minimum:
      1. Number of programs implemented as a result of this funding opportunity
      2. Percentage of DHS required reports completed and submitted accurately and on time
      3. Number of youths served
      4. Percentage of youth served who completed program
      5. Percentage of program youth who completed program who demonstrate improvement (such as increased protective factors and/or decreased risk factors) based upon risk assessment results
      6. Number and percentage of program youth receiving a pre/post risk assessment
      7. Number and percent of program youth tracked to determine recidivism
      8. Percentage of tracked youth with no new arrests.
      9. Percentage of agency determined performance measures and standards met
    4. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format prescribed by the Department.
  3. Performance Standards
    1. Submission of required annual application plan and budget.
    2. Percentage of Periodic Financial Reports submitted on time with accurate information, in the format prescribed by the Department. The Periodic Financial Reports must be submitted no later than the 30th of each month for the preceding month by email. At the end of the fiscal year, providers will also submit a cumulative report. (acceptable 80%)
    3. Percentage of Periodic Performance Reports submitted on time with accurate information, in the format prescribed by the Department, Periodic Performance Reports must be submitted no later than the 30th of each month following the end of the quarter.(acceptable 75%) At the end of the fiscal year, providers will also submit a cumulative report. PPR will include at a minimum:
      1. Number of programs implemented as a result of this funding opportunity (minimum acceptable: 1)
      2. Percentage of DHS required reports completed and submitted accurately and on time (minimum acceptable: 80%)
      3. Number of youths served (minimum 75% of applicant's proposed # number of youth served)
      4. Percentage of youth served who completed the program (minimum 65% of youth served)
      5. Percentage of program youth who demonstrate improvement (such as increased protective factors and/or decreased risk factors) based upon risk assessment results. (minimum 65% of youth served)
      6. Number and percentage of program youth receiving a pre/post risk assessment (minimum 85% of youth served)
      7. Number and percent of program youth tracked to determine recidivism (minimum 65% of youth served will be tracked)
      8. Percent of tracked youth with no new arrests. (minimum 75% of youth tracked)
      9. Percentage of agency determined performance measures and standards met--(minimum acceptable 75%)
    4. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format prescribed by the Department.

Section III

  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 2021 Continuation Plan Narrative
    Continuation applicants must submit an application that contains FY21 updates to the FY20 approved plan/application. 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. If there are changes to the original FY20 approved plan/application please indicate that under each application section. If no changes or minor changes, indicates same and then provide details. 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. The Department reserves the right to request additional changes to the approved fy20 program plan based on past performance and other factors.
    1. Executive Summary 
      The Executive Summary will serve as a stand-alone document for the successful applicant that will be shared with various state-level stakeholders and others requesting a brief overview of the funded project. Therefore, applicants should be concise and direct in their description and provide an overview of the services proposed with these funds and the outcomes that will be achieved. At a minimum,each of the following should be addressed in the summary:
      1. List the name, address and type (local unit of government, existing JJ Council or non-for- profit) of applicant entity
      2. List the name of your proposed Youth Serving Program and give brief description
      3. Identify the program area(s) your program will address
        • Ensure that youth do not enter Illinois' juvenile justice system unnecessarily;
        • Ensure that youth who do enter the juvenile justice system receive developmentally appropriate, individualized support and services;
        • Ensure that youth leave the justice system with positive outcomes, which in turn enhance public safety;
        • Address and reduce racial and ethnic disparities in the local juvenile justice system.
      4. Describe anticipated outcome(s) of your program
      5. Indicate the anticipated number of youths to be served
      6. Indicate if applicant will be delivering services directly or using a sub-contractor
      7. Indicate amount requested under this proposal
      8. Indicate applicant entity's clear statement of commitment to the Core Values and Principles of the Illinois Juvenile Justice Commission included in Appendix 2.
    2. Capacity - Agency Qualifications/Organizational Capacity
      The purpose of this section is for the applicant to present an accurate picture of their ability to implement a youth serving program that supports state and local delinquency prevention and/or intervention efforts as outlined in this NOFO. Information in this section should include, but not necessarily be limited to, the following:
      1. Identify Applicant Entity (existing Juvenile Justice Council, unit of local government, or not- for-profit community-based organization)
      2. Describe your experience providing Youth Serving Programs; list major achievements and accomplishments, especially for programs serving justice-involved youth. Identify any evidence-based programs you have provided.
      3. Describe your experience and efforts regarding reduction of Racial and Ethnic Disparities (RED); list major achievements and accomplishments; describe availability of RED data at the five OJJDP decision points-arrest, diversion, detention, secure confinement and transfers to adult court, especially for programs serving justice-involved youth.
      4. Describe your experience managing state and/or federal grants.
      5. Is applicant entity part of the juvenile justice system?
        • If not, describe your collaboration/connection with the juvenile justice system.
        • If so, describe your collaboration/connection with the Comprehensive Community Based Youth Services System (CCBYS) Included the name of the local CCBYS agency and the geographic area covered by the agency.
      6. Describe how the collaboration will enable you to make or receive referrals, case plan, share data, including attendance and outcomes and/or otherwise collaborate around individual youth and his or her treatment. Collaboration should be formalized through an MOU, a letter or some other documentation to that effect. Attach Documentation of Collaboration as Attachment 1: CCBYS and JJS Collaboration
      7. Describe any experience you have managing collaborative projects.
      8. Describe applicant organization's efforts to become trauma-informed; including (but not limited to) the adoption of trauma-informed principles, changes to policies and practices to reflect those principles; and trauma-informed trainings agency staff have attended. Applicants must provide documentation to support the applicant organization is recognized as a trauma- informed organization and provide a statement of an ongoing commitment to further developing/maintaining trauma informed capacity within the applicant organization; or applicants must provide a statement demonstrating a commitment to develop and maintain trauma informed capacity within the applicant organization Assessment, training and technical assistance will be made available to successful applicants to achieve/maintain this status. Attach documentation that applicant organization is recognized as trauma-informed or commits to develop and maintain trauma informed capacity as Attachment 2: Documentation of Trauma-Informed Organization.
      9. Does your mission statement and goals align with the work proposed under this funding opportunity? How so?
    3. Quality - Description of Program Design and Services
      The purpose of this section is for the applicant to provide a comprehensive, clear and accurate picture of its intended program design. The applicant must demonstrate evidence of linguistic and cultural competence throughout. At a minimum, the proposal must address each of the following components in the order below:
      1. Restate the name of your proposed Youth Serving Program and give a full description.
      2. Identify the program area(s) your program will address:
        • Ensuring that youth do not enter Illinois' juvenile justice system (JJS) unnecessarily (Diversion);
        • Ensuring that youth who do enter the juvenile justice system receive developmentally appropriate, individualized support and services;
        • Ensuring that youth leave the justice system with positive outcomes, which in turn enhance public safety;
        • If you are proposing a Diversion Program, describe how your program will ensure that it:
        1. Serves youth who would have had contact with the JJS if your program was not available;
        2. Does not include youth who would not have had contact with the JJS;
        3. Does not place requirements on the youth that increase the chances that youth will return to the JJS.
      3. Describe the anticipated outcome(s) of your program.
      4. Indicate if your program is evidence-based. If your program is evidence based, please provide a brief history and background of the program. If your program is not evidence-based, please describe its design and the theoretical constructs on which it is based.
      5. Describe the treatment modality, program dosage, and staff qualifications of your program. Include resume or job description of person who will be primarily responsible for program implementation as Attachment 3: Job Description.
      6. List your referral source(s) and describe your intake process. Include the name and a description of individual assessments that will be used and indicate if they will be used as pre and post assessments.
      7. Implementation Plan: Describe how your program will be implemented. Include an Implementation timeline as Attachment 4: Implementation Timeline. If your program has already been implemented, indicate how long it has been operating and any major achievements or accomplishments or revisions to the program that have occurred.
    4. Evaluation
      1. Describe the process that will be used to evaluate the effectiveness of the proposed project.
      2. Provide at least three and no more than eight measurable objectives and dates of expected completion specific to your proposed activities. These should include process and outcome measures. (See Section A.3. "Performance Measures") If applicant is selected for funding, applicant will work with the Department to finalize measurable objectives that will be included in your contract deliverables.
      3. Describe how you will evaluate your program against your anticipated outcomes.
      4. Describe any assessments that will be used to evaluate your program and outcomes, including risk/needs assessments, pre/post assessments, tests or screens, youth/family satisfaction surveys, etc.
      5. Describe your ability to collect recidivism and victimization data for youth who have exited the program.
      6. If you plan to use a Sub-Contractor to deliver services related to this program, describe the role and responsibilities of the sub-contractor. Include the Sub-Contractor Agreement as Attachment 8; Sub-Contractor Agreement.
    5. Racial and Ethnic Disparities (RED)
      The purpose of this section is for the applicant to provide a clear and accurate picture of the Racial and Ethnic Disparities being addressed by the proposed program.
      1. Provide data describing the racial and ethnic characteristics of the general population of the communities in which the program will exist. Identify data source. The Office of Juvenile Justice and Delinquency Prevention provides population data at https://bit.ly/2ELPuXN.
      2. Describe the applicant's access to local juvenile justice system data that is broken down by race and ethnicity. Provide local data for at least one JJS decision point, arrest, diversion, detention, probation or transfer to adult court. State and county-wide juvenile detention data for 2016 is acceptable for this application and is available at: http://ijjc.illinois.gov/sites/ijjc.illinois.gov/files/assets/IJJC%20CY%202016%20report_FINAL.pdf
      3. Describe how your proposed program will address RED.
      4. Describe the anticipated impact your proposed program will have on RED.
    6. Budget Narrative 
      In this section of the application narrative, provide a detailed, no more than 2 pages, Budget Narrative of the items allocated within your proposed budget. This will include all funds budgeted for the council. Identify the source of those funds and detail how the specified resources and personnel are being allocated to ensure the tasks, activities, goals and objectives described in your proposal will be implemented. Illustrate the use of state or federal funds, other than grant funds, that will be used to support council activities. If sub-contractors are planned, please also describe how these funds will be utilized to implement the council activities. Include the following attachments: Attachment 9: Subcontractor Budget and Narrative; Attachment 10: Subcontractor Federal Form W9; Attachment 11: Subcontractor NICRA (If applicable)
      (Please note that the following questions were not included in your FY20 narrative)
      Please restate and provide a response to each of the following questions as part of your FY21 Budget Narrative.
      1. Does your Agency maintain written procedures that minimize the time elapsing between the receipt and disbursement of grant funds?
      2. Does your Agency comply with/meet the financial management standards of 2 CFR 200.302?
      3. Does your Agency anticipate any immediate cash needs to implement this grant?
      4. Does your Agency have sufficient working capital to fully operate the grant program for 2 months beginning July 1, without advance payment, including initial startup costs and normal monthly grant expenses?
    7. Required Attachments
      The Attachments should be labeled accordingly and placed in the order below:
      1. Attachment 1 - CCBYS/JJS Collaboration
      2. Attachment 2 - Documentation of Trauma-Informed Organization
      3. Attachment 3 - Job Description
      4. Attachment 4 - Implementation Timeline
      5. Attachment 5 - Copy of Applicant Uniform Grant Budget entered in CSA. The proposed budget for the provider must be entered, signed and submitted in CSA and is required for the application to be
        considered complete.
      6. Attachment 6 - Federal Form W9 for the Applicant Agency
      7. Attachment 7 - Copy of currently approved NICRA if indirect costs are included and Applicant Agency has a current approved Federal or State NICRA
        If Subcontractors will be used, also include the following:
      8. Attachment 8 - Subcontractor Agreement
      9. Attachment 9 - Subcontractor Budget
      10. Attachment 10 - Copy of Federal Form W9 for the Subcontractor Agency
      11. Attachment 11-Copy of approved NICRA for Subcontractor Agency if indirect costs are included and Subcontractor Agency has a current approved Federal or State NICRA
        Note: Applicant (only) MUST submit Budget in the CSA System. Only Subcontractor budgets should be entered on Attachment 8 because Subcontractors budgets are not entered in CSA. Appendices found here
  3. FY 2021 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, 2020- June 30, 2021).
    Please note, your FY 2021 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 4.
    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

  1. Submission Dates and Times
    1. Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order. Applications must be received submitted electronically to DHS.YouthServicesInfo@Illinois.gov  no later than 12:00 p.m. (noon) on Wednesday, May 13, 2020. 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 electronic copy must be a complete single PDF file. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
    2. The subject line must state: "21-444-80-1270-02 JJYSP"
    3. All applicants are strongly encouraged to submit the completed grant application (single PDF document) to DHS.YouthServicesInfo@Illinois.gov  utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp. This will ensure large documents are able to cross firewalls and will provide you with a transmission receipt. Please follow the instructions to attach your application. Don't forget the subject line above.
  2. Other Submission Requirements
    1. 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. With the exception of letterhead and stationery for letter(s) of support (not required), the entire proposal should be typed in black ink on white paper. The program narrative must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The program narrative must not exceed the page totals specified in the "Content and Form of Application Submission" section including the Executive Summary. Items included as Attachments are NOT included in the page limitations.
        The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below. The complete application must be compiled and submitted in a single PDF document, Applications will ONLY be accepted as described herein. The Department is under no obligation to review applications that do not comply with the above requirements.
      2. ALL Applications MUST include the following mandatory forms/attachments in the order identified below.
        1. Uniform State Grant Application
        2. A statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified
        3. Statement indicating the ICQ & PRA have been completed
        4. Continuation Plan Narrative
          1. Attachment 1 - CCBYS/JJS Collaboration
          2. Attachment 2 - Documentation of Trauma-Informed Organization
          3. Attachment 3 - Job Description
          4. Attachment 4 - Implementation Timeline
          5. Attachment 5 - Copy of Applicant Uniform Grant Budget entered in CSA. The proposed budget for the provider must be entered, signed and submitted in CSA and is required for the application to be considered complete.
          6. Attachment 6 - Federal Form W9 for the Applicant Agency
          7. Attachment 7 - Copy of currently approved NICRA if indirect costs are included and Applicant Agency has a current approved Federal or State NICRA
            If Subcontractors will be used, also include the following:
          8. Attachment 8 - Subcontractor Agreement
          9. Attachment 9 - Subcontractor Budget
          10. Attachment 10 - Copy of Federal Form W9 for the Subcontractor Agency
          11. Attachment 11-Copy of approved NICRA for Subcontractor Agency if indirect costs are included and Subcontractor Agency has a current approved Federal or State NICRA

Section V

Award Administration Information

  1. 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 FY2021 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 and quarterly 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. Payment Determination
        • Providers identified as low risk on the ICQ: Providers identified as low-risk will receive monthly advance payments. An initial 2/12 of the Award amount will be issued upon execution of the agreement; and may be rounded to the nearest $100.00. Subsequent payments will be issued, after reconciling all current and previously reported expenditures,
        • Providers identified as Medium to High Risk on the ICQ: An initial working capital payment of 2/12 of the State General Revenue Award amount will be issued upon execution of the agreement; and may be rounded to the nearest $100.00. Subsequent payments will be issued on a reimbursement basis and will consider all previously submitted documented expenditures.
      2. The Department will compare the amount of the initial advance/working capital payment made to date with the documented expenditures provided to the Department by the Provider.
        • Providers identified as low risk on the ICQ: In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider to ensure each payment advanced does not exceed 1/12 cash-on-hand. 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.
        • Providers identified as Medium to High Risk on the ICQ: In the event the documented services provided by the Provider do not justify the level of award being provided to the Provider, future payments may be withheld or reduced until such time as the services documentation provided by the Provider equals the amounts previously provided to the Provider. 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.
      4. 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.

State Awarding Agency Contact(s) Questions and Answers

If you have questions relating to this Continuation Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov with "JJC FUNDING NOTICE - Drea" in the subject line of the email.

Juvenile Justice Youth Serving Program (pdf)