21-444-80-2407 Prison Rape Elimination Act (PREA) Department of Juvenile Justice - Continuation

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 Announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 21-444-80-2407-01 
6. Funding Opportunity Title: Prison Rape Elimination Act (PREA)
7. CSFA Number: 444-80-2407
8. CSFA Popular Name: PREA 
9. CFDA Number(s): 16.540
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $29,500
12. Award Range Not Applicable
13. Source of Funding: Federal 
14. Cost Sharing or Matching Requirement: Yes
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs It is expected that administrative costs
both direct and indirect will represent a
small portion of the overall program budget.
16. Posted Date: April 29, 2020 
17.Application Range: April 29, 2020 to May 29, 2020 by 12:00pm (noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

Section I

  1. Eligibility Information
    1. Eligible Applicants
      This Application is designated for the Department of Juvenile Justice (DJJ) who was named as a partner in the FY19 PREA application to the Office of Juvenile Justice and Delinquency Prevention (OJJDP); AND continues 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 1 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. 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.
      6. 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.
      7. 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.
      8. 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.
      9. 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.
      10. Publication of Studies, Reports or other Program Products
        The grantee agrees that products produced for the Department with funds provided by this contract, including, but not limited to research reports, data, analyses and policy recommendations, are the property of the Department and will not be published or distributed except as prescribed by the Department.
        Unless otherwise provided in the approved Program Plan, the grantee agrees not to publish, release or otherwise disseminate data in any form without the prior written permission of the Department. If such permission is granted, the grantee agrees to submit to the Department six copies of all reports and proposed publications resulting from this Agreement a minimum of 30 calendar days prior to public release; any publications (written, visual or sound), excluding press releases, newsletters and issue analyses, shall contain the following statement:
        "Prepared under grants(s) from the Office of Juvenile Justice and Delinquency Prevention, Office of Justice Programs, United States Department of Justice. Points of view or opinions in the document are those of the author and do not necessarily represent the official position or policies of the United States Department of Justice or the Illinois Department of Human Services."
  2. Funding Information & Requirements
    1. Funding Information
      1. This award is funded with OJJDP Second Chance (federal) funding.
      2. Cost Sharing or Match Requirements- There is no match requirement for this program.
      3. The Department anticipates funding 1 applicant to provide services as described in this funding announcement.
      4. Approximately $29,500.00 will be made available under this notice.
      5. Subject to appropriation, the grant period will begin no sooner than July 1, 2020 and will continue through June 30, 2021.
      6. Funding allocated under this grant is shall only be used for the purpose of enabling the State to adopt,and achieve full compliance with the National PREA standards, so as to ensure that a certification of full compliance may be submitted in future years.
      7. The funding amount requested for FY21 should reflect the actual grant amount required to implement the proposed plan.
      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.
    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/2019/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/Requirements

Overview

Congress passed the Prison Rape Elimination Act (PREA) in 2003 and intended that the Act would provide for the analysis of the incidence and effects of prison rape in federal, state, and local institutions and provide information, resources, recommendations, and funding to protect individuals from prison rape (see 34 U.S.C. § 303001 et seq.). In addition to mandating research on sexual assault in confinement facilities, PREA provided funding that the Bureau of Justice Assistance (BJA) and the National Institute of Corrections administer to support efforts across the nation to establish zero-tolerance cultures for sexual assault in confinement facilities. The law also directed the Attorney General to promulgate national standards for all such facilities, including prisons and local jails, police lockups, community confinement facilities, and juvenile facilities.

Among other things, PREA provides that unless the Governor certifies full compliance with the standards, a state may lose 5 percent of any DOJ grant funds that it would otherwise receive for prison purposes. In this case, the Governor may submit an assurance that the state will use the 5 percent only to achieve and certify full compliance with the standards in future years (34 U.S.C. § 30307(e)). OJJDP's Title II, Part B, Formula Grants Program is one of the DOJ grant programs subject to this requirement. Pursuant to PREA, the Governor has three options: (1) submit a certification that the state is in full compliance, (2) submit an assurance that the state will use not less than 5 percent of its DOJ funding for prison purposes (including its Title II, Part B, Formula Grant funds award) to adopt and achieve full compliance with the PREA standards, or (3) accept a 5-percent reduction in such grants (including its Title II, Part B, Formula Grant award).
The reallocated funds may also be used to carry out activities that address one or more of the major provisions of the PREA standards, which include: General prevention planning, Supervision and monitoring, Staffing of juvenile facilities, Youth in adult facilities, Cross-gender searches and viewing, Training and education. Screening Reporting, Responsive planning, Investigations, Discipline, Medical and mental health care, Grievances, Lesbian, gay, bisexual, transgender, intersex, and gender-nonconforming inmates, and Inmates with disabilities and those with limited English proficiency.
PREA reallocation funds may also support projects under the following topic areas:

  • Policy and Practice Review, Revision, and Implementation
  • Preventive Infrastructure and Technology Enhancements
  • Victim Support Services
  • Leadership, Organizational Culture, and Performance
  • Data Collection and Performance Measurement
  • Planning, Analysis, and Staffing Support
  • Evaluation
  1. Required Programming (Deliverables)
    The Provider shall:
    1. DJJ will complete one or more of the above projects/activities to achieve and certify full compliance with the PREA standards in future years.
    2. DJJ will continue to increase awareness of the problem of sexual assault in juvenile facilities.
    3. DJJ will continue to accumulate and report data reflecting levels of sexual abuse in its facilities. DJJ will collect and report data according to its internal policy.
    4. DJJ will continue to use local data to identify causes and contributing factors leading to sexual victimization. DJJ will review local data to identify causes/factors leading to victimization at least once per year.
  2. Performance Measures
    1. Percentage of monthly expenditure documentation forms submitted on time with accurate information, including match amounts, in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 30th of each month for the preceding month by email.
    2. An annual program application/plan and a detailed program budget and budget narrative submitted to the Department as directed. This application, if approved, will become the local program plan and budget.
    3. Percentage of quarterly data/narrative reports submitted on time with accurate information, in the format prescribed by the Department. Quarterly data/narrative reports must be submitted no later than the 30th of each month following the end of the quarter.
    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. Percentage of monthly expenditure documentation forms submitted on time with accurate information, in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 30th of each month for the preceding month by email. (Acceptable 80%)
    2. An annual program application/plan and a detailed program budget and budget narrative submitted to the Department as directed. (Acceptable 100%) This application, if approved, will become the local program plan and budget.
    3. Percentage of quarterly data/narrative reports submitted on time with accurate information, in the format prescribed by the Department. Quarterly data/narrative reports must be submitted no later than the 30th of each month following the end of the quarter. (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. (Acceptable 80%)

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 Plan Narrative
    Applicants must submit an application that contains its plan to deliver services and activities designed to achieve and certify compliance with PREA standards. Each section of the application 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.
    1. Description of Program and Services
      The Project Narrative will provide a comprehensive framework and description of all aspects of the project.
      1. Describe how your agency will implement the services listed under "Program Description/Requirements."
      2. For each service/deliverable:
        • Describe what activities that will be undertaken to provide the service.
        • Identify the person/position who will have primary responsibility for that service.
      3. Timeline. Submit an updated, realistic timeline or milestone chart that indicates major tasks associated with the goals and objectives of the project, assigns responsibility for each, and plots completion of each task by month or quarter for the duration of the award, using "Year 1," "Month 1," "Quarter 1," etc. Indicate completion dates for any major tasks already completed. Submit the timeline as a separate attachment.
    2. Program Outcomes
      1. Identify up to three measurable outcomes and objectives for each service your agency is currently providing or is proposing to provide.
      2. If the information has not been included above, Include a detailed plan for achievement.
      3. Note on Project Evaluations: An applicant that proposes to use award funds through this solicitation to conduct project evaluations should follow the guidance under Note on Project Evaluations in the OJP Grant Application Resource Guide.
    3. Budget Narrative (See Section III.C FY2021 Continuation Budget below for additional information)
      1. Proposed project budgets and narratives (included on the CSA budget) must be sufficiently detailed and justified to be approved by the DHS program and fiscal personnel.
      2. Submit a copy of Federal Form W9 for the Applicant Agency. It is critical that the Agency name, address and FEIN number matches the information provided on the Uniform Application for State Grant Assistance.
      3. If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application. 
        Please note that the following questions were not included in your FY20 narrative
      4. Please restate and provide a response to each of the following questions as part of your FY21 Budget Narrative.
        • Does your Agency maintain written procedures that minimize the time elapsing between the receipt and disbursement of grant funds?
        • Does your Agency comply with/meet the financial management standards of 2 CFR 200.302?
        • Does your Agency anticipate any immediate cash needs to implement this grant?
        • 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?
    4. Required Attachments
      The Attachments should be labeled accordingly and placed in the order below:
      1. Attachment 1 -Timeline
      2. Attachment 2 - Federal Form W9 for the Applicant Agency
      3. Attachment 3- 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:
      4. Attachment 4-Subcontractor Agreement
      5. Attachment 5-Subcontractor Budget
      6. Attachment 6-Copy of Federal Form W9 for the Subcontractor Agency
      7. Attachment 7-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 5 because Subcontractors budgets are not entered in CSA. Appendices found here.
  3. FY 2021 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 1
    Please refer to Eligibility Information, Section I.A, in this document for information about administrative costs and DUNS and SAM requirements.

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 Friday, May 29, 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: "21-444-80-2327 PREA"
    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 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 (A screenshot indicating completion of Pre-qualification is optional)
        3. Statement indicating the ICQ & PRA have been completed
        4. Continuation Plan Narrative
          • Attachment 1 -Timeline
          • Attachment 2 - Federal Form W9 for the Applicant Agency
          • Attachment 3- 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:
          • Attachment 4-Subcontractor Agreement
          • Attachment 5-Subcontractor Budget
          • Attachment 6-Copy of Federal Form W9 for the Subcontractor Agency
          • Attachment 7-Copy of approved NICRA for Subcontractor Agency if indirect costs are included and Subcontractor Agency has a current approved Federal or State NICRA
        5. Uniform Grant Budget: The proposed budget for the provider must be entered, signed and submitted in CSA and is required for the application to be considered complete.

Section V

  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 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 30th 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 30th 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
        1. 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, ensuring the Provider maintains a 1/12 rolling advance.
        2. Providers identified as Medium to High Risk on the ICQ: An annual determination will be made regarding the need for a working capital advance. This determination will be made based on information submitted by the applicant as part of the FY21 Grant Application/Plan process. Applicants will be placed in one of the following payment categories:
          1. For applicants that indicate insufficient working capital to fully operate the grant program for 2 months beginning July 1, will receive an initial working capital advance payment of 2/12 of the Award amount 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 and documented expenditures.
          2. For applicants that indicate sufficient working capital to fully operate the grant program for 2 months beginning July 1, grant payments will be issued on a reimbursement basis that will consider all previously submitted and documented expenditures.
      2. The Department will compare as applicable, the amount of the initial advance/working capital payment made to date with the documented expenditures provided to the Department by the Provider.
        1. 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.
        2. 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)
If you have questions relating to this Continuation Funding Notice, please send them via email to: DHS.YouthServicesInfo@Illinois.gov  with "PREA-DJJ FUNDING NOTICE - Wendy" in the subject line of the email.

FY21 PREA Continuation Application (pdf)