FY 21 NOFO - 2369 Transitional Community Care and Supports (855 TCCS)

FY 2021 Notice of Funding Opportunity (NOFO) - Summary Information

1. Awarding Agency Name: Illinois Department of Human Services/Division of Mental Health
2.  Agency Contact:

Name: Barb Roberson

Email: Barb.Roberson@illinois.gov

Phone: 217-557-5876

3.  Announcement Type: Initial announcement
4.  Type of Assistance Instrument: Grant
5.  Funding Opportunity Number: 21-444-22-2369-01
6.  Funding Opportunity Title: 2369 Transitional Community Care and Supports
7.  CSFA Number: 444-22-2369
8.  CSFA Popular Name: Transitional Community Care and Supports (855)
9.  CFDA Number(s): NA
10.  Anticipated Number of Awards: 40
11.  Estimated Total Program Funding: $8,700,000 (12-month grant term)
12.  Award Range To be determined based on number of applicants and service needs
13.  Source of Funding: State
14.  Cost Sharing or Matching Requirement: No
15.  Indirect Costs Allowed Yes
16.  Posted Date: May 8, 2020
17.  Closing Date for Applications:  May 18, 2020, 5:00 PM
18.  Technical Assistance Session: Session Offered: No

Agency Specific Content for the Notice of Funding Opportunity

  1. Program Description
    1. Scope of Services

      This program will ensure the availability of all necessary services and supports for individuals transitioning from a State Operated Psychiatric Hospital (SOPH) to a lower level of care. The individuals served by this program will include both uninsured/underinsured people as well as individuals who have Medicaid coverage. The services and supports will include services consistent with the Medicaid Community Mental Health Services Program (Rule 140) for individuals that do not have current Medicaid eligibility. The Grantees will also provide engagement and support activities specific to the individual's needs to ensure successful transition to the community, which will include the design of unique resources not currently funded through traditional funding streams. Grantees will engage individuals during admission, and continue to provide engagement, treatment and support services upon discharge from the SOPH.

    2. Deliverables
      1. Respond to all requests for engagement at the SOPH within one business day of request by SOPH staff.
      2. Develop promotional materials for use at the SOPH so that the individual may make an informed choice about discharge planning.
      3. Hire engagement specialists who either have the CRSS certification or are capable of attaining the credential within 18 months of hire. The engagement specialists will meet face to face with individuals during their SOPH stay, at the time of discharge, and post discharge to ensure linkage to care.
      4. Provide access to clinical staff for treatment and discharge planning consultative work with the SOPH staff during the hospitalization of the individuals served.
      5. Provide mental health treatment services upon discharge, regardless of the individual's entitlement status, and will utilize grant funds for those individuals without Medicaid.
      6. Ensure completion of any necessary Medicaid benefit application processes post discharge.
      7. Provide other necessary resources including but not limited to transit cards, transportation, cell phones with pre-loaded minutes, food vouchers, clothing, access to the internet, for individuals in need of these supports.

        Reporting Requirements:

        1. Financial Report in accordance with Exhibit C.
        2. Performance Report in accordance with Exhibit E.
    3. Payment

      Reference the Uniform Grant Agreement, Article IV Payment, Section 4.2 Return of Grant Funds and 4.3 Cash Management Improvement Act of 1990. Payment will be issued monthly and reconciled with reported allowable expenses. Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.

      PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov

      DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the DHS website.

    4. Performance Measures

      The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the email address below no later than November 1, February 1, May 1, and August 1. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.

      PPR and PPRT Email Address for All Grants: DHS.DMHQuarterlyReports@illinois.gov

      The following are included in the reporting template:

      1. Number of individuals referred.
      2. Number of individuals contacted within 1 business day of referral
      3. Number of individuals engaged during hospital stay.
      4. Number of individuals engaged on the day of discharge.
      5. Number of individuals who remain engaged 30 days post discharge.
      6. Number of uninsured/underinsured individuals who received traditional mental health services.
      7. Number of individuals who received non-traditional supports.
      8. Number of individuals who required assistance with Medicaid application.
      9. Number of individuals who received assistance with Medicaid application.
      10.  Number of individuals for whom registrations were submitted per DMH policy.
    5. Performance Standards
      1. 100% of individuals contacted within one business day of referral.
      2. 100% of individuals engaged during hospital stay.
      3. 100% of individuals engaged on day of discharge.
      4. 100% of individuals engaged at 30 days post discharge.
      5. 100% of individuals who required assistance with Medicaid application received it.
      6. 100% of registrations submitted according to DMH policy.
  2. Funding Information

    This NOFO is considered a competitive application for funding. It is not a guarantee of funding. This award utilizes state appropriated funds.

    1. Funding Restrictions

      IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

    2. Allowable Costs

      Allowable costs are those that are necessary, reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles. 

    3. Unallowable Costs

      Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.

    4. Indirect Cost Rate Requirements

      Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs. To charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). If the agency has multiple NICRAs, IDHS will accept only the lesser rate. There are three types of NICRAs:

      1. Federally Negotiated Rate;
      2. State Negotiated Rate; and
      3. De Minimis Rate
    5. Renewals

      This program will be awarded as a 12-month term agreement with 2, one-year renewal options. Renewals are at the sole discretion of the IDHS and are contingent on meeting the following criteria:

      1. Applicant has performed satisfactorily during the most recent past-funding period;
      2. All required reports have been submitted on time, unless a written exception has been provided by the Division;
      3. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements); and
      4. Funding for the budget year has been appropriated in the state's approved fiscal year budget.
  3. Eligibility Information
    1. Eligible Applicants

      This funding opportunity is not limited to those who currently have an award from the IDHS; however, applicants must:

      1. Be in good standing with the Illinois Secretary of State (not applicable to governmental entities)
      2. Not be on the Federal Excluded Parties List;
      3. Not be on the Illinois Stop Payment list;
      4. Not be on the Department of Healthcare and Family Services Provider Sanctions List;
      5. Complete and submit the Fiscal and Administrative Risk Assessment, also known as the ICQ, (short for Internal Controls Questionnaire). This is done only once per entity per fiscal year via the GATA Grantee Portal https://www2.illinois.gov/sites/GATA/Pages/default.aspx. While it does not have to be completed prior to submitting the application, this step must be done before an award can be made.
      6.  Register and access both the IDHS Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV);
      7. Obtain a Dun and Bradstreet Universal Numbering System (DUNS) number. The DUNS number does not replace an Employer Identification Number. DUNS numbers may be obtained at no cost by calling the DUNS number request line at (866) 705-5711 or by applying online. It is recommended that service providers register as soon as possible before the application due date.
      8. Register with the System for Award Management (SAM) and maintain an active SAM registration until the application process is complete, and if a grant is awarded, throughout the life of the award. SAM registration must be renewed annually. It is recommended that service providers finalize a new registration or renew an existing one at least two weeks before the application deadline to allow time to resolve any issues that may arise. Applicants must use their SAM-registered legal name and address on all grant applications to IDHS.

        Applicants that do not comply with these requirements are not eligible to receive an award.

    2. Cost Sharing or Matching: Not applicable.
    3. Indirect Cost Rate: See Section B Funding Information, #4 Indirect Cost Rate Requirements.
  4. Application and Submission Information
    1. Address to Request Application Package

      Each applicant must have access to the internet. Applicants may obtain application forms at the Division's Grant Information website https://www.dhs.state.il.us/page.aspx?item=120031. Questions and answers will also be posted on this website. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.

    2. Content and Form of Application Submission.
      1. Each applicant is required to submit a Uniform Application for State Grant Assistance. This is a 3-page document with the first page already completed by the Division of Mental Health. This document must be signed and dated.
      2. Program Proposal
        1. The Program Proposal shall not exceed 10 pages. Items included as Attachments are NOT included in the page limitations.
        2. The Program Proposal, including attachments should be sequentially page numbered.
        3. All documents must be typed using 12-point type and at 100% magnification.
        4. The PDF submission must be on 8 1/2 x 11-inch page size .
        5. The submission shall include the 3-page Uniform Application and 10-page program proposal.
        6. Except for letterhead and stationery for letter(s) of support, the entire application and program proposal packet should be in black typeface on a white background.
        7. The Program Proposal must be typed single-spaced with 1-inch margins on all sides.
    3. Budget Requirements
      1. A budget and budget narrative need to be completed in the CSA Tracking System database. There is space when preparing the budget on each line item for the budget narrative. Instructions for the CSA Tracking System can be found at https://www.dhs.state.il.us/page.aspx?item=61069.
      2. A Budget Template and Instructions can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System database. The pdf budget or paper copy will not be accepted nor should be included in the application packet.
      3. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the budget narrative.
      4. The budget should be prepared to reflect 12 months for Fiscal Year 2021.
    4. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)

      See Section C Eligibility Information, #1 Eligible Applicants, letters g and h.

    5. Submission Dates and Times
      1. To be considered for an award, the application and proposal must be in the possession of the IDHS email address DHS.GrantApp@illinois.gov and by the designated date and time listed in Box 17 of the NOFO. Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time the proposal was submitted, along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the proposal was received on time at the location listed above.
      2. Applications and Program Proposals will only be accepted electronically and should be emailed to: DHS.GrantApp@illinois.gov. Those that are delivered by any other means will not be accepted and will be immediately disqualified. IDHS/DMH is under no obligation to review applications that do not comply with the above requirements. There will be no exceptions.
      3. Within 72 hours of receipt, applicants will receive an email to notify them that the application was received and if it was received by the due date and time. The email reply will be sent to the original sender of the application and program proposal. Applications and program proposals received after the due date and time will not be considered for review and funding.
      4.  Submit the completed application and program proposal as a single document to: DHS.GrantApp@illinois.gov
        1.  Specifically, the subject line of the email MUST state: "Your Organization's Name; 21-444-22-2369-01; Barb Roberson"
        2.  The submission must be in the following order:
          1. Uniform State Grant Application (3-page document) (Not included in page limit)
          2. Program Proposal
          3. Attachments (Not included in page limit). This would include Linkage Agreements (if applicable).
      5. All proposals must include the following mandatory documents:
        1. Uniform Grant Application for State Grant Assistance
        2. Program Proposal
        3. Uniform Grant Budget submitted in CSA
      6. The term of the agreement will be upon date of execution continuing through June 30, 2021 and will require the mutual consent of both parties, be dependent upon the Grantee's performance and adherence to program requirements and the availability of funds.
      7. IDHS may withdraw this Notice of Funding Opportunity at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.
      8. The FY 2021 Fiscal and Administrative Risk Assessment, also known as the Internal Controls Questionnaire (ICQ), must be completed in the Illinois Grantee Portal prior to an award being issued.
      9. Complete and Submit the Programmatic Risk Assessment (PRA) for each grant opportunity. Links are provided under the "PRA" column on the DMH Grant Opportunities website at https://www.dhs.state.il.us/page.aspx?item=120031. Deadline for completion of the PRA is June 1, 2020.
  5. Application Review Information

    All applicants must demonstrate that the NOFO requirements are met as identified in Section C, #1, a - h.

    1. Criteria

      The maximum possible score is no more than 50 points. All submissions will be reviewed, evaluated and based on the Criteria listed below. The purpose of this section is for the applicant to present the agency description, history, achievements, service description, financial overview and future.

      Criteria Purpose Points
      Executive Summary The purpose of this section is for the applicant to present the agency description, history, achievements, service description, financial overview and future. 5
      Capacity - Agency Qualifications/Organizational Capacity The purpose of this section is for the applicant to present an accurate picture of the agency's ability to meet and execute the program requirements. 10
      Need - Description of Need The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will address these needs. In addition, identification of stakeholders, fact and evidence that demonstrate how the proposal supports the grant program purpose should be included. 5
      Quality - Description of Program Services The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design that indicates its ability to satisfy the requirements of the grant program. 15
      Data Collection, Evaluation and Reporting To ensure accountability at all levels of service provision, IDHS is implementing the practice of performance-based contracting with its Grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. At a minimum, Grantees will be expected to collect, and report data indicators and measures as described in this NOFO. 5
      Resource Availability Describe what resources and other knowledge, skill and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program. These may include, but not limited to the availability of space like meeting rooms, space to carry out this program, etc. 10
    2. Review and Selection Process

      Proposals will be reviewed by IDHS/DMH staff familiar with the requirements of the program including services to be performed in specified geographic location, if applicable. Review team members will have no conflicts of interest and will read and evaluate proposals independently.

    3. Merit-Based Evaluation Appeal Process
      1. Competitive program grant appeals are limited to merit-based evaluation process only. Evaluation scores cannot be protested. Only the evaluation process is subject to appeal.
      2. An appeal must be submitted electronically, in accordance with the grant application document.
      3. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
      4. The written appeal shall include at a minimum the following:
        1. the name and address of the appealing party;
        2. identification of the grant;
        3. a statement of reasons for the appeal
      5. Appeals are to be submitted to Barb Roberson, via email, to the following address: Barb.Roberson@illinois.gov
      6. Response to appeal: The appealing party must supply any additional information requested by IDHS/DMH within a reasonable time period.
  6. Award Administration Information
    1. State Award Notices

      Anticipated Announcement and State Award Dates

      It is anticipated that Notices of State Award (NOSA) will be made in June 2020.

      Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:

      1. The terms and conditions of the award.
      2. Specific conditions assigned to the grantee based on the potential grantee answers on the Fiscal and Administrative Risk Assessment (ICQ), the Programmatic Risk Assessment and the Merit-Based Review.
      3. The NOSA is not an authorization to begin services or incur costs.
      4. Upon acceptance of the NOSA, announcement of the grant award shall be published by the awarding agency to www.Grants.Illinois.gov. The grant agreement will also be published in the CSA Tracking System for signature.
      5. A written Notice of Non-Selection shall be sent to the applicants not receiving awards.
    2. Administrative and National Policy Requirements
      1. Applicants awarded these funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services including indirect cost rate requirements in Section B: Funding Information, #4 Indirect Cost Rate Requirements.
      2. The legal agreement between IDHS and the successful applicant(s) will be the standard IDHS Uniform Grant Agreement. If selected for funding, the applicant will be provided an IDHS grant agreement for signature and return. A sample of the agreement may be found at https://www.dhs.state.il.us/page.aspx?item=29741
    3. Reporting 

      Reporting requirements for the grant agreement shall be in accordance with the requirements set forth in Section A, Payment Terms and Performance Measures and shall also comply with the requirements of Exhibits C and E of the Uniform Grant Agreement.

  7. State Awarding Agency Contact(s)
    1. IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Questions and IDHS/DMH Responses "Q&A" will be posted to the DMH Grant Information website and updated periodically at the following link https://www.dhs.state.il.us/page.aspx?item=124368.
    2. Questions about this NOFO, must be sent via email to Barb.Roberson@illinois.gov. Specifically, the subject line of the email MUST state: "Your Organization's Name; 21-444-22-2369-01; Barb Roberson". Questions will only be accepted electronically. Those that are delivered by any other means will not be addressed.
  8. Other Information
    1. IDHS reserves the right to request additional information that could assist with its award decision. Applicants are expected to provide the additional information within a reasonable time period. Failure to provide the information could result in the rejection of the proposal.
    2. The release of this Notice of Funding Opportunity does not compel IDHS to make an award.
    3. This funding opportunity is considered a new application.
    4. Useful websites:
      1. Grant Accountability and Transparency Act website: https://www.illinois.gov/sites/gata/Pages/default.aspx
      2. Illinois Grant Accountability and Transparency Act (GATA) (30ILCS 708/) http://ilga.gov/legislation/ilcs/ilcs3.asp?ActID=3559&ChapterID=7
      3. 2 CFR 200 Electronic Code of Federal Regulations http://www.ecfr.gov/
      4. Uniform Administrative Requirements, Cost Principles and Audit Requirements (2 CFR 200) https://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl
      5. OMB Uniform Guidance https://www.grants.gov/web/grants/learn-grants/grant-policies/omb-uniform-guidance-2014.html
      6. IDHS website: www.dhs.state.il.us
      7. CSA tracking database