21-444-80-1493 - Welcoming Centers

Notice of Funding Opportunity

Illinois Welcoming Centers FY21

Data Field Transmittal Section
1. Awarding Agency Name: X Illinois Department of Human Services
2. Agency Contact:

Lilian Jimenez, Associate Director

Office of Welcoming Centers for Refugee and Immigrant Services

lilian.jimenez@illinois.gov

312-793-2705

3. Announcement Type:

Select the announcement type:

X  Initial announcement

  Renewal

  Modification of a previous announcement -

4. Type of Assistance Instrument:

Select one of the following:

X Grant  Cooperative Agreement

Select one of the following:

X Competitive

  Non-competitive

Select one of the following:

Capital Grant?

Yes  X No

5. Agency Opportunity Number (if applicable): None
6. Funding Opportunity Title: Welcoming Center Program
7. CSFA Number: 444-80-1493
8. CSFA Popular Name: Welcoming Center
9. CFDA Number(s): Not applicable
10. Number of Anticipated Awards: To be determined based on coverage of services needed statewide.
11. Estimated Total Funding Available: $1,500,000
12. Single Award Range: $50,000-$200,000
13. Funding Source:

  Federal or Federal pass-through

X  State

  Private / other funding

14.

Cost Sharing or Match Allowed?

Cost Sharing or Match Required?

X Yes  No

Yes  X No

Mark all that apply

15.

Indirect Costs Allowed?

Restrictions on Indirect Costs?

Other Funding Restrictions, (specify):

X Yes  No

Yes  X No

If yes, provide the citation governing the restriction:

Yes  X No

If yes, provide the citation governing the restriction:

16. Posted Date: August 21, 2020
17. Application Date Range:

Start Date: August 21, 2020

End Date: September 21, 2020

End Time: 5:00 p.m.

18. Application Review Date Date: September 22, 2020
19. Technical Assistance Session:

Session Offered: X Yes  No

Session Mandatory: X Yes   No

Date and time: Friday, September 4, 2020

Conference Info/Registration Link:

Via webex/phone

RSVP by noon Tuesday, September 1, 2020 to

Dwight.Jennings@illinois.gov

20. NOFO / Application Frequently Asked Questions

Due date for submitting questions: September 1, 2020

Submit questions to:

Dwight.Jennings@illinois.gov

Posting date for the master list of submitted questions and state agency responses:

September 11, 2020

 A. Program Description

The Illinois Welcoming Centers Program (IWC) was launched in 2007 to model a state-operated one-stop human service center designed to help immigrants navigate state services and coordinate those state services with non-profit community social service. Over the years, the Welcoming Center program has expanded to include a community-based service model.

The main features of Welcoming Centers include:

  1. Welcoming Center serve as one-stop human service centers that provide comprehensive and holistic case management, crisis management services and service coordination to immigrants, refugees and Limited English Proficient (LEP) populations in a linguistically, culturally sensitive manner.
  2. Welcoming Centers are familiar with benefits and services provided by state and federal agencies as well as social service agencies and connect individuals to appropriate services as needed through case management or referral.
  3. Welcoming Centers lead efforts to coordinate social services in their particular geographic location by creating Community Alliances. These Community Alliances consist of meetings with local service providers to address common challenges shared in the delivery of services to immigrants, refugee and LEP populations to enhance service effectiveness and improve service coordination.
  4. Welcoming Centers conduct outreach and host a variety of community education workshops to help immigrants, refugees and LEP populations learn about resources and information that can advance their successful integration and build the capacity of immigrant and refugee communities.

The goals of the Illinois Welcoming Center Program are to strengthen the overall human service delivery system for immigrants, refugees and LEP populations and build the capacity of immigrant and refugee communities.

A Welcoming Center is expected to:

  • have the necessary resources to be able to provide comprehensive, linguistically and culturally appropriate information about state, federal and community services to a diverse community;
  • have a strong working knowledge of the target population's needs, knowledge of social casework methods, theory, techniques and principles;
  • be equipped with the resources to work cooperatively with other organizations to provide services and assistance to the customer;
  • have the ability to provide immediate and direct assistance for a range of problems including mental health issues, substance abuse, domestic violence, homelessness, hunger, and unemployment;
  • serve walk-in customers as well as refer customers from other IDHS offices, community providers, or community members.

Welcoming Center sites are based in locations where there are large concentrations of immigrant, refugee and LEP populations well as the capacity of the applicants to deliver the Welcoming Center services. Selected agencies for Welcoming Centers will be required to:

  1. Use Welcoming Center reporting forms when providing Welcoming Center services as well as conducting day to day operations.
  2. Track the similar customer data so that all of the Welcoming Centers can compare and contrast its results and outcomes. Program evaluation will necessitate accurate data collection, best practices and lessons learned.

IDHS requires the successful applicants to meet the following performance standards

  • Services provided to at least 70% of the projected number of customers.
  • Successful outcomes for at least 70% of services delivered.
  • Timely and accurate fiscal and program reports.

Illinois Welcoming Center Priorities

Special consideration will be given to proposals that represent the ability to serve Illinois's identified priorities. Those priorities are as follows:

1) Geography

2) Language Capacity

Geography

Illinois Welcoming Centers will give consideration to all parts of the state, with special consideration to programs whose service sites are located in geographic regions where more than 5,000 immigrants reside and are under-served by current Welcoming Center programs.

State of Illinois

By County

County Total Pop Foreign Born Pop % Foreign Born
Winnebago 286,174 24,037 8.40%
DeKalb 104,200 7,226 6.93%
Kankakee 111,061 5,467 4.92%
Boone 53,606 5,486 10.23%
Madison 265,670 6,105 2.30%
McHenry 307,789 29,539 9.60%
McLean 173,219 12,078 6.97%
Peoria 184,463 10,247 5.56%
Sangamon 197,661 6,097 3.08%
St. Clair 263,463 7,689 2.92%
Champaign 209,448 25,088 11.98%
Rock Island 145,275 11,598 7.98%
Cass County 12,665 1,380 10.90%

City of Chicago

By Community Neighborhood      

Neighborhood Total Pop Foreign Born Pop % Foreign Born
Albany Park 50,343 20,167 40.06%
Irving Park 53,665 15,490 28.86%
Belmont Cragin 80,701 31,452 38.97%
Hermosa 23,489 7,887 33.58%
Avondale 37,909 11,841 31.24%
Logan Square 73,689 12,593 17.09%
Humboldt Park 56,162 10,630 18.93%
Near West Side 62,733 11,464 18.27%
South Lawndale 74,943 28,055 37.44%
Lower West Side 32,789 10,840 33.06%
Armour Square 13,719 8,123 59.21%
Douglas 21,268 4,118 19.36%
West Lawn 32,176 10,996 34.17%
Chicago Lawn 52,003 12,351 23.75%
Edgewater 57,022 15,779 27.67%
Gage Park 39,302 14,785 37.62%
East Side 24,230 6,827 28.18%
Garfield Ridge 36,462 8,415 23.08%
Archer Heights 13,082 4,998 38.21%
Brighton Park 45,031 19,509 43.32%
McKinley Park 15,920 5,880 36.93%
Bridgeport 33,888 12,075 35.63%
New City 39,542 11,594 29.32%

Language Capacity

Illinois Welcoming Centers will give special consideration to programs that target Limited English Proficient populations that are under-served by current Welcoming Center programs in relation to the number of speakers of that language, including the following:

  • Spanish
  • Cantonese
  • Mandarin
  • Rohingya
  • Tagalog
  • Urdu
  • Gujarati
  • Hindi
  • Arabic
  • Polish

B. Award and Funding Information

1. Source of Funding

  Federal or Federal pass-through

   State

  Private / other funding

Applications for renewal or supplementation of existing projects are eligible to compete with applications for new awards  Yes  X No

Renewals are at the discretion of the department and is based on the performance of the grantee.

Successful applicant(s) will receive a  X Grant or  Cooperative Agreement

Award Period and Available Funds

September 1, 2020 and will continue through June 30, 2021

2. Funding Information

  1. This is a competitive funding opportunity.
  2. The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
  3. In FY2021 the Department anticipates the availability of approximately $1,500,000 funding available for grants under this competitive Funding Notice. The funding for the Welcoming Center services is made available through Public Act 101-0637. The Department anticipates funding approximately 10-15 applicants to provide Welcoming Services. Award amounts will vary between $50,000 to $200,000 depending on area, community needs and the number of applications submitted.
  4. Subject to appropriation, the grant period will begin September 1, 2020 and will continue through June 30, 2021.
  5. Funding allocated under this grant is intended to provide direct services to Immigrants, Refugees and other Limited English Proficient individuals and families. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
  6. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by IDHS.
  7. 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

3. Payment Terms

The Illinois Department of Human Services (IDHS) payment policy complies with 2 CFR 200.302, 2 CFR 200.305, and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods) and the and the Cash Management Improvement Act and the Treasury-State Agreement (TSA) default procedures codified at 31 CFR 205. IDHS Payments to grantees will be governed in accordance with the established criteria set forth in IDHS Administrative Directive 01.07.01.070 - Grant Payments. In accordance with IDHS Administrative Directive 01.07.01.070 - Grant Payments, grantees have the following payment options.

  • Advance and Reconcile
  • Reimbursement
  • Working Capital Advance Method

All requests for authorization to receive advance payment, working capital advance and reimbursement must be submitted on forms prescribed and approved by the Department as set forth in IDHS Administrative Directive 01.07.01.070 - Grant Payments and the executed grant agreement (Exhibit C). Additional data may be requested by the Department,

Funding is contingent upon and subject to the availability of fund and amendments to awards may be necessary within the grant cycle.

IDHS Approved Forms

Financial information must be submitted using approved Periodic Financial Reports (PFR)

Schedule of Payments

Periodic Financial Reports (PFR) are due on the 15th of the month

Method of Submission

Periodic Financial Reports (PFR) must be emailed to DHS.BRIS.Fiscal@Illinois.gov

Supporting Documentation Requirements

A monthly ledger to track expenses.

Other

Quarterly submission of additional documentation for auditing purposes.


C. Eligibility Information

1. Eligible Applicants

This Funding Application is limited to those public or private, not-for-profit community-based agencies subject to 26 U.S.C. 501 (c) 3 in good standing with the State of Illinois. 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.

  1. Has experience and successful track record of providing services to immigrants, refugees and Limited English Proficient populations.
  2. Has prior experience or knowledge of the Welcoming Center program model.
  3. Has knowledge and expertise in working with federal and state policies regarding immigrant and refugee status and services.
  4. Demonstrates understanding in ethnic diversity of the immigrant and refugee populations and the need for culturally and linguistically appropriate services unique to this program.
  5. Demonstrates the ability to provide bilingual and bicultural services to limited English speaking communities.
  6. Is able to meet the program goals described in this NOFO.

Agency Experience -

Applicant should have experience working with low-income populations, a strong familiarity with federal programs, state agencies, IDHS programs -- including having existing relationships with their local Family and Community Resource Center (FCRC), and other social service community providers in the proposed service area. The organization should be currently serving low-income populations or be closely connected to an agency or agencies that serve customers with multiple or complex needs.

The Applicant should demonstrate experience in the provision of case management, triage management, and experience providing needs assessments and direct assistance for customers who face barriers that prohibit them from accessing basic human services.

If applying in partnership with another agency, the proposal should include the experience and capacity of each of its partner agencies.

Staff Qualifications -

Staff assigned to the Welcoming Center program must have the appropriate levels of education, experience and training to work with immigrant, refugee and LEP populations. Staff and administrators who work with the Welcoming Center program must have a familiarity with IDHS programs and services, and other local, State, Federal, and community services. Staff should have existing relationships with a network of service providers in their service area, especially with community service providers in the immediate target area. Staff should have experience working with low-income LEP populations and specifically experience working with families and/or individuals facing crisis. Staff should have the appropriate training and capability to provide linguistic and culturally competent services to LEP customers.

2. Pre-award and Prequalification- Statewide Eligibility to Apply for a Grant

All entities are required to register with the State of Illinois through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov/portal to be eligible apply for a grant, How To Access The Grantee Portal. An Illinois.gov public account authenticates the relationship between the individual and the organization they represent, How to create an Illinois.gov Public Account.

  1. Pre-qualification Requirements: Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)

Entities are federally required to have an active SAM.gov entity registration and maintain and active SAM registration throughout the life of the award, How to register with SAM.gov. Illinois uses SAM.gov automation to determine qualification status based on the entity's registration. Refer to GATA Administrative Rules on Grantee Pre-qualification Status: http://www.ilga.gov/commission/jcar/admincode/044/044070000A00700R.html. An entity may apply for a grant award prior to qualified status. The entity must be in "qualified status" based on the Grantee Portal by the Application Review Date. See #18 in the NOFO Transmittal.

The following information is required to complete registration:

  1. Organization's Dun & Bradstreet number (DUNS);
  2. Organization's federal employer identification number (FEIN);
  3. Organization type;
  4. Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
  5. Organization's name
  6. Organization's mailing address;
  7. Organization's primary email address;
  8. Organization's primary phone number
  9. Organization's fiscal year-end date

The Grantee Portal will indicate in red if a status is not qualified. Links for self-remediation help are provided in the Portal.

  1. Current SAM.gov account;
  2. Current FEIN
  3. Good standing with the Illinois Secretary of State (Illinois Secretary of State Business Services website: http://www. cyberdriveillinois.com/departments/business_services/home.html
  4. Not on the Illinois Stop Payment List;
  5. Not on the SAM.gov Exclusion List;
  6. Not on the DHFS Sanctioned Party List.

b. Pre-Award Requirements:

Internal Control Questionnaire (ICQ) and Programmatic Risk Assessment (PRA)

State agencies are federally required to evaluate the risk posed by each applicant. Risk assessments are a pre-award requirement and include two components: fiscal and administrative and programmatic. Illinois uses an Internal Control Questionnaire (ICQ) to complete the fiscal and administrative component. Entities are required to access, complete and submit the ICQ through the Grantee Portal for the state fiscal year associated with the grant funding. The Programmatic Risk Assessment (PRA) is distributed by the state awarding agency as part of the application process. Both the ICQ and the PRA must be accepted by the state and approved before a grant award can be executed.

3. Cost Sharing or Matching

There is no cost-sharing requirement for this program.

4. 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.

a. 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 immigrant, refugee and LEP communities. 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.

b. Unallowable costs

Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from DHS:

  1. Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
  2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
  3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
  4. Costs of goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
  5. Deposits for items, services, or space

c. 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

d. 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:

  1. Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA as Attachment 1.
  2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate.
  3. De Minimis Rate. An organization that has never received a Federal or State Negotiated Rate may elect a de Minimis rate of 10% of modified total direct cost (MTDC). Once established, the de Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de Minimis rate. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.

2 CFR § 200.68 Modified Total Direct Cost (MTDC).

MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

e. "No Rate": Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.

Crowe Activity Review System (CARS).

CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.

  1. Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
  2. Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
  3. Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
  4. For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx .

2. Administrative Costs

Funding allocated under this grant is intended to provide direct services to immigrants, refugees and limited English proficient individuals. It is expected that administrative costs, both direct and indirect, will be reasonable 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 negotiated indirect cost rate agreement (NICRA) be exceeded under this agreement. Documentation will be required to verify the approved NICRA.

4. Simplified Acquisition Threshold

Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2CFR200 Section 200.88). Therefore, the grantee must be aware of the following regarding the Simplified Acquisition Threshold as it will be applicable to any qualifying sub award:

  • That the grantee agency, prior to making a sub-award with a total amount of funds greater than the simplified acquisition threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
  • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that the awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
  • That the awarding agency will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under awards when completing the review of risk posed by applicants as described in §200.205 awarding agency review of risk posed by applicants.

Funding will support services provided from September 1, 2020 to June 30, 2021. Funding may be renewed, subject to appropriation, for up to two one-year periods at DHS discretion. Renewal is conditional on meeting performance measures, timely compliance with reporting requirements, and compliance with any corrective action plan or findings.

Applicants need to submit a budget for the period for which the services are anticipated to be delivered within the State Fiscal Year 2021.

Note: Pre-award costs for services in anticipation of an award are allowable where necessary for the efficient and timely performance of the program, and are subject to 2 CFR 200.458.? Applicants who have been performing the services specified in this NOFO since September 1, 2020 must provide proof of services and associated expenses.?

Only applicants who receive an award as a result of the NOFO and merit-based review process will be eligible for pre-award costs.? Any applicant who has performed services since September 1, 2020 that does not receive an award under this NOFO will not be eligible for reimbursement of costs incurred.

Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by IDHS. Successful applicants will NOT receive a grant agreement until after their budget has been approved through the CSA system.

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.

All funding is subject to sufficient appropriations


D. Application and Submission Information

1. Address to Request Application Package

All components of the application package can be accessed through the Catalog of State Financial Assistance (CSFA).

Since high-speed internet access is not yet universally available for downloading documents or accessing the electronic application, and applicants may have additional accessibility requirements, applicants may request paper copies of materials by contacting:

Dwight.Jennings@illinois.gov

2. Content and Form of Application Package Submission

A. Submission Format, Location and Deadline

i) The Letter of Intent (included in this NOFO) must be submitted by noon September 4, 2020. The Letter of Intent is not a pre-requisite to the grant application. However, IDHS needs the information provided from the Letter of Intent to prepare for the applications review process.

ii) Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order. Applications must be received submitted electronically to Lilian.Jimenez@illinois.gov  no later than 12:00 p.m. (noon) on September 21 , 2020. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to Lilian.Jimenez@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.

iii) The subject line must state: "Illinois Welcoming Center NOFO"

3. Unique Entity Identifier/Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)

Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:

(i) Be registered in SAM.gov before the specified application review date. To establish a SAM.gov registration, go to https://governmentcontractregistration.com/sam-registration.asp and/or utilize this instructional link: "How To Register in SAM" https://www2.illinois.gov/sites/GATA/Documents/Resource%20Library/SAM-Registration.pdf

(ii) Provide a valid DUNS number in its application; and

(iii) Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

The State awarding agency 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 the State awarding agency is ready to make a Federal pass-through or State award, the State awarding agency may determine that the applicant is not qualified to receive a Federal pass-through or State award and use that determination as a basis for making a Federal pass-through or State award to another applicant.

4. Submission Dates and Times

The Letter of Intent (included in this NOFO) by noon September 4, 2020. The Letter of Intent is not a pre-requisite to the grant application. However, IDHS needs the information provided from the Letter of Intent to prepare for the applications review process

Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order.

Applications must be received submitted electronically to Lilian.Jimenez@illinois.gov no later than 12:00 p.m. (noon) on September 21 , 2020.

The Department will ONLY accept applications submitted by electronic mail sent to Lilian.Jimenez@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.

The complete application must be submitted in a single PDF document

The subject line must state: "Illinois Welcoming Center NOFO"

Applications received after the deadline stated above will not be considered for funding.

Note: For best results, use the Internet Explorer browser when accessing the GATA and IDHS systems.

Application dates are stated in the NOFO transmittal. Any application not fully submitted by the Application End Date will not be considered.

If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.

Submission Method:  Acceptable Proof of Timely Submission:

Email or Another Electronic Platform  X Electronic time date and stamp

US Postal Service Postmark date

Personal/Courier Deliver    Manual record of date and time received

5. Intergovernmental Review Not Applicable  X

6. Funding Restrictions

Refer to Section C. Eligibility Information, 3. Indirect Cost Rate for Indirect Cost Rate Restrictions and Match Requirement details.

 The following funding restrictions apply:

  • Unallowable activities dictated by the funding terms X
  • Institution of Higher Education Indirect Cost Rate Restrictions X
  • 2 CFR 200 - Subpart E Allowable/Unallowable Costs X
  • Restrictions on Pre-award Costs X
  • Other unique and regulatory programmatic restrictions X

E. Application Review Information

  1. All competitive grant applications are subject to merit-based review. Review criteria is based upon the requirements set forth in the following:

As dictated by the authoritative references above, the following minimum review criteria apply:

  • Need: Identification of stakeholders, facts and evidence that demonstrate the proposal supports the grant program purpose.
  • Capacity: The ability of an entity to execute the grant project according to project requirements.
  • Quality: The totality of features and characteristics of a service, project or product that indicated its ability to satisfy the requirements of the grant program.
  • Other unique program criteria.

Application is subject to Merit Based Review  X Yes  No

2. Criteria and Weighting of Each Criteria

ALL applicants must demonstrate that they meet all requirements under this NOFO as described throughout. Applications that fail to meet the criteria described in the Eligible Applicants and Mandatory Requirements of Applicants as identified in Section C Eligibility Information will not be evaluated and considered for funding.

Grant applications received will be reviewed by IDHS staff, including staff from the Office of Welcoming Centers for Refugee and Immigrant Services

The maximum possible score is 100 points.

25points 1.

Agency Qualifications: The extent to which the applicant demonstrates:

a. Strong management, supervision, and well-organized internal organizational structure to insure effective program/service delivery and sound fiscal conditions.

b. Successful history of working with immigrants/refugees, LEP populations, high-risk populations and/or individuals with multiple or complex needs including having the expertise and capacity to deliver the services procured in the NOFO, such as: language and cultural competency, track record of providing effective services for low-income LEP immigrants/refugees, delivering successful program outcomes.

c. Evidence of staff qualifications, experience and capability to carry out the proposed program.

20points 2. Community Identification and Customer Projection: The extent to which the applicant clearly defines and describes the geographic communities and the proposed target population the applicant plans to serve, and how the applicant is rooted in the community(s) it proposes to serve.
40points 3. Program Design and Implementation: The extent to which the overall program design adequately and effectively addresses:
  1. Qualifications to serve as a one-stop Welcoming Center, describe linkages that are already in place with other service providers.
  2. Method and Strategies to provide comprehensive case management services, crisis management services, and referral services to the agencies social service partner network.
  3. Track records and knowledge in conducting community outreach and educational workshops.
  4. Ability and experience in building and sustaining community alliances, and collaborative efforts with community providers and public agencies.
  5. Ability to provide required data/information reports on a monthly basis to evaluate the program.
15points 4. Budget & Costs Justification: The extent to which the budget narrative provides:
  1. Thorough and clear justification for all proposed line item expenditures.
  2. All expenditures and program costs are reasonable and allowable.
  3. Proposed staffing is sufficient to address customer projections and customer language needs.
  4. Where available, supplemental or companion funding is clearly identified.

Is the award subject to Cost Sharing/Matching?    Yes  X No

If yes, is cost sharing considered in the scoring criteria?   Yes   No

3. Review and Selection Process

As described in the Criteria section above, scoring will be on a 100-point scale. Scoring will not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, ICQ and PRA results, demonstrated need, past performance as a state grantee, etc. While recommendations of the review panel will be a key factor in the funding decisions, the Department maintains final authority over funding decisions and considers the findings of the review panel to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, etc. The Department reserves the right to approve all or deny any portion of an application.

4. Merit-Based Review Appeal Process

In accordance with GATA Administrative Rules, Section 350, Merit Based Review of Grant Applications, a merit-based application review is required for competitive Grants and Cooperative Agreements, unless prohibited by State or federal statute.

The appeals process is set forth in section 7000.350 available here: http://www.ilga.gov/commission/jcar/admincode/044/044070000D03500R.html

A. Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal and shall be reviewed by IDHS' Appeal Review Officer (ARO).

B. Submission of Appeal.

  1. An appeal must be submitted in writing to Lilian Jimenez at Lilian.Jimenez@illinois.gov  who will send to the ARO for consideration.
  2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
  3. The written appeal shall include at a minimum the following:

  a. the name and address of the appealing party;

  b. identification of the grant; and

  c. a statement of reasons for the appeal.

C. Response to Appeal.

  A. The DHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.

  B. DHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.

  C. The appealing party must supply any additional information requested by DHS within the time period set in the request.

D. Resolution

  A. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.

  B. In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.

  C. The Agency will resolve the appeal by means of written determination.

  D. The determination shall include, but not be limited to:

  A. Review of the appeal;

  B. Appeal determination; and

  C. Rationale for the determination.

5. Anticipated Announcement and State Award Dates, if applicable.

Anticipated Program Start Date:  October 12, 2020

Anticipated Program End Date:   July 30, 2021

F. Award Administration Information

1. State Award Notices

Applicants recommended for funding under this NOFO following the above review and selection process will receive a notice of award. The award notice shall include:

a. The terms and conditions of the award.

b. Specific conditions, if any, assigned to the applicant based on the fiscal and administrative (ICQ), programmatic risk assessments (PRA) and merit-based review.

The announcement of the grant award shall be published by the awarding grantor to www.grants.illinois.gov

A written Notice of Denial shall be sent to the applicants not receiving the award.

2. Administrative Requirements

Upon the receipt of an award, the successful applicant is obligated to comply with the following:

a. The Grant Accountability and Transparency Act (30 ILCS 708);

b. The applicable requirements of the Uniform Guidance (2 CFR 200), and;

c. Any additional programmatic and administrative special conditions that may be required.

d. The agency awarded funds through this Notice of Funding Opportunity must provide services as set forth in the grant agreement and shall 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.

The applicant awarded these 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 including indirect cost rate requirements in Section C - Eligibility, of the NOFO.

The legal agreement between DHS and the successful applicant(s) will be the standard DHS Uniform Grant Agreement. If selected for funding, the applicant will be provided a DHS grant agreement for signature and return.

3. Reporting

Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:

  • Periodic Financial Report (PFR),
  • Periodic Performance Report (PPR),
  • Annual Audit in conformance with Audit Requirements set forth in the grant agreement.

Frequency of periodic financial reporting:  X Monthly  Quarterly  Bi-Annually

Frequency of periodic performance reporting: X Monthly   Quarterly  Bi-Annually

Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.

Non-compliance with any of the above reporting requirements may lead to being placed on the Illinois Stop Payment List.


G. State Awarding Agency Contact(s)

Grant award under this NOFO will be made by the Illinois Department of Human Services. Questions associated with the NOFO and the grant award can be directly to:

Lilian Jimenez

Office of Welcoming Centers for Refugee and Immigrant Services

401 S. Clinton, Chicago, IL 60607

312.793.2705

Lilian.jimenez@illinois.gov

Technical Assistance Information:

Technical Assistance Inquiries:

  • Frequently asked "Questions and Answers" will be posted to DHS Website.
  • The "Questions and Answers" will be posted in a timely, responsive manner to ensure current information regarding NOFO clarifications are available to applicants;
  • All questions submitted to the program area must be answered publicly through the designated public forum (presently DHS website) within 48 hours or 2 business days (excluding weekends and holidays).

Technical Assistance Session:

* See transmittal page for setting, URL link and dates.


H. Mandatory Forms - Required for grant program

  1. Letter of Intent - due by September 4, 2020
  2. Uniform State Grant Application and Uniform Grant Budget Template - due by noon September 21, 2020
  3. Welcoming Center Application - due by noon September 21, 2020

ALL Applications MUST include the following mandatory forms/attachments in the order identified below.

a. A Screenshot or statement indicating the applicants has completed Pre-Qualification steps and is currently Pre-Qualified.

b. Statement indicating the ICQ and PRA have been completed

c. Signed Uniform Application for State Grant Assistance

d. Executive Summary

d. Agency Qualifications

e. Community Identification/Description of Need

f. Program Design and Implementation

g. Budget & Costs Justification:

o Attachments to Your Application

Attachment 1: Copy Federal or State approved NICRA

Attachment 2: Program Staff Information

Attachment 3: Staff Contact Information

Attachment 4: Job Descriptions

Attachment 5: Budget Information

Attachment 6: Subcontractor Budgets, Narratives and agreements (if applicable)

Attachment 7: Copy of Applicant's current Federal Form W-9 (if using subcontractor(s) include subcontractor's W-9)

Attachment 9: Organizational Chart

Attachment 10: Program Director/Coordinator/Job Description and Resume

h) Uniform Grant Budget - The proposed budget must be entered, signed and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and submitted budget must be included with the application.

LETTER OF INTENT FOR WELCOMING CENTER

The Letter of Intent is not a pre-requisite to the grant application. However, IDHS needs the information provided from the Letter of Intent to prepare for the applications review process.

RETURN NO LATER THAN September 4, 2020

TO: Lilian.Jimenez@illinois.gov

NAME OF ORGANIZATION:

ADDRESS:

TELEPHONE:

E-MAIL:

CONTACT PERSON:

_____ Our agency intends to apply for Welcoming Center funding

Our agency will serve the following geographic and communities and language groups:


APPLICATION FOR WELCOMING CENTER

RETURN NO LATER THAN September 21, 2020

TO: Lilian.Jimenez@illinois.gov

Format Requirements

  1. All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. Tables may be used to present information with a 10-point type.
  2. 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.
  3. The entire application, including appendices, must be sequentially page numbered (hand written page numbers are acceptable). Items included in the Attachments are NOT included in the page limitations.
  4. Applicants must submit the proposal via an email. Submit the proposal to lilian.jimenez@Illinois.gov. The Department is under no obligation to review applications that do not comply with the above requirements.

NAME OF ORGANIZATION:

ADDRESS:

TELEPHONE:

E-MAIL:

CONTACT PERSON:

TOTAL AMOUNT OF FUNDING REQUEST:________________________________________

1. Executive Summary (1 page)

Provide a one-page summary of the proposal, including the completion of the information below.

a. Total number of agencies included in the grant application: _____________

b. Geographic coverage of the entire application and description of the need for a Welcoming Center in this area (e.g. statewide, specific communities):_____________

c. Target population served and language(s) covered: _______________________

d. Total number of unduplicated customers proposed to be served for the grant period including ethnicity, gender, and age:____________________________

e. Specific deliverables for the grant period

  • Number of new customers receiving intakes and plans for services monthly:______
  • Total number of customers served monthly:________
    • Number of cases requiring crisis intervention:____________
  • Total number of successful case resolutions:__________
    • Services provided:_________________
    • Number of referrals made and services referred:________
    • Outcomes achieved:____________
  • Number of workshops offered:___________
    • Workshop topics:____________
    • Number of workshop participants monthly:_______
    • Number of outreach activities: _______________
  • Community service coordination, planning and building alliances
    • Number of meetings:______________
    • Key service providers involved:_____________

2. Agency Qualifications (5 pages maximum)

  • Provide a brief history of the organization and its accomplishments. Discuss why your agency is qualified to provide the proposed services specific to this program area and how those services fit within the overall agency mission. Discuss any appropriate certifications that apply. Describe the organization's cultural and linguistic capacity.
  • Provide brief description of qualifications of key staff who will be responsible for the delivery of the services including their educational background, years of experience and other relevant information. Attach current resumes of key staff.
  • Describe how the agency collects and maintains data, measure activities versus outcomes, how data is used for program planning, evaluation and improvement.

3. Community Identification/Description of Need (3 pages maximum)

a. Describe the geographic coverage proposed in this application. Include information on the immigrant/refugee populations currently serves by the agency, such as country of origin, language(s), estimated size, age groups, general economic status of the community and the number/percentage of low-income households.

b. Describe the priority populations that are the most in need of services. What are their greatest service needs? What are the common barriers they face while trying to access human services? What are the unmet needs of the target population in the geographic service location?

c. Describe the services the agency anticipates will be in high demand, or require high-level of attention, in the community to be provided through this program.

d. If the applicant is a new agency proposing service under this initiative, how do you propose to recruit/identify customers? What agency or agencies are currently serving the populations for whom you are proposing service? If community linkages do not currently exist, describe how they will be established.

4. Program Design and Implementation (5 pages maximum):

Describe in details program design and measurable outcomes for the services below:

a. One-stop center:

Describe the qualifications that allow for the agency to serve as a central location where either on-site co-location of various services, or arrangements are in place to provide a wide range of services without the customers having to go to multiple locations for services.

b. Comprehensive case management services

Describe the agency's strategies and experience in delivering strength-based and family-centered including intake assessment that guides the service provision to include the following service components:

  • Appropriate intervention that includes immediate counseling and supportive services to customers facing an emergency; assisting customers with multiple needs to navigate the social service system and providing additional case management as requested by the customer in order to reach their goals.
  • Prioritization of services in order to resolve and stabilize a customer in crisis. Examples persons in crisis situation that require services include those: in need of detoxification, requiring immediate prescription medication or medical assistance, suffering from severe hunger and/or homelessness, domestic violence, or mental health crisis.
  • Provision of referrals to the appropriate IDHS division, state or local agency, or community service provider to meet the customer's immediate needs and long-term goals;

c. Community education workshops and outreach:

  • Describe the agency's experience and past performance in delivering community education programs.
  • List workshop topics and explain the rationale for why those topics the agency considers to be important for community workshops
  • Provide an outreach plan which consists of outreach strategies, creative outreach methods and potential community partners.

d. Linkages and development of community alliances

  • Describe existing community alliances, partnerships and linkages with community providers for the provision of appropriate services, including but not limited to: health care, mental health services, substance abuse treatment, and urgent care services.
  • Attach Letters of Support or Inter-agency agreements.

5. Budget & Costs Justification:

Applicant needs to submit a budget for the period for which the services are anticipated to be delivered, within the State Fiscal Year 2021.

Note: Pre-award costs for services in anticipation of an award are allowable where necessary for the efficient and timely performance of the program, and are subject to 2 CFR 200.458.? Applicants who have been performing the services specified in this NOFO since September 1, 2020 must provide proof of services and associated expenses.?

Only applicants who receive an award as a result of the NOFO and merit-based review process will be eligible for pre-award costs.? Any applicant who has performed services since September 1, 2020 that does not receive an award under this NOFO will not be eligible for reimbursement of costs incurred.


Both the Letter of Intent and the Grant Application must be submitted online to Lilian.Jimenez@illinois.gov  by the deadlines established. A receipt for the Letter of Intent and the Grant Application will be provided to the grant applicant.