In-Home and Residential Respite Program (23-444-24-0833)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Developmental Disabilities
Funding Opportunity Title 0833 In-Home and Residential Respite Program (87D/89D)
Funding Opportunity Number 23-444-24-0833-01
Application Posting Date January 3, 2022
Application Closing Date March 4, 2022, 5:00 p.m. CST
Catalog of State Financial Assistance (CSFA) Number 444-24-0833
Catalog of State Financial Assistance (CSFA) Popular Name In-Home/Residential Respite Program
Catalog of Federal Domestic Assistance (CFDA) Number(s) Not Applicable
Award Funding Source State
Estimated Total Program Funding $3,800,000
Anticipated Number of Awards 20-30
Award Range Negotiable
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Posted Date January 3, 2022
Technical Assistance Session Session Offered: No

Agency-Specific Content for the Notice Of Funding Opportunity (NOFO)

  1. A. Program Description
  2. B. Funding Information
  3. C. Eligibility Information
  4. D. Application and Submission Information
  5. E. Application Review Information
  6. F. Award Administration Information
  7. G. State Awarding Agency Contact(s)
  8. H. Pre-Award Costs
  9. I. Other Information, if applicable
  10. J. Mandatory Forms

A. Program Description

1. Full Description

Residential and In-Home Respite are Fee for Service programs that provide short-term supports to children and adults with intellectual/developmental disabilities. Respite is intended to help maintain individuals with intellectual/developmental disabilities in the community such as the individual/family home, thus averting the need for long-term services and supports. Respite may be utilized for an emergency* or a pre-arranged situation.

Individuals who receive respite must be diagnosed with an intellectual/developmental disability. Individuals receiving waiver funded services through the Division of Developmental Disabilities (DDD) are not eligible to receive respite services. Examples of waiver-funded services include, but are not limited to, Home-Based Support Services, Community Integrated Living Arrangements, Community Day Services, Supported Employment.

The respite allocation can be used interchangeably between the Residential Respite and In-Home Respite programs.

*Emergency respite is defined as the provision of respite services for an individual and/or their family that is in immediate or imminent personal crisis that is expected to result in hospitalization and/or institutional or out of home placement for the individual. Services must be provided within 48 hours of notification of the crisis and identified need for respite.

Residential Respite (program 89D), also known as Out of Home respite, provides supervision and care (typically provided in such areas as eating, bathing, dressing, personal hygiene, and community integration) while in a licensed residential, community-based setting. Grantees must be contracted with the Illinois Department of Human Services (IDHS) and in compliance with applicable Rules and Regulations for which governs the particular setting (i.e. Rule 120, 115 and 116 for CILA). Residential respite providers must use an official vacancy (i.e. bed is not regularly used by someone who resides in that home) as the respite bed.

The Residential Respite Program is:

  • To ensure the individual receiving residential respite services has been diagnosed with an intellectual/developmental disability.
  • To provide care in a licensed residential, community-based setting. Grantees must be contracted with the Department of Human Services and in compliance with applicable Rules and Regulations for which governs the particular setting (i.e. Rule 120, 115 and 116 for CILA).
  • Required to use an official vacancy (i.e. bed is not regularly used by someone who resides in that home) as the respite bed.
  • To provide supervision and care in such areas as eating, bathing, dressing, personal hygiene, and community integration.

In-Home Respite (program 87D) provides individual support in the individual/family home or in the community. Grantees must be contracted with IDHS and in compliance with applicable Rules and Regulations that govern the particular setting. The service must be provided by the contracted agency's staff. Services include supervision, personal care, and staff supports necessary to assist the individual with an intellectual/developmental disability in the home or on outings and community activities, consistent with the individual's needs and the direction of the primary caregiver.

The In-Home Respite Program is:

  • Provided on an individual basis to an individual that has been diagnosed with an intellectual/developmental disability.
  • Conducted by an IDHS-contracted agency's staff.
  • Provided in the individual/family home or in the community.
  • To provide supervision, personal care, and staff supports to assist the individual with an intellectual/developmental disability in the home or on outings and community activities, consistent with the individual's needs and the direction of the primary caregiver.

2. Description of State awarding agency's funding priorities, technical or focus areas in which the State awarding agency intends to provide assistance

The State Agency funding priorities are centered on providing respite services to as many individuals with intellectual/developmental disabilities as possible, thereby reducing the need for long term services and supports.

3. Authorizing statutes and regulations for the funding opportunity

Federal Grants and Agreements (2 CFR 200)

Developmental Disabilities CSA Attachment A

Developmental Disabilities Program Manual

Illinois Administrative Code, Title 59, Chapter I, Part 115 (Rule 115)

Illinois Administrative Code, Title 59, Chapter I, Part 116 (Rule 116)

Mental Health and Developmental Disabilities Code (405 ILCS 5)

Adult Protective Services Act (320 ILCS 20)

Abused and Neglected Child reporting Act (325 ILCS 5)

4. Goals and performance measures of the program including timing and scope of expected performance related to outcomes intended to be achieved by the program

GOALS

The Respite Program is intended to:

  • Provide relief to and/or reduce the stress of the caregiver of a child or adult with an intellectual/developmental disability.
  • Help maintain a child or adult with an intellectual/developmental disability in their home and reduce the need for long-term services and supports.
  • Provide emergency respite* services to a child or adult with an intellectual/developmental disability to immediately stabilize and support the family.

*Emergency respite is defined as the provision of respite services for an individual and/or their family that is in immediate or imminent personal crisis that is expected to result in hospitalization and/or institutional or out of home placement for the individual. Services must be provided within 48 hours of notification of the crisis and identified need for respite.

PERFORMANCE MEASURES

Each quarter, successful applicants will submit a periodic performance report (PPR), which includes the following performance measures:

  • Total number of individuals receiving in-home respite as a result of this funding opportunity
  • Total number of individuals receiving in-home respite from a minority group and/or underserved community**
  • Total number of individuals that received new, first time access to in-home respite services
  • Total number of individuals that received emergency in-home respite
  • Total number of individuals receiving residential respite as a result of this funding opportunity
  • Total number of individuals receiving residential respite from a minority group and/or underserved community**
  • Total number of individuals that received new access to residential respite services
  • Total number of individuals that received emergency residential respite
  • Total number of individuals that continued to reside in the family home
  • Total number of individuals that moved to crisis funding for waiver funded services through the IDHS DDD (Home Based Support, CILA, Children's Group Home, etc.)
  • Total number of individuals that moved to other state-funded long term services and supports (Division of Rehabilitation Services Home Services Program, ICF/DD, SODC, etc.) during the reporting period
  • Total number of hours provided of each service:
    • In-Home Respite
    • Residential Respite
    • Emergency In-Home Respite
    • Emergency Residential Respite

**Minority Group: A minority group is any group of people who, because of their physical or cultural characteristics, are singled out from others in the society in which they live for differential and unequal treatment.

Underserved Community: An underserved community is characterized as a community that includes members of minority populations or individuals that are underserved because of geographic location, religion, sexual orientation, gender identity, special needs (including language barriers, disabilities, alien status or age).

At the end of the year, successful applicants will also submit a cumulative report with the cumulative totals from above and additionally:

  • Percentage of individuals that received in-home respite from racial minority group and underserved communities
    • Minimum compliance: At least 20%
  • Percentage of individuals that received emergency in-home respite to non-emergency respite
    • Minimum compliance: None
  • Percentage of hours provided for emergency in-home respite to non-emergency in-home respite
    • Minimum compliance: None
  • Percentage of individuals that received residential respite from racial minority group and underserved communities
    • Minimum compliance: None
  • Percentage of individuals receiving emergency residential respite to non-emergency residential respite
    • Minimum compliance: None
  • Percentage of hours provided for emergency residential respite to non-emergency residential respite
    • Minimum compliance: None
  • Percentage of individuals that continued to reside in the family home, without the need for entering into crisis funded waiver services, during the reporting period (i.e., Crisis funding only;  PUNS selection via PUNS pull does not apply)
    • Minimum compliance: 95%
  • Percentage of individuals that continued to reside in the family home, without need for entering into other state funded long term services and supports (Division of Rehabilitation Services Home Services Program, ICF/DD, SODC, etc.), during the reporting period.
    • Minimum compliance:  95%
  • Percentage of individuals and/or families that completed a satisfaction survey
    • Minimum compliance: 95%
  • As per the satisfaction survey, percentage of families that reported overall satisfaction with respite supports
    • Minimum compliance: 80%
  • As per the satisfaction survey, percentage of families that reported a reduction in caregiver stress as a result of respite supports
    • Minimum compliance: 80%
  • (For those receiving Emergency Respite) per the satisfaction survey, percentage of individuals/families that reported emergency respite support helped them during their crisis
    • Minimum compliance: 80%

B. Funding Information

1. Source of Funding

Federal or Federal pass-through

State X

Private / other funding

Applications for renewal or supplementation of existing projects are eligible to compete with applications for new awards: 

Yes 

No X

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

Successful applicant(s) will receive:

Grant X 

Cooperative Agreement

2. Award Period and Available Funds

Award Period: July 1, 2022 - June 30, 2023

Award Range: Negotiable

Total Funding Available: $3,800,000

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 X
  • Reimbursement X
  • Working Capital Advance Method X

All requests for authorization to receive advance payment, working capital advance and reimbursement must be submitted on forms prescribed and approved by the DDD 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. 

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

4. IDHS Approved Forms

Financial information must be submitted using the approved Period Financial Report (PFR). 

5. Schedule of Payments

PFRs are due quarterly. They must be submitted no later than 15 days after the end period. First quarter reports are due by October 15; second quarter reports are due by January 15; third quarter reports are due by April 15; and fourth quarter reports are due by July 15.

6. Method of Submission

PFRs must be submitted via email to DHS.DDDBCR@illinois.gov.

7. Other

  • This is a competitive funding opportunity
  • The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
  • The Department will fund applicants based on the available appropriation and the application submissions but does not have an anticipated number of awardees for the In-Home and Residential Respite programs.
  • The Department anticipates that approximately $3,800,000 will be available for grants under this Notice of Funding Opportunity.
  • The hourly rate for in-home respite will be: $22.50 (Tiers have been removed).
  • The per-diem rate for residential respite will be negotiable with the Department.
  • This award will be funded with State General Revenue Funding (GRF) funds.
  • This grant does NOT require an in-kind or financial match requirement.
  • This grant does not have limitation on indirect costs.
  • Applications for new and existing providers will be scored with the same scoring matrix, though existing providers may receive additional/special consideration.
  • Subject to appropriation, the grant period will begin not sooner than the grant start date and will continue through 6/30/2023.
  • The grant start date is estimated to be 7/1/2022.
  • Successful applicants under this NOFO may be eligible to receive up to two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department.
  • Proposed budgets must be sufficiently detailed and justified to be approved by IDHS. Successful applicants will NOT receive a grant award until after their budget has been approved through the CSA system. Additional information on the CSA System will be provided pre-award.
  • Pre-Award costs will be allowed as provided under IDHS Administrative Directive 01.07.01.070 - Grant Payments (for additional information, see below - H. Pre-Award Costs).
  • All funding is subject to sufficient appropriations.

C. Eligibility Information

1. Eligible Applicants

This funding opportunity is open to any agency that can meet the following eligibility criteria:

  • Has completed all Prequalification guidelines and Application Form Requirements.
  • Has submitted all information and data points as outlined and requested in this NOFO.
  • Has demonstrated experience providing services and supports to individuals with intellectual/developmental disabilities and their families.
  • Has demonstrated the ability to meet all the program goals described in this NOFO:
    • Provide relief to and/or reduce the stress of the caregiver of a child or adult with an intellectual/developmental disability.
    • Help maintain a child or adult with an intellectual/developmental disability in their home and reduce the need for long-term services and supports.
    • Provide emergency respite services to a child or adult with an intellectual/developmental disability to immediately stabilize and support the family.
  • NOTE: DD Case Management agencies (Independent Service Coordination (ISC) agencies) are NOT eligible for this funding opportunity

Additional/special consideration will be provided to the following:

  • Agencies that demonstrate expertise and successful facilitation of a respite program(s)
  • Agencies that serve special population groups as outlined in the Community Services Act (405 ILCS 30) and which includes minority groups and underserved communities.

Failure to meet the eligibility criteria by the application deadline will result in the return of the application without review or, even though an application may be reviewed, will preclude the agency from receiving an award.

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

PREQUALIFICATION REQUIREMENTS

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 to 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.

The following information is required to complete GATA Grantee Portal registration:

  • Organization's Dun & Bradstreet number (DUNS)
  • Organization's federal employer identification number (FEIN)
  • Organization type
  • Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations)
  • Organization's name
  • Organization's mailing address
  • Organization's primary email address
  • Organization's primary phone number
  • Organization's fiscal year-end date

Entities are federally required to have an active SAM.gov entity registration, 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: 44 Ill. Adm. Code 7000.70 (Grantee Qualification Status). 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 Grantee Portal will indicate in red if a status is not qualified. Links for self-remediation help are provided in the Portal.

  • Current SAM.gov account
  • Current FEIN
  • Good standing with the Illinois Secretary of State (Illinois Secretary of State Business Services website)
  • Not on the Illinois Stop Payment List
  • Not on the SAM.gov Exclusion List
  • Not on the Department of Healthcare and Family Services (HFS) Sanctioned Party List
PRE-AWARD REQUIREMENTS

State agencies are federally required to evaluate the risk posed by each applicant. Risk assessments are a pre-award requirement which means they are not required for the application but are required prior to the grant award. The risk assessments include two components: (1) fiscal and administrative and (2) 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

Cost sharing or matching is not required. 

4. Indirect Cost Rate

Annually, each organization receiving an award from a State grant making agency is required to record an indirect cost rate election through the Grantee Portal or negotiate an indirect cost rate through the Indirect Cost Rate System. Indirect costs cannot be compensated without an election or a negotiated rate being on file with the State of Illinois.

The following elections for indirect costs to State and federal pass-through grants are available through the Grantee Portal:

  • Waive the right to charge indirect costs to grant awards (Waive or No Rate);
  • De Minimis Rate of 10% of modified total direct costs (10% MTDC);
  • Negotiate an Indirect Cost Rate Agreement with the State of Illinois (State NICRA), except Local Governments, see below.
  • Utilize a current Federally Negotiated Indirect Cost Rate Agreement (Federal NICRA), except Local Governments, see below.
  • Special Requirements for Local Governments a. Local Governments are allowed to negotiate rates by individual departments or the entity as a whole. In order to negotiate an indirect cost rate by department, you must have a separate DUNS/Unique Entity Identifier and register separately in the GATA Grantee Portal, as we are required to treat you as an individual organization.
    • Local Governments receiving more than $35 million in direct federal funding are required to negotiate their indirect cost rate with their federal cognizant agency.
    • Local Governments receiving less than $35 million in direct federal funding are required to maintain indirect cost rate proposals (ICRPs) for federal audit purposes. These federally maintained proposals must be submitted to the State of Illinois to be reviewed and meet monitoring requirements. For purposes of the Centralized System, these federal ICRPs will be labelled as "State NICRAs" for local governments.

An indirect cost rate may be negotiated through the Indirect Cost Rate System.

Refer to the Indirect Cost Rate Election Process Manual for technical assistance. 

The awardee shall make an election or negotiate a rate that all State agencies must accept unless specific federal or State program limitations, caps or supplanting issues apply.

5. Other, if applicable

Applicants may choose to submit one application for all geographic areas to which they are applying or they may choose to submit a separate application for each of the geographic areas to which they are applying.

Start Up: Selected applicants must be prepared to commence services on July 1, 2022. This includes the hiring of qualified staff.

Attachment A/Program Manual: Applicants must agree to adhere to all applicable portions of the Uniform Grant Agreement Attachment A (Developmental Disabilities) and FY2020 Developmental Disabilities Program Manual as well as all subsequent revisions to Attachment A and the Program Manual for the length of the grant agreement.

Cultural and Linguistic Competence: All services must be provided in a culturally sensitive manner inclusive of respecting differences related to ethnicity, race, religion, age, gender, abilities, and communication preferences. Where needed or requested, the grantee agrees to secure interpreter services to promote the full inclusion of persons seeking or receiving services, their legal guardian, and their family members.

Data Collection and Reporting: Selected applicants will be required to document service provision and maintain accurate, comprehensive service records for all persons seeking or receiving services in the assigned service area(s). Applicants will provide periodic reports to the Division to demonstrate compliance with all performance measures as well as provide ad hoc reports as requested by the Division.

Meeting Participation: Selected applicants must ensure agency participation in all training activities and meetings with Division personnel as requested.

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:

Erica O'Neal

Bureau of Reimbursement and Program Support, Division of Developmental Disabilities

Illinois Department of Human Services

600 East Ash, Building 400

Springfield, IL  62703

Email: DHS.DDDBCR@illinois.gov

2. Content and Form of Application Submission

Application Forms Requirements 

All applications must include the following mandatory forms/attachments:

Application Content Requirements

Uniform Application for State Grant Assistance: Document used by all entities applying for a grant with IDHS. The document is used to formalize an applicant's request for funding. The document requires the signature and email address of the organization's authorized representative. That email address will be used for official communication between IDHS and the applicant for matters regarding the application. The specific conditions related to this grant will be addressed in the exhibit sections of the grant agreement, but the same form will be used by each state agency.

Program Plan/Narrative: Applicants are required to submit a Program Plan/Narrative which includes the following items as described/outlined in Section (E)(1) below: description of need; organizational capacity; description and quality of programs/services; and budget. Each section of the Program Plan/Narrative must be completed.

Grant Budget: Applications must include a budget via the Uniform Grant Budget Template which is a form on the DHS website (GOMBGATU-3002). The Division's program and fiscal staff will work with awardees to negotiate a budget for the final grant award which will then need to be uploaded via the Uniform Grant Budget in the CSA System. This will be required before the start of the grant period. The budget may need to be revised over the course of the grant process or during the ongoing award. 

Indirect Cost Information: If indirect costs are included in the budget, and the applicant has a currently-approved NICRA, please ensure the NICRA has been uploaded in the State of Illinois Indirect Cost System if indirect costs are included in the proposed budget.

This Notice of Funding Opportunity does not require the process of letters of intent or white paper submission.

Application Format Requirements
Electronic submission is required. Preferred submissions should have all documents: (1) with a minimal font of 12-size; (3) with one-inch margins; (4) with pages displaying page numbers; and (4) single spaced.
Other Unique Programmatic Application Requirements

The application must be no more than 25 pages. 

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:

  • Be registered in SAM.gov before the specified application review date. To establish a SAM.gov registration, go to SAM registration webpage and/or utilize this instructional link:  How to Register in SAM;  
  • Provide a valid DUNS number in its application. To obtain a DUNS number, go to the DUNS webpage; and 
  • Continue to maintain an active SAM.gov 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

Applications with all required documentation must be received, via email, no later than 5:00 p.m. Central Standard Time on March 4, 2022.

  • If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.
  • What the deadline means: The date and time by which the State awarding agency must receive the application.
  • The effect of missing a deadline: Applications received after the due date and time will not be considered for review or funding.
  • To be considered, applications must be emailed by the date and time listed above. For your records, please keep a copy of your email submission with the date and time the application 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 application was received on time at the location listed above.

Acknowledgement of receipt: Applicants will receive an email (within 72 hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email notification will be sent to the original sender of the application.

Submission Method: Email or Another Electronic Platform 

Acceptable Proof of Timely Submission:  Electronic time date and stamp

5. Intergovernmental Review 

Not Applicable

This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."

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 (specify n/a for non-applicable items):

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

7. Other Submission Requirement

The applicant must additionally submit the following:

  • Program Plan/Narrative: 
    • The program narrative, at a minimum, must include the categories to be evaluated in the merit review process:
      • Need X
      • Capacity X
      • Quality X
      • Other
  • Budget
    • The budget and narrative must tie fiscal activity to program objectives and deliverables and demonstrates that all proposed costs are:
      • Reasonable and necessary
      • Allocable
      • Allowable as defined by program regulatory requirements and the Uniform Guidance (2 CFR 200), as applicable
    • The applicant must submit a budget using the appropriate IDHS designated template system (presently the Uniform Grant Budget Template form)
  • Electronic and other submission addresses
    • Email:  DHS.DDDBCR@illinois.gov
    • With respect to electronic methods for providing information about funding opportunities or accepting applicants' submissions of information, each State awarding agency is responsible for compliance with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d)." 

E. Application Review Information

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

  • 44 Ill. Adm. Code 7000.350 - Merit Based Review of Grant Applications (44 Ill. Adm. Code 7000.350)
  • the IDHS Merit Based Review Manual.

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 as outlined below.

Application is subject to Merit Based Review:

Yes X 

No

1. Criteria and Weighting of Each Criteria

The maximum total score is 100 points. 

EXECUTIVE SUMMARY

15 POINTS

The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. Information in this section should include, but not be limited to, the following:

  • Identify the amount being requested under this proposal.
  • Identify target service areas/communities.
  • Briefly describe agency experience in providing services and supports to individuals with intellectual/developmental disabilities and their families.
  • Briefly describe how emergency and pre-arranged Respite services will be provided.
  • Provide an overview of the Respite services to be provided including specifying a split between in-home and residential respite as necessary.
  • For Residential Respite specifically, identify the number and general location (i.e. county, city, township) of sites where services will be provided.
  • Describe how the program will address the following:
    • Provide relief to and/or reduce the stress of the caregiver of a child or adult with an intellectual/developmental disability.
    • Help maintain a child or adult with an intellectual/developmental disability in their home and reduce the need for long-term services and supports.
    • Provide emergency respite services to a child or adult with an intellectual/developmental disability to immediately stabilize and support the family.

BUDGET AND COST JUSTIFICATION

10 POINTS

The applicant's proposal will be evaluated based on the extent to which the budget narrative provides the following:

  • Thorough and clear justification for all proposed line item expenditures.
  • All expenditures and program costs are reasonable and allowable.
  • Administrative costs are no more than 10% of the proposed budget
  • Proposed staffing is sufficient to address customer projections and customer language needs.
  • Where available, supplemental or companion funding is clearly identified.

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

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

PROGRAM PLAN/NARRATIVE

75 TOTAL POINTS

(See below for detail requirements)

Need (Description of Need)

20 POINTS

The applicant's proposal will be evaluated based on the following:

  • Analysis of the needs of individuals with intellectual/developmental disabilities in the proposed service area(s) and target community/communities and the agency's plans for meeting those needs.
  • Identify ways the agency identifies minority group or underserved community needs.
  • Identify ways the agency will identify and serve emergency and pre-arranged Respite.
  • Data, facts, and/or evidence demonstrating the ways that the proposed Respite program will address the following:
    • Provide relief to and/or reduce the stress of the caregiver of a child or adult with an intellectual/developmental disability.
    • Help maintain a child or adult with an intellectual/developmental disability in their home and reduce the need for long-term services and supports.
    • Provide emergency respite services to a child or adult with an intellectual/developmental disability to immediately stabilize and support the family.

The ideal applicant will:

  • Clearly define the service area and target community or communities to be supported.
  • Clearly define minority group needs and underserved community needs and the ways the program will support them.
  • Present a plan to address the needs that is realistic and will meet individual and family needs based on the program goals.
  • Provide data, facts, and/or evidence demonstrating that the proposal supports the program purpose.

Capacity (Agency Qualifications/Organizational Capacity)

25 POINTS

The applicant's proposal will be evaluated based on the following:

  • Agency's ability to be fully ready to begin providing services by July 1, 2022.
  • If applicable, agency's ability to work with previous Respite agency to transition individuals to the new Respite program by July 1, 2022.
  • Agency's organizational chart and key personnel and the roles in which they will serve as it relates to the Respite program.
  • Agency's prior experience serving individuals with intellectual/developmental disabilities and their families.
  • Agency's ability to execute the program according to the grant requirements.
  • The number of hours of service the agency will provide.
  • Description of ADA accessibility for all residential facilities being used for Residential Respite.
  • Agency's prior experience addressing the following goals either in their respite program(s) or in other programming:
    • Provide relief to and/or reduce the stress of the caregiver of a child or adult with an intellectual/developmental disability.
    • Help maintain a child or adult with an intellectual/developmental disability in their home and reduce the need for long-term services and supports.
    • Provide emergency respite services to a child or adult with an intellectual/developmental disability to immediately stabilize and support the family.

The ideal applicant will:

  • Provide a detailed description of the process the agency will undertake to ensure services are operational no later than July 1, 2022, including a timeline that is feasible and includes enough detail for the Division to evaluate the merits and potential risks.
  • Demonstrate that the agency will make key personnel (Program Manager, etc.) available for the Respite program.
  • Demonstrate that the agency has experience providing services and programs serving individuals with intellectual/developmental disabilities and their families with a specific focus on the program goals.
  • Provide information validating that all sites are fully ADA accessible that will be used for residential respite.

Quality of Program/Services

30 POINTS

The applicant's proposal will be evaluated based on the following:

  • Demonstration that the proposal, in total, is well articulated and in alignment with the program goals:
    • Provide relief to and/or reduce the stress of the caregiver of a child or adult with an intellectual/developmental disability.
    • Help maintain a child or adult with an intellectual/developmental disability in their home and reduce the need for long-term services and supports.
    • Provide emergency respite services to a child or adult with an intellectual/developmental disability to immediately stabilize and support the family.
  • Provides a detailed description as to how the agency will directly engage with potential and existing Respite program participants via education, outreach, and communication.
  • Provides a detailed summary of the agency's quality assurance processes to ensure compliance with the program goals as well as Division, IDHS, and GATA requirements.

The ideal applicant will:

  • Provide a detailed description that the agency has experience providing services and programs that serve individuals with intellectual/developmental disabilities and their families with a specific focus on the program goals.
  • Demonstrate demographically and culturally appropriate processes are in place to reach out to a wide variety of potential and existing Respite program participants to keep them engaged or to engage them, for the first time, in the program.
  • Ensure the agency has appropriate processes in place to measure quality assurance and make changes/updates as needed.

2. Review and Selection Process

Review teams comprised of up to 3 individuals. Each application will first be reviewed and scored individually. Then, review team members will collectively review the application, their scores, and comments. Individual review team members may choose to adjust scores to appropriately capture content that may have been missed initially. Scores will then be sent to the application Review Coordinator to be compiled and averaged to produce the single final application score.

Application Review Date: March 5, 2022 - April 15, 2022

In accordance with Section C. Eligibility Information, an entity must be in qualified status as of the Application Review Date for their grant application to be considered by the state awarding agency.

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 (discretionary) Grants and Cooperative Agreements, unless prohibited by State or federal statute.  (44 Ill. Adm. Code 7000.350)

Under a competitive grant, the evaluation process may be subject to appeal. Evaluation scores or funding determinations/outcomes cannot be appealed. Refer to the Merit Based review Appeal Process as stated in GATA Administrative Rules, Section g.  (44 Ill. Adm. Code 7000.350, Section g)

Appeals submission IDHS contact information: 

  • Name of Agency contact for appeals:  Erica O'Neal
  • Email of Agency contact for appeals:  DHS.DDDBCR@illinois.gov

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

Anticipated Program Start Date: July 1, 2022

Anticipated Program End Date:  June 30, 2023

Other announcement and award date information: April 18, 2022

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:

  • The terms and conditions of the award.
  • 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 all of the following:

  • The Grant Accountability and Transparency Act (30 ILCS 708)
  • The applicable requirements of the Uniform Guidance (2 CFR 200)
  • Any additional programmatic and administrative special conditions that may be required

The applicant 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 C - Eligibility, of the NOFO.

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 a IDHS 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:

Frequency of periodic financial reporting: Quarterly

Frequency of periodic performance reporting:  Quarterly

Other Unique Programmatic Reporting Requirements

Agencies contracted with IDHS to perform Respite services will be expected to report quarterly via the Period Performance Report (PPR) on the following: 

  • Required data:
    • All performance measures as identified above in A. Program Description, 4. Goals and performance measures of the program including timing and scope of expected performance related to outcomes intended to be achieved by the program
    • The total number of unduplicated individuals served
    • Individual level data:
      • Individual's name
      • Demographics (age, sex, race/ethnicity)
      • Last four digits of their Social Security Number
      • Recipient Identification Number (RIN)
      • County in which the individual resides
      • Type of respite provided
      • Number of hours respite was provided (per month)
      • Reason why respite was requested
      • Whether the situation was an emergency or non-emergency
      • Whether the individual lives independently or in the family home
      • Whether the individual receives any other services (Medicaid or state-funded services)
      • How the individual was referred to the agency's Respite program
    • The total number of unduplicated individuals that were not provided Respite services
    • Individual level data:
      • Individual name
      • County in which individual resides
      • Type of Respite requested
      • Why respite was not provided and/or why respite was denied.
  • Due dates: 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  • The grantee will administer a Satisfaction Survey and a summary of the responses from the Satisfaction Survey.
    • Required data: A blank copy of the survey, the number of surveys distributed (each individual/family served should receive a survey), a summary of responses to each question, and an explanation for no survey response.
    • Due dates: bi-annual reports are due NLT January 15th, and NLT July 15th.

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)

Name:  Erica O'Neal

Email Address:  DHS.DDDBCR@illinois.gov

Any programmatic or administrative questions should be directed to the above contact.

Technical Assistance Information

Inquiries:

  • Frequently asked "Questions and Answers" will be posted to IDHS 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).

H. Pre-Award Costs

Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative (found in the Uniform Grant Budget Template).

I. Other Information, if applicable

Not Applicable

J. Mandatory Forms

NOTE: Each of the below documents has been linked or explained in detail in this NOFO.

  • Uniform State Grant Application
  • Program Plan/Narrative
  • Uniform Grant Budget Template
  • Indirect Cost Information