230 Outpatient Fitness Restoration (23-444-22-2344-01)

This NOFO is closed for new applications

The deadline to submit the PRA is April 20, 2022, 12:00 PM CST and is available on this page

ICQ UPDATE: The FY23 ICQ is now available through the GATA Grantee Portal

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Mental Health
Agency Contact Barb Roberson DHS.DMHGrantApp@illinois.gov
Announcement Type NOFO
Funding Opportunity Title 230 Outpatient Fitness Restoration
Funding Opportunity Number 23-444-22-2344-01
Application Posting Date February 28, 2022
Application Closing Date April 13, 2022, 12:00 PM CST
Catalog of State Financial Assistance (CSFA) Number 444-22-2344
Catalog of State Financial Assistance (CSFA) Popular Name 230 Outpatient Fitness Restoration
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA
Award Funding Source State
Estimated Total Program Funding $1,602,164
Anticipated Number of Awards 15
Award Range $16,800 - $351,600
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Technical Assistance Session Session Offered: Yes
Session Mandatory:  No
March 16, 2022, 2:30-4:00 PM CST

A. Program Description

1. Program Summary

A primary goal of an outpatient fitness restoration is to provide services in the least restrictive setting for adults and juveniles and to ensure equity in these services across the state. As such, the IDHS/DMH is increasing its focus on alternatives to inpatient restoration treatment and recognizes the need to establish these programs across its recognized regions. Stakeholders and community providers of mental health, social service, and substance use treatment that have the capacity and infrastructure to implement and sustain a program with a full continuum of services for adults and juveniles with mental illness and/or co-occurring psychiatric, intellectual disability or substance use disorders can impact this population that would be best served in the community.

The purpose of this program is to operate an Outpatient Fitness Restoration Program by licensed mental health professionals who will provide community-based fitness restoration services, which include psychiatric, mental health and substance abuse treatment services, as well as legal education, for adults and juveniles found Unfit to Stand Trial (UST) by the County Criminal Courts and remanded by court order to the Department of Human Services for treatment on an outpatient basis. Adults and juveniles will be referred to a Community Mental Health Agency, by the Department of Human Services/Division of Mental Health (IDHS/DMH) Forensics Bureau for court ordered outpatient forensic restoration and treatment services. Services will be provided on site or by telehealth by clinical staff. The Outpatient Fitness Restoration program is designed to (1) reduce the number of adults and juveniles determined to be UST, with mental illness and/or co-occurring psychiatric, intellectual disabilities or substance use disorders, on the State Mental Health Hospital waiting list for inpatient fitness restoration services and, (2) increase prompt access to clinically appropriate outpatient fitness restoration services for adults and juveniles determined to be UST who do not require the restrictiveness of a hospital setting. The IDHS/DMH will provide outpatient fitness restoration training to clinical staff on an ongoing basis as well as provide technical assistance on clinical and administrative matters involving court ordered consumers.

2. Authorizing Statutes or Regulations

  • 725 ILCS 5/104-17
  • Mental Health Community Services Act (405 ILCS 30/)
  • Public Health Service Act, Subpart 1 and III, Title XIX, Part B
  • Illinois Administrative Code Part 7000 Grant Accountability and Transparency Act

3. Scope of Services

Outpatient Fitness Restoration provides for outpatient mental health services and fitness education to non-dangerous defendants who are adjudicated unfit to stand trial. The standard for Fitness draws on fundamental principles of fairness to establish that it is both unlawful and unethical for defendants to proceed in a criminal matter without an understanding of the proceedings, its consequences, and the ability to assist their attorneys due to mental illness or intellectual disability. After defendants are adjudicated Unfit to Stand Trial by a judge, they may be committed to restoration in an inpatient or outpatient setting. Illinois courts allow for Fitness Restoration on an outpatient basis and is interested in increasing access to this option for adults and juveniles charged with Misdemeanor and other non-violent offenses for whom outpatient treatment is clinically appropriate. Recognizing that Outpatient Restoration will include a range of customers having varied insurance coverage, the Division of Mental Health clarifies that resources from this grant shall not be applied to any costs associated with the delivery of any services and supports that can be reimbursable by the Illinois Department of Healthcare and Family Services (HFS), Medicare, or a private insurance company.

4. Deliverables

Performance Requirements

The Provider will:

  1. Ensure that the outpatient fitness restoration program meets the statutory requirements of Illinois statutes 725 ILCS 5/104-17.
  2. Receive training by IDHS/DMH Forensic staff on providing outpatient fitness restoration and to assist with developing written policies and procedures that describe the fitness restoration program.
  3. Outreach to county court personnel (e.g., Judges, Public Defender's Office, State's Attorney's Office) in the provider's coverage area to inform them about their outpatient fitness restoration program and educate them on the benefits of providing fitness restoration services in the community.
  4. Ensure that all policies and procedures for the outpatient restoration program will adhere to HIPAA when applicable.
  5. Ensure that contact is made (and documented) with adults and juveniles within 48 hours of receipt of a court order for outpatient services
  6. Provide and ensure prompt assessment of Program eligibility and intake assessments, with psychosocial assessment, substance abuse screening and risk assessment, as indicated.
  7. Ensure prompt access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
  8. Ensure prompt access to legal education using IDHS/DMH-approved curricula as needed.
  9. Complete the 30-day admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18)
  10. Provide transportation assistance for adults and juveniles served in the Program who lack adequate funding, resources or support.
  11. Provide face to face fitness restoration services for adults and juveniles served in the Program to ensure participation and promote adherence; although there is discretion in the frequency or service delivery based on client's needs and care.
  12. Maintain and follow written procedures and court reporting to establish individual's progress toward restoration and readiness for return to court.
  13. Provide expert witness testimony to the courts; travel to which should adhere to the Governor's Travel Control Board rules.
  14. Provide thorough continuity of care for adults and juveniles completing the Program or who are determined not to be restorable.
  15. Determine if or when a client needs an inpatient level care and make that referral and report to the court.
  16. Ensure the provision of medication as needed.
  17. Discharge shall be in accordance with 725 ILCS 5/104-20(b) and should ensure that the following are in place:
    1. Facilitate ongoing services with the appropriate community mental health agency before final discharge from the Program
    2. Make provisions for medication and a clearly documented follow up psychiatrist appointment to ensure there will be no lapse in medication compliance after court's final disposition; and
    3. Assist in any appropriate benefits applications on behalf of any discharged individual.

18. Track and document final disposition of closed cases.

5. Performance Measures

  1. Number of outpatient referrals (e.g., adult and juvenile) served
  2. Number of outpatient referrals who received outpatient fitness restoration education and appropriate mental health services as indicated
  3. Number of outpatient referrals restored to fitness and returned to court or diverted to community treatment if unrestorable as a target goal
  4. Number outpatient referrals who receive a psychiatric review or assessment
  5. Number of outpatient referrals linked to community mental health agencies where appropriate
  6. Number of outpatient referrals recommended for inpatient fitness restoration services

6. Performance Standards

  1. Two outpatient referrals (adults and juveniles) to be served (modifications contingent upon referrals received)
  2. 100% of outpatient referrals will receive outpatient fitness restoration education and appropriate mental health services as indicated
  3. 80% of outpatient referrals will be restored to fitness and returned to court or diverted to community treatment if unrestorable as a target goal
  4. 80% of outpatient referrals will receive a psychiatric review or assessment
  5. 100% of outpatient referrals will be linked with community providers where appropriate
  6. 20% of outpatient referrals recommended for inpatient fitness restoration services

B. Funding Information

  • 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 source of funding for this program is State funding
  • The Department anticipates the availability of approximately $1,602,164 and funding 15 grant awards to provide this program. It is anticipated that grant awards will be $16,800 - $351,600.
  • Subject to appropriation, the grant period will begin no sooner than July 1, 2022 and will continue through June 30, 2023.
  • Applications for renewal or supplementation of existing projects are/are not eligible to compete with applications for new State awards.
  • Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on performance and sufficient appropriation.
  • Proposed budgets 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 Community Service Agreement tracking system (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 and monitoring of the subcontractor.

C. Eligibility Information

1. Eligible Applicants

This competitive funding opportunity is limited to applicants that meet the following requirements:

  • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.
  • This funding opportunity is not limited to those who currently have an award for this program.
  • Applicants must be a Medicaid Mental Health Center.

2. Prequalification

Applicant entities will not be eligible to apply for a grant award until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.

For assistance navigating government application prequalification procedure, refer to IDHS GATA Prequalification Assistance.

Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.

The following information is required to complete registration:

  • Organization's Dun & Bradstreet number (DUNS); For additional information on DUNS, refer to Section Unique Entity Identifier (DUNS number) and System for Award Management (SAM) below.
  • 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

3. Unique Entity Identifier (UEI replaced DUNS April 2022) and System for Award Management (SAM)

Each applicant is required to:

  • Be registered in SAM.gov before submitting its application. Provide a valid unique entity identifier in its application; if your organization does not yet have a UEI/DUNS, request one
  • Continue to maintain an active SAM registration with current information at all times during which it has an active award, an application ,or plan under consideration by the Department

The Department may not make an award to an applicant until the applicant has complied with all applicable unique entity identifier and SAM requirements. If an applicant has not fully complied with the requirements by the time the Department is ready to make an award, the Department may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant.

4. Pre-Award Requirements

The pre-award process includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire (ICQ) and a Programmatic Risk Assessment (PRA). The ICQ is completed for the organization, while the PRA must be completed for each separate grant for which an applicant intends to apply. The Department may NOT issue a Notice of Award or a Grant Agreement to any applicant that does not have a submitted and approved FY 23 ICQ and a submitted and complete FY 23 PRA(s). While these are NOT required prior to submitting the application, they are required prior to the Department issuing an award.  The deadline to submit the ICQ and PRA is April 20, 2022, 12:00 PM CST.

Applicants that have not completed an ICQ and/or PRA for the grant award year at the time of application will be contacted by the Department to complete these pre-award requirements.

These grantee pre-award requirements are mandated by Federal Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA). Grantees must complete these requirements prior to receiving a grant award from the State of Illinois.

5. Registration in CSA

The CSA Tracking System is the system the Illinois Department of Human Services (IDHS) utilizes for approving budgets and issuing grant awards. It is strongly recommended that if an applicant entity is not already registered in the CSA Tracking System, they should begin the registration as soon as possible so they may submit a signed budget in CSA. While registration in CSA is not part of the prequalification process, successful applicants will NOT be issued an award without a fully approved budget in the CSA System.

6. State and Federal Laws and Regulations

The agency awarded funds through this NOFO must agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).

7. Cost Sharing or Match Requirements

Providers are not required to participate in cost sharing or provide match.

8. Indirect Cost Rate

Indirect Cost Requirements and Restrictions

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 a state award must make an indirect cost rate proposal or election in the State of Illinois Grantee Portal, Centralized Indirect Cost Rate Election System, including organizations that are choosing not to claim payment for indirect costs.

Indirect Cost Rate Election:

  • Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA and submit an Indirect Cost Rate Proposal in the Crowe Activity Review System (CARS).
  • 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 a Federally Negotiated Rate and would like to negotiate a rate with the State of Illinois.

  • De Minimis Rate. An organization may elect a De Minimis rate of 10% of modified total direct cost (MTDC)**. Once established, the De Minimis rate may be used indefinitely. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.

    **2 CFR § 200.68 Modified Total Direct Cost (MTDC). MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

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

Crowe Activity Review System (CARS). CARS will allow your organization to document your already established federally approved indirect cost rate, or complete an indirect cost rate proposal (see State Negotiated Rate above). Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.

Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification. If the organizations elects to submit a Federally Negotiated Rate or a State Negotiated Rate they will receive an invitation to submit their proposal in the CARS system.

Organizations that have previously established an indirect cost rate election and would like to continue with a Federal or State Negotiated Rate must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.

Organizations that do not make a submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.

For more information, see Indirect Cost Rate User Manual (pdf)

9. Grant Fund 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.

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. 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.

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

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 2 CFR 200 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 subaward:

  • That the grantee agency, prior to making a subaward 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.

10. Post Award Requirements of Applicant

Successful applicants agree to provide program services as described throughout this Funding Notice.

Start Date: Applicants must be in a position to begin offering services on July 1, 2022.

  • Technology: Agencies awarded funds through this funding notice should have a computer that meets the following minimum specifications for the purpose of utilizing any required IDHS web-based reporting system and the receipt/submission of electronic program and fiscal information:
    • Internet access, preferably high-speed
    • Email capability
    • Microsoft Excel
    • Microsoft Word
    • Adobe Reader

The purchase of this technology would be an allowable expenditure under the grant and may be budgeted for as part of this application.

  • Site Visits: The applicant agrees to participate in site visits/quality reviews as requested by the Department.
  • COVID Policies and Procedures: Provider organizations shall have written COVID policies and procedures that align with current guidelines put forth by the local Health Department, the Illinois Department of Public Health and/or the Center for Disease Control.
  • Sectarian Issue: Provider organizations may not expend federal or state funds for sectarian instruction, worship, prayer, or to proselytize. If the Provider organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
  • Hiring and Employment Policy: It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded programs are encouraged to consider TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
  • Publication of Studies, Reports or other Program Products: The applicant agrees that products produced for the Department under this award, including, but not limited to research reports, data, analyses, and policy recommendations are the property of the Department and will not be published or distributed except as prescribed by the Department.

D. Application and Submission Information

1. Address to Request Application Package

Application materials are provided throughout this announcement. Applications will be made available in user/printer friendly format and may be found on the Division of Mental Health web site.  Additional copies may be obtained by contacting the Department at the email address below.

Each applicant must have access to the internet. The Department's web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the NOFO.

Program Email Address: DHS.DMHGrantApp@illinois.gov

2. Content and Form of Application Submission

Uniform Application for State Grant Assistance

The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative.

Program Narrative

IMPORTANT: The program (proposal) narrative makes up the bulk of your application. Please provide a complete response to the following sections. If the program narrative is missing from your application packet, your application will receive a score of zero points and your agency will not meet the criteria to receive a grant under this notice of funding opportunity.

Program Narrative Content

If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below.

Each applicant is required to submit a Program Narrative. The Program Narrative must include categories consistent with the criteria listed in Section E Application Review Information.

  • The Program Narrative shall not exceed 11 pages. If there are more than 11 pages, the remaining pages will not be reviewed or scored.
  • All documents must be typed using Times New Roman 12-point type,100% magnification and use black typeface on a white background, Except for letterhead.
  • For charts and tables only Times New Roman 10-point with color may be used.
  • The Program Narrative must be typed single-spaced with 1-inch margins on all sides.
  • The submission must be on 8 1/2 x 11-inch page size using pdf or pdf portfolio.

Unique Entity Identifiers (DUNS Number and SAM Registration)

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 application due date.
  • Provide a valid unique entity identifier (DUNS number) in its application; and
  • 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.
  • For more information, refer to Section C: Eligibility Information and Grant Funding.   Applications that fail to meet the criteria described in Section C: Eligibility Information and Grant Funding will not be scored and/or considered for funding.

3. Application Submission Dates and Times

Intergovernmental Review

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

Funding Restrictions

The applicant must develop a budget consistent with program requirements.

Application Submission

  • To be considered for award, application materials will only be accepted electronically and must be in the possession of the DMH email address DHS.DMHGrantApp@illinois.gov and by the designated date and time listed in the NOFO Summary above. The deadline will be strictly enforced. Application submissions after this deadline will not be considered for review or funding.
  • Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time it was submitted, along with the email address to which it was sent. In the event of a dispute, the applicant bears the burden of proof that the proposal was received on time at the location listed above.
  • If you have difficulty emailing the document due to the file size, please utilize the CMS File Transfer Utility. This will ensure large documents are able to cross firewalls and will provide you with a transmission receipt. Please follow the instructions to attach your application. Remember to include the subject line.
  • If an applicant experiences technical difficulties, an email must be sent to DHS.DMHGrantApp@illinois.gov prior to the submission deadline. If State systems are deemed to be working properly, it is the applicant's responsibility to ensure their application materials arrive at the appropriate email address before the submission deadline date and time.
  • IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.
  • Applicants will receive an email to notify them that the application was received and if it was received by the due date and time. The email of the original sender of the application will be used for official communication between the Department and the applicant organization for matters regarding this application. Applications and Program Narratives received after the due date and time will not be considered for review and funding. There will be no exceptions.
  • The subject line of the email MUST state:
    • Applicant Name;
    • 230 Outpatient Fitness Restoration

4. Questions

  • IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Questions and IDHS/DMH Responses "Q&A" will be posted to the DMH Grant Information Website and updated periodically.
  • Questions about this NOFO, must be sent via email to DHS.DMHGrantApp@illinois.gov. The subject line of the email MUST state: Applicant Name - 230 Outpatient Fitness Restoration - Question(s). Questions will only be accepted electronically.
  • Deadline for Questions is April 6, 2022, 12:00 PM CST.

5. Subrecipient budget(s).

  • If applicant is planning to use a subrecipient, a pdf copy of the subrecipient budget must be submitted as a separate pdf document with the application packet.
  • Subrecipient budgets shall be submitted on the IDHS/DMH Budget template (GOMBGATU-3002-(R-02-17) as an attachment.

6. Budget Requirements

The applicant must develop a budget consistent with program requirements. Proposed budgets must be sufficiently detailed and justified to be approved by IDHS.

  • The CSA Tracking System is where the IDHS requires all applicants to enter their GATA Budget information. It is also where IDHS staff will review and take action on the proposed budget. The CSA Tracking system requires that you have different credentials than what you have for the Illinois GATA Grantee Portal. Please follow the directions below to sign the proposed budget.
  • A budget and budget narrative need to be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review".
  • There is space when preparing the budget on each line item for the budget narrative. For each line in the budget the applicant will describe why each expenditure is necessary for program implementation and how the amount was determined. Please include cost allocations as necessary. The Budget narrative (including MTDC base exclusions as appropriate) must clearly identify indirect costs, direct program costs, direct administrative costs, and describe how the specified resources and personnel have been allocated for the tasks and activities within each line item. See instructions for the CSA Tracking System and Budget Information. The budget should be prepared to reflect 12 months.
  • A Budget Template and Instructions can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System. The pdf budget or paper copy will not be accepted. Applicants will NOT be issued an award without the applicant's fully approved budget in the CSA System.

7. Funding Restrictions

The applicant must develop a budget consistent with program requirements.

E. Application Review Information

All competitive grant applications are subject to merit-based review.

Program Narrative Criteria

The maximum possible score is 100 points. All submissions will be reviewed, evaluated, and based on the Criteria listed below.

Label each section of the program narrative utilizing the format provided below. Information must be provided in the section in which it is requested.

To be successful in the application process, applicants must submit the following information as part of the grant application process.

Executive Summary (not to exceed 2 pages) - Not Scored:

The purpose of this section is for the applicant to describe the organization's mission, history, achievements, services, equity advancement, financial overview, and future plans. This description should highlight how the applicant is embedded into the community and is identified as a trusted messenger. Include information about how your agency's vision and mission support the implementation of programing under this funding opportunity.

Population of Focus and Statement of Need (not to exceed 3 pages) - 30 points:

The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will meet these needs. To successfully respond to this section, the applicant will need to provide a physical description of the identified coverage area for this program. Also include the demographic information regarding the identified coverage area and discuss any link between demographics, mental illness and justice involvement and social determinants of health.

Include all efforts to assess and treat adult and juvenile consumers in UST legal status as an outpatient and link them to necessary outpatient based mental health and other behavioral health services. Also include services that address housing, funding, and other case management needs.

Capacity - Agency Qualifications Organizational Capacity, Experience, and Resources (not to exceed 2 pages) - 20 points:

Identify how your organization implements culturally and linguistically responsive services that reflect the culture, racial, ethnic, and linguistic characteristics of the populations you propose to serve. This section should include information on how your organization implements Trauma Informed Care, Evidence Based Practices and Cultural and Linguistically appropriate services utilizing the CLAS standards. Highlight languages spoken by therapeutic staff and if any of your staff members reside in the identified service area. Describe your experience providing services to the population(s) of focus, and their specific roles and responsibilities for this project. Describe your organization's ability to meet the program requirements and to address needs identified in the above sections.

Quality - Description of Program Services (not to exceed 3 pages) - 30 points:

The purpose of this section is for the applicant to provide a detailed, clear, and accurate picture of its intended program design that indicates its ability to satisfy the requirements of the grant program. These goals and objectives should be SMART (specific, measurable, achievable, relevant, and time-bound). To support the implementation of these SMART Goals, the applicant should provide a timeline depicting the steps they will engage in to meet the goals. The applicant should include any evidence-based practices and interventions that will be implemented to meet the unique needs identified in the service area. Ensure that the diverse needs of the community will be met through the lens of diversity, equity, inclusion, and racial justice and supported by trauma informed, Cultural and Linguistically appropriate services. This section must include a staffing plan demonstrating the required supervisory structure, key activities and responsibilities of staff, level of effort, and experience providing service to the population(s) of focus and familiarity with their cultures and language.

Resource Availability (not to exceed 1 page) - 20 points

Describe what resources and other knowledge, skill, and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program. These may include, but not limited to, the availability of space like meeting rooms, space to carry out this program, etc.

1. Criteria and Weighting of Each Criteria

Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.

All applicants / applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified in writing, by email, upon determination. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.

2. Review and Selection Process

As described in the Criteria section above, evaluation of the application will be done by IDHS/DMH staff familiar with the requirements of the program including services to be performed in specified geographic location, if applicable. Review team members will have no conflicts of interest and will read and evaluate Narratives independently. The numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.

In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:

  • Apply one or more of the additional factors for consideration described above to prioritize the applications; or
  • Partially fund each of the tied applications or
  • Not fund any of the tied applications.

The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.

3. Merit-Based Review Appeal Process

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).

Submission of Appeal

Appeals submission IDHS contact information:

  • Name of Agency contact for appeals: Barb Roberson
  • Email of Agency contact for appeals: DHS.DMHGrantApp@illinois.gov
  • Email Subject Line: Applicant Name - 230 Outpatient Fitness Restoration - Appeal

An appeal must be submitted in writing to appeals submission IDHS contact listed above, who will send to the IDHS Appeal Review Officer (ARO) for consideration.

  • An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
  • The written appeal shall include at a minimum the following:
    • Name and address of the appealing party;
    • Identification of the grant; and
    • Statement of reasons for the appeal.
    • Supporting documentation, if applicable

Response to Appeal

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

  • IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
  • The appealing party must supply any additional information requested by IDHS within the time period set in the request.

Resolution

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

  • 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.
  • The Agency will resolve the appeal by means of written determination.
  • The determination shall include, but not be limited to:
    • Review of the appeal;
    • Appeal determination; and
    • Rationale for the determination.

4. Simplified Acquisition Threshold - Federal Awards

Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 2 CFR 200 Section 200.88). Therefore, the grantee is subject to Simplified Acquisition Threshold. Refer to Section C. 8. Grant Funds Use Requirements for more information.

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 State Award (NOSA). The NOSA shall include:

  • Grant award amount
  • 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.

Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA.

The applicant shall receive the NOSA through the Grantee Portal.

The NOSA must be accepted by the grants officer (or equivalent). This effectively accepts the state award amount and all conditions set forth within the notice. This accepted NOSA is the document authorizing the Department to proceed with issuing an agreement.

The notice is not an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non- State entity's own risk).

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

2. Administrative and National Policy Requirements

The agency awarded 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.

To review a sample of the FY2023 IDHS Uniform Grant Agreement, please visit the IDHS Website.

The agency awarded funds through this Funding Notice must further agree to comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.). Additional terms and conditions may apply.

3. 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:

  • Time Period for Required Periodic Financial Reports. Grantee shall submit financial reports to Grantor pursuant to Paragraph 13.1 of the Uniform Grant Agreement and reports must be submitted no later than 30days after the quarter ends.
  • Time Period for Close-out Reports. Grantee shall submit a Close-out Report pursuant to Paragraph 13.2 of the Uniform Grant Agreement and no later than 60days after this Agreement's end of the period of performance or termination.
  • Time Period for Required Periodic Performance Reports. Grantee shall submit Performance Reports to Grantor pursuant to Paragraph 14.1 of the Uniform Grant Agreement and such reports must be submitted no later than 30 days after the quarter ends.
  • Time Period for Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, pursuant to Paragraph 14.2 of the Uniform Grant Agreement and no later than 60 days after this Agreement's end of the period of performance or termination.
  • Other Unique Programmatic Reporting Requirements: Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.

Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.

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

PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov  

PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below. Reporting templates and instructions for submitting reports can be found in the Provider section of the IDHS website.

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

4. Payment Terms

It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment method exist, namely Advance Payment, Reimbursement, and Working Capital Advance. Each is discussed below:

Advance Payment Method (Advance and Reconcile)

  • An initial payment will be processed in an amount equal to the first two months' cash requirements as reflected in the Advance Payment Requirements Forecast (Cash Budget) Form submitted with the Grantee's application. The initial payment will be processed upon execution of the grantee's Uniform Grant Agreement.
  • Grantees must submit monthly invoices in the format and method prescribed in the Grantee's executed Uniform Grant Agreement. The first invoice is due within 15 days after the first month of the Award's term. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
  • Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
  • Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days..
  • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
  • Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.

Reimbursement Method

  • IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
  • Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted on or before the 15th calendar day following the end of each monthly invoice period. As practicable, Grantor shall process payment within 30 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
  • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.

Working Capital Advance Method

  • IDHS Grant Program Managers will advance working capital payments to the grantee to cover their estimated disbursement needs for an initial period not to exceed two months of grant expenses. Startup costs may be approved if determined by IDHS Grant Program Managers to be allowable.
  • Grantees must submit monthly invoices for each of the one or two months covered by the Working Capital Advance in the format and method prescribed by the Grantor. The first invoice is due 15 calendar days after the first month of the Award term. Invoices must include only allowable incurred costs that have been paid by the grantee. For grant programs that have grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
  • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
  • Working Capital Advance Payments are limited to a single occurrence per grant term.
  • Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.

Additional Advance Payments

Additional working capital advance payments may be considered on a case-by-case basis. Such requests must be made in writing, may require supporting documentation and must be approved by IDHS Executive Staff.

Grantees that do not select either the Advance Payment Method or the Working Capital Advance Method will automatically default to the Reimbursement Method. Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above.

Payment Forms

G. State Awarding Agency Contact(s)

If you have questions about this NOFO, please contact:

Barb Roberson

Email DHS.DMHGrantApp@illinois.gov

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. Pre-award costs are/are not allowable.

I. Other Information, if applicable

N/A

J. Mandatory Forms