FY 24 Greater Illinois Violence Prevention Council Coordinator (VPCC) Notice of Funding Opportunity 24-444-80-3023-01

Summary Information

1. Program Description
   1. Program Summary
      Firearm violence has deeply harmed neighborhoods, communities, and the entire State of Illinois, both through the immediate loss of life and the long-term, harmful effects of trauma experienced by victims, witnesses, and others. To reduce firearm violence, the Illinois General Assembly passed the Reimagine Public Safety Act (RPSA) (430 ILCS 69). The RPSA calls for a comprehensive approach to reducing firearm violence through targeted, integrated behavioral health services and economic opportunities. It also created the Office of Firearm Violence Prevention (OFVP) in the Illinois Department of Human Services (IDHS or the Department), which has authority over this effort. As per RPSA, for Illinois municipalities with less than 1,000,000 residents, in December 2021 the OFVP's Firearm Violence Research Group identified 15 municipalities or continuous geographic areas with the greatest concentration of firearm violence victims. These locations were identified by the volume and per capita rate of fatal/non-fatal firearm-shot victims in each municipality, excluding self-inflicted incidents, from 2016 through 2020. An additional community was selected in March 2022 as the 16th in rank order of concentrated firearm violence.
      In accordance with the RPSA, the following municipalities with less than 1,000,000 residents are considered "eligible greater Illinois municipalities" and qualify for grants under the Act.
      
      1. Aurora
      2. Belleville Cluster (Includes Belleville, East St. Louis, and Cahokia  Heights)
      3. Berwyn-Cicero Cluster
      4. Calumet City Cluster (includes Calumet City, Harvey, Dolton, Riverdale, South Holland, Markham, Lansing)
      5. Chicago Heights Cluster (includes Chicago Heights, Park Forests, and Sauk Village)
      6. Danville
      7. Decatur
      8. Joliet

      9. Kankakee

      10. Maywood-Bellwood Cluster

      11. Peoria

      12. Rock Island

      13. Rockford

      14. Springfield

      15. Urbana-Champaign Cluster

      16. Waukegan-North Chicago Cluster

      
      A full description of the process for identifying Illinois municipalities and Chicago community areas with the highest concentration of firearm violence is available here: IDHS: Report of the IDHS Office of Firearm Violence Prevention, June - December 2021 (state.il.us),
      Furthermore, the RPSA requires that the OFVP create "local advisory councils" (LACs) for each of these designated service areas for the purpose of obtaining recommendations on how to distribute funds to reduce firearm incidents in municipalities with less than 1,000,000 persons. Since March 2022, OFVP has convened LACs with the required member representation in each municipality or continuous geographic area. The OFVP provided each LAC with firearm related data and the best available evidence on how to address the social determinants of health to reduce firearm violence. In turn, in May 2022, the LACs provided recommendations to the OFVP on how to allocate violence prevention resources based on information provided by the OFVP, local law enforcement and other available data. For more information about the LACs please visit - our Office of Firearm Violence Prevention RPSA Local Advisory Council page.
      Immediately following receipt of these recommendations, OFVP reviewed and consolidated all feedback into a comprehensive report that summarizes recommendations across municipalities. Details of the report can be reviewed at: IDHS: RPSA Local Advisory Council Summer 2022 Recommendations (state.il.us). Based on these consolidated recommendations, the OFVP developed a Greater Illinois funding strategy that includes releasing this Notice of Funding Opportunity (NOFO) to provide Youth Intervention programming in the eligible Greater Illinois communities identified above. The RPSA also requires the OFVP to allocate funding to Greater Illinois communities utilizing a formula approach. This approach considers fatal/non-fatal firearm-shot victim data along with other identified factors. For an overview of OFVP funding strategy for Greater Illinois eligible communities, including additional planned funding notices, please visit: IDHS: Greater Illinois Funding Strategy (state.il.us).
      In November 2021, Illinois Governor JB Pritzker declared gun violence a public health crisis in Illinois. It is estimated that 50% to 96% of youth living in urban centers characterized by high rates of poverty are exposed to some form of violence in their community (Stein, Jaycox, Kataoka, Rhodes, & Vestal, 2003). Community violence exposure is a source of toxic stress and that can lead to depression, anxiety, post-traumatic stress disorder, aggressive behavior, suicidal ideation, delinquency, and other adverse outcomes. Moreover, toxic stress and trauma related to exposure to violence disproportionately impacts communities of color and perpetuates racial, ethnic, and socio-economic health disparities.
      Community engagement and provider collaboration is one key to implementing evidence-based intervention services to reduce firearm violence. The Centers for Disease Control established a Committee on Community Engagement to improve public health. They defined community engagement as "the process of working collaboratively with groups of people who are affiliated by geographic proximity, special interests, or similar situations with respect to issues affecting their well-being." Meaningful community and provider engagement will bring stakeholders together to help strategize and make plans to address the issues most impacting them.
      Taking this into account, in October, 2022 the OFVP issued a NOFO seeking to fund one organization per greater Illinois RPSA service area to serve as the lead convener of a Greater Illinois Violence Prevention Coordinating Council (GI-VPCC). Conveners were chosen for four Greater Illinois Community Areas; Aurora, Belleville Cluster, Calumet City Cluster and Kankakee. This NOFO is seeking organizations to serve as the lead conveners for the remaining Greater Illinois municipalities/service areas including:
      
      • Berwyn-Cicero Cluster
      • Chicago Heights Cluster
      • Danville
      • Decatur
      • Joliet
      • Maywood-Bellwood Cluster

      • Peoria
      • Rock Island
      • Rockford
      • Springfield
      • Urbana-Champaign Cluster
      • Waukegan-North Chicago Cluster
      
      This lead organization will be selected from each of the remaining RPSA eligible Greater Illinois municipalities to work across each community to coordinate violence prevention resources and to continue the work of each Municipality's Local Advisory Council.
      The organization chosen to facilitate the Greater Illinois Violence Prevention Coordinating Council for each municipality will be an experienced violence prevention organization that will work with the State of Illinois' OFVP to help build local capacity to reduce firearm violence by encouraging effective, collaborative working relationships across providers in such disciplines as violence prevention, community organizing, asset mapping, resource allocation and capacity building.
      The VPCC will also continue and expand the work begun by Local Advisory Councils in each of the 16 municipalities in greater Illinois. As mentioned, RPSA Local Advisory Councils have been meeting since March 2022 with the purpose of providing recommendations to the Office of Firearm Violence Prevention for how violence prevention resources should be distributed in Greater Illinois.
      Important: IDHS is working diligently and strategically to counteract systemic racism and inequity, and to prioritize and maximize equity and diversity throughout its work. This involves correcting existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on the creation of a culture of inclusivity for all, regardless of race, gender, religion, sexual orientation, or ability.
   2. Funding Priorities
      The Illinois Office of Firearm Violence Prevention (OFVP) is seeking applications from those public and private nonprofit community-based organizations subject to 26 U.S.C. 501(c)(3) or 501(c)(4) of the tax code (26 U.S.C. 501(c)(3) or 26 U.S.C. 501(c)(4)) that has or will have (within 60 days) a physical presence in the Greater Illinois eligible community area described in Section A1 above, for which they intend to provide violence reduction community collaboration services described herein. In addition to the above non-profit community-based organizations, eligible applicants are inclusive of units of local government, public schools, districts, etc. that serve the eligible community area.
      The OFVP intends to fund one organization to implement VPCC activities in each remaining Greater Illinois RPSA service area. Further, through a competitive, merit-based review and selection process, the OFVP expects to fund applicants who demonstrate the following OFVP funding priorities:
      • Have a demonstrated history of convening service providers relevant to RPSA activities in the municipality they are applying to serve.
      • Have demonstrated experience providing strategic community planning services within the municipality they are applying to serve.
      • High levels of experience in youth intervention, community engagement, and outreach work.
      • Genuine and trusted relationships with community residents, stakeholders, and law enforcement entities.
      • Have a physical presence in the municipality to which they are applying to serve.
      • Propose cost-effective and efficient activities.
   3. Required Services and Programming
      Selected applicants will be eligible organizations who are experienced at coordinating and convening community groups and agencies. The selected applicant will implement the Violence Prevention Coordinating Council, which will continue and expand local organizing work begun by Local Advisory Councils in each municipality. The VPCC will encourage effective, collaborative working relationships across providers in such disciplines as violence prevention, mental health, and youth development. They will continue and expand each municipality's LAC, under the new name Violence Prevention Coordinating Council (VPCC), to build consensus around community priorities and resource needs related to reducing firearm violence and increasing public safety. VPCC coordinating organizations will also help inform and/or represent their municipalities in public safety forums, support planning to reduce firearm violence, and convene emergency response meetings that require immediate attention. Additionally, they will help coordinate more integrated services in their community through formalized agreements among providers.
      Note: Only one organization will be selected per municipality to implement the community's Violence Prevention Coordinating Council.
      Programming will include but not be limited to:
      1. VPCC Management and Continuation of LAC Model
         1. VPCC coordinating organizations will convene each municipality's existing Local Advisory Council and develop a plan for the continuation of the LACs work as the newly constituted Violence Prevention Coordinating Council. Aspects of this plan will include additions or changes to membership, establishment of bylaws, development of strategic plans and other planning activities. The VPCC coordinating organization will communicate in writing to OFVP the results of such planning efforts within 120 days of grant award.
         2. Statutorily required membership includes 1 non-elected official in local government, 1 representative of an elected official- local or state, 1 representative with public health experience in gun violence prevention or youth development, and two residents living in an area with a high concentration of firearm violence. In addition to these members, VPCCs should include a representative of each RPSA funded grantee in the municipality. Representation is also encouraged from: representatives of public safety net offices that address social determinants of health (ie local SNAP, TANF, or WIC), law enforcement agencies, local businesses, public middle and high schools, and local community colleges. All members should join together to develop an effective firearm reduction support system that is community-informed and led.
         3. Convene VPCC members monthly and ensure the inclusion of any RPSA-funded service providers for the relevant community area. These convenings may also be open to other organizations not funded by RPSA.
         4. Facilitate the development of agendas, informed by coordinating council members, and memorialize priorities with notes or minutes for each meeting.
         5. Keep track of new VPCC member recommendations received and ensure that OFVP is informed of new members in order to move them through OFVP's internal vetting process.
         6. Ensure that all VPCC meetings are compliant with Open Meeting Act Requirements ((5 ILCS 120/) and that LAC members are in compliance with all State of Illinois required trainings and certifications.
         7. Provide written updates to the OFVP on key discussion areas, events, and needs noted at meetings, highlighting priorities that have been agreed upon by the VPCC.
      2. Coordinate Community Response Activities in Coordination with the VPCC
         1. Emergency Response Meetings
            Convene meetings with VPCC members and other community stakeholders in response to shooting incidents and when conditions require immediate attention due to elevated threats of firearm violence. Resources that should be coordinated in these meetings can include but are not limited to psychological first aid, victim services, case management, and support services. Circumstances under which these meetings are convened as well as the results of the meetings should be communicated to the OFVP.
         2. Build on Local Collaboration Efforts
            1. Host community events and activities planned in partnership with VPCC members and other community stakeholders.
            2. Participate and engage with existing relevant community groups.
            3. Build collaboration between community groups and RPSA-funded providers.
            4. Collaborate with local community organizations who are interested in contributing to violence prevention efforts to provide capacity building resources that may enable them to participate in RPSA funding opportunities. Encourage or facilitate partnerships among community organizations to participate in violence prevention activities.
      3. Provide Consistent Feedback to OFVP on Municipality Best Practices, Challenges and Barriers
         1. Take inventory and keep records of root cause and other policy issues and barriers that may impact local RPSA objectives and goals.
         2. Lead strategic community resource analysis and asset mapping to ensure the holistic needs of each municipality is met.
         3. Develop plans for connecting families to a variety of social supports that address multiple disparities. This can include facilitated referrals for public benefits, housing and utility support, food assistance, employment assistance, funeral and burial services, youth programming, health services, additional mental health and substance use related resources, etc. Navigating clients and families to these services helps to reduce active stress on families and increases the potential for individuals to focus on treatment.
         4. The VPCC coordinating organization will meet with OFVP monthly to convey results of community assessments and identified barriers and needs.
      4. All selected applicants will report on participant demographics, services and performance measures detailed in Section A4.
      5. Applicants will be required to participate in ongoing training related to the latest evidence-based models for violence prevention and intervention, youth engagement, trauma informed practices, and other strategies that cater to the specific needs of the target population being served in each municipality. Organizations are also encouraged to facilitate community level trainings on violence prevention and intervention, youth engagement, and trauma informed practices to foster community awareness.
      6. Recruit, train, maintain, and develop staff
         1. Recruit staff who are intimately familiar with and reflective of the community in which they are providing services.
         2. Implement safety protocols to ensure staff safety, including developing staff safety and self-care plans.
         3. Provide staff with adequate training opportunities to prepare them to provide program elements effectively and safely. Training can be provided directly by the organization or through a RPSA Training Technical Assistance and Support (TTAS) provider. An organization may choose to provide training utilizing a non-RPSA funded TTAS provider, however the organization may not use RPSA funds to pay for those trainings.
         4. Provide staff with adequate supervision to assess and improve job performance.
         5. Provide and encourage staff with additional staff development opportunities which will build staff's employment skills, allowing for career advancement.
      7. Participate in IDHS-approved training, technical assistance, and support (TTAS). At a minimum, funded providers will participate in an organizational scan conducted by an RPSA TTAS Provider, to determine programmatic, professional development, and capacity needs. Provider will have the option to request TTAS services to meet identified needs at no cost. Funded providers will be expected to report quarterly steps taken to address needs identified by the scan.
         Providers will be expected to repeat the scan at an interval to be determined by the OFVP to demonstrate progress toward meeting identified needs. The results of the organizations' scans will be used to inform subsequent years training calendar development that will benefit all RPSA funded organizations.
      8. Develop and implement or maintain a Diversity, Equity, and Inclusion (DEI)/racial justice plan that:
         1. Reflects IDHS' commitment to advance equity and racial justice by enabling all to thrive, regardless of race, zip code, and disability.
         2. Outlines how the organization ensures equity in access to its supports/services as well as outcomes.
         3. Includes a plan to identify and address implicit bias in all areas of the organization, including programming.
         4. Includes an equity and racial justice training plan.
         5. Acknowledges the root causes of firearm violence, including historically racist systemic policies and practices where appropriate.
      9. Staffing
         VPCC coordinating organizations are required to employ at least .50 FTE program coordinator to perform the duties outlined under this NOFO. Programs are encouraged to employ staff whose experience includes but is not limited to, experience coordinating community-based entities, experience with violence prevention or youth development related activities, and familiarity with the community in which they are providing services. Organizations may utilize additional staff to carry out the functions of the VPCC program, including but not limited to community organizers, outreach workers, and training specialists. Job descriptions/resumes of all program staff must be provided in Attachment 4: Job Description/Resume of this application.
      10. Collaboration
          The importance of community collaboration cannot be overemphasized. Working together, youth, families, and community entities can design programs that are best suited to meet the community's needs. Community-based agencies, government, faith-based organizations, civic organizations, businesses, foundations, youth, and their families, working together, can provide a wide range of resources to support RPSA activities. The issues and concerns of the entire community can best be addressed by drawing upon diverse resources. The key to successful programming is collaborative planning and implementation. This is the primary role of VPCC coordinating organizations.
      11. Program Participation Fees
          Programs may NOT charge any fees associated with programming or community events held by the VPCC.
   4. Performance Measures
      At the end of each quarter, VPCC coordinating organizations will submit a Quarterly Performance Report (QPR). At the end of the year, VPCC coordinating organizations will submit a cumulative report. The following performance measures will be addressed in the QPR:
      1. Number of VPCC monthly meetings convened.
      2. Percentage of total RPSA-funded direct service providers in each RPSA service area who attend VPCC meetings at least 80% of the time.
      3. Percentage of VPCC meetings where all Open Meetings Act requirements are met timely, including public posting requirements, public comment, and minute maintenance.
      4. Number of emergency response meetings held.
      5. Number of community collaboration efforts; community events, panel discussions, forums hosted etc.
      6. Percentage of completed feedback surveys from community stakeholders that reflect 70% satisfaction rate with the establishment of the VPCC and its efforts.
      7. Percentage of timely and accurate periodic and final financial reports submitted.
      8. Percentage of timely and accurate periodic and final performance reports submitted
   5. Performance Standards
      1. Projected vs actual number of VPCC monthly meetings convened as demonstrated by meeting agendas, minutes, status updates, strategic planning activities, etc. reported in required performance reports. (Acceptable performance: 80% of monthly meetings held)
      2. Percentage of total RPSA-funded direct service providers in each RPSA service area who attend VPCC meetings at least 80% of the time (Acceptable performance: 100%).
      3. Percentage of VPCC meetings where all Open Meetings Act requirements are met timely (Acceptable performance: 100%).
      4. Projected vs. actual number of emergency response meetings held (Acceptable performance: 80%).
      5. Number of community collaboration efforts; community events, panel discussions, forums hosted etc. Reported in required performance reports. (Acceptable performance: one (6) activity per year)
      6. Percentage of completed feedback surveys from community stakeholders that reflect 70% satisfaction rate with the establishment of the VPCC and its efforts. (Acceptable performance: 70%)
      7. Percentage of timely and accurate periodic and final Financial Reports submitted. The Periodic Financial Reports must be submitted no later than the 30th of each month for the preceding month by email. (Acceptable performance: 80% of reports are submitted on time with accurate information)
      8. Percentage of timely and accurate periodic and final performance reports submitted. The Periodic Performance Reports must be submitted no later than the 30th of each month for the preceding month by email. At the end of the fiscal year, providers will also submit a cumulative report. (Acceptable performance: 80% of reports are submitted on time with accurate information)
   6. Authorizing Statutes
      Statutory Authority: These programs are authorized by the Reimagine Public Safety Act (RPSA) (430 ILCS 69/35) and implemented by Executive Order 2021-29.
2. Award and Funding Information
   1. This is a competitive funding opportunity.
   2. The release of this NOFO does not obligate the Illinois Department of Human Services (IDHS) or the Office of Firearm Violence Prevention (OFVP) to make an award.
   3. The Department anticipates making $1.2 M available to fund one grant award for each of the remaining eligible Greater Illinois service areas as determined by the OFVP.
   4. Individual awards are expected to average $100,000 for a twelve month period.
   5. Grant awards will be issued based on the State Fiscal Year and will be subject to performance, subject to 2 CFR 200 continuation application process, subject to GATA Compliance, and subject to sufficient State/Federal appropriation.
   6. These awards will be funded with American Rescue Plan Act of 2021 (ARPA) Coronavirus State Fiscal Recovery Funds (CSFRF). These awards may also be partially funded with General Revenue Funds. Grantee is required to comply with, and is subject to, all requirements of the CSFRF.pdf and all related rules and guidance issued by Grantor and the U.S. Department of the Treasury ("Treasury"). Refer to: Recipient Compliance and Reporting Responsibilities | U.S. Department of the Treasury. Restrictions on use of these funds can be found at Federal Register CSLFRF.pdf.
   7. This grant does not require an in-kind or financial match requirement.
   8. Indirect costs are allowed. 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. Indirect costs charged to the grant may not exceed the approved rate. Refer to Section C. Eligibility and Grant Fund Use Requirements; 8e. Indirect Cost Requirements & Restrictions for more information.
   9. Subject to appropriation, the FY24 grant period will begin no sooner than the grant start date and will continue through 6/30/2024.
   10. The grant start date is estimated to be 7/1/2023.
   11. Renewals are at the discretion of the Department and the OFVP and are based on performance and sufficient appropriation.
   12. 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. Refer to Appendix A: CSA Budget Information for additional instructions for registering and completing budgets in the CSA system.
   13. Subrecipient Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subrecipients are subject to all provisions of this Agreement. The successful applicant organization shall retain sole responsibility for the performance of the subrecipient.
   14. Pre-award costs will be allowed under the following conditions:
       The applicant must:
       1. have received and accepted the Notice of State Award (NOSA)
       2. have a current, approved budget in the CSA system for this award
       3. have submitted any and all requested program plan and budget revisions per the NOSA
       4. NOT incur pre-award costs prior to the start date of the grant agreement, anticipated to be July 1, 2023.
       5. Refer to 2 CFR 200.209 Pre-award Costs for more information. 
   15. All funding is subject to sufficient appropriations.
3. Eligibility Information and Grant Funding Requirements
   1. Eligible Applicants
      This competitive funding opportunity is limited to applicants that meet the following requirements and are subject to limitations described below:
      1. Eligible applicants are limited to those public and private nonprofit community-based organizations subject to 26 U.S.C. 501(c)(3) or 501(c)(4) of the tax code (26 U.S.C. 501(c)(3) or 26 U.S.C. 501(c)(4)) that has or will have (within 60 days) a physical presence in the Greater Illinois eligible community area described in Section A1 above, for which they intend to apply.
         Organizations not physically located within the community at the time of application that propose to develop a service location, upon award, the organization must acquire a physical location within that community within 60 days of the contract start date (anticipated to be July 1, 2023.)
      2. In addition to the above non-profit community-based organizations, eligible applicants are inclusive of units of local government, public schools, districts, etc. that provide services within the eligible community area.
      3. The applicant has met the prequalification requirements and mandatory requirements listed below.
      4. Applications will not be accepted to serve the following Greater Illinois municipalities/service areas: Aurora, Belleville Cluster, Calumet City Cluster and Kankakee.
   2. GATA Registration and Prequalification
      Eligible applicant entities must be registered and prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, available here: Illinois GATA Grantee Portal Registration and prequalification are required annually. Additionally, any subrecipient must also be registered and prequalified through GATA upon application.
      1. Registration
         The following information is required to complete registration in the Grantee Portal:
         1. Unique Entity Identifier (UEI). The UEI is a 12-character alphanumeric ID assigned to an entity by the federal System for Award Management (SAM). For additional information refer to Section System for Award Management (SAM) and Unique Entity Identifier below.
         2. Entity's Federal Employer Identification Number (FEIN)
         3. Organization type
         4. Illinois Secretary of State File ID (required for non-profits, for-profits, and limited liability corporations.)
         5. Entity name
         6. Entity mailing address
         7. Entity primary email address
         8. Entity primary phone number
         9. Entity fiscal year-end date
      2. Prequalification
         1. Once an entity is registered in the Grantee Portal, the system will automatically determine (within 24 hours) if an entity is prequalified to apply for an award. 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., not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.
         2. For assistance navigating government application prequalification procedure, refer to Appendix C: IDHS GATA Prequalification Assistance.
         3. 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.
   3. System for Award Management (SAM) and Unique Entity Identifier
      1. Each applicant organization must be registered in SAM before submitting an application.
      2. Upon registration, the entity will be assigned a unique entity identifier. The Unique Entity Identifier (UEI) is a 12-character alphanumeric ID assigned to an entity by the federal System for Award Management (SAM). The UEI is now the primary means of identifying entities registered for federal awards government-wide in SAM. The UEI replaces the DUNS number.
      3. To view your UEI, the Federal Service Desk has posted instructions for finding the UEI in SAM here: How can I view my Unique Entity ID?
      4. Each applicant must continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the Department.
         IDHS may not make an award to an applicant organization until the applicant has complied with all applicable SAM requirements. If an applicant has not fully complied with the requirements by the time IDHS 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
      1. The pre-award process includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire (ICQ). 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 24 ICQ. While these are NOT required prior to submitting the application, they are required prior to the Department issuing an award.
      2. Applicants that have not completed an FY24 ICQ at the time of application will be contacted by the Department to complete these pre-award requirements.
      3. 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
      1. The CSA Tracking System is where the Illinois Department of Human Services (IDHS) expects all applicant entities to enter their GATA Budget information. It is also where IDHS staff will review and act on the proposed budget.
      2. Applicants must be registered in the CSA Tracking System to enable the applicant to submit a signed budget in CSA by the application due date. For instructions on registering in CSA, refer toHow to Register in CSA
         For additional help and step by step instructions, refer to Instructions on registering in CSA.
      3. When submitting an application, the applicant entity's proposed budget must be entered into the CSA system. The completed budget must be electronically signed and submitted in the CSA system, and a printed copy of the signed and submitted budget must be included with the application. To do this, the following is required: at a minimum, the applicant organization's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system to electronically sign the required budget documents prior to submission. Refer to Process for Adding GATA Budget Signoff Authority
      4. 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. Furthermore, if the Uniform Grant Budget is not entered, signed, and submitted in the CSA system by the application due date and time, 5 points will be deducted from the Budget Narrative section. Refer to Section D: Application and Submission Information, Budget for more information.
      5. It may take several days to complete the registration process so do not wait until the application due date to begin the process. For more information about registering and submitting a budget in the CSA system, refer to Appendix A: CSA Budget Information
   6. Mandatory Requirements of Applicant/Application
      The Mandatory Requirements are essential items that must be met by the?applicant.? If any Mandatory Requirement is not met, the responding?applicant's entire proposal will not be considered.? If all responding applicants fail to meet a particular mandatory requirement, that mandatory requirement may, at the sole discretion of the State, be removed from the Mandatory Requirements so the evaluation process may continue.? However, this does not obligate?IDHS?to make an award to any applicant that fails to meet all mandatory requirements.?
      • There are no additional mandatory requirements.
   7. Cost Sharing or Match Requirements
      Providers are not required to provide in-kind and/or financial match. However, if a successful applicant proposes a voluntary match amount and the budget is approved, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.
   8. 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.
      1. Allowable costs:
         Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
      2. Unallowable costs:
         Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from IDHS:
         1. Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
         2. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
         3. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
         4. 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).
         5. Deposits for items, services, or space
      3. Limitation of Use
         Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the U.S. Office of Personnel Management website: https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/pdf/2021/ES.pdf
      4. ARPA Funding Restrictions
         Grant awards under this NOFO are funded in whole or in part with fund American Rescue Plan Act of 2021 (ARPA) Coronavirus State Fiscal Recovery Funds (CSFRF) funds. Grantee is required to comply with, and is subject to, all requirements of the CSFRF and all related rules and guidance issued by Grantor and the U.S. Department of the Treasury ("Treasury"). Refer to: Coronavirus State and Local Fiscal Recovery Funds FAQs (treasury.gov)pdf.
         Restrictions on use of these funds can be found at Federal Register CSLFRF.pdf and include:
         1. Funds to directly or indirectly offset a reduction in net tax revenue due to a change in law from March 3, 2021, through the last day of the fiscal year in which the funds provided have been spent
         2. Funds cannot be deposited into any pension fund
         3. Funding debt services, legal settlements or judgments, and deposits to rainy day funds or financial reserves.
         4. General infrastructure spending is not covered as an eligible use outside of waters, sewer, and broadband investments or above the amount allocated under the revenue loss provision.
            The successful applicant is responsible to ensure that all expenditures are eligible costs under the American Rescue Plan Act of 2021. (ARPA; P.L. 117-2)
      5. Indirect Cost Requirements and Restrictions
         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 Crowe Activity Review System (CARS), including organizations that are choosing not to claim payment for indirect costs.
         CARS URL: https://solutions.crowe.com/CARS/StateofIllinoisGOMB/Login.aspx  
         1. Indirect Cost Rate Election:
            1. Federally Negotiated Rate. Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA. (Refer to Section D. Application and Submission Information, 4. Other Submission Requirements for a list of required attachments)
            2. State Negotiated Rate. The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have a Federally Negotiated Rate or elect to use the De Minimis Rate.
            3. De Minimis Rate. An organization that has never received a Federal or State Negotiated Rate may elect a De Minimis rate of 10% of modified total direct cost (MTDC). Once established, the De Minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the De Minimis rate. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.
               2 CFR § 200.68 Modified Total Direct Cost (MTDC).
               MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
            4. "No Rate": Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
         2. Crowe Activity Review System (CARS).
            CARS will allow your organization to document your already established federally approved indirect cost rate, complete an indirect cost rate proposal (see State Negotiated Rate above), elect to charge the De Minimis rate (10%) of modified total direct costs (MTDC), or select that no reimbursement of indirect costs will be requested. Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
            Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification or invitation to the CARS system.
            Organizations that have previously established an indirect cost rate election must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
            Every organization must make an indirect cost rate election in CARS even if the organization is choosing De Minimis Rate or "no rate". Organizations that do not make an election or submission inside the CARS system within the required timeframes will not be allowed to claim indirect cost reimbursement.
            For more information, see https://www.illinois.gov/sites/GATA/Pages/default.aspx
      6. Administrative Costs
         It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved NICRA be exceeded under this agreement. Documentation will be required to verify the approved NICRA.
      7. 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:
         1. 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);
         2. 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;
         3. 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.
   9. Post Award Requirements of Applicant
      Successful applicants agree to provide program services as described throughout this Funding Notice. \
      1. Start Date: Applicants must be prepared to begin offering services within 60 days of the contract start date.
      2. Applicants will submit an implementation timeline as Attachment 5, which will include program milestones, hiring staff, training, start dates, etc.
      3. Technology: Organizations awarded funds through this funding notice must 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:
         1. Internet access, preferably high-speed
         2. Email capability
         3. Microsoft Excel
         4. Microsoft Word
         5. 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.
      4. Equity and Racial Justice
         IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize equity and diversity throughout its service provision process. This work involves correcting existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on the creation of a culture of inclusivity for all, regardless of race, gender, religion, sexual orientation, or ability. Organizations that provide services under this funding opportunity and all related RPSA programs must reflect IDHS' commitment to advance equity and racial justice by enabling all to thrive, regardless of race, zip code, and disability. This includes but is not limited to having leadership (board and/or executive staff) that is reflective of the community/population being served; having (or an intention to develop) a Diversity, Equity and Inclusion (DEI)/racial justice plan that outlines how the organization ensures equity in access to its supports/services as well as equity in outcomes; having a plan to identify and address implicit bias in all areas of the organization, including programming; having (or an intention to develop) an equity and racial justice training plan for organization staff.
      5. Program Evaluation Reporting Requirements: Providers will be required to participate in evaluation efforts as directed by the Department and/or its subrecipient(s) and collect and report data accordingly. Data will be submitted in the format prescribed by the Department. Providers will be required to report quarterly regarding program performance measures and outcomes. Providers will be required to participate in Department directed Performance and Standards Assessment reviews. A year-end program and performance measures and outcomes report will also be required. Additional data and information may be requested throughout the year as determined by the Department.
      6. Site Visits: The applicant agrees to participate in site visits as requested by the Department or any designated individual/entity acting on behalf of the Department or the OFVP and agrees that program and collaborating partners may attend such site visits.
      7. Presentations: The applicant will be available as requested by the Department to present information regarding service deliverables, provide data updates, or to answer questions arising from the applicant's work.
      8. 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 Centers for Disease Control and Prevention.
      9. 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.
      10. Background Checks: Background checks are required for all program staff and volunteers who have the potential for contact with youth under 18. These background checks must be completed in advance of individuals working directly with youth. Such individuals will authorize such checks in writing and submit to fingerprinting when required. The agency shall retain the signed form authorizing the background check. All background check information, including the signed authorizing forms shall be maintained separately in a confidential file, apart from the employee's personnel records. Funded programs will be required to have a written protocol in place detailing the requirement for background checks; evidence of their completion; the protocol for reviewing and making determinations regarding results; etc. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children.
      11. Child Abuse/Neglect Reporting Mandate: Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
      12. 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.
      13. 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.).
      14. 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.
          The applicant agrees not to publish, release, or otherwise disseminate data in any form without the prior written permission of the Department. If such permission is granted, the applicant agrees to submit to the Department six copies of all reports and proposed publications resulting from this Agreement a minimum of 30 calendar days prior to public release. Any publications (written, visual or sound), excluding press releases, newsletters and issue analyses, shall contain the following statement: "This project [is being] [was] supported, in whole or in part, by federal award number SLT-3381 awarded to the State of Illinois by the U.S. Department of the Treasury and under grant(s) from the State of Illinois, Department of Human Services. Points of view or opinions in the document are those of the author and do not necessarily represent the official position or policies of the Illinois Department of Human Services.
4. Application and Submission Information
   1. Address to Request Application Package
      Application materials are provided throughout this announcement. Appendices will be made available in user/printer friendly format and may be found on the Illinois Department of Human Services web site GI-VPCC Appendices. 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.
      Email Address: DHS.ViolencePreventionServices@illinois.gov
      Subject Line:  24-444-80-3023 VPCC Request
   2. 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. This email address will be used for official communication between the Department and the applicant organization for matters regarding this application. The Uniform Application for State Grant Assistance is available as Appendix B and must be included at the beginning of this application. (Refer to 4. Other Submission Requirements in this section for a full order of application contents.)
   3. Content and Form of Application Submission
      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.
      Proposal Narrative Content
      Important: Applicants must submit a plan (proposal narrative) that covers a grant period from 7/1/23 to 6/30/24 (12 months). Grant awards will be issued based on the State Fiscal Year and will be subject to performance, subject to 2 CFR 200 continuation application process, subject to GATA Compliance, and subject to sufficient State/Federal appropriation.
      
      Applicants must submit a plan that contains the information outlined below. Each section must begin on a new page and have a heading that corresponds to the headings listed below after each section number. The total application may not exceed 20 pages, single-spaced. The Uniform Application for State Grant Assistance, checklist, attachments, and Uniform Budget are not included in the page limitation. 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.
      If an applicant receives an award through this NOFO, the proposal will become the local program plan and budget unless revisions are required. The application/plan will be the basis for monitoring compliance by IDHS.
      Failure to provide an application in the format detailed throughout this section will result in the loss of points - also, refer to Section D.5. Other Submission Requirements.
      1. Executive Summary: (Appendix D, 5 points)
         The Executive Summary (Appendix D) will serve multiple purposes. First, as a scored portion of this application and secondly, for successful applicants it will serve as a stand-alone document that may 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.
         Applicants must complete Appendix D: Executive Summary and include it at the beginning of your program narrative. Applicants do NOT have to complete a separate narrative besides Appendix D.
         Each of the following items is included on Appendix D and must be answered/responded to on the Appendix D Form:
         1. List the name, address, FEIN, county, and website (if any) of applicant entity
         2. List name, phone number, and email address for the organization's authorized representative and for the contact person for this application
         3. Indicate FY24 requested funding amount.
         4. Indicate in which eligible service area the applicant is proposing to provide Violence Prevention Coordinating Council services.
         5. Indicate the site location(s) of where Violence Prevention Coordinating Council services. will be performed in this community.
         6. Briefly summarize how the applicant plans to provide all the program components and who will be facilitating VPCC activities.
         7. Indicate number of years of experience the applicant organization has convening community groups and agencies and all other services described in this NOFO.
         8. Indicate number of years of experience the applicant organization has convening community groups and agencies among high-risk communities within the service area for which the applicant is applying.
         9. Briefly describe the applicant's experience addressing firearm violence, youth development, and/or trauma that has resulted from community violence.
         10. Briefly describe the root causes of gun violence and trauma in the high-risk communities you propose to serve.
      2. Capacity - Agency Qualifications/Organizational Capacity: (35 points)
         The purpose of this section is for the applicant to present an accurate picture of their ability to implement this program as outlined in this NOFO. The applicant must demonstrate evidence of linguistic and cultural competence throughout. Information in this section should include, but not necessarily be limited to, the following:
         1. Give a brief overview of the applicant agency, outlining its primary programs and services offered. Describe how the applicant's mission statement and goals align with the purpose of this funding opportunity. Include applicant's organizational chart as Attachment 3.
         2. Describe the applicant agency's established physical presence in the community for which they are proposing to provide services; include the address(es) of physical locations; indicate how long the applicant has been in each location; indicate if each location is for administration or direct services or both.
         3. Describe the applicant agency's experience providing community convening services to communities at risk and specifically the eligible community that the organization proposes to serve. List the number of years of providing services, types of activities undertaken, successes and challenges, etc. Indicate where these services were provided.
         4. Describe the applicant agency's experience engaging the community and developing partnerships/relationships with community leaders, schools, law enforcement, residents, and other stakeholders within the intended community area the agency is proposing to serve. In the description identify the stakeholder groups that the applicant agency has worked with and in what capacity. Indicate if these partnerships/relationships are current.
         5. Provide a description of the applicant agency's readiness for service provision commencing within 60 days of the contract start date, taking particular note of the following:
            1. Describe the applicant agency's plan for staffing to carry out and execute this program. Please include resumes and/or job descriptions of the staff responsible for implementing this program as Attachment 4: Job Description/Resume
            2. Discuss the applicant agency's readiness in terms of the physical space where program activities will be carried out. If applicable, describe whether this is space the applicant agency currently occupies (and/or pays for), whether it is under construction, if arrangements to rent/lease/buy or build a physical facility are or are not yet final.
            3. Describe the applicant agency's readiness in terms of creating and implementing effective interventions based on the root causes of firearm violence in high-risk communities.
            4. Describe the training program staff have had and will receive to ensure their ongoing ability to successfully perform the duties of their position.
         6. Describe the applicant's experience managing state and/or federal grants.
      3. Need - Description of Need: (10 points)
         The purpose of this section is to provide a clear and accurate picture of the need for proposed services within the targeted community and how the applicant will address these needs. It is necessary for the applicant to demonstrate that it has a thorough knowledge and understanding of the needs of the individuals impacted by violence.
         1. Provide evidence that the applicant has thorough knowledge and understanding of the needs of youth and families impacted by firearm violence.
         2. Provide evidence that the applicant understands the needs of community as it relates to addressing and responding to high-risk youth and family needs within their communities.
         3. Describe how the provision of Violence Prevention Coordinating Council services will help to mitigate the negative effects of firearm violence on the community. Describe how these services will assist populations and communities disproportionately impacted by firearm violence.
      4. Equity and Racial Justice: (10 points)
         The purpose of this section is for the applicant to demonstrate understanding of the history and impact of racism and inequity on communities most impacted by firearm violence and to describe the organization's response to address racial inequity. The applicant should provide a clear picture of its work to counteract systemic racism and inequity and to prioritize and maximize diversity and equity throughout its service provision process.
         1. Describe the applicant's commitment and actions to address equity and racial justice. Examples of commitment and activities may include but are not limited to, having leadership (board and/or executive staff) that is reflective of the community/population being served; having (or an intention to have) a Diversity, Equity, and Inclusion (DEI)/equity and racial justice plan that outlines how the organization ensures equity in access to its supports/services as well as equity in outcomes; having a plan to identify and address implicit bias in all areas of the organization, including programming; having (or an intention to have) an equity and racial justice training plan.
         2. If no equity and racial justice efforts are currently being practiced, describe the applicant's plan to implement those efforts, including a timeline of activities.
         3. Identify and describe some of the potential root causes of firearm violence within the targeted communities; address and/or include how historical factors have contributed to the conditions of the communities as appropriate. Include recommendations on how to address firearm violence and make the local community safer.
         4. Describe how the applicant will use an equity lens when creating and implementing programming. An equity lens is a process that analyzes the impact of policies and practices on marginalized communities to inform and ensure equitable outcomes. Include applicant organization's written commitment to advancing equity and racial justice. If one is not yet written, please detail when and how such a statement will be institutionalized.
         5. Describe how the applicant will intentionally and deliberately analyze the delivery and/or impact of the program on underserved and marginalized groups (including communities of color, people with disabilities, gender nonconforming people, etc.)
         6. Describe how the applicant will provide Violence Prevention Coordinating Council to address the disparate impact of firearm violence on communities of color.
         7. Include demographic information of program staff and agency leadership (board and/or executive staff) and discuss if these demographics match the designated community(ies).
         8. Based on racial demographic data, provide the number of policies, practices and procedures that have been implemented, revised, or repealed to reduce racial disparities at your agency.
      5. Quality - Description of Program Design and Services: (30 points)
         The purpose of this section(s) is for the applicant to provide a comprehensive, clear, and accurate picture of its intended program design. The applicant must demonstrate evidence of linguistic and cultural competence throughout.
         1. VPCC Management and Continuation of LAC Model
            1. Describe how your organization will convene each municipality's existing Local Advisory Council and develop a plan for the continuation of the LAC's work as the newly constituted Violence Prevention Coordinating Council. Aspects of this plan should include but will not be limited to additions or changes in membership, establishment of bylaws, the development of strategic plans and other planning activities that are necessary to carry out the desired outcomes outlined in this funding opportunity.
            2. Describe the membership of the current LAC and how you plan to ensure continued engagement of statutorily required members. Include a list of LAC members and the statutorily required/recommended sectors each member represents as Attachment 10. Describe how you will ensure participation of at least one representative of each RPSA funded grantee in the municipality. Describe how you will evaluate gaps in VPCC expertise and what additional community stakeholders you may approach for membership.
            3. Describe how your organization will convene coordinating council members on at least a monthly basis to ensure inclusion of RPSA-funded direct service providers for relevant community area.
            4. Describe your methods for memorializing actions of the VPCC including development of agendas and notes or minutes for each meeting.
            5. Describe how your organization will keep track of new VPCC member recommendations received to ensure that OFVP is informed of new members and is able to move them through the internal vetting process.
            6. Describe how your organization will ensure that all VPCC meetings and official business are compliant with Open Meeting Act Requirements ((5 ILCS 120/).
            7. Describe how your organization will ensure that all VPCC members are in compliance with all State of Illinois required trainings and certifications.
            8. Describe how you will keep OFVP informed on key discussion areas, events, and needs noted at meetings, highlighting priorities that have been agreed upon by the VPCC.
            9. Describe what staff will be primarily responsible for organizing and convening the VPCC. Include descriptions of any staff that will lead or assist with this effort.
         2. Coordinate Community Response Activities in Coordination with the VPCC
            1. Describe how your organization will convene emergency response meetings with VPCC members and other community stakeholders in response to shooting incidents and when conditions require immediate attention due to elevated threats of firearm violence. Describe the number of emergency response meetings that you anticipate convening. Describe staff who will be responsible for facilitating these convenings. Describe what resources you organization will coordinate at these meetings, including but not limited to psychological first aid, victim services, case management, and support services. Discuss how meeting circumstances and results/resolutions will be communicated to the OFVP.
            2. Describe the number and type of community events your organization plans to facilitate in partnership with VPCC members and other community stakeholders. Describe what staff will manage community event activities.
            3. Describe any existing community events and activities your organization plans to participate in.
            4. Describe how you will ensure collaboration between community groups and RPSA-funded providers.
            5. Describe additional ways that your organization will collaborate with local community organizations who are interested in contributing to violence prevention efforts. Describe any capacity building assistance and/or resources you will be able to provide local community-based agencies. Describe how you will facilitate partnerships among community organizations to participate in violence prevention activities.
         3. Provide Consistent Feedback to OFVP on Municipality Best Practices, Challenges and Barriers
            1. Describe how your organization will serve as a central convener of community-based agencies, government, faith-based organizations, civic organizations, businesses, foundations, youth, and their families, to advance violence prevention capacity and impact in your RPSA service area.
            2. Describe how your organization will take inventory and keep records of root cause and other policy issues and barriers that may impact local RPSA objectives and goals.
            3. Describe how your organization will lead strategic community resource analysis and asset mapping to ensure the holistic needs of each municipality is met.
            4. Describe how your organization will connect families to a variety of social supports that address multiple disparities. This can include facilitated referrals for public benefits, housing and utility support, food assistance, employment assistance, funeral and burial services, youth programming, health services, additional mental health and substance use related resources, etc.
            5. Describe how the VPCC coordinating organization will regularly convey results of community assessments and identified barriers and needs to the OFVP.
         4. Other
            1. Describe how your organization will report on participant demographics, services and performance measures detailed in Section A4.
            2. Describe how your organizations will recruit, train, maintain, and develop staff. This includes participation in IDHS-approved training, technical assistance, and support (TTAS). Mention if your organization plans to facilitate community level trainings on violence prevention and intervention, youth engagement, and/or trauma informed practices to foster community awareness.
         5. Additional Information
            Include an implementation timeline with milestones and deliverables as Attachment 5: Implementation Timeline. The timeline should cover the entire program period, beginning July 1, 2023, through June 30, 2024. (12 months)
      6. Budget Narrative: (10 points)
         1. Applicant Budgets:
            1. Applicants should provide a budget narrative and a budget for the grant period (July 1, 2023 to June 30, 2024).
               The budget and budget narrative must tie fiscal activity to program objectives and deliverables and demonstrates that all proposed costs are:
               • Reasonable and necessary
               • Allocable, and
               • Allowable as defined by program regulatory requirements and the Uniform Guidance (2 CFR 200), as applicable.
               1. Budget Narrative: In this section of the program narrative, provide a detailed Budget Narrative of the items allocated within your proposed budget. Identify the source of those funds and detail how the specified resources and personnel are being allocated to ensure the tasks, activities, goals, and objectives described in your proposal will be implemented. If you plan to use additional state or federal funds, or other funds to support the program, please also describe how these additional funds will be utilized to implement the program.
               2. Budget: Applicants must enter their budget into CSA. (Refer to (b) below if your organization is submitting applications for more than one service area.)
                  The FY24 budget for must be submitted electronically in the CSA system (Refer to Appendix A: CSA Budget Information for more information and a link to budget forms). The Budget entered into the CSA system will include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The FY24 Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan.
                  The Budget must be electronically signed and submitted in the CSA system. The Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer. (Refer to Section C. Eligibility Information and Grant Funding Requirement; 5. Registration in CSA.)
                  IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. If the Uniform Grant Budget is not entered, signed, and submitted in the CSA system by the application due date and time, 5 points will be deducted from the Budget Narrative section of the application.
                  A PDF copy of the budget should be included in the application as Attachment 6: Applicant Uniform Grant Budget. This should be printed from the CSA system.
            2. For applicants submitting more than one application under this NOFO to serve separate eligible community areas, a separate CSA budget must be entered for each separate community area application. In the Narrative section on the summary page of the CSA budget please identify the Greater Illinois eligible service area for which the budget is intended.
            3. Successful applicants will NOT receive a grant agreement until after their budget has been submitted and approved through the CSA system.
            4. If indirect costs are included in the budget, the applicant must submit a copy of their organization's approved NICRA as Attachment 7: Applicant NICRA
            5. The applicant must submit Federal Form W9 as Attachment 8: Applicant Federal Form W9.
         2. Subrecipients
            Subrecipients must be registered in the GATA grantee portal and be pre-qualified. Refer to Section C.2. Prequalification above. If you plan to use subrecipients, indicate amount of funds to be provided to the subrecipients; include a budget narrative describing how subrecipient will use funds. (See below for additional instructions regarding subrecipient budgets.)
            Subrecipient budgets must be pre-approved, and therefore must be submitted with this application. Subrecipient budgets should NOT be submitted in the CSA system. Instead, Subrecipient budgets should be completed using a PDF form of the Uniform Budget Template (Appendix E.) This PDF template should only be used for Subrecipient budgets.
            If Subrecipients will be used, include the following for each subrecipient:
            • Attachment S1  Subrecipient Contact Information Form (Appendix H)
            • Attachment S2 Additional Subrecipient Information Form (Appendix I)
            • Attachment S3 Subrecipient Budget (Use the Uniform Grant Budget Template -Appendix E)
            • Attachment S4 Subrecipient Agreement (The Subrecipient Agreement is generated by the applicant agency outlining the scope of work/deliverables the subrecipient will be completing for this program.)
            • Attachment S5 Subrecipient Agency Federal Form W9
            • Attachment S6 Subrecipient Agency approved NICRA if indirect costs are included and Subrecipient Agency has a current approved Federal or State NICRA
      7. Attachments to Your Application Narrative (Not included in page Limits)
         Although this section is not scored individually, points will be deducted in the above sections if these items are not included as directed. The Attachments should be labeled accordingly and placed in the order listed in Section 5: Other Submission Requirements; b Attachments below. If any attachments are not applicable, a page labeled with the attachment number should be submitted and should include a statement explaining why the attachment was not applicable.
      8. Grantee Conflict of Interest Disclosure
         The Grantee Conflict of Interest Disclosure form (Appendix J) must be completed, signed, and submitted with your grant application materials as Attachment 9. If no actual or potential conflicts exist, the applicant should indicate "no conflicts." For conflicts that arise after application submission, submit this form to your designated grant program point of contact within 7 calendar days after the conflict has been identified. Refer to the Disclosure form for examples of potential conflicts.
   4. Application Submission Dates and Times
      1. Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order, with the signed Uniform Application for State Grant Assistance (Uniform Application) on top. The Uniform Application is available as Appendix B.
      2. Applications must be sent electronically to DHS.ViolencePreventionServices@illinois.gov and received no later than 12:00 p.m. (noon) on Wednesday, 4/19/2023
         The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.ViolencePreventionServices@illinois.gov. Include the following in the subject line: "GI-VPCC 24-444-80-3023 your agency name"
         Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will NOT be accepted if received by fax machine, hard copy, disk, or thumb drive. The electronic copy must be a complete single PDF file. If the applicant needs assistance creating a single PDF file, please reach out to contact person listed in this NOFO in ADVANCE of the Due Date and Time.
      3. Applicants will receive a receipt confirmation email within 48 hours of receipt notifying them that their application was received and the date and time it was received. This email will be sent to the email addresses provided in the application. Refer to Section C. Eligibility Information and Grant Funding Requirements, for more information on the applicant's eligibility.
         Applicants are required to notify the Department by 12:00 PM on Monday, 4/24/2023 if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and/or does not notify the Department by 4/24/2023 at 12:00 PM, their application will be considered a late submission and will NOT be reviewed or scored.
         The applicant will NOT have the right to protest the submission/receipt of their application to the Department after Monday, 4/24/2023 at 12:00 PM. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above.
         
         Applications received after the due date and time will not be considered for review or funding. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be separately 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.
      4. For your records, please keep a copy of your 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.
         IMPORTANT: It is strongly recommended that the applicant not wait until the last minute to submit an application in case they experience technical difficulties with the submission process. Applicants should keep copies of all documentation that that may prove their application was submitted to the correct location and that it was received by IDHS on or before the deadline. Applicants should also maintain all electronic documentation, including screen shots, email correspondence, help desk ticket numbers, etc. that would document any unforeseen difficulties the applicant may have encountered regarding the timely submission of the application. PLEASE ensure that supporting documentation demonstrates these technical difficulties are the result of DHS/State systems and that they are documented prior to the application due date and time. This includes correspondence with DHS staff regarding same.
   5. Other Submission Requirements
      1. Proposal Container and Format Requirements
         All applications must be typed on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. With the exception of letterhead and stationery for letter(s) of support (not required), the entire proposal should be typed in black ink on white paper. The program narrative must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The program narrative must not exceed the page totals specified in the "Content and Form of Application Submission" section including the Executive Summary. Items included as Attachments are NOT included in the page limitations.
         The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below. The complete application must be compiled in a single PDF document and submitted as directed.
      2. ALL Applications MUST include the following mandatory forms/attachments in the order identified below.
         1. Uniform Application for State Grant Assistance (Refer to Appendix B)
         2. Program Narrative
            1. Executive Summary (Appendix D)
            2. Capacity - Agency Qualifications/Organizational Capacity
            3. Need - Description of Need
            4. Equity and Racial Justice
            5. Quality - Description of Program Design and Services
            6. Budget Narrative
            7. Attachments to Your Application
               • Attachment 1 Application Checklist (Appendix F)
               • Attachment 2 Contact Information Form (Appendix G)
               • Attachment 3 Organizational Chart
               • Attachment 4 Job Description(s)/Resume(s)
               • Attachment 5 Implementation Timeline
               • Attachment 6 Applicant Uniform Grant Budget (printed from CSA)
               • Attachment 7 Applicant NICRA
               • Attachment 8 Applicant Federal Form W9
               • Attachment 9 Grantee Conflict of Interest Disclosure (Appendix J)
               • Attachment 10 List of LAC Members
                 If Subrecipients will be used for this program, include the following for each subrecipient:
               • Attachment S1  Subrecipient Contact Information Form (Appendix H)
               • Attachment S2 Additional Subrecipient Information Form (Appendix I)
               • Attachment S3 Subrecipient Budget (Use the Uniform Grant Budget Template -Appendix E)
               • Attachment S4 Subrecipient Agreement
               • Attachment S5 Subrecipient Agency Federal Form W9
               • Attachment S6 Subrecipient Agency approved NICRA
         3. Uniform Grant Budget - The FY24 proposed budget must be entered, signed, and submitted in CSA and is required for the application to be considered complete. A hard copy of this signed and submitted budget must be included with the application as Attachment 6 (see list of attachments above.)
      3. Applications will be accepted as described herein. Faxed copies, hard copies, etc. will not be accepted. Applications that are inconsistent with the instructions herein will be subject to loss of points. The Department is under no obligation to review applications that do not comply with the above requirements.
   6. Unique Entity Identifiers (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:
      1. Be registered in SAM.gov before the application due date. To establish a SAM.gov registration, go to SAM.gov | Home and/or utilize this instructional link: "How To Register in SAM" https://www2.illinois.gov/sites/GATA/Documents/Resource%20Library/SAM-Registration.pdf
      2. Provide a valid unique entity identifier (UEI) in its application; and
      3. 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.
      4. 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.
   7. Intergovernmental Review
      This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."
   8. Funding Restrictions
      The applicant must develop a budget consistent with program requirements as described in Section A. Program Description and in accordance with Section C. 6 Grant Funds Use Requirements.
5. Application Review Information
   All competitive grant applications are subject to merit-based review.
   1. Eligibility Review
      1. Program Staff will conduct an initial eligibility review to determine if an application meets the eligibility requirements published in this Notice and will advance to the next stage of the review process.
         An application is compliant if the applicant:
         1. is an eligible organization (refer to Section C "Eligibility Information")
         2. is GATA prequalified
         3. submitted an application by the submission deadline
         4. meets the mandatory requirement listed in this NOFO.
            Reviewing for eligibility is intended to ensure that only those applications that are eligible for award are further reviewed. However, determinations of eligibility can take place at any point during the application review and selection process. Applicants that are determined to be ineligible will not receive an award.
            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. Applicants proposing to serve more than one eligible community area must submit a separate application for each eligible community area. Applications will be scored separately.
      3. Applications will not be accepted to serve the following Greater Illinois municipalities/service areas: Aurora, Belleville Cluster, Calumet City Cluster and Kankakee.
      4. The Department will review, score, and make funding decisions separately for each eligible service area. Applicants will compete against other applicants applying to serve the same eligible service area. The Department anticipates awarding one per remaining eligible service area.
   2. Review and Selection Process
      1. Merit-Based Review
         1. The Merit Based Review will be conducted by a review team comprised of three or more internal and/or external reviewers. Internal reviewers are individuals employed by IDHS, contractual staff or individuals working as interns from an Illinois academic institution. External reviewers are those individuals not employed by IDHS who have volunteered to review applications, have subject matter expertise and/or grant reviewing experience and have been screened for any potential conflict of interest with their assigned applications.
         2. The review teams will be provided with a Merit Based Review Committee Member Orientation Session.
         3. After the orientation session, applications will be reviewed and scored individually. The Review Team scores will be compiled and averaged on a Merit Based Review Summary Score Sheet.
         4. The Bureau Chief or designee will then conduct an initial quality assurance review which must include the following:
            1. Initial review of the summary score sheet to identify scoring discrepancies
            2. Determine whether reviewers properly applied Merit Based Review steps as instructed
            3. Identify any obvious infractions of committee members' independence in the review process.
            4. Assess whether reviewers properly completed all section of the MBR Scoring Sheet. Reviewer score sheets may be returned to the reviewer to improve legibility and completeness of comments
            5. Determine whether all facets of the review and scoring process were adhered to and consistently applied by reviewers.
         5. Following the initial quality assurance review, a post-merit based review committee meeting will be held. The review committee meeting is required for all competitive merit based reviews and will be facilitated by the Bureau Chief or designee. The following apply:
            1. Each review team assigned application will be discussed by team members, including application highlights, concerns, application mandates / requirements etc.
            2. Scoring disparities will be identified, addressed and resolved. For each application, if a significant disparity exists between reviewer scores (based on a set formula), review team members will collectively examine the application and discuss comments to ensure team members have not missed items within the application that other team members may have identified including application mandates / requirements etc. Application highlights and concerns will also be discussed.
            3. Individual scores must be revised if a reviewer determines that they have missed information in the application.
            4. Scoring revisions resulting from discussions must be documented on the respective scoring sheet with written commentary to support the revision.
         6. Once the post merit-based review meeting has been held and individual scores have been revised and resubmitted (as necessary), the Review Team member scores will be updated, compiled and averaged on the Merit Based Review Summary Score Sheet.
         7. At any time during the merit-based review or post-review process:
            1. If it is determined that there was the possibility of impropriety on the part of any reviewer, upon written request and with the approval of the Associate Director, the Department reserves the right to remove from consideration the reviewer scores and comments from consideration. This action must be documented in writing and must include the reason for removal
            2. If the removal of a reviewer scores and comments results in fewer than 3 reviewers scoring the application, the Department will assign an alternate reviewer to the application. This reviewer will be afforded all the same guidance, instruction and time to complete the review task. Once completed, the process will resume as required.
         8. After the updated Review Scores have been compiled and averaged, the Bureau Chief will then prepare preliminary funding recommendations for the Associate Director. These recommendations may include a final eligibility review of recommended applications to confirm applicant meets eligibility and mandated requirements. Funding recommendations may also include consideration of other factors such as geographical distribution, demonstrated need, demonstrated community presence, agency past performance as a state grantee etc., and other items identified under Section A: Program Description; 2. Intent of the Notice of Funding Opportunity.
         9. Based on the preliminary recommendations and other considerations listed above, the Associate Director will prepare funding recommendations for the Director.
         10. Upon approval from the Director, recommendations will be presented to the Assistant Secretary for the Office of Firearm Violence Prevention for consideration and final award determination. In making a final funding determination, the Assistant Secretary may include consideration of other factors such as geographical distribution, demonstrated need, demonstrated community presence, agency past performance as a state grantee etc., and other items identified under Section A: Program Description; 2. Funding Priorities.
      2. Criteria and Weighting of Each Criteria
         Scoring will be on a 100-point scale. Application Narratives will be evaluated on the following criteria:
         

         SECTION	POINTS
         Executive Summary	5 Points
         Capacity - Agency Qualifications/Organizational Capacity	35 Points
         Need - Description of Need	10 Points
         Equity and Racial Justice	10 Points
         Quality - Description of Program Design and Services	30 Points
         Budget Narrative*	10 Points
         TOTAL	100 POINTS

         * IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. If the Uniform Grant Budget is not in this status by the application due date and time, 5 points will be deducted for the Budget Narrative section of the application.
         The application criteria to be reviewed and scored are found under each category in this announcement in Section D. Application and Submission Information, 2. Content and Form of Application Submission; Proposal Narrative Content.
         This award is not subject to Cost Sharing/Matching. 
      3. Selection Process
         As described in the Criteria section above, scoring will be done by committee on a 100-point scale. The numerical score may not be the sole award criterion. The Department & the OFVP reserve the right to consider other factors such as: geographical distribution, demonstrated need, demonstrated community presence, and agency past performance as a state grantee, etc. and other factors identified under Section A: Program Description; 2. Funding Priorities.
         While the score/recommendation of the review panel will be a key factor in the funding decision, the OFVP maintains final authority over funding decisions and considers the findings of the review panel to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
         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
         • Not fund any of the tied applications or
         • Assign a new 3-person review team to review and score both applications to break the tie.
           The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
   3. Merit-Based Review Appeal Process
      1. 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).
      2. Appeals submission IDHS contact information:
         Name of Agency contact for appeals: Reshma Desai
         Email of Agency contact for appeals: DHS.ViolencePreventionServices@illinois.gov
         Email Subject Line: "agency name VPCC 444-80-3023 Appeal Reshma"
      3. Submission of Appeal.
         1. 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.
         2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
         3. The written appeal shall include at a minimum the following:
            1. Name and address of the appealing party;
            2. Identification of the grant; and
            3. Statement of reasons for the appeal.
            4. Supporting documentation, if applicable
      4. Response to Appeal.
         1. IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
         2. 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.
         3. The appealing party must supply any additional information requested by IDHS within the time period set in the request.
      5. Resolution
         1. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
         2. 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.
         3. The Agency will resolve the appeal by means of written determination.
         4. The determination shall include, but not be limited to:
            1. Review of the appeal;
            2. Appeal determination; and
            3. Rationale for the determination.
   4. Simplified Acquisition Threshold
      Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold, currently $250,000 (Refer to 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.
6. 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:
      1. Grant award amount
      2. The terms and conditions of the award.
      3. 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. Refer to Section C. Eligibility Information and Grant Funding Requirements, 6. Registration in CSA.
         
         The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
         Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov
         A written Notice of Denial shall be sent to the 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 at Fiscal Year 23 Uniform Grant Agreements (state.il.us).pdf
      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:
      1. Forms
         1. Periodic Financial Report (PFR)
            1. The Provider will submit monthly expenditure documentation and certification forms (EDCFs), quarterly and final Periodic Financial Reports (PFRs) in the format prescribed by the Department.
            2. These monthly reports must be submitted no later than the 15th of each month for the preceding month by email.
            3. The quarterly reports must be submitted no later than the 15th of the month following the end of the quarter; Quarter 1 (July 1 - September 30) is due October 15th; Quarter 2 (October 1-December 31st) is due - January 15th, Quarter 3 (January 1- March 31st) is due - April 15th, and Quarter 4 (April 1st -June 30th) is due - July 15th).
            4. The final (cumulative fiscal year) Periodic Financial report is due July 15th of the next fiscal year.
         2. Periodic Performance Report (PPR)
            1. The provider will provide monthly status reports to the OFVP in the format prescribed by the Department.
            2. The Provider will submit quarterly and final Periodic Performance Reports (PPRs) in the format prescribed by the Department.
            3. The quarterly reports must be submitted no later than the 15th of the month following the end of the quarter; Quarter 1 (July 1 - September 30) is due October 15th; Quarter 2 (October 1-December 31st) is due - January 15th, Quarter 3 (January 1- March 31st) is due - April 15th, and Quarter 4 (April 1st -June 30th) is due - July 15th).
            4. The final (cumulative fiscal year) Periodic Financial report is due July 15th of the next fiscal year.
         3. 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.
      2. Annual Audit in conformance with Audit Requirements set forth in the grant agreement.
      3. Recordkeeping Requirements.
         The Provider is required to maintain until December 31, 2031 adequate books, all financial records and supporting documents, statistical records, and all other records pertinent to this Award. If any litigation, claim, or audit is started before the expiration of the retention period, the records must be retained until all litigation, claims or audit exceptions involving the records have been resolved and final action taken. The Provider agrees to provide or make available all records related to this grant upon request.
      4. ARPA Coronavirus State Fiscal Recovery Funds (CSFRF) Compliance and Reporting
         See Treasury's CSFRF Reporting Requirements, available at: Recipient Compliance and Reporting Responsibilities | U.S. Department of the Treasury
         Non-compliance with any of the above reporting requirements, including timeliness of reports may lead to being placed on the Illinois Stop Payment List.
   4. Payment Terms
      The Illinois Department of Human Services (IDHS) payment 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).
      The three award payment methods are described below:
      1. Advance Payment (Advance and Reconcile)
         1. 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. Cash Budgets must be signed by either the Chief Executive Officer (or equivalent) or Chief Financial Officer (or equivalent) for the entity. The executive's signature certifies that their entity complies with the requirements set forth in 2 CFR 200.302 (Financial Management) and 44 Ill. Admin. Code 7000.120(b)(i)(A) (Advance Payments).
         2. Advance payments must be limited to the minimum amounts needed and be timed to be in accordance with the actual, immediate cash requirements of the grantee in carrying out the purpose of the program.
         3. 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 be submitted on or before the 15th calendar day following the end of each monthly invoice period 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.
         4. 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.
         5. 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.
         6. Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
         7. Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.
      2. Reimbursement
         1. 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.
         2. 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 15 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
         3. Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor
      3. Working Capital Advance
         1. Grantees may request separate working capital advance payments. Requests must be submitted on the IDHS Advance Payment Request Cash Budget Template (Cash Budget) to the respective grant Program Manager. The Cash Budget must include monthly cash requirements for every month of the grant term. Requests must be signed by either the Chief Executive Officer (or equivalent) or the Chief Financial Officer (or equivalent) for the entity. The executive's signature certifies the cash requirements are actual expected costs.
         2. 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.
         3. 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.
         4. Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
         5. Working Capital Advance Payments are limited to a single occurrence per grant term.
         6. Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.
      4. Final Payment
         The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Applicant's records as provided in the Agreement.
      5. Stop Payment
         The Grant Accountability and Transparency Act (GATA) protects the quality of grant programs by limiting fraud, waste and abuse. GATA specifically requires the Governor's Office of Management and Budget (GOMB) to maintain a "list of individuals and entities that are ineligible, either temporarily or permanently, to receive an award of grant funds from the State." 30 ILCS 708/60(a)(8). In response to this requirement, the State of Illinois has set policy known as the Grantee Compliance Enforcement System (GCES) based on established federal law and supporting guidance. The system, Stop Pay List Tracking System (SPLTS), will only be used to track non-compliance of grantees.
         Non-compliance issues are classified as follows:
         1. Temporary Stop Payment Status:
            1. Late performance or expense reporting;
            2. Failure to clear fiscal/administrative monitoring issue(s);
            3. Failure to submit a timely audit report;
            4. Failure to respond to audit report or monitoring review corrective action for deficiencies and material weaknesses;
            5. Failure to submit a required refund payment or a payment missing from the payment plan; or
            6. Factually based discretionary issue documented by the leadership within the awarding agency.
         2. Permanent Stop Payment Status:
            1. Facts documented by the applicable state agency including but not limited to:
               1. Conviction of or civil judgment for commission of fraud or a criminal offense, violation of federal or state antitrust statutes, commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, tax evasion, or commission of any other offense indicating a lack of business integrity or business honesty that seriously and directly affects present responsibility.
               2. Violation of grant terms or a transaction so serious as to affect the integrity of the program such as a willful failure to perform in accordance with grant terms, a history of failure to perform or of unsatisfactory performance, or a willful violation of statutory or regulatory provisions or requirements application to a grant.
                  Any other cause so serious or compelling in nature that it affects present responsibilities
            2. Fraud documented by the Office of the Executive Inspector General and/or other Governmental entity's investigation.
      6. Repayment
         In the event payments made by the Department to the Applicant exceed the total amount of Applicant reported and Department authorized expenditures, the Applicant will be required to issue a repayment to the Department in an amount equal to the overpayment.
      7. Pre-Award Costs
         Pre-Award costs prior to the execution of the agreement will be allowed under the following conditions: 1.) the Provider must have received and accepted the Notice of State Award (NOSA) AND, 2.) Submitted any and all requested program plan and budget revisions per the NOSA; AND 3.) May NOT incur pre-award costs prior to the contract start date.
      8. Payment Forms
         • Expenditure Documentation & Certification Form
         • Advance Payment Request Cash Budget Form (IL444-4985) (Appendix K)
7. State Awarding Agency Contact(s)
   1. Point of Contact
      Name:  Reshma Desai
      Email Address: DHS.ViolencePreventionServices@illinois.gov
   2. Questions and Answers
      If you have questions relating to this NOFO, please send them via email to: DHS.ViolencePreventionServices@illinois.gov with "GI-TIBHS" in the subject line of the email. Beginning 3/8/2023 questions with their respective answers will be posted on the IDHS website at this link. Questions and answers will be updated frequently as new questions are received. Applicants are responsible for checking frequently as the responses provided may have an impact on their ability to submit a responsive application. Only written answers posted on the website will be considered valid and official.
      The final deadline to submit any written questions regarding this Funding Notice will be Wednesday day; 4/12/2023. The Final listing of Q&A will be posted by End of Day on Friday, 4/14/2023
8. Other Information, if applicable
   To apply for state funding, organizations must be prequalified in accordance with the Grant Accountability and Transparency Act (GATA). Organizations can register and prequalify in the Illinois GATA Grantee Portal at any point prior to applying for funding. If an organization is in the process of applying for a specific funding opportunity, prequalification must be completed prior to the application due date listed in the Notice of Funding Opportunity (NOFO).
   IDHS is offering several options for assistance to ensure that your organization is prequalified and therefore, eligible to apply for this opportunity. These assistance options are NOT MANDATORY and will not affect your application score. If your organization has not successfully applied for state funding previously, IDHS encourages organizations to take advantage of these options; there is no cost to participate.
   Please refer to Appendix C for detailed information regarding available technical assistance options.
9. Mandatory Forms - Required for grant program
   • Uniform Application for State Grant Assistance (Appendix B)
   • Project Narrative and Attachments (Refer to Section D. Application and Submission Information, 5. Other Submission Requirements for a list of required attachments)
   • Uniform Grant Budget (printed from CSA)
   • Grantee Conflict of Interest Disclosure (Appendix J)