121 Mental Health Juvenile Justice (25-444-22-0631-01)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Mental Health
Agency Contact

Rob Putnam

DHS.DMHGrantApp@illinois.gov
Announcement Type Discretionary
Funding Opportunity Title 121 Mental Health Juvenile Justice
Funding Opportunity Number 25-444-22-0631-01
Application Posting Date February 1, 2024
Application Closing Date March 1, 2024, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-0631
Catalog of State Financial Assistance (CSFA) Popular Name 121 Mental Health Juvenile Justice
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA
Award Funding Source State
Estimated Total Program Funding $3,500,000
Anticipated Number of Awards 25
Award Range $40,000 - $300,000
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Technical Assistance Session Session Offered: Yes
Session Mandatory: No
Date/Time: 2/16/24  1:30PM - 3:00PM CST
Registration Link

A. Program Description

1. Program Summary

  • The Mental Health Juvenile Justice (MHJJ) Program functions as a point of contact between the Illinois Juvenile Court System, probation, schools, the community and the MHJJ Liaison employed by the community grantee. It is the responsibility of the MHJJ Liaison to build these collaborative relationships to identify and obtain referrals of youth with or at risk of mental health concerns. The MHJJ Liaison also provides training and technical assistance to referral sources in understanding the potential mental health needs of youth involved in their system. The MHJJ Liaison utilizes the MHJJ screening tool and then works collaboratively with the individual youth, family, the Managed Care Organization, and the referring individuals from either the Illinois Juvenile Court System, probation, school or community, to link the youth and family with any necessary community-based mental health and social services.

2. Funding Priorities or Focus Areas

  • IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize diversity throughout its service provision process. This work involves addressing 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.

3. Authorizing Statutes or Regulations

  • 59 Ill. Admin, Code 132 (Rule 132), Section 132.150g
  • Mental Health Community Services Act (405 ILCS 30/ Section (f))
  • Illinois Administrative Code Part 7000 Grant Accountability and Transparency Act

4. Project Description

  • The Mental Health Juvenile Justice (MHJJ) Program functions as a point of contact between the Illinois Juvenile Court System, probation, schools, the community and the MHJJ Liaison employed by a community Grantee. It is the responsibility of the MHJJ Liaison to build these collaborative relationships so as to identify court involved or at-risk youth who present with mental health concerns and provide linkage to community-based services as needed. To be successful in this role, the MHJJ Liaison utilizes the information noted in the referral form and screens for potential program participation. The MHJJ Liaison then works collaboratively with the individual youth, his/her family, and referring source(s) to link the youth and his/her family to community-based mental health and social services and provide ongoing case monitoring, revising the engagement plan as needed.

5. Performance Requirements

  • The MHJJ Liaison will build collaborative relationships with the local Juvenile Courts, detention centers, probation departments, schools, and other community resources to educate and advocate about the MHJJ Program and the type of youth that may qualify for services. This includes deploying the MHJJ referral form and developing a referral process for these systems when they have identified a court involved or at-risk youth.
  • The MHJJ Liaison will confirm receipt of the referral with the referring source within 3 days of receiving it. If unable to provide services or if there is difficulty in contacting the youth, the Liaison will promptly notify the referral source.
  • The MHJJ Liaison will work with the youth and the youth's family, to establish a comprehensive engagement plan including, but not limited to, mental health services, evidence-based programs, substance abuse treatment, school tutoring, and social services within the first 14 days of receiving a referral. The MHJJ Liaison will also provide ongoing case monitoring to ensure continued service linkage and will revise engagement plan as necessary.
  • The MHJJ Grantee will track and report performance measures and progress reports to the DHS/DMH as described in A6. Performance Measures, A7. Performance Standards, and F3. Reporting.

6. Performance Measures

  • Number of referrals received by the MHJJ Liaison during this reporting period.
  • Number of referring sources referring youth(s) to the MHJJ Liaison.
  • Number of referring sources contacted by the MHJJ Liaison to confirm referrals within 3 days of receipt.
  • Number of referrals for whom the MHJJ Liaison determined services cannot be provided.
  • Number of referring sources referring youth(s) to the MHJJ Liaison for whom it was determined, services cannot be provided.
  • Number of referring sources notified of referrals for whom the MHJJ Liaison determined services cannot be provided.
  • Number of eligible referrals the MHJJ Liaison established a comprehensive treatment plan for within 14 days of receiving the referral.
  • Number of eligible referrals that were successfully linked to at least one service provider/program.
  • Number of eligible referrals that were successfully linked to two or more service providers/programs.
  • Number of youths who discontinued services of MHJJ program in this period.
  • Number of youths successfully discharged from MHJJ program in this period.
  • Total number of active youth currently being monitored/served.

7. Performance Standards

  • 100% of referring sources were contacted by the MHJJ Liaison to confirm referrals within 3 days of receipt.
  • 100% of referring sources were notified by the MHJJ Liaison of referrals for whom it was determined services cannot be provided.
  • 100% of eligible referrals the MHJJ Liaison established a comprehensive treatment plan within 14 days of receiving the referral.
  • 100% of eligible referrals the MHJJ Liaison linked to at least one service provider/program.
  • 80% of eligible referrals were successfully linked to two or more service providers/programs.

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $3,500,000 in funding.
  • The source of funding for this program is State funds.

2. Number of Grant Awards

  • The Department anticipates funding approximately 25 grant awards to provide this program.

3. Expected Amounts of Individual Grant Awards

  • The Department anticipates that grant awards will be between $40,000 and $300,000.

4. Amount of Funding per Grant Award on average in previous years

  • Previous funding amounts per grant award on average was $159,360.

5. Anticipated Start Dates and Periods of Performance for new grant awards.

  • Subject to appropriation, the grant period will begin no sooner than July 1, 2024, and will continue through June 30, 2025.

6. Renewal or Supplementation of existing projects eligibility.

  • Applications for renewal or supplementation of existing projects are eligible to compete with applications for new State awards.
  • Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on performance and sufficient appropriation.

7. Type of Assistance Instrument

  • This is a discretionary grant award funding opportunity.

8. Procurement Contract Allowability

  • Subcontract Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
  • The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

1. Eligible Applicants

  • This discretionary funding opportunity is limited to applicants that meet the following requirements:
    • The types of applicants that may apply for the grant award are: 
      • Government Organizations
      • Education Organizations
      • Nonprofit Organizations
      • For-profit Organizations
    • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

2. Prequalification

  • Applicant entities will not be eligible to apply for a grant award until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment or the Illinois Debarred and Suspended List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive UEI, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.
  • For assistance navigating government application prequalification procedure, refer to IDHS GATA Prequalification Assistance.
  • Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.
  • The following information is required to complete registration:
    • Organization's Unique Entity Identifier (UEI); For additional information on UEI, refer to Section Unique Entity Identifier and System for Award Management (SAM) below;
    • Organization's Federal Employer Identification Number (FEIN);
    • Organization type;
    • Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
    • Organization's name;
    • Organization's mailing address;
    • Organization's primary email address; o Organization's primary phone number;
    • Organization's fiscal year-end date
  • Successful Applicants will not receive an award if pre-award requirements are not met. See Section D for more information.
  • Funding Restrictions - See Section D for funding restriction impacting eligibility.

3. Cost Sharing or Match Requirements

  • Providers are not required to participate in cost sharing or provide match.
  • Serves as Maintenance of Effort to the Federal Substance Abuse and Mental Health Services Administration Community Mental Health Block Grant.

4. Indirect Cost Rates

Indirect Cost Requirements and Restrictions

  • In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
  • Every organization that receives a state award must make an indirect cost rate proposal or election in the State of Illinois Grantee Portal, Centralized Indirect Cost Rate Election System, including organizations that are choosing not to claim payment for indirect costs.
  • Indirect Cost Rate Election:
    • Federally Negotiated Rate: Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA and submit an Indirect Cost Rate Proposal in the Illinois Centralized Indirect Cost Rate System.
    • 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 Illinois Centralized Indirect Cost Rate System if they do not have a Federally Negotiated Rate and would like to negotiate a rate with the State of Illinois.
    • De Minimis Rate: An organization may elect a De Minimis rate of 10% of modified total direct cost (MTDC)**. Once established, the De Minimis rate may be used indefinitely. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.

      **2 CFR § 200.68 Modified Total Direct Cost (MTDC). MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subrecipient s up to the first $25,000 of each subaward or subcontractor (regardless of the period of performance of the subawards and subrecipients 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 subcontractor in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

    • No Rate: Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into the Indirect Cost Rate Election System.
    • State Funded Universities/Institutions: Maximum reimbursement for indirect costs is restricted to 10% Off Campus and 20% On Campus with MTDC base.
  • The Illinois Centralized Indirect Cost Rate System will allow your organization to document your already established federally approved indirect cost rate or complete an indirect cost rate proposal (see State Negotiated Rate above). Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
  • Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification. If the organization elects to submit a Federally Negotiated Rate or a State Negotiated Rate, they will receive an invitation to submit their proposal in the Illinois Centralized Indirect Cost Rate System.
  • Organizations that have previously established an indirect cost rate election and would like to continue with a Federal or State Negotiated Rate must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
  • Organizations that do not make a submission inside the Illinois Centralized Indirect Cost Rate System within the required timeframes will not be allowed to claim indirect cost reimbursement.
  • For more information, see:

5. Registration in CSA

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

6. Limit on Number of Applications

  • More than one application per entity is not permitted.

D. Application and Submission Information

1. Address to Request Application Package

  • The complete application package (including links to required forms) is available throughout this opportunity. 
  • Each applicant must have access to the internet. The Department's website 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 website and comply with any instructions or requirements relating to the NOFO.
  • Additional copies may be obtained by emailing the Division of Mental Health at DHS.DMHGrantApp@illinois.gov.

 2. Content and Form of Application Submission

Required Content

  • Applications must include the required documents and demonstrate that the program eligibility requirements have been met. The Department will not contact applicants for missing items listed below. Applicants that do not include all the following documents will be considered substantially incomplete and will not be considered for funding.
  • All Application Materials should be submitted in one email (size permitting), as separate pdf documents:
    • Uniform Application for State Grant Assistance
    • Program Narrative
    • Conflict-of-Interest Disclosure
    • Subcontractor Budgets, if applicable
    • Advance Payment Request Cash Budget Form, if applicable

Program Narrative

  • IMPORTANT: Each applicant is required to submit a Program Narrative. The Program Narrative makes up the bulk of the application. If the Program Narrative is missing from your application package, 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.
  • The maximum possible score is 100 points. All submissions will be reviewed, evaluated, and based on the Criteria listed below.

Program Narrative Content and Attachments

  • 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.
  • Label each section of the Program Narrative utilizing the format provided below. Information must be provided in the section in which it is requested.
  • To be successful in the application process, applicants must submit the following information as part of the grant application process. Please provide a complete response to the following sections.

    • Community Identification and Need (not to exceed 2 pages) - 20 points:

      The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will address these needs.

      The applicant should identify the service area that this program proposes to serve by county/counties, municipality/municipalities or other identifiable boundaries. Within the proposed service area, the applicant should provide a description and anticipated scale of the population to be served and any assessment activities undertaken by the agency to identify the target population. Provide a description of need. This should include facts and evidence that support the grant program purpose by describing the proposed population relating to age, ethnicity, standard of living, and family composition.

      Describe the community and/or individual needs or problems that the funding will address. Statistical evidence should be provided to support the contention of the need. Statistical evidence may include informal or formal assessments the agency uses to identify the community's or individual's need for the services to be funded.

    • Capacity/Agency Qualifications (not to exceed 2 pages) - 20 points:

      Present an accurate picture of the applicant's ability to meet the program requirements and to address the needs in the preceding Community Identification and Need section. Describe in detail the applicant's administrative, technical and programmatic ability to carry out proposed program. Describe the Agency's mission, history and experience in providing services to the target population.

      Describe the agency's capability and past success in creating and maintaining community linkages and collaborations to identify referrals and to provide services to those referred to the applicant. If applicable, identify the community service networks to address program participant service needs not provided by the agency. If intra-agency referrals are used to obtain services for the program participants, identify the areas used within the agency and the referral process.

      Provide the applicant's organizational chart for the proposed program indicating personnel responsible for program-related services. Include an overview and plans for the anticipated staffing structure if positions are being created for the program or are currently vacant and need to be filled. Describe the process the applicant will follow to be fully prepared to provide services by the start date indicated in the NOFO.

      Describe any other resources and other knowledge, skills, and abilities, the applicant possesses or will budget for staffing and operations in order to support the objectives of this program. If applicable, describe the applicant's ability and experience managing subrecipients, including providing technical assistance and capacity building, ensuring GATA requirements, executing sub-awards, fiscal management, obtaining sub-recipients program plans and data, and monitoring, etc.

    • Quality - Description of Program Services (not to exceed 5 pages) - 40 points:

      The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design that indicates its ability to satisfy the requirements of the grant program.

      Describe how your agency determines which participants are eligible for program services. The agency should describe how its MHJJ liaison will facilitate the identification, screening and referral of at-risk and justice-involved youth who present with mental health concerns. The agency's plan to meet timeliness requirements of the program should also be detailed. This includes the requirement to confirm the receipt of referrals within 3 days and the development of a comprehensive engagement plan within 14 days of referral receipt.

      The response should include the types and, where applicable, the names of entities that the applicant plans to partner with to identify and serve the identified population. How will the applicant establish, grow and maintain linkages with courts, detention centers, schools, and other community resources educating them about youth that may qualify for services? How will the applicant educate and advocate with these entities about the program, the referral process and the type of programs and services needed for youth that may qualify for referral and case management?

      Describe the direct service activities provided to program participants including the agency's definition of the activity, the purpose for each activity and how it will be carried out.

      The proposal should describe ways in which the entity will work collaboratively with the individual youth, his/her family, and referring source(s) to link the youth and his/her family to community-based mental health and social services and provide ongoing case monitoring.

      Explain the availability and accessibility of the services to the targeted population. In particular, address the days of the week and the hours of the day that the services will be offered. Include whether appointments are required for services. Also, please indicate the location (agency site, client home, school, community site, etc.) in which the services will be offered and what transportation (agency provided transportation, mass transit, walking due to close proximity, etc.) the client has available to access these services.

    • Data Collection, Evaluation and Reporting Criteria (not to exceed 1 page) - 10 Points:

      To ensure accountability at all levels of service provision, IDHS is implementing the practice of performance-based contracting with its Grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. At a minimum, Grantees will be expected to collect and report data indicators and measures as described in this NOFO.

      Describe the agency's quality assurance process to ensure compliance with stated programmatic design, and achievement of NOFO deliverables. Identify specific staff positions existing or planned within the agency that will be responsible for these activities.

      Describe the agency's capacity to manage data collection and reporting amongst a network of providers and referral sources similar to the ones proposed in the Quality/Description of Program Services section above. Cite past example(s) of these similar activities.

    • Resource Availability (not to exceed 1 page) - 10 points:

      Describe what resources and other knowledge, skill and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program. These may include, but not limited to the availability of space and facilities to carry out this program, equipment and technology, case management software or systems, etc. If the applicant has plans to acquire resources, please provide what resources will be needed and a timeline for acquiring them.

    • Executive Summary (not to exceed 1 page) - Not Scored:

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

Required Forms

  • 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.
  • Page one of the application is pre-populated with the appropriate information. Applicants must not complete anything on Page one. The correct application must be used.
  • On Page three, applicants will need to include the amount for which they are applying and sign.
  • The applicant submission email address will be used for official communication between the Department and the applicant organization for matters regarding this application.

Required Format

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

Budget Requirements

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

Subcontractor budget(s)

  • If applicant is planning to use a subcontractor, a pdf copy of the subcontractor budget must be submitted as a separate pdf document with the other application materials.
  • Subcontractor budgets shall be submitted on the GATA Uniform Grant Budget Template (GOMBGATU-3002).

Grant Fund Use Requirements

  • All applicants will use grant funds according to the guidelines, conditions, and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
  • Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.
  • Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the scope of work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
  • Unallowable costs: Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from IDHS:
    • Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438).
    • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439).
    • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439).
    • Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
    • Deposits for items, services, or space.

Pre-Award Requirements

  • All successful applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is the instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.
  • The deadline to submit the ICQ is March 8, 2024, 12:00 PM (Noon) Central Time.

3. Unique Entity Identifiers and SAM Registration

  • Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
    • Be registered in SAM.gov before the application due date.
    • Provide a valid unique entity identifier (UEI) in its application.
    • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
  • The Department may not make an award until applicant has fully complied with all UEI and SAM requirements.
  • The Department may determine that an applicant is not qualified if they have not complied with requirements and use that determination as a basis to award another applicant.

4. Application Submission Dates and Times

Application Due Date and Time:

  • The Department must receive the Full Application:
    • Due on March 1, 2024 at Noon Central Time.
  • Applicants must electronically submit the complete application including all required narratives and attachments.
  • Applications must be sent electronically to DHS.DMHGrantApp@illinois.gov.  The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.DMHGrantApp@illinois.gov.
  • Include the following in the subject line:
    • Your Agency Name
    • 121 Mental Health Juvenile Justice
  • 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.
  • Applicants will receive an email to notify them that the application was received. Applications and Program Narratives received after the due date and time listed in the NOFO Summary above will NOT be considered for review or funding. There will be no exceptions.
  • Applicants are required to notify the Department within 48 hours of the deadline, 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 within 48 hours, 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 the 48 hours. 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.

Missed Deadlines:

  • 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. 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 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.

5. Intergovernmental Review

  • Not applicable to Illinois State Awards.

6. Funding Restrictions

Pre-Award Costs

  • Pre-award costs are not allowable.
  • IDHS grants are governed by 2 CFR. Part 200, Subpart E-Cost Principles and 30 ILCS 708 which include information on allowable costs, audit requirements, and financial records.

7. Other Submission Requirements

Electronic Submission

  • Applications must be submitted electronically to DHS.DMHGrantApp@illinois.gov.
  • Documents must NOT include a password nor be encrypted.
  • Contact DHS.DMHGrantApp@illinois.gov in the event of technical difficulties.
  • IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.

8. Questions

  • IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Questions and IDHS/DMH Responses "Q&A" will be posted to the Mental Health Grants - FY25 website and updated periodically.
  • Questions about this NOFO, must be sent via email to DHS.DMHGrantApp@illinois.gov.
  • The subject line of the email MUST state:
    • 121 Mental Health Juvenile Justice - Question(s).
  • Questions will ONLY be accepted electronically. Deadline for Questions is February 23, 2024, 12:00 PM (Noon) Central Time.

9. Grantee Conflict of Interest Disclosures

  • Every grantee and subcontractor must disclose in writing any actual or potential Conflict of Interest as part of the grant application packet using the Grantee Conflict of Interest Disclosure Form IL444-5205.
  • Grantee Conflicts of Interest include, but are not limited to:
    • Grantee has an employee, board member, trustee, or immediate family member who: 
      • Holds an elected or appointed office in Illinois.
      • Holds a seat in the Illinois General Assembly.
      • Is an officer or employee of any State board, commission, authority, or holds an elected or appointed position or is employed in any of the offices or agencies of State government.
    • Grantee has a financial interest, including ownership of stocks or bonds, in a firm which is a vendor or contractor.
    • Grantee has outstanding financial commitments to any vendor or contractor.
    • Grantee has a close personal relationship. such as a spouse, dependent child, or member of the technical advisor's household, that may compromise or impair the fairness and impartiality of the technical advisor and grants officer during the solicitation development, proposal evaluation, award selection process, and management of an award.
    • Grantee has any negotiation of employment with current or potential subcontractor or vendor.
  • Additional examples of Grantee Conflicts of Interest can be found in the Grant Accountability and Transparency Act (GATA) Website Resource Library.

E. Application Review Information

1. Criteria

  • All discretionary grant applications are subject to merit review.
  • Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.
  • Applications must follow the instructions in Section D "Application and Submission Information."

2. Review and Selection Process

  • The process for evaluation of the application is as follows:
    • IDHS/DMH staff familiar with the requirements of the program will score and review the application package.
    • Review team members will have no conflicts of interest and will read and evaluate application packages independently.
    • The numerical score may not be the sole award criterion.
    • The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state awardee, etc.
    • While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
  • In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
    • Apply one or more of the additional factors for consideration described above to prioritize the applications; or
    • Partially fund each of the tied applications; or
    • Not fund any of the tied applications.
  • The Department reserves the right to negotiate with applicants to adjust award amounts, targets, deliverables, etc. These negotiations do not obligate IDHS to provide funding, nor should an applicant draw any conclusions about the Department's intentions to fund or not fund the application.

3. Merit Review Appeal Process

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

Submission of Appeal

  • Appeals submission IDHS contact information:
    • Name of Agency contact for appeals: Robert Putnam
    • Email of Agency contact for appeals: DHS.DMHGrantApp@illinois.gov
    • Email Subject Line: Applicant Name - 121 Mental Health Juvenile Justice - Appeal
  • An appeal must be submitted in writing to the appeals submission IDHS contact listed above, who will send it to the IDHS Appeal Review Officer (ARO) for consideration.
  • An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
  • The written appeal shall include at a minimum the following:
    • Name and address of the appealing party
    • Identification of the grant
    • Statement of reasons for the appeal
    • Supporting documentation, if applicable

Response to Appeal

  • IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
  • IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
  • The appealing party must supply any additional information requested by IDHS within the time period set in the request.

Resolution

  • The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
  • In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
  • The Agency will resolve the appeal by means of written determination.
  • The determination shall include, but not be limited to:
    • Review of the appeal.
    • Appeal determination.
    • Rationale for the determination.

4. Simplified Acquisition Threshold - Federal and State Awards

  • Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold (currently $250,000) (Refer to 2 CFR 200 Section 200.1 Definitions). Therefore, the grantee is subject to Simplified Acquisition Threshold and related requirements.
    • IDHS prior to making an award with a total amount greater than the Simplified Acquisition Threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
    • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a State or Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
    • IDHS 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 State and Federal awards when completing the review of risk posed by applicants as described in § 200.206.
  • (From 2 CFR 200.1 Definitions): Simplified Acquisition Threshold means the dollar amount below which a non-Federal entity may purchase property or services using small purchase methods (see § 200.320). Non-Federal entities adopt small purchase procedures in order to expedite the purchase of items at or below the simplified acquisition threshold. The simplified acquisition threshold for procurement activities administered under Federal awards is set by the FAR at 48 CFR part 2, subpart 2.1. The non-Federal entity is responsible for determining an appropriate simplified acquisition threshold based on internal controls, an evaluation of risk, and its documented procurement procedures. However, in no circumstances can this threshold exceed the dollar value established in the FAR (48 CFR part 2, subpart 2.1) for the simplified acquisition threshold. Recipients should determine if local government laws on purchasing apply.

F. Award Administration Information

1. State Award Notices

  • Applicants recommended for funding under this NOFO, following the above review and selection process, will receive a Notice of State Award (NOSA). This notification is sent to the main contact listed in the Grantee Portal; therefore, it is important to keep contact information in the Grantee Portal updated. The NOSA shall include:
    • Grant award amount
    • The terms and conditions of the award
    • Specific conditions, if any, assigned to the applicant based on the fiscal and administrative risk assessment (ICQ) and merit-based review.
  • Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be Accepted or Declined by the grants officer (or equivalent). This acceptance of the NOSA effectively accepts the state award amount and all conditions set forth within the notice. This accepted NOSA is the document authorizing the Department to proceed with issuing a grant agreement. The NOSA must be Accepted or Declined through the Grantee Portal. A hard copy is not required.
  • The NOSA is NOT an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non-State entity's own risk).
  • After the Uniform Grant Agreement is published in the CSA Tracking System, it must be signed, and the signature page submitted to the Office of Contract Administration at DHS.DHSOCA@Illinois.gov.
  • An award is NOT considered to be fully executed until both parties have signed the grant agreement. IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.
  • A written Notice of Non-Selection 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.
  • You can find a sample of the FY25 grant agreement at IDHS Uniform Grant Agreement.

3. Reporting

  • Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:
    • Periodic Financial Reports.
    • Close-out Reports.
    • Periodic Performance Reports.
    • Close-out Performance Reports.
    • 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.
  • If the State share of any State award may include more than $500,000 over the period of performance, applicants are also subject to the reporting requirements reflected in Appendix XII to 2 CFR 200.
  • Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).
  • Grantee shall submit these reports) to the appropriate email address listed below. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the UGA to be reimbursable.
  • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

4. Payment Terms

  • Grantees will receive payment by one of the three payment methodologies (Advance Payment, Reimbursement or Working Capital Advance). Grantees will automatically be paid via Reimbursement Method unless a request for Advance Payment Method or Working Capital Advance Method is made using the IDHS Advance Payment Request Cash Budget Template (Cash Budget).

  • Advance Payment Method (Advance and Reconcile)

    • An initial payment will be processed in an amount equal to the first two months' cash requirements as reflected in the Advance Payment Requirements Forecast (Cash Budget) Form submitted with the Grantee's application. The initial payment will be processed upon execution of the grantee's Uniform Grant Agreement.
    • Grantees must submit monthly invoices in the format and method prescribed in the Grantee's executed Uniform Grant Agreement. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
    • Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor. o Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.

  • Reimbursement Method

    • IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
    • Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. As practicable, Grantor shall process payment within 30 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.

  • Working Capital Advance Method

    • IDHS Grant Program Managers will advance working capital payments to the grantee to cover their estimated disbursement needs for an initial period not to exceed two months of grant expenses. Startup costs may be approved if determined by IDHS Grant Program Managers to be allowable.
    • Grantees must submit monthly invoices for each of the one or two months covered by the Working Capital Advance in the format and method prescribed by the Grantor. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the grantee. For grant programs that have grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
    • Working Capital Advance Payments are limited to a single occurrence per grant term.
    • Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.
  • Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

Payment Forms

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Forms