510-RTLR Regions The Living Room (25-444-22-1484)

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	Non-Discretionary/Renewal
Funding Opportunity Title	510-RTLR Regions The Living Room
Funding Opportunity Number	25-444-22-1484
Application Posting Date	March 7, 2024
Application Closing Date	April 8, 2024, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number	444-22-1484
Catalog of State Financial Assistance (CSFA) Popular Name	510-RTLR Regions The Living Room
Catalog of Federal Domestic Assistance (CFDA) Number(s)	NA

• Community Service Agreements (CSA) Tracking System
• Centralized Repository Vault (CRV)
• GATA Learning Management System (LMS)

A. Program Description

1. Program Summary

• The Living Room Program operates from the Crisis Now concept and is designed for individuals in need of a crisis-respite program with services and supports designed to proactively divert crises and break the cycle of psychiatric hospitalization. Individuals experiencing psychiatric crises may self-refer or may be referred by first responders or other organizations with which an individual experiencing a crisis may come in contact. All guests seen at the Living Room must be served in some way by the Program; no person should be turned away at the door. Services include but are not limited to screening, linkage to another level of care, and on-site support.

  Upon arrival at the Living Room a guest must be greeted by a Recovery Support Specialist (RSS) who explains the program to the guest in simple terms. Services and supports will be designed and delivered by the RSS staff working with the guest and will focuses on practices including recovery orientation, trauma-informed care, a commitment to Zero Suicide, and community collaboration. Interventions should include non-traditional supports such as art, music, and other methods of expression; peer-to-peer support among guests serve; and other complementary and holistic supports. Participation in the Living Room will be voluntary and based on the individual guest's strengths and choice.

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 Grantee will subcontract for or directly operate a Living Room Program, providing short-term crisis respite within a safe, inviting, home-like atmosphere that offers non-clinical services provided by recovery support specialists, designed to proactively divert individuals in crisis from emergency departments and jails.

  The Living Room Program is based on a philosophy that crises are an opportunity for growth and learning. The Living Room Program operates from the Crisis Now approach, designed to divert individuals in self-defined crises from emergency departments and jails by developing services that match people's needs. The Crisis Now approach promotes services built on recovery-oriented practices, trauma-informed care, significant use of recovery support staff, a commitment to Zero Suicide/Suicide Safer Care, strong commitments to safety for individuals served and staff providing services, and collaboration with law enforcement.

  Although Living Rooms do not fulfill all necessary criteria to be considered Crisis Stabilization Centers according to SAMHSA's "National Guidelines for Behavioral Health Crisis Care: Best Practice Toolkit," they serve as an important component of the crisis continuum in Illinois.

• Program Components and Expectations

  • Individuals Served

    The Living Room Program serves individuals (herein after referred to as guests/potential guests) who are experiencing crises. Crisis is defined by the guest/potential guest, not by the program. Guests may self-refer (walk-in) to the program or may be referred by outside entities, including but not limited to other components of the crisis continuum (e.g., 988, hotlines, warm lines, and mobile crisis response teams), first responders (police, fire, EMT, etc.), medical personnel (primary care physicians, emergency departments, etc.), and other social service organizations. Under some circumstances guests may also be served remotely via phone or tele psych platforms. (i.e... pandemic management protocol, support via phone when a potential guest does not actually present in person)

5. Performance Requirements

• The physical environment of the Living Room will be designed in a manner that is safe, welcoming, and inviting, with both private and common spaces for guests.
• The Living Room must be staffed to operate 24 hours a day, 365 days a year.
• The Living Room must be always staffed by a minimum of two people, one of whom must be a Recovery Support Specialist (RSS).
• The Living Room Program staff must always have immediate access to a Qualified Mental Health Professional (QMHP).
• Any person working in the Living Room Program must complete a two-hour DMH video-based training prior to beginning work in the Living Room Program.
• Any person working in the Living Room Program must complete 16 hours of CRSS/CPRS training within one year of date of hire and annually.
• Any person working in the Living Room Program must follow the National Practice Guidelines for Peer Support Specialists and Supervisors.
• All guests/potential guests who contact the Living Room will be served by the Program.
• All guests/potential guests will be screened for suicide and homicide risk.
• Services and supports will be based on the strengths of the guest served and address whole health, wellness, and life in the community.
• Services and supports will be designed and delivered by the Recovery Support Specialist staff who work in the Living Room Program.
• Participation in any services and supports offered is to be voluntary and entirely based on the guest's choice.
• All guests/potential guests will be given the opportunity to provide feedback on their experience at the conclusion of the service contact.
• The Grantee and any subcontractor will develop and implement an outreach and engagement plan for direct connection with guests who would benefit from access to the Living Room Program.
• The Grantee and any subcontractor will build and maintain relationships with other social service organizations, including but not limited to other components of the crisis continuum (e.g., 988, hotlines, warm lines, and mobile crisis response teams), first responders (police, fire, EMT, etc.), medical personnel (primary care physicians, emergency departments, etc.).
• The Grantee and any subcontractors must develop standard operating principles and procedures that define the Living Room Program.
• The Living Room Program must develop a quality improvement policy and procedure that incorporates guest feedback.
• A minimum of one Living Room Program staff per site is expected to participate in the DMH-led Living Room Program (LRP) Learning Collaborative.

6. Performance Measures

• Number of potential guests provided services remotely (phone or tele psych) who do not present in person at the physical Living Room Program site.
• Number of unduplicated guests referred.
• Number of unduplicated guest walk-ins to the Living Room.
• Number of unduplicated guests referred, or who walk-in to the Living Room.
• Number of unduplicated guests screened for suicide and homicide risk.
• Number of unduplicated guests linked to another level of care.
• Number of unduplicated guests provided on-site support.
• Number of unduplicated guests who completed a guest feedback survey.
• Number of unduplicated guests with a prior Living Room experience.
• Total number of guests (referrals and walk-ins) to the Living Room. (Each visit by a guest must be counted towards this minimum requirement).
• Total number of guests (referrals and walk-ins) seen by a Recovery Support Specialists.
• Number of outreach and engagement activities conducted.
• Number of Living Room Program staff who participated in DMH-led LRP Learning Collaborative.

7. Performance Standards

• Minimum of 25 unduplicated guests referred, or who walk-in to the Living Room.
• Minimum of 50 total guests referred, or who walk-in to the Living Room. (Each visit by a guest must be counted towards this minimum requirement).
• 100% of the total number of guests (referrals and walk-ins) were seen by a Recovery Support Specialist.
• Minimum of 1 outreach and engagement activity.
• Minimum of 1 Living Room Program staff participated in DMH-led LRP Learning Collaborative.

B. Funding Information

1. Total Amount of Funding

• The Department anticipates the availability of approximately $25,650,000 in funding.
• The source of funding for this program is State funds.

2. Number of Grant Awards

• The Department anticipates funding approximately 20 grant awards to provide this program.

3. Expected Amounts of Individual Grant Awards

• The Department anticipates that grant awards will be between $680,000 and $2,775,000.

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

• Previous funding amounts per grant award on average was $1,184,395.

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

• This program will be awarded as a 12-month term agreement.
• This is the first renewal of two.
• Renewals are at the sole discretion of IDHS and are contingent on meeting the following criteria:
  • Applicant has performed satisfactorily during the most recent past funding period.
  • All required reports have been submitted on time, unless a written exception has been provided by the Division.
  • No outstanding issues are present (i.e. in good standing with all pre-qualification requirements); and
  • Funding for the budget year has been appropriated in the state's approved fiscal year budget.

7. Type of Assistance Instrument

• This is a non-discretionary 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 applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
• The release of this funding opportunity does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

1. Eligible Applicants

• This non-discretionary funding opportunity is limited to applicants that meet the following requirements:
  • This funding opportunity is limited to those who currently have an award for this program.
  • The types of applicants that may apply for the grant award are:
    • Nonprofit Organizations
    • For-Profit Organizations
  • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

2. Prequalification

• Applicants will not be eligible to apply for a grant 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 until applicant is prequalified.
• 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;
  • Organization's primary phone number;
  • Organization's fiscal year-end date
• 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 Costs may be applied to this grant award. Indirect cost rates must be approved.

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:
  • Centralized Indirect Cost Rate User Manual
  • GATA

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 materials necessary for submission.
• Additional copies may be obtained by contacting the Division of Mental Health by emailing 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
  • Project Narrative
  • Conflict-of-Interest Disclosure
  • Subcontractor Budgets, if applicable
  • Advance Payment Request Cash Budget Form, if applicable

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.

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 must 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 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 April 15, 202412:00 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 April 8, 2024 at Noon Central Time.
• Applicants must electronically submit the complete application including all required narratives and attachments.
• IDHS cannot guarantee a start date of July 1, 2024, if application submissions are received after the due date referenced in the Program Summary above.
• Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time it was submitted, along with the email address to which it was sent. The email of the original sender of the application will be used for official communication between the Department and the applicant organization for matters regarding this application.
• Applicants will receive an email to notify them that the application was received. The email reply will be sent to the original sender of the application materials.
• The subject line of the email MUST state:
  • Your Entity's name
  • Program 510-RTLR Regions The Living Room

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. 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. Project Narrative

• A Project Narrative is required to support the Uniform Application for State Grant Assistance (GA) for non-competitive grants. The purpose of the Project Narrative is to describe the organization's program activities and design for implementing and administering the program for the upcoming State Fiscal Year (SFY). This Project Narrative will include information that is specific to your organization's proposed program services and be considered part of your grant agreement. Submission of this Project Narrative is required to fulfill contractual obligations.

2. 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 non-discretionary opportunity 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)
• 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

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.
  • PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov  
  • PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov
  • PPR and PRTP Email Address for All Grants: DHS.DMHQuarterlyReports@illinois.gov
• 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.
  • 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

  • Monthly Invoice (IL444-5257)
  • Advance Payment Request Cash Budget Form (IL444-4985) Only if requesting an advance payment

G. State Awarding Agency Contact(s)

• If you have questions about this Grant, please contact:
  • Rob Putnam
  • Email: DHS.DMHGrantApp@illinois.gov  

H. Other Information

• Program Websites
  • Mental Health Grants - FY25
  • IDHS Grants
  • IDHS website

I. Mandatory Forms

• Uniform Application for State Grant Assistance
• Project Narrative 
• Uniform Grant Budget Template (Submit in CSA)| Instructions
• Subcontract Budget, if applicable submit as a separate attachment
• Conflict of Interest Disclosure submit as a separate attachment
• Advance Payment Request Cash Budget Form (IL444-4985) submit as a separate attachment (no submission will result in default to Reimbursement Method)