Summary Information
|
|
| Awarding Agency Name |
Illinois Department of Human Services |
| Awarding Division Name |
Division of Mental Health |
| Agency Contact |
Barb Roberson DHS.DMHGrantApp@illinois.gov |
| Announcement Type |
Non-Discretionary/Renewal |
| Funding Opportunity Title |
230 Outpatient Fitness Restoration |
| Funding Opportunity Number |
25-444-22-2344 |
| 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 |
444-22-2344 |
| Catalog of State Financial Assistance (CSFA) Popular Name |
230 Outpatient Fitness Restoration |
| Catalog of Federal Domestic Assistance (CFDA) Number(s) |
NA |
A. Program Description
1. Program Summary
Outpatient Fitness Restoration provides for outpatient mental health services and fitness education to non-dangerous defendants who are adjudicated unfit to stand trial. The standard for Fitness draws on fundamental principles of fairness to establish that it is both unlawful and unethical for defendants to proceed in a criminal matter without an understanding of the proceedings, its consequences, and the ability to assist their attorneys due to mental illness or intellectual disability. After defendants are adjudicated Unfit to Stand Trial by a judge, they may be committed to restoration in an inpatient or outpatient setting. Illinois courts allow for Fitness Restoration on an outpatient basis and is interested in increasing access to this option for adults and juveniles charged with Misdemeanor and other non-violent offenses for whom outpatient treatment is clinically appropriate. Recognizing that Outpatient Restoration will include a range of customers having varied insurance coverage, the Division of Mental Health clarifies that resources from this grant must not be applied to any costs associated with the delivery of any services and supports that can be reimbursable by the Illinois Department of Healthcare and Family Services (HFS), Medicare, or a private insurance company.
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
A primary goal of outpatient fitness restoration is to provide services in the least restrictive setting for adults and juveniles and to ensure equity in these services across the state. As such, the IDHS/DMH is increasing its focus on alternatives to inpatient restoration treatment and recognizes the need to establish these programs across its recognized regions. Stakeholders and community providers of mental health, social service, and substance use treatment that have the capacity and infrastructure to implement and sustain a program with a full continuum of services for adults and juveniles with mental illness and/or co-occurring psychiatric, intellectual disability or substance use disorders can impact this population that would be best served in the community.
The purpose of this program is to operate an Outpatient Fitness Restoration Program by licensed mental health professionals who will provide community-based fitness restoration services, which include psychiatric, mental health and substance abuse treatment services, as well as legal education, for adults and juveniles found Unfit to Stand Trial (UST) by the County Criminal Courts and remanded by court order to the Department of Human Services for treatment on an outpatient basis. Adults and juveniles will be referred to a Community Mental Health Agency, by the Department of Human Services/Division of Mental Health (IDHS/DMH) Forensics Bureau for court ordered outpatient forensic restoration and treatment services. Services will be provided on site or by telehealth by clinical staff. The Outpatient Fitness Restoration program is designed to (1) reduce the number of adults and juveniles determined to be UST, with mental illness and/or co-occurring psychiatric, intellectual disabilities or substance use disorders, on the State Mental Health Hospital waiting list for inpatient fitness restoration services and, (2) increase prompt access to clinically appropriate outpatient fitness restoration services for adults and juveniles determined to be UST who do not require the restrictiveness of a hospital setting. The IDHS/DMH will provide outpatient fitness restoration training to clinical staff on an ongoing basis as well as provide technical assistance on clinical and administrative matters involving court ordered consumers.
5. Deliverables
Performance Requirements
The Provider will:
- Ensure that the outpatient fitness restoration program meets the statutory requirements of Illinois statutes 725 ILCS 5/104-17.
- Receive training by IDHS/DMH Forensic staff on providing outpatient fitness restoration and to assist with developing written policies and procedures that describe the fitness restoration program.
- Conduct outreach to county court personnel (e.g., Judges, Public Defender's Office, State's Attorney's Office) in the provider's coverage area to inform them about their outpatient fitness restoration program and educate them on the benefits of providing fitness restoration services in the community.
- Conduct outreach and engagement to individuals who are out of custody pending an in-patient admission offering services on an out-patient level.
- Ensure that all policies and procedures for the outpatient restoration program will adhere to HIPAA when applicable.
- Ensure that contact is made (and documented) with adults and juveniles within 48 hours of receipt of a court order for outpatient services.
- Provide and ensure prompt assessment of Program eligibility and intake assessments, with psychosocial assessment, substance abuse screening and risk assessment, as indicated.
- Ensure prompt access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
- Ensure prompt access to legal education using DHS/DMH-approved curricula as needed.
- Complete the 30-day admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18)
- Provide transportation assistance - funding for which is allowable under this program - for adults and juveniles served in the Program who lack adequate funding, resources, or support.
- Provide interpreter services - funding for which it is allowable under this program - for adults and juveniles served in the Program who need these services to engage with the Program and linked services.
- Provide face to face fitness restoration services for adults and juveniles served in the Program to ensure participation and promote adherence and/or through the use of Telehealth where applicable.
- Provide a minimum once weekly contact with fitness restoration consumers, although there is discretion in the frequency or service delivery based on client's needs and care.
- Maintain and follow written procedures and court reporting to establish individual's progress toward restoration and readiness for return to court.
- Provide expert witness testimony to the courts; travel to which should adhere to the Governor's Travel Control Board rules. Provide thorough continuity of care for adults and juveniles completing the Program or who are determined not to be restorable.
- Determine if or when a client needs an inpatient level care and make that referral and report to the court.
- Monitor up to five outpatient NGRI cases.
- Ensure the provision of medication as needed.
- Discharge must be in accordance with 725 ILCS 5/104-20(b) and should ensure that the following are in place:
- Facilitate ongoing services with the appropriate community mental health agency before final discharge from the Program.
- Make provisions for medication and a clearly documented follow up psychiatrist appointment to ensure there will be no lapse in medication compliance after court's final disposition; and
- Assist in any appropriate benefits applications on behalf of any discharged individual.
- Track and document final disposition of closed cases.
6. Performance Measures
- Number of new outpatient referrals (e.g., adult and juvenile) received during the reporting period.
- Number of new outpatient referrals received during the reporting period who received outpatient fitness restoration education and appropriate mental health services as indicated.
- Number of new outpatient referrals received during the reporting period who receive a psychiatric review or assessment.
- Number of outpatient referrals restored to fitness and returned to court or diverted to community treatment if unrestorable as a target goal.
- Number of outpatient referrals linked to community mental health agencies where appropriate.
- Number of outpatient referrals recommended for inpatient fitness restoration services.
- Total number of active outpatient cases being served at the end of the reporting period.
7. Performance Standards
- 80% of outpatient cases referred (adults and juveniles) were served (modifications contingent upon referrals received).
- 100% of accepted outpatient referrals received outpatient fitness restoration education and appropriate mental health services as indicated.
- 80% of outpatient referrals received a psychiatric review or assessment.
- 80% of outpatient referrals were restored to fitness and returned to court or diverted to community treatment if unrestorable as a target goal.
- 100% of outpatient referrals were linked with community providers, where appropriate.
B. Funding Information
1. Total Amount of Funding
- The Department anticipates the availability of approximately $1,528,268 in funding.
- The source of funding for this program is State funds.
2. Number of Grant Awards
- The Department anticipates funding approximately 13 grant awards to provide this program.
3. Expected Amounts of Individual Grant Awards
- The Department anticipates that grant awards will be between $17,066 and $355,116.
4. Amount of Funding per Grant Award on average in previous years
- Previous funding amounts per grant award on average was $117,559.
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 second 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:
- Government Organizations
- Education Organizations
- Nonprofit Organizations
- For-Profit Organizations
- Eligible applicants are those that can provide Medicaid billable mental health services and other services that support the treatment of individuals with behavioral health disorders.
- 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 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.
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 permitted if applying as part of a cooperative of entities. But an applicant can only be the lead applicant for one application.
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
- 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 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, 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 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
- 230 Outpatient Fitness Restoration
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 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 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:
- 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.
- 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
G. State Awarding Agency Contact(s)
- If you have questions about this NOFO, please contact
H. Other Information
I. Mandatory Forms
