403 Suicide Prevention Call Center Expansion for Cook (25-444-22-3101)

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/Exception
Funding Opportunity Number 25-444-22-2857
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 444-22-3101
Catalog of State Financial Assistance (CSFA) Popular Name 403 Suicide Prevention Call Center Expansion Cook
Catalog of Federal Domestic Assistance (CFDA) Number(s) 93.243

A. Program Description

1. Program Summary

The purpose of this funding is to improve local response to 988 calls originating in the identified areas of Cook County by: (1) recruiting, hiring and training behavioral health workforce to staff LCC to respond, intervene, and provide follow-up to individuals experiencing a behavioral health crisis; (2) engaging Lifeline crisis centers to unify 988 response across Illinois; and (3) expanding the crisis center staffing and response structure needed for the successful implementation of 988. It is expected that this grant will: (1) ensure all calls originating in the state first route to a local, regional or statewide Lifeline crisis call center; (2) improve state response rates to meet minimum key performance indicators; and (3) increase state capacity to meet 988 crisis contact demand.

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 Suicide Prevention Call Center Expansion for Cook (SPCC) program will develop infrastructure and workforce to operate a local call center to add to Illinois' current Lifeline Crisis Call Center (LCC) network to assume primary routing responsibility for zip codes within Cook County currently covered through the statewide backup center, namely the following 39 Chicago zip codes: 60601 60602 60603 60604 60605 60606 60608 06609 60610 60611 60615 60616 60617 60619 60620 60621 60628 60629 60630 60631 60632 60633 60634 60636 60637 60638 60639 60641 60642 60643 60646 60649 60652 60653 60654 60655 60656 60707 60827

List of Cook County Zip Codes
60601 60610 60628 60637 60652
60602 60611 60629 60638 60653
60603 60615 60630 60639 60654
60604 60616 60631 60641 60655
60605 60617 60632 60642 60656
60606 60619 60633 60643 60707
60608 60620 60634 60646 60827
60609 60621 60636 60649 This cell intentionally blank

It is expected that LCC workforce will be hired, trained, and equipped to answer live calls identified by Vibrant, operator of the 988 Suicide and Crisis Lifeline (Lifeline) as originating from the assigned zip codes in Cook County. The preceding paragraph identifies each zip code to be covered.

The purpose of this funding is to improve local response to 988 calls originating in the identified areas of Cook County by: (1) recruiting, hiring and training behavioral health workforce to staff LCC to respond, intervene, and provide follow-up to individuals experiencing a behavioral health crisis; (2) engaging Lifeline crisis centers to unify 988 response across Illinois; and (3) expanding the crisis center staffing and response structure needed for the successful implementation of 988. It is expected that this grant will: (1) ensure all calls originating in the state first route to a local, regional or statewide Lifeline crisis call center; (2) improve state response rates to meet minimum key performance indicators; and (3) increase state capacity to meet 988 crisis contact demand.

The Federal Communications Commission has assigned 988 as the nationwide, 3-digit number for the 988 Suicide and Crisis Lifeline (Lifeline). The Lifeline is a network of crisis centers serving the entire country. The Lifeline's call routing is based on crisis center call capacity and availability. The Lifeline currently operates under both 1-800-273-TALK (8255) and a three-digit short code (9-8-8) which routes to the previously mentioned 800 number. With the addition of the short code, volume has increased across the LCCs. To increase in-state capacity to answer calls to the Lifeline, SPCC will support the creation of a local LCC for workforce capacity and related development and infrastructure expenditures.

The SAMHSA crisis tool kit: Crisis Services Meeting Needs, Saving Lives describes the critical role that LCCs serve in the expanded crisis continuum. These LCCs operate 24/7/365, provide crisis intervention and offer "no wrong door" access to crisis services. LCCs are expected to have the capacity to not only answer incoming crisis calls in real time, but to also triage calls and assess for additional needs providing linkage for callers to those services. LCCs are also required to work directly with DMH and the DMH 590 - Crisis Care System Programs to coordinate, link and refer to those programs when emergent or urgent needs of callers are identified.

Required activities include:

  1. Develop a staffing and operations plan to provide 16 hours a day/7/365 availability (4:00pm to 8:00am Central Time). The staffing plan should include: 12 call takers (6 for each of 2 shifts), 2 Supervisors (1 each of 2 shifts), 1 LCC Site Supervisor, and 1 QMHP Trainer. Another LCC provides coverage from 8:00am to 4:00 pm Central Time.
  2. Expand the LCC's ability to respond to sudden and large spikes in call volumes following a public service announcement, disaster, or other type of traumatic event.
  3. Evaluate current initiatives and develop a plan for implementing or increasing follow-up services in the LCC coverage area by the end of the project period. The plan should include outreach for those identified at imminent risk of suicide and referred to emergency intervention (911/police/crisis intervention team referral, mobile crisis outreach, etc.).
  4. Develop and implement a quality improvement plan focusing on policies, first contact, assessment, referral, and access to local care to ensure there is a comprehensive and coordinated response to individuals at imminent risk for suicide.
  5. Participate in local and regional planning activities related to Illinois' Community Emergency Services and Support Act (CESSA) and other service coordination and protocol development processes.
  6. Develop and implement a technical plan to address requirements for bidirectional communication with Illinois' emergency response systems.
  7. Collect and report monthly data on contacts that result in emergency rescue, suicide attempts in progress, and/or mobile crisis outreach referrals.
  8. Collaborate throughout the grant with the Illinois DMH administrator or representative on crisis center processes and response rates to align Lifeline network key performance indicators with individual center outcomes.
  9. Ensure veterans, service members, or their families attempting to connect to or request Department of Veteran Affairs services are appropriately linked to the Veterans Crisis Line.
  10. Ensure crisis workforce receives training on working with populations at higher risk of suicide in their communities, including awareness of referral options for high-risk population-specific services.
  11. Participate in timely and ongoing communication meetings with all Illinois LCCs as a part of a learning collaborative. The LCC will have the ability to attend community meetings locally, in-person at times, as required, in partnering with city of Chicago service providers, for regional local planning purposes.

Grantee will ensure sufficient levels of staffing are maintained and new staff recruitment, hiring and training is completed within the first six months of funding, and any LCC operational changes or expansion meet the minimum requirements of Vibrant/Lifeline. Grantee is encouraged to incorporate trusted messengers and individuals with lived expertise of suicide attempts/ loss from suicide into their staffing plans. Grantee will ensure they maintain multiple phone lines for call routed by the Vibrant system. These phonelines will not receive any other types of calls that are not directly routed from Vibrant. Grantee will ensure call takers are not responsible for answering calls from any local support lines.

5. Deliverables

Performance Requirements:

  • Ensure management and oversight of all LCC operations by a Qualified Mental Health Professional (QMHP) as defined in IL Adm Code 59 Part 132.25 who serves as LCC supervisor and serves as the primary liaison with the DMH for planning purposes. Management and oversight may be face to face or virtual and include group supervision as well as supervision by teleconference and videoconference. Any change in key personnel related to the management and oversight of the LCC must be immediately communicated to DMH.
  • Initiate a contractual agreement with Vibrant to serve as a LCC with the designated primary coverage area as defined by the contract with the Lifeline.
  • Develop, expand, and maintain a secure LCC location where staff can engage in phone conversations with Lifeline callers ensuring the protection of clients' rights consistent with the Illinois Mental Health and Developmental Disability Confidentiality Act and any additional expectations of the Lifeline. The LCC's phone system must meet these minimum requirements:
    • The ability to return a true busy signal (also known as a network or carrier busy signal once the estimated wait time reaches a predetermined length),
    • Dual Tone Multi-Frequency (DTMF) Compatibility,
    • Note: Centers utilizing Automatic Call Distribution (ACD) technology, which places callers into an internal queue at the LCC if counselors are not immediately available, will be required to implement what Lifeline calls Active Answer procedures. With Active Answer, call counselors at the LCC will need to press "1" in order to accept a Lifeline call. This process provides some assurance that Lifeline callers are not automatically being placed in long queues at LCCs and will allow the Lifeline to re-route calls to backup centers if the center using an ACD system is unable to answer within a specified timeframe. DTMF compatibility is needed in order to implement Active Answer and pass Lifeline automated Quality Assurance (QA) test calls. This means that the center will need to have a phone system that is capable of sending DTMF tones or keypad tones to be technologically compatible with the Active Answer and automated test call features. Centers that do not have DTMF tones will not be able to implement Active Answer or pass the QA test calls and will need to work with their phone providers to modify their current telephony systems or will not be eligible to participate.
    • The center cannot use an automated attendant or voice mail on the termination line receiving the Lifeline/988 calls.
    • The center may not use an Interactive Voice Response (IVR) system or any other phone automation/branching technology whereby a caller would need to select certain options to determine where their call is handled at the center level.
    • The center may not forward Lifeline /988calls to cell phones or automatically to other organizations.
    • In addition, the center's phone system must be capable of handling multiple calls occurring at the same time.
  • Maintain and develop new policies and procedures necessary to ensure the successful operations of the LCC, including policies and procedures for providing referrals and access to resources for callers. Maintain referral system and listings as well as assure linkages to the caller's local community crisis services and supports. Referrals and resources should be consistent with the cultural and linguistic needs of callers including veteran appropriate resources.
  • Maintain and revise as applicable a comprehensive set of personnel policies and procedures, minimally addressing hiring, training, evaluation, disciplining, termination, and other personnel matters to ensure 16/7/365 staffing specifically for the hours of operation of 4:00 pm to 8:00 am CST.
  • All call takers must have access to a QMHP who is available for immediate consultation and supervision of LCC operations. Access may be face to face or virtual.
  • Participate in any required Lifeline network evaluation activities.
  • Participate in periodic calls with DMH staff regarding Vibrant-reported performance metrics and contact data described below.
  • Conduct a continuous quality improvement process that includes ongoing call monitoring of Lifeline calls to ensure quality.
  • Provide a feedback mechanism for all callers to the LCC to report concerns and grievances.
  • Provide monthly contact data (calls, text, chat) to DMH including, but not limited to:
    • Contact volume and answer rates, by contact type
    • Average speed to answer contact, by contact type
    • Abandonment rate, by contact type
    • Direct/rollover transfer to backup centers, by contact type
    • Contact disposition categories, by contact type
    • Number of contacts by suicide experience categories (i.e., loss survivor, attempted survivor, suicide attempt in progress, suicide ideation etc.), by contact type
    • Number of contacts that resulted in emergency dispatch (911, CARES, Call4Calm, etc.), by contact type
    • Number by category of how contactors learned about the Lifeline, by contact type
    • Number of contacts from outside of the center's primary coverage area, by contact type
  • Provide follow-up services based on Lifeline best practices and guidelines.

6. Performance Measures

  • Number of contracts maintained between the entity and Vibrant (Network Agreement Signed).
  • Number of LCC lead staff employed at 1.0 FTE to oversee the LCC.
  • Number of LCC lead staff to function as the liaison between the LCC and DMH.
  • Number of people supported by these funds in the mental health and related workforce trained in mental health-related practices/activities that are consistent with the goals of the grant.
  • Number of individuals referred to mental health or related services, as a result of the grant.
  • Number of individuals screened for mental health or related interventions.
  • Number of individuals receiving mental health or related services after referral.
  • Number of organizations that entered into formal written/intra-organizational agreements (e.g., MOUs, MOAs) to improve mental health related practices/activities that are consistent with the goals of the grant.
  • Number of LCC locations.
  • Number of operational LCC locations established consistent with privacy and Lifeline contractual requirements.
  • Number of LCC locations developed meeting the privacy and security requirements of the Mental Health and Developmental Disabilities Code, and the technical system requirements of the Lifeline.
  • Updated or revised program and procedure manual provided to DMH program manager within three months of development and reviewed annually thereafter.
  • Number of staff working in the LCC.
  • Number of staff working in the LCC who have completed all required training.
  • Number of evaluation activities completed to promote quality assurance activities.
  • Number of Lifeline calls provided.
  • Number of silently monitored Lifeline calls.
  • Number of silently monitored lifeline calls where feedback was provided to the crisis counselor.
  • Number of reported concerns, grievances or feedback received from callers.
  • Number of reported concerns, grievances or feedback from callers responded to within 30 days.

7. Performance Standards

  • One or more contracts maintained between the entity and Vibrant.
  • 100% employment of LCC lead to function as liaison between the LCC and DMH.
  • 100% of operational LCC locations established consistent with privacy and Lifeline contractual requirements.
  • One or more LCC physical location developed meeting the privacy and security requirements of the Mental Health and Developmental Disabilities Code, and the technical system requirements of the Lifeline.
  • Program and procedure manual was developed and provided to the DMH program manager within three months of development and reviewed annually.
  • 100% of staff working in the LCC have completed all required training.
  • 5% Silently monitored Lifeline calls where feedback was provided to the crisis counselor.
  • 100% of implementation of the concerns, grievance or feedback from callers responded to within 30 days.

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $2,316,454 in funding.
  • The source of funding for this program is State funds.

2. Number of Grant Awards

The Department anticipates funding approximately 1 grant award to provide this program.

3. Expected Amounts of Individual Grant Awards

The Department anticipates the grant award will be $2,316,454 .

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

Previous funding amount per grant award on average was $1,600,000.

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
  • Nonprofit Organizations
    • Must continue to maintain a contract with Vibrant, operator of the 988 Suicide and Crisis Lifeline within contract period.
    • 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:

5. Registration in CSA

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, 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
    • 403 Suicide Prevention Call Center Expansion Cook

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.
  • 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.

  • 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.

  • 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)

H. Other Information

  • This is a grant agreement and is a new application.
  • Related programs are Program 400 National Suicide Prevention Lifeline (NSPL) Call Center and Program 401 Suicide Prevention Call Center Enhancement (SPCE).
  • Program Websites

I. Mandatory Forms