515-CPDM Chicago Police Memorial Foundation (25-444-22-2708) LAO

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 Legislative Add-On/Exception Award is issued in totality to Chicago Police Memorial Foundation
Funding Opportunity Title 515-CPDM Chicago Police Memorial Foundation
Funding Opportunity Number 25-444-22-2708
Application Posting Date October 8, 2024
Application Closing Date November 6, 2024, at Noon Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-2708
Catalog of State Financial Assistance (CSFA) Popular Name 515-CPDM Chicago Police Memorial Foundation
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA

A. Program Description

1. Project Description

The Chicago Police Memorial Foundation is a non-profit 501(c)(3) organization dedicated to honoring the lives of fallen Chicago Police heroes and assisting those heroes in need. Since 2004, the Foundation has provided support and assistance to Chicago Police officers traumatized or injured in the line of duty. Families of Chicago police Officers who are killed or catastrophically injures in the line of duty also receive support and assistance. The stress and devastation officers face following a traumatic event or injury and families face after a family member's serious injury or death is overwhelming. The grantee shall create opportunities to provide increased awareness of Mental Health and substance use disorders experienced by Chicago Police Officers, develop training activities designed to address the wellbeing and mental health of Chicago Police Officers impacted by and /or living with mental health and substance use disorders and purchase equipment to aid in training activities and the development of resources. This project aims to expand the Foundation's capacity to provide for the mental, physical, emotional, spiritual, and financial health of Chicago's finest and their families.

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
  • Public Act 103-0589, Section 250

4. Performance Requirements

The grantee shall create opportunities to provide increased awareness of Mental Health and substance use disorders experienced by Chicago Police Officers. This should include the development and sharing of resources focused on encouraging officers to engage in prevention activities. These activities will include virtual and in-person trainings when appropriate. Consistent with state rules, in-person events cannot provide food or beverage that is billed to this funding opportunity.

5. Performance Measures

  • Number of training events held to reduce stigma and increase awareness of Mental Health and substance use disorders.
  • Number of individuals who attended these trainings.
  • Number of educational resources created to increase awareness of Mental Health and substance use disorders.
  • Number of therapeutic programs held.
  • Number of therapeutic events held.
  • Number of Jackets and paraphernalia items (stress balls, etc.) distributed to officers who attend the trainings.

6. Performance Standards

  • 3 or more trainings to reduce stigma and increase awareness of Mental Health and substance use disorders held per quarter.
  • 3 or more educational resources to increase awareness of Mental Health and substance use disorders created per quarter.
  • 2 or more therapeutic programs held per quarter.
  • 1 or more Therapeutic event(s) held per fiscal year.
  • 150 or more jackets and paraphernalia items distributed to officers who attend the trainings each quarter

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $1,785,925 in funding.
  • The source of funding for this program is State appropriated funds.

2. Number of Grant Awards

This funding opportunity is a legislative add-on and the award will be issued in totality to Chicago Police Memorial Foundation.

3. 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.

4. Renewal or Supplementation of existing projects eligibility

  • This program will be awarded as a 12-month term agreement.
  • This funding opportunity is a Legislative Add-On and the award will be issued in totality to Chicago Police Memorial Foundation.
  • IDHS/DMH does not anticipate there will be renewals.

5. Type of Assistance Instrument

This is a Non-Discretionary Legislative Add-On and the award will be issued in totality to Chicago Police Memorial Foundation.

6. 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 a Legislative Add-On and the award will be issued in totality to Chicago Police Memorial Foundation.
    • The type of applicant that may apply for the grant award is a Government Organization
    • 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 Grant Applicant Pre-Qualification and Pre-Award Requirements (state.il.us) (pdf) .
  • 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.

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.
  • 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 Grant 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.

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 Requirements

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.
  • 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 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.

3. Application Submission Dates and Times

Application Due Date and Time:

  • The Department must receive the Full Application:
    • Due on November 6, 2024, at Noon Central Time
  • Applicants must electronically submit the complete application including all required narratives and attachments to DHS.DMHGranApp@illinois.gov. 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:
    • Chicago Police Memorial Foundation
    • Program 515-CPDM Chicago Police Memorial Foundation

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.
  • Instructions for the Budget Template

Subcontractor budget(s), If Applicable

  • 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 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

4. 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.

5. 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.

6. 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.

7. Grantee Conflict of Interest Disclosures

Every grantee and subrecipient 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:

  1. Grantee has an employee, board member, trustee, or immediate family member who:
    1. Holds an elected or appointed office in Illinois.
    2. Holds a seat in the Illinois General Assembly.
    3. 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.
  2. Grantee has a financial interest, including ownership of stocks or bonds, in a firm which is a vendor or contractor.
  3. Grantee has outstanding financial commitments to any vendor or contractor.
  4. 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.
  5. Grantee has any negotiation of employment with current or potential sub-recipient or vendor.
  6. 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. Simplified Acquisition Threshold - Federal Awards

This award is not anticipated to exceed $250,000 (Refer to 2 CFR 200 Section 200.1).

  • 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.OCA.SignaturePages@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.
    • 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.
  • The Grantee must submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.
  • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

4. Payment Terms

  • It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (procedures implementing Cash Management Improvement Act and Treasury-State Agreement (TSA)), and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment method exist, namely Advance Payment, Reimbursement, and Working Capital Advance.
  • Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

  • Payment Forms

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Submissions