Special Education - EI-Credentialing (25-444-84-2895-01)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Department of Early Childhood
Agency Contact
Announcement Type Competitive
Funding Opportunity Title Special Education-Grants for Infants and Families - Early Intervention - Credentialing
Funding Opportunity Number 25-444-84-2895-01
Application Posting Date April 29, 2024
Application Closing Date May 29, 2024
Catalog of State Financial Assistance (CSFA) Number 444-84-2895
Catalog of State Financial Assistance (CSFA) Popular Name Special Education-Grants for Infants and Families - Early Intervention - Credentialing
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Catalog of Federal Domestic Assistance (CFDA) Number(s) N/A
Award Funding Source State
Estimated Total Program Funding

Initial 12-month award FY25: $420,000.00 - $500,000.00

Renewal Option 1 FY26 (12 months): $420,000.00 - $500,000.00

Renewal Option 2 FY27 (12 months): $420,000.00 - $500,000.00
Anticipated Number of Awards 1
Award Range N/A
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs

Yes

State Funded universities -indirect cost rate and base is capped at (attached)

  • On-Campus 20% and MTDC base
  • Off-Campus 10% and MTDC base

Local Education Agencies (ROEs, School Districts, etc.) -
Technical Assistance Session Session Offered: No
Session Mandatory: No
Date/Time: N/A
Registration Link: N/A

A. Program Description

  1. Program Summary

    • Introduction to the funding opportunity: The Illinois Department of Human Services (IDHS), Bureau of Early Intervention (EI), seeks a Vendor to establish and maintain an EI Credentialing program to support a system of credentialing and enrollment for approximately 4,800 EI Providers.
    • Description of the purpose and scope: The EI Credentialing Office manages the credentialing and enrollment process for those seeking to become early intervention service providers. This includes ensuring that providers meet the qualifications and standards set forth by IDHS and IDEA Part C regulations.
    • The EI Credentialing Office coordinates the credentialing process with EI enrollment to allow EI Providers to be authorized and reimbursed for EI services and Medicaid enrollment to support Medicaid Federal Financial Participation (FFP) reimbursement to IDHS for EI services. 
       

    1. Program Overview

      • Background and Context: Under federal Part C of the Individuals with Disabilities Education Act (IDEA) and the state Early Intervention Services System Act, both state and federal laws mandate the establishment and enforcement of personnel standards for EI Providers. In Illinois, this is accomplished through a rigorous credentialing process overseen by the EI Credentialing Office.
      • Importance and Impact: The EI Program currently serves approximately 27,000 children between birth-to-three who have developmental delays or disabilities. Children eligible for the EI Program receive a range of services, including speech therapy, physical therapy, occupational therapy, and developmental therapy. In addition, approximately 10,000 children are receiving limited services to evaluate their eligibility and assess their needs for particular services to help them overcome developmental delays and disabilities.
      • IDHS's goal is to improve the quality of services offered to infants and toddlers in the EI Program through an effective network of EI providers. Maintaining a system of credentialing ensures that new EI Providers are qualified and prepared with the appropriate pediatric experience and education to provide services to infants and toddlers with developmental delays or disabilities and their families.
      • The credential renewal process establishes requirements for EI providers to participate in continuing professional education activities and ongoing professional development that will help maintain and improve their competencies

    2. Program Goals, and Objectives
      Supplies and/or Services Required:

      1. The Vendor will establish and maintain a system of credentialing for approximately 4,800 EI Providers as defined in the administrative code for the EI Program (89 IL Administrative Code 500).

        1. The EI Credentialing Office is responsible for all steps related to credentialing which include: providing application materials and revising and updating them as requested by IDHS; receiving, tracking, reviewing, and approving application materials; issuing temporary and full credentials; renewing credentials by reviewing and approving ongoing professional development plans and continuing education documentation and college/university coursework to determine compliance with 89 Il Admin Code 500.60(k), and updating information about credentialed EI Providers, as needed.
        2. The EI Credentialing Office will have a system in place to ensure that providers, when applicable, meet the education credential requirement as defined in 89 Illinois Administrative Code 500.60(g). The Vendor must establish a system which includes the review of continuing professional education and course work/degree program documentation to determine participant compliance and the posting of a searchable database of approved college and university coursework to include course name, college/university, course number, and number of semester hours of credit awarded/core knowledge area.
        3. The EI Credentialing Office will facilitate the implementation of the Developmental Therapy Emergency Waiver of educational requirements process in accordance with 89 Illinois Administrative Code 500.APPENDIX C and in collaboration with the EI training program and the Illinois Department of Human Services.
        4. The Vendor will be required to provide EI evaluation/assessment credential application materials; receive, review and approve application materials; provide payment for review of evaluation reports; and issue a credential for EI Providers who will provide evaluations/assessments for the EI Program.
        5. The Vendor will utilize and update the Illinois Early Intervention Data Management System with new information related to credentialed and/or enrolled EI Providers within 48 hours of receiving, maintain a tracking system of Provider Agreements including information on assistant/supervisor assignments and Payee assignments to ensure compliance with Rule language, and generate reports upon request of the IDHS.
        6.  The Vendor will coordinate the following checks for all potential EI providers applying for and, when appropriate, renewing EI credentials: CANTS/SACWIS (Child Abuse and Neglect Tracking System/Statewide Automated Child Welfare Information System), Federal Bureau of Investigation (FBI)/Illinois Fingerprint Criminal Background, and Illinois Sex Offender Registry (SOR). The Vendor will work with the Illinois State Police, the Illinois Department of Children and Family Services, and authorized vendors of Live Scan Background checks to coordinate the process, will maintain all related electronic and paper files, and will examine each check to determine compliance with State statute/Administrative rule.
        7. The Vendor must provide training on the credentialing process and/or issues through sessions offered by the Illinois EI Training Program.
        8. The Vendor must have the capacity to accept fees for credentialing, including credit card processing, to be utilized in the event that the IDHS chooses to require such fees.
      2. The Vendor will establish and maintain a system to process enrollment forms. The Vendor will offer provider enrollment materials, and revise and update them as requested by IDHS; process applications for provider enrollment and notices of changes in provider status and information; review forms for accuracy and completion; and forward completed materials to the Early Intervention Central Billing Office (CBO and IDHS).
      3. The Vendor will provide technical assistance on credentialing and enrolling through a toll-free phone number(s), Monday through Friday, excluding state-recognized holidays as well as maintain a voicemail option for off hours.
      4. The Vendor will develop and maintain a credentialing and enrollment website to support a diverse range of professionals to better reflect the populations they will serve, that includes EI Provider Credential and Enrollment applications; a catalog of credentialed and or enrolled EI Providers that can be indexed by provider, credential, or county; an associate-level credentialed provider list; an up-to-date directory of provider information; on-line access to technical assistance regarding the application processes including technology such as instructional video podcasts, RSS Feed and electronic newsletters/notices; timely posting of informational notices and other documents provided by IDHS.
      5. The Vendor will participate, upon request, in Workgroups of the Illinois Interagency Council on Early Intervention or other EI stakeholder/partners of IDHS.
      6. The Vendor will utilize and accommodate all provider enrollment systems created by the State of Illinois and related entities including any and all new and updated systems necessary to fulfill the enrollment process for EI Providers.
      7. The Vendor will submit a quarterly report, including progress/status of milestones and deliverables, identified below, in a format approved by the IDHS.
    3. Expected Performance Goals, Indicators, Targets, Outcomes, Baseline Data, and Data Collection

    1.  Milestones and Deliverables:

      1. The Vendor will provide an initial budget and any required amendments in the format and timeline required by IDHS and an annual plan by August 15 of each state fiscal year in a format approved by the IDHS.
      2. The Vendor will process all credential and enrollment applications from potential and current EI providers entering the EI Program, within ten (10) business days of receipt of complete application packet, with the awarding of credentials pending completion of background checks.
      3. The Vendor will provide approval or denial notification of all credential applications/renewals within five (5) business days of receipt of background check information.
      4. The Vendor will process 100% of requests per month for credential and enrollment submissions, including new and renewal applications, inactivation, reinstatements, and changes and additions to credential/enrollment information in accordance with those measures set forth above.
      5. The Vendor will assist and coordinate with the implementation of the State Systemic Improvement Plan (SSIP) strategies and targeted objectives.
      6. As part of the technical approach plan, the Vendor should be able to provide a transition plan that will result in full operation beginning upon contract execution. This does not apply to the current contract holder as there would be no transition.

    2. Technical Approach

      1. The Vendor should be able to provide a technical approach to address each requirement so that all of the State's requirements are provided in a timely and cost effective manner.
      2. The Vendor should be able to provide a technical approach plan with action steps that are adequate and sound and time frames that are reasonable and meet program needs.

    3. Technical Expertise:

      1. The Vendor should be able to provide a technical approach to address each requirement so that all of the State's requirements are provided in a timely and cost effective manner.
      2. The Vendor should be able to provide a technical approach plan with action steps that are adequate and sound and time frames that are reasonable and meet program needs.
      3. The Vendor should be able to demonstrate that the placement of the project in the Vendor's organization is appropriate and supports the Vendor's capacity to provide the types of services specified in sections above.
      4. The Vendor should be able to demonstrate a working knowledge of fiscal and accounting concepts and practices commensurate to those required by federal and state financial and regulatory reporting in relation to the Uniform Guidance (2 CFR 200) and the Grant Accountability and Transparency Act (GATA) (30 ILCS 708/). This also includes sufficient knowledge to apply concepts relating to Generally Accepted Accounting Principles (GAAP).

    4. Personnel:

      1. The Applicant must provide resumes for all key personnel, all who will be involved in providing the services contemplated by this NOFO. Resumes must include the full name, education background, and years of experience and employment history particularly as it relates to the scope of services specified herein. The information provided should indicate that key personnel meet or exceed staffing specifications stated below and that staff resources are adequate to implement the Technical Approach plan.
      2. The Vendor should be able to demonstrate that key personnel meet or exceed the following staff specifications and present an acceptable plan for recruitment and selection of additional qualified staff, when needed.
      3. The Vendor will have a project manager who will coordinate and provide oversight to the program and will perform other duties as needed to provide the deliverables listed above.
      4. Staff should be able to validate two (2) years-experience in website and database development and maintenance.
      5. The Vendor should be able to demonstrate that staff resources are adequate to implement the proposed technical approach.
      6. Staff should possess competencies and expertise sufficient in accounting and or bookkeeping to allow for submission of complete and accurate financial and performance measure data, including expenditure documentation forms, periodic financial reports, periodic performance measure reports, budgets, indirect cost calculations and application of indirect cost rates, to ensure compliance with the requirements set forth in the state Grant Accountability and Transparency Act (GATA) (30 ILCS 708/) and the federal Uniform Guidance (2 CFR 200).

  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.
    • Equitable Recruitment and Access to Services: 
      • Recruit providers from diverse backgrounds to ensure inclusivity and cultural competency in service provision.
      • Implement diverse and equitable outreach strategies to recruit providers to help ensure all eligible children have access to EI services.
      • Prioritize recruitment of providers who are underrepresented within the Early Intervention program.
    • Community Engagement and Representation 
      • Participate in cross-sector initiatives to address systemic barriers and promote inclusive early childhood services.

  3. Authorizing Statutes or Regulations

    • The Awardee agrees to act in accordance with all state and federal statutes, guidelines, procedures, rules, regulations, and executive orders applicable to the provision of services, including, but not limited to:
      • Federal Rules:
        • 34 CFR 99: Family Education Rights and Privacy Act (FERPA)
        • 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
        • 34 CFR 303: Individuals with Disabilities Education Act (IDEA), Title I, Part C
        • 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
        • 42 CFR 431.300 - 431.307: Medicaid provisions of the Title XIX of the Social Security Act and its rules, specifically provisions regarding "Safeguarding Information on Applications and Recipients"
        • 45 CFR Parts 160, 162 and 164 (Security standards only) Health Insurance Portability and Accountability Act of 1996 (HIPAA)
      • Federal Statutes:
        • 20 U.S.C. 1232g: Family Education Rights and Privacy Act (FERPA)
        • 20 U.S.C. 1431: Individuals with Disabilities Education Act, Part C
        • 42 U.S.C §§ 396 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
        • 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
        • Public Law 104-191: Health Insurance Portability and Accountability Act of 1996
      • Executive Orders: https://www2.illinois.gov/Pages/government/execorders/executive-orders.aspx#ExecOrder
      • Illinois Administrative Code
      • Illinois Constitution (Adopted 1970 Article 1, sec. 17, No Discrimination in Employment and the Sale of Rental of Property)
      • SAMS (Section 11) - Expenditure Authority (pg. 392)
      • SAMS Procedure 15.20.95 - Contract Signatures (pg. 665)
      • State Rules:
        • Title 89 Illinois Administrative Code
        • Part 500: Early Intervention Program
        • Part 507: Audit Requirements of DHS
        • Part 509: Fiscal/Administrative Recordkeeping and Requirements
        • Part 511: Grants and Grant Funds Recovery
      • State Statutes:
        • 30 ILCS 705: Illinois Grant Funds Recovery Act
        • 30 ILCS 708 Grant Accountability and Transparency Act
        • 325 ILCS 20: Early Intervention Services System Act
      • Other Pertinent Documents:

B. Funding Information

  1.  Total Amount of Funding

    1. The Department anticipates the availability of approximate funding to vary between $420,000.00 - $500,000.00
    2. The source of funding for this program is State funds.

  2. Number of Grant Awards

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

  3. Expected Amounts of Individual Grant Award

    1. The Department anticipates that grant awards will be $420,000.00 - $500,000.00.

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

    1. Previous funding amounts for this grant award program on average was $420,000.00/year

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

    1. Subject to appropriation, the grant period will begin no sooner than July 1, 2024 and will continue through June 30, 2025 with two (2) optional one (1) year renewals from July 1, 2025 - June 30, 2026 and July 1, 2026 - June 30, 2027

  6. Renewal or Supplementation of existing projects eligibility

    1. Applications for renewal or supplementation of existing projects are to compete with applications for new State awards.

  7.  Type of Assistance Instrument

    1. This is a competitive grant award funding opportunity.

  8. Procurement Contract Allowability

    1. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the subcontractor.
    2. Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on sufficient appropriation and performance criteria including, but not limited to:
      • Grantee has performed satisfactorily during the previous reporting period;
      • All required reports have been submitted on time, unless a written exception has been provided by the Division/Department;
      • No outstanding issues are present (e.g., in good standing with all pre-qualification requirements and no outstanding corrective action, etc.).
    3. The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

  1. Eligible Applicants

    • This competitive funding opportunity is limited to applicants that meet the following requirements:
      • The types of applicants that may apply for the grant award are: Government Organizations, Education Organizations and Nonprofit Organizations.
      • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.
      • Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.
      • Successful Applicants will not receive an award if pre-award requirements are not met.
      • Funding restrictions-See Section D for funding restriction impacting eligibility or no funding restrictions.

  2. Cost Sharing or Match Requirements

    1. Providers are not required to participate in cost sharing or provide match.

  3. Other

n/a

D. Application and Submission Information

  1. Address to Request Application Package

    1. The complete application package (this Notice of Funding Opportunity, including links to required forms) is available through the Illinois Catalog of State Financial Assistance and the DHS Grants website page.
    2. Each applicant must have access to the internet. The Department's website will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.

  2. Content and Form of Application Submission

    1. Required Content

      1. 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.

    2. Program Narrative

      1. IMPORTANT: The program (proposal) narrative makes up the bulk of the application. Please provide a complete response to the following sections. If the program narrative is missing from your application packet, your application will receive a score of zero points and your agency will not meet the criteria to receive a grant under this notice of funding opportunity.
        1. Program Narrative: Description of Need (2-page maximum) The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services and benefits gained. State and describe the service area, the target population and the need for services in the community. Information in this section should include, but not necessarily be limited to, the following:
          1. Identification of catchment/service area. Include description and demographics of communities served.
          2. Description of accessibility and availability of services in all of the service areas.
          3. Identification of proposed or established partnerships with other agencies which may provide additional services to meet the program's needs.
          4. Describe current trends or issues, gaps or unmet needs of the focus of this project and proposed plan to fill the gaps/unmet needs.
        2. Program Narrative: Agency Qualifications/Organizational Capacity (5-page maximum - attachments do not count toward page number). The purpose of this section is for the applicant to present an accurate picture of the agency's capacity, qualifications and ability to provide the program as described in this Funding Notice. Information in this section should include, but not necessarily be limited to, the following:
          1. Convincing evidence that the applicant agency is capable of carrying out the proposed project, including fiscal, administrative and programmatic ability to manage grant. This should include experience, staffing patterns and qualifications to comply with GATA fiscal and administrative requirements. Highlight any recent changes in policies and procedures to improve fiscal, administrative or programmatic capacity. Include evidence that your agency maintains adequate staff coverage and supervision to meet the requirements of the grant.
          2. An organizational chart of the applicant's agency, showing where the program is located within the agency and how staff are associated with each role.
          3. Identify key staff positions that will be responsible for the program and their relevant experience, expertise, and qualifications to implement the program deliverables.
          4. A description of the agency's current programs and activities relevant to the services described in this NOFO. 5. Describe the applicant program's capacity to meet the needs of the target populations being served and respond to emerging community needs, including equitable access and diverse stakeholder engagement.
          5. Describe agency oversight and available resources for fiscal, administrative, and programmatic areas to support the requirements of this project.
          6. As applicable, describe the resources, knowledge, skills and other abilities that the applicant is able to leverage for this project. These may include, but are not limited to, the availability of private or other government funding, technology, bilingual staff, interpreters, translators, meeting rooms, volunteers and an established presence in the community. Please list any such leveraged resources in the form of additional funds or in-kind services.
        3. Program Narrative: Quality - Description of Program Design and Services (7-page maximum) The purpose of this section is for the applicant to provide a comprehensive, clear and accurate picture of its intended program design. At a minimum, the proposal must address each of the following components:
          1. Provide an overview of service delivery model or standards for providing Early Intervention Credentialing services. Describe how the program design has direct correlation to the needs identified in the needs section of the application. Include how the program staffing, curriculum, materials, and outreach reflects the needs of participants and the community.
          2. Describe program process for identification of service needs, service planning, and initiating services.
          3. Describe outreach, education, and systems advocacy efforts and community partnerships.
          4. Describe the staff development plan, including initial and ongoing training, staff supervision, and training budget.
          5. Describe how the program will achieve the targeted performance standards. Include any additional outcomes or evaluation efforts.
          6. Describe the program's quality assurance process to ensure compliance with states programmatic design, achievement of deliverables, Administrative Code 89, Part 500, 2 CFR 200 and IL Adm 7000.
        4. Executive Summary: (2-page maximum): The Executive Summary will serve as a stand-alone document for the successful applicant that will describe the ability of the applicant to successfully support the funded project. Therefore, applicants should be concise and direct in their description and provide an overview of the services proposed with these funds and the outcomes that will be achieved. The description should provide a clear understanding of how these services will be delivered using a racial equity and implicit bias lens and how the services will be individualized to support capacity building of professionals in diversity, equity and inclusion. Describe services to be provided, need for the services, area to be served, capacity to provide the services and the projected numbers to be served within each program component.

    3. Proposal Narrative Content and Attachments

      1. If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section.
    4. Budget and Budget Narrative
      1. Applicants must enter a budget electronically in the CSA system (Refer to Appendix A: CSA Budget Information for more information and a link to budget forms). The Budget entered into the CSA system will include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan.
      2. The Budget must be electronically signed and submitted in the CSA system. The Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
      3. IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. See IDHS CSA Tracking System webpage for additional information on CSA
      4. The budget and narrative must tie fiscal activity to program objectives and deliverables and demonstrate that all proposed costs are: 
        •  Reasonable and necessary
        • Allocable, and
        • Allowable as defined by program regulatory requirements and the Uniform Guidance (2CFR 200), as applicable.

    5. Required Forms

      • The Uniform Application for State Grant Assistance
      • 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. This email address will be used for official communication between the Department and the applicant organization for matters regarding this application
      • Grantee Conflict of Interest Disclosure
      • The grantee Conflict of Interest Disclosure is a required for all grant award programs. The document requires agencies to identify actual or potential conflicts of interest. The form must be signed by a representative of the organization.

    6. Required Format

      1. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below or points may be deducted.

  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 (UE) 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 to all UEI and SAM requirements
      • The department may determine that an applicant is not qualified if they have not complied to requirements and use that determination as a basis to award to another applicant.

  4. Application Submission Dates and Times

    1. Application Due Date and Time

      1. The Department must receive the Full Application:
        1. Due by May 29, 2024 at 5:00 pm CST.
      2. Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order.
      3. Applications must be sent electronically to DHS.EIFiscal@Illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.EIFiscal@Illinois.gov. Include the following in the subject line: NOFO number and your agency name. Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive.
      4. Applicants are required to notify the Department within 48 hours of the deadline, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and/or does not notify the Department within 48 hours, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after the 48 hours. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above.

    2. Missed Deadlines

      1. Applications received after the due date and time will not be considered for review or funding. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be separately notified in writing, by email, upon determination. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
      2. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced.
      3. IMPORTANT: It is strongly recommended that the applicant not wait until the last minute to submit an application in case they experience technical difficulties with the submission process. Applicants should keep copies of all documentation that that may prove their application was submitted to the correct location and that it was received by IDHS on or before the deadline. Applicants should also maintain all electronic documentation, including screen shots, email correspondence, help desk ticket numbers, etc. that would document any unforeseen difficulties the applicant may have encountered regarding the timely submission of the application.

  5. Funding Restrictions

    1. Pre-Award Costs

      1. Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative.
      2. 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.

    2. Indirect Costs

      1. Indirect Costs may or may not be applied to this grant award. Approved indirect cost rates must be approved.
        • Restrictions on State Funded universities - indirect cost rate and base is capped at:
          • On-Campus 20% and MTDC base
          • Off-Campus 10% and MTDC base
        • Local Education Agencies (ROEs, School Districts, etc.): 
    3. Statutory or Regulatory Restrictions/Limitations

  6. Other Submission Requirements

    1. Electronic Submission

      • Applications must be submitted electronically to DHS.EIFiscal@Illinois.gov with the subject line including:
        • Provider's Organization Name/Funding Opportunity # 25-444-84-2895-01/Program Contact Name
        • For example: ABC Company/Funding Opportunity # 25-444-84-2895-01/John Doe
      • If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.
      • Any application not fully submitted by the Application End Date will not be considered.
      • To be considered, application materials must be emailed by the designated date and time listed above. For your records, please keep a copy of your email submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced.
      • Contact DHS.EIFiscal@Illinois.gov in the event of technical difficulties.

E. Application Review Information

All competitive grant applications are subject to merit-based review.

  1.  Criteria

    1. Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.
    2. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
    3. Evaluation criteria is based upon requirements set forth in 44 IL Admin Code 7000.350 Merit Review of Applications and the IDHS Merit Review Manual. The following criteria will be used to evaluate applications:
      1. Cost sharing will not be considered in the evaluation.

  2. Review and Selection Process

    1. The process for evaluation of the application is as follows: The Department will adhere to the Merit Based review process set forth in the Uniform Guidance (2 CFR 200/). The numerical score may not be the sole award criterion. The Department reserves the right to consider other factors such as: geographical distribution, demonstrated need, and agency past performance as a state grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision, the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
    2. In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
      1. Apply one or more of the additional factors for consideration described above to prioritize the applications
      2. Partially fund each of the tied applications
      3. Not fund any of the tied applications. The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
      4. APPLICATION REVIEW INFORMATION:
        1. Review teams will be comprised of up to three (3) individuals. Review team members will be required to sign a Merit Based Review Confidentiality Agreement and Conflict of Interest Disclosure to ensure that team members do not have any conflicts of interest or apparent conflicts of interest with the evaluation for which a grantee has submitted an application, or if they represent an entity that has submitted and application.
        2. Applications will first be reviewed and scored individually by each team member. Upon completion of the individual scoring process, the team members will collectively review the scores and comments to ensure team members have not missed items within the scoring criteria that the other team members have addressed. Based on the group discussion, individual team members will be given the opportunity to adjust scores to appropriately capture new information or the other factors and elements that might be considered.
        3. Based on the scoring and other documented factors and elements, final award determinations will be made by the Director of Division of Early Childhood, or an appropriate designee, at the recommendation of the Chief of the Bureau of Early Intervention.
          • Selection of Grantee:
            • The State may award to the most Responsive/Responsible Offeror whose Offer best meets the below criteria.
            • The State determines how well Offers meet the Responsiveness requirements. The State ranks Offers, without consideration of Price, from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation.
            • The chart below shows the elements of Responsiveness that the State evaluates, their relative weights in point format.
            • The total number of points for Responsiveness is 100.
          • RESPONSIVENESS ELEMENTS:
            • Criterion Weighting Description
              Objective Alignment 25 points (25%) Evaluation of how well the proposal aligns with the goals and objectives outlined in the funding opportunity.
              • Clarity of Goals and Objectives: 10 points
              • Alignment of Activities with Objectives: 8 points
              - - Connection between Outcomes and Objectives: 7 points
              Personnel 20 points (20%) Assessment of the qualifications and experience of key personnel involved in the implementation of the program.
              • Educational Background and Credentials: 8 points
              • Relevant Experience in Early Intervention: 7 points
              • Demonstrated Skills and Expertise: 5 points
              Organizational Capacity 20 points (20%) Evaluation of the organization's experience in delivering early intervention services and the availability of qualified staff and resources.
              • Past Experience in Delivering Similar Services: 10 points
              • Availability of Qualified Staff: 6 points
              • Access to Necessary Resources: 4 points
              Budget Justification 10 points (10%) Evaluation of the reasonableness and justification of the proposed budget, including its alignment with program objectives.
              • Clarity and Detail of Budget Explanation: 4 points
              • Alignment of Budget with Program Objectives: 4 points
              • Evidence of Cost-Effectiveness: 2 points
              Past Performance 15 points (15%) Analysis of past performance, if the organization has previously conducted similar programs, including successes, challenges, and lessons learned from similar initiatives.
              • Documented Successes and Outcomes: 5 points
              • Identification and Mitigation of Challenges: 5 points
              • Implementation of Continuous Improvement Efforts: 5 points
              Diversity, Equity, Inclusion, and Racial Justice 10 points (10%) Assessment of how well the proposal integrates principles of diversity, equity, inclusion, and racial justice, as well as the demonstrated commitment to promoting racial justice.
              • Proposal promotes equitable access to services: 3 points
              • Clarity in how the proposal addresses the needs of diverse populations: 4 points
              • Detail in how proposal addresses systemic barriers to inclusion and justice: 3 points
              Total 100 points
    3. Merit-Based Review Appeal Process
      1. Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal and shall be reviewed by IDHS' Appeal Review Officer (ARO).
        1. Submission of Appeal
          1. Appeals submission IDHS contact information:
            1. Name of Agency contact for appeals: Katie Jacobs
            2. Email of Agency contact for appeals: Katie.Jacobs@Illinois.gov
          2. An appeal must be submitted in writing to appeals submission IDHS contact listed above, who will send to the IDHS Appeal Review Officer (ARO) for consideration.
            1. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
            2. The written appeal shall include at a minimum the following:
              1. Name and address of the appealing party
              2. Identification of the grant
              3. Statement of reasons for the appeal
              4. Supporting documentation, if applicable
        2. Response to Appeal
          1. IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
            1. IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
            2. The appealing party must supply any additional information requested by IDHS within the time period set in the request.
        3. Resolution to Appeal
          1. IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
          2. IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
          3. The appealing party must supply any additional information requested by IDHS within the time period set in the request.
        4. Resolution
          1. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
            1. In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
            2. The Agency will resolve the appeal by means of written determination.
            3. The determination shall include, but not be limited to:
              1. Review of the appeal;
              2. Appeal determination; and
              3. Rationale for the determination.

  3. Simplified Acquisition Threshold - Federal Awards and State Awards

    1. This award is not anticipated to exceed $250,000 or
    2. It is anticipated that this grants under this award may receive over $250,000. 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). Therefore, the grantee is subject to Simplified Acquisition Threshold and related requirements.
      1. 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);
      2. 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
      3. 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.
  4. Anticipated Announcement and State Award Dates - Optional

F. Award Administration Information

  1. State Award Notices

    1. Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:
      1. Grant award amount
      2. The terms and conditions of the award
      3. Specific conditions, if any, assigned to the applicant based on the fiscal and administrative (ICQ), programmatic risk assessments (PRA) and merit-based review.
    2. 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 signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. This signed NOSA is the document authorizing the Department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
    3. The notice 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).
    4. A written Notice of Denial shall be sent to the applicants not receiving the award.

  2. Administrative and National Policy Requirements

    1. 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.
    2. To review a sample of the current 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
      1. Periodic Financial Reports.
      2. Close-out Reports
      3. Periodic Performance Reports.
      4. Close-out Performance Reports.
      5. 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.
      6. 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 2CFR200. Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).

  4. Payment Terms

    1. 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.
      • 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 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 30 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 to the grant program, 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 grant term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective grant budget, must return the funds or be subject to grant funds recovery.
            • 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
            • 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 reimbursement method unless an IDHS Advance Payment Request Cash Budget Template is submitted for Advanced Payment Method.
            • All requests for authorization to receive advance payment, working capital advance and reimbursement must be submitted on forms prescribed and approved by the Department as set forth in IDHS Administrative Directive 01.07.01.070 - Grant Payments and the executed grant agreement (Exhibit C). Additional data may be requested by the Department.
            • Funding is contingent upon and subject to the availability of funds and amendments to awards may be necessary within the grant cycle.
            • Late Payment: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable.
            • 30 ILCS 540; 74 Ill. Adm. Code 900. This shall be Vendor's sole remedy for late payments by the State. Payment terms contained in Vendor's invoices shall have no force or effect.
          • Funding Sources: This award utilizes general revenue funds, Medicaid Reimbursements, State Treasurer investment income and family fee collections to fund this award. The instrument of assistance will be dependent upon the organizational structure of the entity and will be in the form of state grant.
          • Invoicing: By submitting an invoice via the Monthly Grant Invoice (MGI) (monthly by the 15th)/Periodic Financial Report Form (PFR) (quarterly), Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed, and expenses incurred are as allowed in this contract.
          • Supporting Documentation Requirements: Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 15 of that year; otherwise Vendor may be required to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.
        • Send Invoices to:
          • Agency:  IDHS, Division of Early Childhood,Bureau of Early Intervention
          • Address: 823 E. Monroe St. Springfield, IL 62701
          • Email: DHS.EIFISCAL@illinois.gov
        • Where Services are to be Performed: 
          • Unless otherwise disclosed in this section, all services shall be performed in the United States. This information and the economic impact on Illinois and its residents may be considered in the evaluation. If the Offeror performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Offeror.
          • Offeror shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Offeror received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

G. State Awarding Agency Contact(s)

  1. If you have questions about this NOFO, please contact DHS.EIFiscal@Illinois.gov
  2. A frequently asked Question and Answer page is posted on the DHS website. Questions submitted up to two business days prior to the end of the NOFO posting period, will be posted on the website.

H. Other Information, if applicable

I. Mandatory Forms