Special Education - EI Training Program (25-444-84-2894-01)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Early Childhood
Agency Contact

Katie Jacobs

Katie.Jacobs@Illinois.gov
Announcement Type Competitive
Funding Opportunity Title Special Education-Grants for Infants and Families-Early Intervention - Training Program
Funding Opportunity Number 25-444-84-2894-01
Application Posting Date 4/29/2024
Application Closing Date 5/29/2024
Catalog of State Financial Assistance (CSFA) Number 444-84-2894
Catalog of State Financial Assistance (CSFA) Popular Name Special Education-Grants for Infants and Families-Early Intervention - Training Program
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: $1,500,000.00 - $2,100,000.00

Renewal Option 1 FY26 (12 months): $1,500,000.00 - $2,100,000.00

Renewal Option 2 FY27 (12 months): $1,500,000.00 - $2,100,000.00
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.) -

Restricted to ISBE negotiated unrestricted rate - ISBE Website
Technical Assistance Session Session Offered: No
Session Mandatory: No
Date/Time: N/A
Registration Link: N/A

A. Program Description

  1. Program Summary

    1. Program Summary

      • The Illinois Department of Human Services (IDHS), Division of Early Childhood is soliciting proposals for the establishment and operation of an Early Intervention (EI) Training Program. This aims to enhance the quality of services provided to infants and toddlers in the EI Program by ensuring that EI Providers receive comprehensive pre-service and in-service training. Through this funding opportunity, IDHS seeks to establish a robust network of EI Providers equipped with the necessary skills and knowledge to support children with developmental disabilities and delays effectively.
        1. Description of Purpose and Scope
          1. The primary goal of the EI Training Program is to meet the requirements outlined by both state and federal laws for a comprehensive system of personnel development within the EI Program.  Federal rule (34 CFR Part 303.118) requirements for a comprehensive system of personnel development, which mus include the following: Training personnel to implement innovative strategies and activities for the recruitment and retention of EI Providers;
          2. Promoting the preparation of EI Providers who are fully and appropriately qualified to provide EI services under this part and include promotion of training for implicit bias and/or racial equity training;
          3. Training personnel to coordinate transition services for infants and toddlers with developmental disabilities or delays who are transitioning from an EI Program under Part C of the Act to a preschool program under section 619 of the Act, Head Start, Early Head Start, an elementary school program under Part B of the Act, or another appropriate program
        2. Background and Context:
          • The Early Intervention (EI) Training Program is a critical component of Illinois' efforts to enhance the quality of services provided to infants and toddlers with developmental disabilities and delays. Established in accordance with state and federal laws, the program seeks to address the ongoing need for a comprehensive system of personnel development within the EI Program. Over the years, there has been a growing recognition of the importance of early intervention in supporting children's development and improving long-term outcomes emphasizing service provision through caregiver coaching. However, achieving these goals requires a well-trained workforce equipped with the necessary skills and knowledge to deliver high-quality services effectively. In response to this need, IDHS is seeking a qualified organization to establish and operate the EI Training Program, which will play a central role in ensuring that EI Providers receive the training and support they need to meet the diverse needs of the children and families they serve. By investing in training and professional development, Illinois aims to strengthen its EI Program and provide meaningful support to vulnerable children and their families across the state.
        3. Importance and Impact:
          • The EI Training Program holds significant importance for both the EI Program and the broader early childhood development landscape in Illinois. By investing in training and professional development, the program aims to achieve several key outcomes:
            1. Enhanced Service Quality: By equipping EI Providers with the necessary skills and knowledge, the program aims to enhance the quality of services offered to infants and toddlers in the EI Program, ultimately improving developmental outcomes for children.
            2. Compliance with Regulations: The program seeks to ensure compliance with state and federal regulations regarding the establishment of a comprehensive system of personnel development within the EI Program, including requirements related to training, credentialing, and service coordination.
            3. Promotion of Equity and Inclusion: Through training on topics such as racial equity, implicit bias, and cultural competency, the program aims to promote equity and inclusion within the EI Program, ensuring that services are accessible and culturally responsive to all families.
            4. Support for Transition Services: By providing training on transition services, the program aims to facilitate smooth transitions for children moving from the EI Program to other early childhood programs, ensuring continuity of care and support

    2. Program Goals, and Objectives

      1. Supplies and/or Services Required:
        1. Early Intervention Systems Training: In order to efficiently and effectively function within the EI Program, EI Providers must share a common understanding of the EI Program and how it serves eligible infants and toddlers. The EI Training Program will use IDHS-approved training curricula and will be responsible for updating training materials as needed to include equity and justice tenets. Selected curricula must be provided, in part, through on-line training modules. Early Intervention Systems Training includes the following:
          • System Overview Training (18 hours or the equivalent) in compliance with 325 ILCS 20/13.30(b) and 34 CFR Part 303 and offered no less than two (2) times per year in no fewer than five (5) separate locations throughout the state, with a minimum of 20 sessions per year of the training provided throughout the state of Illinois. Sessions will be provided through on-line self-paced modules and a face-to-face or virtual session of a minimum of four (4) hours, or the equivalent.
          • Parent Liaison and Service Coordinator Training sessions to comply with the requirements in the Early Intervention administrative code found at 89 Ill. Admin. Code 500.60(f)(2), including the use of the EI management information system. For each discipline, sessions will be provided through on-line self-paced modules and a face-to-face or virtual session of a minimum of four (4) hours, or the equivalent. The face-to-face or virtual session must be held a minimum of four (4) times per year for each discipline or with sufficient frequency to allow Parent Liaisons and Service Coordinators with temporary credentials to meet a 90-day training requirement.
          • Developmental Therapy Emergency Waiver Cohorts in accordance with Rule 500. The Early Intervention Training Program will facilitate the implementation of practice cohorts throughout the year to assist developmental therapists participating in the emergency waiver program. These practice cohorts will support developmental therapists in meeting the training plan requirements for full credential status within our Early Intervention Credentialing Program.
        2. Early Intervention Pediatric-Specific Learning Experiences: With input from EI Providers, training topics will be identified, and training sessions provided in support of the appropriate delivery of services to infants and toddlers with developmental delays or disabilities. The EI Training Program will identify, develop, or adapt curricula to address the identified priority topics and provide training sessions statewide. With approval from IDHS, qualified subcontractors may provide curriculum development and instruction.
          • Training sessions on topics in birth-to-three evaluation and treatment of children with developmental disabilities and delays that cover topics within each of the disciplines including audiology, occupational therapy, physical therapy, speech and language pathology, and developmental therapy, including the social emotional domain, in compliance with 325 ILCS 20/13.30(a), approved by IDHS, and offered no less than two (2) times per year for no fewer than 20 contact hours per year of course work in five (5) separate locations throughout the state (i.e., a minimum of 10 sessions per year of the training must be provided throughout the state). An interdisciplinary approach to these training sessions may be taken. Courses must be taught by fully-credentialed EI Providers or educators with substantial experience in evaluation and treatment of children from birth-to-three with developmental disabilities and delays. Enrollment priority must be given to EI Providers who do not meet the experience, education, or continuing education requirements necessary to be fully-credentialed EI Providers.
          • A minimum of 50 continuing professional education sessions per year held throughout the state of Illinois (i.e., face-to-face or virtual training sessions) or using online technologies (i.e., training modules, webinar sessions, etc.) on topics requested and approved by the IDHS, with an emphasis on EI principles, procedures, and services, based on peer-reviewed research, to the extent practical, to meet the unique needs of the child and family to achieve the outcomes identified in that child's Individualized Family Services Plan (IFSP).
        3. Service Coordinator Conference: With input from Child & Family Connections (CFC) offices, provide at a minimum one (1) virtual one-day Service Coordinator conference focused specifically on the role of service coordinators in the EI Program.
        4. Transition Training: In coordination with STARNet, provide up to ten (10) statewide five (5) hour training sessions regarding the transition of children from EI services into early childhood special education services, with a panel that includes trainers from STARNet and the EI Training Program, staff from the local school district, and a parent liaison. Develop and post a web-based module to provide an overview of the rules and laws related to transition that can serve as a prerequisite to the face-to-face training session. Develop and provide a follow-up session to the face-to-face training session that allows participants to reflect on practice and share challenges and successes in the transition process.
        5. Assistive Technology (AT) Evaluator Training for Providers Holding a Full-Evaluator Credential: Provide a minimum of four (4) AT Evaluator Training sessions per year, with the first year of the contract to include additional training sessions to allow current evaluators to meet the requirement. AT Evaluator Training will be offered in online and/or face-to-face sessions encompassing the philosophy of AT, principles and processes for functional AT assessment, appropriate documentation of AT assessments, effective implementation of AT into a child's routines, policy and procedures for obtaining AT, an examination of the evaluation format for AT, and a review of the responsibilities of team members in relation to AT.
        6. CFC Manager Support/training: Provide a minimum of an annual training session focused on skills and strategies of CFC Managers to support CFC staff in best practice, EI Principles, racial justice, diversity, equity and inclusion as well as implicit bias. Session(s) may be offered virtually and/or face-to-face and should build the capacity of the CFC Manager to best support their team members.
        7. Reflective Practice Groups: Provide a minimum of six (6) reflective practice groups cohorts that encourages and strengthens the practice of early interventionists by fortifying their support, fostering team cohesion, mitigating stress and compassion fatigue and providing a space for contemplation and critical thinking. Each group should consist of seven (7) engagement sessions with a team of trained facilitators. The EI Training Program shall financially support providers at the current Early Intervention provider offsite state rate for their participation Sessions may be offered virtually and/or face-to-face.
        8. CFC Assistive Technology training: Provide a minimum of an annual training session focused on skills and strategies of CFC Assistive Technology Coordinators and/or CFC staff associated with Assistive Technology to support the needed skills and knowledge to support teams in decisions and steps in determining the need and/or approving needed equipment. Offerings must include the ability of the CFC staff to ensure best practice and EI Principles in the decision and discussions with team members, including families. Session(s) may be offered virtually and/or face-to-face and should build the capacity of the CFC Assistive Technology Coordinator to best support their team members.
        9. Coordinated Training Support: In order to develop a "one-stop-shop" for EI training the EI Training Program must provide adequate support for the training sessions listed above to include racial justice, diversity, equity and inclusion as well as implicit bias.
          • The EI Training Program will provide registration services, site arrangements, handout materials, and evaluation for each training session and will provide EI workshop certificates to training participants.
          • Registration must be accepted via an online registration system.. The EI Training Program must provide credit card processing for the collection for any registration fees. Child and Family Connections (CFC) offices staff and IDHS staff will be exempt from paying fees for trainings
          • A database of training participants must be developed and maintained.
          • The EI Training Program will provide information on training through a toll-free phone number(s), Monday through Friday, excluding holidays.
        10. Public Awareness Efforts: The EI Training Program will utilize a brochure, the provider newsletter, the website, social media, attendance at state-level conferences, presentations at Universities, and information provided through its own training sessions to increase public awareness of EI Training Program services. In order to maximize training resources available throughout the state, the EI Training Program will provide a coordinated approach to informing EI Providers of continuing professional education opportunities for EI Providers offered by public, private and state-funded entities.
        11. EI Provider Newsletter: With IDHS approval, the EI Training Program will develop, publish and distribute hard copy or notification of an electronic posting of a quarterly training newsletter.
        12. Website: The EI Training Program will develop and maintain a website that includes a comprehensive, statewide calendar of EI training opportunities that are updated on at least on a monthly basis; registration information; accurate, up-to-date information about EI policies and procedures and EI services, based on peer-reviewed research, to the extend practical, that are necessary to meet the unique needs of the child and family to achieve the outcomes identified in the IFSP; a database of sessions approved for EI credit, and additional information as requested by IDHS .
        13. Training Needs Assessment: The EI Training Program shall conduct an annual training needs assessment and report to IDHS the results of the assessment to document feedback on the quality and appropriateness of EI training and to identify training needs. IDHS must approve the design of the need's assessment.
        14. EI Credit Requests: The EI Training Program will accept, review, and approve within 30-business days of receipt of a complete request, EI Credit Requests from sponsoring organizations (approximately 2,000 per year), submitted through an online process.
        15. EI Video Credit Requests: The EI Training Program will, accept, review, and approve within 30-business days video credit requests (approximately 600 per year) for contact hours for watching one of the approved for EI Credit video/DVD selections available from the EI Clearinghouse.
        16. Meeting Accommodations for the Illinois Interagency Council on Early Intervention (IICEI): To support the IICEI, the EI Training Program will make site arrangements for virtual or in-person quarterly meetings, an annual two-day planning meeting, and a one-day training session for new members. If in-person, meeting facilities must include one large room with a capacity of a minimum of 80 people. The configuration of the seating must include tables and chairs set up in a large square to accommodate up to 30 people, with 50 chairs set up in a classroom-style surrounding the square. The building, meeting room, and rest rooms must be accessible to individuals with disabilities. Arrangements should include the ability to use four tabletop microphones, make PowerPoint presentations, and provide water and coffee for all participants.
        17. Administration of Bilingual Interpreter Proficiency Tests and Training: The Illinois EI Training Program will provide the following functions to support the administration of proficiency tests to approximately 200 individuals requesting enrollment in the EI Program as bilingual interpreters: test scheduling through the Illinois Early Intervention Training Program's via web-based registration or a toll free phone number; testing site arrangements and scheduling of proctors/graders; training of proctors/graders; administration of IDHS-approved proficiency tests; submission of the tests to IDHS-approved entity(s) for grading, if not completed as part of the administration of the tests; collection of a testing fee and processing payment for the grading of tests, and notification of interpreter/applicant and the EI credentialing office of the outcome of proficiency tests. Testing must be provided for the following languages: Arabic, Bulgarian, Chinese, French, Hindi, Japanese, Korean, Polish, Russian, Spanish, Ukrainian, Urdu, and Vietnamese. Provide a minimum of six (6) Systems Overview sessions for Bilingual Interpreters/Translators in the Illinois EI System sessions, or more frequently to meet system needs. More sessions may be needed to meet system needs.
        18. Outcomes Support: The EI Training Program will provide technical assistance and support to families and CFC offices as part of a federally-required family outcomes survey process. Coordination of the family outcomes survey process includes: training and technical assistance; project coordination; compiling and dissemination of the survey through multiple means to ensure equitable access by all families enrolled in the EI Program on a routine schedule of monthly or quarterly (approximately 22,000 families annually); upon request, assisting families in completing the survey, with strategies targeted to populations with poor return rates; receiving and tracking surveys; surveys data analysis, including linking and analyzing related child outcome data; and following-up with CFC offices regarding survey results. Language accessibility is paramount, and the survey will be made available in the primary language of the family, with translation services provided as necessary. Other outcomes-related duties include: providing staff support to an Outcomes Workgroup, which will meet quarterly; providing training on the use of the Child Outcomes Summary Form; providing consultation to the EI Program regarding the Illinois' process for measuring and reporting child outcomes; sharing data with CFC offices; and representing IDHS regarding child and family outcomes evaluation, as needed.
        19. Office of the Early Intervention System Ombudsman: The EI Training Program will provide an Office of the EI Ombudsman to promote the highest attainable EI practices which support the principles of Illinois' EI Program by working with CFC offices and local Early Intervention programs and providers to ensure fidelity with EI laws, policy, practice and procedure. The Office of the EI Ombudsman will: study local, state and national issues affecting early intervention across the spectrum of services and supports needed by families, including issues of equitable access to services; identify evidence-based practices and forward looking solutions that will meet the future challenges for the EI Program; collect and analyze quantitative and qualitative EI Program data that is representative of the EI workforce and EI families; develop strategies to promote compliance with program principles and procedures; act as a facilitator and liaison with identified system resources (i.e. Bureau of EI, EI Training Program, EI Monitoring Program, Provider Connections, EI Central Billing Office, EI Clearinghouse, CFC offices, provider professional organizations, etc.) to develop short and long-term action plans promoting the implementation of early intervention practices which support the principles of the EI Program and support the focused verification monitoring process; and develop and implement training strategies based upon research, data analysis, and focused verification monitoring activities and apply these strategies, with coordination of all EI training resources and supports, to target CFC-area specific and statewide training needs.
        20. Workgroup Participation: The EI Training Program will participate, upon request, in work groups of the IICEI that address issues related to training.
        21. Data Management System Training: Develop and implement training curricula for new data management system to support existing and new service coordinators, managers, early intervention providers and families.
        22. Modified Service Delivery Pilot Implementation: Provide project co-coordinators, travel, curriculum development, and training related to anti-racist/pro-culture, homelessness, poverty, trauma, domestic violence, FAN, coaching, Pyramid, Family ambassador training and Parent Liaison training, evaluation consultant, stakeholder working meetings.

    3. Expected Performance Goals, Indicators, Targets, Outcomes, Baseline Data, and Data Collection

      1. Milestones and Deliverables:
        1. The Vendor will provide an annual budget in the format and timeline required by IDHS and an annual plan by August 15 of each fiscal year in a format approved by IDHS.
        2. The Vendor will provide Online Systems Overview modules and a minimum of 20 face-to-face sessions as described above.
        3. For each discipline, the Vendor will provide online Parent Liaison and Service Coordination modules and a face-to-face or virtual offering a minimum of four (4) times per year for each discipline or with sufficient frequency to allow Parent Liaisons and Service Coordinators with temporary credentials to meet a 90-day training requirement as described above.
        4. The Vendor will provide a minimum of 10 training sessions per year on topics in birth-to-three evaluation and treatment of children with developmental disabilities and delays that cover topics within each of the disciplines of audiology, occupational therapy, physical therapy, speech and language pathology, development therapy, racial unity and implicit bias as described above.
        5. The Vendor will provide a minimum of 50 continuing professional education sessions as described above.
        6. The Vendor will provide a minimum six (6) reflective cohorts each fiscal year.
        7. The Vendor will annually hold a minimum one (1) virtual Service Coordinator Conference as described above.
        8. The Vendor will publish and distribute four (4) newsletters per year.
        9. The Vendor will process and report on 100% of bilingual Interpreter/Translator proficiency tests within 90 calendar days.
        10. The Vendor will provide a minimum of six (6) Systems Overview for Bilingual Interpreters/ Translators in the Illinois Early Intervention System sessions.
        11. The Vendor will provide an annual report of training assessment results.
        12. The Vendor will respond to all EI credit requests and EI video requests within 30 business days.
        13. The Vendor will send Department-approved Family Outcomes survey to all families in the EI Services System on a routine monthly or quarterly schedule and provide data and analysis.
        14. The Vendor will facilitate four (4) Outcomes Workgroup meetings.
        15. The Vendor will assist and coordinate with the implementation of State Systemic Improvement Plan (SSIP) strategies and targeted objective including scale-up supports.
        16. The Vendor shall make available cross systems training for collaboration with other Home-Visiting Program, Child Welfare, etc. to facilitate local community capacity building.
        17. The Vendor will submit a quarterly performance measurement report, including progress/status of milestones and deliverables identified in a format approved by IDHS.
        18. 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 as specified in Section A.2, 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 Experience: 
        1. The Vendor should be able to demonstrate the number of years of experience (minimum of 5 years' technical experience and five (5) years of experience in administering grants) and the level of technical experience that appropriately reflects the ability to perform the scope of work.
        2. The Vendor should be able to demonstrate relevant experience with businesses or government entities.
        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 A.2 and A.3.
        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 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.
        2. The Vendor will have a Project Manager who will coordinate and provide oversight to the EI Training Program and will perform other duties as needed to provide the deliverables listed above.
        3. The Vendor must demonstrate experience with developing, planning, and providing training and other support services.
        4. The Vendor must have in-depth knowledge of the EI Program and, for training sessions defined above must be fully- credentialed EI Providers or educators with substantial experience in evaluation and treatment of children from birth to three with developmental disabilities and delays.
        5. Staff must have experience in Website and database development and maintenance.
        6. The EI Ombudsman must have at least 10 years of professional experience with a focus on organizational and/or systems development with experience working with providers, families and other stakeholders in the EI Program. A Bachelor's degree is required, but an advanced degree is highly preferred.
        7. The Vendor must reflect the racial/ethnic diversity of the families served by the EI Program.
        8. The Vendor should be able to demonstrate that staff resources are adequate to implement the proposed technical approach.
        9. The Vendor should possess competencies and expertise sufficient in accounting or bookkeeping to allow for submission of complete and accurate financial and performance measure data, including periodic financial reports, periodic performance measure reports, budgets, indirect cost calculations and application of indirect cost rates, in accordance with the requirements set forth in the state Grant Accountability and Transparency Act (GATA) (30 ILCS 708/1) and the federal Uniform Guidance (2 CFR 200). Preference given to Certified Public Accountants and/or experience with federal or state grants awarded under GATA.

  2. Funding Priorities or Focus Areas

    1. 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.
      1. Culturally Responsive Trainings:
        1. Inclusive Training Development: Development and sustainability of a comprehensive range of trainings that authentically represent and address the diverse needs and experiences of the communities being served. Potential training topics encompasss: anti-racist/pro-culture practices, homelessness, poverty, trauma, racial equity, implicit bias, and domestic violence.
        2. Bilingual Interpreter Proficiency: Ensure the consistent availability of proficiency testing and ongoing training opportunities for bilingual interpreters.
      2. Cultural Responsiveness in Family Outcomes Process:
        1. Equitable Dissemination: Dissemination of Family Outcome Survey materials through multiple means to ensure equitable access as well as ensuring the primary language of the Family is being met.
        2. Culturally Appropriate: Techincal Assitance: Tailiored technical assistance that assists the EI program in enhancing the capacity to engage families from diverse backgrounds in completing the Family Outcome Survey.
        3. Targeted Enagement Strategies: Develop and implement strategies to engage communities historically underrepresented in survey responses, fostering inclusive participation and capturing diverse family perspectives on the Family Outcome Survey. * Equity-Focused Data Reporting: Collect and analyze Family Outcome Survey results through a lens of equity and diversity, highlighting disparities and informing responsive interventions.
        4. Equity-Focused Data Reporting: Collect and analyze Family Outcome Survey results through a lens of equity and diversity, highlighting disparities and informing responsive interventions.
      3. Community Engagement and Representation:
        1. Cross-Sector Collaboration: Staffing necessary to actively engage in collaborative efforts to identify and address systemic barriers, ensuring equitable delivery of early childhood services

  3. Authorizing Statutes or Regulations

    1. 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:
      1. Federal Rules
        1. 34 CFR 99: Family Education Rights and Privacy Act (FERPA)
        2. 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
        3. 34 CFR 303: Individuals with Disabilities Education Act (IDEA), Title I, Part C
        4. 42 CFR 430 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
        5. 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"
        6. 45 CFR Parts 160, 162 and 164 (Security standards only) Health Insurance Portability and Accountability Act of 1996 (HIPAA)
      2. Federal Statutes
        1. 20 U.S.C. 1232g: Family Education Rights and Privacy Act (FERPA)
        2. 20 U.S.C. 1431: Individuals with Disabilities Education Act, Part C
        3. 42 U.S.C §§ 396 et seq.: Medicaid provisions of Title XIX of the Social Security Act and its rules
        4. 42 U.S. Code 5101 et seq.: Child Abuse Prevention and Treatment Act of 1996
        5. Public Law 104-191: Health Insurance Portability and Accountability Act of 1996
      3. State Rules:
        1. Title 89 Illinois Administrative Code
        2. Part 500: Early Intervention Program
        3. Part 507: Audit Requirements of IDHS
        4. Part 509: Fiscal/Administrative Recordkeeping and Requirements
        5. Part 511: Grants and Grant Funds Recovery
      4. State Statutes:
        1. 30 ILCS 705: Illinois Grant Funds Recovery Act
        2. 30 ILCS 708 Grant Accountability and Transparency Act
        3. 325 ILCS 20: Early Intervention Services System Act
      5. Other Pertinent Documents
        1. Child and Family Connections Procedure Manual and EI Provider Handbook

B. Funding Information

  1.  Total Amount of Funding

    1. The Department anticipates the availability of approximately funding to vary between $1,500,000.00 - $2,100,000.00.
    2. The source of funding for this program is State funds.

  2. Number of Grant Awards

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

  3. Expected Amounts of Individual Grant Award

    1. The Department anticipates that grant awards will be $1,500,000.00 - $2,100,000.00 .

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

    1.  Previous funding amounts for this grant award program on average was $1,500,000.00.

  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/are not eligible 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:
      1. Grantee has performed satisfactorily during the previous reporting period
      2. All required reports have been submitted on time, unless a written exception has been provided by the Division/Department
      3. 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

    1. This competitive funding opportunity is limited to applicants that meet the following requirements:
      1. The types of applicants that may apply for the grant award are: Government Organizations, Education Organizations and Nonprofit Organizations.
      2. The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.
      3. 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.
      4. Successful Applicants will not receive an award if pre-award requirements are not met.
      5. 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

    1. 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. Complete application packages include a Uniform Application for State Assistance, Uniform Budget Template, Program Narrative, and Grantee Conflict of Interest Form.
      3. The Uniform Application for State Assistance, Program Narrative, and Grantee Conflict of Interest must be submitted electronically to DHS.EIFiscal@Illinois.gov with the subject line including:
        1. Provider's Organization Name/Funding Opportunity # 25-444-84-2894-01/Program Contact Name
        2. For example: ABC Company/Funding Opportunity # 25-444-84-2894-01/John Doe
      4. The Uniform Budget Template must be submitted via the Community Service Agreement (CSA) Tracking System. Applicants should refer to IDHS CSA Tracking System webpage for additional information on CSA.

    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 your community to ensure diversity, equity and inclusion to represent the populations served in the EI Program. Information in this section should include, but not necessarily be limited to, the following:
          • Identification of catchment/service area. Include description and demographics of communities served.
          • Description of accessibility and availability of services in all of your service areas.
          • Identification of proposed or established partnerships with other agencies which may provide additional services to meet the program's needs.
          • 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 abilities in diversity, equity, inclusion and implicit bias to provide the program as described in this Funding Notice. Information in this section should include, but not necessarily be limited to, the following:
          • 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.
          • 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.
          • Identify key staff positions that will be responsible for the program and their relevant experience, expertise, and qualifications to implement the program deliverables.
          •  A description of your agency's current programs and activities relevant to the services described in this NOFO.
          •  Describe the capacity of your agency to meet the needs of the target populations you will be serving and respond to emerging community needs including equitable access and diverse stakeholder engagement.
          • Describe agency oversight and available resources for fiscal, administrative, and programmatic areas to support the requirements of this project.
          • As applicable, describe the resources, knowledge, skills and other abilities that your agency 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 Training Program services. Describe how the agency design has direct correlation to the needs identified in the needs section of the application. Include how your agency 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 your staff development plan, including initial and ongoing training, staff supervision, and training budget.
          5. Describe how your agency will achieve the targeted performance standards. Include any additional outcomes or evaluation efforts.
          6. Describe your 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: 
        1. Reasonable and necessary
        2. Allocable, and
        3. 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:
      1.  Be registered in SAM.gov before the application due date.
      2. Provide a valid unique entity identifier (UE) in its application
      3. 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.
      4. The Department may not make an award until applicant has fully complied to all UEI and SAM requirements
      5. 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 on May 29, 2024 at 5:00 p.m. 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. Pre-award costs are/are not allowable.
      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.
      2. Indirect Cost Rate
        1. Annually, each organization receiving an award from a State grant making agency is required to record an indirect cost rate election through the Grantee Portal or negotiate an indirect cost rate through the Indirect Cost Rate System. Indirect costs cannot be compensated without an election or a negotiated rate on file with the State of Illinois.
        2. The following elections for indirect costs to State and federal pass-through grants are available through the Grantee Portal:
          • Report a Federal Negotiated Indirect Cost Rate Agreement (NICRA);
          • Elect the de minimis rate of 10% of Modified Total Direct Costs; or
          • Elect not to charge indirect costs.
        3. An indirect cost rate may be negotiated through the Indirect Cost Rate System.
        4. Refer to the Indirect Cost Rate Election and Negotiation Manual for technical assistance.
        5. The awardee shall make an election or negotiate a rate that all State agencies must accept unless specific federal or State program limitations, caps or supplanting issues apply.
      3. The Following Indirect Cost Restrictions apply: State Funded universities - indirect cost rate and base is capped at:
        1. On-Campus 20% and MTDC base
        2. Off-Campus 10% and MTDC base
      4. Local Education Agencies (ROEs, School Districts, etc.) - Restricted to ISBE negotiated unrestricted rate

    3. Statutory or Regulatory Restrictions/Limitations

if applicable

  1. Other Submission Requirements

    1. Electronic Submission

      1. Applications must be submitted electronically to DHS.EIFiscal@illinois.gov .
        1. Providers Organization Name/Funding Opporunity #25-444-84-2894-01/Program Contact Name
        2. For Example:  ABC Company/Funding Opportunity #25-444-84-2894-01/John Doe 
      2. Documents must or must not include a password.
      3. Software or electronic capabilities required are as follows: __________
      4. Contact DHS.EIFiscal@illinois.gov. in the event of technical difficulties.
      5. If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.
      6. Any application not fully submitted by the Application End Date will not be considered.
      7. 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.

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.
    3. The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc. 
    4. 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
          • Appeals submission IDHS contact information:
          • 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.
            • An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
            • 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
          • IDHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
            • 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.
            • 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.
            • 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.
            • The Agency will resolve the appeal by means of written determination.
            • The determination shall include, but not be limited to:
              1. Review of the appeal;
              2. Appeal determination; and
              3. Rationale for the determination. 
    5. 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.
    6. Selection of Grantee:
      1. The State may award to the most Responsive/Responsible Offeror whose Offer best meets the below criteria.
      2. 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.
      3.  The chart below shows the elements of Responsiveness that the State evaluates, their relative weights in point format.
      4. The total number of points for Responsiveness is 100
        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 N/A

  3. Simplified Acquisition Threshold - Federal Awards and State Awards

    1. 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

    1. 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.
    2. 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).
      1. Advance and Reconcile
        1. 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.
        2. 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.
        3. 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.
        4. 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.
        5. Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
        6. Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.
      2. 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.
        1. 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.
        2. Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
      3.  Working Capital Advance Method
        1. 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.
        2. 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.
        3. Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
        4. Working Capital Advance Payments are limited to a single occurrence per grant term.
        5. 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.
        6. 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.
        7. Funding is contingent upon and subject to the availability of funds and amendments to awards may be necessary within the grant cycle.
        8. Late Payment: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable.
        9. 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
      4. 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.
      5. 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.
      6. 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.
        1. Send Invoices to: IDHS, Division of Early Childhood, Bureau of Early Intervention, 823 W. Monroe, St, Springfield, IL 62701
        2. Email:  DHS.EIFISCAL@Illinois.gov
      7. Where Services are to be Performed
        1. 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.
        2. 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