515-JIFS Juvenile Inpatient Forensic Services (25-444-22-1183-03)

Summary Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Mental Health
Agency Contact

Rob Putnam

DHS.DMHGrantApp@illinois.gov
Announcement Type Discretionary
Funding Opportunity Title 515-JIFS Juvenile Inpatient Forensic Services
Funding Opportunity Number 25-444-22-1183-03
Application Posting Date April 5, 2024
Application Closing Date May 6, 2024, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-1183
Catalog of State Financial Assistance (CSFA) Popular Name 515-JIFS Juvenile Inpatient Forensic Services
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA
Award Funding Source State
Estimated Total Program Funding $2,000,600
Anticipated Number of Awards 1
Award Range $2,000,600
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
Technical Assistance Session Session Offered: No

A. Program Description

1. Program Summary

  • The Juvenile Inpatient Forensic Program provides inpatient treatment for juveniles remanded by Illinois County Courts to the Department of Human Services under Statutes finding them Unfit to Stand Trial (UST) (725 ILCS, 104 -16) and Not Guilty by Reason of Insanity (NGRI) (730 ILCS, 5/5-2-4). Treatment includes, but is not limited to psychiatric assessment, medication and monitoring, fitness didactic group and individual treatment, coordinating with the county courts, forensic report writing and discharge linkage to community treatment (when appropriate).

2. Funding Priorities or Focus Areas

  • IDHS is working to counteract systemic racism and inequity, and to prioritize and maximize diversity throughout its service provision process. This work involves addressing existing institutionalized inequities, aiming to create transformation, and operationalizing equity and racial justice. It also focuses on the creation of a culture of inclusivity for all regardless of race, gender, religion, sexual orientation, or ability.

3. Authorizing Statutes or Regulations

  • 59 Ill. Admin, Code 132 (Rule 132), Section 132.150g
  • Mental Health Community Services Act (405 ILCS 30/ Section (f))
  • Illinois Administrative Code Part 7000 Grant Accountability and Transparency Act

4. Project Description

  • The Grantee will operate an Inpatient Forensic Unit by licensed mental health professionals who will provide statewide forensic services for juveniles adjudicated Unfit to Stand Trial (UST) and Not Guilty by Reason of Insanity (NGRI) and are remanded to the Department of Human Services for treatment on an inpatient basis. These services must include, but are not limited to, psychiatric, mental health, substance abuse and dually diagnosed intellectual disability treatment services, as well as, legal education, case management, transportation, court reporting and court testimony. There are to be twelve inpatient beds available for UST and NGRI juveniles. The Inpatient Forensic Unit is designed to:
    • Provide services to juveniles who are remanded by court order to DHS for forensic services on an inpatient basis.
    • Increase the prompt access to clinically appropriate inpatient forensic services for individuals adjudicated UST and NGRI who require the restrictiveness of a hospital setting.
  • The Grantee must bill Medicaid/Managed Care Organization (MCO) or other billing source for payment for eligible juveniles. DMH will pay for vacant beds and non-covered juveniles. The Grantee agrees to admit all juveniles remanded (up to twelve) to DMH by the courts for inpatient forensic services. During this contract period, DHS will:
    • Make the necessary attempts to evaluate a youth, if there is an initial refusal, in order to gather clinical information for Streamwood prior to admission. o Collaborate with the detention center MH staff to encourage a medication assessment prior to admission.
    • Work with DCFS to develop a process & timeline to place youth in care who have completed restoration treatment so that they are not stuck/stranded at Streamwood with no funding mechanism.
    • Educate and work directly with the juvenile court judges/attorneys on the "immediate return" statute to avoid DCFS and other youth from being boarded at Streamwood.
    • Assist the provider with transportation services for youth requiring off-site services and/or court.
    • Work directly with St. Clair and other counties to minimize unnecessary trips and to assure time, date and confirmation of youth's need to appear.
    • Provide additional Technical Assistance and clinical consultation on cases where youth are not participating in treatment, to advance those cases back to court/detention.
    • Provide direct assistance with the court to return a youth to detention in clinical emergencies where the behavior (e.g., violence/aggression) is unmanageable in an acute psychiatric hospital environment.

5. Performance Requirements

  • The Grantee will:
    • Ensure that the inpatient forensic services meet the statutory requirements of Illinois statutes 725 ILCS 5/104-17 (or its successor).
    • Ensure twelve inpatient beds are available for juveniles adjudicated as Unfit to Stand Trial and Not Guilty by Reason of Insanity.
    • Bill Medicaid/MCO or other billing source for payment first.
    • Recruit, train, and maintain qualified staff, including a Board-Certified Psychiatrist, who is to provide psychiatric services to funded and unfunded clients; other licensed professionals to provide assessment, fitness restoration services and work as a liaison between the contractor and the criminal justice system; and to coordinate discharge planning and linkage. o Ensure prompt access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
    • Ensure prompt access to legal education using DHS/DMH-approved curricula as needed.
    • Provide transportation for patients to court and to other necessary and approved off-grounds locations.
    • Provide face to face individual and group fitness restoration and treatment services for individuals served in the Program to ensure participation and promote adherence.
    • Develop, maintain and follow written procedures and court reporting to establish individuals progress toward fitness restoration, readiness for return to court and conditional release.
    • Provide thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable.
    • Ensure the provision of medication, as needed. Discharge must be in accordance with 725 ILCS 5/104-21 and should ensure the following are in place: Facilitate ongoing services with the appropriate community mental health agency before final discharge from the Program if individuals are released to the community.
    • Provide Psychiatric consultation for case review and clinical input (e.g., diagnostic, risk assessment, psychopharmacology) to other DHS/DMH programs which serve MHJJ youth or other youth served by the Department.
    • Ensure individuals remanded by the court for inpatient services are admitted within the statutory time frame (725 ILCS 5/104-17).
    • Complete the 30-day admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18).

6. Performance Measures

  • Number of beds available for Juvenile Forensic patients at any time.
  • Number of Medicaid/MCO eligible client.
  • Number of eligible clients billed to Medicaid/MCO.
  • Number of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
  • Number of clients with access to legal education using DHS/DMH-approved curricula, as needed.
  • Number of clients needing transportation to court and to other necessary and approved off-grounds locations.
  • Number of clients provided transportation to court and to other necessary and approved off-grounds locations.
  • Number of clients provided face-to-face, individual and group fitness restoration and treatment services.
  • Number of clients who show progress toward fitness restoration, readiness for return to court and conditional release.
  • Number of clients provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable.
  • Number of clients discharged in accordance with 725 ILCS 5/104-20(b).
  • Number of clients remanded by the court for inpatient services.
  • Number of clients remanded by the court for inpatient services within the statutory time frame (725 ILCS 5/104-17).
  • Number of clients with admission reports, individual treatment plan and progress reports submitted per statute (725 ILCS 5/104-17; 5/104-18).

7. Performance Standards

  • 12 or more beds available for Juvenile forensic patients at any time.
  • 100% of eligible clients billed to Medicaid/MCO.
  • 100% of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
  • 100% of clients have access to legal education using DHS/DMH-approved curricula, as needed.
  • 100% of clients were provided transportation to court and other necessary and approved off-grounds locations.
  • 100% of clients provided face-to-face, individual and group fitness restoration and treatment services.
  • 100% of clients show progress toward fitness restoration, readiness for return to court and conditional release.
  • 100% of clients provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable.
  • 100% of clients discharged in accordance with 725 ILCS 5/104-20(b).
  • 100% of clients remanded by the court for inpatient services within the statutory time frame (725 ILCS 5/104-17).
  • 100% of clients' admission reports, individual treatment plans and progress reports submitted per statute (725 ILCS 5/104-17; 5/104-18).

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $2,000,600 in funding.
  • The source of funding for this program is State funds.

2. Number of Grant Awards

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

3. Expected Amounts of Individual Grant Awards

  • The Department anticipates that the grant award will be $2,000,600.

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

  • Previous funding amounts per grant award on average was $2,200,600.

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

  • Subject to appropriation, the grant period will begin no sooner than July 1, 2024, and will continue through June 30, 2025.

6. Renewal or Supplementation of existing projects eligibility

  • Applications for renewal or supplementation of existing projects are eligible to compete with applications for new State awards.
  • 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 performance and sufficient appropriation.

7. Type of Assistance Instrument

  • This is a discretionary grant award funding opportunity.

8. Procurement Contract Allowability

  • Subcontract Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
  • 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 discretionary 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
      • Nonprofit Organizations
      • For-profit Organizations
    • Applicant must have on-staff, a Psychiatrist, a Registered Nurse, and a Qualified Mental Health Professional (QMHP) which could be a social worker, psychologist, or mental health technician.
    • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

2. Prequalification

  • Applicant entities will not be eligible to apply for a grant award until they have prequalified through the Grant Accountability and Transparency Act (GATA) Grantee Portal. Registration and prequalification are required annually. During prequalification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment or the Illinois Debarred and Suspended List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or providing information about how to remediate a negative verification (e.g., inactive UEI, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated.
  • For assistance navigating government application prequalification procedure, refer to IDHS GATA Prequalification Assistance.
  • Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.
  • The following information is required to complete registration:
    • Organization's Unique Entity Identifier (UEI); For additional information on UEI, refer to Section Unique Entity Identifier and System for Award Management (SAM) below;
    • Organization's Federal Employer Identification Number (FEIN);
    • Organization type;
    • Illinois Secretary of State File ID (required for non-profits, for-profits and limited liability corporations);
    • Organization's name;
    • Organization's mailing address;
    • Organization's primary email address;
    • Organization's primary phone number;
    • Organization's fiscal year-end date
  • Successful Applicants will not receive an award if pre-award requirements are not met. See Section D for more information.
  • Funding Restrictions - See Section D for funding restriction impacting eligibility.

3. Cost Sharing or Match Requirements

  • Providers are not required to participate in cost sharing or provide match.
  • Serves as Maintenance of Effort to the Federal Substance Abuse and Mental Health Services Administration Community Mental Health Block Grant.

4. Indirect Cost Rates

Indirect Cost Requirements and Restrictions

  • In order to charge indirect costs to this grant, the applicant organization must have a Federal or State annually negotiated indirect cost rate agreement (NICRA) or must elect to use the De Minimis Rate.
  • Every organization that receives a state award must make an indirect cost rate proposal or election in the State of Illinois Grantee Portal, Centralized Indirect Cost Rate Election System, including organizations that are choosing not to claim payment for indirect costs.
  • Indirect Cost Rate Election:
    • Federally Negotiated Rate: Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federal NICRA and submit an Indirect Cost Rate Proposal in the Illinois Centralized Indirect Cost Rate System.
    • State Negotiated Rate: The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the Illinois Centralized Indirect Cost Rate System if they do not have a Federally Negotiated Rate and would like to negotiate a rate with the State of Illinois.
    • De Minimis Rate: An organization may elect a De Minimis rate of 10% of modified total direct cost (MTDC)**. Once established, the De Minimis rate may be used indefinitely. If programs elect to use the De Minimis rate, it is critical that program budgets accurately calculate the MTDC base. Please see the regulation below and note the exclusions to MTDC.

      **2 CFR § 200.68 Modified Total Direct Cost (MTDC). MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subrecipient s up to the first $25,000 of each subaward or subcontractor (regardless of the period of performance of the subawards and subrecipients under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontractor in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

    • No Rate: Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into the Indirect Cost Rate Election System.
    • State Funded Universities/Institutions: Maximum reimbursement for indirect costs is restricted to 10% Off Campus and 20% On Campus with MTDC base.
  • The Illinois Centralized Indirect Cost Rate System will allow your organization to document your already established federally approved indirect cost rate or complete an indirect cost rate proposal (see State Negotiated Rate above). Submission requirements are located on page 2 of the Uniform Budget Template as well as 2 CFR 200 Appendices IV, V & VII.
  • Organizations which have not previously made an indirect cost rate election must submit an election (and indirect cost rate proposal, if necessary) immediately and no later than 3 months after receiving an award notification. If the organization elects to submit a Federally Negotiated Rate or a State Negotiated Rate, they will receive an invitation to submit their proposal in the Illinois Centralized Indirect Cost Rate System.
  • Organizations that have previously established an indirect cost rate election and would like to continue with a Federal or State Negotiated Rate must submit a new indirect cost rate election immediately and no later than 6 months after the close of their organization's fiscal year.
  • Organizations that do not make a submission inside the Illinois Centralized Indirect Cost Rate System within the required timeframes will not be allowed to claim indirect cost reimbursement.
  • For more information, see:

5. Registration in CSA

  • The Community Service Agreements (CSA) Tracking System is the system the IDHS utilizes for approving budgets and issuing grant awards. It is strongly recommended that if an applicant entity is not already registered in the CSA Tracking System, they should begin the registration as soon as possible so they may submit a signed budget in CSA. While registration in CSA is not part of the prequalification process, successful applicants will NOT be issued an award without a fully approved budget in the CSA System.

6. Limit on Number of Applications

  • More than one application per entity is not permitted.

D. Application and Submission Information

1. Address to Request Application Package

  • The complete application package (including links to required forms) is available throughout this opportunity.
  • Each applicant must have access to the internet. The Department's website will contain information regarding the 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.
  • Additional copies may be obtained by contacting the Division of Mental Health by emailing DHS.DMHGrantApp@illinois.gov.

2. Content and Form of Application Submission

Required Content

  • Applications must include the required documents and demonstrate that the program eligibility requirements have been met. The Department will not contact applicants for missing items listed below. Applicants that do not include all the following documents will be considered substantially incomplete and will not be considered for funding.
  • All Application Materials should be submitted in one email (size permitting), as separate pdf documents:
    • Uniform Application for State Grant Assistance
    • Program Narrative
    • Conflict-of-Interest Disclosure
    • Subcontractor Budgets, if applicable
    • Advance Payment Request Cash Budget Form, if applicable

Program Narrative

  • IMPORTANT: Each applicant is required to submit a Program Narrative. The Program Narrative makes up the bulk of the application. If the Program Narrative is missing from your application package, 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.
  • The maximum possible score is 100 points. All submissions will be reviewed, evaluated, and based on the Criteria listed below.

Program Narrative Content and Attachments

  • 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.
  • Label each section of the Program Narrative utilizing the format provided below. Information must be provided in the section in which it is requested.
  • To be successful in the application process, applicants must submit the following information as part of the grant application process. Please provide a complete response to the following sections.

    • Community Identification and Need (not to exceed 1 page) - 20 points:

      The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within the community and how the proposed project will meet these needs. In addition, identification of stakeholders, and specific data or other evidence that demonstrates how the proposal supports the grant program purpose should be included.

    • Capacity/Agency Qualifications (not to exceed 2 pages) - 20 points:

      The purpose of this section is for the applicant to present an accurate picture of the agency's ability to meet and execute the program requirements, including physical plant, personnel, and training.

    • Quality - Description of Program Services (not to exceed 2 pages) - 30 points:

      The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design that indicates its ability to satisfy the requirements of the grant program.

    • Data Collection, Evaluation and Reporting Criteria (not to exceed 1 page) - 10 points:

      The purpose of this section is for the applicant to describe how they intend to ensure accountability at all levels of service provision, IDHS is implementing the practice of performance-based contracting with its Grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. At a minimum, Grantees will be expected to collect, and report data indicators and measures as described in this NOFO.

    • Resource Availability (not to exceed 1 page) - 20 Points:

      The purpose of this section is for the applicant to describe what resources and other knowledge, skill and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program.

    • Executive Summary (not to exceed 1 pages) - Not Scored:

      The purpose of this section is for the applicant to present the agency description, history, achievements, service description, financial overview and future plans.

Required Forms

  • The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative.
  • Page one of the application is pre-populated with the appropriate information. Applicants must not complete anything on Page one. The correct application must be used.
  • On Page three, applicants will need to include the amount for which they are applying and sign.
  • The applicant submission email address will be used for official communication between the Department and the applicant organization for matters regarding this application.

Required Format

  • The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below or points may be deducted.
    • The Program Narrative shall not exceed 8 pages. If there are more than 8 pages, the remaining pages will not be reviewed or scored.
    • All documents must be typed using Times New Roman 12-point type, 100% magnification and use black typeface on a white background, Except for letterhead.
    • For charts and tables only, Times New Roman 10-point with color may be used.
    • The Program Narrative must be typed, single-spaced with 1-inch margins on all sides.
    • The submission must be on 8 1/2 x 11-inch page size using pdf.

Budget Requirements

  • Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
  • The CSA Tracking System is where the IDHS requires all applicants to enter their GATA Budget information. It is also where IDHS staff will review and take action on the proposed budget. The CSA Tracking system requires that you have different credentials than what you have for the Illinois GATA Grantee Portal.
  • A budget and budget narrative need to be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review". A copy is not to be submitted along with the application packet. There is space when preparing the budget on each line item for the budget narrative. For each line in the budget the applicant will describe why each expenditure is necessary for program implementation and how the amount was determined. Please include cost allocations as necessary. The Budget narrative (including MTDC base exclusions as appropriate) must clearly identify indirect costs, direct program costs, direct administrative costs, and describe how the specified resources and personnel have been allocated for the tasks and activities within each line item. See instructions for the CSA Tracking System and Budget Information. The budget should be prepared to reflect 12 months.
  • A Budget Template can be used as a tool to assist in determining expenses; however, the final budget must be completed in the CSA Tracking System. The pdf budget or paper copy will not be accepted. Applicants will NOT be issued an award without the applicant's fully approved budget in the CSA System.

Subcontractor budget(s)

  • If applicant is planning to use a subcontractor, a pdf copy of the subcontractor budget must be submitted as a separate pdf document with the other application materials.
  • Subcontractor budgets shall be submitted on the GATA Uniform Grant Budget Template (GOMBGATU-3002).

Grant Fund Use Requirements

  • All applicants will use grant funds according to the guidelines, conditions, and parameters set forth in this funding notice and in compliance with federal statutes, regulations and the terms and conditions of any applicable federal awards.
  • Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs.
  • Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the scope of work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. Program budgets and narratives must detail how all proposed expenditures are necessary for program implementation.
  • Unallowable costs: Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine the appropriateness of costs. In addition, and specific to this grant, the following costs will be unallowable without specific prior written approval from IDHS:
    • Entertainment costs, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized in the approved budget (2 CFR 200.438)
    • Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439)
    • Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439)
    • Food, and other goods or services for personal use of the grantee's employees, contractors, or consultants of the grantee unless authorized as per diem under the State of Illinois Governor's Travel Control Board (2 CFR 200.445).
    • Deposits for items, services, or space

Pre-Award Requirements

  • All successful applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is the instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.
  • The deadline to submit the ICQ is May 13, 2024, 12:00 PM (Noon) Central Time.

3. Unique Entity Identifiers and SAM Registration

  • Each applicant (unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)) is required to:
    • Be registered in SAM.gov before the application due date.
    • Provide a valid unique entity identifier (UEI) in its application.
    • Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.
  • The Department may not make an award until applicant has fully complied with all UEI and SAM requirements.
  • The Department may determine that an applicant is not qualified if they have not complied with requirements and use that determination as a basis to award another applicant.

4. Application Submission Dates and Times

Application Due Date and Time:

  • The Department must receive the Full Application:
    • Due on May 6, 2024 at Noon Central Time.
  • Applicants must electronically submit the complete application including all required narratives and attachments.
  • Applications must be sent electronically to DHS.DMHGrantApp@illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.DMHGrantApp@illinois.gov.
  • Include the following in the subject line:
    • Your Agency Name
    • 515-JIFS Juvenile Inpatient Forensic Services
  • 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.
  • Applicants will receive an email to notify them that the application was received. Applications and Program Narratives received after the due date and time listed in the NOFO Summary above will NOT be considered for review or funding. There will be no exceptions.
  • 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.

Missed Deadlines:

  • 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. 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.
  • 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 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. Intergovernmental Review

  • Not applicable to Illinois State Awards.

6. Funding Restrictions Pre-Award Costs

  • Pre-award costs are not allowable.
  • IDHS grants are governed by 2 CFR. Part 200, Subpart E-Cost Principles and 30 ILCS 708 which include information on allowable costs, audit requirements, and financial records.

7. Other Submission Requirements

Electronic Submission

  • Applications must be submitted electronically to DHS.DMHGrantApp@illinois.gov.
  • Documents must NOT include a password nor be encrypted.
  • Contact DHS.DMHGrantApp@illinois.gov in the event of technical difficulties.
  • IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.

8. Questions

  • IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Questions and IDHS/DMH Responses "Q&A" will be posted to the Mental Health Grants - FY25 website and updated periodically.
  • Questions about this NOFO, must be sent via email to DHS.DMHGrantApp@illinois.gov.
  • The subject line of the email MUST state:
    • 515-JIFS Juvenile Inpatient Forensic Services - Question(s).
  • Questions will ONLY be accepted electronically. Deadline for Questions is April 29, 2024, 12:00 PM (Noon) Central Time.

9. Grantee Conflict of Interest Disclosures

  • Every grantee and subcontractor must disclose in writing any actual or potential Conflict of Interest as part of the grant application packet using the Grantee Conflict of Interest Disclosure Form IL444-5205.
  • Grantee Conflicts of Interest include, but are not limited to:
    • Grantee has an employee, board member, trustee, or immediate family member who: 
      • Holds an elected or appointed office in Illinois.
      • Holds a seat in the Illinois General Assembly.
      • Is an officer or employee of any State board, commission, authority, or holds an elected or appointed position or is employed in any of the offices or agencies of State government.
    • Grantee has a financial interest, including ownership of stocks or bonds, in a firm which is a vendor or contractor.
    • Grantee has outstanding financial commitments to any vendor or contractor.
    • Grantee has a close personal relationship. such as a spouse, dependent child, or member of the technical advisor's household, that may compromise or impair the fairness and impartiality of the technical advisor and grants officer during the solicitation development, proposal evaluation, award selection process, and management of an award.
    • Grantee has any negotiation of employment with current or potential subcontractor or vendor.
  • Additional examples of Grantee Conflicts of Interest can be found in the Grant Accountability and Transparency Act (GATA) Website Resource Library.

E. Application Review Information

1. Criteria

  • All discretionary grant applications are subject to merit review.
  • Applications that fail to meet the criteria described in Section C "Eligibility Information" will not be scored and/or considered for funding.
  • Applications must follow the instructions in Section D "Application and Submission Information."

2. Review and Selection Process

  • The process for evaluation of the application is as follows:
    • IDHS/DMH staff familiar with the requirements of the program will score and review the application package.
    • Review team members will have no conflicts of interest and will read and evaluate application packages independently.
    • 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 awardee, 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.
  • In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one of the following options:
    • Apply one or more of the additional factors for consideration described above to prioritize the applications; or
    • Partially fund each of the tied applications; or
    • Not fund any of the tied applications.
  • The Department reserves the right to negotiate with applicants to adjust award amounts, targets, deliverables, etc. These negotiations do not obligate IDHS to provide funding, nor should an applicant draw any conclusions about the Department's intentions to fund or not fund the application.

3. Merit Review Appeal Process

  • Discretionary 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).

Submission of Appeal

  • Appeals submission IDHS contact information:
    • Name of Agency contact for appeals: Robert Putnam
    • Email of Agency contact for appeals: DHS.DMHGrantApp@illinois.gov
    • Email Subject Line: Applicant Name - 515-JIFS Juvenile Inpatient Forensic Services - Appeal
  • An appeal must be submitted in writing to the appeals submission IDHS contact listed above, who will send it 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:
    • Name and address of the appealing party
    • Identification of the grant
    • Statement of reasons for the appeal
    • Supporting documentation, if applicable

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.

Resolution

  • 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:
    • Review of the appeal.
    • Appeal determination.
    • Rationale for the determination.

4. Simplified Acquisition Threshold - Federal and State Awards

  • Potential grantees under this funding announcement may receive an award in excess of the Simplified Acquisition Threshold (currently $250,000) (Refer to 2 CFR 200 Section 200.1 Definitions). Therefore, the grantee is subject to Simplified Acquisition Threshold and related requirements.
    • IDHS prior to making an award with a total amount greater than the Simplified Acquisition Threshold, is required to review and consider any information about the applicant that is in the designated integrity and performance system accessible through SAM (currently FAPIIS) (see 41 U.S.C. 2313);
    • That an applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a State or Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;
    • IDHS will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under State and Federal awards when completing the review of risk posed by applicants as described in § 200.206.
  • (From 2 CFR 200.1 Definitions): Simplified Acquisition Threshold means the dollar amount below which a non-Federal entity may purchase property or services using small purchase methods (see § 200.320). Non-Federal entities adopt small purchase procedures in order to expedite the purchase of items at or below the simplified acquisition threshold. The simplified acquisition threshold for procurement activities administered under Federal awards is set by the FAR at 48 CFR part 2, subpart 2.1. The non-Federal entity is responsible for determining an appropriate simplified acquisition threshold based on internal controls, an evaluation of risk, and its documented procurement procedures. However, in no circumstances can this threshold exceed the dollar value established in the FAR (48 CFR part 2, subpart 2.1) for the simplified acquisition threshold. Recipients should determine if local government laws on purchasing apply.

F. Award Administration Information

1. State Award Notices

  • Applicants recommended for funding under this NOFO, following the above review and selection process, will receive a Notice of State Award (NOSA). This notification is sent to the main contact listed in the Grantee Portal; therefore, it is important to keep contact information in the Grantee Portal updated. The NOSA shall include:
    • Grant award amount
    • The terms and conditions of the award
    • Specific conditions, if any, assigned to the applicant based on the fiscal and administrative risk assessment (ICQ) and merit-based review.
  • Note: The Department cannot issue a NOSA until the successful applicant has an approved budget entered into CSA. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be Accepted or Declined by the grants officer (or equivalent). This acceptance of the NOSA effectively accepts the state award amount and all conditions set forth within the notice. This accepted NOSA is the document authorizing the Department to proceed with issuing a grant agreement. The NOSA must be Accepted or Declined through the Grantee Portal. A hard copy is not required.
  • The NOSA is NOT an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs at the non-State entity's own risk).
  • After the Uniform Grant Agreement is published in the CSA Tracking System, it must be signed, and the signature page submitted to the Office of Contract Administration at DHS.DHSOCA@Illinois.gov.
  • An award is NOT considered to be fully executed until both parties have signed the grant agreement. IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.
  • A written Notice of Non-Selection shall be sent to the applicants not receiving the award.

2. Administrative and National Policy Requirements

  • The agency awarded funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
  • You can find a sample of the FY25 grant agreement at IDHS Uniform Grant Agreement.

3. Reporting

  • Upon execution of the grant agreement, reporting shall be in accordance with the requirements set forth in the Uniform Grant Agreement and related Exhibits which includes, but is not limited to the following:
    • Periodic Financial Reports.
    • Close-out Reports.
    • Periodic Performance Reports.
    • Close-out Performance Reports.
    • Other Unique Programmatic Reporting Requirements: Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.
  • If the State share of any State award may include more than $500,000 over the period of performance, applicants are also subject to the reporting requirements reflected in Appendix XII to 2 CFR 200.
  • Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop Payment List (SSPL).
  • Grantee shall submit these reports) to the appropriate email address listed below. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the UGA to be reimbursable.
  • DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

4. Payment Terms

  • Grantees will receive payment by one of the three payment methodologies (Advance Payment, Reimbursement or Working Capital Advance). Grantees will automatically be paid via Reimbursement Method unless a request for Advance Payment Method or Working Capital Advance Method is made using the IDHS Advance Payment Request Cash Budget Template (Cash Budget).

  • Advance Payment Method (Advance and Reconcile)

    • An initial payment will be processed in an amount equal to the first two months' cash requirements as reflected in the Advance Payment Requirements Forecast (Cash Budget) Form submitted with the Grantee's application. The initial payment will be processed upon execution of the grantee's Uniform Grant Agreement.
    • Grantees must submit monthly invoices in the format and method prescribed in the Grantee's executed Uniform Grant Agreement. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the Grantee. For programs that have Grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Subsequent monthly payments will be based on each monthly invoice submitted by Grantee to Grantor, and will be adjusted up or down, based on a comparison of actual cumulative expenditures to cumulative advance payments, to date.
    • Grantees that do not expend all advance payment amounts by the end of the Award term or that are unable to demonstrate that all incurred costs were necessary, reasonable, allowable, or allocable as approved in their respective budget, must return the funds within 45 days.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
    • Failure to abide by advance payment governance requirements may result in grantee losing their right to advance payments.

  • Reimbursement Method

    • IDHS will disburse payments to Grantee based on actual allowable costs incurred as reported in the monthly financial invoice submitted for the respective month, as described below.
    • Grantees must submit monthly invoices in a format prescribed by Grantor. Invoices must include all allowable incurred costs for the first and each subsequent month of operations until the end of the Award term. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. As practicable, Grantor shall process payment within 30 calendar days after receipt of the invoice, unless the State awarding agency reasonably believes the request to be improper.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.

  • Working Capital Advance Method

    • IDHS Grant Program Managers will advance working capital payments to the grantee to cover their estimated disbursement needs for an initial period not to exceed two months of grant expenses. Startup costs may be approved if determined by IDHS Grant Program Managers to be allowable.
    • Grantees must submit monthly invoices for each of the one or two months covered by the Working Capital Advance in the format and method prescribed by the Grantor. Invoices must be submitted no later than 15 days following the end of any respective monthly invoice period, or as indicated in their UGA Exhibit F - Payments. Invoices must include only allowable incurred costs that have been paid by the grantee. For grant programs that have grantee matching requirements, allowable costs are only reimbursable when matching costs have also been incurred.
    • Grantees may be required to submit supporting documentation for their requests at the request of and in a manner prescribed by the Grantor.
    • Working Capital Advance Payments are limited to a single occurrence per grant term.
    • Following the initial working capital advance payment, grantees will be paid via advance or reimbursement method as appropriate.

  • Rate:

    • DMH will pay for occupied beds for non-Medicaid individuals at the Healthcare and Family Services (HFS) Medicaid rate. Bed hold rate will be determined via Grantee submitted and DMH approved budget. In the event the total combined revenue between SASS Payments, other payment sources, and Bed Hold payments is less than $3,172,890, Grantee may submit a supplemental invoice for the difference between the total amount billed and $3,172,890. In the event the combined revenue between SASS Payments, other payment sources, and Bed Hold Payments is more than $3,172,890 no supplemental invoice will be paid. The supplemental payment is only available if the Grantee performs services under this contract for the full fiscal year. The amount of $3,172,890 may be reviewed for sufficiency at the end of the first quarter.
  • Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

Payment Forms

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Forms