240 Successful Transitions (25-444-22-3343)

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 Non-Discretionary/Renewal
Funding Opportunity Title 240 Successful Transitions
Funding Opportunity Number 25-444-22-3343
Application Posting Date April 9, 2024
Application Closing Date May 8, 2024, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-3343
Catalog of State Financial Assistance (CSFA) Popular Name 240 Successful Transitions
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA

A. Program Description

1. Program Summary

  • The Successful Transitions pilot program will support individuals discharging from Illinois' State-Operated Psychiatric Hospitals (SOPHs) into the community, by providing them with wellness and recovery support, warm hand-offs to community providers, and linkage to resources. Program grantees will employ Transition Support Specialists with lived experience of mental health and/or co-occurring mental health and substance use recovery, who hold either the Certified Recovery Support Specialist (CRSS) or Certified Peer Recovery Specialist (CPRS) credential or can obtain one of these credentials within one year of hire. Grantees will also provide tangible assistance, including, but not limited to, toiletries, transportation, clothing, pre-paid cell phones, and other essentials when necessary.

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 Department of Human Services, Division of Mental Health is developing the Successful Transitions pilot program. The purpose of this program is to support individuals who are discharging to the community from Illinois' State-Operated Psychiatric Hospitals (SOPHs) and reduce the rate of re-hospitalization and symptom relapse.

    The Grantee will demonstrate a sustainable model that can fulfill the wellness and recovery support needs of individuals with serious mental illnesses or co-occurring mental health and substance use challenges who receive inpatient psychiatric care at an SOPH and are discharged to the community. Services will be provided by Transition Support Specialists. These Transition Support Specialists will be individuals with lived experience of recovery from mental illnesses or co-occurring mental health and substance use challenges, who hold either the Certified Recovery Support Specialist (CRSS) or Certified Peer Recovery Specialist (CPRS) credential or can obtain one of these credentials within one year of their date of hire.

    The Grantee will increase the number of individuals with serious mental illnesses or co-occurring mental health and substance use disorders who successfully discharge from SOPHs and remain supported in the community-based system of care. The Successful Transitions program will provide up to 90 days of pre-discharge and up to six months of post-discharge support and engagement to program participants. The program focuses on providing wellness and recovery support, maintaining engagement in treatment, and coordinating referrals to service providers, rather than on the delivery of clinical services.

    Supports provided under this program include mentoring and education, self-advocacy skills coaching, and wellness and recovery support services that are not billable to Medicaid. The Grantee should ensure that a warm hand-off occurs between the SOPH and a community-based mental health provider. Depending on an individual participant's needs, the Grantee should also provide support in accessing resources to build a social network, reestablishing life skills, remaining engaged in treatment and supports, reestablishing relationships with family, connection to employment services, and linkage to housing supports such as the Housing is Recovery program. The Grantee will also provide tangible assistance, including, but not limited to, toiletries, transportation, clothing, pre-paid cell phones, and other essentials when necessary.

    The Grantee will submit all required financial and performance documentation to the Division of Mental Health as outlined in Exhibits B, D, and F. The Grantee will also participate in evaluation activities, staffing calls, and technical assistance opportunities as directed by the Division of Mental Health.

    Eligible program participants:

    Eligible individuals will be identified by discharge planning staff at each SOPH and will be given the opportunity to voluntarily enroll in the program. Patients who are eligible for the Successful Transitions program must meet the following criteria:

    • Scheduled for discharge within the next 90 days.
    • Prefer to live within the Grantee's designated service area.

5. Performance Requirements

  • The Grantee will:
    • Identify a Program Manager who will be responsible for all aspects of development, implementation, and oversight of the Successful Transitions program. This includes, but is not limited to, developing the pre-discharge and post-discharge supports, policy and procedure development, data collection, and collaborating with the Division of Mental Health.
    • Hire individuals with lived experience of recovery from mental illnesses or co-occurring mental health and substance use challenges, who hold either the Certified Recovery Support Specialist (CRSS) or Certified Peer Recovery Specialist (CPRS) credential or can obtain one of these credentials within one year of their date of hire.
    • Build relationships with their assigned State-Operated Psychiatric Hospital (SOPH) discharge planning staff to ensure a smooth flow of referrals from the SOPH to the Grantee.
    • Build relationships with local community providers to ensure efficient referrals to supportive services and warm hand-offs in service linkage whenever possible.
    • Provide up to 90 days of pre-discharge and up to six months of post-discharge wellness and recovery support services for individuals in the program.
    • Ensure successful linkage to a community-based mental health provider for program participants upon discharge.
    • Provide linkage to additional services and supports to ensure stability in the community, including, but not limited to:
      • Individualized Placement and Support (IPS) employment programs;
      • SSI/SSDI Outreach, Access, and Recovery (SOAR) support;
      • Permanent supportive housing programs, such as Housing is Recovery;
      • Primary or specialty medical care services as needed;
      • Substance use disorder treatment or recovery support, if appropriate;
      • Food pantries or other food insecurity supports; and
      • Additional social or recovery supports.
    • Support program participants in remaining engaged with treatment services by anticipating and addressing barriers to engagement.
    • Provide tangible assistance, including, but not limited to: toiletries, transportation, clothing, pre-paid cell phones, and other essentials when necessary. Grantees should include these tangible assistance efforts in their program budget.
    • Track performance measures and standards identified in Exhibits D.
    • Request staffing assistance from Division of Mental Health staff when encountering challenging participant situations or difficulty linking participants to services.
    • Participate in evaluation activities, staffing calls, and technical assistance opportunities as directed by the Division of Mental Health.
  • Where clinically appropriate and medically necessary, the Grantee must bill Medicaid for engagement and recovery services that align with Medicaid community-based mental health and substance use treatment services, including case management. The Grantee cannot bill both Medicaid and the Successful Transitions program grant for the same service, and grant funds should be the payer of last resort for engagement services. The Grantee may be reimbursed through the Successful Transitions program grant for services delivered that are not reimbursed through Medicaid.

6. Performance Measures

  • Data reported should, unless otherwise noted, be limited to quarterly data only, not cumulative. The following performance measures must be reported to IDHS using the Periodic Performance Report Template by Program (PRTP) each quarter:
    • Number of pre-discharge participants enrolled in the program during this quarter.
    • Number of pre-discharge participants who experienced 1 or more encounters with a Transition Support Specialist per week.
    • Number of pre-discharge participants who discontinued engagement in the program before discharging from the SOPH.
    • Number of post-discharge participants enrolled in the program during this quarter.
    • Number of post-discharge participants who experienced 2 or more encounters with a Transition Support Specialist per week.
    • Number of post-discharge participants who discontinued engagement in the program before six months after discharge.
    • Number of post-discharge participants enrolled in services with a community mental health provider.
    • Number of post-discharge participants referred to an Individualized Placement and Support (IPS) employment program.
    • Number of post-discharge participants referred to an SSI/SSDI Outreach, Access, and Recovery (SOAR) provider.
    • Number of post-discharge participants linked to a Permanent Supportive Housing (PSH) provider.
    • Number of post-discharge participants who received tangible assistance such as toiletries, transportation, clothing, pre-paid cell phones, or other essentials.
    • Number of post-discharge participants who experienced re-hospitalization.

7. Performance Standards

  • The following performance standards will be calculated on the PRTP submitted each quarter:
    • Minimum of 1 pre-discharge encounter with a Transition Support Specialist per participant per week.
    • Minimum of 2 post-discharge encounters with a Transition Support Specialist per participant per week.
    • No more than 10% of pre-discharge participants discontinue engagement in the program before discharging from the SOPH.
    • No more than 20% of post-discharge participants discontinue engagement in the program before six months after discharge.
    • At least 90% of post-discharge participants are enrolled in services with a community mental health provider.
    • At least 80% of post-discharge participants are referred to an Individualized Placement and Support (IPS) employment program.
    • At least 80% of post-discharge participants are referred to an SSI/SSDI Outreach, Access, and Recovery (SOAR) provider.
    • At least 80% of participants are linked to a Permanent Supportive Housing (PSH) provider.
    • At least 90% of post-discharge participants receive tangible assistance such as toiletries, transportation, clothing, pre-paid cell phones, or other essentials.

B. Funding Information

1. Total Amount of Funding

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

2. Number of Grant Awards

  • The Department anticipates funding approximately 2 grant awards to provide this program.

3. Expected Amounts of Individual Grant Awards

  • The Department anticipates that grant awards will be between $500,000 and $1,000,000.

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

  • Previous funding amounts per grant award on average was $133,131.

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

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

6. Renewal or Supplementation of existing projects eligibility

  • This program will be awarded as a 12-month term agreement.
  • This is the first renewal of two.
  • Renewals are at the sole discretion of IDHS and are contingent on meeting the following criteria:
    • Applicant has performed satisfactorily during the most recent past funding period.
    • All required reports have been submitted on time, unless a written exception has been provided by the Division.
    • No outstanding issues are present (i.e., in good standing with all pre-qualification requirements); and
    • Funding for the budget year has been appropriated in the state's approved fiscal year budget.

7. Type of Assistance Instrument

  • This is a non-discretionary funding opportunity.

8. Procurement Contract Allowability

  • Subcontract Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The applicant Agency shall retain sole responsibility for the performance and monitoring of the Subcontractor.
  • The release of this funding opportunity does not obligate the Illinois Department of Human Services to make an award.

C. Eligibility Information

1. Eligible Applicants

  • This non-discretionary funding opportunity is limited to applicants that meet the following requirements:
    • This funding opportunity is limited to those who currently have an award for this program.
    • The types of applicants that may apply for the grant award are:
      • Government Organizations
      • Nonprofit Organizations
    • Applicants must be able to serve either Madden Mental Health Center (west side of Chicago) or Packard Mental Health Center (Springfield) and the surrounding area.
    • Transition Support Specialists will be individuals with lived experience of recovery from mental illnesses or co-occurring mental health and substance use challenges, who hold either the Certified Recovery Support Specialists (CRSS) or Certified Peer Recovery Specialist (CPRS) credential or can obtain one of these credentials within one year of their date of hire.
    • The applicant has met the Prequalification and Mandatory Requirements listed in this funding opportunity.

2. Prequalification

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

3. Cost Sharing or Match Requirements

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

4. Indirect Cost Rates

Indirect 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 permitted.

D. Application and Submission Information

1. Address to Request Application Package

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

2. Content and Form of Application Submission

Required Content

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

Required Forms

  • The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative. Applicants must apply for the location they want to serve. A Suffix will need to be used when submitting your budget (under "Grant Suffix" in CSA). Details about this can be found under Budget Requirements below. A separate application and Project Narrative must be submitted for each Location. For example, if an applicant applies for funding for Location 1 and Location 2, two applications and two narratives must be submitted, one associated with each location for the program. The locations and suffixes are as follows:
    • Location 1 (Madden Mental Health Center (west side of Chicago)): Suffix L01
    • Location 2 (Packard Mental Health Center (Springfield)): Suffix L02
  • 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 the specific location on each individual application which they are applying and sign.
  • The applicant submission email address will be used for official communication between the Department and the applicant organization for matters regarding this application.

Budget Requirements

  • Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
  • The CSA Tracking System is where the IDHS requires all applicants to enter their GATA Budget information. It is also where IDHS staff will review and take action on the proposed budget. The CSA Tracking system requires that you have different credentials than what you have for the Illinois GATA Grantee Portal.
  • A budget and budget narrative must be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review". A copy is not to be submitted along with the application packet. A separate budget and budget narrative must be completed, electronically signed, and submitted in the CSA tracking system with the status as "GATA Budget signed and submitted to program review" for each Location for which you are applying. Under "Grant Suffix" Column in CSA you must include the suffix listed.
    • The Locations and suffixes are as follows:
      • Location 1 (Madden Mental Health Center (west side of Chicago)): Suffix L01
      • Location 2 (Packard Mental Health Center (Springfield)): Suffix L02
  • 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 must be submitted for each application submitted.
  • Subcontractor budgets shall be submitted on the GATA Uniform Grant Budget Template (GOMBGATU-3002).

Grant Fund Use Requirements

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

Pre-Award Requirements

  • All applicants are required to complete a risk assessment prior to execution of a grant award. The Internal Controls Questionnaire (ICQ) is the instrument used to assess risk of grantees by identifying an organization's potential weaknesses. The ICQ is accessed through the Grantee Portal.
  • The deadline to submit the ICQ is May 15, 2024, 12:00 PM (Noon) Central Time.

3. Unique Entity Identifiers and SAM Registration

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

4. Application Submission Dates and Times

Application Due Date and Time:

  • The Department must receive the Full Application:
    • Due on May 8, 2024 at Noon Central Time.
  • Applicants must electronically submit the complete application including all required narratives and attachments.
  • IDHS cannot guarantee a start date of July 1, 2024, if application submissions are received after the due date referenced in the Program Summary above.
  • Emails into this box are electronically date and time stamped upon arrival. For your records, please keep a copy of your email submission with the date and time it was submitted, along with the email address to which it was sent. The email of the original sender of the application will be used for official communication between the Department and the applicant organization for matters regarding this application.
  • Applicants will receive an email to notify them that the application was received. The email reply will be sent to the original sender of the application materials.
  • The subject line of the email MUST state:
    • Your Entity's name
    • Program 240 Successful Transitions

5. Intergovernmental Review

  • Not applicable to Illinois State Awards.

6. Funding Restrictions

Pre-Award Costs

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

7. Other Submission Requirements

Electronic Submission

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

8. Grantee Conflict of Interest Disclosures

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

E. Application Review Information

1. Project Narrative

  • A Project Narrative is required to support the Uniform Application for State Grant Assistance (GA) for non-competitive grants. The purpose of the Project Narrative is to describe the organization's program activities and design for implementing and administering the program for the upcoming State Fiscal Year (SFY). This Project Narrative will include information that is specific to your organization's proposed program services and be considered part of your grant agreement. Submission of this Project Narrative is required to fulfill contractual obligations.

2. Simplified Acquisition Threshold - Federal and State Awards

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

F. Award Administration Information

1. State Award Notices

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

2. Administrative and National Policy Requirements

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

3. Reporting

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

4. Payment Terms

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

  • Advance Payment Method (Advance and Reconcile)

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

  • 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.
  • Grantees selecting the Advance Payment Method, or the Working Capital Advance Payment Method must complete the Advance Payment Request Cash Budget Template as described in the procedures above. In addition, please note: If you will be submitting the Advance Payment Request Cash Budget, it must be submitted with the application materials as a separate document.
  • The Monthly Invoice IL444-5257 Template must be used for all DMH programs and submitted no later than 15 days after the end of the month. All invoices shall be HIIPA compliant and encrypted utilizing DHS approved encryption software and emailed to DMH at the email address listed above.
  • Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@illinois.gov
  • Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  • Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

G. State Awarding Agency Contact(s)

H. Other Information

I. Mandatory Forms