RPSA Violence Prevention Services (RVPS)(444-80-3422-01) Technical Assistance, Appendices and Questions & Answers

Technical Assistance Session:

This technical assistance session will provide participants with an overview of the 25-444-80-3422-01 RPSA Violence Prevention Services (RVPS) Notice of Funding Opportunity and information on how providers can apply for FY25.

IMPORTANT
A 2nd NOFO Technical Assistance Session Scheduled Due to Technical Difficulties: Friday November 15th 9:30-11:30am.
- If you participated in the Technical Assistance session held on 11/12/24, this additional session will be a repeat.
- No need to attend both sessions.
- This new session is intended for those who were not able to log back into the 11/12 meeting and for anyone that may be interested and was unable to attend the 11/12 session.
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Date and Time: Tuesday, November 12, 2024 1:00PM (Central Time)
Meeting Link
Webinar number: 2633 710 4724
Webinar password: 353a8AmnMaJ (35328266 when dialing from a phone or video system)
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Access code: 263 371 04724

RPSA Violence Prevention Services (RVPS) Appendices:

(Please contact DHS.ViolencePreventionServices@Illinois.gov for fillable PDF forms)

Questions and Answers:

November 1, 2024:

Question: Before we embark on a comprehensive grant application, can you tell me if our organization is eligible?
Answer: We cannot tell an applicant if they are eligible, please see NOFO Section C: "Eligibility and Grant Funding Requirements".
Question: Our organization is just short of the 2-year service minimum. I as the Executive Director have over 25 years of experience with 8 of those years being in the local area. My staff have decades of experience and are from this area doing this work as well. Could we be considered eligible?
Answer: It is on the applicant organization to verify/demonstrate the minimum 2yrs of experience in the eligible RPSA area as outlined in Section C.1.C Eligibility and Grant Funding Requirements.

November 8, 2024:

Question: In the instructions for submission, it states that "Applicants must submit a plan that contains the information outlined below. Each section must begin on a new page and have a heading that corresponds to the headings listed below after each section number. The total application may not exceed 20 pages, single-spaced." Please clarify the headings.
Answer: Section D.2. outlines the application formatting requirements and states each section's heading corresponds to the headings listed below after each section number. The section number is 2 which means the headings are lettered such as "b. Capacity".
Question: Does every section need to begin on a new page? This may result in a mostly blank page and loss of space to adequately
respond to the questions. Can this requirement be waived? Please advise what is meant by this instruction.
Answer: Per Section D.2 Each section must begin on a new page and have a heading that corresponds to the headings listed below after each section number. The total application may not exceed 20 pages, single-spaced. The Uniform Application for State Grant Assistance, Executive Summary, Program Narrative attachments, letters of intent and Uniform Budget are not included in the page limitation.
Question: The NOFO refers to an application checklist and the Executive Summary as appendices. We only see an online NOFO not a pdf or word document of the entire NOFO. Can you point us toward that online or forward?
Answer: The appendices are available upon request. Please email DHS.ViolencePreventionServices@Illinois.gov for fillable PDF forms. Here is a link to full NOFO: GATA link.
Question: Are we able to fulfill two out of the three required components (case management and victim services).
Answer: Section C Mandatory Requirements states that only applicants that provide all three mandatory components will be eligible for review. Section A.4.b states: "Applicants are required to design programming, services and activities following three mandatory service areas: Street Outreach, Case Management, and Victim Services. These mandatory services that must be provided either directly or through subaward-award. An applicant can subaward no more than two of the three mandatory services." Section A.4.c.xii outlines requirements for sub-recipients.
Question: Can you suggest another organization we can partner with on this application?
Answer: We do not provide suggestions for partners.
Question: Would we need to submit two separate applications if we provide services in two different service areas, or can we submit a single application to cover both regions?
Answer: Applications will only be considered for a single eligible service area. If an applicant is proposing to provide services in more than one RPSA eligible service area, the applicant must submit a separate application for each eligible area. See Section C: Mandatory Requirements of application. See Section A.2 for Eligible Service Areas.
Question: Will there be additional grant opportunities in the future for similar work or is this the only funding opportunity available at this time?
Answer: When there are competitive grant opportunities offered by the DHS Office of Firearm Violence Prevention they will be posted here: Grant Funded Programs
Question: Is #3422 a replacement for the Trauma Informed Behavioral Health Services (CSFA #2600) or will another NOFO for 2600 be reissued?
Answer: #3422 is the new CSFA number for the Violence Prevention Program (last grant cycle the CSFA # ended in 2774. And 2774.03)
Question: Is there a requirement for how many staff members we can hire? Can you give an example of how many full time or part time employees can we hire to oversee the whole program depending on how many participants you may serve?
Answer: Section A.4.c Program Staff and Volunteers states the required staffing is:
- At minimum, one part-time staff person must be identified to coordinate program activities, serve as the main DHS contact, and must be identified in the organizational chart.
- At minimum, programs must allocate a position (or partial position) for each of the three required program components. This can be a portion of a position. This may be included in the applicant's budget or through a sub-grantee's budget.
- Sufficient staffing to cover 24/7 shooting response. On call status is acceptable.
  Beyond that guidance, we cannot provide additional direction for the proposed staffing plan.
Question: Is there a list of current Grant recipients?
Answer: Please refer to IDHS: RPSA Eligible Community Areas/Municipalities and Associated Programming
Question: The Technical Assistance link is not working. I get an error message.
Answer: Link was updated, here is the TA link and information:
- Webinar topic: FY 25 Violence Prevention Services Technical Assistance Session
- Date and time: Tuesday, November 12, 2024 1:00 PM | (UTC-06:00) Central Time (US & Canada)
- Join link: Join Meeting
- Webinar number: 2633 710 4724
- Webinar password: 353a8AmnMaJ (35328266 when dialing from a phone or video system)
- Join by phone +1-312-535-8110 United States Toll (Chicago)
  +1-415-655-0002 US Toll
- Access code: 263 371 04724

November 12, 2024:

Question: Is there a form to complete for the program narrative?
Answer: There is no Program Narrative Form. Applicants complete their own Narrative in word, using the section headings. See Q # 4 for guidance on headings.
Question: Can we submit what we submitted before, just updating the data?
Answer: We cannot provide advice. Please know that this is a NEW NOFO and we anticipate a highly competitive process.

November 13, 2024:

Question: Our physical location center is not in one of the listed service areas but have a number of clients who receive services from us who come from many of the identified eligible service areas. Would our center be eligible to apply for this funding?
Answer: Section C outlines Mandatory Requirements including the following: The applicant organization must provide, as Attachment A1, documentation that verifies/demonstrates that the applicant organization has a minimum of 2 years' experience providing services to high-risk individuals in the RPSA eligible service area for which the applicant organization is proposing to provide services.
Question: What is the grant size difference?
Answer: Average amount in this NOFO is projected to be around $575,000.
Question: Will this deck be shared out? If so, how can we make sure we are included on the distro list?
Answer: The slide deck will NOT be available. There is nothing in the slide deck that is not in the NOFO. Questions and answers from the meeting will be posted to the FAQ page within a few days from the meeting.
Question: Please define "Firearm Violence" as it applies to Violence Prevention and client service.
Answer: People who are at the highest risk of being shot or shooting someone else. This excludes self-inflicted gun shots.
Question: Does Firearm Violence limit other violence prevention service?
Answer: Understanding the importance of other types of violence, this funding opportunity focuses on the specified gun violence listed in the NOFO, and is not for domestic violence or bullying, but gun related as defined in the NOFO.
Question: Is there a template for Attachment 1?
Answer: There is not a template for applicants to use to demonstrated they meet the experience requirement identified in the NOFO. Applicants are able to use whatever documentation they believe will make the case they meet the experience requirement as defined in the NOFO.
Question: What counts as documentation that verifies 2 years of experience (A1)?
Answer: In an attempt to allow the Applicants leniency in demonstrating they meetin the experience requirement, DHS has not specified what the applicant can use to illustrate meeting this qualification. See Question 21 above.
Question: What type of services are required to high-risk individuals? Related to violence prevention or any services to these high-risk individuals?
Answer: The three areas of required service deliverables are to be demonstrated per NOFO Section 4. Required Services and Programming. Please see Section 4.b.i Street Outreach, 4.b.ii, Victim Services, and 4.b.iii Case Management.
Question: When you say hospitals can't subcontract for street outreach but must apply for hospital-based outreach, what do you mean? Is street outreach not required for hospitals, but hospital-based outreach is required instead?
Answer: If the applicant organization is a level one trauma center, they will be required to implement hospital-based outreach rather than Street Outreach. These are very similar but take into account the limitations of a hospital. more detail available in the NOFO.

November 15, 2024:

Question: Do Street Outreach Workers need to respond to any shooting incident in the proposal area?
Answer: The Chicago Police Department has a notification system when a shooting happens. Grantees can register for this notification system. The NOFO Section 4.c.vii. states that "Programs are required to have a 24/7 day a week staffing plan which can involve on-call status. Programs must operate at a minimum during evening, late nights, early mornings when shootings are most likely to occur, based on the needs of the community."
Question: What the does the street outreach case load entail regarding the 15 participant maximum? Is the caseload considered number of people served more than once during the outreach or some other definition of caseload?
Answer: The maximum caseload of 15 has been set up as a standard for the field. Street Outreach Workers are to engage the eligible population, maintaining a list of those they have engaged and are in the process of engaging. The case load participants list will continue to change over the course of the grant period. NOFO Section 4.b.i. states, "Outreach workers will be required to maintain an activity log, outlining types and numbers of outreach activities conducted. Outreach workers will track the number of engagements/interactions with eligible participants and the types of services provided such as resource connections, safety planning, mediation, intervention, etc."
Question: Is there any latency between the actual shooting and notification from the Citizen app? If so, how much?
Answer: There is a time lag, but the amount of lag is unknown.
Question: Can the PPT(PowerPoint) be made available?
Answer: The contents of the PPT are taken directly from the NOFO. We do not share the PPT to ensure that everyone is viewing and responding to the entire NOFO.
Question: The Northside Cluster never had a convener so what happens if no convener is provided again for the FY25, then who would be responsible for that fund?
Answer: This issue is being addressed by leadership and information will be provided to all grantees at a later date.
Question: Do applicants who propose to do on call staffing receive less points on the application?
Answer: NOFO Section 4.b.i.d. states "Organizations must maintain on-call crisis staff to respond to shooting incidents 24 hours per day, seven days per week to receive notification of shooting incidents from police departments. Crisis staff must respond in person to the incident and document police department notifications, the time it was received, the response time, and the outcome. For Greater Illinois applicants, this notification can occur through Citizen apps etc." The purpose of the Quality Section is for applicants "to provide a comprehensive, clear, and accurate picture of its intended program design and services.
Question: Background checks--who would be excluded? Just child abuse and neglect? Often folks with lived experiences have some sort of record. Will the exclusions be spelled out?
Answer: Section 4.c.xiv. Background Checks: Background checks are required for all program staff and volunteers for funded programs. In no case shall a Person who has been indicated as the perpetrator of any of the child abuse/neglect allegations identified in 89 Ill. Adm. Code Section 385.50(a) be deemed fit for service that allows access to children.
Question: For the 50 participants served for the average grant award, is that unduplicated or duplicated individuals? Assuming that is unduplicated, can we serve more than the 50 unduplicated that our budget reflects?
Answer: The 50 is unduplicated, and yes more can be served.
Question: What is meant by starting a new section on a new page? Is this the lettered sections? There are more than 20 numbered sub sections.
Answer: Capacity, Need, Equity and Racial Justice, Quality, and Budget Narrative are the "Sections" of the grant. Each "Section" should be on a new page. All portions of the "section" should be answered. All narrative sections should not exceed 20 pages.
Question: Is the $575k anticipated award for 12 months of service? So this budget (through 6/30) would be for around .5 of that?
Answer: Yes, the project period is for 12 months with an anticipated total award of $575,000. Applicants should submit two budgets, each for aproximately 50% of their total request.
Question: Is IDHS recommending a specific client screening/assessment instrument?
Answer: No.
Question: Is there a budget template?
Answer: A budget template can be found here: IDHS: Uniform Grant Budget Template. This maybe helpful as you are developing your budget. Please note that you need to enter your budget into CSA, follow the CSA Manual for assistance and then include a printed copy of that each fiscal year budget in your application, as required as part of the grant application.
Question: Can you clarify the need to be Medicaid certified?
Answer: It is forthcoming under the RPSA Public Act that a provider must be Medicaid certified to provide behavior health services. We do not anticipate that FY25 funding will be impacted by this upcoming mandate.
Question: If another program through attorney general's office currently funds a victim advocate but a victim advocate for all violence not just gun violence, should that be included as additional funding for the program.
Answer: If you are using other funding to meet the requirements this grant, you will need to include this information in your proposal and budget.
Question: What should be included in Attachment A1?
Answer: Any relevant supporting documentation that will serve to demonstrate that your organization meets the experience requirement as stated in the NOFO.
Question: Can you provide examples of what could be included in Attachment A1?
Answer: Any relevant supporting documentation that will serve to demonstrate that your organization meets the experience requirement as stated in the NOFO.
Question: Each of the 3 components have different numbers to be served. Do the numbers overlap or are they independent to the program area?
Answer: Independent (one person may/ may not receive other services). Example: It is possible for a participant to receive services in both Street Outreach and Victim Services. Those services would be recorded in both sections of the required Periodic Performance Report.
Question: Can the sub awardee provide administrative support to the program?
Answer: Yes - they may be considered a subcontractor, not a sub-grantee. If you are asking if you can subcontract the fiscal portion of the program, yes.
Question: Is there somewhere where DHS lists conflicts of interest so that it can be sent to a legal team?
Answer: Examples are provided in the Conflict of Interest Form linked in the NOFO.
Question: Can you work for a state agency (not DHS) and still receive DHS grant funding for a non-profit organization you run outside of state employment hours?
Answer: Possibly. It will be necessary for you to disclose this information on the Conflict of Interest form. This is not a cut and dry question as it may depend on several other circumstances.
Question: Our organization is located in near west side according to the NOFO the near west side would fall under the southside cluster. in writing our proposal do we have to provide services to all the communities in that cluster or just the near west Side?
Answer: You may propose to provide services to a portion of an eligible service area.
Question: Can you submit 3 applications per service area i.e. Chicago Service area AND Greater Illinois Area?
Answer: You will submit per eligible RPSA service area. Chicago and Greater Illinois are not eligible RPSA service Areas. You can submit however many applications you want, but the maximum number you can be funded for is 3 per the RPSA statute. Refer to the NOFO for the Eligible RPSA service areas.
Question: Does the victim of gun violence need to be deceased?
Answer: No. People who have survived are eligible.
Question: Does our service site for the workshops and trainings have to be in the same cluster area as the people we are servicing.
Answer: The expectation is for services to be provided in the service area. You will need to be able to provide very good justification for consideration for this deviation. As long as you can demonstrate that you are serving the eligible population in those community areas. This is what you will be describing to us in your application within the designated service area. Proximity to the area DOES MATTER, and reasoning for demonstration to meet the criteria detailed in the NOFO for that community. Please see NOFO for Applicant eligibility requirements. All three Victim Advocates, Case Managers, and Street Outreach workers should be providing services in your designated service area(s).
Question: Do we need to name the best practices models?
Answer: Yes. If providing a best practice model, please name as well as describe that model.
Question: Am I required to serve the entire Cluster?
Answer: It is possible to serve a subset of the cluster, service multiple or single communities within a Cluster.

November 18, 2024:

Question: Is it required that victim services provide every single item on the list?
Answer: Program Requirements are listed in the grant. The Grantee's performance is measured per these established deliverables for continued program compliance. It will be necessary as part of the application for you to describe how these services will be provided to victims.
Question: Because of the delay, I may need to leave early for another meeting. Is it being recorded so I can watch the end later?
Answer: It is not being recorded. We are holding another TA session on Friday, November 15th. See Technical Assistance Session at the top of this page for details.
Question: Was there a "# of participants" requirement stated?
Answer: See Page 1 of NOFO, Summary Page: "Anticipated average award amount: $ 575,000 to serve 50 participants. See Section A.4.A for definition of participants."
Question: Will this grant cover Madison IL. 62060?
Answer: Madison is not an eligible RPSA service area. Please reference Section A.2 of the NOFO (Eligible Service Areas) provides instruction for identifying eligible service areas.
Question: Is this new NOFO the same model as our current RPSA grant where the model is Street Outreach, Case Management, and Advocate services?
Answer: Refer to Question 15 above. The model is mostly the same however there are a number of changes throughout. Please refer to the detail of the NOFO.

November 21, 2024:

Question: If the death is by suicide, does the family qualify for services?
Answer: No. The RPSA funding excludes self-inflicted firearm violence. RPSA Funding cannot be used to serve those impacted by self-inflicted firearm violence.
Question: I'm reaching out to you regarding RPSA Violence Prevention Services (25-444-80-3422-01) Notice of Funding Opportunity. When I enter the CSFA Number, 444-80-3422 in CSA to add the budget, Program Code RTTAS- Program Name REIMAGINE TRAINING TECHNICAL ASSISTANCE AND SUPPORT comes up. According to the NOFO, the Catalog of State Financial Assistance (CSFA) Popular Name for the grant is RPSA Violence Prevention Services (RVPS).
Answer: The CSFA # is correct, there was an error in the name and code associated with it. The Program Name has been corrected in CSA to RPSA Violence Prevention Services (RVPS). The Program Code update is in process but will not impact your budget submission. The CSFA number will NOT CHANGE and is correct as 444-80-3422. Please use this CSFA grant number to enter your entity's budget.
Question: Applicant would like to apply for violence prevention services (25-444-80-3422-01) for two service areas, (For example: North Lawndale and South Lawndale.) We set up one budget in CSA tracking for North Lawndale. However, trying to add a second budget in CSA Tracking produces an error message. The error message notes the need for a different number from the program administrator to enable a second budget submission.
Answer: Add a number to the end of the CSFA # . For example: -01; -02. In ADDITION, Please state the name of the RPSA Eligible Service Area in the "State of Illinois Awarding Agency and Project Detail Description" field in the CSA Budget.

November 22, 2024:

Question: I am wondering if the November 12 RPSA Violence Prevention Services information webinar has been archived online so I can refer to it as I work on an application for the funding?
Answer: It is not recorded or posted. Please know that there was nothing included in the PowerPoint presentation that is not included in the NOFO. You can review the FAQs that were discussed during the webinar here: IDHS: RPSA Violence Prevention Services (RVPS)(444-80-3422-01) Technical Assistance, Appendices and Questions & Answers.
Question: I don't understand the first prompt in the Capacity: Overview section. What is the council that is referred to?
Answer: The prompt was meant to refer to the applicant agency's mission statement. It should read like this: "Give a brief overview of the applicant entity, outlining its primary programs and services offered. Describe how the existing or proposed AGENCY's mission statement and goals align with the purpose of this funding opportunity."
Question: RPSA Violence Prevention Services 444-80-3422 NOFO: The Executive Summary document says to provide a statement indicating agreement to comply with organization's Training and Technical Assistance plan outlined in Section A.4. Required Services and Programming, item "p" (see below). However, the NOFO appears to indicate that the Training and Technical Assistance plan requirement is in Section A.4.c.xvi, not A.4.p. Please confirm that this should be A.4.c.xvi.
From the NOFO Executive Summary Form: "Provide a statement indicating agreement to comply with organization's Training and Technical Assistance plan outlined in Section A.4 Required Services and Programming, Item "p"
Answer: You are correct. The actual reference should be Section A.4.c.xvi. Thank you for identifying this error.

November 26, 2024:

Question: In preparing the FY25 and FY26 budgets for this NOFO application I noticed that the de minimis rate for indirect costs has not yet been updated to 15% in CSA. Do you have any guidance on how to address this since it will affect the total direct costs we would charge to the grant.
Answer: At this time, applicants can only request the 10% de minimis rate.
Question: The NOFO refers to Conveners. Is this NOFO for Conveners also?
Answer: No, the Convener NOFO will be released separately.
Question: Am I eligible for the Convener NOFO.
Answer: Eligibility requirements will be outlined in that NOFO.
Question: According to the NOFO under #4 Required Services & Programming letter b. program design the street outreach worker carries a caseload of 15 participants, case managers and victim services will also carry a caseload of 25 participants each. Does the numbers 15, (street outreach participants) 25 (case manager participants) and 25 (victim services participants) describe the same high-risk participants or the numbers should reflect new participants per division of services. I'm asking because of the continuity of care for each high-risk individual we would be servicing.
Answer: See questions 26 and 42.
Question: How much of the budget/$575,000 can be allocated to salaries?
Answer: See Question #11.
Question: Our team had a question on whether IDHS is allowing agencies to use the new federal de minimis indirect cost rate of 15%? Or should we continue using 10% as the indirect cost rate?
Answer: See Question 62 above. Continue to use the 10% de minimis rate at this time.
Question: In preparing the FY25 and FY26 budgets for this NOFO application I noticed that the de minimis rate for indirect costs has not yet been updated to 15% in CSA. Do you have any guidance on how to address this since it will affect the total direct costs we would charge to the grant.
Answer: At this time, applicants can only request the 10% de minimis rate.
Question: The NOFO refers to Conveners. Is this NOFO for Conveners also?
Answer: No, the Convener NOFO will be released separately.
Question: Am I eligible for the Convener NOFO.
Answer: Eligibility requirements will be outlined in that NOFO.
Question: According to the NOFO under #4 Required Services & Programming letter b. program design the street outreach worker carries a caseload of 15 participants, case managers and victim services will also carry a caseload of 25 participants each. Does the numbers 15, (street outreach participants) 25 (case manager participants) and 25 (victim services participants) describe the same high-risk participants or the numbers should reflect new participants per division of services. I'm asking because of the continuity of care for each high-risk individual we would be servicing.
Answer: See questions 26 and 42.
Question: How much of the budget/$575,000 can be allocated to salaries?
Answer: See Question #11.
Question: Our team had a question on whether IDHS is allowing agencies to use the new federal de minimis indirect cost rate of 15%? Or should we continue using 10% as the indirect cost rate?
Answer: See Question 62 above. Continue to use the 10% de minimis rate at this time.
Below is a question for the IDHS RPSA Violence Prevention NOFO regarding the requirement of Hospital-Based Outreach for Level One Trauma Centers:
1. Question: How does this NOFO differentiate between hospital-based outreach and street outreach provided by community violence intervention organizations?
  Answer: Hospital-based outreach occurs in the hospital and other street outreach occurs in a variety of settings.
2. Question: Are there differing metrics, roles, tasks, or responsibilities between the two?
  Answer: Please reference A.4.b.i for information regarding hospital-based service deliveries for this NOFO. For performance deliverables and reporting please see section A.4.xviii Program Evaluation, A.5 Performance Measures and A.6. Performance Standards for guidance.
3. Question: Does hospital-based outreach in this sense mean hospital-based teams meet patients at bedside for victim advocacy and crisis intervention? And then collaborate with CVIs for outside case management, prevention and mediation services?
  Answer: Please reference Section 4.b. Program Design of the NOFO for guidance.

December 3, 2024:

Question: We are a current VPS grantee currently completing the 1-month amendment paperwork. Should we still submit for a 12-month budget?
Answer: Yes, follow the directions in the NOFO.
Question: The NOFO directions state to submit all documents in one PDF. It is too large, can we submit in two PDFs or in a zip file.
Answer: As stated in the NOFO Section D.4. The electronic copy must be a complete single PDF file. If the applicant needs assistance creating a single PDF file, please reach out to contact person listed in this NOFO. If we are unable to assist we will give you permission to submit differently, however, this must be done prior to the application deadline. It is not the responsibility of IDHS to put together the various pieces of your application from multiple files. While we may choose to accept applications submitted in this manner, you take the risk that the application reviewed may not be complete or as intended. We anticipate a large volume of applications being submitted on the due date and the preceding day, if you anticipate this issue, please contact DHS in advance so they may assist in compiling your document.
If you anticipate a firewall issue in your end, DHS staff can work with you and provide permission to submit in multiple documents.
If you have any issues with the submission, email: DHS.ViolencePreventionServices@illinois.gov for assistance.
Question: I am viewing the NOFO with the GC815 Grant Team and we have noticed under the mandatory forms at the end of the NOFO's webpage the links below mandatory forms go #1. link takes you to the conflict of interest disclosure. Are we able to have it replaced with the correct link?
Answer: The link has been corrected. It is also available via the Appendices link.