515-ECIC Ethnic Communities In Crisis (25-444-22-3255)(LAO)

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/Exception
Funding Opportunity Title 515-ECIC Ethnic Communities In Crisis
Funding Opportunity Number 25-444-22-3255
Application Posting Date November 4, 2024
Application Closing Date December 3, 2024, at Noon Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-3255
Catalog of State Financial Assistance (CSFA) Popular Name 515-ECIC Ethnic Communities In Crisis
Catalog of Federal Domestic Assistance (CFDA) Number(s) NA

A. Program Description

1. Summary

  • The Polish American Association (PAA) will engage clinical and medical staff to shape both the fieldwork and the outcomes artifacts. Some of these will be employed and the remaining will be on a stipend to be determined on a case-by-case basis. This team will operate knowing that PAA, and agencies like it, need to find an innovative MH model to address the growing mental health crises we recognize as common issues in immigrant communities, but which include unique cultural context stemming both from group identity and the unique current refugee situations each group is experiencing.
  • To serve immigrant population members, identify their state of mental health, and either deliver a curriculum to support them or refer them to a network of appropriate providers.
  • To collect, analyze and prepare findings on group sessions from multiple refugee groups in unique cultural circumstances.
  • To use data to shape a framework for how the grantee can deliver more meaningful mental health support to disenfranchised ELL (English Language Learner) communities in crisis.
  • To determine how non-clinical individuals can receive clinical training to serve as group facilitators.
  • To develop a structure built for scalability and replicability.
  • To ensure cultural sensitivity and language access are always considered.
  • To ensure proper clinical supervision of clinical and or lay mental health related activities overall.

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
  • Public Act 103-0589, Section 540, Page 547

4. Project Description

  • The Polish American Association (PAA) will engage clinical and medical staff to shape both the fieldwork and the outcomes artifacts. Some of these will be employed and the remaining will be on a stipend to be determined on a case-by-case basis. This team will operate knowing that PAA, and agencies like it, need to find an innovative MH model to address the growing mental health crises we recognize as common issues in immigrant communities, but which include unique cultural context stemming both from group identity and the unique current refugee situations each group is experiencing.

    To serve immigrant population members, identify their state of mental health, and either deliver a curriculum to support them or refer them to a network of appropriate providers.

    • To collect, analyze and prepare findings on group sessions from multiple refugee groups in unique cultural circumstances.
    • To use data to shape a framework for how the grantee can deliver more meaningful mental health support to disenfranchised ELL (English Language Learner) communities in crisis.
    • To determine how non-clinical individuals can receive clinical training to serve as group facilitators.
    • To develop a structure built for scalability and replicability.
    • To ensure cultural sensitivity and language access are always considered.
    • To ensure proper clinical supervision of clinical and or lay mental health related activities overall.

5. Performance Requirements

  • Methodology will be established by a steering committee which has already formed.
  • The steering committee consists of psychiatrists, psychologists, clinical social workers, and TBH staff for organization and data management.
  • The contributions of other agency departments will be required, such as human resources, technology teams, finance, and other departments in direct and indirect support roles.
  • The group session findings will shape framework, this framework will lead to more field testing, and ultimately, a preliminary new model with associated curriculum being developed.
  • Locations for sessions will be held where convenient to groups in their most accessible neighborhoods.
  • PAA will refer any serious issues to appropriate linkage partners as determined under the supervision of the professional staff.
  • Ethnic client groups PAA will seek to engage are: Polish, Ukrainian, Russian, Mexican, Venezuelan, Puerto Rican, and Haitian. Others if presented.

6. Performance Measures

  • Number of unduplicated individuals served.
  • Number of refugee group sessions held.
  • Number of client outreach by call center conducted.
  • Number of curriculums developed.
  • Number of steering committees developed.

7. Performance Standards

  • 75 unduplicated individuals served.
  • 6 refugee group sessions held.
  • 500 client outreaches by call center conducted.
  • One or more curriculums developed.
  • One or more steering committees developed.

B. Funding Information

1. Total Amount of Funding

  • The Department anticipates the availability of approximately $250,000 in funding.
  • The source of funding for this program is State appropriated funds.

2. Number of Grant Awards

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

3. 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.

4. Renewal or Supplementation of existing projects eligibility

  • This program will be awarded as a 12-month term agreement.
  • This funding opportunity is a legislative add-on and non-discretionary. Therefore, only the provider named in the legislation is eligible for this grant award.
  • IDHS/DMH does not anticipate there will be renewals.

5. Type of Assistance Instrument

  • This is a non-discretionary funding opportunity.

6. 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 a legislative add-on and only the provider named in the legislation is eligible for this opportunity.
    • The types of applicants that may apply for the grant award are:
      • Nonprofit Organizations
  • 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 Grant Applicant Pre-Qualification and Pre-Award Requirements (state.il.us) (pdf)
  • 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

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 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 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
    • 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.
  • 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.

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.
  • 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 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.

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 December 3, 2024, at Noon Central Time
  • Applicants must electronically submit the complete application including all required narratives and attachments.
  • 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
    • 515-ECIC Ethnic Communities In Crisis

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. 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.OCA.SignaturePages@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 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.

4. Payment Terms

  • It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (Procedures implementing the Cash Management Improvement Act and Treasury State Agreement (TSA)) and 44 Ill. Admin. Code 7000.120 (GOMB Adoption of Supplemental Rules for Grant Payment Methods). Three different award payment methods exist, namely Advance Payment, Reimbursement, and Working Capital Advance.
  • 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

  • Populations served include:
    • Disenfranchised ELL communities in crisis, including but not limited to Ethnic client groups to engage: Polish, Ukrainian, Russian, Mexican, Venezuelan, Puerto Rican, and Haitian. Others if presented.
  • Program Websites

I. Mandatory Forms