NOFO Summary Information
| Awarding Agency Name (I-A) |
Illinois Department of Human Services |
| Awarding Division Name |
Division of Developmental Disabilities |
| Agency Contact |
Contact Name: Erica O'Neal
Email: DHS.DDDGrantProg@illinois.gov
Phone Number: 217-782-1354 |
| Announcement Type (I-C) |
Competitive - Renewal |
| Funding Opportunity Title (I-B) |
3501 Dignity in Pay Program |
| Funding Opportunity Number (I-D) |
26-444-24-0829-01 |
| Application Posting Date |
March 3, 2025 |
| Application Closing Date |
April 4, 2025, 5:00 p.m. CST |
| Catalog of State Financial Assistance (CSFA) Number |
444-24-0829 |
| Catalog of State Financial Assistance (CSFA) Name |
Dental Program |
| Assistance Listing Number(s) (I-E) |
N/A |
| Awarding Source |
State Funded |
| Estimated Total Program Funding |
$986,000 |
| Anticipated Number of Awards |
2-5 Awardees |
| Award Range |
Up to $400,000 |
| Cost Sharing or Matching Requirement? |
No |
| Indirect Costs Allowed? |
Yes |
| Restrictions on Indirect Costs? |
Yes, requires approval. |
| Technical Assistance Session |
Session Offered: Yes
Session Mandatory: No
Date: March 10, 2025 at 1:00 p.m. CST
Registration Link:
Dental NOFO Technical Assistance registration - Webex |
1. Basic Information Continued - Section F through I
F. Funding Details
1. Total Amount of Funding
a. The Department expects to award approximately $986,000.
b. The source of the funding for this program is State funds.
2. Number of Grant Awards
a. The Department anticipate funding approximately 2-5 grants awards to provide this program.
3. Expected Dollar Amount of Individual Grant Awards
a. The Department anticipates the dollar amount of individual awards will be up to $400,000.
4. Amount of Funding per Grant Award on average in previous years.
a. $365,000
5. Renewal or Supplementation of Existing Projects Eligibility.
a. Applications for renewal or supplementation of existing projects are eligible to compete with applications for new State awards.
b. Successful applicants under this NOFO may be eligible to receive two subsequent one-year grant renewals for this program. Renewals are at the discretion of the Department and are based on sufficient appropriation and performance criteria including, but not limited to:
i. Grantee has performed satisfactorily during the previous reporting period.
ii. All required reports have been submitted on time, unless a written exception has been provided by the Division/Department.
iii. No outstanding issues are present (e.g., in good standing with all pre-qualification requirements and no outstanding corrective action, etc.).
6. Procurement Contract Allowability
a. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful applicant Agency shall retain sole responsibility for the performance and monitoring of the subcontractor.
7. Funding restrictions
a. Pre-Award Costs
i. Pre-Award Costs are allowed subject to the discretion, review, and prior approval of the IDHS Budget Committee. Pre-Award Costs must be identified as such in the IDHS Uniform Grant Budget Narrative. Pre-Award costs are allowable for this award. Applicant must complete the Pre-Award Cost Authorization Letter form. Additional payment documentation will be required.
ii. IDHS grants are governed by 2 CFR. Part 200, Subpart E-Cost Principles. Principles and 30 ILCS 708 which include information on allowable costs, audit requirements, and financial records.
b. Indirect Costs
i. Indirect Costs may be applied to this grant award. Indirect Cost rates must be approved through the Illinois Indirect Cost Rate Election System (ICRES).
- The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
- IDHS recognizes the language around race and ethnicity is complex, and continues to evolve as individuals, organizations, and institutions seek to be respectful and inclusive of all segments of a community. As such, IDHS will continue to be as responsive as possible to these changes and refinements as the understanding of these complex constructs related to race and ethnicity evolves.
G. Key Dates
- Application Posting Date is March 3, 2025.
- The Department must receive the Preliminary Submission materials (Letter of Intent, etc.): Not applicable.
- The Department must receive the Full Application by April 4, 2025, at 5:00 p.m. CST.
- Anticipated Award Date: June 6, 2025.
- Anticipated Start Dates and Periods of Performance for new grant awards.
a. Subject to appropriation, the grant period will begin no sooner than July 1, 2025, and will continue through June 30, 2028.
H. Executive Summary
1. Program Description
The Division of Developmental Disabilities (DDD) Dental Grant Program seeks to increase access to dental services that are not reimbursable through Medicaid or are above the benefit limitation allowed through Medicaid for individuals with intellectual and developmental disabilities (I/DD).
The DDD Dental Program seeks to meet the oral health care needs of individuals with I/DD. Recognizing that many individuals living with I/DD qualify for Illinois Medicaid Dental Program, this DDD Dental Grant Program will cover only those services that exceed the benefit limitations or services not covered under Medicaid, Medicare, or private insurance plans.
2. Key Goals (objectives)
The objective of the dental program is to provide a comprehensive array of dental care services for individuals with I/DD who are unable to secure dental care and services in traditional community settings due to their disability. These services will include preventive dental services, dental education, hygiene, and various dental repairs.
3. Eligible Recipients for DDD are required to have an I/DD and meet the requirements of the scope of the grant program.
I. Agency Contact Information
- If you have questions about this NOFO, please contact.
- A frequently asked Question and Answer page is posted on the DHS website. Questions submitted up to 7 business days prior to the end of the NOFO posting period, will be posted on the website.
2. Eligibility
i. Eligible Applicants
A. The specific types of applicants that may apply for the grant award are as follows:
- Has demonstrated experience providing services and supports to individual with intellectual/developmental disabilities and their families.
- Has demonstrated the ability to meet all the program goals described in this NOFO.
- Has met the criteria laid out in the Application Review Information, Section 6(ii).
- Must be an established dental provider.
B. The applicant must meet the Registration, Pre-qualification and any other Mandatory Requirements listed in this funding opportunity.
1. Applicants must provide the following information via the Grantee Portal annually to be registered with the State of Illinois as an awardee:
a. Organization name and contact information.
b. Federal Employee Identification Number (FEIN).
c. Unique Entity Identifier (UEI).
d. Organization type.
2. Applicants must be prequalified; therefore, applications from entities that have not prequalified prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. Items (a) through (e) below are the prequalification requirements.
a. Unique Entity Identifiers and SAM Registration: Each applicant (unless the applicant is an individual 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:
i. Be registered in SAM.gov before the application due date.
ii. Provide a valid Unique Entity Identifiers (UEI) in its application.
iii. Continue to always maintain an active SAM registration with current information during which it has an active award or an application or plan under consideration by the awarding agency.
iv. The State Agency may not make an award until applicant has fully complied to with all UEI and SAM requirements.
v. The State Agency 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 or applicants.
b. Must be in "good standing" with the Illinois Secretary of State if the Illinois Secretary of State requires the entity's organization type to be registered.
c. Must not be on the Illinois Stop Payment List.
d. Must not be on the SAM.gov Exclusion List.
e. Must not be on the Medicaid Sanctions List.
C. Eligibility factors for the principal investigator or project director if any.
D. Successful Applicants will not receive an award if pre-award requirements are not met. Qualified status is verified at time of application. Applicants who are not eligible due to registration or pre-qualification issues, or late applications will be notified that they are ineligible for consideration when the requirements of the grant application or pre-qualification, have not been met. This will be done through email contact, to the corresponding contact information, on the application submission. Resubmission of the complete and updated application will be allowed for consideration if received prior to the application closing date.
E. See Funding restrictions in NOFO Basic Information, Section 1(F)7.
F. Other, 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 activities 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:
a. 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).
b. Capital expenditures for general purpose equipment, including any vehicle regardless of cost, buildings, and land (2 CFR 200.439).
c. Capital expenditures for improvements to land, buildings, or equipment which materially increase their value or useful life (2 CFR 200.439).
d. 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).
e. Deposits for items, services, or space.
f. That the grantee agency, prior to making a subaward with a total amount of funds 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).
G. Limit of one accepted application per agency.
ii. Cost Sharing
A. Providers are not required to participate in cost sharing or provide match.
3. Program Description
A. Program Description
The general purpose of the funding is to provide dental services, not reimbursable through Medicaid or are above the benefit limitation allowed through Medicaid, for individuals with intellectual and developmental disabilities (I/DD) and it is expected to achieve the delivery of appropriate and needed dental health services to individuals with I/DD for the public good.
B. The State agency's 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.
C. The goals and objectives of the Dental program are as follows:
- Provide a comprehensive array of dental care services for individuals with I/DD who are unable to secure dental care and services in traditional community settings because of their disability. These services will include preventive dental services, dental education, hygiene, and various dental repairs, such as, periodontics, restorative, endodontics, and oral surgery.
- Expand access to dental services beyond benefit limitations or services not covered under Medicaid, Medicare, or private insurance plans for individuals with I/DD. NOTE: Services delivered to individuals and billable through Medicaid, Medicare or Private insurance may not be claimed/charged to or paid/reimbursed through this grant.
- Provide dental services through grantees who are able to demonstrate a service record of experience and expertise in serving and providing dental care to individuals with I/DD. Services include, but are not limited to partial dentures, bridges, additional cleanings, behavior management, and/or case management.
D. Additional Program Requirements
- There is a $2,000 per individual per fiscal year annual maximum for supplies and services.
- Required to be enrolled as Medicaid providers and have the ability to accept private insurance.
- Allows grantees to bill usual and customary charges only up to those amounts as defined by the State of Illinois Delta Dental Fee Schedule.
- Fund at least one qualified and ready grantee in each of the four (4) geographic areas of the state: Northeast (NE), Northwest (NW), Central (C), and South (S).
E. The award will contribute to achieving the program's goals and objectives by expanding access to dental care services for I/DD individuals.
F. The expected performance goals, indicators, targets, baseline data, data collection, and other outcomes the agency expects recipients to achieve are the following:
- A full-time equivalent dentist funded by the DD grant will provide dental care services to at least 500 participants, with an intellectual or developmentally disability, annually.
- A minimum of 80 percent of individuals with an I/DD who request dental care services, must be provided dental care services.
- A minimum of 20 percent of individuals with I/DD who are provided dental care services, must be from a minority group or underserved community.
- A minimum of 80 percent satisfaction is required by individuals with I/DD, served through this funding.
- Grantee will provide satisfaction surveys to all I/DD individuals being provided dental care services and receive an overall customer satisfaction score of an average of 80 percent or higher with their dental care services they received.
- At the end of the year, successful applicants will also submit a cumulative report with the cumulative totals from above.
G. For cooperative agreements, the "substantial involvement" that the State agency expects to have are (or are located) Not applicable.
H. Specific Unallowable costs described in Eligibility Information, Section 2(F).
I. Program beneficiaries or program participants must meet the following requirements: participants must have an intellectual or developmental disability.
J. Authorizing statutes and regulations for the funding opportunity include the following:
Federal Grants and Agreements (2 CFR 200)
Developmental Disabilities CSA Attachment A
Developmental Disabilities Program Manual
Illinois Administrative Code, Title 59, Chapter 1, Part 120 (Rule 120)
Mental Health and Developmental Disabilities Code (405 ILCS 5)
Department of Human Services Act (20 ILCS 1305)
Community Services Act (405 ILCS 30)
Adult Protective Services Act (320 ILCS 20)
IDHS: DDD Pre-Admission Screening (PAS) Manual
Abused and Neglected Child Reporting Act (325 ILCS 5)
4. Application Contents and Format
A. Content and Form of Application Submission
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. Refer to Submission Instructions, Section 5(iii).
- Pre-applications, letters of intent, or white papers are not required.
- Required Content of Application
a. 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.
3. Program Narrative and Proposal Narrative Content with Attachments
a. Program Narrative: IMPORTANT, the program (proposal) narrative makes up the bulk of the application. Please provide a complete response to the following sections. If the program narrative is missing from your application packet, your application will receive a score of zero points and your agency will not meet the criteria to receive a grant under this notice of funding opportunity.
b. Proposal Narrative Content and Attachments: If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will consider content contained within that specific section.
4. Budget and Budget Narrative
a. Applicants must enter a budget electronically in the CSA and provide a copy of the completed budget in PDF format.
b. The Budget entered in the CSA system will include a narrative or detailed description/justification for each line in the budget, a describe why each expenditure is necessary for program implementation, and how you arrived at the specific amount. Please include cost allocations as necessary. This narrative must clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan.
c. The Budget must be electronically signed and submitted in the CSA system. The Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
d. IMPORTANT: Please be sure the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget is electronically signed by the agency CEO or CFO and submitted to IDHS. See IDHS CSA Tracking System webpage for additional information on CSA at IDHS: CSA Tracking System (state.il.us)
e. The budget and narrative must tie fiscal activity, to program objectives and deliverables, and demonstrate that all proposed costs are:
i. Reasonable and necessary
ii. Allocable
iii. Allowable as defined by program regulatory requirements and the Uniform Guidance (2CFR 200), as applicable.
f. Additional information for entering a Uniform Grant Budget can be found at Budget Template and Budget Template Instructions. Be sure to follow instructions on website on how to download the Template.
5. Required Forms
a. Uniform Application for State Grant Assistance - This is a three-page document used to formalize organization's request to apply for funding. The document requires the signature and email address of the organization's authorized representative. This email address will be used for official communication between the Department and the applicant organization for matters regarding this application. IL444-5262 - UNIFORM APPLICATION FOR STATE GRANT ASSISTANCE (.pdf)
b. Grantee Conflict of Interest Disclosure - This is a required for all grant award programs. The document requires agencies to identify actual or potential conflicts of interest. The form must be signed by a representative of the organization. IL444-5205 - GRANTEE CONFLICT OF INTEREST DISCLOSURE (.pdf)
6. Required Format
a. Application Format Requirements: Electronic submission is required in PDF format.
b. Document Submission Requirements:
i. 8.5" X 11" Paper size, Single spaced, 12-size font, Calibri typeface, one-inch margins, and display page numbers.
ii. The applicant should not use agency letter head or agency identification formatting features on the application. Limit reference to the agency's name, specifically, in the program narrative. The agency's name and identifiers will be redacted, from the documentation, for the Merit Review Process. This ensures a fair and unbiased scoring process.
iii. File name should be "Funding Opportunity Number, Program Name, and Agency Name".
iv. All forms must be signed and dated.
v. The application must be no more than 25 pages. This includes the application and narrative. (Uniform Grant Budget and Grantee Conflict of Interest Disclosure form are not included in this count.)
c. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined or points may be deducted.
d. The Department may determine that an applicant is not qualified if they have not complied to requirements and use that determination as a basis to award to another applicant.
5. Submission Requirements and Deadlines
i. Address to Request Application Packet
A. Actions Needed Prior to Applying:
- The complete application packet (this Notice of Funding Opportunity, including links to required forms) is available through the Illinois Catalog of Financial Assistance and the IDHS Grants Website Page located: IDHS: Grant Funded Programs (state.il.us).
- Each applicant must have access to the internet. The Department's website will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described in this announcement in Section I. It is the responsibility of each applicant to monitor the website and comply with any instructions or requirements related to the NOFO.
ii. Unique entity identifier and System for Award Management (SAM.gov).
A. Each applicant must:
- Be registered in SAM.gov before submitting its application.
- Provide a valid Unique Entity Identifier (UEI) in its application.
- Continue to maintain an active registration in SAM.gov with current information, at all times, during which it has an active award or an application or plan under consideration.
- The Department may not make an award until applicant has fully complied to all UEI and SAM requirements.
- The Department may determine that an applicant is not qualified if they have not complied to requirements and use that determination as a basis to award to another applicant.
B. If individuals are eligible to apply, they are exempt from this requirement under 2 CFR 25.110(b).
C. If the agency exempts any applicants from this requirement under 2 CFR 25.110(c) or (d), a statement to that effect.
iii. Submission Instructions
A. Actions needed prior to applying:
Applicants must be registered with the State of Illinois and Pre-qualified in the GATA portal prior to applying for Illinois awards. Instructions for creating an account and registering are located at the following link: Illinois GATA Grantee Portal. Additionally, detailed instructions for registration and prequalification requirements, including the expected amount of time for completion are located here: Grant Applicant Pre-Qualification and Pre-Award Requirements.
B. The methods for submitting the application:
1. Applicants must electronically submit the complete application including all required narratives and attachments in the prescribed order:
a. Proposal Narrative
b. Uniform Application for State Grant Assistance PDF
c. Grantee Conflict of Interest Disclosure PDF
d. Budget- entered into the CSA system and copy in PDF format.
2. Applications must be sent electronically to:
IMPORTANT: The Department will ONLY accept applications submitted by electronic mail sent to this email address. Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will not be accepted if received by fax machine, hard copy, disk, thumb drive, password protected emails, password protected documents, and emails from encrypted email protection companies (such as, Prevail, Barracuda Network, Trustifi, etc. list not full inclusive). The application will be electronically time-stamped upon receipt.
3. Software or electronic capabilities required are as follows: Internet access, preferable high-speed, Email capability, Microsoft Word, Microsoft Excel, and Abode Reader. The purchase of this technology would be an allowable expenditure under the grant and may be budgeted for as part of this application.
4. Applicants are required to notify the Department within 48 hours of the deadline, if they did not receive an email notifying them that their application was received. If the applicant does not receive an email and does not notify the Department within 48 hours, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after the 48 hours. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above (and that the budget was submitted into the CSA system on time).
C. Pre-application materials must be submitted as follows: Not applicable.
D. If you are experiencing system problems or technical difficulties submitting your application, you may contact us at:
iv. Submission Dates and Times.
A. Full applications are due on the following dates April 4, 2025, at the following time 5:00 p.m. (CST).
B. Any preliminary submissions, such as letters of intent, white papers, or pre- applications are due on the following date not applicable.
C. Other submissions required before the award not applicable.
D. Missed Deadlines
- Applications received after the due date and time will not be considered for review or funding. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be separately notified in writing, by email, upon determination. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
- For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced.
- IMPORTANT: It is strongly recommended that the applicant not wait until the last minute to submit an application, in case they experience technical difficulties with the submission process. Applicants should keep copies of all documentation that may prove their application was submitted to the correct location and that it was received by IDHS on or before the deadline. Applicants should also maintain all electronic documentation, including screen shots, email correspondence, help desk ticket numbers, etc. that would document any unforeseen difficulties the applicant may have encountered regarding the timely submission of the application.
v. Intergovernmental Review
A. This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs".
6. Application Review Information
i. Responsiveness Review.
A. Applications that are received will be reviewed between April 4, 2025, to June 6, 2025, to ensure they meet the criteria for consideration. Applications that do not meet the criteria described in paragraph B below will be rejected and not entered into the Merit Review process.
B. The following are the criteria that must be met for eligibility:
- Applicant has a current registration with the State of Illinois in the Grantee Portal.
- Applicant has an active Sam.gov public account.
- Applicant has an active Unique Entity Identifier (UEI) with Sam.gov
- Applicant is in "good standing" with the Secretary of State.
- Applicant is not on the DHS Stop Payment List Service or the Illinois Stop Payment List.
- Applicant is not on the Sam.gov Exclusion List.
- Applicant is not on the Illinois Medicaid Sanctions List.
- Program specific eligibility restrictions refer to Eligibility, Section 2(i).
C. Restrictions on eligibility for State awards are referenced in 44 Ill Admin Code 7000.70. Program specific eligibility restrictions are referenced in this Notice of Funding Opportunity.
D. All applicants/applications determined to be non-compliant or otherwise determined to be disqualified from consideration will be notified. This email will be sent to the email addresses provided in the application and will identify the reason for disqualification.
ii. Review Criteria
A. Review Criteria - Maximum Total 100 Points.
Program Plan/Narrative - 75 Total Points in this Section
1. Need (Description of Need) - 25 Points
The applicant's proposal will be evaluated based on the following:
a. Analysis of the needs of individuals with I/DD in the proposed service area(s) and target communities.
b. Identify ways the agency will target new recipients for program support.
c. Identify ways the agency identifies individuals with I/DD from minority group and/or underserved communities.
d. Provide data, facts and/or evidence demonstrating the ways the proposed program will meet programmatic needs.
The ideal applicant will:
a. Clearly define the service area and target communities to be supported.
b. Clearly define minority groups needs and underserved community needs and the ways the program will support them.
c. Present a plan to address the needs that is realistic and will meet individual and family needs based on the program goals.
d. Provides data, facts, and/or evidence demonstrating that the proposal supports the grant program purpose.
2. Capacity (Agency Qualification/Organizational Capacity) - 25 Points
The applicant's proposal will be evaluated based on the following:
a. Agency's ability to be fully ready to begin providing services by July 1, 2025.
b. Agency and/or Dentist prior experience providing dental services and/or Medicaid funded dental services to individuals with I/DD and their families. Detailed description as to how the agency will directly engage individuals with I/DD and their families.
c. Copy of the Agency's proposed Needs Assessment.
d. Agency and/or Dentist ability to execute the program according to the grant requirements.
e. Agency's ability to share data received through the Program's work.
The ideal applicant will:
a. Provide a detailed description of the process the agency will undergo to ensure services are operational no later than July 1, 2025, including a timeline that is feasible and includes enough detail for the Division to evaluate the merits and potential risks.
b. Clearly articulates experience to provide service that will meet the program needs.
c. Demonstrates that the agency has staff with appropriate clinical credentials (Program Manager, Dentist, Dental Hygienist, etc.) to operate dental services described in this program.
d. Demonstrates that the agency has experience providing Dental services and programs serving individuals with I/DD and their families with a specific focus on the program goals.
e. Agency's ability to provide an establishment that is ADA accessible.
3. Quality of Program/Services - 25 Points
a. Demonstrates that the proposal is well articulated in alignment with the program goals.
b. Provides a detailed summary of the provider's support team and processes for providing quality.
c. Provides examples of agency satisfaction measurements process and how services and supports will be adjusted on feedback.
d. Provides a detailed summary of the agency's quality assurance processes to ensure compliance with the program goals as well as DDD, IDHS, and GATA requirements.
e. Ensure the agency has appropriate processes in place to measure quality assurance and make changes/updates as needed.
The ideal applicant will:
a. Provide a detailed description as to how the agency will directly engage with individuals with I/DD and their families who are referred for dental service assistance.
b. Provides a detailed summary of the agency's quality assurance processes to ensure compliance with the program goals as well as DDD, IDHS, and GATA requirements.
c. Provide a detailed description that the agency has experience providing dental services and programs to individuals with I/DD and their families with a specific focus on the program goals.
d. Ensure the agency has appropriate processes in place to measure quality assurance and make changes/updates as needed.
4. Executive Summary - 15 Points
The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. Information in this section should include, but not be limited to, the following:
a. Identify the amount being requested under this proposal.
b. Identify target service areas/communities.
c. Identify the number of individuals with I/DD who are projected to participate.
d. Briefly describe agency experience in providing dental services and supports to individuals with I/DD and their families.
e. Provide an overview of the Dental Program services to be provided.
f. Describe how the program will address the Program Goals across the State of Illinois. Refer to program description section.
g. Share data regarding previous work completed with the agency, as applicable.
The ideal applicant will:
a. Demonstrate an understanding in dental service needs in the State of Illinois and present a plan to address these needs in a logical manner. The applicants plan will address appropriate services resources required to meet the level of need.
b. Clearly define the target audience and area of operations for services. The plan to meet the needs of target audience and full service in area operations must be realistic. Additional consideration will be provided for those that provide services across a broader geographic area.
c. Provide data, facts, and/or evidence demonstrating that the proposal supports the grant program purpose.
d. Support and services provided will meet the program goals.
5. Budget and Cost Justification - 10 Points
The applicant's budget proposal narrative will be evaluated based completeness and signature. The budget proposal narrative shall include the following information as it relates to the NOFO program:
a. Thorough and clear justification for all proposed line-item expenditures.
b. All expenditures and program costs are reasonable and allowable.
c. Administrative costs are no more than 10% of the proposed budget.
d. Proposed staffing is sufficient to address customer projections and customer language needs.
e. Proposed expenditures address annual costs of living and inflation costs.
f. Where available, supplemental or companion funding is clearly identified.
g. Verify the proposed budget total matches the total funding amount listed on the application.
6. Definitions
a. Minority Group: A minority group is any group of people who, because of their physical or cultural characteristics, are singled out from others in the society in which they live for differential and unequal treatment.
b. Underserved Community: An underserved community is characterized as a community that includes members of minority populations or individuals that are underserved because of geographic location, religion, sexual orientation, gender identity, special needs (including language barriers, disabilities, alien status, or age).
iii. Review and Selection Process.
A. The process for evaluation of the application is as follows:
The numerical score may not be the sole award criterion. The Department reserves the right to consider any factors such as: geographical distribution, demonstrated need, and agency past performance as a State of Illinois grantee, etc. While the recommendation of the review panel will be a key factor in the funding decision the Department maintains final authority over funding decisions and considers the findings of the reviewers to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
B. In the event of a tie with insufficient funding for all tied applications, the Department may choose to elect one or more of the following options:
- Apply one or more of the additional factors for consideration described above to prioritize the applications; or
- Partially fund each of the tied applications; or
- Not fund any of the tied applications. The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, deliverables, etc.
C. Anticipated Announcement and State Award Date is June 6, 2025.
D. Merit Review Appeal Process
- In accordance with GATA Administrative Rules, Section 350, Merit Review of Grant Applications, a merit application review is required for competitive (discretionary) Grants and Cooperative Agreements, unless prohibited by State or federal statute. (44 Ill. Adm. Code 7000.350)
- Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal and shall be reviewed by IDHS' Appeal Review Officer (ARO).
- Submission of Appeal - contact information.
- Contact Name: Erica O'Neal
- Email address: DHS.DDDGrantProg@illinois.gov
- Email Subject Line: "Appeal Review Requested, Dental Program, Agency's Name"
- Appeal Instructions
a. An appeal must be submitted in writing to the appeals submission IDHS contact listed above, who will send to the IDHS Appeal Review Officer (ARO) for consideration.
b. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
c. The written appeal shall include at a minimum the following:
i. Name and address of the appealing party
ii. Identification of the grant
iii. Statement of the reasons for the appeal
iv. Supporting documentation, if applicable
5. Response to appeal
a. IDHS will acknowledge receipt of an appeal within 14 calendar days from the date the appeal was received.
i. IDHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
ii. The appealing party must supply any additional information requested by IDHS within the time period set in the request.
6. Resolution
a. The ARO will make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
i. In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
ii. The Agency will resolve the appeal by means of written determination.
iii. The determination shall include, but not be limited to:
- Review of the appeal.
- Appeal determination; and
- Rationale for the determination.
iv. Risk Review
A. IDHS conducts risk assessments for all awardees, prior to the award being issued.
1. An agency wide Internal Control Questionnaire (ICQ) to be completed by the awardee within the Grantee Portal. The ICQ evaluates fiscal, administrative, and programmatic risk in the following categories:
a. Quality of Management Systems
b. Financial and Programmatic Reporting
c. Ability to Effectively Implement Award Requirements
d. Awardee Audits
2. A program specific Programmatic Risk Assessment conducted by the awarding agency to evaluate the following categories:
a. Programmatic financial stability.
b. Management systems and standards that would affect the program.
c. Programmatic audit and monitoring findings.
d. Ability to effectively implement program requirements.
e. External partnerships.
f. Programmatic reporting.
3. Risk assessments are not intended to be punitive in nature, rather they are conducted in order to evaluate the support, technical assistance, and training that may be needed for the awardee and the level of monitoring that is needed for the award.
4. Risk assessments may result in Specific Conditions being placed on the award to include more frequent monitoring or the implementation of a corrective action plan.
B. Simplified Acquisition Threshold - Federal and State awards
- This award is not anticipated to exceed the Simplified Acquisition Threshold defined in 48 CFR part 2, subpart 2.1 (OR)
- It is anticipated that grants under this award may receive an award over the Simplified Acquisition Threshold as defined in 48 CFR part 2, subpart 2.1; the dollar amount set by the Federal Acquisition Regulation (FAR), currently at $250,000 (with some exceptions). Potential grantees under this notice of funding opportunity may receive an award in excess of the simplified acquisition threshold of $250,000. Therefore, the grantee is subject to the simplified acquisition threshold and related requirements.
a. Prior to making an award with a total amount greater than the simplified acquisition threshold, IDHS 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)
b. 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.
c. 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 applicants' integrity, business ethics, and record of performance under State and Federal awards when completing the review of risk posed by applicants as described in 2 CFR 200.206.
7. Award Notices
A. State Award Notices
1. Applicants recommended for funding under this NOFO following the review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:
a. Grant award amount.
b. The terms and conditions of the award.
c. Specific conditions, if any, assigned to the applicant based on the fiscal and administrative risk assessment (ICQ), programmatic risk assessments (PRA), and the Merit Review.
2. Note: The Department cannot issue a NOSA until the successful applicant has an approved and an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
3. The notice is not an authorization to begin performance (to the extent that it allows charging to State awards of pre-award costs; pre-award costs are incurred at the non-State entities own risk unless they have received written prior approval to begin performance).
4. The authorizing document to begin performance is the fully executed Uniform Grant Agreement (UGA) signed by the grants officer, or equivalent. This is the official document that obligates funds. The UGA is sent to the non-State entity via the CSA system. The non-State entity will print and sign the signature page of the UGA and return the signature page to DHS.OCA.SignaturePages@illinois.gov. A final signed copy of the UGA will be provided to the non-State entity via an upload into the CSA Tracking system.
5. Applicants who are not eligible due to registration or pre-qualification issues, or late applications will be notified that they are ineligible for consideration when the requirements of the grant application or pre-qualification, have not been met. This will be done through email contact, to the corresponding contact information, on the application submission. Resubmission of the complete and updated application will be allowed for consideration if received prior to the application closing date noted in NOFO Basic Information section.
6. A written Notice of Denial shall be sent to the applicants not receiving an award, following the Merit Review process.
8. Post-Award Requirements and Administration
i. Administrative and National Policy Requirements.
A. 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.
B. Sample of the IDHS Uniform Grant Agreement
C. Payment Terms
1. It is the policy of the Illinois Department of Human Services (IDHS) that this policy complies with 2 CFR 200.302, 2 CFR 200.305, 31 CFR 205 (Procedures implementing 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.
D. Payment Forms
- Monthly Grants Invoice Template Form PDF (IL 444-5257 N)
- Advance Payment Request Cash Budget Form PDF (IL 444-4985)
ii. Reporting.
A. Reporting upon execution of the grant agreement shall be in accordance with the requirements set forth in the UGA and related exhibits which include but is not limited to the following:
- Periodic Financial Reports submitted electronically in accordance with instructions in the UGA no more frequent than quarterly and no less frequent than annually, unless unusual circumstances exist.
- Periodic Programmatic Reports submitted electronically in accordance with instructions in the UGA no more frequent than quarterly and no less frequent than annually, unless unusual circumstances exist.
- Close-out Performance Reports and Financial Reports as instructed in the UGA.
- Other Unique Programmatic Reporting Requirements: additional annual performance data may be collected as directed by the Department and in the 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. Noncompliance with any of the identified reports may lead to being placed on the Illinois Stop-Payment List
B. All performance measurements require the demographic information of the participants being served. This includes individual's name, age, gender identity, race/ethnicity, Recipient Identification Number (RIN), last four of Social Security Number (SSN), and county resides. Refer to 20 ILCS 65. A deliverable spreadsheet will be provided to document collected data.
9. Other Information - Optional
A. Mandatory Forms and Submission:
- Uniform Application for State Grant Assistance PDF
- Proposal Narrative
- Uniform Grant in CSA Tracking System and copy of budget in pdf format.
- GRANTEE CONFLICT OF INTEREST DISCLOSURE PDF
