200 Housing Bridge Subsidy Administrator (26-444-22-0620-01)

I. Basic Information

Awarding Agency Name	Illinois Department of Human Services
Agency Division Name	Division of Mental Health
Agency Contact	Barb Roberson DHS.DMHGrantApp@Illinois.gov
Announcement Type	Non-Competitive/Renewal
Funding Opportunity Title	200 Housing Bridge Subsidy Administrator
Funding Opportunity Number	26-444-22-0620-01
Application Posting Date	March 11, 2025
Application Closing Date	April 9, 2025, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number	444-22-0620
Catalog of State Financial Assistance (CSFA) Name	200 Housing Bridge Subsidy Administrator
Assistance Listing Number(s)	Not Applicable
Awarding Source	State

A. Funding Details

1. Total Amount of Funding

The Department expects to award approximately $39,526,641
The source of funding for this program is State funds.

2. Number of Grant Awards

The Department anticipates funding approximately 4 grant awards to provide this program.
1. Two for the Colbert Consent Decree
2. Two for the Williams Consent Decree

3. Expected Dollar Amount of Individual Grant Awards

The Department anticipates that the dollar amount of individual awards will be between $528,359 and $19,141,415.

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

Previous funding amounts per grant award on average was $9,881,660

5. Renewal or Supplementation of Existing Projects Eligibility

This program will be awarded as a 12-month term agreement.
This is the fourth renewal of four.
Renewals are at the discretion of the Department and are based on sufficient appropriation and performance criteria including, but not limited to:
1. Grantee has performed satisfactorily during the previous reporting period.
2. All required reports have been submitted on time, unless a written exception has been provided by the Division/Department.
3. 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

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 applicant Agency shall retain sole responsibility for the performance and monitoring of the subcontractor.

7. Funding Restrictions

Pre-Award Costs
1. Pre-Award costs are not allowable for this award.
2. 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
Indirect Costs
1. Indirect Costs may be applied to this grant award. Indirect Cost rates must be approved through the Illinois Indirect Cost Rate Election System (ICRES).

B. Key Dates

1. Application Posting Date

03/11/2025

2. The Department must receive the Full Application Packet:

Due on 04/09/2025 at 12:00 p.m. (Noon) Central Time

3. Anticipated Award Date

07/01/2025

4. Anticipated Start Date and Periods of Performance for new grant awards

Subject to appropriation, the grant period will begin no sooner than 07/01/2025 and will continue through 06/30/2026.

C. Executive Summary

Program 200 provides administration of monthly payment of the Bridge Subsidy rental support payment on behalf of Williams and Colbert Class members to landlords within the State of Illinois. Program 200 includes staffing for housing retention team to assist class members needing assistance identifying and securing new housing.

D. Agency Contact Information

1. If you have questions about this funding opportunity, please contact:

Barb Roberson
Email: DHS.DMHGrantApp@Illinois.gov

II. Eligibility

A. Eligible Applicants

The specific types of applicants that may apply for the grant award are:
1. Government Organizations
2. Public Housing Organizations
3. Nonprofit Organizations
The applicant must meet the Registration, Pre-qualification, and any other Mandatory Requirements listed in this funding opportunity.
Applicants must provide the following information via the Grantee Portal annually to be registered with the State of Illinois as an awardee:
1. Organization Name and Contact Information
2. Federal Employee Identification Number (FEIN)
3. Unique Identity Number (UEI)
4. Organization Type
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 i) through v) below are the prequalification requirements.
1. 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:
  1. Be registered in SAM.gov before the application due date.
  2. Provide a valid unique entity identifier (UEI) in its application.
  3. Continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by the awarding agency.
  4. The State Agency may not make an award until applicant has fully complied to all UEI and SAM requirements.
  5. The State Agency may determine that an applicant is not qualified if they have not complied to requirements and use that determination as a basis to award another applicant or applicants.
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.
Must not be on the Illinois Stop Payment List.
Must not be on the SAM.gov Exclusion List.
Must not be on the Medicaid Sanctions List.
Applicants will not receive an award if pre-award requirements are not met. Qualified status is re-verified nightly. If the entity's status changes, an email notice is sent to the designated entity representative with a link to the Grantee Portal.
See Section number I(A)(7) for funding restrictions.
Other factors that would disqualify an applicant or application include:
1. Not Applicable.
This funding opportunity is limited to those who currently have an award for this program.
Limit on Number of Applications: More than one application per entity is permitted.
1. One for Colbert Consent Decree
2. One for Williams Consent Decree

B. Cost Sharing

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.

III. Program Description

The Grantee will conduct the activities of Subsidy Administration on behalf of the Division of Mental Health (DMH) Permanent Supportive Housing (PSH) Bridge Subsidy Initiative. The DMH PSH Bridge Subsidy Initiative is a partnership that includes Subsidy Administrators (SA) and the DMH Statewide Housing Coordinator, which ultimately coordinates efforts to provide PSH opportunities to DMH eligible consumers in accordance with such mandates as the Williams Consent Decree. The establishment of specified roles and deliverable activities by each partner is a specific design of the DMH Permanent Supportive Housing (PSH) Bridge Subsidy Initiative in order to ensure eligible DMH consumers receive the quality services to address their recovery. The role and activities of the Subsidy Administrator are provided within Exhibit B.

A. 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.

B. Performance Requirements

The Subsidy Administrator will:

Certify eligibility, resolve barriers and submit completed application packages for consumers referred for PSH.
Complete first Housing Quality Standards (HQS) inspections on units located by the Grantees (housing locators) and the consumers using the Housing and Urban Development (HUD) approved HQS forms within four business days, on average.
Inform the landlord and/or property manager, as well as the consumer and case manager on the status of the conducted HQS inspection (Pass or Fail). When there are deficiencies, performs re-inspections of the units as required.
Performs HQS inspections of occupied units annually.
Ensure unit rented meets the Fair Market Rent (FMR) standards set by HUDs "rent reasonableness" test.
Execute a Bridge Housing Assistance Payments (BHAP) contract with the landlord/property manager on behalf of the consumer.
Pay ongoing monthly rental subsidy amount, as calculated based on the consumer paying 30% of his/her income towards the rental amount, by the prescribed due date.
Provide housing retention services to Colbert and Williams Class Members who are not linked with another case management provider agency and are referred/approved by DMH staff. These housing retention services will include:
1. Addressing Class Members' issues with landlords, including eviction prevention and landlord mitigation funds when necessary.
2. Identifying and navigating affordable housing stock through relationship-building with landlords and property management companies. (Note: no more than 50% of the units in a 2 - 4-unit building, and no more than 25% of the units in a 5+ unit building, can be used by Williams or Colbert Class Members.)
3. Helping Class Members identify appropriate housing in their preferred geographic area when they need to move from their current housing.
4. Accompanying such Class Members on housing searches for potential apartments, including providing transportation, and showing Class Members multiple units meeting their preferences when necessary.
5. Assisting Class Members with completing Bridge Subsidy applications, inspection requests, and other housing-related documents, including applications for the Statewide Referral Network (SRN) and Section 811 waitlists.
6. Supporting Class Members with applying for and transitioning to permanent housing vouchers
7. Assisting Class Members with physically moving to new housing when necessary.
Utilize Transition Flexible Funds to support Class Members in moving between units when necessary. Purchases may include items such as apartment application fees, security deposits/move-in fees, utility connections, and furniture, when Class Members do not already have these items and cannot pay for them with their own funds. Purchases may also include past unpaid utility bills, Class Members' rent portions, food, landlord mitigation funds, and transportation expenses when reasonable and necessary.
Provide administrative activities and tracking associated with Transition Flexible Funds to ensure accountability. Transition Flexible Fund purchases must be reported to IDHS with quarterly financial reports. Transition Flexible Funds must be built into the Subsidy Administrator's proposed budget.

The Subsidy Administrator will maintain complete files on all consumers. Closed files will be retained for the greater of five years or the time frame put forth in the Subsidy Administrator agency file destruction policy. If any litigation, claim, or audit is started before the expiration period, the records must be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

The Subsidy Administrator will be responsible for establishing all applicable bank accounts in compliance with DMH requirements and to provide all applicable tracking and reporting of funds transferred to their organization.

C. Performance Measures

Number of consumers referred to PSH.
Number of consumers referred to PSH who meet certification requirements.
Number of first HQS Inspections needed.
Number of first HQS Inspections completed.
Number of first HQS Inspections completed within 4 days.
Number of HQS re-inspections due.
Number of HQS re-inspections completed.
Number of annual HQS inspections due.
Number of annual HQS inspections completed.
Number of agreements established.
Number of agreements that meet the FMR set by HUD or are granted exceptions by DMH.
Number of BHAP Contracts executed with landlord/property manager.
Number of BHAP Contracts executed with landlord/property manager on behalf of the consumer.
Number of consumers with monthly rental subsidies due.
Number of monthly rental subsidies paid by the prescribed due date, as calculated based on the consumer paying his/her portion.
Number of consumers who require relocation.
Number of Class Members who were referred for housing retention services.
Number of Class Members provided with housing retention services.

D. Performance Standards

100% of consumers referred for PSH meet certification requirements.
100% of first Housing Quality Standards (HQS) inspections completed.
100% completed within 4 days.
100% of HQS re-inspections completed.
100% of annual HQS inspections completed.
100% of agreements met FMR/HUD or are granted exceptions by DMH.
100% of BHAP contracts executed on behalf of the consumer.
100% of rental subsidies paid by the prescribed due date, as calculated based on the consumer paying his/her portion.
85% of Class Members who are referred for housing retention services are provided such services.

E. Cooperative Agreements

1. Not Applicable.

F. Unallowable Costs

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.

G. Program beneficiaries or program participants must meet the following requirements:

Not Applicable.

H. 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

IV. Application Contents and Format

A. Content and Form of Application Submission

1. Required Content of Application

Applications must include the required documents and demonstrate that the program eligibility requirements have been met. Refer to Section V. Submission Requirement and Deadlines for details.

2. Project Narrative Content and Attachments

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

3. Budget and Budget Narrative

Applicants must enter a FY26 budget electronically in the CSA Tracking System.
Budgets must be electronically signed and submitted in the CSA Tracking System. Budgets must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
IMPORTANT: Please be sure each the budget status in CSA says "GATA Budget signed and submitted to program review." This status will appear after the budget(s) are 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). A copy is not to be submitted along with the application packet.
A separate budget and budget narrative must be completed, for each Consent Decree for which you are applying. Under "Grant Suffix" Column in CSA you must include the suffix listed.
1. The consent decree and suffixes are as follows:
  1. Colbert consent decree: Suffix CCD
  2. Williams consent decree: Suffix WCD
The budget and narrative must tie fiscal activity to program objectives and deliverables and demonstrate that all proposed costs are:
1. Reasonable and necessary
2. Allocable, and
3. Allowable as defined by program regulatory requirements and the Uniform Guidance (2CFR 200), as applicable.
Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
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 Tracking System.
NOTE: The Illinois Department of Innovation & Technology (DoIT) is now disabling external Illinois.gov IDs if they have not been used for 114 days. If you receive the error "HPDIA0309W This account is disabled," your ID has been disabled and cannot be re-activated by changing your password. You need to contact the DoIT HelpDesk at [217-524-DoIT (3648) or 312-814-DoIT (3648)] or their website at Report A Problem. Request that they create an incident to re-enable your external ID. You will need to provide your external ID (firstname.lastname@external.illinois.gov) and the error message (this account is disabled). Please be sure to Reset Your Password every 3 months so your account is not disabled.
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. The budget should be prepared to reflect 12 months.
Instructions for the Budget Template
Subcontractor budget(s), If applicable
1. If applicant is planning to use a subcontractor, a pdf copy of the subcontractor budget must be submitted as a separate pdf document with the other application materials. Subcontractor budgets must be submitted for each application submitted as outlined above.
2. Subcontractor budgets shall be submitted on the GATA Uniform Grant Budget Template (GOMBGATU-3002).
3. For more information see Section I(A)(6)

4. Required Forms

Uniform Application for State Grant Assistance: The Uniform Application for State Grant Assistance is a three-page document used to formalize organization's request to apply for funding. Applicants must apply for the location they propose to serve. A Suffix will need to be used when submitting your budget (under "NOFO Suffix" in CSA). Details about this can be found in Section IV(A)(3) above. A separate application and Program Narrative must be submitted for each consent decree. For example, if an applicant applies for funding for Colbert consent decree and Williams consent decree, two applications and two narratives must be submitted, one associated with each consent decree for the program.
1. The document requires the electronic or wet(ink) 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.
2. Page one of the application is pre-populated with the appropriate information. Applicants must not complete anything on Page one.
3. On Page three, applicants will need to include the amount and the specific location on each individual application which they are applying and sign.
4. The correct application must be used.
Grantee Conflict of Interest Disclosure - The grantee Conflict of Interest Disclosure is required for all grant award programs regardless if the grantee has identified a potential conflict or not. The document requires agencies to identify actual or potential conflicts of interest. The form must have a printed name and be signed by a representative of the organization.

V. Submission Requirements and Deadlines

A. Address to Request Application Package

The complete application package (this Notice of Funding Opportunity, including links to required forms) is available through the Illinois Catalog of State Financial Assistance and the Mental Health Grants - FY26.
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 (Section I(D)(2). It is the responsibility of each applicant to monitor the website and comply with any instructions or requirements related to the NOFO.
A PDF copy may be obtained by emailing the Division of Mental Health at DHS.DMHGrantApp@Illinois.gov.

B. Unique Entity Identifier (UEI) and System for Award Management (SAM.gov)

Each Applicant Must:
1. Be registered in SAM.gov before submitting its application;
2. Provide a valid Unique Entity Identifier (UEI) in its application; and
3. 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 with all UEI and SAM Requirements.
If individuals are eligible to apply, they are exempt from this requirement under 2 CFR 25.110(b).
If the agency exempts any applicants from this requirement under 2 CFR 25.110(c) or (d), a statement to that effect.

C. Submission Instructions

Actions needed prior to applying:
1. 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 (pdf)
2. Registration in CSA is required. The IDHS: CSA Tracking System (state.il.us) 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. Successful applicants will NOT be issued an award without a fully approved budget in the CSA Tracking System.
The Methods for submitting the application:
1. Applicants must electronically submit the complete application packet which includes the following attachments as separate pdf documents:
  1. Project Narrative
  2. Uniform Application for State Grant Assistance
  3. Grantee Conflict of Interest Disclosure
  4. Budget (entered into the CSA Tracking System as described in section (IV)(A)(3)
  5. Subcontractor Budgets, if applicable
  6. Advance Payment Request Cash Budget Form, if applicable
  7. Staffing Allocation
2. Applications must be sent electronically to DHS.DMHGrantApp@Illinois.gov. The application will be electronically time-stamped upon receipt. Application submissions or delivery to any other email address or contact, including other IDHS offices or employees, will not be considered for review or funding. Applications will not be accepted if received by fax machine, hard copy, disk, or thumb drive.
3. Include the following in the subject line:
  1. Your Agency Name
  2. 200 Housing Bridge Subsidy Administrator
  3. Suffix
4. Documents must NOT include a password.
5. Software or Electronic Capabilities
  1. Each applicant must have access to the internet. The Department's website will contain information regarding this funding opportunity and materials necessary for submission.
Pre-application materials must be submitted as follows:
1. Not Applicable.
If you are experiencing system problems or technical difficulties submitting your application, you may contact:
1. Name: Barb Roberson
2. Email: DHS.DMHGrantApp@Illinois.gov

D. Submission Dates and Times

Full applications are due on 04/09/2025 at 12:00 p.m. (Noon) Central Time.
Missed Deadlines
1. IDHS cannot guarantee a start date of July 1, 2025, if application submissions are received after the due date referenced in the Program Summary above.
2. 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.

E. Intergovernmental Review

This funding opportunity is NOT subject to Executive Order 12372, "Intergovernmental Review of Federal Programs."

VI. Application Review Information

A. Responsiveness Review

The following are the criteria that must be met for eligibility:
1. Applicant has a current registration with the State of Illinois in the Grantee Portal.
2. Applicant has an active SAM.gov public account.
3. Applicant has an active Unique Entity Identifier (UEI) with SAM.gov
4. Applicant is in "good standing" with the Secretary of State.
5. Applicant is not on the DHS Stop Payment List Service or the Illinois Stop Payment List.
6. Applicant is not on the SAM.gov Exclusion List.
7. Applicant is not on the Illinois Medicaid Sanctions List.
8. Program specific eligibility restrictions
  1. Not Applicable.
Restrictions on eligibility for State awards are referenced in 44 Ill Admin Code 7000.70. Program specific eligibility restrictions are referenced in this funding opportunity.

B. Risk Review

IDHS conducts risk assessments for all awardees, prior to the award being issued.
1. An agency wide Internal Control Questionnaire (ICQ) is to be completed by the awardee within the Grantee Portal prior to the deadline listed below. The ICQ evaluates fiscal, administrative, and programmatic risk in the following categories:
  1. Quality of Management Systems
  2. Financial and Programmatic Reporting
  3. Ability to Effectively Implement Award Requirements
  4. Awardee Audits
The deadline to submit the FY26 ICQ is April 16, 2025, 12:00 PM (Noon) Central Time
A program specific Programmatic Risk Assessment conducted by the awarding agency to evaluate the following categories:
1. Programmatic financial stability
2. Management systems and standards that would affect the program.
3. Programmatic audit and monitoring findings
4. Ability to effectively implement program requirements.
5. External partnerships
6. Programmatic reporting
7. 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.
8. 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.
Simplified Acquisition Threshold - Federal and State awards
1. It is anticipated that grants under this award may receive an award over the Simplified Acquisition Threshold (as defined in 48 CFR part2, 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 $250,000. Therefore, the grantee is subject to the simplified acquisition threshold and related requirements.
  1. 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).
  2. 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.
  3. 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.

VII. Award Notices

A. State Award Notices

Applicants under this Non-Competitive funding opportunity will receive a Notice of State Award (NOSA). The NOSA shall include:
1. Grant award amount
2. The terms and conditions of the award
3. 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.
Note: The Department cannot issue a NOSA until the applicant has an approved FY26 budget entered into the CSA Tracking System. The applicant shall receive the NOSA through the Grantee Portal. The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award amount and all conditions set forth within the notice. The signed NOSA is the document authorizing the department to proceed with issuing an agreement. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
The NOSA 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).
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 Tracking System. The non-State entity will print and sign the signature page of the UGA and return 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.
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 their application is processed.

VIII. Post-Award Requirements and Administration

A. 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.
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.
2. 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.
3. 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.
4. Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@Illinois.gov
5. Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
6. Invoice and PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@Illinois.gov
Payment Forms
1. Monthly Invoice (IL444-5257)
2. Advance Payment Request Cash Budget Form (IL444-4985) Only if requesting an advance payment

B. Reporting

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:
1. 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.
2. 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.
3. Close-out Performance Reports and Financial Reports as instructed in the UGA.
4. 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.
5. 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.
6. Non-compliance with any of the identified reports may lead to being placed on the Illinois Stop-Payment List.
7. 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.
  1. PFR Email Address for General Grants: DHS.DMHQuarterlyReports@Illinois.gov
  2. PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
  3. PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@Illinois.gov
  4. PPR and PRTP Email Address for All Grants: DHS.DMHQuarterlyReports@Illinois.gov
8. DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the IDHS website.

IX. Other Information

A. Program Websites

B. Mandatory Forms and Submissions

Uniform Application for State Grant Assistance
Project Narrative
Uniform Grant Budget Template (Submit in CSA) | Instructions
Subcontractor Budget, if applicable submit as a separate attachment
Grantee Conflict of Interest Disclosure submit as a separate attachment
Advance Payment Request Cash Budget Form (IL444-4985) submit as a separate attachment (no submission will result in default to Reimbursement Method)