792 Quality Assurance and Data Analytics (26-444-22-2239-01)

I. Basic Information

Awarding Agency Name Illinois Department of Human Services
Awarding Division Name Division of Mental Health
Agency Contact Holly Robinson DHS.DMHGrantApp@Illinois.gov
Announcement Type Non-Competitive
Funding Opportunity Title 792 Quality Assurance and Data Analytics
Funding Opportunity Number 26-444-22-2239-01
Application Posting Date March 24, 2025
Application Closing Date April 22, 2025, 12:00 PM (Noon) Central Time
Catalog of State Financial Assistance (CSFA) Number 444-22-2239
Catalog of State Financial Assistance (CSFA) Popular Name 792 Quality Assurance and Data Analytics
Assistance Listing (CFDA Number) Not Applicable
Award Source State
Estimated Total Program Funding $2,702,490
Anticipated Number of Awards 2
Award Range $867,789 - $1,834,701
Cost Sharing or Matching Requirement No
Indirect Costs Allowed Yes
Restrictions on Indirect Costs No

A. Funding Details

1. Total Amount of Funding

  1. The Department expects to award approximately $2,702,490.
  2. The source of funding for this program is State funds.

2. Number of Grant Awards

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

3. Expected Dollar Amount of Individual Grant Awards

  1. The Department anticipates that the dollar amount of individual awards will be between $867,789 and $1,834,701.

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

  1. Previous funding amounts per grant award on average was $1,351,245.

5. Renewal or Supplementation of Existing Projects Eligibility

  1. This program will be awarded as a 12-month term agreement.
  2. Continued Funding of this Program is at the discretion of the Department and is 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

  1. 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

  1. 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.
  2. Indirect Costs
    1. Indirect Costs may be applied to this grant award. Indirect Cost rates must be approved through the Centralized Indirect Cost Rate System.

B. Key Dates

1. Application Posting Date

  1. 03/24/2025

2. The Department must receive the Full Application Packet:

  1. Due on 04/22/2025 at 12:00 p.m. (Noon) Central Time

3. Anticipated Award Date

  1. 07/01/2025

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

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

C. Executive Summary

  1. Grantee provides advanced clinical support to Prime Agencies, manages Class Member data, provides monthly data reports, facilitates consultations, develops program training.

D. Agency Contact Information

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

  1. Holly Robinson
  2. Email: DHS.DMHGrantApp@Illinois.gov

II. Eligibility

A. Eligible Applicants

  1. The specific types of applicants that may apply for the grant award are:
    1. Government Organizations
    2. Education Organizations
  2. 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:
      1. Organization Name and Contact Information
      2. Federal Employee Identification Number (FEIN)
      3. Unique Identity Number (UEI)
      4. 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 until applicant is prequalified. 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.
      2. 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.
      3. Must not be on the Illinois Stop Payment List.
      4. Must not be on the SAM.gov Exclusion List
      5. Must not be on the Medicaid Sanctions List.
  3. 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.
  4. See Section number I(A)(7) for funding restrictions.
  5. Other factors that would disqualify an applicant or application include:
    1. Not Applicable.
  6. Limit on Number of Applications: More than one application per entity is permitted.

B. Cost Sharing

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

III. Program Description

The purpose of this grant is to allow for activities that would facilitate the effective and efficient administration of the Department of Human Services (DHS) long- term care rebalancing efforts under the Colbert and Williams Consent Decrees. These services allow for a coordinated, effective, and responsive program for transition of Colbert and Williams Class Members from nursing facilities to community­ based settings. In doing so, the grantee will provide clinical expertise and technical assistance consultation to DHS for its quality improvement system, care coordination and risk mitigation processes, and service planning tool development, policy and procedure implementation and database development and maintenance. Grantee will provide quality assurance services to DHS through data collection and analysis, quality management studies, and provider training and technical assistance using the outcomes of clinical reviews, clinical review team process, CAST, case, reportable incident service plan reviews and quality of life surveys. Grantee will also develop and maintain a robust data management system to assist in managing the performance of Colbert Williams, and Front Door Diversion providers. This work will include developing training modules on the following:

  1. Health and Community Supports and Services
  2. Management of Chronic Health Conditions
  3. Management of Serious Mental Illness
  4. Service Planning and Care Management Implementation
  5. Implementation of post-diversion services and supports

The training should be provided through multiple methodologies, including but not limited to webinars, face-to-face, pre-recorded trainings, and other methods upon DHS request.

A. Funding Priorities or Focus Areas

  1. 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

  1. The grantee will develop training modules on:
    1. Health and Community Supports and Services
    2. Management of Chronic Health Conditions
    3. Management of Serious Mental Illness
    4. Service Planning and Care Management Implementation
    5. Implementation of post-diversion services and supports
  2. Develop supportive guides for members to manage chronic conditions and post on website.
  3. Maintain a training website. Website must include "Links" to evidence-based guides/tools for managing chronic health conditions.
  4. Provide care management process training as needed for implementing Service Planning and implementation of Service Plans, and post-diversions services and supports
  5. Provide training to staff identified by DHS and the Grantee through multiple methodologies, including, but not limited to:
    1. Webinars
    2. Face-to-Face
    3. Pre-recorded trainings
    4. Participation in relevant workgroup
    5. Attendance at Colbert and Williams Large Party meetings upon DHS request
  6. Provide outcomes of Quality-of-Life Surveys for Colbert & Williams Class Members transitioning into the community. These are administered for pre-transition activities by Grantee and administered again one-year post transition by the Grantee.
  7. The Grantee will provide Quality Assurance Services for the following:
    1. Conduct Complexities Affecting Seamless Transition (CAST) by a review of clinical documents submitted and prepare reports of findings and recommendations.
    2. Conduct case reviews on all Class Members by a review of clinical documents submitted and prepare reports of findings and recommendations.
    3. Conduct post-transition case review follow up calls on all transitioned Class Members and prepare reports of findings, outcomes, and recommendations monthly to DHS.
    4. Conduct assessment reviews of pre-diversion service activities as rendered by Front Door Diversion providers and prepare reports of findings, outcomes, and identify recommendations as directed by DHS.
    5. Conduct post-diversion quality monitoring oversight which may include but is not limited to a case review of clinical services, documents, policy and procedure adherence, and transitional housing supports rendered by the Front Door Diversion providers. Prepare reports of findings, outcomes, and identify recommendations as directed by DHS.
    6. Conduct reportable incident reviews on Level I and Level II NF/SMHRF reportable incidents and hold weekly calls to review documentation and findings of the incident analysis report submitted by Colbert & Williams Care Coordinators and prepare reports of findings and recommendations and provide monthly outcomes to DHS.
    7. Conduct critical incident reviews for post-diversion related incidents and report findings, outcomes, and provide recommendations as directed by DMH.
    8. Conduct reportable incident follow-up on the reports and action steps taken to mitigate further re-occurrence of incidents and prepare reports of findings and recommendations and provide monthly outcomes for Colbert and Williams Class Members and Front Door Diversion Participants
    9. Conduct quality reviews on a sample of initial, all transition service plans and a sample of termination service plans submitted by Colbert and Williams Providers to provide clinical support and the implementation of person-centered planning and prepare reports of findings and recommendations.
    10. Conduct transition delay reviews for Class Members who have been in a transition delay status for greater than 90 days and provide recommendation to providers and outcomes to DHS on a monthly basis.
    11. Conduct case closure reviews for requested Class Members, ensuring that closures are completed according to program policies and procedures.
    12. Conduct a quality review on a sample of Front Door Diversion Participants that are closed to services with the Front Door Diversion provider to ensure adherence to policy and procedures, including the provider's contractual obligations.
    13. Develop and administer a post-diversion satisfaction survey to Front Door Diversion Participants. Share findings, identify service satisfaction trends and make recommendations for program and process improvements as requested by DHS
    14. Conduct requested case consultations in accordance with program processes.
  8. Develop and maintain a robust data management system that allows for real-time data entry and reporting of Class Member status in the transition pipeline, identification and analysis of barriers and trends, and improved coordination of clinical and quality reviews.
  9. Develop and maintain a robust data management system that allows for reporting outcomes of pre- and post-diversion related activities as rendered by the Front Door Diversion providers.
  10. Develop reports and data analysis as requested by IDHS program staff.

C. Performance Measures

  1. Number of trainings webinars conducted or facilitated during period.
  2. Number of in person trainings conducted during the period.
  3. Number of technical assistance webinars conducted during the period.
  4. Number of participants at trainings and webinars.
  5. Number of updates to website identified/needed.
  6. Number of updates to website completed.
  7. Number of Colbert and Williams members who became due for a pre-transition Quality-of-Life Survey.
  8. Number of Quality-of-Life Surveys for pre-transition activities completed by Grantee at transition of Colbert and Williams members.
  9. Number of Colbert and Williams members, who became due for a post-transition Quality-of-Life Survey.
  10. Number of Quality-of-Life Surveys completed by Grantee post-transition at year one.
  11. Number of transitioned Class Members who required a case review.
  12. Number of transitioned Class Members who had a case review completed.
  13. Number of transitioned Class Members due for a post transition case review follow up call.
  14. Number of post transition case review follow up calls completed.
  15. Number of CAST reviews requested for Class Members who appear to meet CAST criteria with required documentation received.
  16. Number of CAST reviews completed within 30 days of notification that Class Member appears to meet CAST criteria and receipt of required documentation.
  17. Number of level 1 and level 2 incidents reported.
  18. Number of level 1 and level 2 NF/SMHRF admission reportable incident reviews with weekly calls completed.
  19. Number of quality reviews needed on defined sample of received Service Plans and report completed on findings and recommendations.
  20. Number of quality reviews completed on defined sample of received Service Plans and report completed on findings and recommendations.
  21. Number of Case Consultations requested requiring consultation call.
  22. Number of Case Consultations completed that required a consultation call.
  23. Number of Case Consultations requested requiring desk review.
  24. Number of Case Consultations desk reviews completed.
  25. Number of Class Members due for a transition delay review.
  26. Number of transition delay reviews completed.
  27. Number of requested case closure reviews.
  28. Number of case closure reviews conducted.
  29. Number of quality assessment reviews of pre-diversion service activities.
  30. Number of pre-diversion assessment reviews due.
  31. Number of pre-diversion assessment completed.
  32. Number of post-diversion quality reviews due.
  33. Number of post-diversion quality reviews conducted.

D. Performance Standards

  1. 3-6 trainings conducted during the period.
  2. 4 or more technical assistance webinars conducted during the period.
  3. 100% of updates to website completed.
  4. 50% of Class Members who became due for a pre-transition Quality-of-Life Survey this quarter, were completed.
  5. 50% of Class Members who became due for a post-transition Quality-of-Life Survey this quarter, were completed.
  6. 100% of transitioned Class Members had a case review completed.
  7. 100% of post transition case review follow up calls completed.
  8. 100% of requested CAST reviews completed within 30 days of notification that Class Member appears to meet CAST criteria and receipt of required documentation.
  9. 100% of notified level 1 and level 2 NF/SMHRF admission reportable incident reviews with weekly calls completed.
  10. 100% of quality reviews completed on defined sample of received Service Plans and report completed on findings and recommendations.
  11. 100% of Case Consultations that required a consultation call completed.
  12. 100% of Case Consultations that required a desk review completed.
  13. 90% of transition delay reviews due, were completed.
  14. 100% of requested case closure reviews completed.
  15. 100% of pre-diversion assessment reviews due, were completed for FDDP.
  16. 100% of post-diversion quality reviews due, were completed for FDDP.

E. Cooperative Agreements

  1. Not Applicable.

F. Unallowable Costs

  1. 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.
  2. 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.
  3. 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.
  4. 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:

  1. Not Applicable.

H. Authorizing Statutes or Regulations

  1. 59 Ill. Admin, Code 132 (Rule 132), Section 132.150g
  2. Mental Health Community Services Act (405 ILCS 30/ Section (f))
  3. 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

  1. 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

  1. 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

  1. Applicants must enter a FY26 budget electronically in the CSA Tracking System.
  2. Budget(s) must be electronically signed and submitted in the CSA Tracking System. Budget(s) must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
  3. 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. Williams consent decree 1: WCD
      2. Colbert OR consent decree 2: CCD
  4. 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.
  5. Deadline for submission of the budget, in the CSA Tracking System, is the same as the application deadline.
  6. 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.
  7. 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.
  8. 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.
  9. Instructions for the Budget Template
  10. 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

  1. 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 Consent Decree they are serving. 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 Project Narrative must be submitted for each consent decree. For example, if an applicant applies for funding for Williams consent decree and Colbert 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 for the specific location/Consent Decree on each individual application which they are applying and sign.
    4. The correct application must be used.
  2. 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

  1. The complete application package is available through the Illinois Catalog of State Financial Assistance and the Mental Health Grants FY 2026 website.
  2. Each Applicant must have access to the internet. The Department's website will contain information regarding this funding opportunity and materials necessary for submission. It is the responsibility of each applicant to monitor the website and comply with any instructions or requirements related to this funding opportunity.
  3. 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)

  1. Each Applicant Must:
    1. Be registered in SAM.gov before submitting its application;
    2. Provide a valid Unique Entity Identifier (UEI) in its application; an
    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.
  2. The Department may not make an award until applicant has fully complied with all UEI and SAM Requirements.
  3. If individuals are eligible to apply, they are exempt from this requirement under 2 CFR 25.110(b).
  4. 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

  1. 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. Applicants will NOT be issued an award without a fully approved budget in the CSA Tracking System.
  2. 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. Uniform Application for State Grant Assistance
      2. Project Narrative
      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 wanted
    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. 792 Quality Assurance and Data Analytics
    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.
  3. Pre-application materials must be submitted as follows:
    1. Not Applicable.
  4. If you are experiencing system problems or technical difficulties submitting your application, you may contact:
    1. Name: Holly Robinson
    2. Email: DHS.DMHGrantApp@Illinois.gov

D. Submission Dates and Times

  1. Full applications are due on 04/22/2025 at 12:00 p.m. (Noon) Central Time.
  2. 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

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

VI. Application Review Information

A. Responsiveness Review

  1. 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 restriction
      1. Credentials required
        1. APN- advanced practice nurse
        2. LCSW- licensed clinical social worker
        3. LCPC- licensed clinical professional counselors
  2. 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

  1. 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. Please complete this 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
    2. The deadline to submit the FY26 ICQ is April 29, 2025, 12:00 PM (Noon) Central Time
    3. 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
    4. 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.
      1. 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.
  2. 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 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.
      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

  1. Applicants recommended for funding 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.
  2. Note: The Department cannot issue a NOSA until the successful 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.
  3. 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).
  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 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.
  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 their application is processed.

VIII. Post-Award Requirements and Administration

A. Administrative and National Policy Requirements

  1. 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.
  2. You can find a sample of the grant agreement at IDHS Uniform Grant Agreement.
  3. 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
  4. Payment Forms
    1. Monthly Invoice (IL444-5257)
    2. Advance Payment Request Cash Budget Form (IL444-4985) Only if requesting an advance payment

B. Reporting

  1. 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

  1. Mental Health Grants FY 2026
  2. IDHS Grants
  3. IDHS website

B. Mandatory Forms and Submissions

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