515-JIFS Juvenile Inpatient Forensic Services (26-444-22-1183-01)

I. Basic Information


Awarding Agency Name	Illinois Department of Human Services
Awarding Division Name	Division of Mental Health
Agency Contact	Rob Putnam DHS.DMHGrantApp@Illinois.gov
Announcement Type	Non-Competitive/Renewal
Funding Opportunity Title	515-JIFS Juvenile Inpatient Forensic Services
Funding Opportunity Number	26-444-22-1183-01
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	444-22-1183
Catalog of State Financial Assistance (CSFA) Popular Name	515-JIFS Juvenile Inpatient Forensic Services
Catalog of Federal Domestic Assistance (CFDA) Number(s)	NA
Award Source	State
Estimated Total Program Funding	$2,000,600
Anticipated Number of Awards	1
Award Range	$2,000,600
Cost Sharing or Matching Requirement	No
Indirect Costs Allowed	Yes
Restrictions on Indirect Costs	No

A. Funding Details

1. Total Amount of Funding

The Department expects to award approximately $2,000,600.
The source of funding for this program is State funds.

2. Number of Grant Awards

The Department anticipates funding 1 grant award to provide this program.

3. Expected Dollar Amount of Individual Grant Awards

The Department anticipates that the dollar amount of individual awards will be $2,000,600.

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

Previous funding amounts per grant award on average was $2,000,600.

5. Renewal or Supplementation of Existing Projects Eligibility

This program will be awarded as a 12-month term agreement.
This is the first renewal of two.
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

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 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

The Juvenile Inpatient Forensic Program provides inpatient treatment for juveniles remanded by Illinois County Courts to the Department of Human Services under Statutes finding them Unfit to Stand Trial (UST) (725 ILCS, 104 -16) and Not Guilty by Reason of Insanity (NGRI) (730 ILCS, 5/5-2-4). Treatment includes, but is not limited to psychiatric assessment, medication and monitoring, fitness didactic group and individual treatment, coordinating with the county courts, forensic report writing and discharge linkage to community treatment (when appropriate).

D. Agency Contact Information

If you have questions about this funding opportunity, please contact:
1. Rob Putnam
2. 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. Nonprofit Organizations
3. For-profit Organizations
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.
Applicant must have on-staff, a Psychiatrist, a Registered Nurse, and a Qualified Mental Health Professional (QMHP) which could be a social worker, psychologist, or mental health technician.
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.
Limit on Number of Applications: More than one application per entity is not permitted.

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 operate an Inpatient Forensic Unit by licensed mental health professionals who will provide statewide forensic services for juveniles adjudicated Unfit to Stand Trial (UST) and Not Guilty by Reason of Insanity (NGRI) and are remanded to the Department of Human Services for treatment on an inpatient basis. These services must include, but are not limited to, psychiatric, mental health, substance abuse and dually diagnosed intellectual disability treatment services, as well as, legal education, case management, transportation, court reporting and court testimony.

There are to be twelve inpatient beds available for UST and NGRI juveniles. The Inpatient Forensic Unit is designed to:

Provide services to juveniles who are remanded by court order to DHS for forensic services on an inpatient basis.
Increase the prompt access to clinically appropriate inpatient forensic services for individuals adjudicated UST and NGRI who require the restrictiveness of a hospital setting.
The Grantee must bill Medicaid/Managed Care Organization (MCO) or other billing source for payment for eligible juveniles. DMH will pay for vacant beds and non-covered juveniles. The Grantee agrees to admit all juveniles remanded (up to twelve) to DMH by the courts for inpatient forensic services.

During this contract period, DHS will:
1. Make the necessary attempts to evaluate a youth, if there is an initial refusal, in order to gather clinical information for Streamwood prior to admission.
2. Collaborate with the detention center MH staff to encourage a medication assessment prior to admission.
3. Work with DCFS to develop a process & timeline to place youth in care who have completed restoration treatment so that they are not stuck/stranded at Streamwood with no funding mechanism.
4. Educate and work directly with the juvenile court judges/attorneys on the "immediate return" statute to avoid DCFS and other youth from being boarded at Streamwood.
5. Assist the provider with transportation services for youth requiring off-site services and/or court.
6. Work directly with St. Clair and other counties to minimize unnecessary trips and to assure time, date and confirmation of youth's need to appear.
7. Provide additional TA and clinical consultation on cases where youth are not participating in treatment, to advance those cases back to court/detention.
8. Provide direct assistance with the court to return a youth to detention in clinical emergencies where the behavior (e.g., violence/aggression) is unmanageable in an acute psychiatric hospital environment.

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 Grantee will:

Ensure that the inpatient forensic services meet the statutory requirements of Illinois statutes 725 ILCS 5/104-17 (or its successor).
Ensure twelve inpatient beds are available for juveniles adjudicated as Unfit to Stand Trial and Not Guilty by Reason of Insanity.
Bill Medicaid/MCO or other billing source for payment first.
Recruit, train, and maintain qualified staff, including a Board-Certified Psychiatrist, who is to provide psychiatric services to funded and unfunded clients; other licensed professionals to provide assessment, fitness restoration services and work as a liaison between the contractor and the criminal justice system; and to coordinate discharge planning and linkage.
Ensure prompt access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
Ensure prompt access to legal education using DHS/DMH-approved curricula as needed.
Provide transportation for patients to court and to other necessary and approved off-grounds locations
Provide face to face individual and group fitness restoration and treatment services for individuals served in the Program to ensure participation and promote adherence.
Develop, maintain and follow written procedures and court reporting to establish individuals progress toward fitness restoration, readiness for return to court and conditional release.
Provide thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable.
Ensure the provision of medication, as needed. Discharge must be in accordance with 725 ILCS 5/104-21 and should ensure the following are in place: Facilitate ongoing services with the appropriate community mental health agency before final discharge from the Program if individuals are released to the community;
Provide Psychiatric consultation for case review and clinical input (e.g., diagnostic, risk assessment, psychopharmacology) to other DHS/DMH programs which serve MHJJ youth or other youth served by the Department.
Ensure individuals remanded by the court for inpatient services are admitted within the statutory time frame (725 ILCS 5/104-17).
Complete the 30-day admission reports, individual treatment plan and progress reports per statute (725 ILCS 5/104-17; 5/104-18).

C. Performance Measures

Number of beds available for Juvenile Forensic patients at any time.
Number of Medicaid/MCO eligible client.
Number of eligible clients billed to Medicaid/MCO.
Number of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
Number of clients with access to legal education using DHS/DMH-approved curricula, as needed.
Number of clients needing transportation to court and to other necessary and approved off-grounds locations.
Number of clients provided transportation to court and to other necessary and approved off-grounds locations.
Number of clients provided face-to-face, individual and group fitness restoration and treatment services.
Number of clients who show progress toward fitness restoration, readiness for return to court and conditional release.
Number of clients provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable.
Number of clients discharged in accordance with 725 ILCS 5/104-20(b).
Number of clients remanded by the court for inpatient services.
Number of clients remanded by the court for inpatient services within the statutory time frame (725 ILCS 5/104-17).
Number of clients with admission reports, individual treatment plan and progress reports submitted per statute (725 ILCS 5/104-17; 5/104-18).

D. Performance Standards

12 or more beds available for Juvenile forensic patients at any time.
100% of eligible clients billed to Medicaid/MCO.
100% of clients with access to clinically appropriate psychiatric/pharmacological, psychological, treatment planning and linkage services.
100% of clients have access to legal education using DHS/DMH-approved curricula, as needed.
100% of clients were provided transportation to court and other necessary and approved off-grounds locations.
100% of clients provided face-to-face, individual and group fitness restoration and treatment services.
100% of clients show progress toward fitness restoration, readiness for return to court and conditional release.
100% of clients provided thorough continuity of care for individuals being released to the community and back to court or who are determined not to be restorable
100% of clients discharged in accordance with 725 ILCS 5/104-20(b).
100% of clients remanded by the court for inpatient services within the statutory time frame (725 ILCS 5/104-17).
100% of clients' admission reports, individual treatment plans and progress reports submitted per statute (725 ILCS 5/104-17; 5/104-18).

E. Cooperative Agreements

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 system.
Budget must be electronically signed and submitted in the CSA system. Budget must be signed by the Provider's Chief Executive Officer and/or Chief Financial Officer.
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). A copy is not to be submitted along with the application packet.
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 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.
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.
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 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 is available through the Illinois Catalog of State Financial Assistance and the Mental Health Grants - FY26 website.
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.
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. Applicants will NOT be issued an award without a fully approved budget in the CSA 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 system as described in section (IV)(A)(3)
  5. Subcontractor Budgets, if applicable
  6. Advance Payment Request Cash Budget Form, if applicable
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. 515-JIFS Juvenile Inpatient Forensic Services
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: Rob Putnam
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. Applicant must have on-staff, a Psychiatrist, a Registered Nurse, and a Qualified Mental Health Professional (QMHP) which could be a social worker, psychologist, or mental health technician.
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
2. The deadline to submit the FY26 ICQ is April 16, 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.
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

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.
Note: The Department cannot issue a NOSA until the successful applicant has an approved FY26 budget entered into the CSA 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 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. Rate: DMH will pay for occupied beds for non-Medicaid individuals at the Healthcare and Family Services (HFS) Medicaid rate. Bed hold rate will be determined via Grantee submitted and DMH approved budget. In the event the total combined revenue between SASS Payments, other payment sources, and Bed Hold payments is less than $3,172,890, Grantee may submit a supplemental invoice for the difference between the total amount billed and $3,172,890. In the event the combined revenue between SASS Payments, other payment sources, and Bed Hold Payments is more than $3,172,890 no supplemental invoice will be paid. The supplemental payment is only available if the Grantee performs services under this contract for the full fiscal year. The amount of $3,172,890 may be reviewed for sufficiency at the end of the first quarter.
4. 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.
5. Invoice and PFR Email Address for General Grants: DHS.DMHQuarterlyReports@Illinois.gov
6. Invoice and PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov
7. 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)