Letter of Intent
Question: Will a template be issued for letter of intent or Narrative?
Answer: No, a template will not be issued to applicants.
Question: Should the letter of intent be signed by the Agency Authorized Program Representative?
Answer: Yes
Question: What should be included in the letter of intent?
Answer: This should be a one-page document stating your organization's name, your intent to submit an application for the NOFO, and the counties or community areas you plan to serve.
Question: Where do I send my letter of intent?
Answer: Please email your letter of intent to Johanna Gonzalez at johanna.gonzalez@illinois.gov in the subject line please put your agency name and Letter of Intent
Question: Are the letter of intent and the prequalification requirements all that is needed prior to applying?
Answer: Yes, please see NOFO's section II - Eligibility, 1. Eligible Applicants pre-qualifications and ii. IV - Application Contents and Format. Letter of intent deadline 03/17/2025.
Question: Letter of intent was due 03/17/2025 if that was submitted timely does that disqualify us from submitting a full application by 04/17/2025?
Answer: No, the letter of intent is not required the department strongly encouraged the submission of a letter of intent by 03/17/2025. We will accept letters of intent up until the application submission deadline on 4/17/2025.
General
Question: What is the process for submitting an application, and are there any specific formats or templates required?
Answer: Please refer to NOFO page here: https://www.dhs.state.il.us/page.aspx?item=171968
Question: How will the applications be reviewed and evaluated?
Answer: Per the NOFO, "Evaluation criteria is based upon requirements set forth in 44 Ill Admin Code 7000.350 Merit Review of Applications and the IDHS Merit Review Manual." Please see VI - Application Review Information, ii. Review Criteria
Question: If I was awarded a ROSC grant in previous fiscal years do I need to apply for this NOFO?
Answer: Yes, you will need to re-apply for each ROSC council since this is an open competitive NOFO.
Question: What is the maximum amount of funding available per applicant, and is there a minimum funding amount?
Answer: Per the NOFO, the award range is $75,000-$150,000 per ROSC council.
Question: The narrative portion of the application has a limit of 8 pages does that include the cover letter?
Answer: Per the NOFO, "the narrative portion must not exceed 8 single-spaced pages." This does not include the cover letter.
Question: Is there an 8-page limit for each question?
Answer: Per the NOFO, "The narrative portion must not exceed 8 single-spaced pages and organized in format outlined below." This 8-page limit is for all questions included in the narrative portion.
Question: Where can I find the NOFO suffix?
Answer: SUPR doesn't use this. You can either leave that section blank in CSA, or if it gives you an error when blank, you can enter 000.
Coverage and Service Areas
Question: Does IDHS/SUPR have an IL and Chicago map with existing ROSC coverage?
Answer: Please refer to the ROSC website for a complete list of SFY25 ROSC Councils https://www.govst.edu/Recovery-Support/Find-Your-Local-ROSC-Council/. Please note this is an open competitive bid for SFY26, so this information will be updated once the new fiscal year starts.
Question: Are there any specific areas where IDHS/SUPR would like to see ROSC councils?
Answer: We want ROSC Councils where the community is ready for them.
Question: If I'm a ROSC Council and I am serving multiple counties, is that one award?
Answer: Per the NOFO, "ROSC Councils will determine the communities they plan to serve, using neighborhoods, counties, and other boundaries as criteria." A ROSC council can cover more than one county.
Question: If my agency wants to cover multiple counties and have multiple ROSC do we need to apply for each ROSC Council.
Answer: Yes, a separate application is required for each ROSC Council. Per the NOFO, "ROSC Councils will determine the communities they plan to serve, using neighborhoods, counties, and other boundaries as criteria." A ROSC council can serve one or multiple counties.
Question: If I am an agency with multiple ROSC Councils, is that one award?
Answer: No, each ROSC Council is eligible to receive an award. A separate application is required for each ROSC Council.
Question: What are the specific eligibility requirements for applicants? Can a recovery community organization apply for ROSC funding?
Answer: Per the NOFO, "private or public non-profit, including local governments, academic institutions, or other community-based organizations" are eligible.
Staffing
Question: Does the ROSC Coordinator have to be 100% Full time on this grant?
Answer: Per the NOFO, "ROSC Councils will be expected to employ one (1) FTE as a ROSC Council Coordinator to oversee all administrative responsibilities associated with the council. This includes, but is not limited to, scheduling meetings, reporting activities, building relationships with stakeholders, and effectively implementing the strategic plan. ROSC Councils may hire up to 1 additional FTE if they can justify the additional staff in their budgets."
Question: Can funding be used to support staffing, and if so, are there any specific requirements or restrictions regarding staff positions or qualifications?
Answer: Per the NOFO, "ROSC Councils will be expected to employ one (1) FTE as a ROSC Council Coordinator to oversee all administrative responsibilities associated with the council. This includes, but is not limited to, scheduling meetings, reporting activities, building relationships with stakeholders, and effectively implementing the strategic plan. ROSC Councils may hire up to 1 additional FTE if they can justify the additional staff in their budgets."
Question: Are we able to have a ROSC Coordinator who is a 1 FTE across two programs and receiving an allocation of funding from more than just ROSC?
Answer: Per the NOFO, "[each] ROSC Council will be expected to employ one (1) FTE as a ROSC Council Coordinator to oversee all administrative responsibilities associated with the council. This includes, but is not limited to, scheduling meetings, reporting activities, building relationships with stakeholders, and effectively implementing the strategic plan. ROSC Councils may hire up to 1 additional FTE if they can justify the additional staff in their budgets. Key personnel are staff members who must be part of the project regardless of whether or not they receive a salary or compensation from the project. These staff members must make a substantial contribution to the execution of the project. Organizations receiving funding may not exceed 100 percent level of effort for any program staff member (Key Staff or otherwise) across all funded sources."
Question: As our business structure doesn't allow for a FTE to work without oversight or support, how would we apply for staffing? Can the FTE be allocated to multiple budgets including ROSC or would they need to be 100% ROSC? If so, can the 2nd FTE be made up of multiple PTEs? Example: 20% CEO + 20% Business Admin + 60% ROSC Assistant = 100%. Obviously, the remainder for these employees would be on other grants/budgets.
Answer: You will need (1) FTE as a ROSC Coordinator per ROSC council. The additional up to 1 FTE can include a supervisory role who provides oversight to the ROSC Coordinator. An FTE means a full-time equivalent (i.e., 40 hours/week if that is a full-time schedule); this can be made up of multiple PT (part-time) employees as long as they add up to 1 FTE (i.e., 40 hours/week).
Example 1: If a full-time employee works 40 hours per week, they are 1.0 FTE.
Example 2: If two part-time employees work 20 hours each per week, they are considered 1.0 FTE.
Example 3: If three part-time employees work 10, 10, and 20 hours per week, they are considered 1.0 FTE.
Other Questions
Question: How am I able to access Notice of State Award (NOSA) if it is not available in GATA portal?
Answer: Notice of State Award are only issued to awardees. You will need to first apply for the ROSC grant, per instructions in the NOFO: https://www.dhs.state.il.us/page.aspx?item=171968. Applicants who are selected for funding will receive a NOSA.
Question: What are the reporting and documentation requirements throughout the funding period?
Answer: Grantees will have to submit monthly expense-based voucher, quarterly and annual reports, and required programmatic deliverables.
Question: What is the timeline for the application process, from submission to award notification?
Answer: See NOFO, I - Basic Information, G. Key Dates
Question: In section VI under responsive review I am not able to view Paragraph B. what does it say?
Answer: The following are the criteria that must be met for eligibility:
- Applicant has a current registration with the State of Illinois in the Grantee Portal.
- Applicant has an active Sam.gov public account.
- Applicant has an active Unique Entity Identifier (UEI) with Sam.gov
- Applicant is in "good standing" with the Secretary of State.
- Applicant is not on the DHS Stop Payment List Service or the Illinois Stop Payment List.
- Applicant is not on the Sam.gov Exclusion List.
- Applicant is not on the Illinois Medicaid Sanctions List.
- Program specific eligibility restrictions include: N/A.
Question: In section IV, ii Application Contents #8. If any activity/requirements will be completed by third-party, information such as references, letters of support, or letters of commitment to the project must be included with the application packet. Is it an accurate statement to say this should be from any stakeholder whose cooperation is required to complete the goal or project?"
Answer: A letter from stakeholders who will partner with you on this project is not required. However, if you plan to subcontract with a third-party to complete the activity/requirements of the grant, then a supplemental letter from the partner organization needs to be included with application materials. Generally, we discourage the use of third-party subcontractors for this project and encourage applicants to assign personnel within their organization to complete the required activities and deliverables.
Question: Can we rollover our ROSC budget from previous fiscal year in CSA?
Answer: Yes, if you are a previous ROSC grantee you will be able to rollover your FY25 budget and make edits as needed. Please note there are changes to the available award amounts in the NOFO and unused grant funds from a previous fiscal year will not be included with your award, if you are awarded funding in FY26.
Question: Should I base my budget amount on what I have worked with in FY25?
Answer: Per NOFO, FY26 award amount is $75,000-$150,000 per ROSC council.
Question: They are wanting to have me write myself in to administer the grant. It appears that would be eligible. Would that position be in addition to the project coordinator position?
Answer: Per NOFO, "ROSC Councils will be expected to employ one (1) FTE as a ROSC Council Coordinator to oversee all administrative responsibilities associated with the council. This includes, but is not limited to, scheduling meetings, reporting activities, building relationships with stakeholders, and effectively implementing the strategic plan. ROSC Councils may hire up to 1 additional FTE if they can justify the additional staff in their budgets. Key personnel are staff members who must be part of the project regardless of whether or not they receive a salary or compensation from the project. These staff members must make a substantial contribution to the execution of the project. Organizations receiving funding may not exceed 100 percent level of effort for any program staff member (Key Staff or otherwise) across all funded sources. If during the project period, the recipient changes key personnel, the position requires prior approval by IDHS/SUPR after review of credentials of staff and job descriptions. Key personnel and staff selected for the project should reflect the diversity in the geographic catchment area."
Question: Is there 8 pages per question, or all 4 questions meant to be answered within 8 pages. If 8 pages total for all questions, how are we supposed to answer the questions in detail especially for individuals with numerous ROSC communities? ex., question 5b.
Answer: A separate application is required for each ROSC Council. Per the NOFO, "the narrative portion must not exceed 8 single-spaced pages." This does not include the cover letter. Per the NOFO, "ROSC Councils will determine the communities they plan to serve, using neighborhoods, counties, and other boundaries as criteria."
Question: Is the narrative a single document or is the narrative considered to be answers to the questions starting with #5.
Answer: Per NOFO section ii. IV - Application Contents and Format, #3 through #8 are all part of the narrative description and format.
Question: Is there an 8-page limit for each question?
Answer: No, the narrative portion must not exceed a total of 8 single-spaced pages and organized in format outlined per section ii. IV - Application Content and Format #3 through #8.
Question: Do we need to submit one big budget from the agency for all 8 projects or should we submit each budget separately?
Answer: If you are an agency applying for multiple ROSC councils, your budget submitted in CSA can be for all ROSC councils. Please make sure to be specific in the budget which expenses are for which ROSC council.
Question: In section ii.3. (at the bottom of page 8), it talks about numbering each page, including the cover letter. I cannot find any additional information about a cover letter.
Answer: Your cover letter should have basic information including your agency name and areas of proposed coverage. The 8-page limit for the narrative portion of your application does not include the cover letter.
Question: Will there be an added portion on the NOFO landing page (or somewhere else) where questions/answers are being posted?
Answer: This would be the page where all questions and answers are posted to the public related to the NOFO. https://www.dhs.state.il.us/page.aspx?item=172161
Question: On page 2, it states that indirect cost rates must be approved through the ICRES. Do we not have to attach the NICRA then? If so, this would be the first time we haven't had to submit the NICRA letter with a grant application.
Answer: If your organization has a Negotiated Indirect Cost Rate, please ensure that this information is up to date with the Governor's Office of Management and Budget. For more information, see Centralized Indirect Cost Rate System webpage: https://gata.illinois.gov/indirect-cost/centralized-indirect-cost-system.html
Question: Is there as specific budget narrative format in addition to what is included in the uniform budget template? Or is it just what is inputted into the CSA?
Answer: Per NOFO, " Applicants must enter a budget electronically in the CSA system (Refer to Appendix A: CSA Budget Information for more information and a link to budget forms). The Budget entered into the CSA system will include a narrative or detailed description/justification for each line in the budget and will describe why each expenditure is necessary for program implementation and how you arrived at the particular amount. Please include cost allocations as necessary. This narrative must also clearly identify indirect costs, direct program costs, direct administrative costs, and match within each line item as appropriate. The Budget (including MTDC base exclusions as appropriate) should clearly describe how the specified resources and personnel have been allocated for the tasks and activities described in your plan." Uniform Grant Budget in CSA
Question: If an agency is submitting more than one application, should each application be sent separately based on service area or as one large agency application with each service area included? If one large application- should numbering of pages be consecutive or restarted after each service area?
Answer: Each potential ROSC Council must submit their own complete application packet. This should include a proposal narrative (max 8 pages) specific for that council's coverage area. The budget can be entered into CSA per agency (e.g., if you are applying for 2 ROSC Councils, you would complete 2 separate applications, but may choose to only create one budget including costs for both ROSC Councils), The budget must specify which costs are attributable to each ROSC Council in all budget categories.
Question: If we're submitting multiple applications, do we need to do a separate UGA/ Budget Template for each service area application or is it one UGA/ Budget, with identifying service area costs spelled out and the large joint budget document attached to each separate service area application?
Answer: The budget can be entered into CSA per agency (e.g., if you are applying for 2 ROSC Councils, you would complete 2 separate applications, but may choose to only create one budget including costs for both ROSC Councils), The budget must specify which costs are attributable to each ROSC Council in all budget categories.
Question: I'm getting an error in CSA that states: Data Validation Error: This Uniform Grant Budget is not qualified to be 'Certified as Rounded to match the Proposed Amount'. To qualify, the difference between the Proposed Amount and the total of projected earnings has to be within the allowed $2.00 variance.
Answer: This error happens when your State of Illinois Requested Amount (what is entered under State/Non-State of IL Revenues button) is more than +/- $2 different than line 18 in the budget (Total Cost State Grant Funds). Please see GATA Budget Manual in CSA under Help - or linked here: GATA Budget Manual
Question: In past application processes, submitting a Letter of Intent typically resulted in a formal notification confirming whether we were approved to proceed with submitting the full application. Could you please confirm whether this is the case with this particular funding opportunity?
Answer: No notification will be provided after submitting a Letter of Intent. Anyone who is eligible per NOFO guidance is allowed to proceed with submitting the full application whether they submitted a Letter of Intent or not.
Question: The forms listed in the NOFO have wrong links, where can I find the required forms?
- Required Forms
a. Uniform Application for State Grant Assistance: The Uniform Application for State Grant Assistance IL444-5262 - UNIFORM APPLICATION FOR STATE GRANT ASSISTANCE (.pdf)
b. Grantee Conflict of Interest Disclosure . The form must be signed by a representative of the organization. IL444-5205 - GRANTEE CONFLICT OF INTEREST DISCLOSURE (.pdf)
Answer: Please refer to the links below to obtain required forms:
a. Uniform Application for State Grant Assistance: The Uniform Application for State Grant Assistance
b. Grantee Conflict of Interest Disclosure. The form must be signed by a representative of the organization.
Question: What are the instructions on how to submit NOFO applications? Who should be included in the electronic mail?
Answer: Applications must be sent electronically to DHS.SUPR.Grant.Implementation@Illinois.gov. The application will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail sent to DHS.SUPR.Grant.Implementation@Illinois.gov. Include the following in the subject line: NOFO number and your agency name. 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.
Applications are private and not available to IDHS/SUPR personnel. DO NOT COPY IDHS/SUPR STAFF ON YOUR SUBMISSIONS.
Question: I do understand that I must do two narratives for each ROSC and that we can do one budget in the CSA system, but it isn't clear if I do one or two UGAs and one or two Conflict of Interest forms.
Answer: Each potential ROSC Council must submit their own complete application packet. The complete application packet must include a Uniform Application for State Grant Assistance form and a Conflict of Interest form. The information on the Conflict of Interest Form will be the same, as the form is completed on behalf of an agency. The Uniform Application contains a section for "Areas Affected" which will vary based on the area the ROSC Council proposes to serve.
Question: How can I submit a budget in the CSA system if I am not registered in the CSA system?
Answer: Applicants should complete their budget using the CSA system. See here for additional details on how to complete a budget for your application: IDHS: Application Requirements and Resources https://www.dhs.state.il.us/page.aspx?item=149874
Question: In the CSA portal I didn't see the FY26 budget template for (ROSC) FY26-444-26-2841-02, could you assist me with locating this as I prepare all documents needed for this NOFO.
Answer: Please utilize the GATA Budget Manual in CSA (https://csa.dhs.illinois.gov/gtdsecure/gtd/dynamic/xhtml/static.pdf?template=gataBudgetManual) for instructions on how to fill out the Uniform Grant Budget.
Question: Does the UEI number need to be in the narrative or cover letter? Or is it only in the supporting documents such as uniform application for state grant assistance, grantee conflict of interest?
Answer: For submissions, the UEI is only used on the uniform grant application. The UEI will also need to be entered in the GATA portal for pre-qualification purposes.
Question: One of the challenges identified in the grant application is: "Establishing warm hand-offs between treatment organizations and recovery organizations". We are wondering how treatment organizations and recovery organizations are defined. Can you provide some examples of organizations that are "recovery organizations"?
Answer: The challenges listed are examples that may or may not be appropriate for your specific community. Treatment organizations are those licensed by SUPR to provide treatment services. Recovery organizations may include Recovery Community Organizations, Recovery Community Centers, Recovery Cafes, or community-based harm reduction programs.
Question: Do letters of support count as page numbers, or can this be included as an attachment?
Answer: Letters of support are not required for this application, unless a third party is being contracted to complete grant deliverables. Letters of support do not count towards the 8-page limit for the narrative portion of the application.
Question: Uniform Application for State Grant Assistance, Under #2 Type of Application, would we be considered a New or Continuation since we already have this grant? Wasn't sure if it was considered "new" since it's competitive.
Answer: All grantees are considered "new" applications since it is a competitive NOFO this year.
