Domestic Violence Shelter & Services RFA Q&A - Revised 4/07/2014

QUESTIONS AND ANSWERS - Updated April 7, 2014

Revised  04/07/2014

1. The award maximum is less than some currently funded programs already have. Was/is the intent to reduce grant sizes?

ANSWER: No. This is an application for funding, not a continuation of funding. All applicants have the same opportunity to apply for funds. There is a minimum/maximum funding allotment to provide the opportunity to increase services statewide. This is subject to availability of funds.

2. Under unallowable costs is listed interest and financial costs. So included here are bank service fees and interest on any loans, correct?


3. Indirect cost plan allocations are also an unallowable cost, but isn't IDHS requiring that agencies develop or establish such a plan? Does this mean that no administrative costs are allowed?

ANSWER: No. You are allowed up to 20% for administration.

4. In our transitional housing program which receives HUD funding, an income limit for eligible families is imposed by HUD. Clients also pay up to 30% of their incomes for rent. They do not pay for any services provided. Do these two factors make transitional housing clients ineligible to be considered as clients?

ANSWER: No. You may count these clients since they are receiving services for domestic violence.

5. In the instructions it says that letters of support can be different font type but on the check list there is no request for letters of support. I just wanted to double check if we needed letters of support or not.

ANSWER: It is not a requirement to submit Letters of Support.

6. Attachment C is not asked for on the checklist. I was wondering if this was just oversight. If it is required where does it need to be in the application packet?

ANSWER: Attachment C is an example and is not required.

7. When printing our InfoNet reports do we need to filter the report?


8. It states that we are to use a 12-point type - does it need to be in Times New Roman or can we use Calibri or Arial font?

ANSWER: There is no specific font.

9. For the narrative should we type out the directions for the specific section?


10. For attachments, do we insert a cover page for each attachment as it is in the complete RFA? for example: Attachment H


11. The Executive Director, Assistant Director and Fiscal Manager are currently paid from our DHS grant. Will they still be able to be paid from DHS funds in FY15, if awarded or is this considered an administrative cost? In addition to overseeing programs, they all work with clients. Would their salaries fall under the "no more than 20% of total request may be used for administrative costs"? If so, would we need to divide out the time spent on clients and spent administratively and explain that in the budget justification.

ANSWER: You will need to define time spent in both by percentage (administrative and direct service) on budget.

12. Do we complete the logic model for only program components we are requesting to be funded or do we need to complete them for every component we offer?

ANSWER: Complete for the areas in which you are requesting IDHS support.

13. Do we provide 40-hour training certificates and ICDVP certificates for all staff required to have them or only those working in the programs we are requesting funding for?

ANSWER: Provide certificates for those workers who will be paid out of this grant. Volunteer certificates will also be required for those providing direct service.

14. In the service deliver section on the RFA, do we explain all services offered or only focus on the ones we are requesting funding for?

ANSWER: Describe what services you're proposing to provide with IDHS funds.

15. Can we give funds directly to clients?


16. Do we need to change the font size of the attachments once we complete them - they are not in 12 pt font?


17. Are they going to extend the deadline a week since the budget is coming out a week late?

ANSWER: No. We are adding an Excel version as a courtesy.

POSTED 03/27/2014

18. What is your definition for stake holder?

ANSWER: A person, group or organization that has interest or concern in your organization. Stakeholders can affect or be affected by the organization's actions, objectives and policies.

19. In the past we have been able to use DHS funds for depreciation of equipment that was purchased with funding other than DHS - will that still be allowed?

ANSWER: Yes, as long as it is not IDHS equipment.

20. Do we fill out the budget using revenue and expenses for the agency as a whole (we are a dual agency) or should the budget reflect only the DV program?

ANSWER: Only list revenue and expense for the domestic violence program.

21. For Section C of the budget, can the list of agency funding sources be included in a table and, if yes, does the text in the table still need to be 12 pt. font?

ANSWER: No. You are free to modify.

22. For section C, when asked to provide the sources of funding for your DV program, with a list of current year funders and amounts, is this specifically for the programs we are requesting funding for? Do the funding sources need to be listed by each name, or can we use a category such as Churches as opposed to listing each individual church? The same for the whole agency funding sources, can we list that by category of funding? Our agency has a 2.5 million dollar budget, we are entirely devoted to DV services and our list of funders is incredibly long.

ANSWER: Yes, list funders for the programs you are requesting funding for. Funding sources should be listed by name, not category.

23. In the Executive summary does the organizational chart count as one of our 2 pages or do we get two pages narrative plus one for the organizational chart?

ANSWER: The Organizational Chart is considered an attachment and does not count as one of the two pages.

POSTED 04/07/2014

24. When getting letters of support, should they be addressed to Sharon Spinks?


25. The instructions state to round each line item to the nearest one-hundred dollar amount. What if the grants we receive from other agencies are not for rounded dollar amounts? Are we to change staff salaries in order to get the personnel total to be rounded to the nearest dollar amount? What if your IDHS grant this year is not rounded to the nearest dollar amount?

ANSWER: Yes, please round to the nearest one-hundred dollar. This is for the RFA application and is not tied to your current IDHS grant.

26. Please explain what is meant by Fiscal Auditing Standards referred to in Section G.

ANSWER: Describe your agency's standards used for auditing purposes.

27. It is noted "The entire application, including appendices, must be sequentially page numbered." I assume that this includes every document, but I wondered whether we needed to number all the pages of the audit. Or is there a way that you want us to page number the audit document itself?

ANSWER: You may hand write the page numbers on the audit document.

28. On page 41 of the RFA, 2nd bullet point under Logic Model Worksheets guidelines, it says to give brief highlights to summarize how services described at length in the narrative portion of your Application lead to successfully achieving outcomes for each of the five service areas requiring outcome measurement. Where in the Logic Model Worksheet should this information be included? Should these be the same highlights provided for Application Content G.? Program Evaluation and Auditing, Describe how your agency's service delivery will help to meet the State's intended outcomes for domestic violence services (RFA, page 21)?

ANSWER: Report information on the appropriate service/program area for the form specific to one of the five categories. This should describe what you currently do to achieve intended outcomes for the specific service/program area.

29. If our program did not provide some of the services in the IDHS program plan i.e. orders of protection and legal advocacy in FY 2013, do we still input data? We would like to project numbers for those services in FY 15.

ANSWER: You may fill in projected numbers for any service that you are willing to provide with the RFA. This is not tied to your current IDHS grant. If you did not provide the service in FY13, then do not enter any data.

30.  Regarding the answer to Question 6, Is it true that the issues addressed in the RFA's-Attachment C are to be addressed in the Application Response Section D. Service Delivery (10 pages maximum)-250 points, "Describe how your program provides culturally appropriate and/or linguistic services to the following populations:"?

ANSWER: You should describe in the narrative how your program serves these populations. It is not necessary to complete Attachment C. It serves as an example to assist you in addressing the services. All IDHS contracts require this. You will not be required to complete Attachment C unless you are awarded a grant from IDHS.

31. What is your definition of Stakeholder?

ANSWER: A person, group or organization that has interest or concern in an organization.

32. Can you explain the difference in the FRA of question E.? Community Needs (second bullet point) and H. Problems and Challenges.

ANSWER: Question E, second bullet point, is referring to something specific in your community that may not be common or unique in your area. Question H, is referring to something you may be struggling or find challenging with in your agency and may need assistance in achieving a positive outcome.

33. Where should the 501© 3 document be placed in the final submission packet?

ANSWER: On page 26 of the RFA (Application Cover Sheet/Attachment A), number 4, it indicates to attach documentation of current status).

34. With regard to question 22, posted on 3/27/14, if we have an incredibly long list of funders, where would you suggest we include this? Given the page limitations, should be include this information in an appendix?

ANSWER: It is acceptable to list in an appendix.

35. What is the percentage of Match? Do the Match sources need to be approved prior to submitting the application?

ANSWER: The Match requirement for the RFA is 25%. The source does not need to be approved by IDHS prior to submission of the application.

36. On the application instructions it states that all page numbers including appendices must be sequentially page numbered. Some of these documents, such as our audit, are in PDF form and I cannot insert page numbers on this document. Should I hand write the numbers?

ANSWER: Yes, please handwrite page numbers.

37. A previous question (#22) regarding section C asked if all sources of funding need to be listed individually with amounts. The answer was yes. My question is: can we submit this list of funding sources on a separate page or is it included in the two page limit for Section C? Our list would exceed the two page limit without opportunity to address all questions in Section C.

ANSWER: It is acceptable to list in an appendix.

38. I understand that interest and financial costs is on the list of unallowable costs. In the past we have been allowed to use IDHS funds to pay our mortgage interest. Is that no longer allowed?

ANSWER: It will not be allowed for the FY15 grant.

39. When it says "describe the proposed services and how your program provides or will provide them. Indicate category of services listed in Section C for which you are applying…" it sounds as if we have to discuss our entire domestic violence services program in detail, instead of just the services for which we're seeking funding. Do you recommend we talk about our entire programs as a whole briefly and then go into detail descriptions about the services to be funded by IDHS? I am wondering how much detail to include about the DV services that will not be funded by IDHS in section D.

ANSWER: Discussing your program briefly provides a history of services. You may then go into detail regarding the services you are seeking funding from IDHS.

40. Regarding F. Data and Demographics, do we only address our documentation of direct and indirect services and expenditure of grant funding, or do we also address other documentation procedures for our agency, including information about our Board of Directors, Personnel, and Volunteers?

ANSWER: You only need to complete those items listed on the Attachment.

41. If I do not receive funding from IDHS for Transitional Housing, do I still report those numbers?

ANSWER: You do not need to report numbers for Transitional Housing.

42. If I have a shelter program that has its own building and I have a walk-in program that operates out of a separate building and offers services in the community as well as utilizes hotels for stays if shelter is full are they both On-Site Domestic Violence Programs or is the Shelter on-site domestic violence program and the walk-in an off-site domestic violence program?

ANSWER: You would be listed as a shelter program, with a walk-in location.

43. If a staff person is ICDVP certified, do we still need to attach 40-hour training verification in addition to the certificate?

ANSWER: No. Since you must be 40-hour trained prior to becoming certified, the ICDVP certificate is acceptable.

44. The RFP states that a specialized program must be located in Chicago. We serve Chicago, but our office location is in Cook County. Can we still apply for specialized program status?

ANSWER: Yes, Chicago/Cook County is acceptable.

Questions regarding the Data and Demographics Form - Attachment D

1. Is the race categories listed on the Client Demographics table mutually exclusive, meaning clients can only be counted in one category?

ANSWER: No, multiracial clients CAN be reported in more than one category if that's how your agency collects these data. This means that if you add the number of clients in each race category, the sum total will be greater than the total number of clients served, which is fine. If your agency does collect client race data using mutually exclusive categories, reporting the data in this way is fine also.

2. How is "Support Group" services defined?

ANSWER: Support Group services refer to direct services to clients in a group setting with the primary purpose of emotional support, such as counseling or therapy. Please exclude group services targeted more for instructional or other purposes, such as a life skills, child care or transportation. If including multiple, more specific service types in this category, these services may be listed below the table.

3. How should Support Group hours be reported - using client service or session hours?

ANSWER: Support Group hours should be reported in client service hours if possible. This means if a staff person facilitated a one-hour support group for five (5) clients, the total client service hours would be five (5). If only session hours can be reported, this is fine but please indicate this information below the table.

4. How are "Advocacy and Other" services defined?

ANSWER: Advocacy and Other services refer to direct services to clients with the primary purpose of advocating on the clients behalf to other community organizations outside of the legal system (this would be Legal Advocacy) and/or instructional purposes such as life skills or conflict resolution. If including multiple, more specific service types in this category, these services may be listed below the table.

5. How are "Victims Receiving OP Assistance" defined?

ANSWER: Victims receiving OP assistance refer to advocacy in the civil or criminal court forums for the purpose of providing information, obtaining, modifying, extending, or enforcing an Order of Protection.

POSTED 04/07/2014

6. Do you want duplicate or unduplicated numbers for adults and children under #6 Direct Client Service Hours? Since Client Service Hours have been grouped into four categories, I am uncertain how to obtain unduplicated numbers?

ANSWER: For the number of clients, we would prefer the unduplicated numbers if possible. If you cannot provide unduplicated numbers, please indicate which services are duplicated below the table. InfoNet users can obtain the unduplicated count of clients who received multiple services by generating a Standard Report (Client Information or Service/Programs) with a Service Filter applied with the more specific services included in the broader category. This will produce a report with the unduplicated number of clients who received any of the services included in the filter.

For the number of hours, you can add more specific types of services together to obtain the total service hours for a broader category; the number of hours will not be duplicated. For example, if you are including the number of in-person counseling and group service hours in the Counseling total, just add the numbers in each more specific service together to obtain a total.