In-Home and Residential Respite Programs (17-444-24-0833-02)

Summary Information

1. Awarding Agency Name: Department of Human Services
2. Agency Contact: Timothy Milbrandt (timothy.milbrandt@illinois.gov)
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 17-444-24-0833-02
6. Funding Opportunity Title: Respite Program - In-Home and Residential Respite
7. CSFA Number: 444-24-0833
8. CSFA Popular Name: Respite
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 57
11. Estimated Total Program Funding: $5,002,908
12. Award Range $8,799 - $494,117
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed No
Restrictions on Indirect Costs

Yes

If yes, provide the citation governing the restriction:

2 CFR 200.401 (a) (3)

16. Posted Date: 5/16/2016
17. Closing Date for Applications: 6/6/2016 12:00 pm (Noon)
18. Technical Assistance Session: Session Offered:  No
Session Mandatory:  No

Agency-specific Content for the Notice of Funding Opportunity

A. Program Description

  1. In-Home Respite (87D FFS) program provides intensive or non-intensive support services to help maintain individuals in their homes. Preference for In-Home Respite is given to adults and children age 12 or older who need care because of their developmental disability, and children ages 11 and younger whose developmental disability requires care by a worker with special skills or training beyond the skills and training required of any worker qualified to care for non-disabled children. In-home respite rates vary depending on the service type level I to III.
  2. Residential Respite (89D FFS) program provides short-term stays for individuals in a residential setting that is licensed, certified or approved and is appropriate for their needs. Supervision and care for children and adults. This is usually in a Community Integrated Living Arrangement (CILA) environment for short term stays. Maximum is 60 days per year.
  3. The In-Home and Residential Respite programs are fixed-rate, Non-Medicaid state funded programs. All providers must follow all applicable laws, rules, manuals and guidelines, which are incorporated herein by reference from the Department of Human Services, Division of Developmental Disabilities (DHS/DDD) FY 2017 Attachment A and Program Manual found on the DHS website.

OBJECTIVES AND GOALS

  1. A decrease in the need for institutional placement or other types of long-term residential support services by assisting the individual or the family in maintaining in-home residence.
  2. Respite Care provides temporary relief for caregivers from the ongoing responsibility of caring for an individual of any age with special needs who may be at risk of abuse or neglect.

DELIVERABLES

The Provider shall:

  1. Provide intensive or non-intensive support services to help maintain individuals with developmental disabilities in their homes.
  2. Report services monthly via the Reporting of Community Services (ROCS) database.
  3. The provider will maintain the required certifications regarding staff providing respite services as detailed in Attachment A.

PERFORMANCE MEASURES

Completion of all Deliverables detailed in Exhibit B shall be reported through Units of service per individual reporting via the Reporting of Community Services (ROCS) database.

PERFORMANCE STANDARDS

A decrease in the need for institutional placement or other types of long-term residential support services by assisting the individual or the family in maintaining in-home residence.

MERIT BASED REVIEW

Applicants will be evaluated based on criteria being developed by Office of Management and Budget (GOMB).

B.  Funding Information

  1. This Special Project is Non-Medicaid state funded program.  In FY17, the Department anticipates the availability of approximately $5,002,908 in total funding. The grant period will begin no sooner than July 1, 2016 and will end on June 30, 2017. The release of this Notice of Funding Opportunity (NOFO) does not obligate the Illinois Department of Human Services to make an award. Services many not be provided until a contract is fully executed by the Department.
  2. Statutory formulas are not applicable to this program.
  3. Rules and regulations are enforced limiting the use of funds for their intended purpose of the program via reporting, on-site reviews and monitored on a monthly basis.
  4. Specific contract deliverables or expenditures shall be identified in the pre-application project proposal requested by DHS/DDD and the approval letter must be submitted with the application for funding.
  5. Specified contract deliverables and expenditures of grant funds shall also adhere to 2 CFR 200, as applicable, and all applicable Federal OMB circulars.

FUNDING RESTRICTIONS

  1. Pre-award costs are not reimbursable.
  2. To be reimbursable under the DHS Uniform Grant Agreement, expenditures must meet the following general criteria:
    1. Be necessary and reasonable for proper and efficient administration of the program and not be a general expense required to carry out the overall responsibilities of the Applicant.
    2. Be authorized or not prohibited under federal, state, or local laws or regulations.
    3. Conform to any limitations or exclusions set forth in the applicable rules, program description or grant award document.
    4. Be accorded consistent treatment through application of generally accepted accounting principles appropriate to the circumstances.
    5. Not be allocable to or included as a cost of any other state or federally financed program in either the current or a prior period.
    6. Be specifically identified with the provision of a direct service or program activity.
    7. Be an actual expenditure of funds in support of program activities.

UNALLOWABLE EXPENDITURES

Unallowable expenditures for this award are identified in 2 CFR 200.

C. Eligibility Information

  1. An entity may apply for a grant but DHS/DDD cannot execute the grant agreement until the entity has pre-qualified through the Grant Accountability and Transparency Act (GATA) Provider Portal, www.grants.illinois.gov
  2. During pre-qualification, Dun and Bradstreet verifications are performed including a check of Debarred and Suspended status and good standing with the Secretary of State. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. If applicable, the entity will be notified that it is ineligible for award as a result of the Dun and Bradstreet verification. The entity will be informed of corrective action needed to become eligible for a grant award.

INDIRECT COST RATE REQUIREMENTS

EXEMPTIONS

2 CFR 200.401 (a) (3)

Fixed amount awards are exempt from 2 CFR 200 Subpart E - Cost Principles - Indirect Costs.

A fixed dollar amount limits organizations to that "amount" of indirect costs specified in the approved budget. It is not subject to adjustment.

For fixed amount awards described in 200.400 and 200.401, the cost principles should be used as a guide when proposing (pricing) the work that will be performed, but are not formally used as compliance requirements for these types of awards. In other words, the recipient and the Federal agency, or the pass-through entity and the sub-recipient, will use the principles along with historic information about the work to be performed to establish the amount that should be paid for the work to be performed. Once the price is established and the fixed amount award or sub-award is issued, payments are based on achievement of milestones (e.g., per patient, per procedure, per assay, or per milestone) and not on the actual costs incurred.

COST SHARING, MATCHING OR COST PARTICIPATION

Applicant Requirements - None

BENFICIARY ELIGIBILITY

Individuals must be determined to have a developmental disability. Individuals enrolled in DD residential services are not eligible to receive respite services.

Preference for In-Home Respite is given to adults and children age 12 or older who need care because of their developmental disability, and children ages 11 and younger whose developmental disability requires care by a worker with special skills or training beyond the skills and training required of any worker qualified to care for non-disabled children.

APPLICANT NOTIFICATION AND REMEDIATION

The applicant will receive one of three notifications:

  1. Notification of Non-Qualification - on State Debarred Suspended list or the Federal Excluded Parties list (no remedy available)
  2. Notification of Non-Qualification with Remediation - e.g. Stop Pay list, expired DUNS number, Not in Good Standing with Secretary of State - the applicant will be able to provide information to remedy
  3. Applicant is qualified to receive a grant award and will be required to provide additional information in Stage Two of the registration process.
  4. The Department will seek cultural inclusion among providers. DHS must comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).

APPLICANT EXPERIENCE

Based on the level of State or Federal grant administration experience:

  1. Less than Two Years.

    Applicant is considered high risk and the fiscal and administrative risk will not be conducted until notified they are a finalist in the grant application evaluation process.

  2. More than Two Years.

    Applicant will proceed to the fiscal and administrative risk stage.

  3. More than Five Years.

    Applicant will proceed to the fiscal and administrative review; if the grant programs meet the requirements for multi-year award, the applicant is eligible to receive a multi-year award.

OTHER

  1. Each applicant may submit only one application for new funding for each notice of funding opportunity.
  2. Each applicant must agree to adhere to conditions outlined in the DDD Attachment and Program Manual.

D. Application and Submission Information

APPLICATION PACKAGE

  1. Application guidelines are provided throughout the announcement.
  2. Each applicant must have access to the internet.
  3. Questions and answers will be posted on the Department's website. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the NOFO.
  4. CONTACT PERSON

    Timothy Milbrandt
    Department of Human Services, Division of Developmental Disabilities
    319 East Madison, Suite 2K
    Springfield, IL 62701
    Phone: 217-782-5974
    Fax: 217-782-9535
    Email: Timothy.Milbrandt@illinois.gov

CONTENT AND FORM OF APPLICATION SUBMISSION

PRE-APPLICATION COORDINATION

Each applicant is required to:

  1. provide a valid DUNS number in its application
  2. be registered in System for Award Management (SAM) before submitting the application; and
  3. continue to maintain an active SAM registration with current information at all times in which the applicant has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency.

DHS may not make a Federal pass-through or State award cannot be made until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time DHS is ready to make the award, DHS may determine that the applicant is not qualified and use that determination as a basis for making a Federal pass-through or State award to another applicant.

THE APPLICATION PROCEDURE

  1. Applicants must submit a Proposal Narrative for executing the grant award.
  2. The Proposal Narrative must completed in Microsoft Word and be formatted to print on 8 1/2 x 11-inch paper using 12-point type and at 100% magnification. With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be typed in black ink on a white background. The program narrative must be typed single-spaced, with 1-inch margins on all sides. There is no page limitation.
  3. ALL Proposals MUST include the following mandatory forms/attachments in the order identified below.
    1. Uniform State Grant Application.
    2. Proposal Narrative
      1. Executive Summary - Extent of Need for the Project, Plan of Operation, and Service Comprehensiveness in order to meet all the Deliverables and Milestones outlined in the Program Description. Projected individuals to be served quarterly must be detailed.
      2. Capacity - Agency Qualifications/Organizational Capacity
      3. Need - Extent of Need for the Project; Benefits Gained
      4. Quality - Description of Program/Services/Key Personnel
    3. Uniform Budget
    4. Uniform Budget Narrative

ATTACHMENTS REQUIRED FOR APPLICATION AND PROPOSAL NARRATIVE

  1. Organizational Chart
  2. Résumés of staff charged to the Proposal
  3. Job Descriptions of staff charged to the Proposal
  4. Physical Space Information
  5. Linkage Agreements with other Service Providers & Referral Source
  6. Copy of Currently Approved NICRA if indirect costs are included in the budget
  7. The entire proposal must be sequentially page numbered. Faxed copies will not be accepted.
  8. The Department is under no obligation to review applications that do not comply with the above requirements.

APPLICATION SUBMISSION

  1. Applicants are required to submit a complete electronic version of their Uniform Grant Agreement, Proposal Narrative, Application, Budget, and Attachments. 
  2. Documents must be emailed to DHS.GrantApp@illinois.gov
  3. The Agency Opportunity Number and the program contact must be in the subject line.  Specifically, the subject line must be:

    Your Organization's Name, 17-444-24-0833-02, Timothy Milbrandt

  4. Applications must be received no later than 12:00 pm (noon) Monday, June 6, 2016.
  5. Applicant may apply for grant awards prior to completing the pre-qualification in FY 2017.
  6. Pre-Qualification is required to receive a grant award.
  7. To be considered, the application should be in the possession of DHS/DDD at the above specified location by the designated time. There will be an electronic time received known on all electronically submitted applications.
  8. In the event of a dispute whether the application was received, the applicant bears the burden of proof that the application was received on time at the location identified above.
  9. If the application is approved, DHS/DDD will request the applicant to submit a current IRS W-9, if not on file with DHS already and a copy of a Certificate of Good Standing from the Illinois Office of the Secretary of State.

E. Application Review Information

AWARD PROCEDURE

Complete proposals will undergo a Merit Based Review Process. The evaluation process will include a committee who will use a scoring process evaluate need, capacity, and quality.

CRITERIA FOR SELECTING PROPOSALS

In addition to the Merit Based Review Process, consideration may then be given to past performance, if applicable. Funding decisions will be made based on the quality of the complete proposal as score through the Merit Based Review Process. Final award decisions will be made by the Director of the Division of Developmental Disabilities or his designee at the recommendation of the Bureau Chief of Reimbursement and Data Support. The Department reserves the right to negotiate with successful applicants to cover unserved areas that may result from this process of modify the overall budget request to meet the funding availability.

APPEALS

Only the Merit Based Review Process is subject to appeal. An appeal must be submitted in writing and received within 14 calendar days and must include the appealing party, the grant and reasons for the appeal. The Department will provide an acknowledgement within 14 calendar days of receipt and a response within 60 calendar days.

RENEWALS

This program is renewed annually. Grantees are required to update their plan and submit a current year budget.

ANTICIPATED ANNOUNCEMENT

It is anticipated an announcement regarding State awards will occur in July 2016, or sooner if allowable.

F. Award Administration Information

STATE AWARD NOTICES

Following the selection of a grantee, a Notice of State Award (NOSA) will be issued via email to the Authorized Representative on the Uniform Application for State Grant Assistance. A NOSA is not authorization to begin performance.

ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS

The NOSA will be distributed by the Department of Human Services prior to the issuance of the Uniform Grant Agreement. Awardees should carefully review the terms and conditions of the award and should be prepared to comply with the Indirect Cost Rate Requirements as applicable.

POST ASSISTANCE REQUIREMENTS

Post Assistance Requirements shall be incorporated by reference to the FY 2017 Grant Agreement

  1. Article XII, Maintenance and Accessibility of Records; Monitoring;
  2. Article XIII, Financial Reporting Requirements;
  3. Article XIV, Performance Reporting Requirements;
  4. Article XV, Audit Requirements

G. State Awarding Agency Contact(s)

  1. Questions related to this NOFO should be sent to the contact person listed below. 
  2. All email correspondence must be sent using the following subject line: 

    17-444-24-0833-02 Timothy Milbrandt

  3. CONTACT PERSON

    Timothy Milbrandt
    Department of Human Services, Division of Developmental Disabilities
    319 East Madison, Suite 2K
    Springfield, IL 62701
    Phone: 217-782-5974
    Fax: 217-782-9535
    TTY:  1-866-376-8446
    Email: Timothy.Milbrandt@illinois.gov
  4. All email correspondence should be sent to timothy.milbrandt@illinois.gov AND DHS.DDDBCR@illinois.gov

H. Other Information, if applicable

  1. This is an on-going program.
  2. The Department of Human Services is not obligated to make any State Award as a result of this announcement.

Mandatory Forms -- Required for All Agencies

  1. Uniform Application for State Grant Assistance (PDF)
  2. Fixed Rate Budget Template