Group Respite (17-444-24-0833-01)

Summary Information

1. Awarding Agency Name: Department of Human Services
2. Agency Contact: Mary Hebert (
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 17-444-24-0833-01
6. Funding Opportunity Title: Respite Program - Group Respite
7. CSFA Number: 444-24-0833
8. CSFA Popular Name: Respite
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 8
11. Estimated Total Program Funding: $872,688
12. Award Range $6,042 - $349,013
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
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. The Group Respite program provides respite services which will be either in the form of intensive or non-intensive support services to individuals with developmental disabilities so as to be able to maintain these individuals in their homes.
  2. Providing supervision and care for children and adults in a group setting for a portion of the day. This supervision could be before and /or after school or a day program and will be offered through the Group Respite program.
  3. This program provides a complete program of social interaction which will increase inclusion and community exposure.
  4. 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.


  1. The expected outcome is 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.


  1. In order to provide supervision and care to children and adults in a group setting, the provider hire qualified staff members, depending on the actual number of persons served, who will meet the standards set out for persons who care for developmentally disabled individuals. The provider will provide relevant training for the staff on a quarterly basis and document these trainings for record purposes. The provider will conduct a pre and post survey (that the provider will design) for each training session using a Likert scale to determine effectiveness of the training.  The provider will submit a copy of the actual training utilized with the required reports.
  2. In order to provide experiences of social interaction which will increase inclusion and exposure to community, the provider will provide sufficient staff supervision when taking individuals to local museums, libraries, restaurants, and special events like the water park, baseball games, specific field trips, etc. The provider will design a matrix to measure the success of engaging in activities in a group setting and the outcome of the events. The provider will submit the results of this on a quarterly basis.
  3. The provider will design accessibility kits for individuals with disabilities for use in the community to ease their comfort level and accessibility to these events. Kits can be designed for using public transport and going to the library or museum for example. The provider will design one (1) accessibility kit per quarter for a total of four (4) a year. The provider will submit a copy of the proto-type and these accessibility kits to be attached to the quarterly reports.
  4. The provider will provide respite services to children and /or adults in a group setting to places such as the YMCA's, day camps, week-long camps, Goodwill, SPARC, fitness centers, and church based camps depending on the need on a quarterly basis to at least 30 clients for a total of 120 clients per year. The provider will design the support services required around the needs of the client and report the outcome of the services using as Likert scale survey with the guardians of the clients at the completion of the service. The provider will report the findings on a quarterly basis with the submitted report.
  5. The provider will maintain the required certifications regarding staff providing respite services as detailed in Attachment A.


  1. Completion of all Deliverables shall be reported through Units of service per individual reporting via the Reporting of Community Services (ROCS) database.
  2. The provider will report additional data to include individuals served by race, ethnic group, age and disability identified. The provider will also report location of the respite services provided.
  3. The provider will chart the number of individuals who we have served through a before and after school program, and we will report this quarterly.
  4. The provider will chart the number of individuals who have participated in actual experiences of social interaction/inclusion, where these experiences took place and the outcome of the experience as to successes or failures. The provider will submit the results of this chart with our quarterly reports.


  1. The provider will design a matrix where to track on an annual basis, number of individuals admitted to institutions vs., those using respite services.
  2. The provider will break this down by area/region, and also track how the services provided assisted individuals by gender, race and age and disability.


A Monthly Summary Expenditure Documentation Form (EDF) is required to initiate payment. The EDF will be provided by the Division of Developmental Disabilities at the beginning of the contract period. EDFs are accepted by fax or email to the DDD Bureau of Reimbursement and Program Support within 5 working days of the beginning of the month for the previous month of service. Financial documentation to support the EDF must be submitted when requested by DHS/DDD. Failure to provide financial documentation when requested will suspend payment for services.

The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds. Expenditure documentation must be submitted in the format defined by the Division of Developmental Disabilities. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.


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

B. Funding Information

  1. The Group Respite Program is Non-Medicaid state funded program.  In FY17, the Department anticipates the availability of approximately $872,688 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.


  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 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,
  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.


  1. Federally Negotiated Rate - Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federally Negotiated Indirect Cost Rate Agreement (NICRA).
  2. State Negotiated Rate - The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. The indirect cost rate proposal must be submitted to the State of Illinois within 90 days of the notice of award.
  3. De Minimis Rate - An organization that has never received a Federally Negotiated Rate may elect a de minimis rate of 10% of modified total direct cost (MTDC). Once established, the de minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de minimis rate.


Applicant Requirements - None


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


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.).


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.


  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


  1. Application guidelines are provided throughout the announcement.
  2. Each applicant must have access to the internet. 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.

    Mary Hebert
    Department of Human Services
    Division of Developmental Disabiities
    319 East Madison Street, Suite 2K
    Springfield, IL  62701
    Phone:  (217) 557-7673



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.


  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


  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.


  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
  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, 17-444-24-0833-01, Mary Hebert

  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.

E. Application Review Information


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.


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.


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.


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


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

F. Award Administration Information


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.


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.


  1. Federally Negotiated Rate - Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate. The organization must provide a copy of the federally NICRA.
  2. State Negotiated Rate - The organization must negotiate an indirect cost rate with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De Minimis Rate. The indirect cost rate proposal must be submitted to the State of Illinois within 90 days of the notice of award.
  3. De Minimis Rate - An organization that has never received a Federally Negotiated Rate may elect a de minimis rate of 10% of modified total direct cost (MTDC). Once established, the de minimis rate may be used indefinitely. The State of Illinois must verify the calculation of the MTDC annually in order to accept the de minimis rate.


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: 

    17-444-24-0833-01 Mary Hebert


    Mary Hebert
    Department of Human Services, Division of Developmental Disabilities
    319 East Madison, Suite 2K
    Springfield, IL 62701
    Phone: 217-557-7673
    Fax: 217-782-9535
    TTY: 1-866-376-8446

  4. All email correspondence should be sent to and and

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. Uniform Grant Budget Template | Instructions