Special Project - Latino Outreach (17-444-24-0836-02)

Summary Information

1. Awarding Agency Name: Department of Human Services
2. Agency Contact: Mary Hebert (Mary.Hebert@illinois.gov)
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 17-444-24-0836-02
6. Funding Opportunity Title: Other Support Services
7. CSFA Number: 444-24-0836
8. CSFA Popular Name: Special Project - Latino Outreach
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $315,000
12. Award Range $315,000
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

SCOPE OF SERVICE

The Provider will create a "One Stop Shop" for Latino families to access services for their children with developmental disabilities. Services to be provided shall include:

  1. Provide a support group for parents of children with disabilities for peer to peer support, as well as professional instruction and information about needed resources;
  2. Provide respite for parents as they attend agency workshops and support groups;
  3. Provide employment workshops to help young adults with Intellectual/Developmental Disabilities identify job interests, develop interviewing skills, and experience work activities;
  4. Provide art classes for consumers, open to the community;
  5. Provide a Social club at the site that will provide age appropriate activities and create an environment for friendships;
  6. Provide adult fitness activities, exercise and nutrition education and
  7. Market center services to the community and other agencies.

DELIVERABLES

  1. The Provider shall be responsible for the timely performance of the following Deliverables. Program activities performed per the deliverables shall be conducted throughout the year with the expectation that approximately one quarter of the annual events specified in the deliverables shall be conducted each quarter.
    1. Conduct 4 Employment Workshops- each quarter, for a total of 16 per year. Each will have a specific goal, be conducted by qualified staff members, and pre /post survey will be conducted at the conclusion of each workshop to check for understanding and learning. Design the survey using a Likert.
    2. Conduct 10 Social Club Meetings-conduct social club meetings every 6 weeks for a total of 10 per year. Each meeting will have a prearranged agenda or goal, will be conducted by qualified staff members and a pre post survey will be conducted to determine the outcome of each meeting.
    3. Conduct 16 Adult Exercise Classes- conduct 4 adult exercise classes each quarter, for a total of 16 per year. Each class with have an objective to reach, be conducted by qualified instructors, and a pre/post survey will be conducted to determine if goals were met.
    4. Conduct 16 Art Classes - conduct 4 art classes each quarter for a total of 16 per year. The art classes will be taught by qualified art teachers; will have specific goals and a pre/post survey will be conducted to determine if the stated goals were attained.
    5. Conduct 4 Parent Group Meetings with Respite- conduct 1 parent group meeting with respite each quarter, for a total of 4 per year. These meetings will have a specific agenda or goals to meet, be conducted by qualified staff and we will conduct a pre/post survey at the beginning and end of the meeting.
    6. Conduct 4 Parent Group Meetings without Respite- conduct 1 parent group meeting without respite each quarter, for a total of 4 per year. These meetings will have a specific agenda or goals to meet, be conducted by qualified staff and we will conduct a pre/post survey at the beginning and end of the meeting.
    7. Conduct 12 Introduction to Center - School Field Trips- conduct 3 Introduction to Center - School Field Trips each quarter, for a total of 12 per year. These field trips will be have a clear agenda/goal stated, be to places that are accessible to individuals with disabilities, be well supervised and have a clear definition of how the outcome is going to be defined for example, conducting a survey at the end of the experience.
  2. Provide a list of qualifications of staff conducting workshops, classed and employment sessions
  3. Identify any and all pockets of individuals who are of Latino descent that are not being served by this program. We will initiate contact with community resources and begin a collaborative effort to provide material to these areas. We will document the contacts and design a plan to provide these materials. We will attach a copy of the plan that we are going to design for outreach.
  4. Design a marketing program to provide outreach to various community and service agencies in different locations. A copy of this marketing program will be submitted with the quarterly report and updated to meet the needs of the agency to continually open up our resources and make them available in various locations.

PERFORMANCE MEASURES

  1. The Provider will submit quarterly reports detailing the number of events conducted and the number of attendees at each event.
  2. Design a matrix to demonstrate the number of classes /workshops completed against what stated in deliverables, number of individuals attended, and stated outcome results and report this on a quarterly basis.
  3. Design a matrix to demonstrate the outcome of the outreach efforts to reach of individuals who are of Latino descent that are not being served by this program. We will report this on a quarterly basis.
  4. Report individuals by age, gender, location, and type of disability being served and report this on a quarterly basis.

PERFORMANCE STANDARDS

The number of events reported each quarter and year to date will be compared to the expected quarterly and year to date number of events for each of the contract deliverables. The Provider shall be allowed to provide extra events in subsequent quarters to make up for performing less than the expected number of events in previous quarters.

  1. Devise a method using percentages to see if the number and variety of classes/workshops offered and attended assisted Latino families in accessing services for their developmentally disabled children. Compare the number served last fiscal year to the number served for this coming fiscal year; in this way we will determine a minimum percentage to achieve and families to reach out to, etc.
  2. Develop a marketing plan to broaden the outreach and a copy of that plan will be attached.
  3. Design a matrix to track the number of DD individuals who applied for employment after attending the workshop, or those who attended job interviews after attending the workshops, etc.

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.

MERIT BASED REVIEW

Applicants will be evaluated based on criteria being developed by GOMB.

B.  Funding Information

  1. This Special Project is Non-Medicaid state funded program.  In FY17, the Department anticipates the availability of approximately $315,000 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 the Department of Human Services, Division of Developmental Disabities (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

  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.

COST SHARING, MATCHING OR COST PARTICIPATION

Applicant Requirements - None

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. 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.
  3. CONTACT PERSON

    Mary Hebert
    Department of Human Services
    Division of Developmental Disabiities
    319 East Madison Street, Suite 2K
    Springfield, IL  62701
    Phone:  (217) 557-7673
    Email:  mary.hebert@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, 17-444-24-0836-02, 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.
  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.

INDIRECT COST RATE REQUIREMENTS

  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

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: 

     17-444-24-0836-02 Mary Hebert

  3. CONTACT PERSON

    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
    Email: mary.hebert@illinois.gov

  4. All email correspondence should be sent to mary.hebert@illinois.gov kerrie.rawlings@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. Uniform Grant Budget Template | Instructions