Special Project - Voucher Respite (17-444-24-0836-03)

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: 17-444-24-0836-03
6. Funding Opportunity Title: Other Support Services
7. CSFA Number: 444-24-0836
8. CSFA Popular Name: Special Project - Voucher Respite
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 6
11. Estimated Total Program Funding: $2,062,428
12. Award Range $93,748 - $1,065,482
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: No

Agency-specific Content for the Notice of Funding Opportunity

A. Program Description


  1. Supervision and care for developmentally disabled children and adults in a group setting for a portion of the day, typically before and/or after school or day program, will be offered through the Group Respite program.
  2. Providing a complete program of social interaction with the goal of increasing inclusion and community exposure.


  1. In order to provide supervision and care to developmentally disabled children and adults in a group setting, the provider will hire staff members, depending on the actual number of persons served, who will meet the requirements for persons who care for developmentally disabled individuals. There will be a minimum number of staff available for each group respite experience which will not be dependent upon the individuals served. Services will be provided before school, after school and at day programs. Staff ratios will depend on the actual number of individuals served, when services are being provided; for example1:10 for individuals who have mild adaptive deficits, 1:8 for those who have moderate deficits and 1:5 for those who have severe deficits in adaptive functioning as defined in 59 Ill. Admin Code 119.120.

    The provider will arrange relevant training for its staff on a quarterly basis and document each training for reporting purposes. Provider will conduct a pre/post survey that will be developed for each training session using a Likert scale to determine effectiveness of the training. Provider will submit a copy of the actual training utilized along with the required quarterly reports. This survey will be designed by the provider and will need to be completed before and after each training.

  2. In order to provide meaningful experiences of social interaction, staff members will take participating individuals on supervised field trips to local museums, parks, libraries, zoos, restaurants, waterparks, baseball games, plays, concerts and other appropriate places and/or special events. Other examples of social inclusion might include YMCA facilities, week long/day camps, Goodwill, Sparc, fitness centers and church-based camps, and any other appropriate places and/or special events. The provider will design a matrix to measure the success of engaging in such group activities and the actual outcome of each activity, the results of which will be submitted along with the required quarterly reports. The expectation is that there will be at least 10-15 activities of social inclusion per quarter
  3. The provider will design accessibility kits for individuals with disabilities in order to increase their level of comfort and allow accessibility to these events. For instance, kits will be designed to assist individuals in their use of public transportation. The provider will design one (1) accessibility kit per quarter for a total of four (4) kits per fiscal year. The provider will submit a copy of the prototype being used to design each accessibility kit as part of the required quarterly reports.


Individuals with Developmental Disabilities will be able to remain with their families rather than move to 24-hour residential services.


  1. Completion of all Deliverables detailed in the deliverables above shall be reported through Units of service per individual reporting via the Reporting of Community Services (ROCS) database. Reporting will be completed on a quarterly basis.
  2. The provider will report additional data to include individuals served by race, ethnic groups, age, gender and disability served. We will also report location of where the respite service was provided.
  3. The provider will chart the number the actual number of individuals who have been served through a before and after school program or day program, and will submit the results quarterly.
  4. The provider will chart the number of individuals who have participated in actual experiences of social interaction/inclusion, where these experiences occurred, and the outcome of the experience as to successes/failures. Provider will note the reason for the success or failure and ways to improve for future experiences and will submit the results along with quarterly reports.


  1. The provider will design a tracking system to track the number of individuals admitted to long-term 24 hour residential settings vs. those using group respite to see if there is a statistically significant increase in individuals remaining with their families overall. We will report the findings in the quarterly reports; however results will be keep monthly and reviewed to see if adjustments need to be made.
  2. The provider and staff will chart the results by area and region and how services provided impacted their lives. This can be measured by using a survey administered both before and after the service provided. Results should demonstrate an increase in satisfaction of at least 50% post-service in order to be considered successful and sustainable.


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 GOMB.

B.  Funding Information

  1. This Special Project is Non-Medicaid state funded program.  In FY17, the Department anticipates the availability of approximately $2,062,428 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 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, 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.


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.

  1. 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.
  2. 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


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 website 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
    Email:  mary.hebert@illinois.gov



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 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, 17-444-24-0836-03, 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


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: 

    17-444-24-0836-03 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
    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