Epilepsy Program (17-444-24-0830-01)

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: Mary Hebert
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 17-444-24-0830-01
6. Funding Opportunity Title: Epilepsy Program
7. CSFA Number: 444-24-0830
8. CSFA Popular Name: Epilepsy Program
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 8
11. Estimated Total Program Funding: $2,023,100
12. Award Range $35,667 - $1,085,106
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:
17. Closing Date for Applications:
18. Technical Assistance Session: Session Offered:  No
Session Mandatory:  No

Agency-specific Content for the Notice of Funding Opportunity

A. Program Description

  1. The Epilepsy program will provide client and family support services as needed for individuals diagnosed with epilepsy, their families, and the community at large. The support services included in this program may include the following:
    1. information about Epilepsy and referral to Epilepsy related service providers; an example of the information that might be disseminated will be attached, which will include a list of possible resources available.
    2. comprehensive case management including needs assessment and service planning; we will describe the needs assessment and attach a copy for review.
    3. counseling; information regarding the qualifications of persons doing the counseling will be attached for review.
    4. assistance in managing financial needs; examples of the types of assistance that might be provided will be attached.
    5. support groups; a list of sample topics to be addressed in the support groups will be attached and;
    6. medical liaison services designed specifically to assist an individual who has epilepsy; an example of types of assistance being provided will be attached.
  2. These services may be provided at any location where the individual lives, works, or receives services such as community agency, the individual's residence, workplace or any other community setting.

DELIVERABLES

  1. The Provider will provide information about epilepsy and possible referral services to local community agencies such as UCP, Sparc, Goodwill, Salvation Army, YMCA, Boy & Girls Club, Planned Parenthood, local community mental health agencies, local school districts, etc. The Provider will document the number of agencies contacted and be available for additional follow up if necessary. Target 5-7 new community providers each quarter for outreach.
  2. The Provider will provide comprehensive case management services, including needs assessment and service planning to at least 10 new clients per quarter, for a total of 40 for the year. The Provider will conduct a survey after the service is completed to determine the effectiveness of provided services. This survey will be designed using the Likert scale. The Provider will submit a copy of the survey with the required report.
  3. The Provider will provide counseling services to at least 10 new clients per quarter, for a total of 40 per year. These services will be provided by qualified personnel and be goal directed in nature. A pre and post survey will be conducted with each new client to determine whether or not services were successful. The provider will design this survey using the Likert scale method. A copy of the survey will be submitted with the required report.
  4. The Provider will provide assistance in managing financial needs to 5 new clients per quarter, for a total of 20 per year. The provider will document the types of assistance required and the outcome of each contact.
  5. The Provider will conduct 2 support groups per quarter, for a total of 8 per year. Topics will be determined by need of the clients and these will be conducted by qualified personnel. These support groups will be promoted well in advance and materials supporting them will be distributed to local community agencies. A survey will be designed and distributed to participants to determine effectiveness of the support groups. Survey will be designed using the Likert scale method. A copy of the survey will be submitted with the required report.
  6. The Provider will provide medical liaison services designed specifically to assist an individual who has epilepsy by assisting in referrals to medical providers and chart the type of support/referral services provided each quarter. The provider will target 10 new individuals/families per quarter to assist in obtaining medical liaison services, for a total of 40 per year.

OBJECTIVES AND GOALS

  1. Identify effective methods for the practical application of concepts related to improving the delivery of delivery of services for persons with developmental disabilities
  2. Identify advances in clinical assessment and management of selected healthcare issues related to persons with developmental disabilities
  3. Identify and emphasize attitudes that enhance the opportunities for persons with DD to achieve their optimal potential
  4. The Epilepsy program will provide client and family support services as needed for individuals diagnosed with epilepsy, their families, and the community at large. The support services included in this program may include the following:
    1. information about Epilepsy and referral to Epilepsy related service providers; an example of the information that might be disseminated will be attached, which will include a list of possible resources available.
    2. comprehensive case management including needs assessment and service planning; we will describe the needs assessment and attach a copy for review.
    3. counseling; information regarding the qualifications of persons doing the counseling will be attached for review.
    4. assistance in managing financial needs; examples of the types of assistance that might be provided will be attached.
    5. support groups; a list of sample topics to be addressed in the support groups will be attached and;
    6. medical liaison services designed specifically to assist an individual who has epilepsy; an example of types of assistance being provided will be attached.
  5. These services may be provided at any location where the individual lives, works, or receives services such as community agency, the individual's residence, the individual's workplace, or any other community setting.

PERFORMANCE MEASURES

  1. Completion of all Deliverables shall be reported through Units of service per individual reporting via the Reporting of Community Services (ROCS) database. The provider will report on a quarterly basis on the services provided. Reporting will be specific to age, gender, race, ethnic group and will report the outcomes of the services listed above.
  2. Design a mechanism to chart the number of families served through this program, chart the services received and the eventual outcome of service provided. Report the findings on a quarterly basis.
  3. Design a mechanism to chart the number of staff involved in providing services and the qualifications of that staff; also chart the amount of and type of training required to maintain staff qualifications. Report the findings on a quarterly basis.

PERFORMANCE STANDARDS

  1. The provider will devise a matrix using percentages to determine if the support services previously mentioned to clients and their families have assisted them to gain more awareness regarding epilepsy, be more knowledgeable regarding their medical needs/providers available to assist them, along with understanding their needs both physically and emotionally.
  2. This can be accomplished by comparing the numbers from last year to the overall numbers in all categories to the numbers to this current year. Program should show an increase in services provided in order to be sustainable.

B. Funding Information

  1. The Epilepsy Program is Non-Medicaid state funded program. In FY17, the Department anticipates the availability of approximately $2,023,100 in total funding. The grant period will begin no sooner than September 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 at:  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 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.

COST SHARING, MATCHING OR COST PARTICIPATION

Applicant Requirements - None

BENFICIARY ELIGIBILITY

Individuals must be determined to have a developmental disability.

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 listed on the DHS website.

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 Disabilities
    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.
  4. 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 - including an 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.
    3. Need -  The applicant should provide details on the following:
      1. The target audiences are clearly defined and realistic.
      2. Underserved populations are identified, as well as a description of insufficient services and resources to meet the level of need or risk in the community.
      3. Applicant provides data, facts, and/or evidence that demonstrate that the proposal supports the grant program purpose.
    4. Capacity - The applicant should provide details on the following:
      1. The applicant demonstrates its ability to execute the program according to the project requirements.
      2. The applicant cites evidence of successful innovation in implementation of the program or similar programs.
      3. The applicant's key personnel have the applicable licenses.
    5. Quality - The applicant should provide details on the following:
      1. The applicant demonstrates that the project, in total, is well articulated and in alignment with the project requirements.
      2. There is a complete summary of methods and procedures that will be used to accomplish goals stated in the scope of work.
    6. Other Criteria - The applicant should provide details on the following:
      1. The applicant explained the societal and economic impact of the project.
      2. The project is cost effective and sustainable.
  4. Uniform Budget
  5. 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, 17-444-24-0830-01, Mary Hebert

  4. Applications must be received no later than 12:00 pm (noon) Thursday, August 25, 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

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 un-served 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 September 2016.

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

  1. Post Assistance Requirements shall be incorporated by reference to the FY 2017 Grant Agreement
  2. Article XII, Maintenance and Accessibility of Records; Monitoring;
  3. Article XIII, Financial Reporting Requirements;
  4. Article XIV, Performance Reporting Requirements;
  5. 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:

    17-444-24-0829-01 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 

H. Other Information, if applicable

  1. This is a program funded in FY 2017.
  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