Juvenile Justice Training Technical Assistance & Support (18-444-80-1269-2)

Summary Information

1. Awarding Agency Name: Human Services
2. Agency Contact: Karrie Rueter
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 18-444-80-1269-2
6. Funding Opportunity Title: Juvenile Justice Systems Improvement-Training & Technical Assistance
7. CSFA Number: 444-80-1269-2
8. CSFA Popular Name: Juvenile Justice System Improvement-JJTTA
9. CFDA Number(s): 16.540
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $300,000
12. Award Range $300,000
13. Source of Funding: Federal
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs

It is expected that administrative costs, both

direct and indirect, will represent a small portion

of the overall program budget.

16. Posted Date: March 15, 2017
17. Application Range: Posting Date Through May 8, 2017 at 12:00pm (Noon)
18. Technical Assistance Session: Session Offered: No
Session Mandatory: No

Agency-specific Content for the Notice of Funding Opportunity

  1. Program Description 
    The federal Office of Juvenile Justice and Delinquency Prevention (OJJDP) provides funding directly to states through its Title II Formula Grants Program (Title II) to support state and local delinquency prevention and intervention efforts and juvenile justice system improvements. These funds are used to help states implement comprehensive state juvenile justice plans based on detailed studies of needs in their jurisdictions. State Advisory Groups, comprised of members appointed by the governor, set priorities for funded activities.
    The State Advisory Group for Illinois, the Illinois Juvenile Justice Commission (IJJC), administers the Title II funds. These funds support a broad range of juvenile justice activities at the state and local level that are designed to improve the juvenile justice system through the development of more effective education, training, research, prevention, diversion, treatment, and rehabilitation programs in the area of juvenile delinquency. These programs or projects can be designed to be developed, implemented and evaluated directly or through grants and contracts with public and private agencies.
    Title II also funds state and local activities designed to ensure and maintain the state's compliance with the Core Requirements of the federal Juvenile Justice and Delinquency Prevention Act (JJDPPA), all of which govern the incarceration of juveniles. These core requirements are: deinstitutionalization of status offenders; separation of adults and juvenile offenders; jail removal; and reduction of disproportionate minority contact with the juvenile justice system.
    1. Intent of the Notice of Funding Opportunity
      The IJJC is seeking applications to provide for activities to ensure and maintain the states compliance with the Core Requirements of the JJDPP through training, technical assistance, coordination, monitoring, research and support. Applications are for State Fiscal Year (SFY) 2018 (July 1, 2017 through June 30, 2018).
    2. Goals to be Achieved
      The goal of this funding notice is to identify one or more entities that can support the IJJC and its programs, including local juvenile justice councils, in developing and implementing programs, policies and practices which:
      1. Ensure that youth do not enter Illinois' juvenile justice system unnecessarily;
      2. Ensure that youth who do enter the juvenile justice system receive developmentally appropriate, individualized support and services;
      3. Ensure that youth leave the justice system with positive outcomes, which in turn enhance public safety;
      4. Ensure that Illinois maintains full compliance with the core requirements of the federal JJDP Act, including: (See Appendix 1 for additional details)
        • Deinstitutionalization of Status Offenders (DSO)
        • Adult Jail and Lock-Up Removal (Jail Removal
        • "Sight and Sound" Separation
        • Disproportionate Minority Contact (DMC); and
      5. Ensure that racial and ethnic disparities are examined and reduced at all phases of the justice system.
    3. Services to be Performed
      1. Training and Technical Assistance
        1. The Applicant will provide training and technical assistance opportunities to the IJJC and to community based providers that may include but not be limited to the following: Federal JJDPA core services, JJ compliance monitoring, DMC, alternatives to secure confinement; Youth Voice; Balanced and Restorative Justice (BARJ); Re-Entry Strategic Planning; Prison Rape Elimination Act (PREA); positive youth development approaches; best practice assessments/interventions (example: YASI); best practice programming/services (example: ART/WAIT) case planning; truancy alternatives, trauma focused interventions; community systems collaboration (example: Juvenile Justice Councils); community-based juvenile diversion programs, program evaluation/outcomes strategies.
        2. The Applicant will conduct and publish the results of semi-annual training needs assessments. The Applicant will develop the methodology and implementation for approval by the
          Juvenile Justice Specialist.
        3. The Applicant will develop/maintain a training website that provides information regarding JJ system provider training opportunities, dates, and locations; technical assistance visits/opportunities; and current JJ research findings.
        4. The Applicant will evaluate its performance of each training session. The applicant may use an evaluation tool of its choice; it must assess participants' opinions regarding the quality and relevance of the instruction. Results of the evaluations must be compiled for each training session and presented to the division in report format each quarter.
      2. Coordination of Board Meetings
        The Applicant will coordinate and support the IJJC meetings, committee meetings, retreats, trainings, conferences and provide administrative support that includes developing, hosting, and managing a website for the IJJC and their respective members.
      3. Research and Data Collection
        The Applicant will provide research, data collection, analysis and support in addressing legislative mandates (collecting data, reports, organizing hearings, contacting legislators) and other projects that may be undertaken by the IJJC. The Applicant must have the capacity to support such activities and draft reports as necessary.
      4. Coordination of Disproportionate Minority Contact (DMC) Project
        The Applicant will provide statewide coordination services in support of the Disproportionate Minority Contact (DMC) project. The project sponsors efforts to reduce the proportion of African-American and Hispanic youth who are arrested and/or confined in detention centers or jail because the number of these youth over-represent the proportions in the general population. Support activities include identifying a primary DMC point of contact that will aid the IJJC in the implementation of the 3-year plan and administrative services for same, coordination of technical assistance, program monitoring activities, program and philosophy promotion, implementation of best practices strategies, report preparation, data collection, coordination of summits, workshops, trainings, forums and other public service activities as directed by the Juvenile Justice Specialist and the DMC Committee Chair. Support activities also will include the development of an evaluation tool to measure the effectiveness of the DMC efforts.
      5. Coordination of Juvenile Detention Alternative Initiative (JDAI)
        The Applicant will provide statewide coordination services in support of the Juvenile Detention Alternatives Initiative (JDAI). The initiative sponsors efforts to promote changes to policies, practices and programs that will reduce reliance on secure confinement, improve public safety, reduce racial disparities and biases, save taxpayers' dollars, and stimulate overall juvenile justice reforms. Support activities include identifying a primary JDAI point of contact that will aid the IJJC in the implementation of the 3-year plan and administrative services for same, coordination of technical assistance, program monitoring activities, program and philosophy promotion, report preparation, data collection, coordination of summits, workshops, trainings, forums and other public service activities as directed by the Juvenile Justice Specialist and the JDAI Committee Chair.
      6. Compliance Monitoring 
        The Applicant will assist the state and the IJJC in providing for an adequate system of monitoring jails, lockups, detention facilities, correctional facilities, and non-secure facilities to insure compliance with the JJDP Act Core Requirements: Deinstitutionalization of Status Offenders, Separation of Adult and Juvenile Offenders, and Jail Removal. The applicant will ensure adequate staff is assigned to conduct compliance monitoring activities and train these individuals in JJDP Act Core Requirements. Compliance staff must also be trained on the IJJC Juvenile Monitoring Compliance Inspection Manual and be able to work cooperatively with the IDOC compliance staff. The Applicant's compliance staff will be responsible for managing the work of the IDOC compliance staff and spot checking their work. The applicant will provide for the travel expenses associated with conducting compliance monitoring. The Applicant will compile results of the monitoring activity and submit reports to the IJJC at least every two months.
      7. Youth Advisory Board
        The Applicant will develop and provide support for the coordination of a Statewide Juvenile Justice Youth Advisory Board that will provide regular reports (minimum of twice per year) and recommendations to the IJJC. The applicant will support the Youth Advisory Board by providing program management & adequate information flow, organizing training, orientations, supporting youth initiatives, working with local jurisdictions to ensure the success of the project.
      8. Requested Information
        The Applicant will be available as requested by the Department/IJJC to present information regarding service deliverables, provide data updates, or to answer questions arising from the Provider's work.
      9. Site Visits
        The Applicant agrees to participate in site visits as requested by the Department/IJJC and agrees that program and collaborating partners will be in attendance at such site visits.
      10. Collaboration
        Applicants are expected to collaborate and partner with the IJJC and relevant juvenile justice agencies-including but not limited to the Illinois Department of Juvenile Justice, the Administrative Office of Illinois Courts, and local juvenile court systems and probation departments-to develop innovative system improvement strategies, research initiatives, and data collection and analyses plans aimed at achieving the system improvement goals of the IJJC.
      11. OJJDP Performance Measures
        The Applicant will submit Performance Measures data required by OJJDP on or before November 1st of each year for the preceding period of October 1 - September 30. Data will be submitted in the format prescribed by the Department and IJJC. See Appendix 2.
      12. Fiscal Reporting by Service Area
        OJJDP has identified 32 service areas for which Title II funds may be utilized. Applicants will work with the Juvenile Justice Specialist to match provided services with service areas and subsequently will report expenditures monthly by services areas. See Appendix 3.
    4. Additional Applicant Requirements
      1. Sectarian Issue:
        Applicant organizations may not expend federal or state funds for sectarian instruction, worship, prayer or to proselytize. If the applicant organization is a faith-based or a religious organization that offers such activities, these activities shall be voluntary for the individuals receiving services and offered separately from the program.
      2. Background Checks:
        Background checks are required for all Department/ IJJC funded program staff and volunteers who have the potential for one-on-one contact with children and youth. Funded programs will be required to have a written protocol on file requiring background checks, as well as evidence of their completion.
      3. Child Abuse/Neglect Reporting Mandate:
        Per the Abused and Neglected Child Reporting Act (ANCRA, 325 ILCS 5/4), mandated reporters are professionals who may work with children in the course of their professional duties. Mandated reporters are required to report suspected child maltreatment immediately when they have "reasonable cause to believe that a child known to them in their professional or official capacity may be an abused or neglected child" (ANCRA Sec.4). This is done by calling the Illinois Department of Children and Family Services (DCFS) Hotline at 1-800-252-2873 or 1-800-25ABUSE. Programs funded through this grant opportunity must review ANCRA and, where appropriate, have a written protocol for identifying and reporting suspected child maltreatment.
      4. Hiring and Employment Policy:
        It is the policy of the Department to encourage cultural diversity in the work environment and to promote employment opportunities through its programs. The Department philosophy is that the program workforce should appropriately reflect the populations to be served, with special attention given to hiring individuals indigenous to those communities. Consistent with Department policy, whenever a position becomes available, funded agencies and programs are encouraged to consider SNAP and TANF clients for employment, contingent upon their qualifications in the areas of education and work experience.
        Accordingly, priority points will be awarded to agencies whose applications include plans to coordinate with the local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients.
      5. Publication of Studies, Reports or other Program Products
        1. The Provider agrees that products produced for the Department/IJJC with Title II funds, including, but not limited to research reports, data, analyses and policy recommendations are the property of the Department/IJJC and will not be published or distributed except as prescribed by the Department/IJJC.
        2. Unless otherwise provided in the approved Program Plan, the Provider agrees not to publish, release or otherwise disseminate data in any form without the prior written permission of the Department/IJJC. If such permission is granted, the Provider agrees to submit to the Department/IJJC six copies of all reports and proposed publications resulting from this Agreement a minimum of 30 calendar days prior to public release; any publications (written, visual or sound), excluding press releases, newsletters and issue analyses, shall contain the following statement:
          "Prepared under grants(s) from the Office of Juvenile Justice and Delinquency Prevention, Office of Justice Programs, United States Department of Justice. Points of view or opinions in the document are those of the author and do not necessarily represent the official position or policies of the United States Department of Justice, the Illinois Department of Human Services or the Illinois Juvenile Justice Commission."
    5. Performance Measures
      1. Percentage of monthly expenditure documentation forms submitted on time with accurate information, in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email.
      2. An annual program application/plan and a detailed program budget and budget narrative submitted to the Department as directed.
      3. Percentage of quarterly data/narrative reports submitted on time with accurate information, in the format prescribed by the Department. Quarterly data/narrative reports must be submitted no later than the 15th of each month following the end of the quarter.
      4. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format prescribed by the Department.
      5. Percentage of additional specific performance measures to be determined by the Department with successful applicant input, (see Section D.2.D "Evaluation") for each of the following service(s) listed under Section A.3 "Services to be Performed".
        • Training and Technical Assistance
        • Coordination of Board Meetings
        • Research and Data Collection'
        • Coordination of DMC Project
        • Coordination of JDAI
        • Compliance Monitoring
        • Youth Advisory Board
    6. Performance Standards
      1. Percentage of monthly expenditure documentation forms submitted on time with accurate information, in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email. (Acceptable 80%)
      2. An annual program application/plan and a detailed program budget and budget narrative submitted to the Department as directed. (Acceptable 100%)
      3. Percentage of quarterly data/narrative reports submitted on time with accurate information, in the format prescribed by the Department. Quarterly data/narrative reports must be submitted no later than the 15th of each month following the end of the quarter. (Acceptable 75%)
      4. Percentage of timely and accurate additional performance data submitted as directed by the Department and in a format prescribed by the Department. (Acceptable 80%)
      5. Percentage of additional specific performance measures to be determined by the Department with successful applicant input, (see Section D.2.D "Evaluation") for each of the following service(s) listed in Section A.3 "Services to be Performed". (Acceptable 90%)
        • Training and Technical Assistance
        • Coordination of Board Meetings
        • Research and Data Collection'
        • Coordination of DMC Project
        • Coordination of JDAI
        • Compliance Monitoring
        • Youth Advisory Board
  2. Funding Information
    1. Specifics regarding Funding
      1. Funding for this award will come from federal Title II Formula Grants Program (Title II) awarded to the State of Illinois.
      2. There is no match required for this application
      3. This NOFO is considered a competitive application for funding.
      4. The IJJC anticipates awarding 1 grant for approximately $300,000 based on availability of funds.
      5. Applications for new and existing providers will be scored with the same scoring matrix.
      6. Grant funds will be used for program costs and expenses from July 1, 2017-June 30, 2018.
    2. Use of Grant Funds
      1. Funding allocated under this grant is intended to be used by applicants to support the IJJC and local juvenile justice councils in their work toward delinquency prevention, intervention efforts and an improved juvenile justice system.
      2. All applicants will use grant funds in compliance with federal statutes, regulations and the terms and conditions of the federal awards. More information can be found at https://ojp.gov/financialguide/pdfs/OCFO_2014Financial_Guide.pdf (See Section D.4 "Funding Restrictions" of this NOFO)
      3. In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA) or must use a de Minimus rate of 10%. (See Section C.3 "Indirect Cost Rate Requirements", for more information.)
      4. Program budgets and narratives must be sufficiently detailed and justified to be approved by DHS. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation.
      5. Use of subcontractors to provide IJJC-supported activities is allowable under the following conditions:
        • Use of subcontractor must be pre-approved by the Department
        • Subcontractor Agreement(s) must be included with the application. (Include as Attachment C-Subcontractor Agreement)
        • Subcontractor Budgets and Narratives must be included with the application as they are considered part of the Applicant overall budget.
        • Subcontractors shall be subject to the same contract provisions as the applicant.
        • The Applicant will retain sole responsibility for the compliance, performance and monitoring of the subcontractor.
          The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
  3. Eligibility Information
    1. Eligible Applicants
      Applicants must be one of the following:
      • Unit of Government
      • Educational Institution
      • Non for Profit (501 c 3)
      • Individual
        All applicants are required to provide the requested information as outlined in this NOFO to be considered for funding in FY2018. Successful applications will serve as the applicant's program plan and budget for the FY2018 grant period.

        Applicant entities will not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov
        . Grantee Links tab.  Registration and pre-qualification are required annually.  During pre-qualification, verifications are performed including a check of federal Debarred and Suspended status on the Illinois Stop Payment List and good standing with the Secretary of State. An automated email notification is sent to the entity alerting them of "qualified" status or informs how to remediate a negative verification(e.g., inactive DUNS, not in good standing with the Secretary of State).  A federal Debarred and Suspended status cannot be remediated.  The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire.  A programmatic Risk assessment must also be completed for each separate grant for which an applicant intends to apply. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding.
    2. Match Requirements
      Applicants are NOT required to provide match to this award. However, if a successful applicant proposes a voluntary match amount and the budget is approved, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.
    3. Indirect Cost Rate Requirements
      In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs: a) 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. b) 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. If an organization has not previously established an indirect cost rate, an indirect cost rate proposal must be submitted to the State of Illinois through the indirect cost rate system, CARS, no later than three months after the effective date of the award.If an organization, previously established an indirect cost rate, the organization must annually submit a new indirect cost proposal through CARS within six months after the close of the grantees fiscal year.  All grantees must complete an indirect cost rate negotiation or elect a De Minimis Rate election in CARS may be subject to disallowance.c) 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.
      Grantees have discretion not to claim payment for indirect costs.  Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs.  The organization must record an election of "No Indirect Costs" into CARS. 
      It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Program budgets and narratives will detail how all proposed expenditures are directly necessary for program implementation and will distinguish between Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include inappropriate or excessive administrative costs will not be approved. At no time may the approved NICRA be exceeded under this agreement - even if it is below the maximum allowed under the award. Documentation will be required to verify the approved NICRA.
  4. Application and Submission Information
    1. Address to Request Application Package
      Application materials are provided throughout the announcement. Appendices will be made available in user/printer friendly format and may be found on the Illinois Department of Human Services web site at: http://www.dhs.state.il.us/page.aspx?item=84632   Please click on the corresponding link to the right. Additional copies may be obtained by contacting the contact person listed below.
       
      Each applicant must have access to the internet. The Department's web site will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements relating to the NOFO.
      Contact Person
      Wendy Nussbaum, Executive Director
      Illinois Juvenile Justice Commission
      IDHS, Division of Family and Community Service
      401 S Clinton St.
      4th Floor
      Chicago, IL 60607
      Email: wendy.nussbaum@illinois.gov
      Phone: (312) 793-3401
    2. Content and Form of Application Submission
      Proposal Narrative Content
      Applicants must submit a plan that contains the information outlined below. Each section must begin on a new page and have a heading that corresponds to the headings listed below after each section number. The total application may not exceed the prescribed page limit, single-spaced. The Uniform Application for State Grant Assistance, checklist, attachments, letters of intent and Uniform Budget template/Narrative are not included in the page limitation. If the applicant believes that the subject has been adequately addressed in another part of the application narrative, then provide the cross-reference to the appropriate part of the narrative. If a cross-reference is not included in the section, the reviewer will only consider content contained within that specific section. The narrative portion must follow the page maximums where prescribed and must be organized in the format outlined below. If an applicant receives an award through this NOFO the proposal will become the local program plan and budget unless revisions are required. The application/plan will be the basis for monitoring compliance by DHS.
      1. Executive Summary (Abstract) 1 Page
        The Executive Summary will serve as a stand-alone document for successful applicants that will be shared with various state-level stakeholders and others requesting a brief overview of each funded project. The Executive Summary should be suitable for publication on the IJJC website, if an award is made. At a minimum, each of the following should be addressed in the summary:
        1. Briefly describe relevant experience entity has performing the services identified under Section A.3"Services to be Performed".
        2. Briefly describe any major accomplishments and outcomes related to those services.
        3. Briefly describe collaboration the applicant has with other entities in the field of juvenile justice.
        4. The amount requested by this grant, broken down by services to be performed.
        5. The entity's clear statement of commitment to the Core Values and Principles of the Illinois Juvenile Justice Commission included in Appendix 4.
      2. Qualifications3 Pages
        The purpose of this section is for the applicant agency to present an accurate picture of the entity's ability to support state and local delinquency prevention, intervention efforts and juvenile justice system improvements as outlined in this NOFO. Information in this section should include, but not necessarily be limited to, the following:
        1. Convincing evidence that the applicant is capable of carrying out the proposed program. Describe relevant major accomplishments and outcomes of the applicant's work in the field of
          juvenile justice.
        2. If applicant is seeking funding for personnel, indicate number and title of positions, FTE for each position part-time and brief description of what that position will be doing related to this grant. Submit job descriptions for each position that will be funded in part or in whole with grant funds as Attachment A- Job Descriptions.
        3. Describe experience that the applicant has with collaborative efforts with other entities in the field of juvenile justice. Describe applicant's role in that collaboration. Describe relevant major accomplishments and outcomes of those collaborative efforts.
        4. Describe experience that the applicant has with each of the following service areas under Section A.3 "Services to be Performed": Training and Technical Assistance, Coordination of Board Meetings, Research and Data Collection, Coordination of DMC Project, Coordination of JDAI, Compliance Monitoring, Youth Advisory Board. Describe relevant major accomplishments and outcomes of those efforts.
        5. Describe applicant entity's past experience managing state and/or federal grants.
        6. Does the applicant entity's mission statement and goals align with the work proposed under this funding opportunity? How so?
        7. Indicate and describe in detail if the applicant entity has a current policy and practice of coordinating with local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients. If known, please indicate the number of TANF and SNAP clients that have been hired in recent years. If this is not current policy or practice, and the applicant intends to seek priority points in this area, please describe the detailed plans of the applicant to develop and implement such a policy in the future. 
      3. Quality - Description of Program/Services 5 pages
        1. For each of the following service areas under Section A.3 "Services to be Performed": Training and Technical Assistance, Coordination of Board Meetings, Research and Data Collection, Coordination of DMC Project, Coordination of JDAI, Compliance Monitoring, Youth Advisory Board:
          1. Describe in detail the scope of service,
          2. Describe the goal(s) or outcomes anticipated for the service,
          3. List program staff that will be associated with the service,
          4. Provide an estimate of time that will be spent on this service (hours, days, weeks, etc.) and the estimated cost for this project.
          5. If the service anticipates a new programmatic element, provide a timeline for implementation with milestones as applicable.
          6. If applicable, describe how the results/outcomes of this programmatic element or service will be shared with the IJJC, with local councils, governmental agencies, etc.
        2. Describe anticipated collaboration and partnerships with the IJJC and relevant juvenile justice agencies-including but not limited to the Illinois Department of Juvenile Justice, the Administrative Office of Illinois Courts, and local juvenile court systems and probation departments-to develop innovative system improvement strategies, research initiatives, and data collection and analyses plans aimed at achieving the system improvement goals of the IJJC.
      4. Evaluation 1 page
        1. Describe the process that will be used to evaluate the effectiveness of the proposed project.
        2. Provide measurable objectives and dates of expected completion for the following for each of the following service(s) listed in Section A.3 "Services to be Performed". These should include process and outcome measures and will provide input to the Department to determine project specific performance measures. (See Section A.5. E. "Performance Measures")
          1. Training and Technical Assistance
          2. Coordination of Board Meetings
          3. Research and Data Collection'
          4. Coordination of DMC Project
          5. Coordination of JDAI
          6. Compliance Monitoring
          7. Youth Advisory Board
        3. Applicants must make a clear statement of their intention to participate in any formal evaluation of the council that may be conducted by the Department/IJJC.
      5. Budget and Budget Narrative
        1. Complete the Uniform Budget Template and Worksheet forms found as Appendix 5 of this NOFO and include in your Application as Attachment B1- Uniform Budget Template and Worksheet.
        2. In this section of the Application Narrative, provide a Budget Narrative in which you clearly describe how appropriate resources and personnel have been allocated for the tasks and activities described in your Application. Illustrate the use of local, state or federal funds, which will be used to support the program.
        3. Submit as Attachment B2- Copy of Federal Form W9 for the Applicant Agency. It is critical that the Agency name, address and FEIN number matches the information provided on the Uniform Application for State Grant Assistance (Appendix 6) submitted as part of the total Application package. (Refer to Appendix 7, Application Content Checklist.)
        4. If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment B3.
        5. If Applicant is proposing to use a subcontractor, subcontractor's budget must be included and follow the above requirements. Include the following Attachments:
          1. Attachment C-Subcontractor Agreement
          2. Attachment C1-Subcontractor Uniform Budget Template and Worksheet
          3. Attachment C2-Copy of Federal Form W9 for the Subcontractor Agency
          4. Attachment C3-Copy of approved NICRA for Subcontractor Agency if indirect costs are included
      6. Application Attachments
        Although this section is not scored individually, points will be deducted in the above sections if these items are not included as directed. The Attachments should be labeled accordingly and placed in the order below:
        • Attachment A - Job Description(s) for any grant funded personnel
        • Attachment B1 - Uniform Budget Template & Worksheet
        • Attachment B2 - Copy of Federal Form W9 for the Applicant Agency
        • Attachment B3 - Copy of currently approved NICRA if indirect costs are included
          If Subcontractors will be used, also include the following:
        • Attachment C-Subcontractor Agreement
        • Attachment C1-Subcontractor Uniform Budget Template and Worksheet
        • Attachment C2-Copy of Federal Form W9 for the Subcontractor Agency
        • Attachment C3-Copy of approved NICRA for Subcontractor Agency if indirect costs are included
    3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM).
      Unless otherwise exempt from these requirements under 2 CFR § 25.110(b), each applicant is required to:
      1. Be registered in SAM before submitting the application. The following link provides a connection for SAM registration: https://governmentcontractregistration.com/sam-registration.asp;
      2. provide a valid DUNS number in its 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 to an applicant 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 to receive the award and use that determination as a basis for making the award to another applicant.
    4. Submission Dates and Times
      Applications must be received at the location below no later than 12:00 p.m. on Monday, May 8th, 2017. The application container will be electronically time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail as described in Section D.4 "Submission Dates & Time" and Section D.6 "Other Submission Requirements" below. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be opened as they are received.
      Applicants will receive an email within 48 hours of receipt notifying them that their application was received and if it was received by the due date and time. This email will be sent to the 2 email addresses provided in the application. Applications received after the due date and time will not be considered for review or funding. Applicants are required to notify the Department by Friday, May 12th at noon, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and does not notify the Department by Friday, May 12th at noon, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after Friday, May 12th at noon.
      All applicants must submit the completed grant application utilizing the CMS File Transfer Utility located at
      https://filet.illinois.gov/filet/PIMupload.asp
      Submit the completed grant application to: DHS.GrantApp@Illinois.Gov 
      The subject line of the email MUST state: "17-444801269-2 Karrie Rueter JJTTA".
      Please follow the instructions to attach your application. Don't forget the subject line above.
      To be considered, proposals must be submitted via CMS File Transfer Utility by the designated date and time listed above. For your records, please keep a copy of your submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email location listed above. As stated above, applicants are required to notify the Department by Friday, May 12th at noon, if they did NOT receive an email notifying them that their application was received. If the applicant does not receive an email and does not notify the Department by Friday, May 12th at noon, their application will be considered a late submission and will NOT be reviewed or scored. The applicant will NOT have the right to protest the submission/receipt of their application to the Department after Friday, may 12th at noon.
    5. Funding Restrictions
      All applicants will use grant funds in compliance with federal statutes, regulations and the terms and conditions of the federal awards. More information can be found at https://ojp.gov/financialguide/pdfs/OCFO_2014Financial_Guide.pdf  
      1. Pre-award Costs (incurred by the applicant on or after 7/1/2017 and prior to the award start date) are not typical and must have prior written approval by the Department. Pre-award costs are incurred at the sole risk of an applicant.
      2. Limitation of Use of Award funds for Employee Compensation: With respect to any award over $250,000, recipients may not use federal funds to pay total cash compensation to any employee that exceeds 110% of the maximum annual salary payable to a member of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. A salary table is available at the Office of Personnel Management website.
      3. Applicants are encouraged to minimize Conference/Meeting/Training Costs. These costs are subject to the Office of Justice Programs policy and guidance available at https://ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm
      4. Unallowable Costs are costs the federal government is unwilling to pay as a direct charge or through an indirect cost pool applied to the federal grant or contract. An organization is not prohibited from incurring unallowable costs but they cannot be recovered either directly or indirectly under federal grants or contracts. Categories of Unallowable Costs include: Land Acquisition, Compensation of Federal Employees, Travel of Federal Employees, Bonuses or Commissions, Military Type Equipment, Lobbying, Fundraising, Corporate Formation, State and Local Sales Tax and Other Unallowable Costs.
        Refer to https://ojp.gov/financialguide/pdfs/OCFO_2014Financial_Guide.pdf
      5. Federal funds have a general prohibition of all food and beverage costs.
    6. Other Submission Requirements
      1. Proposal Container and Format Requirements
        All applications must be typed 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 application should be typed in black ink on white paper. The application must be typed single-spaced, on one side of the page, with 1-inch margins on all sides. The applications must not exceed 10 pages, including the Executive Summary, Qualifications, Quality - Description of Program/Services, Evaluation and Budget Narrative. The Uniform Application for State Grant Assistance, Attachments, Checklist, and Uniform Budget Template/Narrative forms are NOT included in the page limitation.
        The entire application, including attachments, must be sequentially page numbered and compiled in the order specified below in Section D.5.B "Mandatory forms/attachments". The complete application must be submitted in a single PDF document to the email address identified above in Section D.3 "Submission Dates and Times".
        Applications will ONLY be accepted by email as described herein. Hard copies, faxed copies, copies on disk or thumb drive etc. will not be accepted.
        The Department is under no obligation to review applications that do not comply with the above requirements.
      2. Mandatory forms/attachments
        ALL Applications MUST include the following mandatory forms/attachments in the order identified below:
        1. Uniform State Grant Application
        2. Proposal Narrative
          1. Executive Summary
          2. Qualifications
          3. Quality - Description of Program/Services
          4. Evaluation
          5. Budget Narrative
          6. Attachments to Your Application
            • Attachment A - Job Description(s) for any grant funded personnel
            • Attachment B1 - Uniform Budget Template & Worksheet
            • Attachment B2 - Copy of Federal Form W9 for the Applicant Agency
            • Attachment B3 - Copy of currently approved NICRA if indirect costs are included
              If Subcontractors will be used, also include the following:
            • Attachment C-Subcontractor Agreement
            • Attachment C1-Subcontractor Uniform Budget Template and Worksheet
            • Attachment C2-Copy of Federal Form W9 for the Subcontractor Agency
            • Attachment C3-Copy of approved NICRA for Subcontractor Agency if indirect costs are included
  5. Application Review Information
    1. Criteria
      All applicants must demonstrate that they meet all requirements under this NOFO as described throughout.
      Applications that fail to meet the criteria described in the "Eligible Applicants" as identified in Section C "Eligibility Information" will not be scored and will not be considered for funding.
      Review teams comprised of 3 individuals either employed by DHS serving in the Division of Family and Community Services or members of the IJJC will be assigned to review applications. These review teams, may include individuals working as Government Public Service Interns under contract from the University of Illinois at Springfield and contract staff.
      Applications will first be reviewed and scored individually. Then, team members will collectively review the application, their scores and comments to ensure team members have not missed items within the application that other team members identified. Application highlights and concerns will be discussed. Individual team members may choose to adjust scores to appropriately capture content that may have been missed initially. Scores will then be sent to the application Review Coordinator to be compiled and averaged to produce the final application score. Scoring will be on a 100 point scale.
      Proposal Scoring Points
      Executive Summary 10
      Capacity-Agency Qualification/Organizational Capacity 30
      Quality-Description of Program Services 40
      Evaluation 10
      Budget & Budget Narrative 10
      TOTAL 100
      Priority Points (see below) 5
      TOTAL Possible with Priority  105

      Priority Points:
      Local office coordination - up to an additional 5 points will be awarded to agencies whose applications include plans to coordinate with the local DHS Family and Community Resource Center(s) to advertise job vacancies and hire TANF and SNAP clients. 
    2. Review and Selection Process
      As described in the Criteria section above, scoring will be on a 100 point scale. Scoring will not be the sole award criterion. In addition, the Department for example may consider past performance, access to data systems, etc. of Applicants. While recommendations of the review panel and IJJC WILL be key factors in the funding decisions, the Department maintains final authority over funding decisions and considers the findings of the review panel to be non-binding recommendations. Any internal documentation used in scoring or awarding of grants shall not be considered public information.
      Final award decisions will be made by the IJJC and the Director of the Division of Family and Community Services at the recommendation of the Associate Director for the Office of Community and Positive Youth Development. The Department reserves the right to negotiate with successful applicants to adjust award amounts.
    3. Merit-Based Evaluation Appeal Process
      Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal, and shall be reviewed by IDHS' Appeal Review Officer (ARO).
      1. Submission of Appeal:
        1. An appeal must be submitted in writing to Karrie Rueter, Associate Director, Office of Community and Positive Youth Development, 823 E Monroe, Springfield, IL 62701; Karrie.Rueter@illinois.gov who will send to the ARO for consideration.
        2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
        3. The written appeal shall include at a minimum the following:
          1. The name and address of the appealing party;
          2. Identification of the grant; and
          3. Statement of reasons for the appeal.
      2. Response to Appeal
        1. DHS will acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
        2. DHS will respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
        3. The appealing party must supply any additional information requested by DHS within the time period set in the request.
      3. Resolution
        1. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
        2. In determining the appropriate recommendation, the ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
        3. The Agency will resolve the appeal by means of written determination.
        4. The determination shall include, but not be limited to:
          1. Review of the appeal;
          2. Appeal determination; and
          3. Rationale for the determination.
  6. Award Administration Information
    1. State Award Notices
      Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:
      • The terms and condition of the award.
      • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
        Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov.
        A written Notice of Denial shall be sent to the applicants not receiving awards.
        The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
    2. Administrative and National Policy Requirements
      The agency awarded funds shall provide services as set forth in the DHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services.
      To review a sample of the FY2018 DHS Uniform Grant Agreement, please visit the DHS Website at http://www.dhs.state.il.us/page.aspx?item=29741.
      The agency awarded funds through this NOFO must further agree to 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.). Additional terms and conditions may apply.
      Indirect Cost Rate Requirements: In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. Documentation will be required to verify the approved NICRA. Refer to Section C. 3. This document for additional information regarding indirect cost rate requirements.
    3. Reporting
      1. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email.
      2. The Provider will submit an annual program application/plan and a detailed program budget and budget narrative to the Department as directed.
      3. The Provider will submit quarterly data/narrative reports, in the format prescribed by the Department. Quarterly data reports must be submitted no later than the 15th of each month following the end of the quarter.
      4. The Provider will submit quarterly data/narrative reports for any additional specific performance measures to be determined by the Department with successful applicant input. Quarterly reports must be submitted no later than the 15th of each month following the end of the quarter.
      5. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.
    4. State Awarding Agency Contact(s)
      Questions and Answers
      If you have questions relating to this NOFO, please send them via email to: DHS.YouthServicesInfo@Illinois.gov  with "JJTTA NOFO - Karrie" in the subject line of the email.
      Questions with their respective answers will be posted on the DHS website at http://www.dhs.state.il.us/page.aspx?item=86965  Please click on the corresponding link to the right. These FAQs will be posted with the other JJTTA NOFO documents. The information in the FAQ section may be updated periodically, so applicants are encouraged to check it frequently. Only written answers posted on the website will be considered valid and official. Note: The final deadline to submit any written questions regarding the JJTTA NOFO will be May 1st, 2017.