1202 Supervised Residential

Summary Information

1. Awarding Agency Name: Department of Human Services, Division of Mental Health
2. Agency Contact: Shanna Frank
3. Announcement Type: Initial
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 18-444-22-1202-02
6. Funding Opportunity Title: 1202-Supervised Residential
7. CSFA Number: 444-22-1202
8. CSFA Popular Name: Supervised Residential (Program 830)
9. CFDA Number(s): Not applicable
10. Anticipated Number of Awards: 1
11. Estimated Total Program Funding: $217,700
12. Award Range $217,700
13. Source of Funding: General Revenue Funds
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs No
16. Posted Date: 1/12/2018
17. Application Range: 1/12/2018 - 2/13/2018
Deadline:  February 13, 2018 at 5:00 pm
18. Technical Assistance Session: Session Offered:  Yes  January 19, 2018 at 1:00 pm
Session Mandatory:  No
Dial In #:  1-888-494-4032
Passcode#:  460 255 3148#

NOFO Supplemental

(Agency-specific Content for the Notice of Funding Opportunity)

A. Program Description

Scope of Services

Provider shall deliver recovery-oriented residential level of care to individuals in DMH Eligibility Group 1. This program shall fund the non-rehabilitative and non-therapeutic costs, such as facility depreciation or rent, utilities, food or staff costs, associated with providing this level of care and shall not include any costs associated with the delivery and billing of any other available service reimbursable by the Illinois Department of Healthcare and Family Services (HFS) or DHS/DMH. Provider shall have at least one awake, onsite staff person available 24 hours per day, 7 days per week. Definitions and requirements for eligible individuals can be found in the Consumer Eligibility and Enrollment section of the Provider Manual.

Deliverables and Milestones

Provider shall deliver residential care to eligible individuals who meet medical necessity criteria prescribed by DMH that need 24 hour/ 7 day a week supervision including skills training and supports. Provider shall register all individuals served under this Exhibit in accordance with the requirements of the Provider Manual and shall report individuals served in this level of care through the submission of claims according to requirements prescribed by the Community Mental Health Service Definition and Reimbursement Guide available at http://www.hfs.illinois.gov/assets/cmhs.pdf

Provider shall exhaust all other resources, including but not limited to Medicaid, Medicare or other insurance, to assure that DHS/DMH is the funder of last resort for this level of care. Provider shall comply with all other requirements of the Provider Manual, including but not limited to provider monitoring and utilization management.

Payment Reporting Requirements

The Provider shall report quarterly allowable grant expenses on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1, and reported expenses should be consistent with the submitted annual grant budget. If any budget variances are noted, the DMH program contact may request that the provider submit a revised grant budget before subsequent monthly payments will be made. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

Performance Reporting Requirements

The Provider shall report quarterly performance on the appropriate DMH reporting template to the DMH program contact no later than November 1, February 1, May 1, and August 1. DMH program contacts and reporting templates can be found in the Provider section of the DHS website.

Performance Measures

  1. Percentage of individuals for whom registration is submitted in accordance with Provider Manual requirements
  2. Number of individuals served in DMH Eligibility Group 1
  3. Percentage of individuals for whom claims for nights of care are reported
  4. Percentage of available capacity used for this level of care as reported via claims submissions and monthly capacity reports
  5. Level of Care Utilization System (LOCUS) is administered to individuals according to the requirements in the DHS/DMH provider manual
  6. Percentage of individuals receiving Rule 132 services
  7. For the purpose of reporting, claims and monthly reporting should reflect individuals in this level of care at 11:59 pm.

Performance Standards

  1. 100% of individuals are registered in accordance with Provider Manual requirements
  2. 100% of individuals served are in DMH Eligibility Group 1
  3. 100% of claims for nights of care are submitted in accordance with DHS/DMH requirements
  4. At least 85% of the available capacity for this level of care is utilized in each quarter
  5. 100% of individuals have LOCUS scores meeting residential level of care need or have a transition plan in place
  6. 100% of individuals will be receiving Rule 132 services according to their individually assessed and planned needs.*

*Post payment reviews will confirm Rule 132 and other services were provided according to individually assessed and planned needs.

B. Funding Information

DHS/DMH anticipates awarding approximately $217,700 in General Revenue Funds.

Projected number of Awards: 1

Proposed period of performance: 3 months

Proposed Project Term: Mid March, 2018 through June 30, 2018

Funding Instrument: Grant

DHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.

The release of this NOFO does not obligate the DHS/DMH to make an award.


This program is a 3 month contract with 2, one-year renewal options. Renewals are at the discretion of the DHS/DMH and are contingent on the meeting the following criteria:

  1. Applicant has performed satisfactorily during the past six months;
  2. All required reports have been submitted on time, unless a written exception has been provided by the Division; and
  3. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)

C. Eligibility Information

This funding opportunity is available to any DMH Medicaid certified, Accredited agency. The Supervised Residential setting must serve 100% Williams Class Members, who meet medical necessity for this level of care. The site should have capacity to accommodate between 10 and 12 individuals, mix gender, preferably. The site must be physically located within the boundaries of city of Chicago, preferably but not limited to near west, north and south loop. The Residential site must be in a building that is agency owned/operated or leased and all beds are contained under a common roof. These beds are to build additional capacity and are not to supplant existing Supervised Residential beds. The Supervised Residential site's bedrooms must have floor capacity to accommodate two adults. Applicant must document a sufficient staffing mix to maintain a 24 hour/365 days operation.

Eligible Applicants

The funding opportunity is not limited to those who currently have a Division of Mental Health contract or an award from the Department of Human Services; however, applicants must be:

  1. Certified under 59 Ill. Admin. Code 132;
  2. Enrolled with the Department of Healthcare and Family Services;
  3. In good-standing with the Illinois Secretary of State, if applicable;
  4. Not on the Federal Excluded Parties List;
  5. Not on the Illinois Stop Payment list;
  6. Not on the Department of Healthcare and Family Services Provider Sanctions List.
  7. Complete a Fiscal and Administrative Risk Assessment
  8. Complete a Programmatic Risk Assessment (PRA) for each competitive program. 
  9. Applicants must register and access both the Illinois Department of Human Services Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV).

Cost Sharing or Matching: Cost sharing, matching or cost participation is not a requirement of an application in response to this funding announcement.

D. Application and Submission Information

DHS/DMH anticipates that the term of the agreement resulting from this NOFO will be March, 2018, continuing through June 30, 2018 and will require the mutual consent of both parties, be dependent upon the Grantee's performance and adherence to program requirements and the availability of funds.

DHS/DMH may withdraw this Notice of Funding at any time prior to the actual time a fully executed agreement is filed with the State of Illinois Comptroller's Office.

If it becomes necessary or appropriate for DHS/DMH to change any part of this NOFO, a modification to the NOFO will be available from the DHS website. In case of such an unforeseen event, DHS/DMH will issue detailed instructions on how to proceed.

Submission Requirements

All proposals shall include the following mandatory forms/attachments in the order identified below:

  1. Uniform State Grant Application
    1. Page 1 has been completed by DHS/DMH.
    2. Page 2 requires Congressional and Legislative Districts: Applicant must provide the Congressional District (by number), available at the following web site: http://www.house.gov/and the Illinois House and Senate Legislative Districts (by number), available on the Illinois General Assembly web site at http://www.ilga.gov/
    3. Page 3 must be signed and dated. The scanned signature and date will be acceptable when the documents are pdf'd into one document and emailed.
  2. Proposal Content (Scored as indicated)

    Applicants shall submit a proposal that contains the information outlined below.

    1. Executive Summary - 10 points

      Clearly identify the service to be offered and provide a thorough descriptive explanation of how the funds will be used that fully covers the relevant service being proposed.

      Address the need for mental health programming for the community and target population.

      Describe the target population and include the number of consumers the program will serve with these funds during the fiscal year of operation.

      Describe the population to be served with these funds. Include region, municipality, county or statewide locations.

      If applicable, describe past performance for fiscal years 2017 and 2018.

    2. Organizational Qualifications/Organizational Capacity - 10 points

      Describe organizational history, milestones, mission, and major accomplishments

      Provide a brief description of current main programs and total number of clients served in each program

      Geographic area served - Two sites must be located in the city of Chicago.  One site must be located in reasonable geographical proximity to the cities of Decatur and Peoria.

      Evaluation and monitoring (a brief description of how the organization will evaluate whether it has achieved all of the measurable objectives contained in the proposed project including program sustainability activities with performance measures and standards.)

      Organizational readiness and capacity for service delivery. Include any identified training needs and any linkages that are already in place with other service providers.

      Evidence that the applicant is experienced and capable of carrying out the proposed program. Include experience in and/or capacity in the relevant service being proposed.

      Evidence of staff qualifications. If training is needed, describe what those training needs are, as well as the agency's plan to ensure that all staff receives needed training prior to the commencement of service delivery. Describe procedures to ensure program staff is capable and sensitive to working with the intended target population.

    3. Description of Program Services - 10 points

      Provide a general description of the program service approach, including how deliverables will be addressed, a description of how integrated/coordinated services and or supports will be utilized.

      Describe any evidence-based practices that your organization will use in the delivery of this program services and describe how the fidelity of these practices is documented.

      State the unduplicated number of patients that you propose to serve in this program in FY 2018. State the total funds being requested and the estimated average cost per patient during this funding period.

      Describe how the provider will procure or identify property to convert to the Supervised Residential site.

      Describe the time frame, if applicable, for possession to of said property to occur and the contractual terms of the agreement.

    4. Data Collection, Evaluation and Reporting - 10 points

      To ensure accountability at all levels of service provision, IDHS is implementing the practice of performance-based contracting with its Grantee agencies. The articulation and achievement of measurable outcomes help to ensure that we are carrying out the most effective programming possible. At a minimum, Grantees will be expected to collect and report data indicators and measures as described in this NOFO. The applicant agency must address the following items in regard to performance data collection and reporting.

      Describe process of how agency actively manages resources to meet, and demonstrate accountability for, program outcomes.

      Describe your experience with in the collection and reporting of program service and performance data. Include mention of your organization's record of submitting data that is required as part of your IDHS/DMH contract.

      Describe your organizational procedures for collection, maintenance and reporting of client demographic and service data, including your ability to track and fully utilize available DMH funding.

      Describe your capacity to summarize, report and use data for program planning, improvement, revision or elimination.

      Describe how you have shared information (measures and results) with community stakeholders, institutions, and community representatives for planning and evaluation purposes.

    5. Resource Availability - 10 points

      Describe what resources and other knowledge, skill and abilities in addition to those specific to the duration of the funding cycle the applicant possesses or will budget for in order to support the objective of this program. These may include, but not limited to the availability of space like meeting rooms, space to carry out this program, etc.

    6. Attachments to Your document
      1. Linkage Agreements (if applicable)
      2. Approved NICRA
  3. A Budget and Budget Narrative needs to be completed in the CSA tracking database. The Budget is not scored. The budget narrative should describe how the specified resources and personnel have been allocated for the services and activities described in the project plan. The Budget should be prepared to reflect a 5 month budget period (February 1, 2018 through June 30, 2018). Grantee reimbursements under this award will be monthly payments.
  4. To be considered, proposals must be in the possession of the Department of Human Services, Division of Mental Health staff at the specified location and by the designated date and time listed above. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the email address listed above.
  5. Proposals that are faxed, hand-written and/or late will not be accepted and will be immediately disqualified.
  6. The Department is under no obligation to review applications that do not comply with the above requirements. There will be no exceptions.
  7. The required documents must be scanned into 1 document and emailed as a complete package to: DHS.GrantApp@illinois.gov

    Specifically, the subject line of the email must be: Your Organization's Name, 18-444-22-1202-02, Shanna Frank

Content and Form of Application Submission

Proposal Format

Applicants should adhere to the following guidelines when preparing proposals:

  1. Applicants should submit one complete proposal per service area and target population for consideration.
  2. All documents in the proposal should have the following page layout: 8.5 inch by 11 inch pages with one-inch margins.
  3. All documents in the proposal must be in a 12 point font.
  4. The entire proposal must be sequentially page numbered (hand-written page numbers are acceptable) and the proposal should not exceed 10 pages.
  5. Not adhering to these guidelines for proposal submission constitutes grounds for proposal disqualification. The Department is under no obligation to review applications that do not comply with the above requirements.

E. Application Review Information

Review and Selection Process

Proposals will be reviewed by a team of DHS/DMH staff familiar with the requirements of the program for merit review. Review members will have no conflicts of interest and will initially read and evaluate proposals independently using evaluation criteria based on need, capacity, quality and other criteria such as societal and economic impact, cost effectiveness, sustainability and grant-specific criteria.

  1. Need: Identification of stakeholders, facts and evidence that demonstrate the project plan supports the grant program purpose.
  2. Capacity: The agency's ability to deliver its mission effectively now and in the future and execute the grant project according to project requirements.
  3. Quality: The totality of features and characteristics of a service, project or product that indicated its ability to satisfy the requirements of the grant program.
  4. Other Criteria:  Societal and Economic Impact; cost effectiveness; Sustainability

DHS/DMH may need to contact an applicant to clarify amount or proposal. The applicant may not be allowed to materially change the amount or proposal in response to the request for clarification.

DHS/DMH reserves the right to consider factors other than the final score in determining final grant recommendations. Such factors may include, but not limited to geographic service area, past performance or degree of need for services.

If DHS/DMH receives multiple applications to cover the same service area, target population and type of services, the application with the highest score will be considered for funding. IDHS may contact applicants to obtain clarification regarding the designated service area prior to making any awards.

Award Procedure

  1. Funding is not guaranteed. All applicants must demonstrate that they meet all requirements under this NOFO. Applications that fail to meet the criteria described in "Eligible Applicants" as identified in Section C "Eligibility Information" will not be scored and will not be considered for funding.
  2. Scoring

    Executive Summary 10 points
    Organizational Qualifications/Capacity  10 points
    Description of Program Services  10 points
    Data Collection, Evaluation, Reporting  10 points
    Resource Availability 10 points
    TOTAL 50 points

  3. The Department reserves the right to negotiate with successful applicants to cover un-served areas that may result from this process or modify the overall budget request to meet the funding availability.
  4. Prior to making an award, DHS is required to review the evaluation risk criteria based considerations of the applicant: (1) financial stability; (2) quality of management systems and ability to meet management standards; (3) history of performance in managing state/federal awards; (4) reports and findings.

Merit-Based Evaluation Appeal Process

  1. Competitive program grant appeals are limited to the merit-based evaluation process only. Evaluation scores may not be protested; only the evaluation process is subject to appeal.
  2. Appeals Review Officer - DHS or designee may appoint one or more Appeal Review Officers (ARO) to consider the grant-related appeals and make a recommendation to DHS or designee for resolution.
  3. Submission of Appeal
    1. An appeal must be submitted in writing to IDHS/DMH.
    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;
      3. A statement of reasons for the appeal.
  4. Response to Appeal
    1. DHS/DMH will acknowledge receipt of an appeal within 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 IDHS within the time period set in the request.
  5. Stay of Grant Agreement/Contract Execution
    1. When an appeal is received, the execution of the grant agreement/contract shall be stayed until the appeal is resolved or;
    2. DHS or designee determines the needs of the State require moving forward with the grant execution;
    3. The State need determination and rationale shall be documented in writing.
  6. Resolution
    1. DHS/DMH 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, DMH 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.  The determination shall include, but not be limited to:
      1. Review of the appeal;
      2. Appeal determination; and
      3. Rationale for the determination
  7. Effect of Judicial Proceedings - If an action concerning the appeal has commenced in a court or administrative body, DHS or designee may defer resolution of the appeal pending the judicial or administrative determination.

F. Award Administration Information

Administrative and National Policy Requirements

All successful applicants for all DHS grant and cooperative agreements are required to comply with DHS Standard Terms and Conditions. The applicable DHS Standard Terms and Conditions will be those in effect at the time in which the award was made.

State Award Notices

Following the selection of a grantee, a Notice of State Award (NOSA) will be issued via email to the Authorized Representatives registered in the Grantee Portal. A NOSA is not authorization to begin performance.

Unsuccessful applicants will also be notified via email.

Administrative and National Policy Requirements

The NOSA will be distributed by the DHS/MH prior to the issuance of the Uniform Grant Agreement. Before accepting the NOSA, 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.

The legal agreement between DHS/DMH and the successful applicant(s) will be the standard DHS Uniform Grant Agreement. If selected for funding, the applicant will be provided a DHS grant agreement for signature and return. A sample of the agreement may be found at www.dhs.state.il.us

Post Assistance Requirements

Post Assistance Requirements shall be incorporated by reference to the FY 2018 Grant Agreement

  1. Maintenance and Accessibility of Records; Monitoring;
  2. Financial Reporting Requirements;
  3. Performance Reporting Requirements;
  4. Audit Requirements

G. State Awarding Agency Contact(s)

DHS/DMH encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. Frequently asked "Questions and Answers" will be posted to the DHS website and updated periodically.

Notice of Funding Opportunity Contact

Shanna Frank

Email: shanna.frank@illinois.gov

Indirect Cost Contact

Rhonda Mitchell, CPA

Email: rhonda.mitchell@illinois.gov

H. Other Information, if applicable

DHS/DMH reserves the right to request additional information that could assist with its award decision. Applicants are expected to provide the additional information within a reasonable period of time. Failure to provide the information could result in the rejection of the proposal.

The release of this Notice of Funding Opportunity does not compel DHS/DMH to make an award.

This funding opportunity is considered a new application.

Useful websites

Grant Accountability and Transparency Act website:

Illinois Grant Accountability and Transparency Act (GATA) (30ILCS 708/)

Illinois Administrative Code Part 7000 - Grant Accountability and Transparency Act (44 Ill. Adm. Code Part 7000) ftp://www.ilga.gov/JCAR/AdminCode/044/04407000sections.html

Uniform Administrative Requirements, Cost Principles and Audit Requirements (2 CFR 200)

OMB Uniform Guidance