Redeploy Illinois (18-444-80-0714-01) Frequently Asked Questions

Questions and Answers for the Redeploy Illinois Notice of Funding Opportunity (RI NoFO)

4/26/2017

  1. Subcontractors are requested to complete the uniform budget template and worksheet, provide a W-9 and an approved NICRA, if charging indirect costs. Is an independent contractor considered a subcontractor? Several training consultants are individuals that charge a flat rate that is inclusive of their time, travel and curriculum materials. As such, there is really no budget for them to prepare. Does this also apply to an organization that simply charges a flat fee for its services?
    From the GATA Budget Instructions Manual in CSA - located under the Help tab
    (link: Training Manual)
    • A Subaward is an award provided by your organization to a subrecipient for the subrecipient to carry out part of this project, including a portion of the scope of work or objectives. It does not include payments to a contractor or payments to an individual that is a beneficiary the program.
    • A Contract is a legal instrument by which your organization purchases property or services needed to carry out the project or program under this award.
    • A checklist is available on the GATA website in this regard (link: Checklist). Please remember than in using such a document the word 'federal' would need replaced with the word 'state' in each instance - so when it says "federal award" we would read it as "state award, and so on).
    • Also, the following may help in a more simple sense.
      • Professional services can be defined as unique, technical, and/or infrequent functions performed by an independent contractor/vendor qualified by education, experience, and/or technical ability to provide services.
      • In most cases, these services are of a specific project nature, and are not a continuing, ongoing responsibility of the institution.
      • The services rendered are predominately intellectual in character, even though the contractor may not be required to be licensed.
    • Subcontractor vs. Vendor
      An Organization is considered to be a sub-recipient of an award (or subcontractor) when it:
      • Determines who is eligible to receive financial assistance;
      • Has its performance measured against whether the objectives of the program are met;
      • Has responsibility for programmatic decision-making;
      • Has responsibility for adherence to applicable program compliance requirements;
      • Uses the funds to carry out a program of the organization as compared to providing goods
    • In contrast, an Organization is considered a vendor when it:
      • Provides goods and services within normal business operations;
      • Provides similar goods and services to many different purchasers;
      • Operates in a competitive environment;
      • Provides goods or services that are ancillary to the operation of the program;
      • Is not subject to compliance requirements of the program.
  2. I'm experiencing errors when entering the FY18 budget into the new CSA system. Can I submit a paper copy of our budget with our application instead of entering into CSA system?
    Many Providers entered their budgets without any issues in CSA, however some Providers experienced various problems with the system. As of today (4/26/17), the budget issues have been corrected. Providers will need to submit all other required documents prior to due date along with submitting a paper version of the budget (in excel or pdf) with their budget application. Once the Provider has been selected to be a recipient of the funding, a budget MUST be entered in the CSA system.
  3. I can't find the 3-page required Uniform Grant Application form. Can someone please send me the form?
    The link to the form is Uniform Grant Application (remember each offering will have a unique CSFA Title and number). All Community and Positive Youth Development grants can be searched at the following link: DHS: Family and Community Services Grant Information - for FY2018.
    5/1/2017
  4. Does the GATA Budget Template have anything to do with what I need to send to DHS? I understand I need to complete, but I'm not positive if I need to include when I complete the file transfer.
    The proposed budget needs to be completed in the CSA system. Once it is completed and signed off on it can be submitted and printed. You will then include that copy of your CSA budget with your application as directed. The PDF version of the budget forms was included with the funding notice so that applicants could work on their budgets while the budget section of the CSA system was being finalized. It would have served as a back-up had the CSA system not been completed timely. In short, you only need to complete, submit and print from CSA and then include with your application.
    5/2/17
  5. For the section that talks about local DHS office coordination, I was trying to make it clear in this application that we would not be opposed to expanding employment opportunities. However, due to the way our officers conduct background checks and the fact that our clients all have criminal history, hiring them would be a little difficult.
    This is referring to your agency, (the DHS grant recipient) coordinating job openings/announcements with your local DHS Office(s) and subsequently considering for employment any eligible candidates. It does not require your agency to specifically hire specific individuals, it simply asks for your agency to share the vacancies with the Local Office(s) (coordinate) and consider eligible applicants for employment.
  6. In the juvenile redeployed matrix, we decided to decrease the number of program capacity/enrollments because it will take some time to get the program start again. Hiring new staff and trainings would probably take up the first few months. Is this alright?
    Yes, this would be acceptable. Please note, that the budget amount requested must be justified. In other words, if you are requesting to serve fewer kids than previously, your budget should also be less. It is also important to note that you will still be expected to meet your reduction requirement.
  7. If I include the chart of performance measures with goals, objectives, performance indicators, outcomes, and agency responsibility, would this take away from our page count under the maintenance activities section of our grant? The chart is 5 pages, but I can take that out if I need to do so. Section D. 6(c) indicates that we should include additional information that we would like the oversight board to consider as annual ID JJ reduction targets are negotiated. This chart actually helps to show everything we will be tracking, but the chart itself is five pages. The chart, if included as an attachment will not count towards your page limit total. However, you must provide a summary of the attachment and reference it in the narrative portion of your application that does count toward the page limits.
  8. In terms of GATA indirect cost rate, does Macon county need to have an indirect cost rate for this grant? The reason for this question is because we are not allowed to use admin or salaries of probation officers in this grant, so how or where should we apply any kind of indirect cost rate? My understanding is that salaries could be used as matches which means almost 32,000 of this grant would need to used as a match in addition to the 319,029 that we are already asking. What is the best way to apply and indirect cost rate for a county agency, or do we even need to do this at all?
    An indirect cost rate is not required. You can choose not to claim indirect costs. However, you are still required to make that selection with CROWE-CARS as directed.