18-444-80-1444 Community Youth Employment Program (CYEP)

Summary Information

1. Awarding Agency Name: Department of Human Services
2. Agency Contact: Karrie Rueter, Associate Director
3. Announcement Type: Initial announcement
4. Type of Assistance Instrument: Grant
5. Funding Opportunity Number: 18-444-80-1444-01
6. Funding Opportunity Title: Community Youth Employment Program
7. CSFA Number: 444-80-1444
8. CSFA Popular Name: Community Youth Employment Program (CYEP)
9. CFDA Number(s):
10. Anticipated Number of Awards: 40
11. Estimated Total Program Funding: Total amount of program funding available for award(s) $11,250,000
12. Award Range Not applicable
13. Source of Funding: State
14. Cost Sharing or Matching Requirement: No
15. Indirect Costs Allowed Yes
Restrictions on Indirect Costs Yes
If yes, provide the citation governing the restriction: Maximum Indirect Cost Rate is 15% as
the Department uses these funds as TANF MOE
16. Posted Date: September 22, 2017
17.Application Range: Posting date through October 20, 2017 at 12:00pm
18. Technical Assistance Session: Session Offered: Yes
Session Mandatory: No
Specify date and time:  October 2nd 2:00pm and October 3rd 10:00am
CYEP Bidders Conference Link
  1.  Program Description
    The Community Youth Employment Program (CYEP) is a year round grant opportunity that requires a holistic approach to unsubsidized employment for transition-age youth (16-24). This approach will account for the youth's physical, emotional, social, and mental health needs while helping them to secure and sustain employment and/or achieve higher education ensuring a greater likelihood of success and self-sufficiency. In an effort to foster healthy, safe, well-educated, and self-sufficient transition-age youth in Illinois, the Department of Human Services (DHS) is making this year round grant opportunity available to provide eligible youth with educational enhancement opportunities, full and part-time job placements, and case management services to include life skills, counseling and work readiness for both in-school and out-of-school youth.
    Creating a path forward for transition-aged youth requires a holistic approach that considers all aspects of the youth's realities and needs including both employment and education. For youth to successfully connect into the employment and education world there needs to be access to support that is comprehensive and coordinated including addressing an array of basic needs such as housing, healthcare, childcare, transportation, legal support, and connection to the community.
    Services must also be developmentally appropriate and tailored to address the unique needs of the youth. Research on adolescent brain development finds that executive functioning and self-regulation skills are not fully developed until youth are in their mid-twenties. These are the critical skills that enable us to plan, focus attention, remember instructions, and juggle multiple tasks successfully. The brain needs this skill set to filter distractions, prioritize tasks, set and achieve goals, and control impulses. CYEP program models must consider these facts when designing how youth will be served in their programs. These youth have unique strengths and challenges that must be embraced as part of their preparation for education and employment opportunities. A developmentally appropriate approach will help to build the protective factors that foster resiliency and increase long-term success.
    Once the right services and support are in place, it is essential that youth are placed in long-term employment opportunities that meet their developmental skill level and put them on a path to improved education and economic self-sufficiency.
    1. Employment Placements
      The applicant should determine the targeted population (in-school or out of school youth ages 16-24) that will be served through this year round grant and design the program in accordance with the information outlined below:
      1. Part-Time Employment for In-School Youth (ages 16-24)
        Projects targeting in-school youth will provide part-time employment opportunities or full-time employment opportunities for youth during times when the youth is out of school. Eligible youth will be placed in age-appropriate, ability-appropriate, and experience-appropriate employment linked to one of the sixteen career clusters identified below. The objective for in-school youth served is sustained, unsubsidized part-time employment. This may be accomplished by directly placing and supporting youth in unsubsidized employment, or through an agreement with the employer to partially subsidize the youth's wage for a period not to exceed 3 months (13 weeks). In-School youth are those youth actively pursuing their high school diploma or GED, or those enrolled in post-secondary education at least half-time.
      2. Full-Time Employment for Out-of-School Youth (ages 16-24)
        Projects targeting out-of-school youth will provide full-time employment opportunities. Eligible youth will be placed in age-appropriate, ability-appropriate, and experience-appropriate employment linked to one of the sixteen career clusters identified below. The objective for out-of-school youth served is sustained, unsubsidized full-time employment. This may be accomplished by directly placing and supporting youth in unsubsidized employment, or through an agreement with the employer to partially subsidize the youth's wage for a period not to exceed 3 months (13 weeks). Out-of-School youth are those youth that have already acquired their high school diploma or GED.
        NOTE: Out-of-school youth that are not actively engaged in pursuing their high school diploma or GED may still be eligible for the program. These youth must actively re-engage in the pursuit of their Diploma or GED.
        16 Targeted Industries and Careers: All educational enrichment and work readiness projects must be aligned with the career clusters or groups of occupations and industries that have in common a set of foundational knowledge and skills. There are 16 nationally recognized clusters including:
        • Agricultural, Food & Natural Resources
        • Architecture & Construction;
        • Arts;
        • Audio/Video Technology & Communications;
        • Business Management & Administration;
        • Education & Training;
        • Finance;
        • Government & Public Administration;
        • Health Science;
        • Hospitality & Tourism;
        • Human Services;
        • Information Technology;
        • Law, Public Safety, Corrections & Security;
        • Manufacturing;
        • Marketing;
        • Science, Technology, Engineering, & Mathematics; and
        • Transportation, Distribution, & Logistics.
    2. Eligible Youth Participants
      The target population for this yearlong grant to be served through this grant will be in-school youth ages 16-24, or out of school youth ages 16-24 who are served in or meet one or more of the following:
      1. National School Lunch Program / Free & Reduced Lunch Program
      2. Supplemental Nutrition Assistance Program (SNAP)
      3. Temporary Assistance for Needy Families (TANF)
      4. Other risk factors:
        • At risk of involvement or further involvement in the criminal or juvenile justice system, including ex-offenders
        • At risk of involvement in the child welfare system
        • At risk of education failure (includes risk due to social conditions)
        • Education failure (Dropped Out, Expelled, etc., no GED)
        • Youth with no work experience
        • Youth with a history of employment failure
        • Homeless youth
        • Youth with a disability
        • Family income does not exceed 185% of the Federal Poverty Level (FPL
          Participants must include documentation to support the above eligibility requirements as well as the following:
        • Illinois residency
        • Completion of an I9 Form: http://www.uscis.gov/files/form/i-9.pdf
          In-School youth are those youth actively pursuing their high school diploma or GED or are enrolled at least half-time in post-secondary education. Out-of-School youth are those youth that have already acquired their high school diploma or GED. NOTE: Out-of-school youth that are not actively engaged in pursuing their high school diploma or GED may still be eligible for the program. These youth must actively re-engage in the pursuit of their Diploma or GED.
    3. Program Requirements
      All projects funded under the CYEP program must also provide case management, supportive services, work readiness skills training, and college and career planning including career education that is focused on Illinois' targeted industries and career clusters.
      1. Project Commitments
        Community Youth Employment applicants agree to meet all program requirements including requirements to:
        1. Operate a year round project to address social-emotional, career, and educational needs of youth while providing the necessary supports for success in these areas.
        2. All youth must register in Illinois workNet or other data system as directed by the Department.
        3. Provide work readiness activities/opportunities for youth.
        4. In school youth will be targeted for minimum part-time employment while out of school youth will be targeted for full time employment or education and part-time employment.
        5. Provide employment placements for all enrolled youth.
        6. Have administrative and fiscal capacity to administer the program according to the Department's requirements.
        7. Conduct outreach to identify eligible youth participants and partner with local organizations for referrals to the program.
        8. Establish proper eligibility documentation for each youth participant including a signed I9 prior to placing in employment. A file that includes the eligibility documentation must be maintained for each youth participant.
        9. Ensure that the youth targeted and served are reflective of the service area and the need presented. In the presence of gender, ethnic and/or racial disparity, the program must work to reduce that disparity.
        10. Ensure standardized youth assessments are completed as necessary to inform case plan. In addition to required work-readiness assessments such as the NOCTI 21st Century Skills Assessment, other tools should be used to assess life skills, risk factors, and other potential barriers to employment. Many assessments may be available at no cost through the Illinois workNet or DHS.
        11. Develop an individualized case plan for the youth that will consider at a minimum the following:
          1. Current educational needs
          2. Short and Long term Career Educational planning
          3. Employment readiness and capacity
          4. Short & long term Career Employment planning
          5. Barriers to education & employment
          6. Housing Barriers
          7. Life Skills needs (age appropriate) based on an assessment - to include:

Daily Living 

  • Food/Nutrition
  • Home Cleanliness
  • Home Safety
  • Home Repairs
  • Computer Basics
  • Permanency

Housing & Money Management 

  • Budgeting/Spending
  • Banking/Credit
  • Housing
  • Transportation

Self Care

  • Health
  • Personal Benefits
  • Personal Hygiene
  • Personal Safety
  • Sexuality

Work & Study Life

Personal Development

Study Skills

Time Management

Employment

Legal

Income Tax

Relationships & Communications

  • Personal Development
  • Developing Relationships
  • Communication
  • Cultural Competency
  • Domestic Violence
  • Legal Permanency

Permanent Connections 

  • Conflict resolution/anger management skills
  • Decision making skills
  • Mental health, substance use and trauma concerns
  • Family stability & family responsibilities
  • Personal safety and health
      1. Document case plan activities and results in the youth's file and on the Illinois workNet.
      2. Provide educational enrichment, work readiness, and career education components to all youth.
      3. Recruit employers prepared to offer long-term employment opportunities.
      4. Ensure employers provide an adequate level of supervision and a quality work opportunity related to sixteen career clusters.
      5. A file must be maintained for each worksite and must include among other items, the signed worksite agreement for the worksite location and copies of any participant employment termination forms (see Appendix K).
      6. Perform background checks on any individual that may have an opportunity to be alone with the youth. This will include program staff, mentors, job coaches, etc. A file that includes the results of the background checks and subsequent determination must be maintained for each individual. Youth should not be placed at a jobsite if the employer does not have an adequate policy for conducting background checks and cannot provide such assurances.
      7. Provide supportive services to facilitate a positive attendance record.
      8. Provide supportive services to ensure youth receive a diploma / GED.
      9. Employers will document youth attendance through time sheets.
      10. Provide oversight of the program through the monitoring of employment and the continuous assessment of program activities and outcomes.
      11. Provide timely reports as required or requested.
      12. Track and report all required data elements on the timeline dictated by the Department.
      13. Meet minimum performance measures/standards.
      14. Ensure representation at mandatory program meetings and trainings convened by or on behalf of the Department.
      15. Receive consultation and technical assistance from authorized Department representatives. The provider and collaborating partners will be required to be in attendance at site visits as required by Department staff.
      16. Establish and maintain cooperative relationship with local DHS Family & Community Resource Center (FCRC) offices in the service area to ensure eligible youth referred by FCRCs are enrolled in the program. Non-FCRC referred youth 18 and older are encouraged to apply through ABE to determine potential benefit eligibility. Successful applicants will maintain a collaborative working relationship with the local DHS FCRCs. This will include outreach to FCRCs to develop awareness of the Community Youth Employment Program, recruit potential participants, and regularly participating in local FCRCs' service provider meetings as requested. Additionally, successful applicants will be required to communicate agency job openings to the local FCRCs. This is not a requirement to hire, simply to share vacancy announcements. Successful applicants will be required to report
        1. Number of DHS Family & Community Resource Center (FCRC) Service Provider meetings attended.
          • Minimum of 2 DHS Family & Community Resource Center (FCRC) Service Provider meetings attended
        2. Number of provider agency job vacancy announcements shared with local FCRC.
          • Provider agency must supply evidence that one or more job vacancy announcements were shared with local FCRC.
    1. Case Management: The implementation of an individualized, assessment based case plan that incorporates learning and employment goals as well as goals to address social-emotional barriers to successful and sustained career education & employment.
    2. Supportive Services: Supportive services may include transportation assistance, day care expenses, work clothes, tools and supplies, or other items that are required for youth to participate in the program. Applicants must submit documentation on how the youth will be assessed for supportive services and the internal controls that will ensure the accountability and appropriate expenditure of grant funds.
    3. Work Readiness Training: All projects must provide training on the work readiness skills needed for employment using the Illinois workNet portal www.illinoisworknet.com or other data system as directed by the Department. In addition; work readiness activities may also include hands-on experience aligned with the identified Career Clusters. Note that a subsidized wage may not be paid using CYEP grant funds for work readiness training that occurs prior to actual employment.
    4. Illinois workNet: All youth applications must be entered in Illinois workNet or other data system as directed by the Department. Once the client has completed an application in Illinois workNet, the case manager will verify eligibility. If eligibility is determined, print the application, have the participant and case manager sign it and maintain it along with the eligibility documentation in the client's file.
      The following tools available through the Illinois workNet will be required for all participants:
      • NOCTI 21st Century Skills Assessment
      • Career Cluster Inventory
      • Employment 101 Curriculum
        • Pre-assessment
        • Educational Activities
        • Post-assessment
      • Individualized Services, Training, and Employment Plan (ISTEP) - In collaboration with individual youth participants, providers will utilize assessment data to develop a comprehensive college and career plan that will address each participant's short term and long term goals for employoment. The provider will use ISTEP to document the following:
        • prior work history
        • prior education, training, and credentials
        • realistic immediate and long-term education and employment goals
        • immediate and long-term steps necessary to achieve education and employment goals.
        • immediate and long-term barriers to achieving education and employment goals.
        • resources and strategies available to help overcome barriers to achieving education and employment goals.
        • plan for maintaining independent sustainable progress toward achieving employment goals after transitioning out of the Community Youth Employment Program
    5. Career Education/Illinois Pathways: Career education includes training that expands the student's understanding and awareness of career clusters and pathways. Projects will be tied to the courses, work-based learning activities, and credentials/assessments outlined in the Illinois pathways initiative. The objective of these strategies is to provide youth with a structured pathway related to their academic or career interests, as well as resources to fully engage students in their learning and enable them to successfully transition into postsecondary education programs and the workforce.
    6. Targeted Industries and Careers: All educational enrichment and work readiness activities must be aligned with the career clusters or groups of occupations and industries that have in common a set of foundational knowledge and skills. There are 16 nationally recognized clusters including:
      • Agricultural, Food & Natural Resources
      • Architecture & Construction;
      • Arts;
      • Audio/Video Technology & Communications;
      • Business Management & Administration;
      • Education & Training;
      • Finance;
      • Government & Public Administration;
      • Health Science;
      • Hospitality & Tourism;
      • Human Services;
      • Information Technology;
      • Law, Public Safety, Corrections & Security;
      • Manufacturing;
      • Marketing;
      • Science, Technology, Engineering, & Mathematics; and
      • Transportation, Distribution, & Logistics.
    7. Employer Agreements
      All youth employment opportunities must have signed Employer agreements:
      • Each agreement must contain, at a minimum, the following items for each worksite included in the agreement:
        • Worksite contact and mailing information;
        • Detailed information on the worksite such as location, working days and hours, activities, job titles, job descriptions, and number of positions under each;
        • Worksite supervisor information;
        • Background check policies and assurances;
        • A detailed set of mutual terms, conditions, promises, and payments that the grantee and contractor have agreed upon;
        • When the employment is fully or partially subsidized, the written agreement must delineate the conditions and terms of successful probationary employment, thereby ensuring that when these terms &
          conditions are met, the youth's employment will continue under the employer unsubsidized;
        • A listing of participants for each worksite along with their projected start.
        • Commitment on the part of the employer to provide long term employment opportunities and not just subsidized employment;
        • Commitment on the part of the employer to provide weekly documentation (including signed timesheets) to the provider to verify hours worked etc. for each youth employed along with other attendance information and concerns;
        • Commitment on the part of the employer to complete the Illinois workNet Worksite Evaluation for each participant after either two months of employment or termination of employment
        • Commitment on the part of the employer to provide employment verification and status information for program youth to the provider at 3 months, 6 months and 9 months following the youth's completion of the program.
        • Commitment on the part of the employer to complete employment termination report (see Appendix K) if participant employment ends within 9 months of hire date.
      • Grantees must ensure that worksites for youth adhere to current workplace safety guidelines.
      • Grantees must ensure that worksites for youth adhere to applicable federal/state wage, labor, and workers compensation laws.
    8. Background Checks
      The applicant must ensure background checks are completed for any staff or volunteer that may come into contact with a minor youth AND for all staff involved in direct service provision for any program youth. The policy should include procedures for interpreting and making employment decisions based on the results. All supervisors of youth at worksites subsidized under this program must pass a background check conducted prior to being allowed to supervise any youth. Background checks are an allowable expense as a condition of employment for program staff.
    9. Job Placements
      1. The primary objective is to place youth in actual long-term unsubsidized employment. This grant and the subsidies it provides are not intended to create jobs. Since the subsidy is temporary and the expectation is that youth job placements will be long term, it is essential that any job placements are not dependent on the subsidy.
        When the youth's wage is being temporarily subsidized by the grant, the provider may assume the role of employer of record for the employed youth and process a payroll request every two weeks during this subsidized period if this is formally agreed to in writing by both the employer and provider and the job meets all of the following criteria:
        1. The job being subsidized is an actual full or part-time job.
        2. The position is at an official job site of the employer.
        3. The position is a formal position, with a corresponding job description, within the employer organization.
        4. The youth's wage is at least minimum wage.
        5. The subsidy does not exceed minimum wage.
        6. The youth's immediate supervisor is employed by the employer and not the provider.
        7. If applicable, the written agreement between the provider and the employer will detail the transition of "employer of record" to the employer immediately following the subsidized period of employment.
        8. The written agreement further delineates the conditions and terms of successful probationary employment, thereby ensuring that when these terms & conditions are met, the youth's employment will continue under the employer alone.
      2. Youth CYEP participants may be employed directly by the Grantee under the following conditions:
        1. The job being subsidized is an actual full or part-time job that is anticipated to extend beyond the grant period.
        2. The position is a formal position, with a corresponding job description, within the Grantee's organization.
        3. The youth's wage is at least minimum wage.
        4. The youth's wage is not subsidized by CYEP funds.
        5. The youth should continue to receive other services required by the grant program.
    10. Youth Payroll & Timesheets:
      The Grantee must submit payroll documentation to the Department using Illinois workNet, or other data system as directed by the Department, including hourly wage and the employer's FICA and workers compensation that is attributed to the participant. Standardized employer timesheets must be used. The Grantee must maintain the signed timesheet to support the grant expenditures for each participant. Timesheets will be reviewed onsite by DHS and may need to be electronically submitted to the Department as directed.
      When recording payroll information in the Illinois workNet, the grantee will be required to document the applicable minimum wage and ensure that the youth's hourly wage is not less than the applicable minimum wage and that the subsidized portion, if any, is not more than the applicable minimum wage.
    11. Reporting:
      The Grantee's financial management system shall be structured to provide for accurate, current and complete disclosure of the financial results of the Project funded under this grant program. The general ledger must support costs and revenue reported to the Department and must allow tracing of funds to a level of expenditure adequate to insure funds have been expended appropriately.
      Grantees are required to submit reports to DHS as prescribed by the Department. Grantees submittal of required reports allows DHS to monitor the grantees progress toward grant defined goals and their due diligence in grant fiscal management and recordkeeping. Further, grantees will be required to relate financial data to performance accomplishments in their reporting (2 CFR 200.301).
    12. Participant File
      Each youth participant must have his or her own file and it must be kept securely. It is required to have a minimum of the following in each participant file:
      • Application signed by participant and CYEP grantee agency
      • Proof of eligibility
      • Proof of Illinois residency
      • Completed I9 Form
      • Employer information
      • Document verification of youth wage, FICA, Workers Comp, signed timesheets, etc.
      • Checklist showing completion of required activities
      • Standardized assessment results used for case planning.
      • Case Plan and supporting documentation of service delivery
      • Copies of any termination of employment reports (see appendix K)
    13. Records and Retention / Destruction
      In accordance with the Community Services Agreement, each provider shall maintain full and complete records of program operations in compliance with state records retention requirements. Records are defined as those documents that capture program activity, participant information and outcomes, and fiscal data. CYEP providers shall comply with the Local Records Act, which regulates the destruction and preservation of public records within the State of Illinois. IDHS may require longer retention of records and/or submission of such records to the Department if the records cover a time period still open to audit.
    14. Service Area
      Grant funds will be used to address youth unemployment, poverty, and violence in Illinois' most needy communities. Applications are encouraged and will be considered for services anywhere in the state; however, up to 5 priority points will be given to applications to serve youth in communities with the largest numbers of youth age 16 to 24 receiving SNAP benefits according to DHS data. Refer to Appendix J for a listing.
      While the Department's preference is for youth to be placed in jobs within the state of Illinois, for programs operating near an Illinois border with a neighboring state, it is acceptable to place youth in jobs at worksites in the neighboring state within a reasonable distance. However, it is the responsibility of the Grantee to ensure that any such job placements are in compliance with all local, state, and federal laws which may be applicable to the jurisdiction in which the placement is made.
    15. Allowable Costs
      Allowable costs are those that are necessary and reasonable based on the activity(ies) contained in the Scope of Work, are justified in the Budget Narrative, and are allowable under Subpart E of 2 CFR 200. Costs not included in the approved budget, and those that exceed the discretionary line item transfer variance limit are not allowable.
      Funding allocated under these grants is intended to provide direct services to youth. It is expected that administrative costs, both direct and indirect, will represent a small portion of the overall program budget. At no time shall indirect costs be charged to the grant at a rate that exceeds 15%. Program budgets and narratives must detail how all proposed expenditures are directly necessary for program implementation and must 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 negotiated indirect cost rate agreement (NICRA) be exceeded. Documentation will be required to verify the approved NICRA.
      In order to charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). There are three types of NICRAs:
      • 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 federal NICRA.
      • 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 a state 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 grantee's fiscal year. All grantees must complete an indirect cost rate negotiation or elect a De Minimis Rate election in CARS - otherwise indirect costs will be subject to disallowance.
      • 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.
        If programs elect to use the De Minimis rate, is critical that program budgets accurately calculate the MTDC base. Please see the regulations below and note the exclusions. Also note the difference between equipment and supplies, keeping in mind that equipment is excluded from MTDC.
        2 CFR § 200.68 Modified Total Direct Cost (MTDC).
        MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards and subcontracts up to the first $25,000 of each subaward or subcontract (regardless of the period of performance of the subawards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
        2 CFR § 200.75 Participant support costs.
        Participant support costs means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects.
        2 CFR § 200.33 Equipment
        Equipment means tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000.
        2 CFR § 200.94 Supplies
        Supplies means all tangible personal property other than those described in § 200.33 Equipment. A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-Federal entity for financial statement purposes or $5,000, regardless of the length of its useful life.
        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.
        The following guidelines apply to specific allowable costs:
          • Youth Wages: Includes compensation for services rendered limited to youth wages and benefits to include FICA and workers compensation. Youth must be paid at least the applicable minimum wage for the jurisdiction in which the youth is employed, and the grant may not provide a wage subsidy in excess of the applicable minimum wage for the jurisdiction in which the youth is employed. Full and Part-time wages may be subsidized in whole or in part with grant funding up to 3 months (13 weeks) per enrolled youth. This calculation of this 3 month limitation only includes periods during which the youth is earning a subsidized wage. The 3 month limitation is a limitation per participant, not per placement. For example, if a youth's subsidized job placement ends after two months, and the youth receives a new subsidized job placement, the new job placement may only be subsidized for one month. Programs that are able to off-set the wage subsidies with other funds or have the capacity to provide unsubsidized opportunities or step down, or partial subsidies will be able to stretch funding to allow for additional youth to be served in the program.
          • Program Services: Includes, but is not limited to, the delivery of services related to youth employment that provides direct linkages to academic and occupational learning, employer coordination and recruitment, and youth supportive services that may include transportation, child care (refer to the Child Care Assistance program guidelines) work-related attire, physicals, and background checks. Case management services, including educational support, life skills development, reducing barriers to employment, and an array of additional services identified through an individualized assessment.
          • Travel: When determining allowable rates for necessary program-related travel costs such as mileage, per diem, lodging, and airfare, the Travel Guide for State Employees and any current updates issued by the Governor's Travel Control Board will be used whenever possible. All travel costs should be supported by detailed documentation including records of the purpose of the travel.
          • Subcontractors:
            • Subcontractor Agreement(s) and budgets must be pre-approved by the Department.
            • Subcontractor Agreement(s) and budgets must be on file with the Department.
            • Any subcontractor shall be subject to all provisions of this Agreement.
            • The Provider shall retain sole responsibility for the performance of the subcontractor.
        • Unallowable Costs
          Please refer to 2 CFR 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, PART 200 Subpart E - Cost Principles to determine allowed/un-allowed costs. In addition, and specific to this grant, un-allowed costs will also include:
          1. Capital Expenditures
          2. Renovations or remodeling not separately approved in writing by DHS program staff and necessary to meet safety standards
          3. Purchase of a vehicle
          4. Food for staff unless authorized as per diem under the State of Illinois Governor's Travel Control Board.
          5. Deposits for items, services, or space
    16. Project Start
      Projects will begin upon execution of the grant agreement.
      • Performance Measures
        1. Proposed vs. Actual enrolled youth
        2. Proposed vs. Actual Job Placements
        3. % of enrolled youth meeting eligibility criteria
        4. % of eligible FCRC referrals enrolled into the program
        5. % of enrolled youth completing NOCTI 21st Century Skills Assessment available through the Illinois workNet
        6. % of youth that completed the NOCTI 21st Century Skills Assessment earning the work readiness certificate
        7. % of enrolled youth completing Career Cluster Inventory available through the Illinois workNet
        8. % of enrolled youth completing Employment 101 pre-assessment in Illinois workNet
        9. % of enrolled youth completing Employment 101 activities in Illinois workNet.
        10. % of enrolled youth completing Employment 101 post-assessment in Illinois workNet
        11. % of assessed youth demonstrating work readiness skills improvement on Employment 101 post-assessment
        12. % of enrolled youth receiving Supportive Services
        13. % of enrolled youth with an individualized case plan
        14. % of case plans that include a college and career plan
        15. % of youth completing case plan goals
        16. % of out-of-school youth re-engaged in education
        17. % of youth with improved educational outcomes
        18. % of subsidized job placements that were converted to unsubsidized employment
        19. % of youth maintaining initial job placement for 3 months or more
        20. % of youth maintaining initial job placement for 6 months or more
        21. % of youth maintaining initial job placement for 9 months or more
        22. % of enrolled youth in unsubsidized job placement at case closure
      • Performance Standards
        1. 100% of proposed youth will be enrolled/served. Acceptable performance 90%.
        2. 100% of proposed job placements will be filled with unduplicated youth. Acceptable performance is 90%.
        3. 100% of enrolled youth will meet eligibility criteria. Acceptable performance is 100%
        4. 100% of eligible FCRC referrals will be enrolled into the program. Acceptable performance is 80%.
        5. 100% of enrolled youth will complete the NOCTI 21st Century Skills Assessment available through the Illinois workNet. Acceptable performance is 80%.
        6. 100% of youth who complete the NOCTI 21st Century Skills Assessment will earn the work readiness certificate. Acceptable performance is 80%. Considers only those youth completing the NOCTI 21st Century Skills Assessment.
        7. 100% of enrolled youth will complete the Career Cluster Inventory available through the Illinois workNet. Acceptable performance is 80%.
        8. 100% of enrolled youth will complete the Employment 101 pre-assessment in Illinois workNet. Acceptable performance is 80%.
        9. 100% of enrolled youth will complete the Employment 101 activities in Illinois workNet. Acceptable performance is 80%.
        10. 100% of enrolled youth will complete the Employment 101 post-assessment in Illinois workNet. Acceptable performance is 80%.
        11. 100 % of assessed youth will demonstrate work readiness skills improvement on Employment 101 post-assessment. Acceptable performance is 80%. Considers only those youth completing the Illinois workNet pre & post assessment evaluation.
        12. 100% of youth requiring Supportive Services will receive those services. Acceptable performance is 90%. Considers youth assessed and determined to need one or more supportive services compared to
          those actually receiving that service.
        13. 100% of enrolled youth will have an individualized case plan. Acceptable performance is 80%.
        14. 100% of individualized case plans will include a college and career plan. Acceptable performance is 80%.
        15. 100% of youth will complete case plan goals. Acceptable performance is 80% of youth will complete 50% or more of case plan goals. Considers only those youth with a case plan developed.
        16. 100% of out-of-school youth will re-engage in education. Considers only those out-of-school youth without HS Diploma or GED and compares those who have re-engaged by case closure, does not require attainment of Diploma or GED. Acceptable performance 60%.
        17. 100% of youth will have improved educational outcomes. Acceptable performance is 80%. Considers in-school youth and those out-of-school youth without a HS Diploma or GED. Considers attainment of HS Diploma or GED, Grade level promotion, re-enrollment into HS, enrollment into GED classes, enrollment in Higher Ed or Technical school etc. Considers education status at enrollment compared to case closure.
        18. 100% of subsidized job placements will convert to unsubsidized employment. Acceptable performance is 80%.
        19. 100% of youth will maintain initial job placement for 3 months or more. Acceptable performance is 80%.
        20. 100% of youth will maintain initial job placement for 6 months or more. Acceptable performance is 75%.
        21. 100% of youth will maintain initial job placement for 9 months or more. Acceptable performance is 70%.
        22. 100% of enrolled youth will be in an unsubsidized job placement at case closure. Acceptable performance is 65%.
  1. Funding Information
    1. Funding for this award will come from the State's General Revenue Fund and does NOT have a match requirement.
    2. This NOFO is considered a competitive application for funding.
    3. In FY2018 the Department anticipates the availability of approximately $11,000,000 in State funds. The Department anticipates funding approximately 40 applicants to provide programming and services as described in this NOFO.
    4. Subject to appropriation, the grant period will begin upon execution of the grant agreement and will continue through June 30, 2018.
    5. Pre-award cost for services in anticipation of an award are allowable where necessary for the efficient and timely performance of the program, and are subject to 2 CFR 200.458. All applicants are eligible to request pre-award costs under one of two categories: 1.) Those applicants that have incurred start-up costs in anticipation of receiving an award; and, 2.) Those applicants that provided CYEP services to eligible youth in anticipation of receiving an award. Applicants are not required to request pre-award costs.
      1. Category 1.) Pre-Award Start-up.
        Applicants are eligible to request pre-award costs if they have in fact incurred start-up costs that are allowable and necessary for the efficient and timely performance of the program as defined in the funding notice, and subject to 2 CFR 200.458. This will not include grant writing costs associated with this application as this expense is not considered allowed or necessary for efficient and timely performance of the program. Any and all costs requested must have appropriate and sufficient backup documentation to support the request and demonstrate why the costs were necessary for the
        efficient and timely performance of the program. Pre-Award costs requested under this category may not pre-date the release of this funding notice.
      2. Category 2.) Pre-Award Programming Start-up.
        Applicants are eligible to request pre-award costs if they have been performing CYEP services such since July 1, 2017 AND have appropriate and sufficient backup documentation to support the request AND can demonstrate service delivery in accordance with the requirements and guidelines of this NOFO, including enrolling participants in the Illinois workNet, case planning, making job placements, etc. If applicants are able to meet these requirements and have sufficient fiscal records to support expenditures, applicants may request pre-award costs as part of this application.
        Once grant awards are in place for the FY18 Community Youth Employment Program, DHS staff will schedule an on-site review or a desk audit for those grantees that received a pre-award. Staff will review the supporting documentation to confirm there is sufficient evidence to support the pre-award request. If insufficient evidence exists or unallowable costs are identified, necessary adjustments will be made to the pre-award.
        Only applicants who receive an award as a result of this NOFO and merit-based review process will be eligible to receive pre-award costs. Any applicant who performed CYEP services on or after July 1, 2017 that does not receive an award will not be eligible for reimbursement of costs incurred.
        A signed statement confirming that any Pre-Award costs submitted for reimbursement, if paid by the Department, will not constitute supplanting of funds will be required. Costs for services prior to July 1, 2017 will not be approved under any circumstance.
        In order to request pre-award costs, the applicant must include the specific amount of requested pre-award costs in the Executive Summary of the application narrative, and the applicant must complete and submit the appropriate pre-award costs request form(s) (See Appendix M) as Attachment 14. Pre-award costs must be included in the applicant's Uniform Grant Budget, but must be listed separately from expenses expected to be incurred during the grant period. A detailed explanation and justification of any budgeted pre-award costs must be included in the narrative section of the Uniform Grant Budget.
        Applicants may ONLY request pre-award costs at the time of application. Exceptions will not be made.
    6. Proposed project budgets and narratives must be sufficiently detailed and justified to be approved by DHS.
    7. Subcontractor Agreement(s) and budgets must be pre-approved by the Department and on file with the Department. Subcontractors are subject to all provisions of this Agreement. The successful Applicant Agency shall retain sole responsibility for the performance of the subcontractor.
      The release of this NOFO does not obligate the Illinois Department of Human Services to make an award.
  2. Eligibility Information
    1. Eligible Applicants
      This competitive funding opportunity is limited to community-based organizations and local units of government in Illinois that:
      1. are in good standing with the Secretary of State
      2. complete the GATA pre-qualification process.
      3. have previously received state grant funds and successfully administered a youth employment program.
        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 agencies 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 . 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 agency 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.
    2. Match Requirements
      Applicants are NOT required to provide match to this award.
    3. Other Eligibility / Application Requirements:
      Applicants must:
      1. Have the capacity to assume the role of employer of record for the employed youth and process a payroll request every two weeks of the program period if the youth's wage is being temporarily subsidized by the grant.
      2. Have the administrative and fiscal capacity to implement the program on a reimbursement basis.
      3. Establish and maintain cooperative relationship with local DHS Family & Community Resource Center (FCRC) offices in the service area to ensure eligible youth referred by FCRCs are enrolled in the program. Non-FCRC referred youth 18 and older are encouraged to apply through ABE to determine potential benefit eligibility.
      4. Have current systems in place to identify eligible underserved populations of youth, and
      5. Have strong established employer relationships and methods to recruit employers.
      6. Be prepared to commence programming within four (4) weeks of award.
  3. 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: https://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
      Karrie Rueter, Assistant Director
      IDHS, Division of Family & Community Services
      823 East Monroe
      Springfield, Illinois 62704
      DHS.YouthServicesInfo@illinois.gov
      Phone: 217-557-2943
    2. Content and Form of Application Submission.
      Proposal Narrative Content
      Applicants must submit a proposal that contains the information outlined below. Each section must have a heading that corresponds to the headings listed below. The total application may not exceed 20 pages, single-spaced. The Uniform Application for State Grant Assistance, checklist, attachments, letters of intent and Uniform Budget 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 a cross-reference to the appropriate part of the narrative must be provided 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 (2 pages maximum) - 5 points
        The Executive Summary will serve multiple purposes. First, as a scored portion of this application and secondly, for successful applicants it will serve as a stand-alone document that may be shared with various state-level stakeholders and others requesting a brief overview of each funded project. Therefore, applicants should be concise and direct in their description. At a minimum, each of the following should be addressed in the Executive Summary.
        • Applicant's Name
        • Name of the proposed project
        • Total amount of funds requested through this grant, including the specific amount of any pre-award costs
        • Service Area and Description
        • Highlights of the Identified Need
        • Description of the target population
        • Estimated number of youth to be served / placed in employment (# in school; # out of school; total youth)
        • Estimated cost per youth (Total grant divided by total youth served. If serving both in-school and out-of-school youth provide separate cost estimates.)
        • Brief description of the overall program model and implementation design
        • Identification of project partners (service providers and employers) and their roles/responsibilities
        • Performance Goals and Objectives / Expected Outcomes
      2. Capacity - Agency Qualifications/Organizational Capacity (5 pages maximum) - 35 points
        The purpose of this section is for the applicant to present an accurate picture of the agency's ability to successfully implement a holistic youth employment and career education program that will meet the requirements of this application and will lead to sustained, unsubsidized youth employment. Information in this section should include, but not necessarily be limited to, the following:
        • Convincing evidence that the applicant agency is capable of carrying out the proposed program.
        • Description of the experience that your agency has in conducting employment programs for at-risk youth. Describe relevant major accomplishments of your organization in the area of services to this population.
        • If the program intends to offer subsidized employment opportunities, provide information regarding your agency's capacity and experience in managing a participant payroll system - particularly for youth employment programs if applicable.
        • An organizational chart of the applicant organization, showing where the program and its staff will be placed. If subcontractors will be used, include the relationship with those organizations in the chart. Please include this as Attachment 1.
        • Identify key staff positions that will be responsible for the program. Include evidence that your agency maintains adequate staff coverage and supervision to meet the requirements of the grant. Present the resume of the Project Manager/Coordinator, Agency Director, Fiscal Manager and Payroll Coordinator (if applicable) as Attachment 2 of your proposal.
        • Job descriptions for all employee positions that will be funded in whole or in part with this grant, and an indication of the percent of time or hours those employees will spend in this program. Programs must
          recruit and hire staff that are qualified for the positions through education, experience and/or training. Include the job descriptions in Attachment 3.
        • A description of your agency's current programs and activities relevant to the services described in this NOFO. Please describe if and how these programs will impact the youth targeted and enrolled in your CYEP program. Describe how and provide assurances that CYEP monies will not supplant existing fund or services.
        • A description of your agency's readiness for service provision commencing on or within 4 weeks of grant execution. Include an implementation timeline as Attachment 4.
        • A description of existing employment partnerships your agency has in place to offer work experience and job placement opportunities. Describe if and how these existing partnerships will impact CYEP youth.
        • Describe any financial resources that have been secured to off-set the costs associated with youth wages for the proposed employment placements. Include copies of signed, current or expected agreements in Attachment 5 of your application. These agreements or letters of commitment must delineate the partner's responsibilities and commitments to the project - letters of "support" will not be considered.
        • A description of existing service provider partnerships your agency has to other community resources and services essential to the positive development of youth related to this program, including procedures to ensure provision of services to youth. Include copies of signed, current or expected agreements in Attachment 5 of your application. These agreements or letters of commitment must delineate the partner's
          responsibilities and commitments to the project - letters of "support" will not be considered.
        • Describe your policy and procedure for conducting background checks.
        • Any additional information that the applicant feels might be relevant to a reviewer in determining the agency's ability to carry out a quality program should be included.
        • Include as Attachment 6 the FY2018 Program Contact Information Forms found in Appendix B.
        • Include Sub-Contractor Contact Information Forms as appropriate as Attachment 7 and Attachment 7a. These forms can be found in Appendix C and Appendix D. Also include as Attachment 7b copies of corresponding subcontractor agreements.
        • Include as Attachment 8 the Program Employment/Work Site Information Form found in Appendix E of this NOFO.
        • Include as Attachment 9 the Service Delivery Site Information Form found in Appendix F of this NOFO.
      3. Need - Description of Need (3 pages maximum) 10 points
        The purpose of this section is for the applicant to provide a clear and accurate picture of the need for these services within your community and how the proposed project will address these needs. It is understood that the need for these services is statewide and this NOFO intended to identify and fund applicants to serve the most at-risk communities with the greatest identified need in the target population. It is necessary for the applicant to demonstrate that it has a thorough knowledge and understanding of the needs of these youth in the specific service area targeted by this application.
        Provide a description of your targeted county/community/service area. Include data to support your description. Examples include: Youth population (16-24 if possible); poverty, unemployment, under-employment; HS graduation rates, drop-out rates; truancy/expulsion; educational attainment levels; violence/crime statistics; homelessness (youth); teen pregnancy rates; substance use/abuse; gang involvement/activity etc.
        Describe how the eligible youth population will be targeted for services based on the identified need. If the data presented suggests that certain gender, racial or ethnic populations are over-represented within these negative data elements, describe the Outreach Plan to ensure that the youth targeted and ultimately enrolled into the program will in fact be representative of that disparity.
        1. Eligible Youth
          The target population to be served through this grant will be in-school youth ages 16-24, or out-of-school youth ages 16-24 who are served in or meet one or more of the following:
          1. National School Lunch Program / Free & Reduced Lunch Program
          2. Supplemental Nutrition Assistance Program (SNAP)
          3. Temporary Assistance for Needy Families (TANF)
            1. At-risk youth:
              • At risk of involvement or further involvement in the criminal or juvenile justice system, including ex-offenders
              • At risk of involvement in the child welfare system
              • At risk of education failure (includes risk due to social conditions)
              • Education failure (Dropped Out, Expelled, etc., no GED)
              • Youth with no work experience
              • Youth with a history of employment failure
              • Homeless youth
              • Youth with a disability
              • Family income does not exceed 185% of the Federal Poverty Level (FPL)
                In-School youth are those youth actively pursuing their high school diploma, GED, technical or vocational degree/certificate or a 2 or 4-year higher education degree. Out-of-School youth are those youth that have already acquired their high school diploma or GED. NOTE: Out-of-school youth that are not actively engaged in pursuing their high school diploma or GED may still be eligible for the program. These youth must re-engage in the pursuit of their Diploma or GED.
      4. Quality of Program Services: (8 pages maximum) 35 points
        The purpose of this section is for the applicant to provide a detailed, clear and accurate picture of its intended program design.
        1. Provide a detailed description of the overall program design that clearly reflects a holistic and developmentally appropriate approach and demonstrates how youth will be provided with a structured pathway related to their academic or career interests, as well as resources to fully engage in their learning and enable them to successfully transition into postsecondary education programs and the workforce.
        2. Provide a detailed description of the plan to move youth into long term, unsubsidized sustained employment. Include the projected number % percentage of youth that will complete the program in sustained, unsubsidized employment.
        3. Provide a detailed description of the plan to ensure youth achieve a basic education: 1) in-school youth are promoting to the next grade level and/or graduating. 2) out-of-school youth that have not received a high school diploma or GED are working toward and achieve such.
        4. Describe in detail how the program design will implement EACH of the Program Requirements identified in Section A, Program Requirements of this NOFO.
        5. Case Plan and Supportive Services:
          1. Describe how the services to be provided will be individualized and based upon an individualized assessment.
          2. Describe the planned services that will be provided to meet the individual needs of the youth targeted for this program.
          3. Describe how these planned services will be based on research or evidence of demonstrated success.
        6. Describe your strategy for recruiting worksites and ensuring proper levels and quality of supervision.
        7. Describe your strategies for identifying and placing participants in appropriate employment opportunities.
        8. Describe your strategies for supporting those youth in an employment placement to achieve sustained employment.
        9. Program Outcomes
          1. Describe how your program design and implementation policies and strategies will ensure the performance measures identified in Section A, Performance Measures of this NOFO will be met for FY2018.
          2. List each measures identified in Section A and include a detailed plan for achievement in FY18.
          3. Describe how the program will ensure the capacity to collect and report the data elements identified in Appendix H.
        10. Past Performance - provide a brief summary of the recent performance and outcomes achieved (past 3 years) operating similar employment programs for transition-age youth. Include supporting documentation as Attachment 10.
        11. Describe your plan for monitoring worksites (site visits, phone contact, reports, etc. - include frequency).
        12. Describe your plan for monitoring subcontracted providers and assuring they are meeting the program timelines and requirements (if applicable)?
        13. Case Example:
          Provide a detailed step by step example of an average case. Begin at recruitment and include all steps through program discharge. If you propose to serve both in-school and out-of-school youth, please provide a case example for each sub-set. This Case example can be in a format of your choosing but should provide sufficient detail to ensure a clear understanding of the process steps, decision points etc.
        14. Complete the Project Summary Worksheet found in Appendix G and include it as Attachment 11 of your application.
      5. Evaluation (2 Pages Maximum) 5 points
        1. Applicants must make a clear statement of their intention to participate in any formal evaluation of the program that may be conducted by the Department or any of its contractors.
        2. Applicants must include a clear statement indicating that the agency has or will have within the first month of the grant period a sufficient number of computers with internet service for grantee staff and program participants to access the Illinois workNet.
        3. Applicants must include a clear statement indicating their ability to collect participant data and report it via the Illinois workNet.
        4. Describe in detail the capacity and the plan to track, evaluate and report performance measures.
      6. Uniform Grant Budget (No page limit) 10 points
        Complete the Uniform Grant Budget in the CSA system. For more information about accessing the CSA system, see Appendix L. The budget entered must provide detailed justification for EACH item in the narrative section of the budget. This justification should describe specifically how the budgeted amount was derived. The justification must also directly correlate the expenditure to the grant program - why/how it is necessary under the grant. Items being cost allocated must be fully detailed as to the method utilized. The Budget and Budget narratives should be prepared to reflect a budget period from November 1, 2017 - June 30, 2018. The Budget should be electronically signed and submitted in the CSA system. Generate a PDF copy of your signed budget in the CSA system and include it as Attachment 13. Note - The PDF budget submitted with the application must exactly match the budget submitted in the CSA system.
        Failure to submit as Attachment 13 the exact budget submitted in CSA will result in forfeiture of all points allocated in this section.
        If indirect costs are included in the budget, a copy of the approved NICRA must be included with the Application as Attachment 12.
        Subcontractor budgets, budget narratives and actual sub-contracts must be submitted with this application plan as they need to be pre-approved. Subcontractor budgets should not be entered in the CSA system. Instead, please complete the FY18 Uniform Budget Template (see Appendix I) for each subcontractor and include the signed subcontractor budget for each subcontractor as Attachment 13a.
      7. Attachments to Your Application (Not included in page Limits)
        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.
        1. Attachment 1 - Organizational Chart
        2. Attachment 2 - Resumes of the Project Manager/Coordinator, Agency Director, Fiscal Manager and Payroll Coordinator (if applicable)
        3. Attachment 3 - Job Descriptions of Program/Grant Staff
        4. Attachment 4 - Implementation Timeline
        5. Attachment 5 - Service Provider & Employer Agreements/Commitments
        6. Attachment 6 - Program Contact Form
        7. Attachment 7 - Subcontractor Contact Form (if applicable)
        8. Attachment 7a - Sub-Contractor Information Form (if applicable)
        9. Attachment 7b - Subcontractor Agreements (if applicable)
        10. Attachment 8 - Program Employment/Worksite Info
        11. Attachment 9 - Service Delivery Site Information
        12. Attachment 10 - Past Performance Summary
        13. Attachment 11 - Project Summary Worksheet
        14. Attachment 12 - Copy of Currently Approved NICRA if indirect costs are included in the budget.
        15. Attachment 13 - Uniform Budget and Budget Narrative
        16. Attachment 13a - Subcontractor Budgets (if applicable)
        17. Attachment 14 - Pre-award costs request documents
    3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM).
      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. C. 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 Friday, October 20th, 2017. The application container will be time-stamped upon receipt. The Department will ONLY accept applications submitted by electronic mail via the CMS File Transfer Utility as described in Section D. 6A 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 address 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 Wednesday, October 25th 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 Wednesday, October 25th 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 Wednesday, October 25th at noon.
      Using the CMS File Transfer Utility, submit the completed grant application as a single PDF document to:
      DHS.GrantApp@Illinois.Gov The subject line of the email MUST state: "17-444801444-01 Karrie Rueter - CYEP"
      All applicants must submit the completed grant application no later than 12:00 p.m. on Friday, October 20th, 2017 utilizing the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp  Please follow the instructions to attach your application. Don't forget the subject line above.
      To be considered, proposals must be emailed by the designated date and time listed above. For your records, please keep a copy of your email 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.
    5. Funding Restrictions.
      1. Youth Wages: Includes compensation for services rendered limited to youth wages and benefits to include FICA and workers compensation. Youth must be paid at least minimum wage and the grant may not provide a wage subsidy in excess of minimum wage. Full and Part-time wages may be subsidized in whole or in part with grant funding up to 3 months (13 weeks) per enrolled youth. Programs that are able to off-set the wage subsidies with other funds or have the capacity to provide unsubsidized opportunities or step down, or partial subsidies will be able to stretch funding to allow for additional youth to be served in the program.
      2. Subcontractors
        1. Subcontractor Agreement(s) and budgets must be pre-approved by the Department.
        2. Subcontractor Agreement(s) and budgets must be on file with the Department.
        3. Any subcontractor shall be subject to all provisions of this Agreement.
        4. The Provider shall retain sole responsibility for the performance of the subcontractor.
    6. Other Submission Requirements.
      1. Proposal Container and Format Requirements
        All applications must be typed using 12-point type and at 100% magnification. The PDF submission must be on 8 1/2 x 11-inch page size. With the exception of letterhead and stationery for letter(s) of support, the entire proposal should be in black typeface on a white background. The program narrative must be typed single-spaced with 1-inch margins on all sides. The program narrative must not exceed the page totals specified in the "Content and Form of Application Submission" section including the Executive Summary. Items included as Attachments are NOT included in the page limitations.
        The entire application, including attachments, should be sequentially page numbered and must be compiled in the order specified below in Section D 6B. The complete application must be submitted in a single PDF document to the email address identified in Section D 4 above, 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.
        Failure to provide an application in the format detailed above in this section (6. Other Submission Requirements, A. Proposal Container and Format Requirements) will result in the loss of a minimum 5 points and a maximum of 10 points.
      2. ALL Applications MUST include the following mandatory forms/attachments in the order identified below.
        1. Uniform State Grant Application (Not included in page limit)
        2. Proposal Narrative (20 page limit)
          1. Executive Summary
          2. Capacity - Agency Qualifications/Organizational Capacity
          3. Need - Description of Need
          4. Quality - Description of Program/Services
          5. Evaluation
        3. Attachments to Your Application (Not included in page limit)
          1. Attachment 1 - Organizational Chart
          2. Attachment 2 - Resumes of the Project Manager/Coordinator, Agency Director, Fiscal Manager and Payroll Coordinator (if applicable)
          3. Attachment 3 - Job Descriptions of Program/Grant Staff
          4. Attachment 4 - Implementation Timeline
          5. Attachment 5 - Service Provider & Employer Agreements/Commitments
          6. Attachment 6 - Program Contact Form
          7. Attachment 7 - Subcontractor Contact Form (if applicable)
          8. Attachment 7a - Sub-Contractor Information Form (if applicable)
          9. Attachment 8 - Program Employment/Worksite Info
          10. Attachment 9 - Service Delivery Site Information
          11. Attachment 10 - Past Performance Summary
          12. Attachment 11 - Project Summary Worksheet
          13. Attachment 12 - Copy of Currently Approved NICRA if indirect costs are included in the budget.
          14. Attachment 13 - Uniform Budget and Budget Narrative and Spending Plan Form (including subcontractor budgets and narratives as necessary)
          15. Attachment 13a - Subcontractor Budgets (if applicable)
          16. Attachment 14 - Pre-award costs request documents
  4. Application Review Information
    1. Criteria.
      Funding for the period of 11/1/2017 - 6/30/2018 is not guaranteed. 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 considered for funding.
      Review teams comprised of 3 individuals employed by DHS serving in the Division of Family and Community Services will be assigned to review applications. These review teams, where possible will be comprised of staff within the Bureau or Youth Intervention Services and 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 with a possible 5 additional priority points awarded based on the service area targeted for implementation. (Refer to Appendix J "Priority Service Areas")
      • Proposal Scoring
        Proposal Scoring Points
        Executive Summary  5 Points
        Need-Description of Need 10 Points
        Capacity-Agency Qualification/Organizational Capacity 35 Points
        Quality of Program/Services 35 Points
        Evaluation 5 Points
        Budget & Budget Narrative 10 Points
        TOTAL 100 Points
        TOTAL + PRIORITY 105 Points
        Priority Points: Up to five (5) additional priority points will be awarded based on the service area targeted for implementation. See Appendix J
        The application criteria to be reviewed and scored are found under each category in this announcement in Section D2. Content and Form of Application Submission; Proposal Narrative Content.
    2. Review and Selection Process.
      As described in the Criteria section above, scoring will be done by committee on a 100 point scale with a possible 5 additional priority points awarded based on the service area targeted for. Scoring will not be the sole award criterion. The Department, for example may also consider the geographical distribution of Applicants (service areas), areas of high need based on targeted risk factors, etc. While recommendations of the review panel will be a key factor 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 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, targets, etc.
    3. Merit-Based Evaluation Appeal Process.
      1. 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).
      2. Submission of Appeal.
        1. An appeal must be submitted in writing to Karrie Rueter, 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. a statement of reasons for the appeal.
      3. Response to Appeal.
        1. The 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.
      4. 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.
  5. 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 https://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: At no time shall indirect costs be charged to the grant at a rate that exceeds 15%. In order to charge indirect costs to this grant, the applicant organization must have an annually negotiated indirect cost rate agreement (NICRA). Funding allocated under this grant is intended to provide direct services to youth. 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. 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. Quarterly Narrative and Performance data reports will be submitted by email in a format prescribed by the Department, no later than the 15th of the month immediately following the quarter for the preceding quarter.
      4. Year-end closeout Financial, Narrative and Performance Data reports will be submitted by email in a format prescribed by the Department, no later than 30 days following the end of the fiscal year.
      5. Additional annual performance data may be collected as directed by the Department and in a format prescribed by the Department.
  6. State Awarding Agency Contact(s)
    Bidder's Conference Information. 
    Bidder's Conferences will be provided for potential applicants. Attendance is NOT a requirement of the application. Bidder's Conference details can be found in the coming days at: https://www.dhs.state.il.us/page.aspx?item=97990
    Questions and Answers
    If you have questions relating to this NOFO, please send them via email to: DHS.YouthServicesInfo@Illinois.gov with "CYEP NOFO - Karrie" in the subject line of the email.
    Questions with their respective answers will be posted on the DHS website at https://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 CYEP 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 CYEP NOFO will be Thursday October 12th , 2017.
  7. Other Information, if applicable
    1. Uniform Application for State Grant Assistance (pdf) 
    2. CYEP Appendices
    3. CSA Tracking System Provider Web Portal
    4. Programmatic Risk Assessment
    5. Bidder's Conference Provider Q & A