Housing Bridge Subsidy Administrator (200)
CSFA Number: 444-22-0620
Agency Name
Department Of Human Services (444)
Agency Identification
DMH
Agency Contact
Barb Roberson
(217) 557-5876
Barb.roberson@illinois.gov
Short Description
Scope of Services
The Grantee will conduct the activities of Subsidy Administration on behalf of the Division of Mental Health (DMH) Permanent Supportive Housing (PSH) Bridge Subsidy Initiative. The DMH PSH Bridge Subsidy Initiative is a partnership that includes Subsidy Administrators (SA) and the DMH Statewide Housing Coordinator, which ultimately coordinates efforts to provide PSH opportunities to DMH eligible consumers in accordance with such mandates as the Williams Consent Decree. The establishment of specified roles and deliverable activities by each partner is a specific design of the DMH Permanent Supportive Housing (PSH) Bridge Subsidy Initiative in order to ensure eligible DMH consumers receive the quality services to address their recovery. The role and activities of the Subsidy Administrator are provided within the Deliverables.Deliverables

Reporting Requirements:
A. Time Period for Required Periodic Financial Reports. Unless a different reporting requirement is specified in Exhibit G, Grantee shall submit financial reports to Grantor pursuant to Paragraph 13.1 and reports must be submitted no later than 30 days after the quarter ends.

B. Time Period for Close-out Reports. Grantee shall submit a Close-out Report pursuant to Paragraph 13.2 and no later than 60 days after this Agreement’s end of the period of performance or termination.

C. Time Period for Required Periodic Performance Reports. Unless a different reporting requirement is specified in Exhibit G, Grantee shall submit Performance Reports to Grantor pursuant to Paragraph 14.1 and such reports must be submitted no later than 30 days after the quarter ends.

D. Time Period for Close-out Performance Reports. Grantee agrees to submit a Close-out Performance Report, pursuant to Paragraph 14.2 and no later than 60 days after this Agreement’s end of the period of performance or termination.

Grantee shall submit a quarterly Periodic Financial Report (GOMBGATU-4002 (N-08-17)) to the appropriate email address. Reported expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the Uniform Grant Agreement to be reimbursable.

PFR Email Address for General Grants:
DHS.DMHQuarterlyReports@illinois.gov

PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov

PFR Email Address for Colbert Consent Decree:
DHS.Colbert.Invoices@illinois.gov

The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.

PPR and PPRT Email Address for All Grants:
DHS.DMHQuarterlyReports@illinois.gov


DMH reporting templates and detailed instructions for submitting reports can be found in the Provider section of the DHS website.


Performance Requirements
The Subsidy Administrator will:
1. Certify eligibility, resolve barriers and submit completed application packages for consumers referred for PSH.
2. Complete first Housing Quality Standards (HQS) inspections on units located by the Grantees (housing locators) and the consumers using the Housing and Urban Development (HUD) approved HQS forms within four business days, on average.
3. Inform the landlord and/or property manager, as well as the consumer and case manager on the status of the conducted HQS inspection (Pass or Fail). When there are deficiencies, performs re-inspections of the units as required.
4. Performs HQS inspections of occupied units annually.
5. Ensure unit rented meets the Fair Market Rent (FMR) standards set by HUDs “rent reasonableness” test.
6. Execute a Bridge Housing Assistance Payments (BHAP) contract with the landlord/property manager on behalf of the consumer.
7. Pay ongoing monthly rental subsidy amount, as calculated based on the consumer paying 30% of his/her income towards the rental amount, by the prescribed due date.
The Subsidy Administrator will maintain complete files on all consumers. Closed files will be retained for the greater of five years or the time frame put forth in the Subsidy Administrator agency file destruction policy. If any litigation, claim, or audit is started before the expiration period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.
The Subsidy Administrator will be responsible for establishing all applicable bank accounts in compliance with DMH requirements and to provide all applicable tracking and reporting of funds transferred to their organization.

Payment Terms
Reference the Uniform Grant Agreement, Article IV Payment, Section 4.2 Return of Grant Funds and 4.3 Cash Management Improvement Act of 1990. Payment will be issued monthly and reconciled with reported allowable expenses.


Performance Measures

1. Number of consumers referred to PSH.
2. Number of consumers referred to PSH that who meet certification requirements.
3. Number of first HQS Inspections needed.
4. Number of first HQS Inspections completed.
5. Number of first HQS Inspections completed within 4 days.
6. Number of HQS re-inspections due.
7. Number of HQS re-inspections completed.
8. Number of annual HQS inspections due.
9. Number of annual HQS inspections completed.
10. Number of agreements established.
11. Number of agreements that meet the FMR set by HUD.
12. Number of BHAP Contracts executed with landlord/property manager.
13. Number of BHAP Contracts executed with landlord/property manager on behalf of the consumer.
14. Number of consumers with monthly rental subsidies due.
15. Number of monthly rental subsidies paid by the prescribed due date, as calculated based on the consumer paying his/her portion.
16. Number of consumers who require relocation.
Performance Standards
1. 100% of consumers referred for PSH meet certification requirements.
2. 100% of first Housing Quality Standards (HQS) inspections completed.
3. 100% completed within 4 days.
4. 100% of HQS re-inspections completed.
5. 100% of annual HQS inspections completed.
6. 100% of agreements met FMR/HUD.
7. 100% of BHAP contracts executed on behalf of the consumer.
9. 100% of rental subsidies paid by the prescribed due date, as calculated based on the consumer paying his/her portion.
Subject Area
Human Services
Program Function
Housing
Enabling Legislation
Mental Health Community Services Act (405 ILCS 30/ Section (f))
Objectives and Goals
The Grantee will conduct the activities of Subsidy Administration on behalf of the Division of Mental Health (DMH) Permanent Supportive Housing (PSH) Bridge Subsidy Initiative. The DMH PSH Bridge Subsidy Initiative is a partnership that includes Subsidy Administrators (SA) and the DMH Statewide Housing Coordinator, which ultimately coordinates efforts to provide PSH opportunities to DMH eligible consumers in accordance with such mandates as the Williams Consent Decree. The establishment of specified roles and deliverable activities by each partner is a specific design of the DMH Permanent Supportive Housing (PSH) Bridge Subsidy Initiative in order to ensure eligible DMH consumers receive the quality services to address their recovery. The role and activities of the Subsidy Administrator are provided within the Deliverables.
Types of Assistance
Direct Payments for Specific Use
Uses and Restrictions
Funding for this award will come from the State's General Revenue Fund and does NOT have a match or cost sharing requirement.

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

Allowable Costs
Allowable costs are those that are necessary, and reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles.

Unallowable Costs
Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.

Indirect Cost Rate Requirements
Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs.

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: a. Federally Negotiated Rate; b. State Negotiated Rate and c. De Minimis Rate

5. Renewals
This program is a 12 month contract with 2, one-year renewal options. Renewals are at the discretion of the DHS/DMH and are contingent on the meeting the following criteria:
a. Applicant has performed satisfactorily during the past six months; b. All required reports have been submitted on time, unless a written exception has been provided by the Division; and c. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements and no outstanding corrective action, etc.)
This program was competitively bid through the Notice of Funding Opportunity (NOFO) process in FY 2018 with 2 one-year extensions. FY 2021 will be considered competitive opportunity.

Eligibility Requirements
Eligibility Information
1.Eligible Applicants
This funding opportunity is not limited to those who currently have an award from the IDHS; however, applicants must:
a.Be in good standing with the Illinois Secretary of State (not applicable to governmental entities)
b.Not be on the Federal Excluded Parties List;
c.Not be on the Illinois Stop Payment list;
d.Not be on the Department of Healthcare and Family Services Provider Sanctions List;
e.Complete one Fiscal and Administrative Risk Assessment (ICQ);
f.Complete a Programmatic Risk Assessment for each program;
g.Register and access both the IDHS Community Service Agreement (CSA) tracking system and the Centralized Repository Vault (CRV);
h.Obtain a Dun and Bradstreet Universal Numbering System (DUNS) number. The DUNS number does not replace an Employer Identification Number. DUNS numbers may be obtained at no cost by calling the DUNS number request line at (866) 705-5711 or by applying online: https://www.dandb.com/. It is recommended that service providers register as soon as possible before the application due date.
i.Register with the System for Award Management (SAM) and maintain an active SAM registration until the application process is complete, and if a grant is awarded, throughout the life of the award. SAM registration must be renewed annually. It is recommended that service providers finalize a new registration or renew an existing one at least two weeks before the application deadline to allow time to resolve any issues that may arise. Applicants must use their SAM-registered legal name and address on all grant applications to IDHS.

Applicants that do not comply with these requirements are not eligible to receive an award.



2.Cost Sharing or Matching: Not applicable.

3.Indirect Cost Rate: See Section B Funding Information, #4 Indirect Cost Rate Requirements.
Eligible Applicants
Nonprofit Organizations;
Application and Award Processing
Division's Grant Information website http://www.dhs.state.il.us/page.aspx?item=121788 . Questions and DMH Responses will also be posted on this website. It is the responsibility of each applicant to monitor that website and comply with any instructions or requirements relating to the NOFO.
b. Application Procedure/Content and Form of Application Submission
i. Each applicant is required to submit a Uniform Application for State Grant Assistance. This is a 3-page document with the first page already completed by the Division of Mental Health. This document must be signed and dated.

Applicants will receive a Notice of State Award (NOSA). The NOSA shall include:
1) The terms and conditions of the award.
2) Specific conditions assigned to the grantee based on the potential grantee answers on the Fiscal and Administrative Risk Assessment (ICQ), the Programmatic Risk Assessment and the Merit-Based Reviews.
ii. The NOSA is not an authorization to begin services or incur costs.
iii. Once grantee accepts the NOSA, announcement of the grant award shall be published by IDHS/DMH at www.grants.Illinois.gov. The grant agreement will also be published in the CSA Tracking System for signature.

f. Renewals
Renewals are at the sole discretion of the IDHS and are contingent on meeting the following criteria:
ii. Applicant has performed satisfactorily during the most recent past-funding period;
iii. All required reports have been submitted on time, unless a written exception has been provided by the Division;
iv. No outstanding issues are present (i.e. in good standing with all pre-qualification requirements); and
v. Funding for the budget year has been appropriated in the state's approved fiscal year budget.
g. Administrative and National Policy Requirements
i. Applicants awarded these funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services including indirect cost rate requirements in Section B: Funding Information, #4 Indirect Cost Rate Requirements.
ii. The legal agreement between IDHS and the successful applicant(s) will be the standard IDHS Uniform Grant Agreement. If selected for funding, the applicant will be provided an IDHS grant agreement for signature and return. A sample of the agreement may be found at http://www.dhs.state.il.us/page.aspx?item=29741.
Assistance Consideration
Reporting
Reporting requirements for the grant agreement shall be in accordance with the requirements set forth in the Short Description, Payment Terms and Performance Measures.

IDHS reserves the right to request additional information that could assist with its award decision. Applicants are expected to provide the additional information within a reasonable time period. Failure to provide the information could result in the rejection of the proposal.
The release of this Notice of Funding Opportunity does not compel IDHS to make an award.
This funding opportunity is considered a new application.

Audits In accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements, non-Federal entities that expend financial assistance of $750,000 or more in Federal awards will have a single or a program-specific audit conducted for that year. Non-Federal entities that expend less than $750,000 a year in Federal awards are exempt from Federal audit requirements for that year, except as noted in 2 CFR 200.503. Records Each Applicant must maintain records which are consistent with their State laws and requirements.
Post Assistance Requirements
Reporting
Reporting requirements for the grant agreement shall be in accordance with the requirements set forth in the Short Description, Payment Terms and Performance Measures

State Awarding Agency Contact(s)
IDHS encourages inquiries concerning this funding opportunity and welcomes the opportunity to answer questions from applicants. These Questions from applicants, and their respective answers will be posted at http://www.dhs.state.il.us/page.aspx?item=121990.
1.Questions about this NOFO, must be sent via email to Barb.Roberson@illinois.gov. The subject line of the email MUST state:: "Provider Organization Name; Program 200 HBSA; 21-444-22-0620-01; Barb Roberson".
Please note: Questions will only be accepted electronically. Those that are delivered by any other means will not be addressed.

Regulations, Guidelines, Literature
Title 59: Mental Health of the Administrative Code
DHS/DMH Attachment B
DHS/DMH Program Manual
Federal Funding
None
Notice of Funding Opportunities
Agency IDAward RangeApplication Range
Details18-444-22-0620-01$58400 - $1800856503/25/2017 - 05/01/2017 : 12:00 pm
Agency IDGrantee NameStart DateEnd DateAmount
45CYB03412-45CYB03412CATHOLIC CHARITIES OF CHICAGO07/01/201906/30/202017,490,463
45CYB03410-45CYB03410ILLINOIS ASSOCIATION OF COMMUNITY ACTION AGENCIES07/01/201906/30/20201,010,000