agency-specific content for the notice of funding opportunity … · agency-specific content for...
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Agency-specific Content for the Notice of Funding Opportunity
Community Youth Employment Program (CYEP) Connecting and Supporting
Career Education & Employment Pathways for Transition-Age Youth
A. 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.
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:
A. Part-Time Employment for In-School Youth (ages 16-24)
Projects targeting in-school youth will provide part-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 in-
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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 6 months. This grant will typically be used to subsidize 3 to 6 months of part-time
employment. In-School youth are those youth actively pursuing their high school diploma or
GED.
B. Full-Time Employment for Out-of-School Youth (ages 16-24)
Projects targeting in-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 6 months. This grant will typically be used to subsidize 3 to 6 months of full-time
employment. 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.
All projects funded under the CYEP program must also provide case management; supportive
services; work readiness skills training and career education that is focused on Illinois’ targeted
industries and career clusters.
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:
A. National School Lunch Program / Free & Reduced Lunch Program
B. Supplemental Nutrition Assistance Program (SNAP)
C. Temporary Assistance for Needy Families (TANF)
D. Other risk factors:
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o At risk of involvement or further involvement in the criminal or juvenile justice system,
including ex-offenders
o At risk of involvement in the child welfare system
o At risk of education failure (includes risk due to social conditions) o Education failure (Dropped Out, Expelled, etc., no GED)
o Youth with no work experience or a history of employment failure
o Homeless youth
o Youth with a disability
o 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. 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.
Program Requirements
All projects funded under this program must provide case management, supportive services, work
readiness skills training; career education that is focused on Illinois’ targeted industries and career
clusters; job placement and targeted employment opportunities.
A. Project Commitments
Community Youth Employment applicants agree to meet all program requirements including
requirements to:
1. Operate a year round project to address 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 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 enrolled youth.
6. Have administrative and fiscal capacity to administer the program according to the Department’s
requirements.
7. 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:
o The job being subsidized is an actual full or part-time job.
o The position is at an official job site of the employer.
o The position is a formal position, with a corresponding job description, within the
employer organization.
o The youth’s wage is at least minimum wage.
o The subsidy does not exceed minimum wage.
o The youth’s immediate supervisor is employed by the employer and not the provider.
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o 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.
o 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.
8. Conduct outreach to identify eligible youth participants and partner with local organizations for
referrals to the program.
9. 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.
10. 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.
11. 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.
12. Ensure standardized youth assessments are completed as necessary to inform case plan.
13. Develop an individualized case plan for the youth that will consider at a minimum the following:
o Current educational needs
o Short and Long term Career Educational planning
o Employment readiness and capacity
o Short & long term Career Employment planning
o Barriers to education & employment
o Housing Barriers
o Life Skills needs (age appropriate) based on an assessment – to include: Daily Living
Food/Nutrition
Home Cleanliness
Home Safety
Home Repairs
Computer Basics
Permanency
Self Care
Health
Personal Benefits
Personal Hygiene
Personal Safety
Sexuality
Relationships & Communications
Personal Development
Developing Relationships
Communication
Cultural Competency
Domestic Violence
Legal Permanency
Housing & Money Management
Budgeting/Spending
Banking/Credit
Housing
Transportation
Work & Study Life
Personal Development
Study Skills
Time Management
Employment
Legal
Income Tax
Permanent Connections
o Conflict resolution / anger management skills
o Decision making skills
o Mental health, substance use and trauma concerns
o Family stability and family responsibilities
o Personal safety and health
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14. Document case plan activities and results.
15. All youth must complete a work readiness pre- and post-assessment through Illinois workNet or
other data system as directed by the Department.
16. Provide educational enrichment, work readiness, and career education components to all youth.
17. Recruit employers prepared to offer long-term employment opportunities.
18. Ensure employers provide an adequate level of supervision and a quality work opportunity
related to sixteen career clusters.
19. A file must be maintained for each worksite and must include among other items, the signed
worksite agreement for the worksite location.
20. 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.
21. Provide supportive services to facilitate a positive attendance record.
22. Provide supportive services to ensure youth receive a diploma / GED.
23. Employers will document youth attendance through time sheets.
24. Provide oversight of the program through the monitoring of employment and the continuous
assessment of program activities and outcomes.
25. Provide timely reports as required or requested.
26. Track and report all required data elements on the timeline dictated by the Department.
27. Meet minimum performance measures/standards.
28. Ensure representation at mandatory program meetings and trainings convened by or on behalf of
the Department.
29. Receive consultation and technical assistance from authorized Department representatives. The
program and collaborating partners will be required to be in attendance at site visits by
Department staff.
B. Case Management: The implementation of an individualized, assessment based case plan that
incorporates learning and employment goals as well as goals to address barriers to successful and
sustained career education & employment.
C. 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.
D. 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.
E. 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
clients file.
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An on-line pre-assessment and post-assessment must be administered in Illinois workNet, or other
data system as directed by the Department, that will be used to measure the success of the work
readiness component of the program. The youth participants should show improvement between
their pre-assessment evaluation and their post-assessment evaluation, as well as have completed the
following activities:
Exploring Careers and Training
Financial Literacy, including opening a bank account
Workplace skills
Job Search skills
Resume Writing
Applying for a Job
Interviewing skills
Personal responsibility/safety, violence awareness and prevention
F. 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.
G. 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.
H. 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:
o Worksite contact and mailing information;
o Detailed information on the worksite such as location, working days and hours,
activities, job titles, job descriptions, and number of positions under each;
o Worksite supervisor information;
o Background check policies and assurances;
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o A detailed set of mutual terms, conditions, promises, and payments that the grantee
and contractor have agreed upon;
o 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;
o A listing of participants for each worksite along with their projected start.
o Commitment on the part of the employer to provide long term employment
opportunities and not just subsidized employment;
o 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; and
o 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.
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.
I. 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.
J. 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 plus the employers 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.
K. 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).
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L. 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.
Illinois workNet pre- and post-assessment documentation.
Proof of completion of required activities
Proof of work readiness and career awareness training, supportive services received, etc.
Assessment documentation.
Case Plan and supporting documentation of service delivery
M. 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.
N. 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.
O. 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. Allowable costs are defined below:
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 6 months 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.
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,
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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.
Administrative costs: Funding allocated under this grant is intended to provide direct
services and wages to youth. It is expected that administrative costs, both direct and indirect,
will represent a small portion of the overall program budget and may NOT exceed 15% of
the total expended grant. Administrative means those activities performed by staff and costs
which are supportive of and required for project implementation for which there is no direct
client contact such as fiscal staff; audit; clerical support; office rent, utilities, insurance;
general office equipment etc. Program budgets and narratives will detail how all proposed
expenditures are directly necessary for program implementation and will distinguish between
Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include
inappropriate or excessive administrative costs will not be approved.
Contractual: Includes cost incurred via contract or subcontracts that are needed for the
achievement of project objectives. Sub-contracts must be pre-approved by the Department.
Planned sub-contracts may be included as part of the application so they may pre-approved.
Grantees will be held accountable to all state rules and regulations governing the use of these grant
funds.
P. Project Start
Projects will begin upon execution of the grant agreement. A start-up period of up to 6-weeks will
be allowed if needed.
Q. Pre-award Services
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. Applicants who
have been performing CYEP services since July 1, 2016 must provide proof of services. To be
accepted, proof of services must meet the guidelines and requirements outlined within this Notice
and must include a signed statement confirming that any Pre-Award costs submitted for
reimbursement, if paid by the Department, will not constitute supplanting of funds. Costs for
services prior to July 1, 2016 will not be approved.
Only applicants who receive an award as a result of the NOFO and merit-based review process will
be eligible for pre-award costs. Any applicant who performed CYEP services on or after July 1,
2016 that does not receive an award will not be eligible for reimbursement of costs incurred.
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 an Illinois workNet pre & post assessment evaluation
6. % of enrolled youth completing the 8 required activities in Illinois workNet.
7. % of assessed youth demonstrating work readiness skills improvement
8. % of youth completing career education activities utilizing Illinois Pathways strategies.
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9. % of youth receiving Supportive Services
10. % of enrolled youth with an individualized case plan
11. % of youth completing case plan goals
12. % of out-of-school youth re-engaged in education 13. % of youth with improved educational outcomes
14. # & % of youth maintaining initial job placement for 3 months or more
15. # & % of youth maintaining initial job placement for 6 months or more
16. # & % of youth maintaining initial job placement for 9 months or more
17. # & % 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 an Illinois workNet pre & post assessment evaluation.
Acceptable performance is 80%.
6. 100% of enrolled youth will complete the 8 required activities in Illinois workNet. Acceptable
performance is 80%.
7. 100 % of assessed youth will demonstrate work readiness skills improvement. Acceptable
performance is 80%. Considers only those youth completing the Illinois workNet pre & post
assessment evaluation.
8. 100% of youth will complete career education activities utilizing Illinois Pathways strategies.
Considers youth participating in one or more Pathways activities that have documented
completion of one or more activity.
9. 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.
10. 100% of enrolled youth will have an individualized case plan. Acceptable performance 80%.
11. 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.
12. 100% of out-of-school youth will re-engaged 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%. 13. 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.
14. 100% of youth will maintain initial job placement for 3 months or more. Acceptable
performance is 80%.
15. 100% of youth will maintain initial job placement for 6 months or more. Acceptable
performance is 75%.
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16. 100% of youth will maintain initial job placement for 9 months or more. Acceptable
performance is 70%.
17. 100% of enrolled youth will be in an unsubsidized job placement at case closure. Acceptable
performance is 65%.
B. Funding Information
1. Funding for this award will come from the State’s Commitment to Human Services Fund and
does NOT have a match requirement.
2. This NOFO is considered a competitive application for funding.
3. In FY2017 the Department anticipates the availability of approximately $12,000,000 in State
funds. The Department anticipates funding approximately 45 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, 2017.
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. Applicants
who have been performing CYEP services since July 1, 2016 must provide proof of services. To
be accepted, proof of services must meet the guidelines and requirements outlined within this
Notice and must include a signed statement confirming that any Pre-Award costs submitted for
reimbursement, if paid by the Department, will not constitute supplanting of funds. Costs for
services prior to July 1, 2016 will not be approved. Only applicants who receive an award as a
result of the NOFO and merit-based review process will be eligible for pre-award costs. Any
applicant who performed CYEP services on or after July 1, 2016 that does not receive an award
will not be eligible for reimbursement of costs incurred.
6. Funding allocated under this grant is intended to provide direct employment and support services
to youth. It is expected that administrative costs, both direct and indirect, will represent a small
portion of the overall program budget and may NOT exceed 15% of the total award.
7. Proposed project budgets and narratives must be sufficiently detailed and justified to be
approved by DHS.
8. 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.
C. Eligibility Information
1. Eligible Applicants
This competitive funding opportunity is limited to community-based organizations and local
units of government in Illinois that:
a) are in good standing with the Secretary of State
b) complete the GATA pre-qualification process.
c) have previously received state grant funds and successfully administered a youth
employment program.
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All applicants are required to provide the requested information as outlined in this NOFO to be
considered for funding in FY2017. Successful applications will serve as the applicant’s program
plan and budget for the FY2017 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. Indirect Cost Rate Requirements: In order to charge indirect costs to this grant, the applicant
organization must have an annually negotiated indirect cost rate agreement (NICRA). There are
three types of NICRAs: a) Federally Negotiated Rate. Organizations that receive direct federal
funding, may have an indirect cost rate that was negotiated with the Federal Cognizant Agency.
Illinois will accept the federally negotiated rate. The organization must provide a copy of the
federally NICRA. b) State Negotiated Rate. The organization must negotiate an indirect cost rate
with the State of Illinois if they do not have Federally Negotiated Rate or elect to use the De
Minimis Rate. The indirect cost rate proposal must be submitted to the State of Illinois within 90
days of the notice of award. c) De Minimis Rate. An organization that has never received a
Federally Negotiated Rate may elect a de minimis rate of 10% of modified total direct cost
(MTDC). Once established, the de minimis rate may be used indefinitely. The State of Illinois
must verify the calculation of the MTDC annually in order to accept the de minimis rate.
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 and may NOT exceed 15% of the total grant. Administrative means those
activities performed by staff and costs which are supportive of and required for project
implementation for which there is no direct client contact such as fiscal staff; audit; clerical
support; office rent, utilities, insurance; general office equipment etc. Program budgets and
narratives will detail how all proposed expenditures are directly necessary for program
implementation and will distinguish between Indirect/Direct Administrative and Direct Program
expenses. Any budget deemed to include inappropriate or excessive administrative costs will not
be approved. At no time may the approved NICRA be exceeded under this agreement – even if
it is below the maximum allowed under the award. Documentation will be required to verify the
approved NICRA.
4. 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.
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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.
D. Application and Submission Information
1. Address to Request Application Package.
Application materials are provided throughout the announcement. Appendices will be made
available in user/printer friendly format and may be found on the Illinois Department of Human
Services web site at: http://www.dhs.state.il.us/page.aspx?item=84632 Please click on the
corresponding link to the right. Additional copies may be obtained by contacting the contact
person listed below.
Each applicant must have access to the internet. The Department’s web site will contain
information regarding the NOFO and materials necessary for submission. Questions and answers
will also be posted on the Department’s website as described later in this announcement. It is the
responsibility of each applicant to monitor that web site and comply with any instructions or
requirements relating to the NOFO.
Contact Person
Karrie Rueter, Assistant Director
IDHS, Division of Family & Community Services
823 East Monroe
Springfield, Illinois 62704
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. 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 guidelines set for each section, and must be in the order requested. If a county
receives an award through this NOFO the proposal will become the local program plan and budget.
The application/plan will be the basis for monitoring compliance by DHS.
A. 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
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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
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
B. 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.
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)
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3. Temporary Assistance for Needy Families (TANF)
4. 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 or 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.
C. Capacity - Agency Qualifications/Organizational Capacity (6 pages maximum) 40
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:
a) Convincing evidence that the applicant agency is capable of carrying out the
proposed program.
b) 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.
c) 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.
d) 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 A1.
e) 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 A2 of your proposal.
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f) 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 A3.
g) 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.
h) A description of your agency’s readiness for service provision commencing on or
within six weeks of grant execution. Include an implementation timeline as
Attachment A4. i) 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.
j) 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 A5 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.
k) 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 A5
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.
l) Describe your policy and procedure for conducting background checks.
m) 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.
n) Include as Attachment A6 the FY2017 Program Contact Information Forms found
in Appendix B.
o) Include Sub-Contractor Contact Information Forms as appropriate as Attachment
A7 and Attachment A7a. These forms can be found in Appendix C and Appendix
D. Also include in Attachment A7 copies of corresponding subcontractor
agreements.
m) Include as Attachment A8 the Program Employment/Work Site Information Form
found in Appendix E of this NOFO.
n) Include as Attachment A9 the Service Delivery Site Information Form found in
Appendix F of this NOFO.
Note: Subcontractor budgets and narratives will be included in Attachment A13 with
the Application Budget and Narrative.
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D. Quality of Program Services: (9 pages maximum) 40 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:
o Describe how the services to be provided will be individualized and based upon
an individualized assessment.
o Describe the planned services that will be provided to meet the individual needs
of the youth targeted for this program.
o 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
o 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 FY2017.
o List each measures identified in Section A and include a detailed plan for
achievement in FY17.
o 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 A10.
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)?
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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.
E. Budget and Budget Narrative (No page limit) 10 points
Complete the Program Budget Forms found in Appendix I of this NOFO. Provide a detailed
Budget Narrative in which you clearly describe how the specified resources and personnel
have been allocated for the tasks and activities described in your proposal. The Budget and
Budget narratives should be prepared to reflect a budget period from (November 1, 2016 –
June 30, 2017).
No more than 15% of the total award may be used for administrative costs and services.
(Administrative means those activities performed by staff and costs which are supportive of
and required for the project for which there is no direct client contact such as administrative
and fiscal staff; clerical support; office rent, utilities; general office equipment etc.) 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. (Budget format for contractors is
optional – however, narratives must be detailed.)
Please complete the Spending Plan Form found in Appendix K and include it as
Attachment 13.
Completed budget forms and detailed budget narrative along with any subcontractor budgets
and narratives will be included as Attachment 13 of your application.
F. Attachments to Your Application (Not included in page Limits)
Attachment 1 – Organizational Chart
Attachment 2 – Resumes of the Project Manager/Coordinator, Agency Director, Fiscal
Manager and Payroll Coordinator (if applicable)
Attachment 3 – Job Descriptions of Program/Grant Staff
Attachment 4 – Implementation Timeline
Attachment 5 – Service Provider & Employer Agreements/Commitments
Attachment 6 – Program Contact Form
Attachment 7 – Subcontractor Contact Form (if applicable)
Attachment 7a – Sub-Contractor Information Form (if applicable)
Attachment 8 – Program Employment/Worksite Info
Attachment 9 – Service Delivery Site Information
Attachment 10 – Past Performance Summary
Attachment 11 – Project Summary Worksheet
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Attachment 12 - Copy of Currently Approved NICRA if indirect costs are included
in the budget.
Attachment 13 – Uniform Budget and Budget Narrative and the Spending Plan Form
(including subcontractor budgets and narratives as necessary)
3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for
Award Management (SAM). Each applicant is required to:
A. Be registered in SAM before submitting the application. The following link provides
a connection for SAM registration: https://governmentcontractregistration.com/sam-
registration.asp;
B. provide a valid DUNS number in its application; and
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 Tuesday,
October 11th
, 2016. The application container will be time-stamped upon receipt. The
Department will ONLY accept applications submitted by electronic mail 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.
Submit the completed grant application to:
[email protected] The subject line of the email MUST state: “17-444801444-01 Karrie
Rueter CYEP”
If you have trouble emailing the document due to the file size, please utilize 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.
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5. Funding Restrictions. A. 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 6 months 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.
B. 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 and may NOT exceed 15% of the total program costs including
required match. Administrative means those activities performed by staff and costs which
are supportive of and required for project implementation for which there is no direct client
contact such as fiscal staff; audit; clerical support; office rent, utilities, insurance; general
office equipment etc. Program budgets and narratives will detail how all proposed
expenditures are directly necessary for program implementation and will distinguish between
Indirect/Direct Administrative and Direct Program expenses. Any budget deemed to include
inappropriate or excessive administrative costs will not be approved. At no time may the
approved NICRA be exceeded under this agreement – even if it is below the maximum
allowed under the award. Documentation will be required to verify the approved NICRA.
C. 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.
D. 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. Applicants who have been performing CYEP services since July 1, 2016 must
provide proof of services. To be accepted, proof of services must meet the guidelines and
requirements outlined within this Notice and must include a signed statement confirming that
any Pre-Award costs submitted for reimbursement, if paid by the Department, will not
constitute supplanting of funds. Costs for services prior to July 1, 2016 will not be approved.
Only applicants who receive an award as a result of the NOFO and merit-based review
process will be eligible for pre-award costs. Any applicant who performed CYEP services
on or after July 1, 2016 that does not receive an award will not be eligible for reimbursement
of costs incurred.
6. Other Submission Requirements.
A. Proposal Container and Format Requirements
All applications must be typed on 8 ½ x 11-inch paper using 12-point type and at 100%
magnification. With the exception of letterhead and stationery for letter(s) of support, the
entire proposal should be typed in black ink on white paper. The program narrative must be
typed single-spaced, on one side of the page, 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.
21
The entire application, including attachments, must be sequentially page numbered and
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.
B. ALL Applications MUST include the following mandatory forms/attachments in the
order identified below. 1. Uniform State Grant Application
2. Proposal Narrative
Executive Summary
Capacity - Agency Qualifications/Organizational Capacity
Need - Description of Need
Quality - Description of Program/Services
Attachments to Your Application
Attachments to Your Application (Not included in page Limits)
Attachment 1 – Organizational Chart
Attachment 2 – Resumes of the Project Manager/Coordinator, Agency Director,
Fiscal Manager and Payroll Coordinator (if applicable)
Attachment 3 – Job Descriptions of Program/Grant Staff
Attachment 4 – Implementation Timeline
Attachment 5 – Service Provider & Employer Agreements/Commitments
Attachment 6 – Program Contact Form
Attachment 7 – Subcontractor Contact Form (if applicable)
Attachment 7a – Sub-Contractor Information Form (if applicable)
Attachment 8 – Program Employment/Worksite Info
Attachment 9 – Service Delivery Site Information
Attachment 10 – Past Performance Summary
Attachment 11 – Project Summary Worksheet
Attachment 12 - Copy of Currently Approved NICRA if indirect costs
are included in the budget.
Attachment 13 – Uniform Budget and Budget Narrative and Spending Plan Form
(including subcontractor budgets and narratives as necessary)
E. Application Review Information
1. Criteria. Funding 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.
22
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 in the Bureau serving as Government Public Service Interns under contract from the
University of Illinois at Springfield, contractual staff and staff for the Division Bureau of Employment
and Training.
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
Application Narratives will be evaluated on the following criteria:
Executive Summary 5 points
Need – Description of Need 10 points
Capacity - Agency Qualification/Organizational Capacity 40 points
Quality of Program/Services 40 points
Budget & Budget Narrative 5 points
TOTAL 100 POINTS
Priority Points: Up to five (5) additional 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.
In addition to the application final score, consideration may also be given to: the geographic
distribution of programs; past performance as identified/documented in the application; and the level of
non-grant resources contributed to the program (match, in-kind, employer covered wages/benefits etc.)
as described in the application and demonstrated in the proposed budget.
Final award decisions will be made by the Director of the Division of Family and Community
Services at the recommendation of both the Associate Director for the Office of Community
and Positive Youth Development and the Associate Director of the Office of Employment and
Training. The Department reserves the right to negotiate final award amounts with applicants
recommended for funding.
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3. Merit-Based Evaluation Appeal Process.
A. 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).
B. Submission of Appeal.
a. An appeal must be submitted in writing to Karrie Rueter, who will send to the ARO
for consideration.
b. An appeal must be received within 14 calendar days after the date that the grant
award notice has been published.
c. The written appeal shall include at a minimum the following:
i. the name and address of the appealing party;
ii. identification of the grant; and
iii. a statement of reasons for the appeal.
C. Response to Appeal.
a. The DHS will acknowledge receipt of an appeal within fourteen (14) calendar days
from the date the appeal was received.
b. 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.
c. The appealing party must supply any additional information requested by DHS within
the time period set in the request.
D. Resolution
a. The ARO shall make a recommendation to the Agency Head or designee as
expeditiously as possible after receiving all relevant, requested information.
b. 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.
c. The Agency will resolve the appeal by means of written determination.
d. The determination shall include, but not be limited to:
i. Review of the appeal;
ii. Appeal determination; and
iii. Rationale for the determination.
F. 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 Finalist”. This notice will identify
additional grant award requirements that must be met before a grant award can be executed.
These will include one or more of the following:
Grantee Pre-Qualification Process
Financial and Administrative Risk Assessment – Internal Control Questionnaire
Conflict of Interest and Mandatory Disclosures
A Notice of State Award (NOSA) will be issued to the review finalists that have successfully
completed all grant award requirement. Based on the NOSA, the review finalist is positioned to
24
make an informed decision to accept the grant award. 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 FY2017 DHS contract/grant agreement, please visit the DHS
Website at http://www.dhs.state.il.us/page.aspx?item=29741.
The agency awarded funds through this NOFO must further agree to comply with all applicable
provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual
harassment and equal employment opportunity including, but not limited to: The Illinois
Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination
Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC
2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The
Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination
Act (42 USC 6101 et seq.). Additional terms and conditions may apply.
Indirect Cost Rate Requirements: In order to charge indirect costs to this grant, the applicant
organization must have an annually negotiated indirect cost rate agreement (NICRA).
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 and may NOT exceed 15% of the total program costs including
required match. Documentation will be required to verify the approved NICRA. Refer to
Section C. 3. This document for additional information regarding indirect cost rate
requirements.
3. Reporting
A. 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.
B. The Provider will submit an annual program plan and a detailed program budget and
budget narrative to the Department as directed.
25
C. Monthly and quarterly data reports will be submitted by the 15th
of each month for the
preceding month.
D. Annual performance data will be collected as directed by the department and in a format
prescribed by the Department.
G. State Awarding Agency Contact(s)
Questions and Answers If you have questions relating to this NOFO, please send them via email to:
[email protected] with “CYEP NOFO - Karrie” in the subject line of the
email.
Questions with their respective answers will be posted on the DHS website at
http://www.dhs.state.il.us/page.aspx?item=86966 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 October 4, 2016.
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FY 2017 CYEP NOFO Application
APPENDICES
Appendix A. Uniform State Grant Application
Appendix B. Program Contact Form
Appendix C. Subcontractor Contact Form
Appendix D. Subcontractor Information Form
Appendix E. Program Employment/Worksite Form
Appendix F. Service Delivery Site Form
Appendix G. Project Summary Worksheet
Appendix H. Program Data Collection & Reporting
Appendix I. Uniform Budget Template & Worksheet
Appendix J. Priority Service Areas
Appendix K. Spending Plan Form
This document as well as the Appendices and FAQs can also be found at
http://www.dhs.state.il.us/page.aspx?item=84632 or by emailing
[email protected] indicating “CYEP NOFO Forms Request”
in the subject line of the email if you experience accessibility issues.
27
FY 2017 CYEP NOFO Application
APPENDIX 1
UNIFORM APPLICATION FOR STATE
GRANT ASSISTANCE
Attached/Linked file
28
FY 2017 CYEP NOFO Application
Appendix B Program Contact Information- Grantee
Agency Name:
FEIN:
Address:
City:
State:
Zip:
Phone/Cell:
Agency Website:
Agency Director:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Project Manager/Coordinator:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Additional Program Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Fiscal Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Payroll Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Report/Data Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
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FY 2017 CYEP NOFO Application
Appendix C Program Contact Information- Subcontractor
Provide a form for each Subcontractor
Agency Name:
FEIN:
Address:
City:
State:
Zip:
Phone/Cell:
Agency Website:
Agency Director:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Project Manager/Coordinator:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Additional Program Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Fiscal Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Payroll Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
Report/Data Contact:
Address:
City:
State:
Zip:
Phone/Cell:
Fax:
Email:
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FY 2017 CYEP NOFO Application
Appendix D
Additional Subcontractor Information
Please include this form for EACH Subcontractor.
What is the amount of the subcontract?
Please provide a brief description (up to 500 words) of the services to be provided under the subcontract.
A copy of the Executed Subcontract Agreement is included in the Application Package (May include
current or draft if it will be a new agreement upon award execution)
A copy of Subcontract Budget and Narrative is included in the Application Package
(If more than one subcontract is utilized, please copy the form from above and paste HERE)
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FY 2017 CYEP NOFO Application
Appendix E Employer/Worksite Information
Employer Name: Is the provider a subcontractor?
□ Yes □ No
Worksite Name: If yes, provide the contract amount:
$
Address:
City:
County:
Zip:
Worksite Supervisor Name: Title:
Phone:
Fax:
Email:
Designate CYEP Targeted Industries/Career Cluster(s) at this site:
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
Transportation, Distribution, & Logistics
Total number of Job Placements available at this site: __________
Below, please provide a breakdown of these job placements. If a job will be subsidized in whole or in part for a period of time, they should be listed
under “subsidized”. Only include jobs under “unsubsidized” if that job is totally unsubsidized. If a job is being subsidized in whole or in part with
funds other than these DHS grant dollars, please list in the “subsidized” section below and provide the specific detail in the narrative boxes below to indicate the subsidy source and to differentiate between Grant and other subsidized.
Subsidized
Total # of subsidized Job Placements Available: ________
Total # of Part-Time: _______ Part Time = ______ hours/week
Total # of Full-Time:_______ Full Time = ______ hours/week
Unsubsidized
Total # of unsubsidized Job Placements Available: ________
Total # of Part-Time: _______ Part-Time = ______ hours/week
Total # of Full-Time:_______ Full-Time = ______ hours/week
For each different position, please indicate the job title; brief description of duties; full-time or part-time; if the initial placement will be subsidized or unsubsidized; total wage rate; if subsidized, describe terms; and the total number of available placements for that job.
Provide a detailed description of the youth wage payment terms for this site including: wage amount, how wages will be paid and by whom, plan to
ensure subsidized jobs become unsubsidized, and how work will be tracked and reported to provider.
Describe the commitment made by this employer to providing long-term, sustained, unsubsidized employment for CYEP youth. Include numbers.
Performance Target: 100% of Job Placements will be expected as indicated above under “Total # Placements at Site”. How many of these youth are
projected to remain successfully employed from this site following program completion?
Signed Worksite Agreement included with application: Yes____ No ____
Draft or sample Worksite Agreement included with application: Yes____ No ____
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FY 2017 CYEP NOFO Application
Appendix F Service Delivery Site Information
Agency Name: Is the provider a subcontractor?
□ Yes □ No
Site Name:
If yes, provide the contract amount:
$
Address:
City:
County:
Zip:
Site Supervisor/Contact Name: Title:
Phone:
Fax:
Email:
Designate CYEP Services Provided at this Site:
Case Management Activities
Supportive Services Illinois WorkNet Access/Internet Access
Life Skills Education
Conflict Resolution Skills Child Care Services
Mentoring/Coaching
Transportation Career Employment Planning
Other (describe):
Trauma Services
Mental Health Services Anger Management Skills
Career Education Planning
Assessment Services World-Readiness Skills Training and Activities
Educational/GED Support Activities
Advocacy Services (Education, having disability, etc.) Individual/Family Counseling
Provide a brief description of services to be provided to CYEP enrolled youth at this site. Include the age group(s) targeted for services and if
they will be in-school or out-of-school youth, # of youth to receive each service, etc.
Estimate the number of youth to receive services through this site in FY17:
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FY 2017 CYEP NOFO Application
Appendix G
Project Worksheet Summary
Agency Name:
Address:
City:
County:
Zip:
Phone:
Fax:
Email:
Projected Number of CYEP Youth enrolled:
In-School Youth: Out-of-School-Youth: Total:
Employer Name
# Part-
Time
Jobs
PT
Hours
per
week
# Full-
Time
Jobs
FT
Hours
per
week
# of Jobs
that will be
Unsubsidized
# of Jobs
that will
be
Subsidized
Average # of
Months Jobs will
be Subsidized
w/Grant
Wage
Rate
TOTALS
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FY 2017 CYEP NOFO Application
Appendix H
Program Data Collection & Reporting
The following data elements must be collected on each youth, tracked and reported to the Department as
requested. The data elements below are not considered all-inclusive.
1. Total number of youth referred to the program.
2. Total number of youth referred to the program by DHS Local FCRC Office.
3. # & % of referred youth registered in Illinois workNet or other data system as directed by the
Department.
4. # & % of registered youth determined eligible for the program.
5. # & % of eligible youth accepted/enrolled into the program.
6. # & % of eligible FCRC referrals accepted/enrolled into the program
7. # of in-school youth enrolled in the program
8. # & % of in-school youth enrolled by eligibility criteria
A. National School Lunch Program / Free & Reduced Lunch Program
B. Supplemental Nutrition Assistance Program (SNAP)
C. Temporary Assistance for Needy Families (TANF)
D. Other risk factors:
a. At risk of involvement or further involvement in the criminal or juvenile justice system,
including ex-offenders
b. At risk of involvement in the child welfare system
c. At risk of education failure (includes risk due to social conditions)
d. Youth with no work experience or a history of employment failure
e. Homeless youth
f. Youth with a disability
g. Family income does not exceed 185% of the Federal Poverty Level (FPL)
9. # of out-of-school youth enrolled in the program
10. # & % of out-of-school youth enrolled by eligibility criteria
A. National School Lunch Program / Free & Reduced Lunch Program
B. Supplemental Nutrition Assistance Program (SNAP)
C. Temporary Assistance for Needy Families (TANF)
D. Other risk factors:
a. At risk of involvement or further involvement in the criminal or juvenile justice system,
including ex-offenders
b. At risk of involvement in the child welfare system
c. Education (Dropped Out, Expelled, etc., no GED)
d. Youth with no work experience or a history of employment failure
e. Homeless youth
f. Youth with a disability
g. Family income does not exceed 185% of the Federal Poverty Level (FPL)
11. # & % of enrolled youth completing an Illinois workNet pre-assessment evaluation.
12. # & % of enrolled youth completing an Illinois workNet pre & post Illinois workNet assessment
evaluation.
13. # & % of assessed youth demonstrating work readiness skills improvement. Considers total youth
enrolled in Illinois workNet completing a pre & post Illinois workNet assessment with those that
demonstrated improvement.
14. # & % of enrolled youth completing the 8 required activities in Illinois workNet.
15. # & % of youth successfully completing Illinois workNet requirements & demonstrating skills
improvement. Considers total youth enrolled in Illinois workNet completing a pre & post Illinois
35
workNet assessment that also completed all 8 required activities AND then considers those
demonstrating improvement through that assessment.
16. # & % of enrolled youth participating in career education activities utilizing Illinois Pathways strategies.
Considers total youth enrolled compared to youth participating in one or more Pathways activities.
17. # & % of youth completing career education activities utilizing Illinois Pathways strategies. Considers
youth participating in one or more Pathways activities that have documented completion of one or more
activity.
18. # & % of enrolled youth assessed for Supportive Services.
19. # & % of youth assessed for Supportive Services requiring one or more services.
20. # & % of youth requiring one or more Supportive Services actually receiving that service.
21. # & % of enrolled youth identified in # 8E & #10E above were connected to homeless services.
22. # & % of enrolled youth identified in # 8F & #10F above were connected to disability services.
23. # & % of enrolled youth with an individualized case plan developed.
24. # & % of youth with an individualized case plan completing 50% or more of case plan goals
25. # & % of youth with an individualized case plan completing 100% of case plan goals
26. # & % of enrolled youth participating in anger management and/or conflict resolution.
27. # & % of youth in #26 above demonstrating improved anger management and/or conflict resolution skills
by case closure.
28. # & % of enrolled youth participating in Life Skills Education.
29. # & % of youth in #28 above demonstrating increased Life Skills.
30. # & % of in-school (high school) enrolled youth participating in the program six months or longer.
31. # & % of youth in #30 above that were promoted to the next grade level and/or graduated.
32. # & % of in-school youth participating 6 months or longer that were considered “seniors”.
33. # & % of “seniors” in #32 above that graduated.
34. # of part-time subsidized initial job placements
35. # of part-time non-subsidized initial job placements
36. # of full-time subsidized initial job placements
37. # of full-time non-subsidized initial job placements
38. # & % of initial part-time subsidized job placements converted to non-subsidized
39. # & % of initial full-time subsidized job placements converted to non-subsidized
40. Total # of youth with a HS Diploma at enrollment.
41. Total # of youth with a GED at case enrollment.
42. # & % of out-of-school youth without a HS Diploma or GED at enrollment.
43. # & % of out-of-school youth re-engaged in education (HS or GED) at case closure; and % increase
compared to at enrollment.
44. # & % of enrolled youth with a HS Diploma at case closure; and % increase compared to at enrollment.
45. # & % of enrolled youth with a GED at case closure; and % increase compared to at enrollment.
46. Total # of youth enrolled in higher education program (includes technical/certificate) at enrollment.
47. # & % of enrolled youth enrolled in higher education program (includes technical/certificate) at case
closure; and % increase compared to at enrollment.
48. # & % of youth maintaining initial job placement for 3 months or more
49. # & % of youth maintaining initial job placement for 6 months or more
50. # & % of youth maintaining initial job placement for 9 months or more
51. # & % of youth requiring a subsequent job placement
52. # & % of youth maintaining a subsequent job placement for 3 months or more
53. # & % of youth maintaining a subsequent job placement for 6 months or more
54. # & % of youth maintaining initial job placement for 9 months or more
55. # & % of enrolled youth in unsubsidized part-time job placement at case closure.
56. # & % of enrolled youth in unsubsidized full-time job placement at case closure.
57. # & % of enrolled non-DHS FCRC referred youth completing an application in ABE to determine
benefits/services eligibility.
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FY 2017 CYEP NOFO Application
APPENDIX I
UNIFORM BUDGET TEMPLATE
FORMS & WORKSHEET
Attached/Linked file
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FY 2017 CYEP NOFO Application
Appendix J
Priority Service Areas
Grant funds will be used to address youth unemployment, poverty, and violence in Illinois’ most
needy communities. To this end, the Department has prioritized seven (7) counties with the highest
number of youth 16-24 currently receiving SNAP benefits.
Applications are encouraged and will be considered for services anywhere in the state, however, up
to 5 priority points, as identified below, will be awarded to applications that intend to serve youth in
communities within the following counties:
Priority Points = 5
Cook 34,861 active cases
Priority Points = 2
Winnebago 3,410 active cases
Will 3,206 active cases
Priority Points = 1
Lake 2,498 active cases
DuPage 2,281 active cases
St Clair 2,062 active cases
Peoria 2,038 active cases
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FY 2017 CYEP NOFO Application
Appendix K
Spending Plan Form
In the table below, please project your anticipated monthly expenditures for the entire grant period.
These projections must be reasonable and justified by your implementation plan and timeline as
presented in your application. The Department understands that this is a projection and that actual
expenditures may vary. (Refer to “Program Requirements Section, O. Allowable Costs” for a
description of the categories identified below).
Month
Projected Grant Expenditures
Youth
Wages
Program
Services
Administrative
Costs
Contractual Total
November
December
January
February
March
April
May
June
TOTALS