Application: MMHU-3
Online Application
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NOFO Table of Contents
About the Application
This page lists all the questions you will be asked to respond to in the SurveyMonkey Apply platform. The application is organized into 9 sections. The information in Sections 1–4 is about the organization overall. The information in sections 5-9 is specific to this funding notice and scored as part of the merit-based review. In sections 5-9, please carefully note the associated criteria for each question. These criteria are used to score each question.
Section 1. Organization Information (0 points)
In Section 1, enter general information and relevant contact information related to your organization and the program.
| # | Data Item | Field Information | Instructions |
| 1.1 | Legal organization name | ““Add the organization name as registered with the Illinois Secretary of State.” | |
| 1.2 | Common name (doing business as [DBA]) | ||
| 1.3 | Address line 1 | ||
| 1.4 | Address line 2 | ||
| 1.5 | City | ||
| 1.6 | State | ||
| 1.7 | ZIP code | ||
| 1.8 | County of primary office location | ||
| 1.9 | Organization phone | ““Please input the phone number in this format: ###-###-####-Ext”” | |
| 1.10 | Organization website address (optional) | ||
| 1.11 | Type of organization |
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Select your organization type. |
| 1.12 | Organization description | Provide a 2-3 sentence description of your organization’s mission, vision, and services. | |
| 1.13 | Year founded/incorporated | ||
| 1.14 | IDHS /DBHR licenses, if any | ||
| 1.15 | Indirect cost election |
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Select your indirect cost election.
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| 1.15a | Indirect cost rate | Enter your indirect cost rate. | |
| 1.16 | Program manager or director name | The primary contact should be the program manager/director who receives all program communications and ensures that materials are shared appropriately. | |
| 1.17 | Program manager or director title | ||
| 1.18 | Program manager or director email address | ||
| 1.19 | Program manager or director phone | ||
| 1.20 | Program alternative contact name | ||
| 1.21 | Program alternative contact title | The secondary contact may be administrative or fiscal support and will also receive program communications. | |
| 1.22 | Program alternative contact email address | ||
| 1.23 | Program alternative contact phone | ||
| 1.24 | Organizational leadership contact name | A member of the organization’s executive leadership team who will serve as the program sponsor. | |
| 1.25 | Organizational leadership contact email address | ||
| 1.26 | Organizational leadership contact phone |
Section 2. Pre-Qualification (0 Points)
In Section 2, enter information that demonstrates your organization’s eligibility for receiving grant funds.
| # | Data Item | Field Information | Instructions |
| 2.1 | Federal or State Employer Identification | Indicate your FEIN/EIN. | |
| 2.2 | Expiration date of sam.gov account | Enter date | |
| 2.3 | Unique Entity Identifier | Indicate your UEI. | |
| 2.4 | Illinois Secretary of State File ID | Indicate your File ID. | |
| 2.5 | Do you attest that your organization is not on the Federal Excluded Parties List? |
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| 2.6 | Do you attest that your organization is not on the Illinois Stop Payment list? |
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| 2.7 | Do you attest that your organization is not on the Department of Healthcare and Family Services Provider Sanctions list? |
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| 2.8 | Do you attest that your organization is in good standing with the Illinois Secretary of State? |
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Section 3. Internal Controls (0 Points)
In Section 3, enter information about the administrative and management controls within your organization to inform assessment of organizational risk. These questions align with the Illinois ICQ.
| # | Data Item | Field Information | Instructions |
| 3.1 | What type of accounting system does the organization use? (2.01) |
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Select the response that best describes your accounting system. |
| 3.2 | Does the accounting system require users to have separate sign in/log on credentials for access and approval? (2.02) |
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| 3.3 | Have any new accounting systems been implemented during the last fiscal year? (2.03) |
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| 3.3a | If yes, please describe the new accounting system. | ||
| 3.4 | Does the accounting system or do related written policies and procedures separate the receipt and expenditure of grant funds at the grant level? (2.04) |
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Select the response that best describes how receipt and expenditure of grant funds are tracked. |
| 3.5 | Does the accounting system or do written policies and procedures include a formal chart of accounts that allows users to record transactions by the categories of the approved budget? (2.05) |
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| 3.6 | How often are the general ledger accounts reconciled? (2.06) |
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Select the response that best describes how often the general ledger accounts are reconciled. |
| 3.7 | Does the organization require monthly bank reconciliations? (2.07) |
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| 3.8 | Does the organization have written policies and procedures regarding proper segregation of duties for fiscal activities that include, but are not limited to, a) authorization of transactions, b) recordkeeping for receipts and payments, and c) cash management? (2.08) |
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| 3.9 | Does the organization have written review and approval processes over financial and program-related reporting? (3.01) |
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| 3.10 | Are the annual financial statements prepared in accordance with Generally Accepted Accounting Principles (GAAP) or on a basis acceptable by the regulatory agency? (3.02) |
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| 3.11 | Does the organization have written policies and procedures to ensure program performance measures and deliverables align with the program spending plan? (3.03) |
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| 3.12 | Has the organization taken steps to ensure the individuals who prepare, review, and approve reports have the financial and/or program-related required knowledge, skills, and abilities? (3.04) |
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| 3.13 | Who prepares the organization’s financial statements? (3.05) |
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Select the response that best describes who prepares the organization’s financial statements. |
| 3.14 | Who prepares the organization’s program performance reports? (3.06) |
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Select the response that best describes who prepares the organization’s performance reports. |
| 3.15 | Does the organization have written policies and procedures that support compliance with cost principles? (4.01) |
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| 3.16 | Does the organization have written policies and procedures for allocating costs? (4.02) |
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| 3.17 | Are costs recorded consistently with regulations and written policies and procedures to address uniformity both in grant awards and in the organization’s other activities? (4.03) |
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| 3.18 | Does the organization charge indirect costs? (4.04) |
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| 3.19 | Does the organization keep adequate documentation to support all costs charged to its grant awards? (4.06) |
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| 3.20 | Does the organization have a governing body (including but not limited to: Board of Directors, Board of Trustees, City Council, County Board, Leadership, Legislature, Governor’s Office, etc.)? (4.07) |
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| 3.21 | Is financial information, including budget to actual revenue and expenditure reports, provided to leadership or the governing body members? (4.08) |
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Select the response that best describes how often financial information is provided to leadership or governing body members |
| 3.22 | Is the governing body engaged in audit function activities, such as selection of an audit firm, the audit firm’s presentation of audit results, or follow-up on corrective action of audit findings? (4.09) |
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Select the response that best describes how often the governing body is engaged with audit function activities. |
| 3.23 | Does the organization make purchases of equipment of $5,000 or more with grant funding? (4.10) |
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| 3.24 | Is a control system in place with adequate safeguards to prevent loss, damage, theft, or unauthorized use of property? (4.13) |
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| 3.25 | Does the organization have written policies and procedures for proper authorization of property disposals? (4.14) |
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| 3.26 | Does the organization have written policies and procedures for purchasing goods and services with grant funds? (4.15) |
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| 3.27 | Does the organization have written policies and procedures that forbid employees, management officers, or agents from participating in the selection, award, or administration of a contract supported by a grant award if there is a real or apparent conflict of interest? (4.16) |
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| 3.28 | Does the organization have written policies and procedures that forbid contractors who develop or draft specifications, requirements, statements of work (scope of services), or requests for proposals from competing for such procurements? (4.17) |
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| 3.29 | Does the organization have written policies and procedures that document subrecipient and contractor determinations? (4.18) |
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| 3.30 | In those determinations, has the organization identified any subrecipients? (4.19) |
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| 3.31 | Does the organization have written policies and procedures for assessing subrecipient risk and monitoring program implementation? (4.20) |
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| 3.32 | Does the accounting system or do related written policies and procedures identify expenses in excess of available budget? (4.21) |
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| 3.33 | Are adequate controls in place to ensure that necessary budget revisions receive prior approval from the grantor when applicable? (4.22) |
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| 3.34 | Does the organization have written policies and procedures for allocating personnel time and effort by funding source? (4.23) |
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| 3.35 | Does the organization have written policies and procedures to ensure that all salaries and wages charged to grants accurately reflect work performed (i.e., time and effort or after-the-fact payroll verification)? (4.24) |
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| 3.36 | Does the organization have written policies and procedures to ensure accurate tracking of grant deliverables and performance measures? (4.25) |
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| 3.37 | Does the organization have written policies and procedures to make sure program activities are allowable under the grant agreement and state and federal regulations? (4.26) |
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| 3.38 | Are the terms of the executed agreement and budget shared with the performance or program management staff? (4.27) |
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| 3.39 | Does the organization have written policies and procedures for determining participant eligibility? (4.28) |
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| 3.40 | Does the organization have written policies and procedures for maintaining support documentation of the participant eligibility determination? (4.29) |
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| 3.41 | Have there been any changes in key organizational personnel since the last audit, such as changes to Fiscal and Administrative Management, the Executive Director, and/or Program Management? (5.01) |
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| 3.42 | Has the organization had a financial statement audit conducted in the past year? (5.02) |
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| 3.42a | What type of audit was conducted? (5.03) |
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Select the response that best describes the type of audit conducted within the past year. |
| 3.42b | What period did the audit cover? | ||
| 3.42c | Did the audit disclose findings considered to be significant deficiencies or material weaknesses? (5.04) |
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| 3.42d | If yes, please describe the audit findings and describe any corrective actions implemented. | [Text, 300 characters] | |
| 3.43 | Has the organization submitted financial and program-related reporting in a timely manner and as required for prior grant awards? |
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| 3.43a | If “sometimes” or “rarely,” please further describe the situation and describe any corrective actions implemented. |
Section 4. Organization Attestations (0 Points)
In Section 4, verify organizational capacity and truthfulness of information in the application and upload organization attachments.
| # | Data Item | Field Information | Instructions |
| 4.1 | By entering my name, title, and date, I attest that I am authorized to submit the application on my organization’s behalf. | [Name]
[Title] [Date] |
Enter requested information in fields. |
| 4.2 | I attest that my organization is committed to processing a subaward within six (6) weeks from the NOIA. |
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| 4.3 | I attest that my organization is responsible for performance and monitoring of external partners, subcontractors, and subrecipients (as allowed by the grant agreement). |
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| 4.4 | I attest that I have reviewed the terms and conditions within this NOFO in its entirety. My organization meets the eligibility criteria and has the capacity to fulfill the scope of services described. |
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| 4.5 | I certify that the statements herein are true, complete, and accurate to the best of my knowledge. I agree to comply, on behalf of my organization, with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (https://www.ecfr.gov/current/title-2/section-200.415) 18 USC § 1001. |
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| 4.6 | I attest that my organization will adhere to applicable standards within 77 Ill. Admin. Code Part 2060, . |
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| 4.7 | Conflict of Interest Disclosure | Document upload (required) | Upload as “A. COI” |
| 4.8 | Form W-9, Request for Taxpayer Identification Number and Certification | Document upload (required) | Upload as “B. W-9” |
| 4.9 | Current fiscal year organizational budget or, if you are a new organization, your planned budget for the upcoming fiscal year | Document upload (required) | Upload as “C. Org Budget” |
| 4.10 | Current or planned organizational chart* | Document upload (required) | Upload as “D. Org Chart” |
| 4.11 | Financial Audit Report (most recent) | Document upload (if applicable) | Upload as “E. Audit” |
| 4.11a | What period did the audit cover? | Enter the date range of the period covered by audit | |
| 4.12 | NICRA | Document upload (if applicable) | Upload as “F. NICRA” (if applicable) |
| 4.13 | Financial Management and Personnel Policies and Procedures
Upload documents that demonstrate that financial management systems meet the standards for fund control and accountability as established in 2 CFR § 200.302 and that internal controls meet standards established in § 200.303. Documents that can demonstrate adequate financial management and internal controls standards may include, but are not limited to, the following: Fiscal Policies and Procedures; Employee Handbook; Internal Expense Approvals Guidance; Organizational Chart; Chart of Accounts; etc.
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Document upload (if applicable)
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Upload as “G. Policies” |
Section 5. Executive Summary (5/100 points)
In Section 5, provide a brief overview of your organization, experience, the proposed area and populations of focus, and program results.
| # | Data Item | Field Information | Evaluation Criteria |
| 5.1 | Provide a summary of your organization and program, including the following:
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Up to 1,000 words | (5 points)
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Section 6. Need and Opportunity (30/100 points)
In Section 6, describe the need for the program in the geographic location where services are planned and how the proposed activities will support the program goals.
| # | Data Item | Field Information | Evaluation Criteria |
| 6.1 | Select the public health region (s) where you plan to provide MMHU-3 services per the map. |
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(3 points)
Applicant service areas are located in Metro East, Peoria, or West Chicago public health regions.
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| 6.2a | Please select the primary County where you plan to provide MMHU-3 services. | [list of counties] | (4 points)
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| 6.2b | Please list any other county(ies) and/or municipality(ies) where you plan to provide MMHU-3 services. | ||
| 6.3 | Objectives of MMHU-3 funding are to ensure that (1) patients within the priority populations (Section C.2. of the NOFO) receive immediate care for acute and chronic conditions, including SUD/OUD, wherever it is sought in the service area and (2) transitions to additional recovery services are managed and supported.
What is the current need for MMHU services to achieve these program objectives in your proposed service area? Describe the following:
Please cite the source of any data included. |
Up to 2,500 words | (15 points)
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| 6.4 | How will your proposed services achieve program objectives by addressing gaps in services and the needs of priority populations in the proposed service area?
Please cite the source of any data included. |
(8 points)
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Section 7. Experience and Capacity (30/100 points)
In Section 7, describe relevant experience and capacity to effectively perform program requirements.
| # | Data Item | Field Information | Evaluation Criteria |
| 7.1 | What is your organization’s experience delivering services that meet the objectives of the MMHU-3 program?
Describe experience providing the following services:
Provide detailed descriptions of relevant prior work. |
Up to 1,500 words
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(12 points)
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| 7.2 | Provide up to five examples of grants or contracts that your organization has successfully managed in the past 5 years, with awarding agencies, dates, and dollar amounts.
Include any current fiscal year funding from IDHS/DBHR or IDPH and awards of similar size and services. In description, note whether services relate to the services proposed for this award. Select “not applicable” if you have not received previous grants or contracts. |
Checkbox for not applicable
or
Table below |
(4 points)
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| 7.3 | Who are the key personnel on the MMHU-3 project?
Describe key personnel who will lead the project and provide core support for MMHU operations. Additionally, upload at least two resumes, including the project director and other key leadership roles. If key personnel are to be hired, describe the roles and responsibilities and anticipated timeline for hire. |
Upload resumes as “H. Resumes” | (4 points)
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| 7.4 | What is your organization’s staffing plan to deliver mobile health unit services?
Provide detailed information, including title for each staff member, role, and number of staff FTE who will be providing services in the mobile unit. If partnering with a healthcare organization or community program to fulfill program, describe their role and your organization’s experience with these partners. |
Up to 1,000 words
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(4 points)
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| 7.5 | How does your organization ensure services advance equity and racial and social justice?
Describe policies, procedures, and practices related to:
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Up to 1,000 words | (6 points)
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| Name and Brief Description of Program | Funder Name | Funder Type | Dollar Amount | Population Served | Start Date (MM/DD) | End Date (MM/DD) |
| 200 characters | 200 characters | [Drop Down choices—federal, state, local government, other] | Currency, whole dollar only | 200 characters | Date | Date |
| [same] | ||||||
| [same] | ||||||
| [same] | ||||||
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Section 8. Quality (30/100 points)
In Section 8, describe your overall approach to implementing program requirements.
| # | Data Item | Field Information | Evaluation Criteria |
| 8.1 | Describe the goals, objectives, and projected outcomes based on your organization’s specific services and patient population.
The following can be used as an example format: Goals, Objectives, and Projected Outcomes Outcome Statement: The primary outcome for this program is increased access to MAR through the number of patients cared for, medication dispensed/prescribed, and connection to treatment/recovery support services. Secondary outcomes include treatment retention, identification of OUD-related symptoms, decreased overdose mortality, and increase in treatment of comorbid Hepatitis C or HIV. Program outcomes will be monitored through MMHU logs and patient level data documented in electronic health records (EHR).
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Up to 1,000 words | (9 points)
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| 8.2 | Upload a detailed program plan for your proposed approach, including a month-by-month timeline that covers:
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Upload Program Plan as “I. Program Plan” | (3 points)
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| 8.3 | Describe logistics of the mobile health unit, including:
What are the proposed hours of operation per week? |
Up to 500 words | (2 points)
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| 8.4 | Describe your plan to dispense and prescribe all three FDA-approved medications for OUD (naltrexone, methadone, and buprenorphine / naloxone). | Up to 500 words | (2 points)
The response describes how the organization will dispense and prescribe medication. |
| 8.5 | Describe the social determinants of health assessment and assistance you plan to provide to those receiving services, including assistance with enrollment in health insurance, housing, and employment services. | Up to 500 words | (2 points)
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| 8.6 | Describe outreach strategies to gain support and/or attract potential participants to obtain services.
Explain how staff will engage in outreach and their outreach methods (e.g., one-on-one meetings, community forums) and type of representatives you plan to meet with (e.g., law enforcement officials, community partners, faith-based organizations). |
Up to 500 words | (4 points)
The outreach plan involves engaging with a diverse set of stakeholders. |
| 8.7 | Describe additional services you are proposing to provide in the MMHU (optional, but preferred).
Include:
Other services |
Up to 500 words | (1 points)
The response describes how the organization will provide additional services. |
| 8.8 | Describe how your organization will ensure patients have access to the full spectrum of treatment and recovery support services, and how and when you will connect clients to “in office” care.
Describe processes for:
Provide the names of the organizations and partners and describe the services provided by these organizations. |
Up to 500 words | (3 points)
The response describes how the organization will ensure access to referrals for other health services |
| 8.9 | Provide three references that describe history and quality of work related to the goals of the funding opportunity. | Upload 3 letters of reference as “J. References” | (4 points)
The letters of reference support the organization’s expertise and experience in work relevant to the funding opportunity. |
Section 9. Budget (5/100 Points)
In Section 9, provide information about the program budget.
| # | Data Item | Field Information | Evaluation Criteria |
| 9.1 | Total funding requested for the period of performance | [currency] | (0 points) |
| 9.2 | Please select your preferred payment term as described in Section G.5. of this document.
PLEASE NOTE: Advance payment and reconcile is not guaranteed. If you are awarded and your preferred payment method is advanced payment and reconciliation, you will be evaluated based upon your eligibility per 44 Ill. Admin. Code 7000.120(b), 2 CFR § 200.302, and 2 CFR § 200.305. Illinois requires that the following conditions must be met to receive advanced payment. You must maintain or demonstrate the willingness to maintain both:
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(0 points) |
| 9.3 | Upload the program budget and narrative. This workbook must tie fiscal activity to program objectives and deliverables.
The budget must demonstrate that all proposed costs are
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Upload the Budget Workbook as “K. Budget” to submit your program budget and advance payment request (required) | (5 points)
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