Final ICJIA R3 SOW.pdf
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- Solicitation number
- 26-546CJIA-CJIA5-B-51583
- Issued by
- Illinois
About this file
This is a Scope of Work document for the Illinois Criminal Justice Information Authority (ICJIA) and the National Criminal Justice Association (NCJA) outlining coordination services for the R3 Merit Based Review process. NCJA will manage a minimum of 150 volunteer community reviewers for the Cohort 4 R3 program applications, with each reviewer assigned 5-6 applications to evaluate. The merit review period runs from April 13 to May 8, 2026, with a goal for reviewers to complete assessments by April 30, 2026. Key responsibilities include conducting conflict-of-interest identification and reassignments, coordinating reviewer meetings to discuss application strengths and weaknesses, managing final score submissions in the Amplifund system, and ensuring compliance with ICJIA's merit-based review policies and procedures. The project begins March 16, 2026, and concludes by June 15, 2026. The performance period for resulting R3 awards will extend from July 1, 2026, to June 30, 2027. Recommendations will be presented to the ICJIA Board in June 2026.
The total project cost is $99,999, with NCJA requesting a 25 percent retainer of $25,000 at project initiation and the remaining balance of $74,999 due upon project completion. NCJA's project team includes the Director of Grants, Contract Management and Human Resources; Director of the Center for Grants Management; Finance and Membership Associate; Finance Assistant/Office Manager; and an NCJA Consultant. All NCJA staff must complete ICJIA training in merit-based review procedures, Amplifund system operations, and anti-bias training by March 2026. An on-site 1-2 day training meeting with ICJIA project leads is scheduled for March 30-April 2, 2026. The contract qualifies as a small purchase with sole source conditions under Illinois procurement guidelines.
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| standard-terms-and-conditions~36.pdf | ||
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Illinois Criminal Justice Information Authority R3 Merit Based Review Coordination
Scope of Work
This Scope of Work is developed by and between the National Criminal Justice Association for the pupose of work with the ICJIA team to help manage and coordinate community/volunteers participating in the Merit Based Review process for the SFY 2026, Cohort 4, R3 applications.
A. Background
The National Criminal Justice Association (NCJA) is a 501(c)(3) not-for-profit, non-partisan membership association dedicated to assisting state, tribal, and local criminal justice agencies and other practitioners in the development and implementation of effective criminal justice policy. NCJA provides national level training and technical assistance (TTA) at the state and local level. NCJA, through its Center for Grants Management, has been providing grant management and administration training since 2024 to ICJIA staff to ensure they have the skills they need to fulfil their responsibilities as a recipient and pass-through entity of state and federal assistance funds.
The Illinois Criminal Justice Information Authority (ICJIA) implements and funds criminal justice and violence prevention programs under the Violence Against Women Act, Victims of Crime Act, Adult Redeploy Illinois, Restore, Reinvest, Renew (R3) Program and other state and federal grant programs.
The NOFO for the R3 program was released on January 6 and closed on March 6, 2026. Merit reviews for R3 will take place from April 13 to May 8, 2026. The goal will be for reviewers to complete their work by April 30 and all reviews finalized by May 8, 2026. Recommendations for funding are submitted to the ICJIA Internal Team for final vetting and approved by respective boards. (The R3 program are submitted for approval to the R3 Board.) Both the R3 program recommendations will be presented to the ICJIA Board in June of 2026. The performance period for R3 awards is from July 1, 2026 to June 30, 2027.
ICJIA is seeking assistance to work with the ICJIA grants team to manage community/volunteer reviewers involved in the merit-based review process for the Cohort 4, R3 program.
Scope of Work
NCJA will work with the ICJIA team to manage a minimum of 150 volunteer (community member) R3 reviewers and ensure submission of final scores. NCJA will follow ICJIA’s policies and procedures (e.g. comprehensive merit-based review guide) and utilize ICJIA’s grant management system throughout this initiative. Reviewers will be assigned up to 5-6 applications. NCJA will reassign reviewers when conflicts of interest are identified, coordinate reviewers and host team meetings to discuss strengths and weaknesses of each application, and ensure reviewers enter final scores in the Amplifund system. This project will begin March 16, 2026 and be completed by June 15, 2026.
See more detailed implementation plan on page 3.
NCJA Team Members Tammy Woodhams, Director of Grants, Contract Management and Human Resources Kellie Rabenhorst, Director of the Center for Grants Management Kemi Shonibare, Finance and Membership Associate Dawn Fowlkes, Finance Assistant/Office Manager Anica Stieve, NCJA Consultant
Project Cost
Total: $99,999
NCJA requests a retainer of 25% to support project implementation.
Retainer: $25,000
Balance due at end of the project: $74,999
Implementation Schedule
Task Staff Position Responsible Date Due
Participate in ICJIA training for merit-based reviewers; Amplifund, Merit Review Anti-bias training
All NCJA staff and contractors March 2026
On-site 1-2 day meeting and training with ICJIA project leads.
Co-Leads; Director of Center for Grants Management and Director of Grants, Contracts and HR
March 30-April 2, 2026
Establish workplan and timelines for review teams and meetings
Co-Leads; Director of Center for Grants Management and Director of Grants, Contracts and HR
March 16-March 31, Execute data use agreements and obtain access to Amplifund technology (NCJA)
Director of Grants, Contracts and HR
March 16-March 31, Assign reviewers to team as needed and make staff assignments;
Co-Leads; Director of Center for Grants Management and Director of Grants, Contracts and HR
March 16-April 17, 2026
Schedule review meetings All NCJA staff and contractors March 16-April 17, 2026
Manage community volunteer reviewers, identify conflicts of interest/process COIs
All NCJA staff and contractors March 16- May 1, 2026
Host review team meetings; field questions from reviewers.
All NCJA staff and contractors April 20-May 7, 2026
Ensure submission of final scores and comments by community reviewers.
All NCJA staff and contractors April 20- May 7, 2026
Meet with ICJIA leadership to coordinate and administer project
Co-Leads; Director of Center for Grants Management and Director of Grants, Contracts and HR
March 16-May 15, 2026
Ensure compliance with ICJIA policies and procedures.
Director of Center for Grants Management March 16-May 15, 2026
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