School Based Health Center Capital (SBHCC) Program

HRSA-10-276

Pre-Application Technical Assistance Call

July 7, 2010

Objectives

Overview of the Affordable Care Act and SBHCs

Eligibility requirements for the School-Based Health Center Capital Program

Application requirements and process information for Grants.gov and HRSA’s Electronic Health Book (EHB).

Post-award requirements Resources

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The Affordable Care Act Overview

The Affordable Care Act authorized:

– School-Based Health Center Capital (SBHCC) funding opportunity

– School-Based Health Center Operational (SBHCO) funding opportunity

SBHCC Funding

$50 million annually for FYs 2010 – 2013 to support capital expenditures

FY 2010 SBHCC grants will support ONLY the purchase of moveable capital equipment to be used in a school-based health center (SBHC)– Maximum grant award is $50,000 per application– No minimum grant award

Applicants must demonstrate the following:– A need for the equipment to be purchased– The equipment purchased will support the SBHC in providing

effective, efficient, quality care, and optimal patient outcomes for the target population

– The equipment will lead to improvements in access to health services for children at a SBHC

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SBHCC Funding (cont.)

SBHCC guidance available: June 30, 2010 CFDA # 93.501 1-year project/budget period Applicants may only submit one SBHCC application Applicants may propose multiple SBHC sites within the

application Applications must be submitted through both Grants.gov

and HRSA’s Electronic Handbooks (EHB) byJuly 30, 2010 by 5:00PM

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Eligibility

a. Meets the definition of a school-based health center under section 2110(c)(9)(A) of the Social Security Act and is administered by a sponsoring facility (as defined in section 2110(c)(9)(B) of the Social Security Act); and

b. Provides, at a minimum, comprehensive primary health services during school hours to children and adolescents by health professionals in accordance with established standards, community practice, reporting laws, and other State laws, including parental consent and notification laws that are not inconsistent with Federal law; and

c. Does not perform abortion services.

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Eligibility

Applicant is one of the following: – Hospital– Public health department– Community health center– Non-profit health care agency– Local education agency (20 USCS §7801)– A program administered by the Indian Health

Service, Bureau of Indian Affairs, or operated by an Indian tribe or a tribal organization

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Eligibility (cont.)

Local education agency definition:

– a public board of education or other public authority legally constituted within a State for either administrative control or direction of, or to perform a service function for, public elementary schools or secondary schools in a city, county, township, school district, or other political subdivision of a State, or for such combination of school districts or counties as are recognized in a State as an administrative agency for its public elementary schools or secondary schools.

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Eligibility (cont.)

Applicant administers a new or existing school-based health center that:– Is administered by a sponsoring authority;– Is open to provide services during school hours;– Is located in or near a school facility of a school district or

board, or of an Indian tribe or tribal organization;– Is organized through school, community, and health

provider relationships;– Provides through health professionals primary health

services to children in accordance with State and local law, including laws relating to licensure and certification; and

– Satisfies such other requirements as a State may establish for the operation of such a clinic.

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Eligibility (cont.)

Application request for SBHCC Equipment funding as presented on the SF-424C Budget Form and accompanying Budget Justification does not exceed $50,000.

Only one application is submitted for consideration from the same applicant organization under HRSA-10-276.

– If more than one application is submitted for consideration under HRSA-10-276, HRSA will accept the applicant’s last electronic submission validated by Grants.gov and/or EHB on or before the deadline date as the final and only acceptable application

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Eligibility (cont.)

Application requests funding only for the purchase of moveable equipment.

Applicant adheres to the 20-page limit on the length of the application when printed by HRSA.

Applicant submits the SBHCC Equipment application by the announced deadlines of July 30, 2010 through both Grants.gov) and HRSA’s EHB).

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Allowable Costs

Moveable equipment is defined as a non-expendable item with a useful life of more than one year and a unit cost of $5,000 or more (or equal to the applicant’s capitalization threshold, if less than the $5,000 threshold) that is not permanently affixed and can be easily moved.  – Trailers or modular units set up on portable chassis for

temporary use may be considered moveable equipment.

– Office supplies (paper, pencils, toner, and the like); medical supplies (syringes, blood tubes, plastic gloves, etc.); and educational supplies (pamphlets, educational videotapes, etc.) are NOT considered moveable equipment.

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Allowable Costs

Moveable equipment examples:

– Telehealth equipment (i.e., video cameras, software, TVs)

– Equipment to support an electronic health record (EHR) system (i.e., hardware, servers, licenses)

– Medical equipment (i.e., exam tables, nebulizers, AEDs)

– Office equipment (i.e., computers, desks, chairs, file cabinets)

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Allowable Costs (cont.)

EHR equipment– Only SBHCs with currently operational electronic

health record systems (EHRs) that are certified by an organization recognized by the Secretary of Health and Human Services (HHS) may use SBHCC funds to purchase site licenses for the site(s) proposed in the project.

– Currently, the only organization recognized by the Secretary is the Certifying Commission for Health Information Technology (http://www.cchit.org/).

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Unallowable Costs

Costs incurred prior to March 23, 2010 Operating costs (e.g., funding direct health care services,

clinical full-time equivalents, rent, mortgage payments, refinanced credit facilities)

Construction, alteration, renovation, repair costs (e.g., any work that will improve a structure, expand the current square footage of a structure, or equipment that requires installation)

Relocation costs EHR software—however, associated equipment is an

allowable cost (e.g., server, computers) Expenditures for personnel

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Submission Process

2-Part Application Submission process

– Grants.gov

– HRSA’s EHB

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Grants.gov

Due 5:00 PM ET on July 30, 2010 Refer to http://www.hrsa.gov/grants/userguide.htm

for detailed application and submission instructions Registration in Grants.gov is required (registration

may take up to a month—start the process as soon as possible)

The Central Contractor Registry (CCR) registration is an annual process—verify the organization’s CCR registration prior to Grants.gov submission, well in advance of the application deadline

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Grants.gov

The Grants.gov registration process involves these basic steps:

– Register the organization

– Get authorized as an AOR by the applicant organization

– Register an individual as the Authorized Organization Representative (AOR) for the organization

– Get authorized as an AOR by the applicant organization Please visit the Grants.gov website at

http://www.grants.gov/applicants/get_registered.jsp or call the Grants.gov Contact Center at 1-800-518-4726 24 hours a day, 7 days a week (excluding Federal holidays) for additional technical assistance on the registration process

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Grants.gov (cont.)

SF-424 Face Page Project Summary/Abstract (uploaded on line

15 of the SF-424 Face Page) PHS-5161 HHS checklist SF-424 LLL Disclosure of Lobbying Activities

Note: Detailed instructions for completing these documents are available within the funding opportunity announcement

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HRSA’s EHB

Due by 5:00 PM ET on July 30, 2010. Registration in HRSA’s EHB is required.

– Refer to http://www.hrsa.gov/grants/userguide.htm for registration information, process instructions, and frequently-asked questions.

– For technical support, call the HRSA Call Center at 1-877-464-4772.

The Authorizing Official (AO) must complete submission of the application.

More information and technical assistance is available at http://www.hrsa.gov/grants/apply/assistance/sbhcc.

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HRSA’s EHB Application Elements

Forms

– Face Page

– Proposal Cover Page

– Construction Budget

– Equipment List

– Equipment Locations

Attachments

– Proposal Narrative

– Budget Justification

– Assurances

– Capitalization Threshold Certification

– Letters of Support (as applicable)

– Other Documents (as applicable)

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Face Page

Applicants will need to re-enter the same information provided in the Grants.gov version of the Face Page.

- Proposed Project Start and End Date: Provide the start date of 09/30/2010 and end date of 09/29/2011 for the proposed project period (1-year project period).

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Proposal Cover Page

Applicants will provide the following information:

– Grants.gov tracking number

– Sponsoring authority type

– SBHC criteria certification

– Impact

– Funding Preference

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Budget

Applicants requesting Federal funding for the purchase of moveable equipment must complete the 424C Budget Form

– Enter the total equipment cost on Line 10 of Column A (Total Cost); Column C (Total Allowable Costs) will be auto populated

– Enter the amount requested in Line 17 (not to exceed $50,000)

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Equipment List

Applicants must include all moveable equipment to be purchased with SBHCC Equipment funds

– Non-expendable equipment items that are less than $5,000 must be capitalized based on the organization’s accounting practices

Equipment type will be categorized as one of the following:

– Clinical (exam tables, audiometer, nebulizers, etc.)

– Non-clinical (computers, desks, furniture, etc.)

– EHR (hardware, servers, licenses, etc.)

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Attachments

1. Proposal Narrative

2. Budget Justification

3. Assurances

4. Capitalization Threshold Certification

5. Letters of Support

6. Other Relevant Documents

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Attachments

Attachment 1: Proposal Narrative – The proposal narrative must be organized and responsive to the outlined items listed in the Program Narrative section of the funding announcement:

– Need

– Response

– Impact

– Resources/Capabilities

– Support Requested

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Attachments

Attachment 2: Budget Justification

– The budget justification should list the following:

• Equipment item

• Type

• Unit cost

• Total cost

• Site where equipment will be located When requesting funds for the purchase of computers and

furniture items, applicants must provide a detailed justification for the items to be purchased as well as a status of equipment currently available

Reference the sample Budget Justification in the announcement

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Attachments

Attachment 3: Assurance for Construction Programs – Complete and upload the assurances template provided at http://www.hrsa.gov/grants/apply/assistance/sbhcc

Attachment 4: Capitalization Threshold Certification –

– Moveable equipment with a unit cost of less than $5,000, supplies and items immediately expensed in the applicant’s accounting system are not eligible costs. 

– For such items to be considered eligible, the sponsoring authority must submit a signed and dated statement from the head of its Accounting Department that states:

• “I affirm that all items listed as equipment in the application are being treated as capital items under [Organization’s name] accounting system.”

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Attachments

Attachment 5: Letters of Support – Upload any dated letters of support as appropriate to demonstrate support of and commitment to the proposed SBHCC Equipment grant.

– Support from local community stakeholders, patients, and collaborating organizations are as important as letters of support from elected officials.

– As necessary, applicants should also include a one-page list of all additional support letters that are not included in the application, but are available onsite.

Attachment 6: Other Relevant Documents – Applicants may include other relevant documents to support the proposed project plan such as floor plans or organizational brochures, etc.

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Application Review

All applications will be subject to a completeness and eligibility review

An objective review of the applications will be performed to assess the technical merit of the eligible applications based on the review criteria in the funding announcement

1. Need (25 points)

2. Response (20 points)

3. Impact (15 points)

4. Resource/Capabilities (15 points)

5. Support Requested (25 points)

Applicants should ensure the review criteria are fully addressed within the Proposal Narrative and supported by other supplementary information in the application as appropriate

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Notice of Award

If the application is funded, a Notice of Award (NOA) is issued as the authorizing document.

The NOA contains the following information:– Specifics of Award

– Conditions of Award

– Approved Budget

– Amount of Federal funds awarded

– Project description

Once signed by the Grants Management Officer, it is sent to the applicant agency’s Authorized Representative and is the only authorizing document.

The NOA will be sent prior to the start date of September 30, 2010.

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Grant Specific Terms and Conditions

Successful applicants must comply with the administrative requirements outlined in 45 CFR Part 74 (non-governmental) or 45 CFR Part 92 (governmental), as appropriate.

HRSA awards are subject to the requirements of the HHS Grants Policy Statement (HHS GPS) that are applicable based on recipient type and purpose of award. This includes, as applicable, any requirements in Parts I and II of the HHS GPS that apply to the award. The HHS GPS is available at http://www.hrsa.gov/grants/. The general terms and conditions in the HHS GPS will apply as indicated unless there are statutory, regulatory, or award-specific requirements to the contrary (as specified in the Notice of Award).

Questions regarding the terms and conditions of the NOA should be directed to the assigned Grants Management Specialist (GMS).

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SBHCC Reporting

Audit Requirements

– Comply with audit requirements of OMB Circular A-133. Information on the scope, frequency, and other aspects of the audits can be found at http://www.whitehouse.gov/omb/circulars;

Payment Management Requirements

– Submit a quarterly electronic Federal Financial Report (FFR) Cash Transaction Report via the Payment Management System.  The report identifies cash expenditures against the authorized funds for the grant.  The FFR Cash Transaction Reports must be filed within 30 days of the end of each quarter.  Failure to submit the report may result in the inability to access award funds.  Go to http://www.dpm.psc.gov/ for additional information.

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SBHCC Closeout Report

Submit a Financial Report

– A financial report (SF-425) is required within 90 days of the end of each budget period

Submit a Closeout Report

– A closeout report is required within 90 days of the completion of the SBHCC project

– The report must include the following items:

• A letter stating that the project was completed in accordance with all applicable Federal statutes and regulations

• Identify sites that received equipment

• Tangible Personal Property Report

• Final budget

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Equipment Standards

Electronic Product Environmental Assessment Tool (EPEAT)—Silver Rated products, http://www.epeat.net

When EPEAT registered products are not available, the following environmental criteria should be considered:

– Energy Star features, http://www.energystar.gov

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Energy Star features– Computer Power Management – Enable CPU’s to go into power

save mode after an appropriate time period (e.g., 15-60 minutes).

– Monitor Power Management – Enable monitors to go into power save mode after an appropriate time period (e.g., 15-60 minutes)

– Establishment of a four year or higher replacement cycle (refresh rate) for desktop computers and laptops

– Establishment of default setting to double sided printing for printers and print driver software.

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Equipment Standards (cont.)

Equipment Standards (cont.)

Recycled content, reduced packaging Reduced toxic constituents in the product and in the

manufacturing process Designed for recycle/reuse including upgradeability

considerations Vendor provided take-back service Vendor demonstration of corporate environmental

responsibility

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Resources/Contacts

Grants.gov Contact Center

– Phone: 1-800-518-4726

– Email: support@grants.gov EHB support

– HRSA Call Center

– Phone: 877-Go4-HRSA or 877-464-4772

– TTY: 877-897-9910

– Fax: 301-998-7377

– Email: CallCenter@hrsa.gov 39

Resources/Contacts (cont.)

SBHCC Resources– Website:

http://www.hrsa.gov/grants/apply/assistance/sbhcc

• FAQs

• EHB Registration slides

• EHB User Guide

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Resources/Contacts (cont.)

Program Contact Information

– Beth Tchinski: 301-443-1389

– Matt Kozar: 301-443-1034

– Email: SBHC@hrsa.gov

Grants Management Contact Information– Frances Woodburn: 301-443-3268 or

fwoodburn@hrsa.gov

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Questions?