Transcript SBHCC Pre-Application Technical Assistance Call

School Based Health Center Capital
(SBHCC) Program
HRSA-11-127
Application Technical Assistance
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

Section 4101 of the Affordable Care Act authorized:
– Section 4101(a): Grants for the Establishment of SchoolBased Health Centers (School-Based Health Center
Capital (SBHCC) Program)
– Section 4101(b): Grants for the Operation of SchoolBased Health Centers

Section 4101(a) included appropriations of $50 million
annually for FYs 2010 – 2013 to support capital
expenditures.
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SBHCC Funding

FY 2011 SBHCC grants will support significant and pressing capital
needs and the purchase of moveable equipment to be used in a
school-based health center (SBHC)
– Maximum grant award is $500,000 per application
– No minimum grant award

Applicants must demonstrate the following:
– A need for the project(s) proposed;
– The proposed project(s) will support the SBHC in providing
effective, efficient, quality care, and optimal patient outcomes for
the target population; and
– The proposed project(s) will lead to improvements in access to
health services for children at a SBHC.
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SBHCC Funding

CFDA # 93.501

2-year project/budget period

Applicants may only submit one SBHCC application


Applicants may propose up to 10 projects within the
application
Applications must be submitted through Grants.gov by
December 1, 2010 at 8:00 PM EST and HRSA’s
Electronic Handbooks (EHB) by January 12, 2011 by
5:00PM
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Eligibility


Applicants must meet the definition of a school-based health center
under section 2110(c)(9)(A) of the Social Security Act or a sponsoring
facility of a school-based health center (as defined in section
2110(c)(9)(B) of the Social Security Act):
Section 2110(c)(9) of the Social Security Act defines a school-based
health center as the following:
– 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;
– Is administered by a sponsoring authority;
– 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

Sponsoring facility is one of the following:
–
–
–
–
–
–

Hospital
Public health department
Community health center
Non-profit health care agency
Local education agency (20 U.S.C. §7801)
A program administered by the Indian Health Service, Bureau of Indian Affairs,
or operated by an Indian tribe or a tribal organization
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 of or for its public elementary schools or secondary
schools.
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Eligibility

Applicant administers or plans to administer a new or
existing school-based health center that:
– Is administered by a sponsoring authority;
– 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


Application request for SBHCC funding as presented on
the consolidated SF-424C Budget Form and
accompanying Budget Justification(s) does not exceed
$500,000.
Only one application is submitted for consideration from
the same applicant organization under HRSA-11-127.
– If more than one application is submitted, 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 application.
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Eligibility


Application requests funding only for the
purchase of moveable equipment, alteration
and renovation and/or construction for a
school-based health center.
Application proposes a maximum of 10
projects including any combination of sitespecific, stand-alone facility projects and/or
one project to purchase equipment for
multiple SBHC sites.
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Eligibility


Applicant adheres to the 80-page limit on
the length of the application when printed by
HRSA.
Applicant submits the SBHCC application
through Grants.gov by December 1, 2010
and through EHB by January 12, 2011.
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Project Types

Alteration and renovation (A&R) (existing facility):
– can include the acquisition of an existing facility;
associated work required to modernize, improve, and/or
reconfigure the interior arrangements or other physical
characteristics of a facility; and/or installation of
permanently affixed equipment in an existing facility.
– This type of project would not increase the total square
footage within an existing building.
– This type of project may include the purchase of related
moveable equipment and items with a unit cost less
than $5000 and a useful life of one year or greater.
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Project Types

Construction (new site or expansion of existing site):
– can include the construction of a new stand-alone
structure; acquisition of vacant property or an existing
facility; and/or associated work required to expand a
facility.
– This type of project would increase the total square
footage within an existing building.
– Construction projects may include use of a permanently
affixed modular or prefabricated building and/or the
purchase of related moveable equipment and items with
a unit cost less than $5000 and a useful life of one year
or greater.
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Project Types

Equipment-only projects:
– includes the purchase of moveable equipment, including
mobile vans, and items with a unit cost less than $5000
and a useful life of one year or greater.
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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

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
Mobile vans must be purchased for the purposes
of service provision.
Land and building purchases - acquisition of
vacant property must result in the construction or
installation of a structure where services will be
provided prior to the end of the grant project
period.
EHR systems and licenses.
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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)

Permanent relocation costs

Expenditures for personnel unrelated to the project

Mobile vans for purposes other than service delivery (i.e.,
patient transport)

Office supplies (e.g., paper, pencils, toner, etc.); medical
supplies (e.g., syringes, blood tubes, plastic gloves,
etc.), and educational supplies (e.g., pamphlets,
educational videotapes, etc.)
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Submission Process

2-Tier Application Submission process
– Grants.gov
– HRSA’s EHB
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Grants.gov

Due 8:00 PM ET on December 1, 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

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 January 12, 2011.

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 1-877464-4772.

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

Forms:
– Proposal Cover Page
(Required per application)
– Equipment List (Required
per project)
– Consolidated Budget
(Required per application)
– Budget Information for
Construction Programs (SF424C) (Required per
project)
– Consolidated Funding
Sources (Required per
application)
– Project Cover Page
(Required per project)
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– Form 5B Service Sites
(Required per project)
– Other Requirements for
Sites (Required per A&R
and construction project)
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HRSA’s EHB

Attachment 1: SF-424D –
Assurances for Construction
Programs (Required per
application)
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Attachment 2: Budget Justification
(Required per project)

Attachment 3: Site Plan (Required
per A&R and construction project)
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Attachment 4: Floor
Plans/Schematic Drawings
(Required per A&R and
construction project)
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Attachment 5: Environmental
Information and Documentation
Checklist (Required per A&R and
construction project)
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Attachment 6: Property
Information (Required per A&R
and construction project)
Attachment 7: Landlord Letter
of Consent (As applicable per
project)
Attachment 8: Summary of
Contracts and Agreements (As
applicable per project).
Attachment 9: Letters of
Support (As applicable per
application)
Attachment 10: Other Relevant
Documents (As applicable per
application)
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Proposal Cover Page

Applicants will provide the following information:
– Grants.gov tracking number
– Sponsoring facility type
– SBHC criteria certification
– Funding Preference
– Purpose/Need
– Organizational Sustainability/Impact
– Service Impact
– Resources/Capabilities
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Proposal Cover Page

Applicants will provide the following information
for each project:
– Project Title
– Project Need
– Project Type
– Project Response
– Site Information
– Project Timeline
– Project Description
– Project Equipment List
– Project Contact
Information
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Equipment List


Applicants must include all moveable equipment and
items with a unit cost less than $5000 with a useful life
of one year or greater to be purchased with SBHCC
Equipment funds
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.)
– Mobile Van – if this equipment type is chosen, you must chose
the site as mobile on Form 5B
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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 (20 points)
2. Response (25 points)
3. Impact (15 points)
4. Resource/Capabilities (20 points)
5. Support Requested (20 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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Application Review

Prior to beginning, all A&R and construction
projects must undergo the following review:
– Architectural/Engineering (A/E)
– National Environmental Policy Act (NEPA)
– State Historic Preservation Office (SHPO)
– Federal Interest
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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 will be sent prior to the
award date.
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.
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Grant 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
Requirements

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 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 Reporting
Requirements

Submit a Financial Report
– A financial report (SF-425) is required within 30 days of the end
of each quarter.

Submit a semi-annual Progress Report
– Project completion status (percent complete)
– Actual versus project budget information—uses of SBHCC grant
funds
– Project Implementation Certification
– Bonding/Insurance Coverage Certification (as applicable)
– Construction Schedule
– Earned Value management
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SBHCC Reporting
Requirements

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:
• 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

When EPEAT registered products are not available, the
following environmental criteria should be considered:
– 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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Federal Interest

The Federal government always retains interest in property
constructed, acquired, or improved with Federal funds:
– For ALL construction projects, applicants must file a NFI
– For A&R, Federal interest exists for the useful life attributable to
the alteration/renovation funded under this grant
• Projects with allowable costs more than $500,000
(excluding equipment) must file a Notice of Federal Interest
(NFI)
• Applicants not required to file a NFI (A&R projects less than
$500,000)
– Federal interest still exists
– Maintain documentation regarding protection of all
Federal interest
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Leasehold Improvements



HRSA will determine if the term of the lease is long enough for the
full value of the grant-supported improvements to benefit the grant
activity. HRSA will take into account the purpose and duration of
the grant, the expected life of the facility, and the use of the facility
for grant-supported purposes.
The lease agreement must provide the applicant reasonable
control.
“Reasonable control” for the purpose of the SBHCC is considered
the ability to implement the project and realize the benefits of the
project without unnecessary demands, such as unreasonably
restrictive access and limited control, at the school-based health
center site.
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Leasehold Improvements

Funds may not be used to pay lease costs.

Funds for a leased property cannot address needs that are part of
the terms of the lease (i.e., the responsibility of the lessor).


If funds address improvements that would impact terms of the lease
(e.g., double paned windows) applicants must have written
evidence of negotiated offset in the rent.
The Landlord Letter of Consent from the facility owner must
address the following components:
– Approval of the scope of the SBHCC project.
– Agreement to provide the applicant health center reasonable
control of the project site for required number of years.
– Agreement to file an NFI in the land records of the local
jurisdiction before the project begins (if the proposed project is
greater than $500,000).
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Resources/Contacts

Grants.gov Contact Center
– Phone: 1-800-518-4726
– Email: [email protected]

EHB support
– HRSA Call Center
– Phone: 877-Go4-HRSA or 877-974-BPHC
– TTY: 877-897-9910
– Fax: 301-998-7377
– Email: [email protected]
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Resources/Contacts

BPHC Helpline:
– Phone: 877-974-2742 weekdays from 8:30AM to
6:00PM EDT
– Email: [email protected]

SBHCC Resources:
– Website:
http://www.hrsa.gov/grants/apply/assistance/sbhcc
• FAQs
• EHB Registration slides
• EHB User Guide
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Resources/Contacts

Program Contact Information:
– Beth Tchinski: 301-443-1389
– Matt Kozar: 301-443-1034
– Email: [email protected]

Grants Management Contact Information:
– Frances Woodburn: 301-443-3268 or
[email protected]
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Questions?