FAQ-2017 PPHF FAlls FOA.docx

Frequently Asked Questions April 14, 2017

FY 2017 Funding Opportunity U.S. Administration for Community Living Administration on Aging

HHS-2017-ACL-AOA-FPSG-0206

1. Question: Who may apply for this funding opportunity?

Answer: Eligible applicants are domestic public or private non-profit entities including state and local governments, Indian tribal governments and organizations (American Indian/Alaskan Native/Native American), faith-based organizations, community-based organizations, hospitals, and institutions of higher education.

2. Question: Are for-profit companies or individuals eligible to apply?

Answer: No.

3. Question: Are 2014, 2015, and 2016 ACL Fall Prevention grantees eligible to apply?

Answer: Yes. Fall Prevention grantees funded in 2014, 2015 or 2016 are eligible, but must provide a strong rationale for the need for additional funding, which must include significant enhancement of the integrated, sustainable evidence-based prevention program network developed with prior funding, as well as expansion of the program to geographic areas where the particular program(s) are not currently offered and/or a focus on reaching a different target population.

4. Question: The Announcement refers to a state/regional/tribal level approach. Can my city (or county organization, 501C3, or academic institution etc.) apply?

Answer: As noted above, eligible applicants include many different kinds of public and private non-profit entities. However, please review the goals and expectations listed in Section 1, including components of a state/regional/tribal level approach for an integrated, sustainable evidence-based prevention program network.

5. Question: The FOA says that the grant awards will range from $500,000 to $600,000 for a three year period. Can applicants request more funding than indicated in the Announcement?

Answer: Applicants should request the amount they believe is needed to achieve the goals and expectations laid out in the Program Announcement, which will be corroborated by the budget and work plan submissions included with their application. The range is displayed in order to give applicants an idea of the amount of funds that the Federal government estimates it will expend per grantee. Applicants should submit a budget that is consistent with the scope of their work plan and proposed numbers of program participants. The federal award requested cannot exceed $600,000. The Administration for Community Living reserves the right to award a lower funding amount than requested, or not to fund a project at all. On the other hand, the Federal government cannot fund a project for more than the applicant requests in the submitted budget. Applicants are encouraged to submit realistic budgets for their program needs.

6. Question: Are potential applicants required to submit a Letter of Intent?

Answer: Letters of Intent are not required but they are requested to help us in planning for the independent review process.

7. Question: Are programs for Chronic Disease Self-Management Education (CDSME) considered to be appropriate interventions under the terms of this Announcement?

Answer: No. The intent of this Announcement is to fund evidence-based community programs that have been specifically designed to prevent falls and/or reduce falls risk. CDSME programs may be eligible for funding under HHS-2017-ACL-AOA-CSSG-0207. Applicants are encouraged to enfold these other evidence-based programs into their integrated prevention program network and to creatively leverage the existing infrastructure, cross-marketing, and funding for these programs as part of a longer term approach to building and sustaining programs.

8. Question: Will we be able to count participants who are already participating in our existing Fall Prevention programs?

Answer: No. The intent of this FOA is to INCREASE the number of older adults and older adults with disabilities who are participating in these programs.

9. Question: Will the number of participants we propose need to be unique individuals or would we be able to count individuals who complete multiple programs as multiple participants?

Answer: Grantees will be allowed to count individuals who complete more than one program as a participant in each of those programs. The count is based on participation and not unique individuals.

10. Question: Will we be able to count the participants of programs offered by agencies that we are not directly funding?

Answer: Yes, grantees will be allowed to count these program participants as long as the agencies are operating as part of the state/regional/tribal integrated prevention program network. At a minimum, that means that the grantee has an agreement with the agency(ies) offering the program(s) to collect the required data set from their programs and share it with the grantee.

11. Question: Who meets the definition of older adult?

Answer: For the purpose of this FOA and consistent with the definition in the Older Americans Act (42 U.S.C. §3002(8)), we are defining an older adult as an individual who is 60 years of age or older. For tribes and tribal organizations, the age of older Indians is defined by the tribe and may vary.

12. Question: Who meets the definition of an older adult with a disability?

Answer: For the purpose of this FOA and consistent with the definition of disability in the Older Americans Act (42 U.S.C. §3002(8)), we are defining an older adult with a disability as an individual age 60 or older who has a developmental, physical, and/or mental impairment that results in substantial functional limitation in one or more major life activities including self-care, communication, learning, mobility, capacity for independent living, self-direction, economic self-sufficiency, cognitive functioning or emotional adjustment. We consider any participant to meet this definition if they respond “YES” to the question, “Are you limited in any way in any activities because of physical, mental, or emotional problems?”

13. Question: Is there a maximum page limit for the Project Narrative?

Answer: Twenty pages is the maximum length allowed. The Project Work Plan, Letters of Commitment, Vitae of Key Personnel, Budget Narrative/Justification, and references are not counted toward the 20 page limit as long as they are clearly labeled as Appendices.

14. Question: Should applicants submit one comprehensive work plan that includes goals for all three years or should proposals include a separate work plan for each of the three years?

Answer: Applicants must provide a separate work plan for each year (year one, year two, and year three). The work plans for each year should match the separate budget plans for each year. The overall proposal should describe the goals or accomplishments that are expected over the three year period.

15. Question: Do we need to create partner-specific work plans for our major contributing partners?

Answer: You do not need to provide any additional work plans for your partners. However, in the work plan, you should indicate any lead persons at the partnering agencies that are responsible for tasks included in the work plan. Applications are reviewed to determine the extent to which the application narrative, work plan, and support letters reflect an adequate commitment from partners and description of their activities and areas of responsibility.

16. Question: What is your expectation about a letter of commitment from a “sustainability partner”?

Answer: As indicated in the funding opportunity Application Responsiveness Criteria, an application will not be reviewed if it does not include a letter of commitment from at least one sustainability partner that clearly describes their specific role, plans, and commitment to help sustain the proposed programs (e.g., contracting to pay for the proposed programs, incorporating the programs into their routine operations, providing a steady source of program participants whose program costs are covered, assisting in setting up third party arrangements to provide billing or other back-office functions for the programs, etc.).

17. Question: To whom should letters of support be addressed?

Answer: Letters of support should be addressed to the applicant.

18. Question: Do we need to have an existing contract with an integrated care entity to provide sustainable funding for our proposed programs?

Answer: No, you do not need an existing contract, although it would be beneficial if you did. The FOA requires that applicants clearly describe both their business planning and sustainability efforts, and how these will help to ensure the continuity of the proposed programs beyond the grant period. Grant funding is limited both in scope and duration and so the most successful applicants will be those who show experience with achieving sustainable program funding mechanisms. In your application, be sure to describe any existing contracts that you do have and your plans for sustainability of your falls prevention program(s) in the aging network. Also include a letter of commitment from any proposed sustainability partners.

19. Question: Should the budget include funds for traveling to meetings?

Answer: Yes. Applicants should plan and budget to send two representatives, once a year, to at least one falls prevention-relevant professional development conference mutually agreed upon with AoA as an appropriate grantee activity. The Year 1, Year 2, and Year 3 budgets should include expenses related to conference attendance for these two representatives.

20. Question: What is the difference between a grant and a “cooperative agreement”?

Answer: In the United States, Federal grants are financial assistance issued by the U.S. Government. A cooperative agreement is a variation of a grant, which is awarded when a grant provider anticipates having substantial involvement with the grantee during the performance of a funded project. These grants will be issued as cooperative agreements because they are significant and multifaceted endeavors in which AoA anticipates having substantial involvement with the recipients during performance of funded activities. Therefore, throughout the project period of the grant award, AoA will furnish technical assistance, oversight, and support to each grantee to help ensure program success. The cooperative agreement structure will allow AoA to provide a higher level of technical assistance, oversight and support than a grant relationship offers. For more information, see the HHS Grants Policy Statement at https://www.hhs.gov/sites/default/files/grants/grants/policies-regulations/hhsgps107.pdf.

21. Question: Can we subcontract some or all grant activities?

Answer: Yes. Grantees, not the Federal government, must decide whether it is in their best interest to subcontract grant activities. However, it is very important that grantees realize that the administrative responsibility and oversight of all grant activities remains with the grantee. Grantees must serve as the central, core, and active partner in the grant and not simply be a conduit for pass-through funding to sub-contractors. When subcontracting, the grantee should retain sufficient funding to adequately fulfill its administrative and oversight responsibilities. Applicants who propose to subcontract out a significant portion of their grant activities should provide a rationale in their proposal that justifies any additional overhead costs that affect the funding for programmatic activities.

22. Question: What are forward funded cooperative agreements?

Answer: These cooperative agreements are fully funded upfront for their three year project and budget period. Grantees will not have to compete for the second and third years of funding.

23. Question: Is there a match requirement?

Answer: No, there is no match requirement. Applicants that do provide match will not be viewed differently or given more points during the independent review process. We encourage applicants to not provide match because if they choose to do so, then the match amount will become a part of their award notice and the awardee will be held to that match.

24. Question: Does the budget range of $500,000-$600,000 include indirect costs? What indirect rate can we use?

Answer: Any indirect costs charged by the applicant would be included in the amount of the federal award. The total budget range of about $500,000 to $600,000 includes indirect costs.

Indirect costs must be supported by an approved indirect cost rate agreement, which also defines the direct charges against which the rate applies. Indirect charges may only be requested if: (1) the applicant has a current indirect cost rate agreement approved by the Department of Health and Human Services (DHHS) or another Federal agency; or (2) the applicant is a state or local government agency. State governments should enter the amount of indirect costs determined in accordance with DHHS requirements. If indirect costs are to be included in the application, a copy of the approved indirect cost agreement must be included with the application. Further, if any sub-contractors or sub-grantees are requesting indirect costs, a copy of the latest approved indirect cost agreements must also be included with the application, or reference to an approved cost allocation plan.

You should consult your organization’s financial representative to see if you should be charging indirect costs and if so, what the approved rate is. In the event you are looking to make an initial request, please contact the Project Officer and Grants Management Specialist associated with this funding opportunity announcement.

25. Question: Is there a cap on the indirect costs that will be permitted? (Line 22 on the budget worksheet). Would an indirect cost rate of 45% be permitted?

Answer: There is no set limit on the indirect costs. Indirect costs can only be charged if the organization has an approved allocation plan or an approved federal indirect cost agreement. Applicants should check with their fiscal staff for the amount that can be charged on the grant as it is different for each organization. Also see the HHS Grants Policy Statement at https://www.hhs.gov/sites/default/files/grants/grants/policies-regulations/hhsgps107.pdf .

26. Question: Regarding the budget template, can you clarify the difference between non- Federal cash versus non-Federal in kind?

Answer: These are both forms of match, and match is not required for this program. Non- Federal cash is any cash from you or your partners; it does not include funds from the Federal government. In kind includes any third party non-cash items that are program-related such as meeting room space that can be used as match for this program (please note, there is no match requirement in this funding opportunity). Applicants who voluntarily decide to add a match to their application will be held to that match and the match dollar amounts will be in their Notice of Award.

27. Question: Can an applicant propose to give fiscal or other types of incentives, such as small amounts of money or gifts, to recruit program participants?

Answer: We do not recommend this approach, but in limited circumstances to meet programmatic goals, an applicant may propose some kinds of incentives. Monetary incentives such as cash would not be allowable. Gift cards in very small denominations ($5-$10) signed for and properly accounted for can be an option. However, if an applicant proposes to do so, it must present a compelling reason and evidence as to why it is necessary to do so and describe how this practice can be maintained after the grant period. An applicant needs to weigh its programmatic resources and fiscal costs against its ability to meet its targeted number of program completers. From a fiduciary perspective, every cost in the grant must meet the Federal Cost Principles, which include being reasonable, allowable and allocable. Additionally, from a programmatic perspective, grant expenditures should be developed within the context of sustainability.

28. Question: Can an applicant use these funds to pay for transportation costs associated with getting participants to and from the proposed program(s)?

Answer: We do not recommend this approach, but in limited circumstances to meet programmatic goals, an applicant may propose to do so. A better approach would be for the applicant to describe how it is going to leverage existing transportation resources from various public and private sources to provide for any needed transportation.

29. Question: Can grant funds be used to pay for the direct provision of the proposed program(s), e.g., to pay the salaries of the workshop leaders or to provide a small stipend to leaders or master trainers?

Answer: It is allowable to pay direct service costs including salary and expenses as part of start-up costs. However, the intent of this announcement is to embed the program into the ongoing operations of delivery system partners. Part of the sustainability planning efforts should be to develop strategies that will cover personnel costs. We do not encourage the use of stipends as that has a different meaning for certain grant programs and are usually reserved for payments to students as part of an internship, etc.

30. Question: Can sites offering the programs charge participants a fee for participation?

Answer: Yes, charging participants a reasonable fee is an acceptable part of a sustainability plan to offset costs. We consider any fees received to be program income and grantees would have to use those funds as they are earned to cover or further grant related activities. Grantees are expected to expend program income funds before drawing down additional Federal dollars. Any program income remaining after the grant expires will require the grantee to contact the Federal agency for disposition instructions, which is generally to return the remaining balance.

31. Question: Can you let us know who else from our state submits a letter of intent or application so we are better able to collaborate with other interested parties?

Answer: This type of information is considered “pre-decisional” and cannot be released publicly.

32. Question: Can we apply for both ACL’s Evidence-Based Falls Prevention and Chronic Disease Self-Management Education (CDSME) Grants?

Answer: Yes. Applicants who meet the eligibility requirements may apply for both the Falls and CDSME funding opportunities.

33. Question: What is the make-up of the application review panels?

Answer: We recruit a variety of reviewers to participate in the review. We convene multiple panels comprised of individuals who may be former or current grantees (who are not applying for the current grant), representatives of various partnering agencies, academics, and other people with expertise in falls prevention and evidence-based, community programming.

34. Question: Can my proposal address populations in more than one state - for example if we’re proposing a program for a minority population with large groups in different states. Could we just have one sustainability partner?

Answer: We don’t have specific guidance in the announcement about projects in multiple states. Please carefully read the expectations about an integrated system and the review criteria. We’re trying to build up systems that will help support these programs over time. Any proposal that covers multiple states must address the expectations in the Announcement. If you have a sustainability partner that can work across states then you would only need one partner, or you could have a different partner in each state.

35. Question: Will prior ACL Fall Prevention grantees be given preference in this grant competition?

Answer: All applications will be scored by the review criteria listed in the funding opportunity.

36. Question: Can we partner with organizations outside of the aging services network, such as YMCAs, health care organizations, faith-based organizations, etc.?

Answer: Yes. You are free to develop/propose formal or informal partnerships with a variety of organizations (i.e., senior centers, local fitness centers, etc.). Applicants are required to establish formal partnerships and obtain letters of support from some partners (see page 5 of the funding opportunity), but can partner with other organizations in their communities.

37. Question: With respect to a network hub, can we focus on particular regions of the state that are known to have a high level of need, even if the areas are not contiguous?

Answer: A contiguous regional/statewide network hub is not required, though it is important to include data-driven rationale within your application to demonstrate why you’ve selected certain areas of focus within your state.

38. Question: Are pre/post evaluations required as part of this funding opportunity?

Answer: All required data collection forms are referenced in Appendix C of the funding opportunity announcement. In addition to participant attendance collected at each session, a Participant Information Form is completed at the first session, and a single question is asked at the conclusion of the workshop. Post-program evaluation is not required.

39. Question: My organization is interested in offering two Fall Prevention Programs. Should we submit two applications (one for each intervention)?

Answer: No. The funding opportunity announcement notes that you can propose one or more Falls Prevention program(s) within your application; therefore you can include both interventions within the scope of a single application.

40. Question: Can we use a font size smaller than 11 for tables included in the narrative?

Answer: Yes, you can use smaller font for tables than for the text within your project narrative. Be sure tables and other figures are clear and easy for reviewers to read.

41. Question: Is GeriFit an appropriate intervention to include under this announcement?

Answer: No. However, GeriFit does meet the criteria for an evidence-based self-management support program through the ACL CDSME grant opportunity.

42. Question: Our organization is part of an Accountable Care Organization (ACO). With respect to the required letter of support from at least one sustainability partner, can the ACO function as our sustainability partner?

Answer: Yes, the ACO that your organization is part of can serve as the sustainability partner, but you should justify the need for grant resources with respect to enhancing the delivery and sustainability of your proposed intervention(s) within the ACO.

43. Question: If proposing a statewide intervention, do we need to provide a letter of commitment from all Area Agencies on Aging (AAAs) within our state?

Answer: Yes, you should include letters of commitment from all applicable AAAs that cover your proposed project area.

44. Question: Is the language in Goal 2 regarding centralized, coordinated processes new this year? Can you provide additional context?

Answer: Yes, the emphasis on centralized, coordinated processes was added to the FY 2017 funding opportunity announcement. These processes, including the Network Hub approach, represent a best practice model with regard to ongoing program sustainability. Applicants are encouraged to reference the information found on page 11 of the announcement for more information.

45. Question: Is there a minimum number of participants and workshops that must be offered each year?

Answer: There are no minimum targets regarding the number of participants and workshops, but you should include the number of participants you intend to reach (and completers for group-based programs), as well as a rationale for how you determined your targets.

46. Question: Are you interested in expanding funding to states that have never received funding from ACL (or haven’t been funded for a number of years)?

Answer: Preference is not given to current grantees, former grantees, or applicants who have never received funding from ACL. All applications will be reviewed and scored based on the criteria included in the funding opportunity announcement.

47. Question: Are Medicare Advantage beneficiaries or patients who are part of an Accountable Care Organization appropriate participant targets under this announcement?

Answer: Yes. Both are appropriate participant populations.

48. Question: Do funds need to be evenly allocated across the three year project period (e.g. if requesting $600,000, budgeting $200,000 per year over the course of three years)?

Answer: No. Funds do not need to be evenly allocated across the project period. Please be sure that your budget is aligned with your work plan with respect to project activities, outcomes, and outputs.

49. Question: If we already have some existing capacity for one or more of the Evidence-Based Fall Prevention Programs (developed through a previous ACL grant or another funding source), does this exempt us from applying for this funding opportunity?

Answer: No, it does not. However, your proposal should describe your experience and existing capacity, and describe how you will be expanding your capacity and geographic service area using the grant funds.

50. Question: Our organization will be taking the lead on writing and carrying out the grant, but we will be partnering with three other organizations interested in applying with us. Are the organizations able to choose different evidence-based fall prevention program(s)? Or do they all need to choose the same program(s)?

Answer: Each organization could choose different program(s) as long as the program(s) chosen meet ACL’s criteria for an evidence-based fall prevention program, listed in Appendix B. Please keep in mind that applicants may not serve as a pass-through for funding other organizations, so the applicant organization must clearly be the one responsible for directing and overseeing the project activities, and this must be evident in the project work plan and budget.

51. Question: In previous fall prevention grants, there's been a 50 hour requirement for some of the Tai Chi programs. Is there a minimum hours of participation required for the Tai Chi programs?

Answer: There is no broad 50 hour requirement for the FY2017 ACL Tai Chi programs. Appendix A includes the list of pre-approved Tai Chi programs, as well as links to descriptions of the requirements of the programs. Applicants should be structuring classes to give participants the opportunity to complete the minimum number of hours (included in the program descriptions) that are required for the specific Tai Chi program that they are proposing.

52. Question: Does the disclaimer noted on pgs. 4-5 of the Announcement impact grantee intellectual property rights?

Answer: No. The disclaimer noted in Section II. Award Information of the Funding Opportunity Announcement (FOA) does not relinquish intellectual property of the grantee. This disclaimer specifically emphasizes that the points of view or opinions of the grantee do not necessarily represent official Administration for Community Living (ACL) policy.