FAQ_COE_2023.docx

Frequently Asked Questions

2023 Center of Excellence to Align Health and Social Care: Enhancing Community-Based Aging and Disability Organizations to Improve Access to Long-Term Services and Supports

FY 2023 Funding Opportunity U.S. Administration for Community Living Center for Innovation and Partnership

HHS-2023-ACL-CIP-NWCH-0036

Questions Related to Applicant Eligibility/Preference

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

Answer: 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: As ACL plans to award a single cooperative agreement to a domestic public or private nonprofit entity to serve as a national center of excellence (COE), are there expectations for collaboration and partnership with other organizations?

Answer: ACL expects that no single organization will be able to completely fulfill the priority areas expected to be addressed in this project. Therefore, applicants should describe how they plan to partner with other organizations to address the expectations of this funding opportunity. While the applicant organization must be the fiscal and programmatic lead, applicants should clearly define their key partners’ roles throughout the application materials (e.g., work plan, budget, project narrative). Applicants should include letters of commitment from initial partners in this application.

4. `Question: Are other federal agencies eligible to apply?

Answer: No, but any federal agencies interested in exploring partnership opportunities with ACL are encouraged to contact Lauren Solkowski at lauren.solkowski@acl.hhs.gov.

5. Question: Are rural entities encouraged to apply?

Answer: Rural entities are encouraged to apply, though all applications are reviewed using the same criteria (which does not favor one applicant type over another).

Questions Related to Letters of Intent

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: 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.

Questions Related to Proposal Format

8. 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.

9. Question: Should applicants submit one comprehensive work plan that includes goals for each year or should proposals include a separate work plan for each year?

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.

10. 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.

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

Answer: No. The entirety of the Projective Narrative, including tables, graphics, and headings must be double-spaced, and of a standard font size of not less than 11. You can use smaller font sizes to fill in the Standard Forms and Sample Formats outside of the Project Narrative sections, such as the Project Work Plan and Budget Narrative/Justification.

12. Question: How should we list/cite references? Are references subject to the Project Narrative criteria regarding page limit and double-spacing?

Answer: There is not a particular citation style that you are required to use with respect to references. You may include your references as footnotes, endnotes, or a separate appendix (please be sure to clearly label). References may be single-spaced, and, if included as a separate appendix, are not subject to the 20-page limit for the Project Narrative.

13. Question: Which elements of the application can we include as an appendix?

Answer: The Project Work Plan, Letters of Commitment, Vitae of Key Project Personnel, Budget Narrative/Justification, applicable references, and other supporting material (e.g. organization chart) can be uploaded as appendices.

Questions Related to Proposed Activities

14. Question: The synopsis section for this notice of funding describes funding approximately 10 grantees, however the full funding announcement indicates a single award will be provided to an organization to serve as a national center of excellence (COE). Can you clarify the discrepancy between the synopsis and the full announcement?

Answer: The synopsis indicating “ACL will fund approximately 10 grantees,” is inaccurate. The posted funding opportunity is for one new award to support a center of excellence (COE). There is a discrepancy between the synopsis and the Notice of Funding Opportunity (NOFO) language as we had to publish our grants forecast in August of 2022 (where the synopsis is pulled from). However, the funding strategy has since evolved. There will be an opportunity for local organizations to apply for subawards administered through the COE (the COE will be required to deploy subaward opportunities to CCHs within the first 3-6 months of the project period).

15. Question: What is the total number of subawards that will be awarded and what is the project period for the subawards?

Answer: Up to 20 subawards will be awarded for a two-year project period (i.e., first two years of the grant project period).

16. Question: The COE will be required to provide technical assistance and capacity building for CCHs by collaborating with ACL to co-lead a National Learning Community (NLC). In year two of the project period, the COE will transition to a lead role for the NLC in collaboration with existing key partners. Priority technical assistance topics for future phases of the NLC are listed on page 9 of the funding opportunity, one of which includes: “Developing CCHs in geographies without existing capacity.” Can you provide additional guidance on what is meant by "without existing capacity?”

Answer: The capacity we are referring to is specific to the capacity that comprises the Community Care Hub (CCH) model. CCH is defined as a community-focused entity that organizes and supports a network of community-based organizations providing services to address health-related social needs. The CCH centralizes administrative functions and operational infrastructure, including but not limited to: contracting with health care organizations, payment operations, management of referrals, service delivery, fidelity and compliance, technology, information security, data collection, and reporting.

17. Question: What will the relationship between the NLC that's described in the funding opportunity announcement with the current NLC that ACL is facilitating and will the next NLC be solely targeted toward the CCHs that are funded under the funding opportunity announcement or will other CCHs across the country be allowed to participate?

18. Question: The Center of Excellence will help to develop and maintain a searchable national list of qualified CCHs to support matchmaking with healthcare partners. Is the expectation that the Center of Excellence will be vetting CCHs or will they purely be those that are funded as part of the Center of Excellence effort and past ACL funding efforts?

Answer: The expectation is that the map would extend beyond the sub awardees that are funded through the Center of Excellence and that ACL will work with the awardee to identify the appropriate process for vetting those organizations and including them on the list.

19. Question: Originally there was an indication for creating regional Centers of Excellence that would be designated rather than just one national entity. How did ACL shift to the model for one entity and how can we best work with that to ensure success across the country?

Answer: There was a shift with respect to the synopsis listed within the grants.gov forecast, developed in August 2022. ACL’s funding strategy has since evolved. As indicated within the Notice of Funding Opportunity, there will be a single National Center of Excellence awarded. The expectation is that through the single award, the Center of Excellence will be responsible for collaborating with multiple partners and stakeholders across the country who have a history of engagement with the aging and disability populations, CCHs, healthcare sector etc. to work collaboratively in addressing the requirements listed within the Notice of Funding Opportunity.

20. Question: How will we know who is chosen as the Center for Excellence?

Answer: Once the Center of Excellence has been awarded, ACL will announce through ACL Updates list serv.

21. Question: How will the subaward request for applications be advertised?

Answer: The awarded Center of Excellence will advertise the subaward request for applications in coordination with their partners and ACL, through ACL Updates list serv.

22. Question: Will the Center of Excellence support enhancement of CCHs that are in development or that are already established?

Answer: The Center of Excellence will support enhancement of CCHs that are in the development stage and/or are already established.

23. Question: Will the third-year budget be intended solely for evaluation activities? Or conceivably could it be used to fund some programming that carries over into the third year?

Answer: Third year of funding is available to support the Center of Excellence operation, not the evaluation directly. Funding for years one and two is higher than year three because of the expectation that a significant portion of funding will provide direct support to CCH infrastructure. The third year will not include subawards to CCHs and therefore the entirety of the budget is available for the Center of Excellence operations.

24. Question: Does the funding to the subawards include administrative and overhead costs? Or is that expected to come out of the 20% or the Center of Excellence?

Answer: The sub-awardees will be able to allocate their administrative and overhead costs as part of the total award amount that is awarded to them. The Center of Excellence will not be required to set aside additional resources to compensate for the CCH subaward overhead.

25. Question: What are the criteria for applying and participating as a Center of Excellence subaward targeting CCHs?

Answer: Following the award, the awardee will work with ACL and its contractor on developing the application criteria for subawards, including Agreement Terms to include participation in CCH evaluation and completion of CCH capacity assessment.

Questions Related to Grant Administration

26. 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.

27. Question: Given the collaborative nature of the FOA and the expectation that a team approach will be developed to meet the grant requirements, is it ACL’s expectation that the applicant/fiduciary lead for the grant would be responsible for administering the grantmaking process, including monitoring the subawards to CCHs, and meeting all OMB requirements for subcontracted partners and grantees and for compliance with all requirements under 45 CFR Part 75? Or, would it be allowable for a teaming partner/subcontractor to have sole responsibility for the management of the subgrant award process (with the lead applicant retaining responsibility for the overall management and performance of the grant)?

Answer: The lead applicant should be the fiscal and programmatic lead on this cooperative agreement. Per HHS guidance and the Grants Policy Administration Manual, the lead awardee is required to manage the process for administering the subawards. The lead awardee has autonomy on how they do the business functions. As the prime recipient they are responsible for providing sufficient oversight.

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

Answer: Yes. A requirement of this grant is to award up to 20 subawards targeting CCHs within the first three to six months of the project. Successful applicants must demonstrate the ability to quickly make subawards; engage in strong oversight of subawards; and work closely with ACL and applicable partners to facilitate technical assistance. 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.

29. Question: How will the grantee be able to access grant funds? Is payment based on cost reimbursement?

Answer: Grantees will draw down funds using the Payment Management System (PMS). Costs are not reimbursed, but rather requests are made through PMS for the release of funds.

30. What are the reporting requirements associated with this cooperative agreement?

Answer: The awardee will be responsible for submitting semi-annual programmatic progress reports and an annual financial report.

Questions Related to Letters of Commitment

31. Question: To whom should letters of commitment be addressed?

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

32. Question: Partnership and stakeholder collaboration is a key requirement of this grant. What types of organizations should be represented in the letters of commitment?

Answer: Applicants should include letters of commitment from initial partners. Applicants should also describe how they will engage with external stakeholders such as those on the non-exhaustive list below:

· ACL-funded aging and disability network organizations and other grantees

· National organizations representing state/local aging and disability organizations

· National organizations representing the interests of public health stakeholders

· National organizations/initiatives with multi-sector (e.g., state, CBO, health plan, health system) participation focused on the alignment of health and social care

· Key subject matter experts with expertise related to addressing HRSNs through partnerships between aging/disability CBOs, public health, and the health care sector

Questions Related to the Budget Narrative/Justification

33. Question: How much of the total budget will be allocated to subawards targeting CCHs?

Answer: Of the amount available for this program, the successful applicant shall be permitted to retain up to 20% for administrative and technical assistance purposes, with the remainder allocated to subawards.

34. 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.

35. Question: Does the budget range for each funding option 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.

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.

36. Question: Is there a cap on the indirect costs that will be permitted? 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.

37. Question: If our organization does not have a negotiated indirect cost rate, are we able to include these costs in the proposed budget?

Answer: Yes, per 45 CFR § 75.414(f) Indirect (F&A) costs, “any non-Federal entity (i.e., applicant) that has never received a negotiated indirect cost rate, may charge a de minimis rate of 10% of modified total direct costs (MTDC).”

38. 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.

39. Question: Do funds need to be evenly allocated across the three-year project period?

Answer: Yes. Funding should be allocated across the three-year project period as follows:

· Year 1: $5.0 to $6.0 million (including subawards for up to 20 CCHs)

· Year 2: $5.0 to $6.0 million (including subawards for up to 20 CCHs)

· Year 3: $500,000 to $700,000 (no subawards anticipated) Please be sure that your budget is aligned with your work plan with respect to project activities, outcomes, and outputs.

Miscellaneous Questions

40. 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 business acumen, community integrated health network development, network lead entity development and enhancement, and/or partnerships to align health care and social services.

41. Question: Does the disclaimer noted in Section II. Award Information (Cooperative Agreement Terms) 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.

42. Question: Are we required to have an external evaluator for this grant?

Answer: No, you are not required to engage an external evaluator.