RWHAP_GY_2027-2030_NOFO_Guidance Document_Amendment No. 1.pdf

RWHAP NOFO 2027 1 | P a g e

AMENDMENT NO. 1

Palm Beach County Board of County Commissioners

NOTICE OF FUNDING OPPORTUNITY (NOFO)

INFORMATION GUIDANCE

RYAN WHITE HIV/AIDS PROGRAM (RWHAP) &

MINORITY AIDS INITIATIVE (MAI)

GY 2027 - 2030 (March 1, 2027, through February 28, 2030)

Release Date: Wednesday, September 9, 2026

Application Due Date: Wednesday, October 7, 2026, by 12:00 PM ET

Community Services Department (CSD) HIV Elimination Services Program

(HIVES) Dr. Casey Messer

810 Datura Street

West Palm Beach, Florida 33401

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TABLE OF CONTENTS

Contents

TABLE OF CONTENTS

SECTION I: GENERAL INFORMATION

SECTION II: PROPOSAL SUBMISSION

RWHAP Application Timeline

SECTION III: SCOPE OF SERVICES

SECTION IV: CONTENTS OF PROPOSALS AND INSTRUCTIONS

SECTION V: RWHAP NOFO APPLICATION REVIEW PROCESS

SECTION VI: WHERE TO FIND RWHAP NOFO AND APPLICATION DOCUMENTS YOU NEED

SECTION VII: GRIEVANCE POLICY AND APPEALS PROCEDURES

SECTION VIII: SCORE SHEET

SECTION IX: DEFINITIONS

EXHIBIT 1: REQUIRED INSURANCE

EXHIBIT 2: ADDITIONAL TERMS AND CONDITIONS

EXHIBIT 3: RW PROPOSAL COVER SHEET

EXHIBIT 4: RWHAP PART A AND MAI PROPOSAL SUBMISSION CHECKLIST

PROPOSAL SUBMISSION CHECKLIST

EXHIBIT 5: INTERNAL CONTROL QUESTIONNAIRE

EXHIBIT 6: INVENTORY OF NON-EXPENDABLE PROPERTY PURCHASED WITH RWHAP FUNDING

EXHIBIT 7: RW LOGIC MODEL

EXHIBIT 8: RWHAP PROGRAM BUDGET TEMPLATE (Required Excel workbook for each service category)

EXHIBIT 9: RWHAP TOTAL AGENCY BUDGET TEMPLATE (Required Excel workbook)

EXHIBIT 10 A & 10 MAI: HRSA IMPLEMENTATION PLAN

EXHIBIT 11: CURRENT & PROPOSED SITE LOCATION

EXHIBIT 12: GRIEVANCE NOTICE FORMS

Grievance Notice Form

Request for Binding Arbitration Form

EXHIBIT 13: SCORING CRITERIA/SCORE SHEET

EXHIBIT 14: AFFIDAVIT FORM – CERTIFICATIONS PHS-5151-1

EXHIBIT 15: AFFIDAVIT FORM – ASSURANCES NON-CONSTRUCTION PROGRAMS

EXHIBIT 16: AFFIDAVIT FORM - ASSURANCE OF COMPLIANCE HHS-690

EXHIBIT 17: AFFIDAVIT FORM – CASH FLOW COMMITMENT

EXHIBIT 18: HRSA POLICY 11-02 CONTRACTING WITH FOR-PROFIT ENTITIES

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EXHIBIT 19: RWHAP ELIGIBILITY CRITERIA

EXHIBIT 20: HIV CARE COUNCIL-APPROVED GY 2027 PART A AND MAI BUDGET ALLOCATIONS

EXHIBIT 21 - RISK ASSESSMENT

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IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS GUIDANCE AND DOCUMENTS LISTED CAN BE REQUESTED IN AN ALTERNATE FORMAT. AUXILIARY AIDS OR SERVICES WILL BE PROVIDED UPON REQUEST WITH AT LEAST THREE (3) BUSINESS DAYS NOTICE. PLEASE CONTACT THE RYAN WHITE HIV/AIDS PROGRAM (RWHAP) AT 561 355- 4730 or PBC-RWANOFO@PBCGOV.ORG.

SECTION I: GENERAL INFORMATION

INTRODUCTION

The Palm Beach County Board of County Commissioners (BCC) Community Services Department (CSD), Ryan White HIV/AIDS Program (RWHAP), hereinafter referred to as the “Recipient,” invites proposals from qualified governmental and non-profit entities, hereinafter referred to as the “Proposer,” to provide services to persons with HIV. Services to be contracted include Core Medical Services: Early Intervention Services, Health Insurance Premium and Cost-Sharing Assistance for Low-Income Individuals, Medical Case Management (including Treatment Adherence Services), Mental Health Services, Oral Health Care, Outpatient/Ambulatory Health Services (including Laboratory Diagnostic Testing and Specialty Outpatient Medical Care), Substance Abuse Outpatient Care- MAI only and Support Services: Emergency Financial Assistance, Food Bank/Home Delivered Meals, Health Education/Risk Reduction- MAI only, Medical Transportation, Non- Medical Case Management Services, Other Professional Services-Legal Services, Outreach Services- MAI only, Referral for Health Care and Support Services- MAI only.

BACKGROUND

The Recipient receives RWHAP Part A and Minority AIDS Initiative (MAI) federal funds under the Ryan White Treatment Extension Act of 2009. This legislation represents the largest dollar investment made by the federal government specifically for the provision of core medical and support services for low-income persons with HIV.

The purpose of the Act is to improve the quality and availability of care for persons with HIV and their families, and to establish services for persons with HIV who would otherwise have no access to health care. U.S. Department of Health and Human Services (HHS), Health Resources and Services Administration (HRSA) administers the Ryan White HIV/AIDS Program funds. HIV Elimination Services aligns with the Board of County Commissioners’ Strategic Priority of Public Safety.

In accordance with the Ryan White CARE Act, the Palm Beach County HIV CARE Council (CARE Council) was created to determine needs and service priorities in the community to allocate funds, develop a local integrated plan for the delivery of HIV health services, and assess the efficiency of the administrative mechanism to rapidly allocate funds to the areas of greatest need.

Community members, members of the CARE Council, and persons with HIV participate in a comprehensive needs assessment, which informs the Care Council as it carries out its legislative authority of priority-setting and resource allocation. RWHAP Part A and MAI grant funds being disbursed through this Notice of Funding Opportunity (NOFO) have been prioritized by the CARE Council to fund new programs, new services, and the expansion or continuation of existing programs.

The CARE Council applies the following principles in establishing service priorities on an annual basis:

• Decisions will be made based on documented needs;

• All funded services must be responsive to the epidemiology and demographics of the epidemic in Palm

Beach County;

• Funded services must strengthen the existing continuum of services through partnerships, alliances and/or networks with HIV service providers in the community;

mailto:PBC-RWANOFO@PBCGOV.ORG

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• Services must meet nationally accepted standards of care;

• Services may be added or eliminated as recommended through documentation in the Needs Assessment and Local Integrated Plan;

• Services will address the impact of recent legislative reform, including changes in welfare, Medicaid, and immigration law, as well as the impact of managed care, the Patient Protection and Affordable Care Act (ACA), and other changes to the health care system;

• Services will consider new treatment advances, the changing health status of clients, and the changing information needs of clients and providers;

• Services will prioritize under-served communities and meet unmet needs;

• Services will maximize available resources (including volunteers) while providing a continuum of comprehensive services by focusing on coordination, alliances, and collaboration among providers, avoiding duplication, considering cost-effectiveness, and leveraging other community resources;

• Services will ensure or improve access to primary (outpatient/ambulatory medical) care;

• Services will improve quality of life (i.e., support independent living).

In addition, HRSA requires that at least 75 percent of all funds allocated for direct services are expended for Core Medical Services. Due to the uncertainty of funding levels, as well as the availability of other funding sources, the CARE Council may modify funding priorities and funding levels throughout the grant year.

To meet service needs, RWHAP Part A funding directs assistance to eligible metropolitan areas (EMAs) with the largest number of reported cases of HIV. In GY 2026, Palm Beach County was awarded direct services totals of $6,220,683 in Part A funds and $541,481 in MAI funds for the funding period ending February 28, 2027. For GY 2027, the Recipient has proposed to HRSA direct services funding levels as follows: $6,176,102 in Part A funding and $537,601 in MAI funding. Service Category allocation estimates in this NOFO are based on these proposed amounts and were approved by the CARE Council for the Ryan White 2027 grant year. Actual funding for each service category will be allocated and approved by the CARE Council for GY 2027 and for the two subsequent years covered by this

NOFO.

Furthermore, the Recipient continues to seek funding from other sources that may provide additional dollars for service categories that the CARE Council prioritized but was unable to allocate RWHAP Part A and MAI funding towards, due to limited resources.

The Recipient seeks to evaluate applications from interested Proposers to grant service subawards. The Recipient anticipates entering into several agreements as a result of this NOFO process. Proposers may apply for one service, all services, or any combination thereof.

MAI Background

Section 2693 of the PHS Act states that the Minority AIDS Initiative (MAI) addresses the disproportionate impact of HIV and AIDS on, and the disparities in access, treatment, care, and outcomes for, racial and ethnic minorities (including African Americans, Alaska Natives, Latinos, American Indians, Asian Americans, Native Hawaiians, and Pacific Islanders).

Overall, HIV-related health outcomes have improved over time, but racial and ethnic minority populations continue to be disproportionately impacted by HIV. Significant HIV-related disparities still exist. To address these disparities and related gaps in programs and services, MAI supports innovative programs, including implementation science initiatives that integrate evidence-based strategies and interventions to achieve sustainable changes in the Federal response to HIV prevention, care, and treatment.

RWHAP NOFO 2027

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This funding must reach these prioritized populations and must be used to:

• Enroll Persons with HIV (PWH) from these severely impacted communities into care at an earlier stage of their illness.

• Assure access to treatments, consistent with established standards of care.

• Provide related support services that will help individuals and families in care.

• Demonstrate the capacity to provide HIV services to the prioritized population(s).

• Demonstrate cultural and linguistic competency for delivering the proposed service(s) with respect to the prioritized population(s).

• Provide services at locations geographically convenient to, and easily accessible by, prioritized population(s).

• Organizations must have documented success in reaching prioritized population(s) to help close deficiencies in accessing services.

• Link clients to non-MAI medical and support services.

Proposers must clearly specify the prioritized population/s to be served within the designated client data management information system. Successful Proposers shall track and maintain the following data for each minority population served under MAI:

o Dollars expended o Number of unduplicated clients served o Units of service overall and by race/ethnicity and WICY (women, infants, children and youth) o Client-level outcomes

Service definitions and descriptions can be found in Section III, Scope of Services.

ELIGIBILITY

Qualified entities submitting service applications for RWHAP Part A and MAI funding must meet all statutory and regulatory requirements of the Ryan White Treatment Extension Act of 2009. Proposers can be nonprofit organizations, states, local governments, and instrumentalities of state and local governments. For-profit entities are not eligible to apply for grants or to be sub-recipients of Proposers. All sub-recipients of Proposers must also meet the eligibility standards as described in this section.

Proposers must:

• If a nonprofit organization holds current and valid 501(c)(3) status as determined by the Internal Revenue Service.

• If a nonprofit organization, chartered or registered with the Florida Department of State, has been incorporated for at least one agency fiscal year, and have provided services for at least six (6) months.

• Create a Vendor Registration Account OR activate an existing Vendor Registration Account through Palm Beach County Purchasing Department’s Vendor Self Service (VSS) system, which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. If Proposers intend to use sub-recipients, Proposers must also ensure that all sub-recipients are registered as agencies in VSS.

• Demonstrate accountability through the submission of acceptable financial audits performed by an independent auditor.

• If Proposers are awarded RWHAP funding, maintain contractual liability insurance as listed in Exhibit 1, Required Insurance, or be self-insured if a state, local government, or instrumentality of state or local government https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

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• Certify via sam.gov that the Proposer is not debarred or suspended from participating in federally funded programs.

• Demonstrate ability to adhere to administrative guidelines, including but not limited to, the implementation of a sliding fee scale and the reporting of program income.

SECTION II: PROPOSAL SUBMISSION

RWHAP now accepts all its funding applications electronically. Proposers shall submit their application, along with required local application materials and match documentation through the CSD NOFO submission website, located at https://pbcc.samis.io/go/nofo/. All documents in the application package must be submitted by the deadline date per application instructions.

• Late applications will not be accepted.

• Incomplete applications cannot be cured prior to being scored by the Non-Conflict Grant (NCG) Review Committees. If an application is incomplete, the application will be scored as it was submitted.

• Proposers must submit one application package, which can include one, all or any combination of service categories, to be considered for funding.

The Proposal Cover Sheet must be signed by an officer of the proposer who is legally authorized to enter into a contractual relationship in the name of the Proposer, and the Proposal Cover Sheet must be notarized by a Notary Public. Proposers must indicate contact information, including email address, of the person(s) who will serve as the primary point of contact for this solicitation.

PUBLISH/RELEASE DATE

Wednesday, September 9, 2026

DEADLINE DATE

Proposers must complete and submit their application packages to the CSD NOFO submission website by 12:00 pm, Wednesday, October 7, 2026. Application packages must be submitted to:

https://pbcc.samis.io/go/nofo/

No application will be accepted after the deadline.

PRE-PROPOSAL CONFERENCE AND COMMUNICATION WITH THE COUNTY

A Pre-Proposal Conference will be held at 9:00 A.M on Wednesday, September 16, 2026, online using WebEx.

Attendance at the Pre-Proposal Conference is strongly recommended.

Join from the webinar link

Webinar topic:

RWHAP & MAI NOFO GY 2027- 2030 Pre-Proposal Conference

Date and time:

Wednesday, September 16, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

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Join link:

https://pbc-gov.webex.com/pbc-gov/j.php?MTID=mae0d307612b7aeb94d7e9d60359befc0

Webinar number:

2314 471 6138

Webinar password:

6652Qhx5PFY (66527495 when dialing from a phone or video system)

Join by phone

+1-904-900-2303 United States Toll (Jacksonville)

1-844-621-3956 United States Toll Free

Access code: 231 447 16138

Anyone interested in additional information may contact RWHAP by mail at 810 Datura Street, West Palm Beach, FL 33401, or by email at PBC-RWANOFO@PBCGOV.ORG.

Also, those wishing to make public comments may submit a request to RWHAP via traditional mail to at 810 Datura Street, West Palm Beach, FL 33401, or by email at PBC-RWANOFO@PBCGOV.ORG.

Public participation is solicited without regard to race, color, national origin, religion, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity or expression, disability or genetic information.

Persons who require special accommodations under the Americans with Disabilities Act or who need translation services for a meeting (free of charge), please email PBC-RWANOFO@PBCGOV.ORG , at least five business days in advance. Deaf and hard of hearing individuals are requested to telephone the Florida Relay System at #711 to assist with a telephone call.

Any subsequent requests for information or assistance must be submitted in writing through email to PBC- RWANOFO@PBCGOV.ORG.to preserve a fair, impartial, and competitive procedure. The public may access all queries and responses on the RW website at Community Services HIV Services (pbcgov.org)

To maintain a fair, impartial and competitive process, questions regarding this NOFO must be made in writing and emailed to PBC-RWANOFO@PBCGOV.ORG. All questions and answers will be made available for the public to review on https://discover.pbcgov.org/communityservices/Pages/Ryan-White-CARE.aspx. Questions will also be answered at the Pre-Proposal Conference.

The County will ONLY communicate with Proposers regarding this NOFO at the public Pre-Proposal Conference or via email noted above, during the proposal preparation and evaluation period. The deadline to submit RWHAP application questions by email to the Recipient is 12:00 PM (noon), Monday, October 5, 2026, which is two (2) business days before the project application submission deadline.

This NOFO Information Guidance is available at the following locations:

https://discover.pbcgov.org/communityservices/Pages/Ryan-White-CARE.aspx https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=mae0d307612b7aeb94d7e9d60359befc0__;!!JLpr3t5yC6Re!8B14EI1NWkKC5EfnZWGYwYI9RqJ9qVIE0zJdaeJkoPYUiTa33IdmKCgnR2uuT_UCtcjoNGSTcg--ja5Kf5E$ mailto:PBC-RWANOFO@PBCGOV.ORG mailto:PBC-RWANOFO@PBCGOV.ORG mailto:PBC-RWANOFO@PBCGOV.ORG mailto:RWANOFO@PBCGOV.ORG.to https://discover.pbcgov.org/communityservices/Pages/Ryan-White-CARE.aspx mailto:PBC-RWANOFO@PBCGOV.ORG

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Paper copies of this NOFO are available upon request.

The RWHAP NOFO Information Guidance is for reference purposes only since the proposal must be submitted electronically through the CSD NOFO submission website.

ANTICIPATED SCHEDULE OF EVENTS

RWHAP Application Timeline

DATE ITEM RESPONSIBLE

September 9, 2026 RWHAP NOFO Release Date RWHAP Staff

September 16, 2026 Pre-Proposal Conference (9:00 AM EST)

(Strongly Recommended)

RWHAP Staff & Proposers

October 5, 2026 Deadline to Submit Questions Proposers

October 7, 2026 PROPOSAL SUBMISSION DEADLINE DATE 12:00 PM

(EST)

Proposers

October 7, 2026 Cone of Silence Begins (12:00 PM EST) Proposers

September 29, 2026 Reviewer Training RWHAP Staff & Reviewer

October 27, 2026

October 28, 2026

October 29, 2026

And

November 3, 2026

November 4, 2026

November 5, 2026

Non-Conflict Grant (NCG) Review Committee

Meetings

(October 27-29 & November 3-5, 2026)

9:00 AM to 5:00 PM(EST)

NOTE: Check the Ryan White Care webpage for the date the Review Panel will score the proposals submitted for the eligible Service Categories:

https://discover.pbc.gov/communityservices/pages/rya n-white-care.aspx

RWHAP Staff & Reviewers

November 20, 2026 Expected Date to Announce Recommended Awards RWHAP Staff

December 4, 2026 Deadline to Submit Grievance (or 7 Business Days

Following Announcement of Recommended Awards)

Proposers

February 2, 2027 BCC Approval of Contract Agreements BCC

Project Scoring:

Overall project scoring will be based on percentage of applicable points on which projects are eligible to be scored.

The Non-Conflict Grant (NCG) Review Committee meeting, during which the Review Committee will review and score all applications, is scheduled as follows based on the Service Category being reviewed. Each meeting will be held in-person from 9 am to 5 pm (end time is dependent on the number of applications received).

Proposers’ applications will be grouped together in four (4) groups by service categories and two (2) overflow sessions reviewed by Non-Conflict Grant Review Committees. The 4 groups and overflow sessions are as follows:

Group 1 http://discover.pbcgov.org/BusinessOpportunities/Pages/default.aspx https://discover.pbc.gov/communityservices/pages/ryan-white-care.aspx https://discover.pbc.gov/communityservices/pages/ryan-white-care.aspx

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Review Date: October 27, 2026 Service Categories: Emergency Financial Assistance, Food Bank/Home Delivered Meals, Legal Services, Medical Transportation

Webinar topic:

RWHAP & MIA - Group 1 Review committee meeting

Date and time:

Tuesday, October 27, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link:

https://pbc-gov.webex.com/pbc-gov/j.php?MTID=m26f18008d109e8f4ca572fb3eb9f1296

Webinar number:

2311 500 4123 umKvwmhp327 (86589647 when dialing from a phone or video system)

Access code: 231 527 50720

Group 2 Review Date: October 28, 2026 MAI Service Categories: Outpatient/Ambulatory Health Services, Substance Abuse Outpatient Care, Health Education/Risk Reduction, Outreach Services, Referral for Health Care and Support Services, Non-Medical Case Management

Webinar topic:

RWHAP & MIA - Group 2 Review committee meeting

Date and time:

Wednesday, October 28, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link: https://pbc-gov.webex.com/pbc-gov/j.php?MTID=mba71f58ccb539fd98fdf0cd3af7b6499

Webinar number:

2306 924 0891 acPg9wqpR77 (22749977 when dialing from a phone or video system)

1-844-621-3956 United States Toll Free Access code: 231 410 48848 https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=m26f18008d109e8f4ca572fb3eb9f1296__;!!JLpr3t5yC6Re!9kutyQHW9i3QKjQj3NUKqQ5o1FUYm0-PP6dQ-3QpjvbVn7Ec1HlGagBTEad5L5lFJ1xqd6LYGts0Y7krmNE$ https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=mba71f58ccb539fd98fdf0cd3af7b6499__;!!JLpr3t5yC6Re!4wQ5c8udlSxUWOw4BvX6-QUYt6T5srIGYKGxb3o2kSbwbL6PRYqBiPOh-FNdNDK2PcAZaBe1yZLwHlIoTFo$

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Overflow Group 1&2 Review Date: October 29, 2026 Service Categories: Applications from All Service Categories that were not reviewed

Webinar topic:

RWHAP & MIA - Group 1 & 2 Review committee meeting - Overflow

Date and time:

Thursday, October 29, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link:

https://pbc-gov.webex.com/pbc-gov/j.php?MTID=mba71f58ccb539fd98fdf0cd3af7b6499

Webinar number:

2310 874 0539

Webinar password:

hUP6CER2WJ3 (48762372 when dialing from a phone or video system)

Join by phone +1-904-900-2303 United States Toll (Jacksonville)

Access code: 230 007 07703

Group 3 Review Date: November 3, 2026 Service Categories: Outpatient/Ambulatory Health Services, Oral Health Care, Mental Health Services, Health Insurance Premium and Cost-Sharing Assistance

Webinar topic:

RWHAP & MIA - Group 3 Review committee meeting

Date and time:

Tuesday, November 3, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link:

https://pbc-gov.webex.com/pbc-gov/j.php?MTID=m1dcc35e35280d0b916e30eecdebdabf8

Webinar number:

2315 275 0720

Webinar password:

faGa2m3iqJ6 (32422634 when dialing from a phone or video system)

Join by phone +1-904-900-2303 United States Toll (Jacksonville) 1-844-621-3956 United States Toll Free https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=mba71f58ccb539fd98fdf0cd3af7b6499__;!!JLpr3t5yC6Re!4wQ5c8udlSxUWOw4BvX6-QUYt6T5srIGYKGxb3o2kSbwbL6PRYqBiPOh-FNdNDK2PcAZaBe1yZLwHlIoTFo$ https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=m1dcc35e35280d0b916e30eecdebdabf8__;!!JLpr3t5yC6Re!5dF2hCWIuUOxjHlhCzvBDRFzyKomiuJAi_7Tev1aVOR2-TltLZQFyn4EsDkGQRpwExBU3BL6Y5HN8CXI7-c$

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Access code: 231 150 04123

Group 4 Review Date: November 4, 2026 Service Categories: Early Intervention Services, Medical Case Management, Non-Medical Case Management Services

Webinar topic:

RWHAP & MIA - Group 4 Review committee meeting

Date and time:

Wednesday, November 4, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link:

https://pbc-gov.webex.com/pbc-gov/j.php?MTID=m771afda64ed2ed944c66f0efccc005b3

Webinar number:

2314 104 8848 jxZeJvxf525 (59935893 when dialing from a phone or video system)

1-844-621-3956 United States Toll Free

Access code: 230 692 40891

Overflow Group 3 & 4 Review Date: November 5, 2026 Service Categories: Applications from All Service Categories that were not reviewed

Webinar topic:

RWHAP & MIA - Group 3 & 4 Review committee meeting

Date and time:

Thursday, November 5, 2026, 9:00 AM | (UTC-04:00) Eastern Time (US & Canada)

Join link:

https://pbc-gov.webex.com/pbc-gov/j.php?MTID=m0419a8a962aef73a7eb4c159edc1fd4e

Webinar number:

2300 070 7703

Webinar password:

hbC4BrfPK57 (42242737 when dialing from a phone or video system)

Join by phone +1-904-900-2303 United States Toll (Jacksonville) 1-844-621-3956 United States Toll Free https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=m771afda64ed2ed944c66f0efccc005b3__;!!JLpr3t5yC6Re!6pOSx21SpDoLu4t_2ehCoJ1BW8nGlqOjk661AZo0c5r5UXKg5tqvDbpd0bzdsn95-hMoSeHHYj5KkEEJ8YM$ https://urldefense.com/v3/__https:/pbc-gov.webex.com/pbc-gov/j.php?MTID=m0419a8a962aef73a7eb4c159edc1fd4e__;!!JLpr3t5yC6Re!4omqPDq6W9xWRWkMNjqfqieXtAXPFA39pcJUo6L68b8TKNjN6zIz6CcAmbOI5MkkakVA_kfPsa9WGAvtG_Q$

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Access code: 231 087 40539

Anyone interested in additional information may contact RWHAP by mail at 810 Datura Street, West Palm Beach, FL 33401, or by email at PBC-RWANOFO@PBCGOV.ORG.

Also, those wishing to make public comments may submit a request to RWHAP via traditional mail to at 810 Datura Street, West Palm Beach, FL 33401, or by email at PBC-RWANOFO@PBCGOV.ORG.

Public participation is solicited without regard to race, color, national origin, religion, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity or expression, disability or genetic information.

Persons who require special accommodations under the Americans with Disabilities Act or who need translation services for a meeting (free of charge), please email PBC-RWANOFO@PBCGOV.ORG , at least five business days in advance. Deaf and hard of hearing individuals are requested to telephone the Florida Relay System at #711 to assist with a telephone call.

Any subsequent requests for information or assistance must be submitted in writing through email to PBC- RWANOFO@PBCGOV.ORG.to preserve a fair, impartial, and competitive procedure. The public may access all queries and responses on the RW website at Community Services HIV Services (pbcgov.org)

CONE OF SILENCE

This NOFO includes a Cone of Silence. Proposers will be advised of the Lobbying "Cone of Silence" and are advised that the Palm Beach County Lobbyist Registration Ordinance (Ordinance) is in effect. "Cone of Silence" refers to a prohibition on any non‐written communication regarding this NOFO between any Proposer or designated representative and any County Commissioner or Commissioner's staff or any employee authorized to act on behalf of the Commission to award a contract. Proposers’ representatives shall include but not be limited to Proposers’ employees, partners, officers, directors or consultants, lobbyists, or any actual or potential sub-recipients or consultants of the Proposers. The Cone of Silence is in effect as of the submittal deadline. The provisions of this Ordinance shall not apply to oral communications at any public proceeding, including contract negotiations during any public meeting. The Cone of Silence shall terminate at the time that the BCC awards or approves a contract, when all proposals are rejected, or when an action is otherwise taken that ends the solicitation process.

SECTION III: SCOPE OF SERVICES

CONTACT PERSON

This NOFO is issued, as with any addenda, for BCC by CSD, the RWHAP Part A and MAI Recipient. The contact for all RWHAP services application inquiries is PBC-RWANOFO@PBCGOV.ORG.

TERMS FOR SERVICES

Project Term: 12 months, with the option to renew for two 12-month periods Project Start Date: March 1, 2027 Project End Date: February 28, 2030 mailto:PBC-RWANOFO@PBCGOV.ORG mailto:RWANOFO@PBCGOV.ORG.to https://discover.pbcgov.org/communityservices/Pages/Ryan-White-CARE.aspx https://discover.pbcgov.org/legislativeaffairs/pages/lobbying_forms.aspx

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TERMS & CONDITIONS

1. Proposal Guarantee:

Proposers guarantee their commitment, compliance and adherence to all requirements of the NOFO by submission of their proposal.

2. Late Proposals, Late Modified Proposals Not Considered:

Proposers shall save any unfinished proposals and continue to modify the proposals until the proposals are submitted. Once submitted, the proposals are final. Proposals and/or modifications to proposals submitted after the deadline are late and shall not be considered.

3. Costs Incurred by Proposers:

All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by Proposers. No payment will be made for proposals received or for any other effort required of or made by Proposers, prior to commencement of work as defined by a contract approved by the BCC.

4. Public Record Disclosure:

Proposers are hereby notified that all information submitted as part of, or in support of, proposals will be available for public inspection in compliance with the Florida Public Records Act.

5. Palm Beach County Office of the Inspector General Audit Requirements:

Palm Beach County has established the Office of the Inspector General in Palm Beach County Code 2-421 through 2-440, as may be amended, which is authorized and empowered to review past, present and proposed COUNTY contracts, transactions, accounts and records. The Inspector General has the power to subpoena witnesses, administer oaths and require the production of records, and audit, investigate, monitor, and inspect the activities of the AGENCY, its officers, agents, employees, contractors, subcontractors, and lobbyists in order to ensure compliance with Agreement requirements and detect corruption and fraud.

Failure to cooperate with the Inspector General or interference or impeding any investigation shall be in violation of Palm Beach County Code Section 2-421 through 2-440, and punished pursuant to Section 125.69, Florida Statutes, in the same manner as a second degree misdemeanor.

6. Commencement of Work:

The County’s obligation will commence when the contract is approved by the BCC or their designee and upon written notice to Proposers. The County may set a different starting date for the contract. The County will not be responsible for any work done by Proposers, even work done in good faith, if it occurs prior to the contract start date set by the County.

7. Non-Discrimination:

The Proposer must warrant and represent that pursuant to Palm Beach County Resolution R2025-0748 all its employees are treated equally during employment without regard to race, color, national origin, religion, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity or expression, disability or genetic information.

8. County Options:

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this NOFO; postpone or cancel, at any time, this NOFO process; or waive any irregularities in this

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NOFO or in the proposals received as a result of this NOFO. The determination or the criteria and process whereby proposals are evaluated, the decision as to who shall receive a grant award, or whether or not an award shall ever be made as a result of this NOFO, shall be at the sole and absolute discretion of the County.

If an insufficient number of qualified proposals are submitted to meet available funding in any particular service category, the County will directly solicit and select appropriate community-located/based providers to fill these gaps.

9. RYAN WHITE HIV/AIDS PROGRAM (RWHAP) & MINORITY AIDS INITIATIVE (MAI) funding requires compliance with 2 CFR Part 200, State and County requirements.

Additional terms and conditions shall be included in the service agreement and are contained in part in Exhibit 2 Additional Terms and Conditions and on the RWHAP website, located at the RWHAP website, RW Standard Terms and Conditions, https://discover.pbcgov.org/communityservices/humanservices/PDF/RW_Standard_Terms_Conditions.pdf.

FUNDING RESTRICTIONS

RWHAP funds are made available by the United States Congress in support of services to persons with HIV, their families, and their care givers. Such funds may not be used to support education or prevention activities for the general public, clinical research, or other non-service programs. In general, applicants should assume that FUNDS MAY ONLY BE SPENT TO PROVIDE SERVICES WHERE NO OTHER REIMBURSEMENT OR PAYMENT SOURCE IS READILY AVAILABLE. As RWHAP funding is the payer of last resort, all services, particularly medical care services, which are typically covered by third-party payers such as private health insurers, managed-care intermediaries, Medicare or Medicaid, will be rigorously scrutinized to ensure no other payer sources are available for the services provided.

General guidelines for the determination of allowable costs under federal grants funding can be found in the Uniform Grant and Contract Management Act, and Office of Management and Budget (OMB) Circulars A-110, A- 122, A-133, and the Super Circular. Disallowed costs, as a general rule, will include but not necessarily be limited to the following:

1. Capital acquisition and renovation: Grant funds cannot be used for the purchase or improvement of land, or to purchase, construct or permanently improve any building or other facility.

2. Payment to recipients of services: Grant funds cannot be used to make direct cash payments to intended recipients of services, except in the form of food or vouchers, or for reimbursement of reasonable and allowable out of pocket expenses associated with consumer participation in Recipient and CARE Council activities.

3. Indirect Costs: Grant funds cannot be used to pay the indirect cost of supervision and operations as a separate line. Such administrative costs must be explained and included as part of the applicant’s cost structure, unless the proposer has an established indirect cost rate agreement with the HHS.

4. Personal Transportation: Grant funds cannot be used to pay for the transportation of clients to and from work or to handle personal business that cannot be directly or proximately attributed to a specifically prioritized category of service. As a general rule, transportation services can only be used to access RWHAP funded services, but not to the extent that the cost of transportation actually exceeds the benefit such activity would derive.

5. Social Functions: Grant funds cannot be used to finance social functions such as picnics, dinner parties and fund-raising banquets or assemblies nor can such funds be used to finance access to these activities.

https://discover.pbcgov.org/communityservices/humanservices/PDF/RW_Standard_Terms_Conditions.pdf

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6. Windfall, Funding Reserves & Foundations: Excess or unexpended grant funds cannot be used for anything other than their original designated purpose. Thus, if an agency somehow achieves windfall from a difference between its allowable cost and prevailing reimbursement, such windfall must be re-invested into existing programs or applied as a reduction to future funding distributions. Use of federal funds to establish a private foundation is considered fraudulent if funds for this purpose are used to finance RWHAP funded operations through mark-up or retail charge back mechanisms.

7. Payer of Last Resort: Proposers must agree that funds received under the agreement shall be used to supplement not supplant any other funding source such as State and local HIV-related funding or in-kind resources made available in the year for which this agreement is awarded to provide HIV-related services to individuals with HIV/AIDS. Applicants in each funding category will be asked to provide assurances that any funds granted will be used to provide services that are incremental to those otherwise available in the absence of grant funds.

Funds shall not be used to:

➢ Make payments for any item or service to the extent that payment has been made or can reasonably be expected to be made by a third-party payer, with respect to that item or service:

• Under any state compensation program, insurance policy, or any Federal or State health benefits program; or

• By an entity that provides health services on a prepaid basis.

LIMITS ON FEES TO CLIENTS RECEIVING SERVICES FUNDED BY RWHAP

Proposers must have policies and procedures in place to bill RWHAP clients using a sliding fee schedule consistent with RWHAP policy. Client income must be assessed to establish their sliding fee scale (SFS) code according to the Federal Poverty Guideline below, delineated as code A through G. Clients who fall into code A [less than or equal to 100 percent of the Federal Poverty Level (FPL)] may not be charged any fees for RWHAP funded services. Fees billed to clients may not exceed the stated percentages of their annual gross income within a 12-month period.

Individual/Family Annual Gross Income (%FPL) Maximum Allowable Annual Charges < 100% No Charges Permitted

101-200% 5% or Less of Gross Annual Income

201-300% 7% or Less of Gross Annual Income

301-400% 10% or Less of Gross Annual Income

> 400% (Ineligible to Receive Ryan White Services

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The poverty guidelines will be updated to reflect the current guidelines when service agreements are in effect.

CONTINUUM OF CARE AND LINKAGE TO SERVICES

All successful proposers must participate in a community-based Coordinated Service Network, defined as a collaborative group of organizations that provide medical and support services to persons with HIV in order to improve health outcomes and reduce health disparities. The concept of a Coordinated Service Network suggests that services must be organized to respond to the individual or family’s changing needs in a holistic, coordinated, timely, and uninterrupted manner, reducing fragmentation of care between service providers. Proposers will be asked to describe how they are currently, or are proposing to, coordinate services with other medical and support service providers to establish Coordinated Service Network.

Additionally, Proposers will be asked to describe their knowledge, involvement and activities with the Early Identification of Individuals with HIV/AIDS (EIIHA) efforts within Palm Beach County. This includes efforts to link clients who are aware of their HIV status to medical and support services, as well as any efforts to make people aware of their HIV status. Linkages work to facilitate access to advanced medical treatments and medications and facilitate access to private/public benefits and entitlements.

Priority will be given to proposals that lead to the establishment of a comprehensive system of care by demonstrating participation/involvement in a full service, comprehensive continuum of care including HIV prevention, testing and counseling, referral, linkage, and retention in care. Examples of this may be through linkage agreements with other agencies within the continuum of care; participation in prevention, testing and counseling, referral and linkage efforts; participation in Advisory/Planning bodies for the continuum of care like Community Prevention Partnership, Minority AIDS Network and HIV Care Council. Special consideration will be given to

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PALM BEACH COUNTY PRIORITIZED POPULATIONS

In calendar year 2024, there were 9,175 people with HIV (PWH) in Palm Beach County according to the Florida Department of Health, HIV Surveillance Epidemiologic Profile. RWHAP Part A/MAI served 2,993 PWH during the same period. In developing priorities for PBC Ryan White direct services, the HIV Care Council has determined that special emphasis will be placed on populations that are disproportionately impacted, persons with co-morbidities, and newly diagnosed individuals.

Disproportionately impacted prioritized populations include Black/African-American cisgender men and women with heterosexual and male-to-male sexual contact exposure histories (including U.S.-born and those from Haiti or of Haitian descent), Latinx/Hispanic cisgender men and women with male-to-male sexual contact and heterosexual contact exposure histories, White/Caucasian cisgender men with male-to-male sexual contact exposure histories, individuals who identify as transgender and persons over the age of 50 years. Populations with co-morbidities or co-occurring circumstances include individuals with substance use disorder, mental illness, and/or other sexually transmitted infections, as well as individuals experiencing homelessness and/or who have a history of incarceration.

SCOPE OF SERVICES

The Recipient is accepting one-year project applications with the option to renew for two additional years for RWHAP Part A and MAI services for GYs 2027-2030 (March 1, 2027, through February 28, 2030). Proposers shall apply through CSD’s online application process. An estimate of $6,176,102 for Part A services and $537,601 for MAI services will be available for the first of the three-year programs. Project budgets shall be for 12 months and shall not exceed the total amount allocated for service categories included in the proposal.

Services to be contracted include Core Medical Services: Early Intervention Services, Health Insurance Premium and Cost-Sharing Assistance for Low-Income Individuals, Medical Case Management (including Treatment Adherence Services), Mental Health Services, Oral Health Care, Outpatient/Ambulatory Health Services (including Laboratory Diagnostic Testing and Specialty Outpatient Medical Care), Substance Abuse Outpatient Care- MAI only and Support Services: Emergency Financial Assistance, Food Bank/Home Delivered Meals, Health Education/Risk Reduction- MAI only, Medical Transportation, Non- Medical Case Management Services, Other Professional Services-Legal Services, Outreach Services- MAI only, Referral for Health Care and Support Services- MAI only.

Proposals should indicate specific, prioritized subpopulations, a description of proposed services, and an explanation of how these services will result in improved health outcomes for PWH. Proposals should include a budget and implementation plan and indicate that these items are separate and distinct from other funding, including other Ryan White funding sources.

The HIV Care Council objectives for GY 2027 include increased support for existing HIV-related services, with a specific emphasis on populations/geographic areas of the County with a high prevalence of HIV, which may also lack adequate levels of service. The County is seeking qualified entities to provide the following Part A and MAI funded services to persons with HIV. Service categories Service Definitions mirrors HRSA service category definitions.

Priorities and allocations are approved by the HIV CARE Council:

HIV Care Council Priority Core Medical Services

Early Intervention Services Part A Funding Allocated = $156,786

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Part A Priority Level 9

Description:

The RWHAP legislation defines EIS for Parts A. See § 2651(e) of the Public Health Service Act

Program Guidance:

The elements of EIS often overlap with other service category descriptions; however, EIS is the combination of such services rather than a stand-alone service. HRSA RWHAP Part recipients should be aware of programmatic expectations that stipulate the allocation of funds into specific service categories.

• HRSA RWHAP Parts A EIS services must include the following four components:

o Targeted HIV testing to help the unaware learn of their HIV status and receive referral to HIV care and treatment services if found to be living with HIV

▪ Recipients must coordinate these testing services with other HIV prevention and testing programs to avoid duplication of efforts

▪ HIV testing paid for by EIS cannot supplant testing efforts paid for by other sources o Referral services to improve HIV care and treatment services at key points of entry o Access and linkage to HIV care and treatment services such as HIV Outpatient/Ambulatory Health

Services, Medical Case Management, and Substance Abuse Care o Outreach Services and Health Education/Risk Reduction related to HIV diagnosis

Procedure:

Unit of Service Description

1 unit=15 minutes of service

Service Specific Criteria & Required Documentation

Client is not required to meet PBC RW Part A/MAI eligibility criteria to receive EIS services

Caps/Limitations

None

PBC RWHAP Local Monitoring Standards

• EIS staff will have documentation of completed written training plan; which includes, at a minimum, HIV 501 training, Trauma Informed Care, Motivational Interviewing, Home/Field Visit Best Practices, Case Note Documentation Best

Practices, RW Annual In-Service Training, Local Resources.

• Documentation of the Subrecipient effort to link the client to an initial medical appointment, including lab testing and initiation of ART, within 30 days.

• Of those clients who attended their initial medical appointment: documentation of the client’s attendance (or lack thereof) to a follow-up medical appointment, including completed lab tests, within no more than 90 days from initial appointment.

• Documentation of achieving viral suppression OR being referred to case management for adherence support before closing to EIS services.

Health Insurance Premium and Cost Sharing Assistance for Low-Income Individuals Part A Funding Allocated = $3,275,033 Part A Priority Level 1

Health Insurance Premium and Cost Sharing Assistance provides financial assistance for eligible clients living with

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HIV to maintain continuity of health insurance or to receive medical and pharmacy benefits under a health care coverage program.

The service provision consists of the following:

• Paying health insurance premiums to provide comprehensive HIV Outpatient/Ambulatory Health Services, and pharmacy benefits that provide a full range of HIV medications for eligible clients; and/or

• Paying cost sharing on behalf of the client.

Program Guidance:

See PCN 18-01: Clarifications Regarding the use of RWHAP Funds for Health Care Coverage Premium and Cost Sharing Assistance

1 unit= 1 deductible, 1 co-payment, OR 1 monthly premium

Service Specific Criteria & Required Documentation

Summary of Benefits from Coverage

An approved plan released annually- PBC RW Part A/MAI Health Insurance Continuation Guidance

Medical Case Management (Including Treatment Adherence Services) Part A Funding Allocated = $1,059,571 Part A Priority Level 2

Medical Case Management is the provision of a range of client-centered activities focused on improving health outcomes in support of the HIV care continuum. Activities provided under this service category may be provided by an interdisciplinary team that includes other specialty care providers. Medical Case Management includes all types of case management encounters (e.g., face-to-face, phone contact, and any other forms of communication).

Key activities include:

• Initial assessment of service needs

• Development of a comprehensive, individualized care plan

• Timely and coordinated access to medically appropriate levels of health and support services and continuity of care

• Continuous client monitoring to assess the efficacy of the care plan

• Re-evaluation of the care plan at least every 6 months with adaptations as necessary

• Ongoing assessment of the client’s and other key family members’ needs and personal support systems

• Treatment adherence counseling to ensure readiness for and adherence to complex HIV treatments

• Client-specific advocacy and/or review of utilization of services

In addition to providing the medically oriented activities above, Medical Case Management may also provide benefits counseling by assisting eligible clients in obtaining access to other public and private programs for which they may be eligible (e.g., Medicaid, Medicare Part D, State Pharmacy Assistance Programs, Pharmaceutical Manufacturer’s Patient Assistance Programs, other state or local health care and supportive services, and insurance plans through the health insurance Marketplaces/Exchanges).

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Activities provided under the Medical Case Management service category have as their objective improving health care outcomes (including Treatment Adherence), whereas those provided under the Non-Medical Case Management service category have as their objective providing guidance and assistance in improving access to needed services.

Visits to ensure readiness for, and adherence to, complex HIV treatments shall be considered Medical Case Management or Outpatient/Ambulatory Health Services. Treatment Adherence services provided during a Medical Case Management visit shall be reported in the Medical Case Management service category whereas Treatment Adherence services provided during an Outpatient/Ambulatory Health Service visit shall be reported under the Outpatient/Ambulatory Health Services category.

1 unit=15 minutes of service

Service Specific Criteria & Required Documentation

None

• Case Management staff will have documentation of completed written training plan; which includes, at a minimum, HIV

501 training, Trauma Informed Care, Motivational Interviewing, Home/Field Visit Best Practices, Case Note

Documentation Best Practices, RW Annual In-Service Training, Local Resources.

Mental Health Services Part A Funding Allocated = $111,382

Part A Priority Level 3

Mental Health Services are the provision of outpatient psychological and psychiatric screening, assessment, diagnosis, treatment, and counseling services offered to clients with HIV. Services are based on a treatment plan, conducted in an outpatient group or individual session, and provided by a mental health professional licensed or authorized within the state to render such services. Such professionals typically include psychiatrists, psychologists, and licensed clinical social workers.

Mental Health Services are allowable only for PWH who are eligible to receive HRSA RWHAP services.

1 unit=1 CPT Code

Reimbursement is based on the Florida Medicaid Practitioner Fee Schedule

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Psychological Assessment:

• Clients…