U.S. Department of Health and Human Services
Health Resources and Services Administration
Bureau of Primary Health Care
PLANNING GRANT APPLICATION
Planning Grants
NEW GRANT COMPETITION
HRS- 09-188
Catalog of Federal Domestic Assistance (CFDA) No. 93.224
PLANNING GRANTS APPLICATION GUIDANCE
Fiscal Year 2009
Application Due Date in Grants.gov:
March 13, 2009
Supplemental Information Due Date in EHBs:
March 27, 2009
Date of Issuance: February 10, 2009
Guidance and Programmatic Contact:
Kristi Messer
Public Health Analyst
Bureau of Primary Health Care
Office of Policy and Program Development
Telephone: 301/594-4300
Fax: 301/594-4997
Authority: Public Health Service Act, Title III, section 330, (42 U.S.C. 254b)
43
EXECUTIVE SUMMARY
This application guidance details the eligibility requirements, review criteria, and awarding factors for organizations seeking a grant to plan for the development of a comprehensive primary care health center in fiscal year (FY) 2009. Planning Grants are useful aids in the development of viable proposals establishing new health center sites that will meet Federal requirements for governance, quality of care, risk management and financial management under the Health Center Program (i.e., Community Health Center (CHC), Migrant Health Center (MHC), Health Care for the Homeless (HCH), and Public Housing Primary Care (PHPC) Programs) authorized under section 330 of the Public Health Service (PHS) Act, as amended. HRSA expects to award approximately $2 million for this activity in FY 2009.
For FY 2009, the following differences should be noted:
· The Application Submission Process Has Changed. Submission of an FY 2009 Planning Grant application now involves a two-step submission process via Grants.gov and the HRSA’s Electronic Handbooks (EHBs) system. PLEASE NOTE: Applicants will be unable to access the HRSA EHBs until after the Grants.gov submission has been confirmed, validated, and an application tracking number has been assigned. PLEASE CAREFULLY REVIEW DETAILS ON THE NEW PROCESS IN “APPLICATION SUBMISSION” BELOW.
· New application due dates have been established.
· The eligibility and review criteria have been updated.
· A new Funding Priority related to serving a high poverty area has been added.
· All Program Specific Forms MUST now be completed electronically within the EHBs system. For more information and technical assistance with the new electronic version of these forms, please visit: www.hrsa.gov/grants/technicalassistance/planning.htm.
· Beginning in FY 2009, there will be a new online data entry procedure for completing the Planning grant application. The application process is divided into two phases:
Phase 1: Applicants will enter Grants.gov and complete the Standard form SF 424, Project Summary/Abstract and the HHS Checklist. These must be completed and successfully submitted via Grants.gov by 8:00 P.M. ET on the applicable due date.
Phase 2: After completing the Grants.gov portion of the application process, applicants will enter HRSA’s EHBs and complete all other components of the applications (refer to page 16 of this guidance for a detailed description of the required forms and documents which must be submitted via HRSA’s EHBs by 5:00 P.M. ET on the applicable due date.
Please Note: Applicants can only begin Phase 2 in HRSA’s EHBs after Phase 1 in Grants.gov has been completed by its due date, and HRSA has assigned the application a tracking number. You will be notified by email when your application is ready within HRSA’s EHBs for Phase 2 of the submission process. This email notification will be sent within 7 business days of the Phase 1 submission. Refer to Appendix A: HRSA Electronic Submission Guide for more details.
To ensure that you have adequate time to follow procedures and successfully submit the application, we recommend that you register immediately in Grants.gov if you have not done so already. The registration process can take up to one month. Please refer to Appendix B for information on registering. If you do not complete the registration process, you will be unable to submit an application. We also recommend that you submit your application in Grants.gov as soon as possible to ensure that you have maximum time for providing the supplemental information in HRSA’s EHBs. Please note that all applicants must also be registered in HRSA’s EHBs.
Summary of New Planning Grant Submission Process /Phase / Due Date / Helpful Hints /
Phase 1 (Grants.gov):
Please complete and submit the following by the Grants.gov deadline (all forms are available in the Grants.gov application package):
· SF 424 Face Page;
· Project Summary/ Abstract (uploaded on line 15 of the SF 424 Face Page);
· PHS-5161 HHS checklist; and
· Additional Congressional District (if applicable) / Due Date:
March 13, 2009. Submit by 8:00 P.M. ET on the due date. / - Registration is required. As registration may take up to a month, please start the process as soon as possible. Also, please remember that CCR registration is an annual process. Verify your organization’s CCR registration prior to Grants.gov submission.
The Grants.gov registration process involves three basic steps:
A. Register your organization
B. Register yourself as an Authorized Organization Representative (AOR)
C. Get authorized as an AOR by your organization
Please refer to Appendix B for instructions on registration or visit the Grants.gov website at http://www.grants.gov/applicants/get_registered.jsp or call the Grant.gov Contact Center at 1.800.518.4726 between 7 A.M. and 9 P.M. ET for additional technical assistance on the registration process.
- Complete Phase 1 as soon as possible.
Phase 2 (HRSA EHBs):
Please complete and submit the following by the HRSA EHB deadline (all forms are available in the EHB application package-refer to page 16 of this guidance for detailed description of all required forms/documents:
· SF 424A - Budget Information (Non-Construction Programs);
· Program Narrative;
· Budget Justification and Narrative;
· SF-424B Assurances – Non-Construction Programs;
· SF-424 LLL Disclosure of Lobbying Activities (as applicable);
· Program Specific Forms—(Please note, Forms 1A, and 12 will be filled out electronically online; Form 4 will be uploaded.) For more information and technical assistance with the new electronic version of these forms please visit: www.hrsa.gov/grants/technicalassistance
· All Attachments. / Due Date: March 27, 2009. Submit by 5:00 P.M. ET on the due date.
Due Date:
March 27, 2009. Submit by 5:00 P.M. ET on the due date. / - Phase 1 must be completed prior to starting phase 2.
- Applicants will be able to access the EHB (Phase 2) within 7 business days of completing Grants.gov (Phase 1) and receipt of the Grants.gov tracking number.
- Refer to Appendix A for process instructions/frequently asked questions.
- EHB registration required
- The Authorizing Official (AO) must complete submission of the application in Phase 2.
All applicants must submit in this manner unless the applicant is granted a written exemption from this requirement in advance by the Director of HRSA’s Division of Grants Policy or designee. Applicants must request an exemption in writing from , and provide details as to why they are technologically unable to submit electronically though the Grants.gov portal. Make sure you specify the announcement number for which you are seeking relief, and include specific information, including tracking number/case number, a “Rejected with Errors” notification, and/or any anecdotal information received from Grants.gov and/or the HRSA Call Center, in your justification request. HRSA and its Grants Application Center (GAC) will only accept paper applications from applicants that received prior written approval.
All applicants requesting funding for a Planning Grant must use this guidance. This guidance should be reviewed thoroughly prior to making a decision to apply. Competitive planning applications will (i) present the need for health services in the community, include a brief description of the proposed planning project including a brief history of the organization, (ii) present a sound proposal to plan and develop a comprehensive section 330 health center, and (iii) demonstrate that the funding requested is appropriate and reasonable given the scope of the planning project.
Applications must be submitted in Grants.gov by 8:00 P.M. ET on March 13, 2009 and submitted in EHB by 5:00 P.M. ET on March 27, 2009. Indicate the application is for HRSA-09-188 -Planning Grants. It is the responsibility of the applicant to ensure that the complete application is submitted electronically by the published due date and time.
Applications will be considered on time if the application has been successfully submitted electronically by the due date and time, as shown only by the electronic submission record. Applications submitted electronically after the due date and time will not be accepted for processing.
If you have questions regarding the FY 2009 Planning Grant application and/or the review process described in this application guidance, please call Kristi Messer in the Office of Policy and Program Development at 301-594-4300 or email at .
The Bureau of Primary Health Care will announce a pre-applicant teleconference conference call shortly after the guidance release date. Please visit www.hrsa.gov/grants/technicalassistance/planning.htm. for the call date and additional resources.
43
Guidance Table of Contents
Guidance Table of Contents 1
I. Funding Opportunity Description 1
Purpose 1
Background 1
Expected Results 1
II. Award Information 1
Type of Award 1
Summary of Funding 1
Maximum Grant Support 1
III. Eligibility Information 1
1. Eligible Applicants 1
2. Cost Sharing 1
3. Other 1
IV. Application and Submission Information 1
1. Address To Request Application Package 1
Application Materials 1
Application Preparation 1
Pre-Application Conference Calls 1
2. Content And Form Of Application Submission 1
Application Format Requirements 1
Application Sequence 1
Application Format 1
i. Application Face Page 1
ii. Table of Contents 1
iii. Application Checklist 1
iv. Budget 1
v. Budget Narrative and Line Item Budget Justification 1
vi. Staffing Plan and Personnel Requirements 1
vii. Assurances 1
viii. Certifications 1
ix. Project Abstract 1
x. Program Narrative 1
xi. Program Specific Forms 1
xii. Attachments 1
3. Submission Dates and Times 1
Application Due Dates 1
Late Applications 1
4. Intergovernmental Review 1
5. Funding Restrictions 1
6. Other Submission Requirements 1
V. Application Review Information 1
1. Review Criteria 1
2. Review and Selection Process 1
Funding Preferences 1
Other Awarding Factors 1
3. Anticipated Announcement and Award Dates 1
VI. Award Administration Information 1
1. Award Notices 1
2. Administrative and National Policy Requirements 1
Public Policy Issuance 1
Smoke Free Workplace 1
3. Reporting 1
VII. Agency Contacts 1
VIII. Tips for Writing a Strong Application 1
APPENDIX A: HRSA’S ELECTRONIC SUBMISSION USER GUIDE 1
HRSA’s Electronic Submission User Guide Error! Bookmark not defined.
APPENDIX B: REGISTERING AND APPLYING THROUGH GRANTS.GOV 1
Appendix C: Guidelines For Developing the Work Plan and Budget Presentation 1
Guidelines For Developing the Work Plan 1
Sample Format for the Work Plan Presentation 1
GUIDELINES FOR COMPLETION OF THE BUDGET PRESENTATION 1
BUDGET NARRATIVE AND LINE ITEM BUDGET JUSTIFICATION 1
Sample Line Item Budget Justification 1
Appendix D: 1
Program Specific Forms 1
Appendix e: 1
Definitions For Planning Grant Applications 1
DEFINITIONS FOR PLANNING GRANT APPLICATIONS 1
43
I. Funding Opportunity Description
Purpose
For fiscal year (FY) 2009, the Health Resources and Services Administration (HRSA) will accept planning grant applications from public or private non profit organizations seeking a grant to plan for the development of a comprehensive primary care health center under the Health Center Program authorized under section 330 of the Public Health Service (PHS) Act, as amended (42 U.S.C. 254b). HRSA anticipates awarding an estimated $2 million for approximately 25 Planning Grants in FY 2009.
The Health Center Program improves the health of underserved communities and vulnerable populations by assuring access to comprehensive, culturally competent, quality primary health care services. Planning grant applicants must demonstrate the need for health services in the communities and provide a brief description of the proposed planning project including a brief history of the organization. Applicants should present a sound proposal to plan and develop a comprehensive section 330 health center, and demonstrate that the funding requested is appropriate and reasonable given the scope of the planning project.
All applicants requesting funding for a planning grant must use this guidance. It should be reviewed thoroughly prior to making a decision to apply.
Background
Programs administered by HRSA focus on ensuring the availability and accessibility of essential primary and preventive health services to the people who have the most limited access to services and face the greatest barriers to care. More than 50 million people currently live in federally-designated medically underserved areas and lack access to a primary care provider.
Individually, each health center plays and important role and combined they have had a critical impact on the health care status of underserved and vulnerable populations throughout the United States (U.S.). At the end of calendar year 2007, there were over 1000 health centers funded under section 330 of the PHS Act with more than 7000 comprehensive primary care service sites located in urban and rural underserved areas throughout the U.S. and its territories. Almost 16 million medically underserved and uninsured patients receive comprehensive, culturally competent, quality primary health care services through federally-funded health centers.
§ Community Health Centers (CHC) (section 330(e)) provide services to the general community, or all individuals within the service area.
§ Migrant Health Centers (MHC) (section 330(g)) provide services to migratory and seasonal farmworker individuals within the service area and their families.
§ Health Care for the Homeless (HCH) (section 330(h)) provides services to homeless individuals and families within the service area.
§ Public Housing Primary Care (PHPC) (section 330(i)) provides services to residents of one or more public housing developments within the service area and the surrounding areas as appropriate.
Expected Results
To assist organizations in their consideration of a Planning Grant application to serve an underserved population and/or community, HRSA has identified several critical areas that must be examined prior to developing an application.
· Competitive planning applicants will demonstrate compliance with the requirements of section 330(c)(1) of the PHS Act.
· Competitive planning applicants will also demonstrate the need for health services in the proposed service area, and how the proposed project will further progress in developing a comprehensive section 330 health center.