FY19 1st Five HMDI Implementation RFA

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Register to iowagrants.gov  -253149-FY19 1st Five HMDI Implementation RFA Family Health Application Deadline: 05/16/2018 4:00 PM  

Award Amount Range:Not ApplicableProject Start Date:07/01/2018Project End Date:06/30/2019Award Announcement Date:06/08/2018Eligible Applicant:Refer to RFA
Program Officer:Stacey HewittPhone:515-281-3018 xEmail:stacey.hewitt@idph.iowa.govCategorical Area:Child Health, Community Development, Early Childhood Services & Supports  Description  
It is the responsibility of the Applicant to review all attachments listed in the section below, including the Request for Application (RFA).
The issuance of the RFA in no way constitutes a committment by IDPH to award a contract. 
Excerpts from the RFA:
1.01Purpose
The purpose of this RFA is to provide guidance for current contractors to submit continuation

applications to the Iowa Department of Public Health (referred to as Department) to renew service provisions as described by and within the project period established by the RFP #58817001 or #58817008. Services covered by this application include providing development of effective strategies and relationships with primary care providers to increase utilization rates of developmental surveillance and screening tools for children ages birth to 5 years.
1.02Project and Contract Period
FY19 is the third year of a four year project period. The Department expects the contract period to be a one-year term from July 1, 2018 to June 30, 2019.   Continued funding during the defined project period is dependent on approval of the continuation application, contractor performance and compliance with general and special conditions of the contract, availability of project funds, program modifications, or any other grounds determined by the Department to be in the Department’s best interest.
 
The issuance of this RFA in no way constitutes a commitment by Department to award a contract.
1.03  Eligible Applicants
Applicants must meet each of the following eligibility requirements for consideration.
 
Eligible Applicants
Only current contractors are eligible to submit a continuation application under this RFA.
Current contractors include those listed in the table below:


Current Contractors
Service Delivery Area for the Current Contractor
American Home Finding Association
Keokuk, Mahaska, Wapello
Black Hawk County Health Department
Black Hawk, Bremer, Buchanan, Grundy
Community Opportunities dba New Opportunities
Audubon, Carroll, Guthrie
Crawford County Home Health, Hospice & Public Health
Cass, Crawford, Harrison, Monona, Shelby
Dubuque Visiting Nurse Association
Allamakee, Chickasaw, Clayton, Delaware, Dubuque, Fayette, Howard, Winneshiek
FAMILY, Inc.
Mills, Pottawattamie
Hawkeye Area Community Action Program, Inc.
Benton, Jones, Linn
Lee County Health Department
Davis, Des Moines, Jefferson, Lee, Van Buren
Marion County Public Health
Appanoose, Clarke, Decatur, Jasper, Lucas, Marion, Monroe, Poweshiek, Ringgold, Wayne
MATURA Action Corporation
Adair, Adams, Union
Mid-Iowa Community Action, Inc.
Boone, Hardin, Marshall, Story, Tama
North Iowa Community Action Organization
Butler, Cerro Gordo, Floyd, Franklin, Hancock, Kossuth, Mitchell, Winnebago, Worth
Taylor County Public Health
Fremont, Montgomery, Page, Taylor
Unity Healthcare dba Trinity Muscatine Public Health
Cedar, Louisa, Muscatine
Visiting Nurse Services of Iowa
Dallas, Polk
Warren County dba Warren County Health Services
Madison, Warren
Washington County Public Health
Henry, Washington
Webster County Health Department
Buena Vista, Calhoun, Clay, Dickinson, Emmet, Greene, Hamilton, Humboldt, O’Brien, Osceola, Palo Alto, Pocahontas, Sac, Webster, Wright

Electronic Communication Requirements
Applicant is required to maintain and provide to the Department, upon application, a current and valid email account for electronic communications with the Department.
 
Official email communication from the Department regarding this application will be issued fromiowa.grants@webgrantsmail.com. Applicants are required to assure these communications are received and responded to accordingly.
1.04Service Delivery Area
Refer to the RFP in which you were funded (#58817001 or #58817008), for service delivery area parameters. Any changes in the current service delivery area must adhere to these instructions. Any service delivery area changes for this RFA must be agreed to by existing contractors and applicable boards of health, and approved by the Department. Submit requests to Stacey Hewitt atstacey.hewitt@idph.iowa.gov. Written approval must be obtained prior to submitting a continuation application.  
1.05Funding
The source of funding is State funds as appropriated by the Iowa Legislature and Federal Medicaid Reimbursement.
 
Applicants may apply for up to the amounts per Agency as listed in the Projected Funding Allocation Table in the RFA. Applicants are NOT required to apply for the entire amount listed. IDPH anticipates up to $3,562,327 available for approximately 18 awards. Actual total awards and individual contract funding levels may vary from that listed or funding may be withdrawn completely, depending on availability of fundingor any other grounds determined by the Department to be in the Department’s best interests.

 

1.06Schedule of Important Dates(All times and dates listed are local Iowa time.)
 
The table below lists critical dates in the application and contract award process. Contractors are encouraged to review the entire RFA for detailed information about events, dates, times and sites.


EVENT
DATE
 RFA Issued
 April 3, 2018
 Written Questions and Responses 
Round 1 Questions Due
Interim Responses Posted by
 April 12, 2018
 April 19, 2018
Final Questions Due
Final Cumulative Responses Posted by
 April 26, 2018
 May 8, 2018
 Applications Due
 May 16, 2018
 Post Notice of Intent to Award
 June 8, 2018
 
 
 
     Attachments  Click on the File Name to open attachment 
DescriptionFile NameFile SizeA FY19 Request For Application (RFA) for 1st Five Healthy Mental Development Initiative Implementation PhaseA FY19 Request For Application (RFA) for 1st Five Healthy Mental Development Initiative_ Implementation Phase .pdf220 KBB IowaGrants Registration InstructionsB IowaGrants Registration Instructions Updated 2016.pdf874 KBC IDPH Application Instruction GuidanceC IDPH Application Instruction Guidance 2016.pdf1.9 MBD Draft FY19 1st Five Implementation Contract TemplateD Draft FY19 1st Five Implementation Contract Template .pdf209 KBE Draft FY19 1st Five Implementation Review ToolE Draft FY19 1st Five Implementation Review Tool .pdf98 KB   Website Links  Click on the URL to go to website 
Website LinkGrant Program Informationhttp://idph.iowa.gov/1stfive/links1st Five Care Coordination Handbookhttp://idph.iowa.gov/finance/funding-opportunities/general-conditionsIDPH General Conditions  Questions  
Submitted DateQuestionAnswer04/24/2018On page 16 of the RFA- it says the site Coordinator must complete a face-to face ASQ and ASQ: SE Developmental Screening tools train the trainers within the one-year contract period.

Can you tell us where this will be offered in Iowa during the contract period and what we should budget for the costs of the training? Can a Developmental Support Specialist attend if the Site Coordinator is unable to attend the training if extensive travel and overnight stay is required to attend due to being a full-time caretaker?ASQ Train the Trainer sessions are offered by Brookes Publishing, Inc. Session offerings available to date are listed here: http://www.brookespublishing.com/training/institutes/. The sessions are typically offered three or four times per year. At this time, there is not a session listed in Iowa. The preferred session to attend is whichever would be least costly. For each session, a list of questions and answers is posted, and location and hotel costs are specifically listed.

To determine meal costs, the State of Iowa Out-of-State City Level & Rate Information webpage may be used: https://das.iowa.gov/state-accounting/travel-relocation/out-state-travel/out-state-city-levels. Please refer to travel reimbursement rates outlined in RFA section 2.03 for guidance on mileage rate.

To determine cost of transportation to and from the location calculating the cost of driving and compare to least expensive costs of flights posted on major travel website sources. Choose the least costly option when considering extra lodging and meals if driving requires additional overnight stay. Once these costs are estimated, include this within the Other line item in the budget Application.

Training primary care practices on the use of developmental screening tools within their practice is an expectation of the Site Coordinator position specifically. In the event that individual circumstances prevent a site coordinator from attending this training, those will need to be addressed with the 1st Five State Coordinator and agency management on a case-by-case basis.04/24/2018The RFA states: With IDPH prior approval of a detailed justification from the successful applicant, up to 10 percent of the Site Coordinator’s FTE may be spent on other activities for the birth to 5 population.

I’m curious how you’d like to formalize the prior approval. Do we need to write a letter? Is email sufficient? How would you like this done?The Department has modified the IowaGrants Application form titled: 1st Five Key Personnel Form to include fields for the request. Applicants proposing to spend up to 10 percent of the FTE on other activities for the birth to 5 population must include the detailed justification in the Prior Approval Request field . The justification must include a description of activities that will take place within this time, reasons why this is the optimal use of time, evidence that goals/objectives of 1st Five (such as increase in developmental screening) have already been met or will still be achieved, and any other information necessary to justify the request.. Assure that responses within the work plan forms also reflect the proposed plan.If prior approval is sought during the contract year, contact the program consultant early in the planning process regarding formalizing such a request.04/25/2018Can you please clarify/make more specific the sentence under Article VII Performance Measure "A decision on the part of other parties included with or following the primary care provider visit do not result in a TAV entry of referring provider." ?The performance measure targets referrals made according to the program model. The referrals the program seeks to increase are those in which the primary care provider has administered a standardized developmental screening tool as part of the workflow within their practice and then made a referral to 1st Five based on the results. Referrals that do not come directly from a provider through the aforementioned model (are then referred to as “back door” or “looped in” referrals) should not have a referring provider entered into TAV, and will not be considered when calculating the performance measure.04/25/2018On page 19 of the RFA for 1st Five, under the section 1st Five Provider Relationships Form:

On the chart where it asks for # of Participating Physicians, does that mean those who are completing ASQs or does that mean those who have made a referral to the 1st Five Program?This includes the number of physicians who have made a referral, regardless of whether the referral was based on results of a standardized developmental screening tool.04/25/2018Section 2 – Applicant Content
Description of Work and Services: Required Data Sharing

How will a Data Sharing Agreement be provided in order to provide data, including specific client-information, to contractor(s) specified by the Department? This applicant has read through IDPH General Conditions Sections 8 through 10 and this question still remains.The data collected on behalf of the 1st Five program is owned by the Department. The Department maintains the data sharing agreement with the contractor(s) specified by the department.04/26/2018(Page 21, Direct Cost Categories, 4. Other): “Only 5% of the total budget may be spent on program incentives” – can you please define program incentives. Are the following considered incentives: Marketing materials for providers, Bright Futures books, ASQ kits, items for families (diapers, puzzles, car seats), items for events (giveaways, raffle items), food for lunch&learns/trainings/community events


(Page 21, Direct Cost Categories, 4. Other): “Only one out-of-state trip per agency per year is allowed” – are multiple people from the same agency allowed to attend the one trip? Example: can several staff from our 1st Five site go to the Zero-to-Three conference in Denver?In all cases, the use of 1st Five funds is only for the purpose of assuring that appropriate referrals, interventions, and follow-up will occur for children ages birth to five years.

Program incentives are items used within primary care practices or by community partners that display 1st Five contact information and logo. They are given out by the primary care practice or community partner in their communications with potential clients’ caregivers about the availability of the 1st Five program.

The following outlines the appropriateness of the examples listed in the question:
Marketing materials for providers: Yes - items used to promote provider participation in 1st Five would be subject to the 5% limit. (Brochures and pamphlets would not be subject to the 5% limit.)
Bright Futures books: No - these are not subject to the 5% limit. (They are an allowable expense.)
ASQ Kits: No - these are not subject to the 5% limit. (They are an allowable expense.)
Items for families:
Diapers - Diapers are not an allowable expense. 1st Five would refer to another community resource for family needs such as diapers.
Puzzles - Yes - puzzles would be subject to the 5% limit. They are allowable if they are age-appropriate to the birth to five population, display the 1st Five logo and contact information, and are given out by primary care practices and community partners.
Car Seats - Car seats are not an allowable expense. 1st Five would refer to another community resource for family needs such as car seats.
Items for events:
Giveaways - The same items that are given out by primary care practices and community partners may be given at events. These are subject to the 5% limit.
Raffle items: Raffle items are not an allowable expense.
Food for lunch and learns/trainings/community events: No - food is not subject to the 5% limit. However, the following guidance applies: It acceptable to purchase food for a lunch if the lunch period is the only or best time to gather primary care providers, for example, to deliver a training session about developmental screening tools. Food for an event held during the dinner hour for the purpose of recruiting primary care practices to participation with 1st Five is acceptable. Food expenditures should be limited and reasonable in cost. Food for general community events is not an allowable expense. Entertainment costs are not allowed.
Only one person may attend one out-of-state event using 1st Five funds. This allowance is intended for 1st Five Site Coordinators who have not previously attended an ASQ Train the Trainer event. These events typically are not offered within state, the cost to bring the training to Iowa is prohibitive, and the training is necessary for direct responsibilities of the Site Coordinator position. However, it is not restricted to this event. If deemed necessary and appropriate by 1st Five site/agency management for an individual’s contribution to 1st Five and also deemed as the best use of allocated funds, one person may be sent to one out-of-state event of another type.