Notice of Funds Available (RFP)
2021.FGR.01: Transitioning Youth into Adult Services
Specifications
Posted | Applications Due | Start Date | End Date | Amount | Match | Poverty Match | Council Staff |
---|---|---|---|---|---|---|---|
Jul 21, 2021 | Oct 01, 2021 | Sep 30, 2023 | $60,000.00 | $20,000.00 | $0.00 | Joni Dulaney |
The DD Council
NCDD is an independent agency funded by the federal government to work with the State of Nebraska to better support people with developmental disabilities and their families. The Council engages in Advocacy, Capacity Building, and Systems change activities that assure that individuals with developmental disabilities and their families participate in the design and have access to needed community services, individualized support, and other forms of assistance that promote self-determination, independence, productivity, and integration and inclusion in all facets of community life.
NCDD is comprised of 25 volunteer members appointed by the governor and a small staff. Members include individuals with developmental disabilities and family members or guardians of individuals with developmental disabilities, professionals, advocates, and representatives of state and private agencies.
Project Description
The Nebraska Council on Developmental Disabilities (NCDD, or Council), under the State of Nebraska Department of Health and Human Services (DHHS) Division of Public Health, announces the release of a Notice of Funds Available (NoFA) through a Request for Applications under State Plan Goal 2, Informal and Formal Supports, Objective B. A maximum of $60,000 is available to fund one “Transitioning Youth into Adult Services” collaboration project for two years, with an option for renewal to be determined. Mid way through the second year of the project, the Council will evaluate the effectiveness to determine whether the same entity will be awarded funds to continue the training and outreach project. Funds for this project come from the federal Administration on Disability/Office of Intellectual and Developmental Disabilities. NOTE: A total award of this amount of funding is not guaranteed, but is subject to actual money awarded to DHHS from the Awarding Agencies and to DHHS’ discretion.
Goal 2: Informal and Formal Supports
Increase and strengthen the knowledge of individuals with intellectual and developmental disabilities (I/DD) and their families to promote and encourage informed decision making about their choices leading to improved quality of life, increased independence, productivity, and full inclusion in their communities.
Objective B. Partner with Nebraska communities and/or community-based organizations for the development of three community-based events, activities, or virtual gatherings to be held in rotating locations across the State each federal fiscal year. Events/activities/virtual gatherings will educate and inform English and non-English speaking individuals with I/DD and their families, including immigrants and refugees, and professionals about important and emerging disability related issues, services, and supports available in their communities and statewide, and how to use assistive technology in employment, education, recreation, behavior, etc.
In 2020, the Council released a survey to receive feedback from individuals with developmental disabilities, families/guardians, and community providers across Nebraska on areas they felt should be the focus of the Council’s next five-year state plan. Goals and objectives for the 2022-2026 State Plan were created from these responses. As noted in the Council’s October 2020 Needs Assessment final report (https://dhhs.ne.gov/Pages/DD-Planning-Council-Resources.aspx), many family members and care providers reported confusion and frustration over their inability to find community resources and supports. The need for these supports was varied, whether applying for Medicaid, finding childcare or respite, housing, transition, or seeking mental health or behavioral supports. Respondents were asked to prioritize the top two areas that they believe are important for the Council to address. Of the 342 responses, informal and formal services and supports (22%) was the top priority.
Respondents also indicated a need for more training and resources available in Spanish and other languages, with 45.26% indicating a need for intentional outreach to immigrant populations. Multiple participants echoed the need to bolster directed outreach efforts to underserved populations and the importance of ensuring all members of our communities are aware of service options. They expressed that there is a lack of understanding of available services and that services are not equitable across groups.
Throughout our lives, we move from one phase of life to another, such as moving from elementary school to middle school or moving from our parent’s home to college. It is critical for youth with developmental disabilities who are preparing to transition into adulthood to have a clear path to post-secondary education, employment, and/or Home and Community-Based waiver supports with the proper foundation in place.
Many students with developmental disabilities have questions and fears about their future. In preparing to leave high school, students with disabilities have many decisions to make: what kinds of work they want to do and what additional education or training may be required; where they want to live; what will be required to live independently; what accessible transportation options are available. During the critical high school transition years, it is important that students with disabilities are given the opportunity to focus on their interests and passions so they can follow their unique path with confidence.
This often means that additional supports need to be in place to guarantee success. For this reason, it is important for family members and youth with disabilities to understand the challenges and the opportunities that are available to assist with a successful transition to adult services. Many parents of children with disabilities are unaware of the preplanning that must occur before their child leaves high school transition services. Planning the transition into adulthood can be quite overwhelming and many parents have no idea where to start, whom to contact for pertinent information, and where their child can receive services.
On May 24, 2021, Governor Pete Ricketts signed LB 527 into law. This bill (nebraskalegislature.gov/bills/view_bill.php?DocumentID=44108) lowers the age at which high school students with developmental disabilities begin planning for their transition to adulthood. Before this law, Nebraska was not required to begin the transition planning process until age 16, which is often too late for students with disabilities. The new law sets 14 as the age for transition planning to begin. This law is scheduled to be implemented on August 27, 2021. This Council-funded transition education and outreach project has the potential to reach families and younger transition aged youth to strengthen their transition journey in Nebraska.
When young adults with disabilities are preparing to make the transition from high school to work, post-secondary schooling, or Home and Community-Based waiver services, an individualized person-centered planning approach is critical to ensure that they receive the services they need in a way that works best for them. These much-needed supports may include counseling on vocational rehabilitation, post-secondary education, day training programs, Social Security, Medicaid waivers, housing, and transportation. In contrast to a young person’s informal support network (e.g., family and school), adult service systems tend to be impersonal and formal in their methods of assessment.
Although there are many gaps and barriers, there are also opportunities currently available from which to build and transform the system for youth who are transitioning into adulthood. The federal Workforce Innovation and Opportunity Act and recent regulations redefining Home and Community-Based services are two vehicles that can enhance transition supports. Much like the motto, “It takes a village to raise a child,” it takes the collaboration of systems (families, community agencies, Medicaid, education, Vocational Rehabilitation, ATP, etc.) to support a youth with disabilities to transition into adult services. This project will serve as a resource across multiple systems to steer families through the transition process.
Project Specific Requirements
• Provide training and education to transition aged youth, parents/guardians, and professionals on preparing for the transition of students with developmental disabilities from high school to adulthood.
• Outreach to un/underserved populations with an emphasis on the inclusion of immigrants and refugees must be made to ensure English and non-English speaking families are included and welcomed at the trainings.
• Coordinate information and efforts with the Department of Education (NDE) – Special Education, Nebraska VR, DHHS Division of Developmental Disabilities (DDD), and Assistive Technology Partnership (ATP).
• A minimum of three trainings will be held at locations across the state, rotating to different locations each year.
Primary Project Activities
• Develop information and training materials that will be tailored for English and non-English speaking individuals. Training will include the array of transition services available across the Nebraska system (NDE Special Education, Nebraska VR, DHHS DDD, and ATP). Resources such as the Council-funded Along the Way Guides (https://dhhs.ne.gov/Pages/DD-Planning-Council-Resources.aspx), the DD Division’s Tips for Teachers, available in English and Spanish (https://dhhs.ne.gov/Pages/DD-Resources.aspx), and the NDE Nebraska Transition Guide (https://transition.ne.gov/sites/default/files/transition-guide-062216.pdf).
• Hold events, activities, and/or virtual gatherings in three rotating locations across the state, rotating locations each year, to inform and educate English and non-English speaking transition-aged youth, parents/guardians, and professionals on:
o Transition services and resources in their communities and at the state level;
o Important and emerging disability related issues, services, and supports available in their communities and statewide;
o Training on the use of assistive technology in employment, education, recreation, behavior, etc.
Expected Outputs
• Coordination between the Nebraska systems noted above creates solid resources that are shared with training participants.
• Recruiting and training materials are provided in culturally appropriate, plain language for both English and Spanish speaking audiences; translators and interpreters are available at the trainings upon request.
• Networking opportunities are created for parents/guardians to provide support and resources during and after the trainings.
Expected Outcomes
• A minimum of 75 individuals attend the trainings each year with an emphasis on attendance by immigrants and refugees.
o At least 25% of attendees are non-English speaking.
o At least 25% of attendees are members of un/underserved communities.
• Transition-aged students, parents/guardians, and professionals are educated on the transition services available locally and at the state level.
• Transition information and materials are available in English and Spanish and are easily accessible.
• Transition planning and person-centered planning are incorporated into the student’s IEP.
Subaward Funds and Match
A maximum of $60,000 in Council funds is available to support one project for two years. NOTE: A total award of this amount of funds is not guaranteed but is subject to actual money awarded to the Nebraska Department of Health and Human Services (“DHHS”) from the Federal Administration on Disability/Office of Intellectual and Developmental Disabilities and to DHHS’ discretion.
Council funds provide for up to 75% of the project costs. Subrecipients must provide the remaining 25% of the project costs through cash or in-kind match. To determine the minimum matching funds required, divide the amount of Council funds requested by 3 ($60,000 divided by 3 = $20,000 minimum match required for the two-year subaward). Applicant may provide additional non-federal matching funds to the project. The source of non-federal matching funds can include a direct financial contribution, revenue from other organizations, and in-kind contributions from the applicant or a third party such as volunteer time, supplies, and meeting space. NOTE: Federal funds cannot be used as match. Funds used to match a NCDD subaward may not be used as match for another federal grant or subaward, and NCDD funds cannot be used as match for other federal grants or subawards.
Cash match includes the use of the subrecipient organization’s own funds for things they would have to pay for (i.e., part of someone’s salary, rental space, communications, or postage) and cash donations from third-parties on project-related costs to support a project by an agency. In-kind match includes, but is not limited to, the valuation of donated goods and services. “In-kind” is the value of something received or provided by an outside source that does not have a direct cost associated with it. Examples include the value of non-paid volunteers working on project-related activities. Their hours are tracked using a timesheet similar to the way hours are tracked for project personnel. A calculation of the value of the hours will be included in the Budget/Budget Justification.
The Subaward resulting from this RFA is subject to and shall follow federal regulation, as set forth herein. Subrecipient receiving subaward funds may only be paid up to the actual and allowable costs (as defined herein) of completing the Project Description. No Subaward resulting from this RFA will be fee-for-service contracts, regardless of the method of payment, and no Subrecipient may keep a profit from its subaward. Program income must be noted as Match. More detail about the terms of this funding is set forth in Section 12.6 Program Income, and 12.7 Matching Requirements.
Application and Project Timeline
The application consists of a cover sheet (Attachment 1), narrative responses to a set of questions, work plan with targeted performance measures, budget, and budget justification to be submitted with the application. Incomplete application will not be accepted.
Application must be submitted in DD Suite, NCDD's grants management system, prior to the published deadline. No hard copies will be accepted. Incomplete applications will not be accepted.
Deadline to submit application in DD Suite: 11:59 PM on Wednesday, July 21, 2021.
Applicant notified of decision by: August 18, 2021. Applicant may be instructed to revise application by Council Program Specialist. Specifics on required modifications will be provided in writing.
Project will begin no earlier than October 1, 2021 and must be completed by September 30, 2023.
All questions regarding this solicitation must be submitted in writing via email to Joni Dulaney, NCDD Program Specialist, at joni.dulaney@nebraska.gov. Responses to questions will be emailed.
Definitions
Benefits Planning and Assistance: An on-going process that includes review of and assistance with state and federal benefits and their associated work incentives to support people who wish to pursue employment.
Community Inclusion refers to areas such as where an individual lives, works, or goes to school; relationships; pursuit of personal interests; meeting spiritual needs; learning and personal growth; physical and emotional health; self-direction; and exercising rights, roles and responsibilities as a citizen.
Competitive Integrated Employment: The term “competitive integrated employment” means work that is performed on a full-time or part-time basis (including self-employment) –
(A) for which an individual –
(i) is compensated at a rate that:
(I)(aa) shall be not less than the higher of the rate specified in section 6(a)(1) of the Fair Labor Standards Act of 1938 (29 U.S.C. 206(a)(1)) or the rate specified in the applicable State or local minimum wage law; and
(bb) is not less than the customary rate paid by the employer for the same or similar work performed by other employees who are not individuals with disabilities, and who are similarly situated in similar occupations by the same employer and who have similar training, experience, and skills; or
(II) in the case of an individual who is self-employed, yields an income that is comparable to the income received by other individuals who are not individuals with disabilities, and who are self-employed in similar occupations or on similar tasks and who have similar training, experience, and skills; and
(ii) is eligible for the level of benefits provided to other employees;
(B) that is at a location where the employee interacts with other persons who are not individuals with disabilities (not including supervisory personnel or individuals who are providing services to such employee) to the same extent that individuals who are not individuals with disabilities and who are in comparable positions interact with other persons; and
(C) that, as appropriate, presents opportunities for advancement that are similar to those for other employees who are not individuals with disabilities and who have similar positions.
(Source — Workforce Innovation Technical Assistance Center website)
Developmental Disability (federal definition) - The term “developmental disability” means a severe, chronic disability of a person that:
• Is attributable to a mental or physical impairment or combination of mental and physical impairments;
• Is manifested before the person attains age twenty-two;
• Is likely to continue indefinitely;
• Results in substantial functional limitations in three or more of the following areas of major life activity: (a) self-care; (b) receptive and expressive language; (c) learning; (d) mobility; (e) self-direction; (f) capacity for independent living; and (g) economic self-sufficiency;
• Reflects the individual’s need for a combination and sequence of special, interdisciplinary or generic services, individualized supports, or other forms of assistance that are of lifelong or extended duration and are individually planned and coordinated;
• Is an individual from birth to age 9, inclusive, who has a substantial developmental delay or specific congenital or acquired condition, may be considered to have a developmental disability without meeting three or more functional limitations in major life activities, if the individual, without services and supports, has a high probability of meeting those criteria later in life.
Diverse Identities refers to people of various races, cultural and ethnic heritages, genders, gender identities, gender expressions, sexual orientations, ages, and religions from diverse socio-economic and geographic backgrounds.
Community Inclusion
The Council is mandated by federal law with assuring that individuals with developmental disabilities and their families are integrated and included in all facets of community life. Community inclusion factors are taken into consideration when Council members review applications. The extent that a subaward application promotes full participation of the target population in the same activities of community life, recreation, employment, and education being utilized by other community members goes into the decision process. Inclusion of the larger community in the planning and implementation of the project proposal is important to enhance awareness and the expectation of success.
Project Sustainability
One Subaward will be funded for two years. Applicant must describe in detail their plan to sustain the project once Council funds end (i.e., who will maintain the project, etc.). Applicant can increase the likelihood that the project will be sustained by including local community service groups, businesses, public education, and local government entities in their development. The plan should identify the activities, features, or practices that the applicant wants to sustain.
Use of Federal Funds
The following is a list of items that may be allowable under an NCDD subaward. This list is not all-inclusive. Refer to 45 CFR 75.420 for a more detailed description of selected items.
Advertising and public relations; audit services; compensation for employees for the time and effort devoted specifically to the execution of the subaward project; publication and printing; rental costs such as for computer equipment used specifically for the subaward project and office space; supplies, telecommunications; travel associated with the project.
Council subaward funds cannot be used for the following:
Alcoholic beverages; bad debts; capital expenditures for buildings or land; contingency funds; entertainment, to include amusements, social activities, and related incidental costs; federal employee compensation or travel expenses; fines and penalties; fund raising; gift cards; trinkets; interest; lobbying; memberships; organization costs such as incorporation fees, brokers' fees, attorneys, accountants, or investment counselors in connection with the establishment or reorganization of an organization; construction or renovation costs; direct services for people with developmental disabilities (unless these services are part of a model demonstration); ongoing organizational activities; to supplant existing private, state or federal funding sources; to duplicate or replace existing services provided to people with developmental disabilities and family members; to purchase equipment to support entrepreneurship or given to launch a small business.
RFA Overview
9.1 Period of Performance
The Period of Performance is the time during which Subrecipient may incur costs to carry out the work authorized under this RFA and the resulting Subaward. See the definitions in 2 CFR § 200.77 or 45 CFR § 75.2. The initial Period of Performance for this RFA is from October 1, 2021 to September 30, 2023. This period may be extended by DHHS as allowable by the Federal Funding Agency.
For the initial Period of Performance, all costs must be invoiced to DHHS by October 31, 2023 and liquidated (i.e., spent) by October 31, 2023. These dates are dependent on federal periods of allowability and DHHS’ own ability to timely process payments. They may be subject to change; final dates will be included in the final Subaward between the parties. If Applicant believes they cannot meet these deadlines, they should not apply for funding under this RFA. Obligation and liquidation deadlines may be extended as allowed by the Federal Funding Agency, but no extensions are guaranteed. Future Periods of Performance, as allowed by DHHS, may have different obligation and liquidation deadlines.
9.2 Applicable Law
Because the funds to support the activities under this RFA involve federal funds, usage of these funds is subject to federal law, in addition to any applicable state law. The Uniform Grant Guidance, 2 CFR §§ 200 et seq. (“UGG”) applies to subawards funded from the United States Department of Agriculture (USDA), the Department of Housing and Urban Development (HUD), the Department of Labor (DOL), the Environmental Protection Agency (EPA) or other federal agencies. The United States Department of Health and Human Services (HHS) has adopted the UGG, but has implemented and re-codified it at 45 CFR §§ 75 et seq. (“HHSGG”); for awards funded by HHS, those regulations apply. Throughout this RFA, both the UGG and the HHSGG will be cited, although they are substantially similar.
The HHSGG shall apply to this RFA if it awards funds from block grants authorized by the Omnibus Budget Reconciliation Act of 1981, unless Nebraska statute or regulation has established provisions for the payment costs and services; in all other respects, as provided herein, those block grant subawards are governed by 45 CFR §§ 96 et seq.
Additional federal and state statutes and regulations may apply to the funding contained herein. These may be included in the Additional Program Requirements section as well as in the Subaward itself.
Further information about allowable costs and activities may be set forth herein.
9.3 Eligibility
Applicant must demonstrate a working knowledge of the issues that affect people with developmental disabilities and their families, experience working with and/or advocating on behalf of people with developmental disabilities, and a history of conducting education in the activity area identified in the application.
9.4 Funding Parameters
It is the Council’s intention to award one two-year subaward for up to $60,000 for a project that meets Goal 2, Objective B of the Council State Plan Goal and Objectives. Project activities are to begin no sooner than October 1, 2021 and end no later than September 30, 2023.
See Section 8 for acceptable use of Council federal funds.
RFA Procedure
This RFA seeks Applications to complete activities allowable under the funding source identified in Section 3, Subaward Funds and Match. Application must conform to all instructions, conditions, and requirements included in this RFA. Applicant should carefully examine this RFA, as well as the requirements on the state or federal funds involved.
10.1 Evaluation
All applications submitted by the deadline in response to the RFA must meet the technical requirements set forth in the Pre-Award Technical Review and Risk Assessment (Attachment 3). The Council's Grant Review Committee members will review each application using the Subaward Evaluation Criteria Score Sheet (Attachment 4) on August 12, 2021. Council members will also receive copies of the applications and are encouraged to review each application. Committee recommendations for funding will be presented at the August 13, 2021 Council meeting where members will vote on funding the application.
Applicants will be notified through DD Suite of funding decisions by Wednesday, August 18, 2021. Applicant selected for funding may receive a contingency notice requesting clarification or additional information prior to the official award. Upon receipt and approval by Council staff of any contingencies, a formal subaward document will be emailed to the applicant for electronic signature. All subaward signatures will be obtained using DocuSign. No work shall begin on the project prior to October 1, 2021. Work begun on the project prior to all required signatures being obtained may not be approved for reimbursement. Contact the Council Program Specialist for approval prior to beginning work on the project if the required signatures are not obtained by October 1, 2021.
All applicants who respond to the public posting of this solicitation will be notified of the decision on their application (awarded, application modifications requested, or denied) by email through DD Suite.
10.2 Grievance and Protest Procedures
All grievances must follow the DHHS Subaward Grievance/Protests Procedures, available on the DHHS website, www.dhhs.ne.gov. Grievances must be filed timely.
Requirements of All NCDD Subrecipients
The following terms and conditions apply to all organizations awarded NCDD subaward funds:
• Organizations receiving NCDD subaward funds must provide project activity updates by submitting quarterly Program and Expenditure reports in DD Suite. Detailed instructions on completing these reports can be found at www.ddsuite.org/TA and in the Subaward User Manual.
• Subrecipient shall administer and report survey results (see Attachment 7 for Sample Satisfaction Survey).
• General Terms - Subawards
• Verification of Taxpayer Reporting (W9) and ACH Form for electronic funds transfer payments. NOTE: Electronic fund transfer (EFT) is the required method of payment for all payees doing business with the State of Nebraska.
• NCDD reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, any work developed under any subaward awarded by NCDD.
• Final drafts of any training materials, publications, videos, websites, or other products shall be reviewed and approved by NCDD prior to dissemination to the general public. Products must acknowledge NCDD funding (see Subaward User Manual for specific wording that must be used).
• All materials developed by subrecipient under this award shall be available and/or reproducible in accessible formats. Materials will be submitted to the Council office in electronic format. Hard copy may be requested.
• As a condition of subaward funding, Subrecipient will collect and provide data to NCDD for performance measures (KPI) throughout the subaward period. Applicant is strongly encouraged to review the Key Performance Indicators in Attachment 5.
• The following federal audit requirements are applicable to NCDD funds: Office of Management and Budget (OMB) Circular A-21, A-87, A-122, and A-133, as well as Title 48 Code of Federal Regulations (CFR) Part 31, as well as the Single Audit Act of 1984 (P.L. 98-502).
• The following regulations from Title 45 Code of Federal Regulations (CFR) may be applicable to all sub-Subrecipients. 45 CFR Parts 16, 30, 76, 80, 81, 84, 85, 86, 87, 91, 92, 93, 97, 100, 1385, and 1386.
Terms
Applicant must be aware of the following terms when submitting their Applications. These terms will be included in the resulting Subaward between the parties, as well.
12.1 Addenda
The following Addenda will be incorporated into any Subaward with a selected Applicant. They are available online at http://dhhs.ne.gov/Pages/Grants-and-Contract-Opportunities.aspx:
• Addendum A - DHHS Standard Terms – Subawards
• Addendum B - DHHS Insurance Requirements – Subawards
DHHS reserves the right to amend these terms at any time during the RFA; to negotiate the terms with selected Applicant; to amend or change these terms for any subsequent Subaward signed and executed by the parties; or any combination of the above. Terms required by federal or state law will not be negotiated, and if Applicant cannot agree to these terms, DHHS may withdraw or modify the Intent to Subaward and take any of the actions set forth herein.
12.2 DD Act Program Specific Requirements
The parties agree to comply with the Developmental Disabilities Assistance and Bill of Rights Act that:
A. The individuals served under the proposal meet the federal definition of developmental disabilities.
B. Funds will be used to make a significant contribution toward enhancing the independence, productivity, and integration into the community of persons with developmental disabilities.
C. Any services provided using subaward funds will be provided to individuals with developmental disabilities in an individualized manner consistent with the unique strengths, resources, priorities, concerns, abilities and capabilities of such individual.
D. The human rights of the individuals with developmental disabilities (especially individuals without familial protection) who are receiving services under programs assisted under this subtitle will be protected consistent with Section 109 of the Developmental Disabilities Act, relating to the rights of individuals with developmental disabilities.
E. Programs, projects, and activities funded and the buildings in which such programs, projects, and activities are operated, will meet standards prescribed in regulations and all applicable Federal and State accessibility standards, including accessibility requirements of the Americans with Disabilities Act of 1990, Section 508 of the Rehabilitation Act of 1973, and the Fair Housing Act.
F. All programs and facilities operated with subaward funds meet minimum standards, regulations, and guidelines as prescribed by federal, state, and local authority for the maintenance and operation of such programs and facilities.
G. In order to avoid discrimination against persons with limited English proficiency on grounds of national origin, adequate steps will be taken to ensure that such persons receive the language assistance necessary to afford them meaningful access to the programs, free of charge.
H. Create and conduct a satisfaction survey of project participants using a format and process approved by the Council Program Specialist.
12.3 Budget Changes
The final Subaward may contain terms to allow a Subrecipient to modify a budget, with or without approval from DHHS. Applicant should not, however, rely on this when submitting budgets. See the Subaward User Manual for more information.
12.4 Direct Costs
Under this Subaward, DHHS shall only pay for actual and allowable costs (as defined in this section) incurred during the Period of Performance.
To be allowable, all costs must be:
• Necessary for the performance of the Subaward activities;
• Reasonable, as provided in 2 CFR § 200.404 or 45 CFR § 75.404;
• Allocable to the federal award, as provided in 2 CFR § 200.405 or 45 CFR § 75.405;
• Consistent with all other requirements of the Cost Principles in 2 CFR § 200 Subpart E or 45 CFR § 75 Subpart E; and
• Consistent with all other law, regulation, policy, or other requirements applicable to the state or federal funds involved.
To be actual, all costs must be finalized and spent by the appropriate dates set forth in the Subaward.
Particular Federal Funding Agencies may have additional requirements and stipulations regarding allowable costs under that particular funding.
Applicant should be aware that direct personnel costs must be consistent with 45 CFR § 75.430 or 2 CFR § 200.430, as applicable. These costs must be able to be backed by sufficient documentation, or must be shown to be allocable to the award via an alternative, allowable method, such as a random moment time study.
12.5 Indirect Costs
Federal law defines indirect costs as “costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved.” 2 CFR § 200.56 and 45 CFR § 75.2. All indirect costs may only be paid if they are consistent with the UGG or HHSGG, as applicable.
As provided in 2 CFR § 200.414 and 45 CFR § 75.414, indirect costs may only be paid from a federal grant if paid through a federally-approved rate or a rate negotiated between DHHS and the Applicant. If the Applicant has never had a federally-approved indirect rate, it may charge indirect costs as consistent with the federal rules for de minimis indirect costs. See Subaward User Manual for more information.
Cost Allocation plans may set forth a direct allocation of all costs under a subaward, or may allocate only a portion of those costs along with an indirect rate. Subrecipient may not, however, charge items as direct costs and also as indirect costs.
IF APPLICANT PLANS TO CHARGE INDIRECT COSTS OTHER THAN THROUGH A COST ALLOCATION PLAN, Applicant thus MUST provide one of the following along with their budget: 1) A current federally-approved indirect cost rate agreement; 2) A currently approved indirect cost rate agreement with DHHS; or 3) A calculation of de minimis indirect costs consistent with federal rules. DHHS may provide a calculator to aid programs in calculating de minimis indirect costs, upon request;
Indirect costs and cost allocation plans may also be negotiated after the Intent to Subaward. As consistent with law, Applicant may voluntarily opt to take a lower indirect rate than their approved agreement, or indirect cost calculation, allows.
12.6 Program Income
Any revenue generated by the Subaward is Program Income (see definition in 2 CFR § 200.80 or 45 CFR § 75.2). Program Income requires an accounting of its use and must be handled in accordance with 2 CFR § 200.307 or 45 CFR § 75.307. As per the Notice of Award for the federal funds involved in this RFA or from other regulation, all program income generated by the project as a result of this RFA must be reported as matching funds. Please see the regulations cited above for more detail.
12.7 Matching Requirements
Subawards resulting from this RFA require the successful Applicant to match the funds awarded at a rate of 25% of total program costs. See 2 CFR § 200.306 or 45 CFR § 75.306. Match must be based on the total costs, not the percentage of the federal funds alone. Federal funds from another source may not be used as match.
12.8 Additional Program Requirements
This RFA and any resulting Subaward will be subject to the HHS Grants Policy Statement. A copy of it is available here: www.hhs.gov/sites/default/files/grants/grants/policies-regulations/hhsgps107.pdf. See Subaward User Manual for more information.
Supporting Documents
- Attachment 1 - 2021-FGR.01 Subaward Cover Sheet.docx
- Attachment 2 - 2022-2026 Five-Year State Plan Goals & Objectives.pdf
- Attachment 3 - Pre-Award Technical Review and Risk Assessment 6-19.pdf
- Attachment 4 - Subaward Evaluation Criteria Score Sheet 5-21.pdf
- Attachment 5 - Key Performance Indicators 5-21.pdf
- Attachment 6 - Subaward User Manual Rev 6-21.pdf
- Attachment 7 - Glossary of Terms.pdf
- Attachment 8 - Sample Satisfaction Survey 5-21.pdf
- De Minimis Calculator.xlsx
- Submitting a Proposal for Funding Consideration - with Notes 7-21.pptx