Facility Investment ProgramHRSA-10-029

Application Technical Assistance Call

June 25, 2009—Revised June 26, 2009

June 2009 2

Objectives

Discuss activities to be supported through the Facility Investment Program (FIP)

Explain the review process for FIP applications

Highlight application technical assistance

June 2009 3

American Recovery and Reinvestment Act (ARRA) Overview

ARRA provided HRSA $2.5 billion to

– Preserve and create jobs

– Promote economic recovery

– Help people most impacted by the recession BPHC’s response: 4 grant opportunities in 2009

Mar Apr May Jun Jul Aug Sep Oct Nov Dec

2009

ARRA New Access Point Grantees

Increased Demand for Services (IDS)

Capital Improvement Program (CIP)

Facility Investment Program (FIP)

June 2009 4

FIP Funding Opportunity

$515M one-time, 2-year project/budget period FY 2009 grants to support modernization and construction– Ceiling = $12,000,000– Floor = $750,000

Anticipate approximately 100 awards 2-Year project/budget period (November 1, 2009 – October

31, 2011) Applicants must

– Demonstrate improvements in access to health services for the underserved populations

– Create health center and construction-related jobs

June 2009 5

FIP Funding, Part 2

FIP guidance available: June 19, 2009 Competitive funding opportunity No on-going funding anticipated Applicants will only be submitting one FIP application Applicants may propose more than 1 project (maximum of 3

projects) Applicants will submit applications/requests through EHB Applications due no later than: August 6, 2009 8:00PM ET EHB-generated email

– Eligibility code– Sent to all eligible Health Center Program grantees on June 22,

2009 Electronic application available: June 23, 2009

June 2009 6

FIP Funding, Part 3

FIP cannot be expended on any approved Capital Improvement Program (CIP) project activities

FIP awards must not replace any funds that have been awarded for a CIP project

The proposed FIP project(s) must be separate and distinct from projects funded under the CIP initiative

June 2009 7

Eligible Applicants

Applicant is an existing health center that has had an application approved for grant support in FY 2009 under the Health Center Program

Application request for FIP funding as presented on PHS 5161-1 short form and SF-424C is equal to or greater than $750K and DOES NOT exceed $12M

Application proposes to support the costs of the alteration/ renovation or construction of a facility that is consistent with the Health Center Program’s mission—to provide comprehensive, culturally competent, quality primary healthcare services to medically underserved communities and vulnerable populations

June 2009 8

Types of FIP Projects

Health centers may propose up to three of the following types of FIP projects

– Alteration/renovation: This project type includes work required to modernize, improve, and/or change the interior arrangements or other physical characteristics of an existing facility or install equipment. This type of project should not increase square footage.

– Construction (new site or expansion of existing site): This project type includes—(i) adding a new structure to an existing site that increases the total square footage of the facility; and (ii) permanently affixing structure (e.g., modular units, prefabricated buildings) to real property (i.e., land).

June 2009 9

Types of FIP Projects, continued

A construction project is one that increases the facility’s square footage, not just the square footage of the health center organization

– expanding into an existing empty facility OR unused space is NOT construction whereas expanding an additional wing WOULD be construction

If an applicant wishes to implement an alteration/renovation project at the SAME site at which they are proposing to construct a facility (e.g., by adding on to their current site), the alteration/renovation project should be included in and described as part of the construction project

June 2009 10

Ineligible FIP Costs

Costs incurred prior to February 17, 2009.

Any costs related to a Capital Improvement Program (CIP) project awarded under HRSA-09-224. FIP awards must not be used to replace any funds that have been awarded for a CIP project. As a reminder, the proposed FIP project must be separate and distinct projects from what was funded under the CIP initiative.

Operating costs (e.g., funding direct services, clinical full-time equivalents, rent, mortgage payments, refinanced credit facilities).

Land or facility purchase costs are not eligible uses of FIP grant funding. Eligible projects may contain land/facility purchase costs; however, individual project budgets must show sufficient resources other than FIP funding to cover those expenses.

Per section 1604 of the Recovery Act: None of the funds appropriated or otherwise made available under the Recovery Act may be used by any State or local government, or any private entity, for any casino or other gambling establishment, aquarium, zoo, golf course, or swimming pool.

June 2009 11

Federal Interest

The Federal government always retains interest in property constructed, acquired, or improved with Federal funds– For ALL construction projects, applicants must file a NFI– For alteration/renovation projects, Federal interest exists for

the useful life attributable to the alteration/renovation funded under this grant

• Projects with allowable costs more than $500,000 (excluding equipment) must file a Notice of Federal Interest (NFI)

• Applicants not required to file a NFI (a/r projects less than $500,000)

– Federal interest still exists

– Maintain documentation regarding protection of all Federal interest

June 2009 12

Leasehold Improvements

If the proposed project site is leased and the a/r project has a net project cost less than $500,000, the applicant must certify that the existing lease gives the health center reasonable control of the project site, is consistent with the scope of the FIP project, and is in compliance with all terms and conditions affecting the Federal interest.

If the proposed project site is leased and it is:– a construction project, or– an alteration/renovation project with a net project cost (total project cost less equipment

costs) greater than $500,000; – The applicant must either:

• Provide a signed Statement of Agreement from the facility owner; OR, • Certify in the application that a Statement of Agreement from the facility owner will be

submitted to HRSA prior to expending FIP project grant funds. The Statement of Agreement from the facility owner referenced above must address the

following components:– Approval of the scope of the FIP project.– Agreement to provide the applicant health center reasonable control of the project site for at

least 10 years.– Agreement to file an NFI in the land records of the local jurisdiction before the project begins

(if the proposed project is greater than $500,000).

June 2009 13

Equipment Purchases

The purchase of any equipment may be an eligible use of grant funding ONLY IN conjunction with an alteration/renovation or construction project

Applicants must provide a detailed equipment list to identify the equipment to be purchased with the FIP project

Any equipment purchased through the FIP project should be pertinent to health center operations and serve an identified user group

Equipment must be maintained, tracked, and disposed of in accordance with 45 CFR Parts 74.34 and 92.32

June 2009 14

Green/Sustainable Design Principles

Applicants are encouraged to incorporate sustainable design considerations when planning a FIP alteration/renovation or construction project

Sustainable design considerations must be included to the maximum extent feasible in FIP grants with total project costs of $1 million or more

– Examples of such design considerations include use of low-impact materials, ensuring energy efficiency, and maximizing reuse/recycling capabilities

June 2009 15

FIP Application

Applicants will need to submit the following items; some items will need to be submitted for each FIP project (see Appendix 4):– Application for Federal Assistance/Face Sheet SF-424– SF-424D Assurances—Construction Programs– Proposal Cover Page*– Proposal Abstract*– Project Cover*– SF-424C Budget Information—Construction Programs– Budget Justification– Schematic Drawings– Environmental Information and Documentation Checklist– Facility Owner—Statement of Agreement (as applicable)* Denotes modification from the Capital Improvement Program (CIP) guidance.

June 2009 16

Proposal Overview

The “Proposal Cover Page” will address all projects in the application to be submitted

Components of the Proposal Cover Page:– Purpose (updated!)– Sustainability Plan (updated!)– Green/Sustainable Design– Service Impact– Financial Management and Control (new!)– Proposal Abstract (uploaded document) (new!)

June 2009 17

Special Considerations: Proposals

Grantees should:– Ensure the project is an appropriate response to clearly

identified, existing needs– Rank immediate organizational needs and prioritize how FIP

funds can address those needs– Assess capacity to complete the project(s) in a 2-year

period– Consider the amount of funding available to support the

project– Include any appropriate and related equipment costs for

alteration/renovation and construction– Evaluate any significant environmental and/or historic

preservation issues that may delay implementation

June 2009 18

Special Consideration: Sites

Identify one site per A/R and construction project

– May propose up to three total projects

– Any site may only be associated with one project Applicants may propose:

– An existing site from the current scope,

– A site from a pending unapproved Change in Scope request, OR

– Add a new site (not currently in scope)

June 2009 19

Project Details

Applicants may propose more than one project (maximum number of FIP projects is 3); however, the following information (items 1 through 17) will be required for EACH project

1. Title

2. Type

3. Current Square Foot

4. Project Management

5. Project Manager/Team (updated!)

6. Need (updated!)

7. Implementation and Monitoring (updated!)

June 2009 20

Project Details, continued

Project Details also includes:8. Timeline9. Project Impact (updated!)10. Equipment List11. Budget12. Budget Justification13. Funding Sources (updated!)14. Sites—Form 5B and Add Site Checklist, as applicable15. Other Requirements for Sites (updated!)16. Cultural Resource Assessment and Historic Preservation

Considerations17. Environmental Information and Documentation Checklist

June 2009 21

Attachments

Proposal Abstract (new!) The following attachments are required per

project– Budget Justification(s)– Schematic Drawings (include square feet)– Statement of Agreement from Facility Owner– Environmental Information and

Documentation Checklist

June 2009 22

Review Criteria

The following review criteria will be used in assessing FIP applications:

– Need

– Response/Impact

– Resource Capacity

– Budget

June 2009 23

Review of FIP Applications

The Division of Independent Review is responsible for managing objective reviews within HRSA

FIP proposals will be subject to an internal review (as applicable):

– Completeness

– Eligibility

– Service Area Overlap

– Architectural & Engineering Reasonableness

– Federal Interest

– Environmental Review

– Historic & Cultural Preservation

June 2009 24

Other Awarding Factors

HRSA intends to achieve a wide distribution of FIP awards.  In general, HRSA may consider the following factor, in making awards for FIP:

– Rural/Urban Distribution of Awards: FIP awards in rural and urban areas may be made to ensure that no more than 60 percent and no fewer than 40 percent of the people served come from either rural or urban areas

June 2009 25

ARRA General Requirements

New grant number: C80 Separate PMS sub-account Must be accounted for and reported

separately (from section 330 funds and from other ARRA funds)– Applicants must not co-mingle or pool

Federal, State, or local funds Quarterly reports

June 2009 26

FIP Reporting

Impact of FIP funding– Number of new/improved sites– Projected number of health center jobs created and

retained– Projected number of construction-related jobs created – Project completion status (percent complete)– Actual versus projected budget information—uses of

FIP grant funds– Earned value management (for grants over $1 million)

Other ARRA reporting required by Act

June 2009 27

FIP Closeout Report

A closeout report is required within 90 days of the completion of the FIP project

The report must include the following items:

– Photos of the completed project, including “before” photos

– A final budget

– A certificate of occupancy

– A certificate of substantial completion

– Earned value management (for grants over $1 million)

– A letter stating that the project was completed in accordance with previously certified contract documents and in accordance with all applicable Federal statutes and regulations

June 2009 28

Starting your FIP Applicationusing the EHB

Go to the web address that you received in the e-mail from HRSA. You will be prompted to login. Log in using your current Username and Password.NOTE: If you have forgotten your username and password, contact HRSA Call Center.

1. Enter the Eligibility Code from HRSA’s e-mail. If you do not have the code, contact the BPHC HelpLine listed on the program instructions document.

2. Click the Continue button.

June 2009 29

Starting/Editing yourFIP Application using the EHB

SelectView Applications

UnderPending Applications,

find theFacility Investment

Programrecord and click on

Begin or Edit

June 2009 30

Starting/Editing yourFIP Application using the EHB

Note theSuggested Next Step

Link to theFIP Guidance

Application Forms Status

June 2009 31

Adding Project Informationin your FIP Application

June 2009 32

Adding the Budget Summaryin your FIP Application

June 2009 33

Adding Program Specific Informationin your FIP Application

Note the timeout reminder!

The system willautomaticallyconsolidate

information across all your proposed

Projects

June 2009 34

Contents of the Proposal Cover Pagein your FIP Application

1. Purpose2. Sustainability

Plan3. Green/

Sustainable Design Principles

4. Service Impacts5. Financial

Management and Control

Attach aProposal Abstract

Proposal Cover Page Sections:

June 2009 35

Service Impacts andFinancial Management Control

Net Assets = Total Assets – Total Liabilities

Debt/Equity Ratio = Long Term Debt / Net Assets

Working Capital = Current Assets – Current Liabilities

Projected # of AdditionalHealth Center Service Provider FTEs

Projected # of Additional Patients

Projected # of Additional Visits

June 2009 36

Adding Projects in yourFIP Application

2 types of FIP Projects:

• Alteration/Renovation• Construction (new site or expansion of existing site)

June 2009 37

Project Specific Informationin your FIP Application

Project SpecificInformation isAutomaticallyConsolidated

June 2009 38

Project Cover PageInformation in the FIP Application

1. Site Information2. Project

Management3. Contact

Information4. Need5. Implementation

and Monitoring6. Timeline

6 Sections:

June 2009 39

Selecting Service Sites foryour FIP Application Projects

Pick Sites from current Scope of Project

Pick Sites requested to be addedin Change in Scope requests

Add New Sitesvia this

FIP Application

June 2009 40

EHB Help Resources

Resource Type Purpose

https://grants.hrsa.gov/webexternal/home.asp

Website HRSA Electronic Handbooks URL

Call the HRSA Call Center at

877-Go4-HRSA/877-464-4772; 301-998-7373(9:00 AM to 5:30 PM ET M-F)

Email: callcenter@hrsa.gov

Phone and/orEmail

For assistance accessing EHB or with user names and passwords

Do not use this for program questions

Call the BPHC Help Desk at

1-301-443-7356(8:30 AM to 5:30 PM ET M-F)

Email: BHCMISys@hrsa.gov

Phone and/orEmail

For program specific help and system issues

Program help by phone or email

June 2009 41

FIP Application Technical Assistance

Technical assistance materials will be posted at http://bphc.hrsa.gov/recovery/

– TA call presentation materials and transcripts

– Frequently asked questions

– Sample budget justification

– Draft Environmental Assessment guidance

June 2009 42

FIP Contacts

Type of Assistance Needed Please ContactBusiness, administrative, or fiscal issues related to this announcement (e.g., Federal interest, SF-424C budget, allowable costs, indirect cost rates, procurement)

Health Resources and Services AdministrationOffice of Federal Assistance ManagementDivision of Grants Management Operations

Neal Meyerson, Telephone: 301-443-5906; Email: NMeyerson@hrsa.gov

Carolyn Cobb, Telephone: 301-443-0829; Email: CCobb2@hrsa.gov

Program issues Health Resources and Services AdministrationBureau of Primary Health CareOffice of Policy and Program Development

Marie Legaspi, Telephone: 301-594-4319 Meghan Ochal, Telephone: 301-594-2096 Beth Tchinski, Telephone: 301-443-1389Email: BPHCRecovery@hrsa.gov