SBHC 2014 RFA Q&A
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Date receivedQuestionAnswer
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3.5.14Is there any possibility that I could miss the July 22nd meeting and make up for the content in a different way or could I send someone as a proxy? Could you describe the meeting in more detail to give me a better understanding of the content?The July 22nd meeting is a mandatory orientation meeting. Each awardee must have a program and fiscal staff member participate in the orientation meeting. It is acceptable for another staff member to attend in the place of the awardee's primary program or primary fiscal contact. In those instances, it is then the responsibility of the primary program or fiscal staff member to meet and discuss what was covered in the orientation with their proxy as soon as is possible. If there are follow-up questions, the person who missed the meeting may direct those questions to the SBHC Program.
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3.6.14Currently we have a sbhc with 3 sites and are planning to expand into another attendance center. We have a contract with CDPHE for the actual sites, and funding was approved for staffing (3 positions) at a rate of 28% (approx.) of their total salaries. For this planning grant we will utilize the same staff and their expertise. Do you want us to ask for an additional percentage of the salaries or is there another way to present the calculations that show the amount of time and effort these 3 positions will dedicate for this planning grant? Based on the question, it appears that CDPHE's SBHC Program does not pay the full FTE for the proposed staff who will spend time on the planning project. If this is correct, please provide the calculation for the percentage of each staff member's FTE that will be needed for the planning of the new SBHC on the budget document.
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3.11.14When they ask about Lead Agency – is that for the clinic or the planning activity? (Planning Grant Application)The lead agency is the program that contracts with the Colorado Department of Public Health and Environment and oversees contracting and fiscal obligations for that contract which includes assuring that all requirements under the Request for Applications are being followed/completed. For planning applicants, we understand that the agency that oversees the planning efforts may not be the same entity that takes on the Lead Sponsorship Role as defined in the state standards.
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3.12.14Where can we find the DCPHE SBHC Needs Assessment Template?As noted on pge 8 of the RFA, the CDPHE SBHC Program Needs Assessment Template will be provided to successful applicants (i.e., applicants chosen to receive funding). The document is not available for publication or distribution at this time.
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3.12.14On pages 18-19 of the Application, Strength of Collaboration, part d states: “List other stakeholders you think are essential to your success and discuss how you will involve them. Include all required partners (see Funding Requirements, page 8 above). I am not clear how the Funding Requirements which “must be addressed through the completion and submission of ATTACHMENT A:” applies to this statement. Can you please clarify?The list of people and entities that should be represented on the Community Advisory Council is provided on page 8, under the heading "Establish Broad-Based Community Support", after the second bullet.
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3.14.14What is meant by student mobility? Does mobility mean physical mobility, school of choice, busing, students leaving?Traditionally,student mobility has referred to the rate of youth that come in as well as those that transfer out of a school within a given school year
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3.17.14Goal statement 3
Activity 3.2.1 Our architect would like clarification on “constructions plans”. She says an architectural drawing is like a sketch but actual construction documents would cost 12-15% of the estimated project cost. Can you please clarify this.

During the planning period, if this hasn't already been done, an architect should be secured to assess the proposed space for compliance with federal, state and local building codes and regulations, including compliance with the Americans with Disabilities Act. In addition, the architect should design a floor plan that meets the Quality Standards for Colorado School-Based Health Centers (page 9). With this floor plan, the applicant organization and/or school district will have the information needed to seek bids for renovation/construction. Monies can be budgeted as part of the Planning Grant application for the architect. However, CDPHE start up and existing SBHC grant dollars should be used primarily for operations. Other sources of funding should be sought for the renovations and/or construction.
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Activity 3.2.2. Our architect tells us that we cannot put anything out to bid without funding. There is a difference between a formal estimate and an estimate based upon a similar project with similar square footing. Would it be acceptable to provide an estimate based upon previous, similar work rather than a formal bid?If the estimate is based on the floor plan for the new space, as discussed in the previous question, then this should be sufficient.
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3.17.14In the narrative of the RFA, under Lead Agency Description, does the 300 word limit apply to each of the sections (300 words each for a, b & c) or is it 300 words for the entire lead agency description?A: The word limit is based on each question, not the entire narrative.
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3.19.14Our district had a question on the difference between the # of Economically disadvantaged students (eligible for FRL) and # students receiving FRL. I was given the information from our district office that there is no way to determine a difference between these #s.

Can you shed any light on this distinction?
The difference between those who are eligible and those that receive Free and Reduced School Lunches is that there is typically a higher number of students who qualify than the actual number that participate in this program. The district's nutrition services staff should be tracking both numbers but if this is not the case for your school district, please note the data that was unavailable on the table.
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3.21.14As I am new to this, I am having some trouble understanding the distinction between planning and implementation in the work plan. Are all items in the work plan expected to be completed in the planning year? For example, the hiring of the architect and contractor. Is this something that is expected to be completed and paid for in the planning year, or simply planned for with estimated dates (beyond 7/1/15)?The grant year is from 7/1/14 - 6/30/15 and all dates on the work plan must fit within this time frame. Once a community has completed their planning process, they will have all the key elements needed to apply for funding to open up a new school-based health center. We believe that determining a space and what will be needed to turn that space into a school-based health center are crucial steps in the planning process.

As the year progresses, if an awardee determines that they will need an additional grant year to complete the process, they may contact the School-Based Health Center Program and seek approval for a 2nd year of funding from 7/1/15 - 6/30/16.
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