Request for Application (RFA) Questions & Answers
This document provides answers to the questions that were submitted to the ASH Ed Program regarding the
Request for Applications (RFA) #22-10101 (PDF) by February 11, 2022 as required by the RFA Key Action Dates. Questions and corresponding answers are organized by topic/RFA section. CDPH/MCAH grouped similar inquiries and provided a single response. CDPH/MCAH removed all identifying information and made modifications to questions, if needed, for clarity. If questions were unclear and did not reference the corresponding section of the RFA, as specified in the instructions, CDPH/MCAH was unable to respond.
Please note that the informational webinar was recorded and posted to the ASH Ed RFA Webpage on February 18.
How do applicants register for the ASH Ed RFA Informational Webinar on February 16?
Per addendum #2,
the Informational Webinar was recorded and the link to the recording was posted on the ASH Ed RFA website
on Friday, February 18, 2022.
Can applicants apply for multiple counties and if so, can we submit one combined proposal for both counties or do we need to submit a separate proposal and Letter of Intent for each county?
Organizations may apply to serve multiple counties, by submitting one application for each county in which services are proposed. Applications will be reviewed independently by county and each application is eligible to apply for the funding range that corresponds to the proposed county's tier. Refer to RFA, page 17, Part I. I. 1, Table 2, CA PREP Funding Tiers by County CASHNI Score.
Applicants are highly encouraged to voluntarily indicate their intention to apply via a non-binding Letter of Intent (LOI). Failure to submit a LOI will not affect the acceptance of any application. For more information on the LOI, see Part III. D. Voluntary Non-Binding Letter of Intent.
If applying for I&E, are agencies able to select more than one I&E program option, or are agencies limited to selecting one program option?
Per RFA page 33, Part II. Information and Education Program, LIAs interested may apply for only
one I&E Program option.
How does CDPH define "electronic signature"? Does this mean using a platform such as DocuSign or Ever sign? What about wet signatures on a hard copy that are then scanned as a PDF (acceptable or not)? Page 41 in RFA.
CDPH/MCAH defines "electronic signature" as an electronic symbol or process that communicates an intent to sign. Applicants may use platforms or processes available to them for providing electronic signatures. Wet signatures on a document that has been scanned as a PDF is acceptable.
How is "Corporation" defined? In other words, does "corporation" refer solely to for-profit corporations? Or rather, does it also refer to nonprofit organizations? What type of Certificate of Status documentation is acceptable (and can CDPH include a sample)? Page 41 in RFA, l.
Per RFA, page 41, Part III. E. 3. l, of the RFA, an applicant that is applying as a corporation must possess and submit Certificate of Status issued by State of CA, Office of the Secretary of State.Per RFA, page 41, Part III. E. 3. k , of the RFA, nonprofit organizations must prove they are legally eligible to claim "nonprofit" and/or tax-exempt status by submitting a copy of an IRS determination letter indicating nonprofit or 501(c)(3) tax-exempt status.CDPH/MCAH cannot provide a sample.
Can applicants include work cited/references as a separate attachment, or must they be included as part of the narrative?
Yes, applicants may include work cited/references as a separate attachment. If including citations as an attachment, please be sure to clearly name the document (e.g. Work Cited for Attachment 3) and note corresponding data reference in the narrative text (e.g. citation 1, 2, 3, etc.).
Funding Level/Award Distribution
Our County was previously in a different Tier (Tier 2) and our maximum funding ceiling was $250,000 per FY for CA PREP. We are now in Tier 1, according to Table 2 in the current RFA. Is the new maximum funding for CA PREP $425,000 per FY for all counties in Tier 2?
Per RFA, page 17, Part I. I. 1, Table 2, counties in Tier 1 are eligible to apply for $125,000 to $425,000 per fiscal year.
If our County were to apply for the maximum ceiling ($425,000) for the CA PREP scope, could we also apply for the maximum ceiling ($200,000) in the I&E portion?
Yes, in addition to CA PREP funding, applicants may apply for up to $200,000 per fiscal year for one of the I&E Program Option. For more information, please refer to RFA page 17, Part I. I, 2.
Since the ASH Ed RFA does not require LIAs to serve the rural area, if we provide services to a rural area, do we get more points for it? Is "rurality" a better target population to be awarded funding? RFA Page 42, A1.
Per RFA, page 48, Part V. B. 2, Table 9, agencies can score up to eight (8) points for describing any relevant information regarding youth that are experiencing the greatest health inequities and social outcomes, including geographic factors, such as rurality.
Use of Funds
"Supplanting usual activities of any organization involved with CA PREP and I&E Program." What is CDPH's definition of "any organization"? Does this mean the grantee? Or rather, does it mean partners involved with the grantee? Page 58 in RFA, f.
Per RFA, page 58, Part VII. B. 2. f,
any organization involved with CA PREP and the I&E program may not supplant activities with funding that results from this RFA.
Can we specify an indirect cost of 15%? Do we have to use the approved indirect cost rate that was hyperlinked? If so, please provide clarification regarding the hyperlinked chart and how the two columns ("Total Personnel Cost" and "Total Allowable Direct Cost") are supposed to be used to calculate the indirect cost. Page 65 in RFA, ii.
Per Attachment 9, non-profit agencies or CBOs that have an approved Indirect Cost Rate (ICR) from their Federal cognizant agency are allowed to charge their approved ICR or may elect to charge less than the agency's approved ICR percentage rate. Private non-profit local agencies that do not have an approved ICR from their Federal cognizant agency are allowed a maximum ICR percentage of 15.0 percent of the Total Personnel Costs.
Local Health Jurisdictions LHJs are allowed up to the maximum ICR percentage rate that was approved by the CDPH Financial Management Branch ICR or may elect to charge less than the agency's approved ICR percentage rate. The ICR rate may not exceed 25.0 percent of Total Personnel Costs or 15.0 percent of Total Allowable Direct Costs.
CDPH/MCAH defines Total Personnel Costs as the allowable ICR rate calculated against wages and fringe benefits to cover program costs.
CDPH/MCAH defines Total Allowable Direct Costs as the allowable ICR rate calculated against personnel wages, fringe benefits, operating costs, capital expenditures and other costs to cover program costs.
Is item iii on page 65 of the RFA related to Attachment 9 (Certification of Indirect Cost Rate Methodology), and is Attachment 9 optional?
Attachment 9, Certification of Indirect Cost Rate Methodology is a required attachment. As outlined in RFA, page 65, Part VII. C. I. 5 (iii), Applicants
may include any other information that will assist CDPH/MCAH to understand how costs were determined and why they are reasonable, justified, and/or competitive.
Does this funding require a Time Study?
Any awardees of Federal funds must follow Federal terms and conditions for time studies. LIAs are responsible for having back up documentation on file that supports time and activities charged to each funding source.
Can one person be both a Project Coordinator and Director for 75% FTE? On the budget (Attachment 6), do we put these two titles separate or can we combine it to enter it in 1 line item?
Yes, one person can perform the roles of Project Coordinator and Director. Please note each position separately in Attachment 6 – Budget Template.
Can the same person be responsible for Enhanced Youth Engagement Director (15%), Coordinator/Supervisor (55%); Parent/Caring Adult Education Director (15%) Train-the-Educator Director (15%) to make it 100% FTE? RFA page 37, E.
Applicants must only chooseone of the three possible I&E Program Options. As such, applications may only include of the following I&E funded positions:
- Option 1: Enhanced Youth Engagement Director
- Option 2: Parent/Caring Adult Education Director
- Option 3: Train-the-Educator Director
Applicants may combine the CA PREP Project Coordinator and Director position, but list each position separately in Attachment 6 – Budget Template.
Can the same staff be shared for CA PREP and I&E? For example, Project Director, Jane Doe 40% FTE on CA PREP and Coordinator Jane Doe 20% FTE on I&E? RFA page 37, E.
Yes, the same staff can be shared for CA PREP and the I&E programs as long as the proposed staffing pattern meets the minimum requirements for each program, as indicated in the RFA. Please note each position separately in Attachment 6: Budget Template.
On the RFA page 30, one 100% Health Educator is recommended, can a person serve as 50% Health Educator/50% Project Coordinator so that they are 100% in CA PREP leading health education?
Yes, the same staff can act in the role of health educator and project coordinator as long as the proposed staffing pattern meets the minimum requirements for each program as indicated in the RFA. Refer to RFA, Part II., I. Staffing.
For the Youth Advisor position can we pay stipend instead of salary? RFA page 33.
CDPH/MCAH requires that Youth Advisors be compensated at a minimum of $15 per hour, commensurate with experience, location, etc. Stipends are allowable if it aligns with the compensation required in the RFA. Please refer to RFA page 33, Part II., I&E Program, A. 1. Enhanced Youth Engagement.
Local Stakeholder Coalition
What are the parameters for the Local Stakeholders Coalition participation with the Youth Advisory weekly check-ins? Who is responsible for facilitating the meeting? CDPH/MCAH or Grantees with youth advisors? Page 33 in RFA, A.1.
Youth Advisors are part of the LIA team and LIAs will need to develop an organized structure to support Youth Advisors' growth as leaders via weekly check-ins, offering professional development opportunities and building trust and connection. Youth advisors are encourage to participate in Local Stakeholder Coalitions, however the weekly check-ins should be between the YA and their supervisor. For more information on the role of the youth advisor, please refer to RFA, page 33, Part II. I&E Program, A. 1.
If we are applying for two counties, do we need a local stakeholder coalition in each county or can we work with one coalition with representatives from both counties?
Yes, LIAs will maintain and/or participate in a Local Stakeholder Coalition for each county served and awarded, however flexibility will be considered for smaller/rural counties or where collaboratives operate regionally. For further details, please refer to page 26, Part II. F, Local Stakeholder Coalition, in the ASH Ed RFA.
California Adolescent Sexual Health Needs Index (CASHNI)
When will the new 2018 CASHNI report come out? This is a crucial document for our application.
Appendix 1 in the RFA contains the 2018 CASHNI scores by MMSA for each county. Agencies are to use the CASHNI scores in Appendix 1 for their application.
Is this funding only available to programs in the MSSA's shown by county within the Appendix 1 Tables for LA County on pages 4 and 5. Or is funding available for LIAs in eligible counties. RFA page 15.
Counties eligible to apply for funding are listed on page 15, Part I. H. 3. Table 1 of the RFA.
What does CDPH/MCAH consider "current data?" Some of the required data is not available for 2021 and 2022. Is 2018 considered "current?" RFA Page 15, 42 A1.
Yes, CDPH/MCAH will accept the most current available data to applicants when answering question A1 on page 42.
Is there any opportunity to propose an alternate curriculum, not included on the list of four pre-approved curricula, for this RFA?
Per RFA, page 20, Part II. C. 1, Applicants may request to use other EBPM/EIPM or propose adaptations in addition to their chosen EBPM/EIPM if the Applicants plans to serve a population for which there is no appropriate EBPM/EIPM listed, or for which substantial adaptations would be required to meet the needs of the service population.
Are there hard guidelines on the sexual health curriculum to be implemented with a trained Health Educator? Should youth advisors be trained on MPC facilitation, or provide support to other participants? RFA Page 33 in A1.
The structure of this RFA allows for innovation. Applicants that choose I&E option 1, Enhanced Youth Engagement, to hire a youth advisor for the purpose of co-facilitating a sexual health curriculum with a trained health educator are highly encouraged to coordinate this effot with the CA PREP implementation and follow the guidelines in the RFA for curriculum selection. Youth Advisors must be trained and approved for facilitation by the curriculum developer, when applicable.
What are the required trainings, locations of the trainings, and any training fees (so we can include associated costs in the budget)?
Required trainings consist of one in-person EBPM/EIPM training 2-3 days (if implementing more than one program model, budget accordingly) and one in-person meeting, 2-3 days, for all CA PREP and I&E Program staff. For budgeting purposes, assume trainings and meetings will be held in Sacramento, the Bay Area or Southern California and will have a registration cost of approximately $150 per training/meeting and does not include travel costs. Depending on circumstances these trainings may be held virtually. Please refer to RFA, Part VIII, C., 2. Training.
Letters of Support
If we serve two schools that share the same campus, are we required to get a Letter of Support for each school? RFA page 44, C2.
Letters of support from the following entities are required: Local Family PACT providers; the local Maternal, Child and Adolescent Health Director or his/her public health designee; a representative from a potential CA PREP service delivery site, addressing willingness to support CA PREP implementation, including evaluation requirements, if applicable. Applicants must submit letters of support for one implementation site. Applicants may submit letters of support for more than one implementation site, but that is not required. Please refer to Attachment 7 of the ASH Ed RFA.
Attachment 7 – Local Stakeholder Coalition Member Letter of Support
Can the Letters of Support be other Stakeholders that are not stated in the Attachment 7? Can we submit more than three Letters of Support? Attachment 7.
At minimum, three Letters of Support are required from the local stakeholder coalition from the following entities: Local Family PACT Providers; the local Maternal, Child and Adolescent Health Director or his/her public health designee; a representative from a potential CA PREP service delivery site, addressing willingness to support CA PREP implementation, including evaluation requirements, if applicable. If an applicant believes additional letters from other stakeholders would enhance the application package, more may be included. Please refer to RFA, Part IV, C., Plan for Community Outreach.
Attachment 3 – CA PREP Program Narrative Template
The narrative text boxes are limited to 500 words but there is no "hard stop" programmed on the boxes at a certain 500-word limit. Is there a narrative page limit, as in past applications, or just words in the boxes? Attachment 3, page 1.
As stated in the RFA, Part IV., Part 1. CA PREP Application Narrative, please ensure that responses are complete, concise, follow the instructions provided in the template and respond directly to the information requested. Attachment 3, page 1 states text responses should not exceed 500 words per question. We do not give a page limit, only maximum words per question.
RFA Attachment 3 Program Narrative Template under Table 1: Intended Service Population and Program Settings, has technical issues with inputting numbers for "Estimated Number of Cohorts" and "Number of Youth Initiated". The numbers once entered won't change. Per Addendum #2,
Attachment 3 (PDF) was updated to fix a glitch on the drop down menu for Table 1. The new attachment was published on the ASH Ed RFA website on Tuesday, February 15, 2022.
Attachment 4 – I&E Program Narrative Template
We wanted to clarify that only option 2 (Parent/Caring Adult Education) and option 3 (TOT) require a EBPM/EIPM selection. If we are planning to apply with option 1 (enhanced youth engagement) do we leave question 3 part a blank on attachment 4 of the I&E Program Narrative Template? Attachment 4, RFA Page 35 Section C Part 1.
Applicants that choose I&E option 1, Enhanced Youth Engagement, to hire a youth advisor for the purpose of co-facilitating a sexual health curriculum with a trained health educator are highly encouraged to select a pre-approved EBPM/EIPM and work with MCAH and curriculum developers, as applicable. Applicants should respond to question 3, part a to explain if a EBPM/EIPM will be utilized under I&E option 1. If co-facilitating is not selected as part of the youth advisor role, then no curriculum needs to be selected and the Applicant can describe that in question 3, part a.
Applicants that choose option 2, must select an EBPM/EIPM, please refer to RFA, page 34, Part II. Information & Education Program. A. 2 for more infomation.
For option 3, if the Applicant engages in a training-of-educators for implementation of evidence-based/evidence-informed curricula implementation, Applicants are highly encouraged to select a pre-approved EBPM/EIPM and work with MCAH and curriculum developers, as applicable, please refer to RFA, page 34, Part II. Information & Education Program. A. 3. for more information. If other activities are planned, an EBPM/EIPM is not required and the Applicant can describe that in question 3, part a.
For a list of pre-approved EBPM/EIPM, please refer to RFA, page 20, Part II. C. 1.
In the I&E Program Narrative Template Attachment 4, question 1 asks to estimate the number of participants the program will serve annually. Is the question asking how many Youth Advisors will be served in the program or is it asking how many youth the Youth Advisors will be serving? Example: 10 Youth Advisors will be served.
If the Applicant chooses I&E option 1, Enhanced Youth Engagement, please respond in one of the following ways:
- If an applicant is hiring a Youth Adivsor(s) in an avisory role for the agency CQI, the Applicant should describe the number of youth advisors and their length of employment.
If an Applicant is hiring a Youth Advisor(s) to support outreach or education, the Applicant should estimate the number of youth would be reached.
For the I&E Program Narrative Template Attachment 4 question 3, will the applicant need to specify an EBPM if selecting Option 1: Youth Advisors?
The structure of this RFA allows for innovation. Applicants that choose I&E option 1, Enhanced Youth Engagement, to hire a youth advisor for the purpose of co-facilitating a sexual health curriculum with a trained health educator are highly encouraged to select a pre-approved EBPM/EIPM and work with MCAH and curriculum developers, as applicable. Applicants should respond to question 3, part a to explain if a EBPM/EIPM will be utilized under I&E option 1. For a list of pre-approved EBPM/EIPM, please refer to RFA, page 20, Part II. C. 1. If co-facilitating is
not selected as part of the youth advisor role, then no curriculum needs to be selected and the Applicant can describe that in question 3, part a.
Attachment 5 – Local Stakeholder Coalition or Collaborative Roster
We have more local stakeholder coalition members than can be listed in the boxes in Attachment 5. Can you adapt Attachment 5 to allow for more listings? If not, is there another location where we can put our full list of members? Having to select and exclude certain members from this listing would not be a positive for the coalition. Attachment 5.
Yes. The document allows for up to 14 LSC members to be listed on Attachment 5 currently as posted. As noted at the top of page 2 of Attachment 5, applicants may duplicate this form if additional pages are needed.
Attachment 6 – Budget Template
In Attachment 6, the Budget Template does not require justifications. Will applicants provide these justifications in the narrative section? Can we add additional pages if needed?
Applicants may, but are not required to, attach a written budget justification beyond the descriptions included in the template. If explanation or justification for the proposed budget is needed, please include it in Attachment 3. If no further explanation is needed, please indicate, "not applicable" in Attachment 3, E3. If additional pages are needed you may submit those as well for the justification. Please see Part VIII. C, 2, Operating Expenses, for more information on creating the budget proposal.
For the Budget Template Attachment 6, are Youth Advisors required to be listed under personnel, or can Youth Advisors be included under other operating expenses?
In Attachment 6 (Budget Template) Youth Advisors should be listed under Personnel or in operating expenses, if the Applicant chooses to compensate the Youth Adivsor with a stipend.