HIV Prevention Request for Proposals by Anarbor


									                  FREQUENTLY ASKED QUESTIONS

                         HIV/AIDS Prevention and Intervention Section
                         Division of Health, Wellness and Disease Control
                           Michigan Department of Community Health

                                       September 11, 2009

                                     AVAILABILITY OF FUNDS

Can an agency apply for both Track I and II funding, and if so, can the amount be over
$300,000 total? Yes. Applicants may submit proposals for either or both Track I (Direct
Services) and Track II (Capacity Development). Separate proposals must be submitted for each
track. The expected range of award stated in the RFP refers to each successful proposal, not
each agency.

Can an agency apply for less or more than the award range stated in the RFP? The award
range stated in the RFP refers to the expected level of awards ($20,000 to $300,000). There is no
set minimum or maximum award amount. Applicants should apply for what they will need for
their programs.

How much funding was available during the last RFP? The funding available through this
RFP represents essentially level funding.

                                          USE OF FUNDS

The RFP indicates that local health departments (LHD) may not apply for CTR because
they are already awarded funding through another mechanism. Can local health
departments apply for funding to support community-based prevention activities,
including highly targeted testing to priority populations described in the RFP?

Yes. “Categorical” funding allocated to high HIV prevalence local health departments via the
Comprehensive Planning and Budget Contracts (CPBC) is intended to support HIV counseling
and testing services primarily in LHD clinics (e.g., STD clinics). LHDs may not apply through
this RFP to supplement categorical funding provided by MDCH for HIV CTR services or to
supplant other state or local funds used for categorical HIV CTR services. LHDs may, however,
apply for targeted community-based HIV prevention services which may include HIV testing

HIV Prevention RFP FAQ                                                                          1
                                 PROGRAM PLAN: BOTH TRACKS

We are thinking of proposing one intervention for multiple target populations/audiences.
Should we submit one program plan or two? Applicants are to submit a separate program
plan for each target population/audience for which funding is requested. A separate program
plan, inclusive of all elements described in the RFP, is required for each proposed target
population/audience regardless of whether the same intervention/model is proposed for each of
these populations/audiences.

Do you need to have a staffing plan for each program plan? No, one staffing plan is
sufficient if it clearly shows which staff is assigned to which program plan. If staff is working
with more than one population/audience, the amount of time spent on each population/audience
should be clearly noted. A note of caution in splitting staff across programs: if a proposal
contains two program plans, it is possible that only one program plan will be funded.

How should process objectives be determined for the first year (8 months)?
Proposed process objectives for the first year should take into consideration start up time and the
shortened time frame (8 months). Objectives do not have to be an exact 2/3rd proportion of the
full year objectives (years 2 and 3). The objectives should make sense, i.e., objectives for year
one should reflect what the program will be able to accomplish in those 8 months.

If an organization applies for both Track I and II should each proposal contain all the
required attachments? Yes. Each proposal will be reviewed separately; therefore, all
supporting documents should be included in both proposals.

Does the proposal coversheet need to be numbered? Yes. All attachments and appendices
need to be sequentially numbered.

Is there a restriction on the number of optional attachments? No. Attachments should be
relevant to the category areas that the proposal covers.

Must Track I applicants submit signed letters of support (LOS) from prospective direct
services clients? No. For Track I, applicants do not need to submit LOS from prospective
clients. For Track II, applicants are encouraged to provide LOS from agencies that are potential
recipients of capacity development services. Both Track I and Track II applicants may wish
submit LOS from agencies or other stakeholders supportive of their proposed project.

                          PROGRAM PLAN:      DIRECT SERVICES, TRACK I

Do you need to submit a separate program plan for each target population, even if you are
providing the same intervention (e.g., CTR for MSM, HRH and IDU)? Yes. Each
population should have its own program plan which encompasses all interventions for that
population. For example, if you are proposing CTR and individual level prevention counseling
(ILPC) for HRH both would be included in the HRH program plan. A separate program plan

HIV Prevention RFP FAQ                                                                              2
would be required for CTR services to MSM if you are proposing CTR for that population as

Do prevention services have to be segmented by race in areas where minority populations
are a small part of your agency’s service area? No. Priority populations are not required to
be segmented by race in these areas. It is helpful, however, in responding to the question on
process objectives (3.g.) to indicate what proportion of services will be provided to racial/ethnic

What kinds of test technologies will HAPIS support under this RFP? HAPIS will support
both conventional testing and rapid test technologies (e.g., use of screening tests like Clearview
Statpack or OraQuick). Only agencies currently supported by HAPIS to provide rapid testing are
eligible to propose rapid test technologies; however, agencies interested in adopting rapid testing
should express interest. HAPIS may be expanding its support of rapid testing in the future.

Does OraSure require a blood draw as a confirmatory test? No. OraSure is a diagnostic test
and does not require a confirmatory test.


Is there a preferred geographic scope for this track (i.e. statewide or regional)? No.
Applicants should apply based on community needs and on agency capacity to address these

Are there prioritized counties or regions for delivery of capacity development services?
No. However, while there are no specified priority counties or regions for capacity development
services, this RFP will support prevention services that address health disparities and have the
greatest impact on HIV in Michigan, awarding funds to programs that serve populations at
greatest risk for HIV based both on risk behaviors and HIV prevalence. Therefore, when
describing the geographic areas for capacity development services, applicants should describe
why particular areas were selected in light of the overall intent of this RFP.

Is there a minimum number of trainings/workshops that HAPIS will fund for each capacity
development area? No minimum number of trainings or workshops has been established.

Do we need to provide the behavioral risk factor of proposed target audiences (e.g., specify
if they are at-risk HIV+, IDU, MSM, HRH)? No. You do not need to specify behavioral risk
factor of the target audience(s). In your proposal, however, you should make your target
audience’s role/responsibility in HIV prevention clear. For example, this might include
describing how the target audience’s activities address the HIV prevention needs of individuals
of these behavioral risk groups.

May we serve agencies that conduct lobbying activities? If we do, would we be
jeopardizing our own non-profit status? You may propose to serve agencies that conduct

HIV Prevention RFP FAQ                                                                                3
lobbying activities; however, you should make clear the target audience’s role and relevance in
HIV prevention.

Do we need a Memorandum of Agreement for each organization we intend to work with?
No. Memoranda of Agreement or Letters of Support are optional for organizations that are
potential capacity development recipients. Memoranda of Agreement are only required if an
organization will be providing services collaboratively with the applicant agency (i.e., if an
organization is going to be jointly providing a service and sharing resources with the applicant

Must we provide separate program plans for target audiences that are receiving capacity
development services in different venues? No, provide only one program plan per target
audience. The target audience should be clearly defined in the statement of need.

                                      BUDGET INFORMATION

Can a budget include an indirect rate if an agency does not have a federally negotiated
indirect rate? No. Applicants must have a federally negotiated indirect rate agreement. Local
health departments may use the indirect rates approved by MDCH in conjunction with CPBC

The RFP states that no indirect cost rate above 10% will be accepted. If an agency does
not have an indirect cost rate does the 10% cap still apply? Yes. The total of all such costs
should be no greater than 10%. The budget narrative should clearly describe all indirect costs,
including the proportion of any cost that is split between direct and indirect costs. For example,
if the budget includes a portion of the executive director’s salary and fringe, the narrative should
indicate what proportion of those costs is attributable to direct program costs (e.g., supervision of
program staff) and what proportion is attributable to administration.

We have a federally approved indirect rate, but it does not include all of our administrative
costs. Can we ask additionally for administrative costs not included in the indirect, so long
as the combination does not exceed 10%? Yes. Applicants may request an indirect rate and
detail additional administrative costs under direct costs. If additional administrative costs not
included in the indirect cost rate agreement are requested, applicants must describe these in the
budget narrative, including the percentage attributable to administration. See the question above
for an example.

Should proposed budgets include start-up costs even if you will only need these the first
year? Yes, all start up costs should be included in the 12 month budget. Your request should
include what you would need to run your program for a full year, once fully implemented.
DHWDC will negotiate prorated 8-month budgets with successful applicants.

In the past, budgets have included A133 audit expenses. Can these be included? Yes,
proportionate audit expenses are allowable.

HIV Prevention RFP FAQ                                                                             4
Is the form titled “Total Agency Budget” to list all sources of support for the applicant
organization? Yes, per page 31 in the RFP (Total Agency Budget Sample), you are to list all
sources of support for both HIV and non-HIV services.

Are the budget narrative and summary included in the 8 page limit of the Program Plan?
No. Budget pages do not have a page limit, and are not considered part of the program plan

What do you mean when you ask us what the expected “outcomes” are of a project?
Outcomes in this RFP refer to the intended effect of an intervention; in other words, what you
expect participants to gain after they have been provided with your intervention. Per the
example given on page 14 of the RFP, “increase in knowledge of serostatus” is one potential
outcome of receiving CTR.

Does HAPIS have a preferred shipping method for tests, since we will have to budget for
these? No. Applicants should, however, provide justification for proposed shipping costs.

                                      LETTERS OF INTENT

Should two letters of intent be submitted if an agency is applying for both Track I and II?
Yes, two separate letters should be submitted, one for each proposal the agency will submit.

What is the difference between a Letter of Intent and a Letter of Support? The Letter of
Intent is one step in the application process. The Letter of Intent is submitted to HAPIS on a
specific form before the proposal is due and announces the applicant agency’s intent to apply for
funding. A Letter of Support is attached to the proposal and is an “endorsement” of the
proposed project (see the RFP’s Glossary of Terms for a complete definition of Letter of

                                       PROPOSAL FORMS

Where can I download the budget forms? Budget and other forms may be found at the
website: Follow the link titled “Prevention RFP”. If you have trouble
downloading the forms, you can request electronic copies by contacting Deb Robinson
( or Jane Conklin (

The grant forms are difficult to type on (they won’t “save” on the website); can they be
provided in Adobe Acrobat or a more user-friendly format? If you have trouble
downloading the forms from the website, you can request electronic copies (in
Microsoft Word and Excel formats) by contacting Deb Robinson (
or Jane Conklin (

HIV Prevention RFP FAQ                                                                           5

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