FY24 RWHAP PART A HIV CARE PROGRAM H89 NCC PROGRESS REPORT INSTRUCTIONS_FINAL.PDF
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Authority: 42 USC §§ 300ff-11 to -20 and 300ff-121 (sections 2601–2610 and 2693 of the Public Health Service (PHS) Act) 1 Instructions for Submitting the Fiscal Year (FY) 2024 Non- Competing Continuation (NCC) Progress Report for the Ryan White HIV/AIDS Program (RWHAP) Part A HIV Emergency Relief Grant Program Table of Contents I.Purpose ........................................................................................................................................ 2 II. NCC Progress Report Submission Schedule ................................................................... 2 III. FY 2024 NCC Progress Report Submission .................................................................... 2 IMPORTANT NOTES ................................................................................................................................. 2 FORMS AND DOCUMENTS ..................................................................................................................... 3 PROGRAMMATIC SECTIONS .................................................................................................................... 5 SECTION 1 – PROJECT ORGANIZATIONAL STRUCTURE (ATTACHMENT 1) ............................................. 5 SECTION 2 – MAINTENANCE OF EFFORT (MOE) (ATTACHMENT 2) ....................................................... 5 SECTION 3 – LETTER OF ASSURANCE FROM PLANNING COUNCIL CHAIR(S) OR CONCURRENCE FROM PLANNING BODY LEADERSHIP/CHAIR(S) (ATTACHMENT 3) .................................................................. 6 SECTION 4 – SF-424A AND BUDGET NARRATIVE (ATTACHMENT 4 AND 5) .......................................... 8 SECTION 5 – CORE MEDICAL SERVICES WAIVER (ATTACHMENT 6) ................................................... 12 SECTION 6 – INDIRECT COST RATE AGREEMENT (ATTACHMENT 7) .................................................... 13 SECTION 7 – AGREEMENTS AND COMPLIANCE ASSURANCES (ATTACHMENT 8) ................................. 13 IV. Other Information ............................................................................................................ 13 AWARD ADMINISTRATION INFORMATION ............................................................................................ 13 ALLOWABLE USES OF FUNDS ............................................................................................................... 15 MONITORING REQUIREMENTS .............................................................................................................. 15 TECHNICAL ASSISTANCE ...................................................................................................................... 15 V. Agency Contacts ............................................................................................................... 15 Appendix A ................................................................................................................................... 17 Appendix B ................................................................................................................................... 21 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 2 I. Purpose This Non-Competing Continuation (NCC) Progress Report solicits a response for the Ryan White HIV/AIDS Program (RWHAP) Part A HIV Emergency Relief Grant Program, including funding for the following three components (hereinafter RWHAP Part A): • Part A formula, • Part A supplemental, and • Minority AIDS Initiative (MAI). The FY 2024 NCC Progress Report is a required report that must be submitted through Health Resources and Services Administration’s (HRSA) Electronic Handbooks (EHBs) for continued RWHAP Part A funding for year three of the period of performance. II. NCC Progress Report Submission Schedule The FY 2024 NCC Progress Report will be generated and submitted electronically through the HRSA EHBs. The report will be available in the HRSA EHBs on Friday, September 1, 2023, and must be completed by Monday, October 2, 2023 at 11:59pm (EST). Failure to submit the NCC Progress Report by the deadline, or the submission of an incomplete or non-responsive NCC Progress Report, may result in a delay in Notice of Award (NoA) issuance for all EMAs/TGAs. Budget Period Start Date HRSA EHBs Access HRSA EHBs Submission Deadline March 1, 2024 September 1, 2023 October 2, 2023 You must be a registered user within HRSA EHBs with appropriate roles and privileges to complete the NCC Progress Report. To work on the NCC Progress Report, you must have the grant-level role of “Project Director” (PD) or request the PD to assign you the appropriate access to edit and submit the NCC Progress Report for the RWHAP Part A grant award (Activity Code H89). Please see the fiscal year (FY) 2024 Non-Competing Continuation (NCC) Progress Report User Guide for additional details. The user guide will be accessible from the resources link of the Program Specific Forms in the NCC Progress Report portal. III. FY 2024 NCC Progress Report Submission NCC Progress Report submissions that fail to include all required documents and information will be considered incomplete or non-responsive. Incomplete or non-responsive submissions will be returned for changes via HRSA EHBs. Please ensure that all requested information is accurate, complete, and submitted by the deadline. Important Notes • NCC Progress Report Attachments: The FY 2024 RWHAP Part A NCC Progress Report is comprised of a series of documents that recipients upload as attachments into FY 2024 RWHAP Part A Non-Competing Continuation Instructions 3 the NCC Progress Report submission in HRSA EHBs. All components of the NCC Progress Report outlined in the instructions must be added as attachments, regardless of applicability. If a component of the NCC Progress Report is not applicable or if there are no changes, attach documentation (e.g., a Microsoft Word document) stating “No Change" or “Not Applicable”, as appropriate. Each document uploaded as an attachment has a limit of 100MB. • Performance Narrative: The NCC Progress Report module in HRSA EHBs requires that a document be uploaded in the Performance Narrative section to be able to submit the NCC Progress Report submission. However, there is no Performance Narrative required with the FY 2024 RWHAP Part A NCC Progress Report; instead, each section of the NCC Progress Report should be attached in the Appendices section, as applicable. To meet the HRSA EHBs system requirement, please upload a document (e.g., a Microsoft Word document) stating “Not Applicable” to the Performance Narrative section. Forms and Documents Each EMA/TGA must complete all required forms and documents listed in the table below. Forms are completed in the HRSA EHBs and do not require downloading or uploading. All items should be submitted in the order specified below to complete the content of the NCC Progress Report. Clearly label each attachment. Forms Form Type Instructions SF-PPR SF-PPR 2 (Required) Form Specific instructions are in the NCC Progress Report User Guide document available within HRSA EHBs and on the HRSA website here: https://www.hrsa.gov/sites/default/files/hrsa/grants/man age/report-user-guide-generic-grants.pdf Performance Narrative: (Required) Document Upload a document (e.g., a Microsoft Word document) stating “Not Applicable” for the Performance Narrative section. See the Important Notes section above for details. Attachment 1: Staffing Plan and Organizational Chart (If applicable) Document Upload specified documents if there were changes to the organizational chart or staffing plan since the last submission. See Section 4.1.vi. of the HRSA’s SF-424 Application Guide. If there are no changes in the organizational chart or staffing plan since your last submission, submit documentation stating, “No Change.” Attachment 2: Maintenance of Effort Documentation (Required) Document Upload Maintenance of Effort Documentation. FY 2024 RWHAP Part A Non-Competing Continuation Instructions 4 Forms Form Type Instructions Attachment 3: Letter of Assurance from Planning Council Chair/Letter of Concurrence from Planning Body Leadership/Chair (Required) Document Upload a signed Letter of Assurance from Planning Council Chair/Letter of Concurrence from Planning Body Leadership/Chair. Attachment 4: SF-424A (Required) Document Submit a completed SF-424A for the FY 2024 budget year. Attachment 5: Budget Narrative (Required) Excel Workbook Upload budget narratives/justifications for the FY 2024 budget year. Attachment 6: HRSA RWHAP Core Medical Services Waiver Request Attestation Form (If applicable) Document Submit the Core Medical Services Waiver Request Attestation Form, if applicable. If a core medical services waiver is not requested, submit documentation stating, “Not Applicable.” Attachment 7 Indirect Cost Rate Documentation (If Applicable) Document Upload current indirect cost rate documentation if there are indirect costs included in the FY 2024 budget for the first time in the three-year period of performance, or if the indirect cost rate agreement for existing indirect costs has expired or will expire prior to the start of the FY 2024 budget period. If there are no changes since the submission of the competitive application, submit documentation stating, “No Change.” If no indirect costs are included in the budget, submit documentation stating, “Not Applicable.” Attachment 8: FY 2024 Agreements and Compliance Assurances, Certifications (Required) PDF Submit all RWHAP Part A specific agreements and assurances with required signatures. FY 2024 RWHAP Part A Non-Competing Continuation Instructions 5 Programmatic Sections EMAs/TGAs must provide responses within each of the following sections. For sections that may not have a change from the competitive application HRSA 22-018 or the FY 2023 NCC Progress Report document “No Change” or “Not Applicable,” respectively. Section 1 – Project Organizational Structure (Attachment 1) The purpose of this section is to provide updated information about the current organizational structure and/or changes to the staffing plan of the RWHAP Part A. If there were changes to the organizational chart or staffing plan since the last submission, you must upload the following in HRSA EHBs as Attachment 1: 1. Full updated organizational chart a. For any new or changed positions in the updated organizational chart, you also must include revised job descriptions, and provide applicable full-time equivalent (FTE) staffing levels 2. Staffing plan with the change(s) highlighted 3. Biographical sketch for any changes to key personnel1 If there were changes to the entity responsible for administering the RWHAP Part A since the competitive application was submitted or the FY 2023 NCC Progress Report, describe the staffing, fiscal agent scope of work or services to be provided, and how you will evaluate the performance of the work or services being provided. You must describe the local agency responsible for the grant and identify the entity responsible for administering the RWHAP Part A, including the department, unit, staffing levels (full-time equivalent staff, including any vacancies), fiscal agents, Planning Council/Planning Body staff, and in-kind support staff. Insert a no change document for this section if there are no changes in the organizational chart or staffing plan since your last submission. Note: HRSA expects the staff person responsible for management of the RWHAP Part A grant (i.e., the Project Director or Program Manager/Coordinator) to have at least 0.5 FTE allocated to RWHAP Part A (this can be a combination of budgeted RWHAP grant funds and/or funds from other sources) to ensure sufficient oversight and monitoring of all grant activities conducted by recipients and subrecipients. The 0.5 FTE must be recipient staff and not delegated to contract staff or a fiscal intermediary. Section 2 – Maintenance of Effort (MOE) (Attachment 2) The purpose of this section is to provide the required annual documentation of the Maintenance of Effort (MOE) requirement. 1 SF-424 Application Guide Key Personnel Definition: The Principal Investigator/Project Director (PI/PD) and other individuals who contribute to the programmatic development or execution of a project or program in a substantive, measurable way, whether or not they receive salaries or compensation under the award. FY 2024 RWHAP Part A Non-Competing Continuation Instructions 6 RWHAP Part A funds are not intended to be the sole source of support for HIV care and treatment services in the EMA/TGA. By signing the 2024 Agreements and Compliance Assurances (Appendix A), the recipient agrees to maintain EMA/TGA expenditures for HIV- related core medical services and support services at a level equal to the FY preceding FY 2024 (Section 2605(a)(1)(B) of the PHS Act). Core medical services and support services are defined in Section 2604(c)(3) and 2604(d) of the PHS Act and in PCN 16-02 Ryan White HIV/AIDS Program Services: Eligible Individuals & Allowable Uses of Funds. See the RWHAP National Monitoring Standards for RWHAP Part A Recipients for detailed information on MOE, which includes guidance on how to meet this requirement and outlines recipient responsibilities related to ensure compliance. Using a format similar to the one below, you must submit the following information as Attachment 2: 1) A table that identifies the baseline aggregate for actual non-federal EMA/TGA political subdivision expenditures for HIV-related core medical and support services during your most recently completed FY prior to the application deadline, and an estimate for the next FY. 2) A description of the process, methodology, and elements used to determine the amount of expenditures in the MOE calculations. 3) If applicable, indicate if a waiver was received for the MOE requirement in the previous FY. NON-FEDERAL EXPENDITURES FY 2022 Expenditures (Actual) Non-federal EMA/TGA political subdivision expenditures for HIV-related core medical and support services. Amount: $_____________ Current FY 2023 Expenditures (Estimated) Estimated non-federal EMA/TGA political subdivision expenditures for HIV-related core medical and support services. Amount: $______________ Section 3 – Letter of Assurance from Planning Council Chair(s) or Concurrence from Planning Body Leadership/Chair(s) (Attachment 3) The purpose of this section is to document the existence of a functioning planning and community input process in the EMA/TGA, which is consistent with RWHAP legislative and FY 2024 RWHAP Part A Non-Competing Continuation Instructions 7 HRSA HAB program requirements. Section 2602(b)(1)-(4) of the PHS Act delineates the responsibilities of the Planning Council (PC). Section 2609(d)(1) of the PHS Act outlines the responsibilities of the Planning Body (PB). The RWHAP Part A Planning Council and Planning Body Requirements and Expectations Program Letter further clarifies HRSA HAB requirements and expectations for the PC/PB. A planning process is imperative for effective local and state decision-making to develop systems of HIV prevention and care that are responsive to the needs of people with or at risk for HIV. HRSA and CDC support activities that facilitate collaboration and/or a joint planning body to address prevention and care. Community engagement is an essential component for planning comprehensive, effective HIV prevention and care programs in the United States. HRSA recognizes and understands the value of clients who receive RWHAP Part A services actively participating and being involved in the planning process for HIV service delivery, as this drives services that are tailored to the needs of clients in the jurisdiction. The RWHAP Part A Guidance for Planning Councils and Planning Bodies on Supporting People with Lived Experience provides information on how recipients can support meaningful engagement. Provide a letter of assurance signed by the PC chair(s) or a letter of concurrence signed by PB leadership/chair(s) as Attachment 3. The letter must address the following: a) Planning: i. The year your most recent comprehensive needs assessment was conducted ii. Participation in comprehensive planning process (i.e., Integrated HIV Prevention and Care Plan) for the jurisdiction, including the statewide coordinated statement of need (SCSN) b) Priority Setting and Resource Allocation (PSRA): i. Data (e.g., comprehensive needs assessment, HIV care continuum, unmet need framework estimates, and epidemiological profile) that were used in the FY 2024 priority setting and allocation process to ensure that: a. Needs of the populations with HIV were addressed (including those with unmet need for HIV-related services, disparities in access and services among affected subpopulations and historically underserved communities, and those unaware of their HIV status) b. Resources were allocated in accordance with the local demographic incidence of HIV, including appropriate allocations for services for women, infants, children, and youth (WICY) ii. People with HIV were involved in the planning and allocation processes and their recommendations were included as applicable2 iii. FY 2023 budget period formula, supplemental, and MAI funds awarded to the EMA/TGA are being expended according to the priorities established by the PC/PB 2 Ryan White HIV/AIDS Program Part A Guidance for Planning Councils and Planning Bodies on Supporting People with Lived Experience FY 2024 RWHAP Part A Non-Competing Continuation Instructions 8 iv. Confirmation that all RWHAP HIV core medical and support services were prioritized during the PSRA process per sections 2602(b)(4)(C) and 2602(d)(1) of the PHS Act c) Training: i. Ongoing and annual membership training occurred, including the date(s) d) Assessment of Administrative Mechanism: i. Assessment of grant recipient activities (including the date) ensured timely allocation/contracting of funds and payments to contractors. Section 4 – SF-424A and Budget Narrative (Attachment 4 and 5) Follow the instructions in Section 4.1.iv of HRSA’s SF-424 Application Guide and the additional budget instructions provided below. Include the SF-424A as Attachment 4 and budget narrative as Attachment 5. Reminder: The total project or program costs are the total allowable costs (inclusive of direct and indirect costs) you incur to carry out a HRSA-supported project or activity. Caps on expenses: a. RWHAP Part A grant administration costs (including PC or PB support) may not exceed 10 percent of the grant award. The aggregate total of administrative expenditures for subrecipients, including all indirect costs, may not exceed 10 percent of HIV service dollars expended. Please see PCN 15-01 Treatment of Costs under the 10% Administrative Cap for Ryan White HIV/AIDS Program Parts A, B, C, and D along with the Frequently Asked Questions for information regarding the statutory 10 percent limitation on administrative costs. b. Recipients are allowed to allocate up to five percent of the total grant award or $3,000,000 (whichever is less) for Clinical Quality Management (CQM) activities. Please see PCN 15-02 Clinical Quality Management for more information. c. As required by the Consolidated Appropriations Act, 2023, Pub. L. 117-328, Division H, title II, “None of the funds appropriated in this title shall be used to pay the salary of an individual, through a grant or other extramural mechanism, at a rate in excess of Executive Level II.” See Section 4.1.iv Budget – Salary Limitation of HRSA’s SF-424 Application Guide for additional information. Note that these or other salary limitations may apply in the following FYs, as required by law. SF-424A – Attachment 4: Complete Sections A, B, D, and F of the SF-424A Budget Information – Non-Construction Programs form for the year of the project period, and then provide a line item budget using Section B Object Class Categories of the SF-424A. Failure to submit the SF-424A per the instructions below will require a revision. Section A – Budget Summary FY 2024 RWHAP Part A Non-Competing Continuation Instructions 9 a. Complete the “Grant Program Function of Activity”, column (a), with the three required headings listed below: 1. Row 1 should be titled “Administrative (Part A + MAI)” 2. Row 2 should be titled “CQM (Part A + MAI)” 3. Row 3 should be titled “HIV Services (Part A + MAI)”. b. Input the Catalog of Federal Domestic Assistance Number (CFDA) in column (b). The CFDA for the RWHAP Part A is: 93.914. c. Enter amounts for each row (Administration, CQM, HIV Services) in Federal column (c). These amounts should correspond to applicable amounts on the budget narrative. d. Ensure the totals in column (g), which auto-populate, do not exceed the published funding ceiling amounts located in Appendix B. e. Do not enter amounts in column (c), (d), and (f). Section B – Budget Categories a. Complete columns (1), (2), and (3) in Section B with the following headings: 1. Column 1 should be titled: “Administrative (Part A + MAI)” 2. Column 2 should be titled: “CQM (Part A + MAI)” 3. Column 3 should be titled: “HIV Services (Part A + MAI)” b. Provide the budgeted amounts for each object class category listed, as applicable. Amounts entered should correspond to applicable amounts in the budget narrative. c. Ensure the total in row k (5), which auto-populates, matches the total in Section A row 5 (g) and does not exceed the published ceiling amounts found in Appendix B. d. Ensure that amounts in row k, columns 1, 2, 3, match the amounts in Section A column (g), rows 1, 2, 3. Section C – Non-Federal Resources a. Do not enter any amounts. Section D – Forecasted Cash Needs a. Complete only line 13, “Federal”, in the first column titled “Total for 1st Year” since no cost sharing/matching is required. Do not enter amounts anywhere else in Section D. Section E – Budget Estimates of Federal Funds Needed for Balance of the Project a. Do not enter any amounts. Section F – Other Budget Information a. Include the Direct Charges, line 21, and Indirect Charges (i.e., indirect costs), line 22. Amounts entered should correspond to applicable amounts in the budget narrative. b. Ensure direct charge amounts reconcile with the amount in Section B row (i), column (5); and that the indirect charge amounts reconcile with the amount in Section B row (j), column (5). See TargetHIV or Grants.gov to download the SF-424A Budget Information for Non- Construction Programs form. To access the form, download and save the SF-424A pdf to your FY 2024 RWHAP Part A Non-Competing Continuation Instructions 10 computer. Reopen the document from the saved location then select “Enable All Features,” if applicable, to populate information in the fillable fields. Budget Narrative – Attachment 5: In order to evaluate compliance with RWHAP Part A legislative budget requirements, you must submit a program-specific budget narrative/justification for FY 2024. The budget must not exceed the ceiling amounts listed for the service area in Appendix B, and the total amount requested on the SF-424A and the total amount listed on the budget narrative/justification must match. Additionally, the amounts included in the budget narrative must relate to and support the activities proposed in the competitive application’s project narrative and work plan. When completing the budget narrative/justification, submit an overall summary table and a separate table for each subaward (Part A and MAI) by cost category (Administrative and CQM) in table format. Specifically, each table should list separately by funding type (Part A and MAI) the program cost categories: Administrative, CQM, and HIV Services across the top and object class categories (i.e., Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, Other, and Indirect Charges) in a column down the left-hand side. If the EMA/TGA is administered by a contractor or fiscal agent, clearly detail the costs for administering the grant. You must also show a separate PC/PB support budget narrative/justification. Additionally, you must show a separate CQM contractual budget narrative/justification if the EMA/TGA contracts with a third party to provide CQM for the program. Each of the specific budget narrative/justification tables should clearly describe and justify how every item with a cost associated under each object class category makes a contributing impact and supports the overall RWHAP Part A HIV service delivery system. Reference the table below, in addition to HRSA’s SF-424 Application Guide specifically the Budget Narrative section, for the criteria to include for the justification of line item costs for each object class category. All costs charged to the RWHAP Part A must be reasonable, allowable, and allocable3. In order for HRSA HAB to determine reasonableness, allowability, and allocability of budgeted amounts, recipients will be required to submit a revised budget narrative if the budget narrative does not include a justification of costs, and cost breakdown, across all object class categories as outlined below and as prescribed in HRSA’s SF-424 Application Guide. Object Class Category Requirement Personnel Explain personnel costs by listing each staff member who will be supported from funds, name (if possible), position title, percentage of full-time equivalency, and annual salary. 3 Reasonable, allowable, and allocable definitions can be found in 45 CFR Part 75 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 11 For all employees who are less than one FTE on the award, provide the complete salary distribution from all funding sources. Fringe Benefits List the components that comprise the fringe benefit rate, for example health insurance, taxes, unemployment insurance, life insurance, and retirement plans. The fringe benefits should be directly proportional to that portion of personnel costs that are allocated for the project. Travel List travel costs according to local and long- distance travel. For local travel, outline the mileage rate, number of miles, reason for travel and staff member/clients completing the travel. The budget should also reflect the travel expenses (e.g., airfare, lodging, parking, per diem, etc.) for each person and trip associated with participating in meetings and other proposed trainings or workshops. Name the traveler(s) if possible, describe the purpose of the travel, provide number of trips involved, the destinations, and the number of individuals for whom funds are requested. Equipment List equipment costs and provide justification for the need of the equipment to carry out the program’s goals. Supplies List the items that the project will use to implement the proposed project. Items must be listed separately. Contractual Provide a clear explanation as to the purpose of each contract, how the costs were estimated, and the specific contract deliverables. You should not provide line item details on proposed contracts, rather you should provide the basis for your cost estimate for the contract. For consultant services, list the total costs for all consultant services. In the budget narrative, identify each consultant, the services he/she will perform, total number of days, travel costs, and total estimated costs. Other Include all costs that do not fit into any other category and provide an explanation of each FY 2024 RWHAP Part A Non-Competing Continuation Instructions 12 cost in this category (e.g., EHR provider licenses, audit, legal counsel). In some cases, rent, utilities, and insurance fall under this category if they are not included in an approved indirect cost rate. Indirect Costs Indirect costs are those costs incurred for common or joint objectives which cannot be readily and specifically identified with a particular project or program but are necessary to the operations of the organization, e.g., the cost of operating and maintaining facilities, depreciation, and administrative salaries. Specify the type of indirect rate (provisional, predetermined, final, or fixed) that will be in effect during the funding period, indirect rate, estimated amount of the base to which the rate is applied, and the total indirect expense. See the most recent Notice of Funding Opportunity (HRSA-22-018) for specific details to use when completing the RWHAP Part A grant budget narrative/justification tables. See TargetHIV for a suggested template to utilize and additional object class category requirements information on the “Instructions” tab in the template. NOTE: Upload the budget in Microsoft Excel file. Do NOT submit a PDF. Section 5 – Core Medical Services Waiver (Attachment 6) RWHAP Part A funds are subject to Section 2604(c) of the PHS Act, which requires that not less than 75 percent of the funds remaining, after reserving funds for administration and CQM, be used to provide core medical services. Recipients may request a waiver of the core medical services expenditure requirement by submitting the one-page “HRSA RWHAP Core Medical Services Waiver Request Attestation Form” with the NCC Progress Report. The submission attests that the underlying statutory and policy requirements for requesting a core medical services waiver have been met. Submission should be in accordance with the new PN 21-01 Waiver of the Ryan White HIV/AIDS Program Core Medical Services Expenditure Requirement. If you are planning to request a HRSA RWHAP Core Medical Services Waiver for FY 2024, the Attestation Form must be included as Attachment 6. Please note that HRSA RWHAP Core Medical Services Waiver Request Attestation Forms will only be accepted with the NCC Progress Report submission. If a core medical services waiver is not requested, submit documentation stating “Not Applicable.” FY 2024 RWHAP Part A Non-Competing Continuation Instructions 13 Section 6 – Indirect Cost Rate Agreement (Attachment 7) If there are indirect costs included in the FY 2024 budget for the first time in the three-year period of performance, or if the indirect cost rate agreement for existing indirect costs has expired or will expire prior to the start of the FY 2024 budget period, submit a current indirect cost rate agreement or related-documentation (e.g., negotiated indirect cost rate agreement, indirect cost rate proposal, cost allocation plan, or a request to use the de minimis rate) as Attachment 7. If there are no changes since the submission of the competitive application, submit documentation stating, “No Change.” If no indirect costs are included in the budget, submit documentation stating, “Not Applicable.” Note: As a reminder, all indirect costs charged by the subrecipient are considered an administrative cost subject to the 10 percent aggregate limit. Section 7 – Agreements and Compliance Assurances (Attachment 8) The RWHAP Part A specific agreements and assurances, found in Appendix A of this NCC Progress Report guidance, require the signature of the Chief Elected Official (CEO) or the CEO’s designee. If the CEO’s designee is signing agreements and assurances, parenthetically note “(CEO’s Designee)” after the signature. Assurances are required to be submitted with the competitive application and the NCC Progress Reports. Include the assurances as Attachment 8. IV. Other Information Award Administration Information 1. Award Notices HRSA will issue a NoA prior to the start date of March 1, 2024. See Section 5.4 of HRSA’s SF- 424 Application Guide for additional information. 2. Administrative and National Policy Requirements See Section 2.1 of HRSA’s SF-424 Application Guide. Upon receipt and acceptance of a NoA, you agree that the award and any activities thereunder are subject to all provisions of 45 CFR part 75, currently in effect or implemented during the period of the award, as well as other Department regulations and policies in effect at the time of the award, and applicable statutory provisions. Accessibility Provisions and Non-Discrimination Requirements Federally funded recipients must comply with applicable federal civil rights laws. HRSA supports its recipients in preventing discrimination, reducing barriers to care, and promoting health equity. For more information on recipient civil rights obligations, visit the HRSA Office of Civil Rights, Diversity, and Inclusion website. Requirements of Subawards FY 2024 RWHAP Part A Non-Competing Continuation Instructions 14 The terms and conditions in the NoA apply directly to the recipient of HRSA funds. The recipient is accountable for the performance of the project, program, or activity; the appropriate expenditure of funds under the award by all parties; and all other obligations as cited in the NoA. In general, the requirements that apply to the recipient, including public policy requirements, also apply to subrecipients, and it is the recipient’s responsibility to monitor the compliance of all funded subrecipients. See 45 CFR § 75.101 Applicability for more details. 3. Reporting Award recipients must comply with Section 6 of HRSA’s SF-424 Application Guide, the NoA, and the following reporting and review activities: 1) Program Submission: The recipient must submit the Program Submission to HRSA 60 days after the final award is issued. 2) Program Terms Report: The recipient must submit the Program Terms Report to HRSA 60 days after the final award is issued or by the submission deadline indicated in HRSA EHBs, whichever is later. 3) Estimated Unobligated Balance (UOB) Report and Estimated Carryover Request: The recipient must submit an estimate of projected UOB and an estimate of projected carryover funding to HRSA no later than December 31, 2024. 4) RWHAP Part A & MAI Final Expenditure Report. The recipient must submit a RWHAP Part A & MAI Final Expenditure Report no later than 90 days after the end of the FY 2024 budget period. 5) RWHAP Part A Annual Progress Report. The recipient must submit a RWHAP Part A Annual Progress Report no later than 90 days after the end of the FY 2024 budget period. 6) Federal Financial Report. The recipient must submit a Federal Financial Report (FFR) no later than 90 days after the end of the FY 2024 budget period. 7) Final UOB Report and Final Carryover Request. If applicable, the recipient must submit a Carryover Request no later than 30 days after the FFR submission deadline. 8) Ryan White HIV/AIDS Program Services Report (RSR). Acceptance of this award indicates that you will comply with data requirements of the RSR and that you will mandate compliance by each of your subrecipients. The RSR captures information necessary to demonstrate program performance and accountability. All RWHAP core medical and support service providers are required to submit client-level data as instructed in the RSR manual. Please refer to the Ryan White HIV/AIDS Services Report (RSR) for additional information. 9) Integrity and Performance Reporting. The Office of Management and Budget (OMB) and the General Services Administration (GSA) developed and maintains the Federal FY 2024 RWHAP Part A Non-Competing Continuation Instructions 15 Awardee Performance and Integrity Information System (FAPIIS). The NoA will contain a provision for integrity and performance reporting in FAPIIS, as required in 45 CFR part 75 Appendix XII. For more information, refer to HRSA Policies, Regulations, & Guidance. Please note that the OMB revisions to Guidance for Grants and Agreements termination provisions located at 2 CFR § 200.340 - Termination apply to all federal awards effective August 13, 2020. Allowable Uses of Funds For the most up-to-date listing of allowable uses of funds, refer to HRSA HAB PCN 16-02. For a full list of relevant HAB PCNs, see the Policy Notices and Program Letters on the HRSA HAB website. Monitoring Requirements You must comply with all legislative, regulatory, and program requirements and monitor subrecipients to ensure they are also in compliance. HRSA HAB has developed and distributed the RWHAP Part A National Monitoring Standards (NMS) as guidance outlining the responsibilities of HRSA HAB, the recipient, and subrecipient staff. Technical Assistance An NCC Progress Report webinar will be held on Thursday, August 3, 2023 from 2:00 PM to 4:00 PM Eastern Time. Please register for the webinar using the following link: https://hrsa- gov.zoomgov.com/webinar/register/WN_5lt05u4_SviIOSmsSVftlw After registering, you will receive a confirmation email containing information about joining the meeting. V. Agency Contacts You may request additional information regarding overall program issues and/or TA related to this NCC Progress Report by contacting your Project Officer. You may request additional information or technical assistance regarding business, administrative, or fiscal issues related to this NCC Progress Report by contacting: Olusola Dada Grants Management Specialist Division of Grants Management Operations, OFAM Health Resources and Services Administration 5600 Fishers Lane, Mailstop 10SWH03 Rockville, MD 20857 Telephone: (301) 443-0195 Email: ODada@hrsa.gov FY 2024 RWHAP Part A Non-Competing Continuation Instructions 16 For assistance with submitting information in HRSA EHBs, contact the HRSA Contact Center, Monday–Friday, 8 a.m. to 8 p.m. ET, excluding federal holidays at: HRSA Contact Center Telephone: (877) 464-4772 TTY: (877) 897-9910 Web: http://www.hrsa.gov/about/contact/ehbhelp.aspx FY 2024 RWHAP Part A Non-Competing Continuation Instructions 17 Appendix A FY 2024 AGREEMENTS AND COMPLIANCE ASSURANCES Ryan White HIV/AIDS Program Part A HIV Emergency Relief Grant Program I, the Chief Elected Official of the Eligible Metropolitan Area or Transitional Grant Area , (hereinafter referred to as the EMA/TGA) assure that: Pursuant to Section 2602(a)(2)4, 5 The EMA/TGA will establish a mechanism to allocate funds and a Planning Council that comports with section 2602(b). Pursuant to Section 2602(a)(2)(B) The EMA/TGA has entered into intergovernmental agreements with the Chief Elected Officials of the political subdivisions in the EMA/TGA that provide HIV-related health services and for which the number of AIDS cases in the last 5 years constitutes not less than 10 percent of the cases reported for the EMA/TGA. Pursuant to Section 2602(b)(4) The EMA/TGA Planning Council will determine the size and demographics of the population of people with HIV, as well as the size and demographics of the estimated population of people with HIV who are unaware of their HIV status; determine the needs of such population, and develop a comprehensive plan for the organization and delivery of health and support services. The plan must include a strategy with discrete goals, a timetable, and appropriate funding, for identifying people with HIV who do not know their HIV status, making such individuals aware of their HIV status, and enabling such individuals to use the health and support services. The strategy should particularly address disparities in access and services among affected subpopulations and historically underserved communities. Pursuant to Section 2603(c) The EMA/TGA will comply with statutory requirements regarding the timeframe for obligation and expenditure of funds, and will comply with any cancellation of unobligated funds. 4 All statutory references are to the Public Health Service Act, unless otherwise specified. 5 TGAs are exempted from the requirement related to Planning Councils, but must provide a process for obtaining community input as described in section 2609(d)(1)(A) of the PHS Act. TGAs that have currently operating Planning Councils are strongly encouraged to maintain that structure. FY 2024 RWHAP Part A Non-Competing Continuation Instructions 18 Pursuant to Section 2603(d) The EMA/TGA will make expenditures in compliance with priorities established by the Planning Council/Planning Body. Pursuant to Section 2604(a) The EMA/TGA will expend funds according to priorities established by the Planning Council/Planning Body, and for core medical services, support services, and administrative expenses only. Pursuant to Section 2604(c) The EMA/TGA will expend not less than 75 percent of service dollars for core medical services, unless waived by the Secretary. Pursuant to Section 2604(f) The EMA/TGA will, for each of such populations in the eligible area expend, from the grants made for the area under Section 2601(a) for a FY, not less than the percentage constituted by the ratio of the population involved (infants, children, youth, or women in such area) with HIV/AIDS to the general population in such area of people with HIV, unless a waiver from this provision is obtained. Pursuant to Section 2604(g) The EMA/TGA has complied with requirements regarding the Medicaid status of providers, unless waived by the Secretary. Pursuant to Section 2604(h)(2), Section 2604(h)(3), Section 2604(h)(4) The EMA/TGA will expend no more than 10 percent of the grant on administrative costs (including Planning Council or planning body expenses), and in accordance with the legislative definition of administrative activities, and the allocation of funds to subrecipients will not exceed an aggregate amount of 10 percent of such funds for administrative purposes. Pursuant to Section 2604(h)(5) The EMA/TGA will establish a CQM Program that meets HRSA requirements, and that funding for this program shall not exceed the lesser of five percent of program funds or $3 million. Pursuant to Section 2604(i) The EMA/TGA will not use grant funds for construction or to make cash payments to recipients. Pursuant to Section 2605(a) With regard to the use of funds, FY 2024 RWHAP Part A Non-Competing Continuation Instructions 19 a. funds received under Part A of Title XXVI of the Act will be used to supplement, not supplant, state funds made available in the year for which the grant is awarded to provide HIV related services to individuals with HIV disease; b. during the period of performance, political subdivisions within the EMA/TGA will maintain at least their prior FY’s level of expenditures for HIV related services for individuals with HIV disease; c. political subdivisions within the EMA/TGA will not use funds received under Part A in maintaining the level of expenditures for HIV related services as required in the above paragraph; and d. documentation of this MOE will be retained. Pursuant to Section 2605(a)(3) The EMA/TGA will maintain appropriate referral relationships with entities considered key points of access to the health care system for the purpose of facilitating EIS for individuals diagnosed with HIV infection. Pursuant to Section 2605(a)(5) The EMA/TGA will participate in an established HIV community based continuum of care, if such continuum exists within the EMA/TGA. Pursuant to Section 2605(a)(6) Part A funds will not be used to pay for any item or service that can reasonably be expected to be paid under any state compensation program, insurance policy, or any Federal or state health benefits program (except for programs related to the Indian Health Service) or by an entity that provides health services on a prepaid basis. Pursuant to Section 2605(a)(7)(A) Part A funded HIV primary medical care and support services will be provided, to the maximum extent possible, without regard to a) the ability of the individual to pay for such services or b) the current or past health conditions of the individuals to be served. Pursuant to Section 2605(a)(7)(B) Part A funded HIV primary medical care and support will be provided in settings that are accessible to low-income individuals with HIV disease. Pursuant to Section 2605(a)(7)(C) A program of outreach services will be provided to low-income individuals with HIV disease to inform them of the HIV primary medical care and support services. Pursuant to Section 2605(a)(8) FY 2024 RWHAP Part A Non-Competing Continuation Instructions 20 The EMA/TGA has participated in the Statewide Coordinated Statement of Need (SCSN) process initiated by the state, and the services provided under the EMA/TGA comprehensive plan are consistent with the SCSN. Pursuant to Section 2605(a)(9) The EMA/TGA has procedures in place to ensure that services are provided by appropriate entities. Pursuant to Section 2605(a)(10) The EMA/TGA will submit audits every 2 years to the lead state agency under Part B of Title XXVI of the PHS Act. Pursuant to Section 2605(e) The EMA/TGA will comply with the statutory requirements regarding imposition of charges for services. Pursuant to Section 2681(d) Services funded will be integrated with other such services, programs will be coordinated with other available programs (including Medicaid), and that the continuity of care and prevention services of individuals with HIV is enhanced. Pursuant to Section 2684 No funds shall be used to fund AIDS programs, or to develop materials, designed to directly promote or encourage intravenous drug use or sexual activity, whether homosexual or heterosexual. Signature Date FY 2023 RWHAP Part A Non-Competing Continuation Instructions 21 Appendix B Geographic Service Areas NCC Progress Report submissions must propose to serve the entire service area, as defined here in Appendix B. The “Total Funding Ceiling” column identifies the total funding available for the delivery of comprehensive HIV primary health care and support services for people with lower incomes and/or uninsured for each service area. The Total Funding Ceiling includes the Part A Funding Ceiling and MAI Funding Ceiling; do not combine these amounts when developing your budget. EMA City State Service area FY 2024 Part A Funding Ceiling (Formula + Supplemental) FY 2024 MAI Funding Ceiling FY 2024 Total Funding Ceiling Atlanta EMA Atlanta GA Barrow County, Bartow County, Carroll County, Cherokee County, Clayton County, Cobb County, Coweta County, DeKalb County, Douglas County, Fayette County, Forsyth County, Fulton County, Gwinnett County, Henry County, Newton County, Paulding County, Pickens County, Rockdale County, Spalding County, and Walton County $29,996,239 $2,897,383 $32,893,622 Baltimore EMA Baltimore MD Anne Arundel County, Baltimore City, Baltimore County, Carroll County, Harford County, Howard County, and Queen Anne's County $15,656,806 $1,510,869 $17,167,675 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 22 EMA City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Boston EMA* Boston MA MA: Bristol County, Essex County, Middlesex County, Norfolk County, Plymouth County, Suffolk County, and Worcester County NH: Hillsborough County, Rockingham County, and Strafford County $14,925,423 $1,064,614 $15,990,037 Chicago EMA Chicago IL Cook County, DeKalb County, DuPage County, Grundy County, Kane County, Kendall County, Lake County, McHenry County, and Will County $26,786,332 $2,448,791 $29,235,123 Dallas EMA Dallas TX Collin County, Dallas County, Denton County, Ellis County, Henderson County, Hunt County, Kaufman County, and Rockwall County $19,910,299 $1,682,391 $21,592,690 Detroit EMA Detroit MI Lapeer County, Macomb County, Monroe County, Oakland County, St. Clair County, and Wayne County $9,777,916 $864,244 $10,642,160 Fort Lauderdale EMA Fort Lauderdale FL Broward County $15,781,581 $1,327,358 $17,108,939 Houston EMA Houston TX Chambers County, Fort Bend County, Harris County, Liberty County, Montgomery County, and Waller County $25,559,258 $2,501,221 $28,060,479 Los Angeles EMA Los Angeles CA Los Angeles County $45,134,126 $3,859,474 $48,993,600 Miami EMA Miami FL Miami-Dade County $26,184,130 $2,752,660 $28,936,790 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 23 EMA City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Nassau- Suffolk EMA Mineola NY Nassau County and Suffolk County $5,532,754 $445,474 $5,978,228 New Haven EMA New Haven CT Fairfield County and New Haven County $5,382,766 $440,503 $5,823,269 New Orleans EMA New Orleans LA Jefferson Parish, Orleans Parish, Plaquemines Parish, St. Bernard Parish, St. Charles Parish, St. James Parish, St. John the Baptist Parish, and St. Tammany Parish $8,010,410 $655,395 $8,665,805 New York EMA New York NY Bronx County, Kings County, New York County, Putnam County, Queens County, Richmond County, Rockland County, and Westchester County $89,632,882 $8,407,284 $98,040,166 Newark EMA Newark NJ Essex County, Morris County, Sussex County, Union County, and Warren County $12,065,040 $1,211,189 $13,276,229 Orlando EMA Orlando FL Lake County, Orange County, Osceola County, and Seminole County $11,082,368 $918,722 $12,001,090 Philadelphia EMA* Philadelphia PA PA: Bucks County, Chester County, Delaware County, Montgomery County, and Philadelphia County NJ: Burlington County, Camden County, Gloucester County, and Salem County $22,349,678 $1,980,804 $24,330,482 Phoenix EMA Phoenix AZ Maricopa County and Pinal County $10,594,438 $690,869 $11,285,307 San Diego EMA San Diego CA San Diego County $11,864,683 $811,812 $12,676,495 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 24 EMA City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling San Francisco EMA San Francisco CA Marin County, San Francisco County, and San Mateo County $15,157,271 $788,424 $15,945,695 San Juan EMA San Juan PR Aguas Buenas Municipality, Barceloneta Municipality, Bayamón Municipality, Canóvanas Municipality, Carolina Municipality, Cataño Municipality, Ceiba Municipality, Comerío Municipality, Corozal Municipality, Dorado Municipality, Fajardo Municipality, Florida Municipality, Guaynabo Municipality, Humacao Municipality, Juncos Municipality, Las Piedras Municipality, Loíza Municipality, Luquillo Municipality, Manatí Municipality, Morovis Municipality, Naguabo Municipality, Naranjito Municipality, Río Grande Municipality, San Juan Municipality, Toa Alta Municipality, Toa Baja Municipality, Trujillo Alto Municipality, Vega Alta Municipality, Vega Baja, and Yabucoa Municipality $10,286,414 $1,147,064 $11,433,478 Tampa-St. Petersburg EMA Tampa FL Hernando County, Hillsborough County, Pasco County, and Pinellas County $10,578,061 $739,987 $11,318,048 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 25 EMA City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Washington, DC EMA* Washington DC District of Columbia MD: Calvert County, Charles County, Frederick County, Montgomery County, and Prince George's County VA: Alexandria City, Arlington County, Clarke County, Culpeper County, Fairfax City, Fairfax County, Falls Church City, Fauquier County, Fredericksburg City, King George County, Loudoun County, Manassas City, Manassas Park City, Prince William County, Spotsylvania County, Stafford County, and Warren County WV: Berkeley County and Jefferson County $31,329,623 $2,955,174 $34,284,797 West Palm Beach EMA West Palm Beach FL Palm Beach County $7,296,115 $643,017 $7,939,132 *Service area crosses state lines FY 2024 RWHAP Part A Non-Competing Continuation Instructions 26 Current TGA Recipient City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Austin TGA Austin TX Bastrop County, Caldwell County, Hays County, Travis County, and Williamson County $5,407,055 $408,051 $5,815,106 Baton Rouge TGA Baton Rouge LA Ascension Parish, East Baton Rouge Parish, East Feliciana Parish, Iberville Parish, Livingston Parish, Pointe Coupee Parish, St. Helena Parish, West Baton Rouge Parish, and West Feliciana Parish $4,447,970 $457,948 $4,905,918 Bergen-Passaic TGA Paterson NJ Bergen County and Passaic County $3,858,507 $348,017 $4,206,524 Charlotte- Gastonia TGA* Charlotte NC NC: Anson County, Cabarrus County, Gaston County, Mecklenburg County, and Union County SC: York County $6,421,301 $628,691 $7,049,992 Cleveland- Lorain-Elyria TGA Cleveland OH Ashtabula County, Cuyahoga County, Geauga County, Lake County, Lorain County, and Medina County $4,763,799 $399,279 $5,163,078 Columbus TGA Columbus OH Delaware County, Fairfield County, Franklin County, Licking County, Madison County, Morrow County, Pickaway County, and Union County $4,884,016 $320,145 $5,204,161 Denver TGA Denver CO Adams County, Arapahoe County, Denver County, Douglas County, and Jefferson County $7,773,500 $414,579 $8,188,079 Fort Worth TGA Fort Worth TX Hood County, Johnson County, Parker County, and Tarrant County $5,235,767 $444,791 $5,680,558 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 27 Current TGA Recipient City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Hartford TGA Hartford CT Hartford County, Middlesex County, and Tolland County $2,951,726 $248,806 $3,200,532 Indianapolis TGA Indianapolis IN Boone County, Brown County, Hamilton County, Hancock County, Hendricks County, Johnson County, Marion County, Morgan County, Putnam County, and Shelby County $4,740,966 $342,852 $5,083,818 Jacksonville TGA Jacksonville FL Clay County, Duval County, Nassau County, and St. Johns County $5,973,544 $535,328 $6,508,872 Jersey City TGA Jersey City NJ Hudson County $4,711,028 $459,215 $5,170,243 Kansas City TGA* Kansas City MO MO: Cass County, Clay County, Clinton County, Jackson County, Lafayette County, Platte County, and Ray County KS: Johnson County, Leavenworth County, Miami County, and Wyandotte County $4,467,681 $296,950 $4,764,631 Las Vegas TGA* Las Vegas NV NV: Clark County and Nye County AZ: Mohave County $7,054,181 $532,795 $7,586,976 Memphis TGA* Memphis TN TN: Fayette County, Shelby County, and Tipton County AR: Crittenden County MS: DeSoto County, Marshall County, Tate County, and Tunica County $6,619,815 $719,326 $7,339,141 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 28 Current TGA Recipient City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Middlesex- Hunterdon- Somerset TGA New Brunswick NJ Hunterdon County, Middlesex County, and Somerset County $2,757,391 $248,124 $3,005,515 Minneapolis– St. Paul TGA* Minneapolis MN MN: Anoka County, Carver County, Chisago County, Dakota County, Hennepin County, Isanti County, Ramsey County, Scott County, Sherburne County, Washington County, and Wright County WI: Pierce County and St. Croix County $6,093,927 $408,732 $6,502,659 Nashville TGA Nashville TN Cannon County, Cheatham County, Davidson County, Dickson County, Hickman County, Macon County, Robertson County, Rutherford County, Smith County, Sumner County, Trousdale County, Williamson County, and Wilson County $4,571,852 $327,649 $4,899,501 Norfolk TGA* Norfolk VA VA: Chesapeake City, Gloucester County, Hampton City, Isle of Wight County, James City County, Mathews County, Newport News City, Norfolk City, Poquoson City, Portsmouth City, Suffolk City, Virginia Beach City, Williamsburg City, and York County NC: Currituck County $5,767,184 $553,845 $6,321,029 Oakland TGA Oakland CA Alameda County and Contra Costa County $7,161,541 $607,641 $7,769,182 FY 2024 RWHAP Part A Non-Competing Continuation Instructions 29 Current TGA Recipient City State Service area Part A Funding Ceiling (Formula + Supplemental) MAI Funding Ceiling Total Funding Ceiling Orange County TGA Santa Ana CA Orange County $6,643,991 $500,537 $7,144,528 Portland TGA* Portland OR OR: Clackamas County, Columbia County, Multnomah County, Washington County, and Yamhill County WA: Clark County $4,189,045 $159,633 $4,348,678 Riverside-San Bernardino TGA San Bernardino CA Riverside County and San Bernardino County $8,684,286 $656,856 $9,341,142 Sacramento TGA Sacramento CA El Dorado County, Placer County, and Sacramento County $3,644,744 $233,018 $3,877,762 Saint Louis TGA* St. Louis MO MO: Franklin County, Jefferson County, Lincoln County, St. Charles County, St. Louis City, St. Louis County, and Warren County IL: Clinton County, Jersey County, Madison County, Monroe County, and St. Clair County $6,296,590 $501,218 $6,797,808 San Antonio TGA San Antonio TX Bexar County, Comal County, Guadalupe County, and Wilson County $5,958,526 $593,120 $6,551,646 San Jose TGA San Jose CA Santa Clara County $3,302,831 $270,442 $3,573,273 Seattle TGA Seattle WA Island County, King County, and Snohomish County $7,329,186 $401,618 $7,730,804 *Service area crosses state lines