1. Reduce the number of new cancer cases as well as illness, disability, and death caused by cancer.

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1 This Continuation Planning Guidance is issued for the Cancer, Cardiovascular Disease and Pulmonary Disease (CCPD) Grants Program by the Colorado Department of Public Health and Environment (CDPHE). The CCPD Review Committee is recommending continuation funding up to funding amounts approved by the CCPD Review Committee and Colorado State Board of Health for FY17 for all grantees. Additionally, the CCPD Review Committee has authorized additional support to expand the scope of work of currently funded grantees providing funds become available. Existing CCPD grantees may propose an expansion of their current work and request an increase not to exceed 15% of their FY17 and/or FY18 approved funding amounts. Expansion funding may not be requested or used for work on strategies not previously approved by the CCPD Review Committee and Colorado State Board of Health. The CCPD Grants Program will be awarding continuation grants for the period of July 1, 2016 through June 30, 2017, which represents Year 2 of the 3-year funding cycle: FY16-FY18. Approval of expansion proposals is contingent upon availability of funds and a review of the work proposed. The overall purpose of the CCPD Grants Program is to reduce chronic disease in Colorado by building a cohesive, comprehensive approach that focuses on prevention, early detection, and treatment for cancer, cardiovascular disease, and pulmonary disease. The overarching goals of the CCPD Grants Program are to: 1. Reduce the number of new cancer cases as well as illness, disability, and death caused by cancer. 2. Reduce cardiovascular disease and related risk factors. 3. Reduce pulmonary disease and related risk factors. 1

2 Grantees have until February 15, 2016 to prepare and submit a Statement of Work and Budget for FY17, July 1, 2016-June 30, Through March 25 th, CDPHE staff will review submissions and contact grantees with any clarifying questions. Official funding amounts are pending Board of Health approval in April Contractual amendments will be issued subsequently, contingent upon funding availability and approval by the State Controller or their designee. CCPD Staff sends FY17 Continuation materials to Grantees: Continuation Planning Guidance Statement of Work (SOW) template Statement of Work Development Checklist FY16 Statement of Work for referral Budget instructions + Budget sample + Budget template FY16 Budget for referral CCPD Grantee Contact Information Form Expansion Letter regarding 15% increase funding available Expansion Information and Application Form CCPD Staff conducts FY17 Continuation Guidance Webinar (webinar will be recorded and posted on the CCPD web page) Grantees develop FY17 Statements of Work and Budgets with assistance from CCPD Staff FY17 Continuation Application due from Grantees Statement of Work Budget CCPD Grantee Contact Information Form Expansion Application Form, if applicable CCPD Staff reviews and negotiates SOWs and Budgets with Grantees Proposals for expanded work and budgets are presented to CCPD Review Committee for funding decisions CCPD Staff submits SOWs and Budgets to CDPHE Staff (fiscal and contract units) for review CCPD Staff negotiates and finalizes Statements of Work and Budgets with CDPHE Staff (fiscal and contract units) and Grantees Proposals for expanded work and budgets are presented to Colorado State Board of Health for funding decisions CDPHE Staff sends Contract to Grantees for signature Grantees return signed Contracts No later than January 5 th Thursday, January 7 th, 1pm - 2:30pm January 8 th through February 12 th Deadline: February 15 th By March 11 th March 11 th By March 11 th By March 25 th April 20 th By April 27 th LPHAs have one month from date received* All others have two weeks from date received July 1 st Official Contract Start Date (contingent upon fully-executed contract) *Reminder! Please request to be placed on your County Board s May meeting agenda to have the Contract signed in time for a July 1 st start date. 2

3 On or before close of business on Monday, February 15, 2016, please all required documents directly to your Program Contract Coordinator (Vicki Bondurant at or Jami Hiyakumoto at Required documents: Statement of Work for period July 1, 2016 June 30, 2017 (with any proposed expansion clearly indicated and included in the Work Plan Budget for period July 1, 2016 June 30, 2017 (with any proposed expansion clearly indicated and included in the budget) Expansion Application Form, if applicable (grantees may request up to a 15% increase) CCPD Grantee Contact Information Form Required documents due upon request: Financial assessment Proof of Insurance Secretary of State Certificate of Good Standing Utilizing the attached Statement of Work template and Statement of Work Development Checklist, propose a revised work plan for FY17 (July 1, 2016 June 30, 2017). Revise the Statement of Work in the context of your current project outlining the deliverables that will be achieved during FY17. Planned activities should be within the project scope and consistent with your current project progress. Deliverables should express the intended results or accomplishments of program or intervention activities. If proposing an expansion of work, please include the expansion work and activities into the same Statement of Work template clearly identifying expansion activities with Expansion:. Please review the guidance (see Statement of Work Development Checklist) on how to complete the Statement of Work (SOW) using the template provided. To expedite the process, you are strongly encouraged to work with CDPHE staff as you develop your FY17 statement of work and budget. For program questions, contact your Program Contract Coordinator (Vicki Bondurant at Vicki.Bondurant@state.co.us or Jami 3

4 Hiyakumoto at You will be directed to the appropriate CDPHE staff person, as needed. A Budget worksheet template is provided and is required for use in this submission. Prepare a budget, not to exceed your agency s recommended amount for FY17, consistent with the proposed Statement of Work. A detailed budget is required for the period July 1, 2016 June 30, In the column provided (column E), please confirm each item in the budget is related to the Deliverable(s) and/or Activity(ies) from your Statement of Work. For each budget category, guidance is offered regarding acceptable types of costs and what to include in the budget justification. If proposing an expansion of work, please include expenses related to the expansion activities in the proposed Budget clearly identifying expansion expenses with Expansion:. Please note that at least 10% of your proposed budget (excluding indirect costs) should support time and resources for evaluation activities, such as working with the CCPD evaluation contractor. The Personal Services section should only be used for Agency employees. Services provided by individuals who are not employees of the Agency should be listed in the Contractual section. Use one line per employee. List all personnel employed by the applicant to perform work for the proposed project(s). Include: Position title, Name of Key Personnel Only, Description of Work, Confirmation that the budget item supports the SOW, Gross or salary, fringe benefits, time and effort percentage on the project (for salaried employees), Hourly wage, hourly fringe benefits, number of hours on the project (for hourly employees), Total amount requested, and Total personal services. The Budget Description of Item column should address the role and expected contribution of budgeted personnel. The time commitment of each individual, expressed in percentage of 4

5 time on the project, should be justified as a reasonable estimate for the work to be performed. Supplies and operating expenses may include, but are not limited to: Postage, Office supplies, Paid Media, Education Materials, and Copying. The Budget Description of Item column should describe the rationale, necessity and reasonableness of the operational costs budgeted. Include a description of how the cost estimates are calculated. Please reference page 22 of the CCPD FY16-18 RFA ( Please reference page 10 of the CCPD FY16-18 RFA ( Grantee shall provide documentation of all patient care costs charged to the grant and any associated patient eligibility screening processes. If screening and/or treatment activities are to be performed by the grantee or a subcontractor, and reimbursed with CCPD funds, please clearly specify the screening and/or treatment activities and budgeted expenses for these activities in the Description section of the Budget. The Budget Description of Item column should describe the necessity and reasonableness of all estimated travel costs. Indicate the project personnel who will be traveling and describe their anticipated contributions. Describe cost estimates for airfare, mileage, ground transportation, lodging, meals and any other travel costs. This section should include all instate and out-of-state travel expenses. All requested out of state travel must be preapproved. Justification for out-of-state travel must clearly demonstrate a direct correlation to the SOW and must also clearly demonstrate a benefit to the State of Colorado. Include costs for project personnel to travel to the Denver metropolitan area for one, one-day training for the CCPD program. Applicants out of the Denver metropolitan area may include lodging costs. Grantees may also include one other in-state professional development event related to the project (if interested). 5

6 Budgeting with the current government rates published on the U.S. General Services Administration (GSA) website is strongly recommended. Lodging costs should be reasonable and follow the travel policies established by your agency/organization. Current per diem rates can be found at: Budgeting with the current government per diem rates published on the U.S. General Services Administration website is strongly recommended. Per Diem costs should be reasonable and follow the travel reimbursement policies established by your agency/organization but cannot exceed the current U.S. government rate. Current per diem rates can be found at: Mileage may be reimbursed per the agency s policy but not to exceed the current U.S government rate. The government mileage rate can be found at ($.575/mile as of January 1, 2015). Airfare may be budgeted for travel only at the coach rate. The government mileage rate for airfare can be found at ($1.29/mile as of January 1, 2015). The Contractual expenditure category should describe costs for all subcontracts planned to complete the proposed work in the SOW. The Description of Item should specify the need for the subcontractor, the selection process, the work to be performed, how costs were calculated and the expected deliverables or end products. Restrictions outlined in the RFA, including cost reimbursement terms, shall also apply to all subcontractors. No subcontractor may be pre-paid for services. Definition: Indirect costs are those that have been incurred for common or joint objectives and cannot be readily identified with a particular final cost objective or grant account. 6

7 Typical indirect costs include depreciation or use allowances on buildings and equipment, the costs of operating and maintaining facilities, and general administration and general expenses, such as the salaries and expenses of executive officers, personnel administration, and accounting. Indirect costs are also called Facilities and Administration costs (F&A) at some agencies. Indirect costs are allocated in a variety of methodologies in order to compute an indirect cost rate and differ from administrative costs in most cases. A program employee, for example, can be considered administrative and not be included in an agency s indirect costs. If your agency maintains an indirect or F&A rate and you choose to include this cost on the application budget, it is expected that the amount budgeted will reflect the agency s approved rate. Be prepared to submit one of the following if you are a successfully awarded applicant: 1. Federally Negotiated Indirect Rate Agreement An entity that receives funding directly from the Federal government is eligible to recover indirect costs by using a federally negotiated indirect cost rate from their Federal cognizant agency. 2. CDPHE - Official and Approved Negotiated Rate Agreement with CDPHE An entity that receives no funding directly from the Federal government is eligible to recover indirect costs by using an indirect cost rate negotiated with the internal audit department at CDPHE. 3. Indirect Cost Allocation Plan In the absence of an official Federal or CDPHE negotiated indirect rate agreement, indirect expenses are limited to a maximum of 10 percent of direct costs. CDPHE requires all rates (federal, CDPHE or capped rates) be supported by actual agency costs. Agencies that do not have indirect costs greater than or equal to the 10 percent cap, should reflect their indirect costs at the actual rate, even when it is less than 10 percent. Contractor s method of allocating indirect costs (overhead to be allocated and the basis of allocation) must comply with generally accepted accounting principles that are consistently applied. Please review the attached Expansion Application Letter related to a potential expansion of your current CCPD project as well as the Expansion Instructions and Application Form. Final approval of additional funding is still pending, and expansion requests are contingent upon approval by the CCPD Review Committee and the Colorado Board of Health, and availability of funds. 7

8 The Financial Assessment Questionnaire is designed to assess the administrative structure of corporate entities. For nonprofit entities and corporations, a financial risk assessment is performed annually. If your agency is required to complete the assessment, you will be contacted by the CDPHE Contract Compliance Officer prior to the expiration of the current assessment. Local Public Health Agencies (LPHA), school districts and political subdivisions are exempt from this financial assessment. You will be required to provide evidence of insurance prior to contract execution. Proof of insurance is not required for governmental or political subdivision entities. Do not submit your proof of insurance with the Statement of Work and Budget submissions. You will be prompted to submit the insurance certificate with signed copies of contract at a later date. Here is a sample for your reference: 8

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