MISSISSIPPI DEPARTMENT OF EDUCATION - …



2019-2020REQUEST FOR PROPOSALS(RFP)Arkansas School-Based Health Center InitiativeGUIDELINES 20224751460500GRANT PROPOSAL DEADLINECompleted proposals must be received by the Arkansas Department of Education on or before Thursday, March 14, 2019, 4:00 p.m.Arkansas Department of EducationSchool-Based Health Center Initiative2019-2020PURPOSEThe Arkansas School-Based Health Center (SBHC) Grant is a competitive state funded grant administered through the ADE. The funds are to be used to promote health, wellness, and academic achievement in Arkansas public schools. ELIGIBLE APPLICANTSAll Arkansas public school districts are eligible to apply for funding unless the district is a current SBHC state-funding recipient. Only one SBHC per district/charter may be funded by the Arkansas Department of Education (ADE) during a five-year funding cycle. GRANT / AWARD GUIDELINESApplicants intending to create a new health center on a school campus may apply for up to $150,000. The SBHC grant recipients will be eligible to receive distribution of funds for a five-year period, decreasing amounts each year. Annual renewal is based on a review of annual progress and appropriation of funding. The renewal will be based on the ADE reimbursement guidelines.Applicants should carefully read the guidelines for the grant. Grantees will be required to adhere to the School-Based Health Center Grant Guidelines and the School-Based Health Centers Standards ( ). An example of the percent of annual distribution of funds, based on the original grant amount awarded, is provided below: DISTRIBUTION OF FUNDSSBHC GrantYear of Funding% of Grant AwardExample of Maximum Yearly Grant AmountYear 1100%$150,000Year 280%$120,000Year 3 70%$105,000Year 460%$90,000Year 550%$75,000The awarded school district must act as the fiscal agent for the grant. Each year grantees will be evaluated for continued funding based upon the established requirements, specified benchmarks and timelines as determined by the LEA/district and approved by ADE within the proposal grant year. Quarterly progress and semiannual financial reports will be required each year. NOTE: During the funding period, failure to achieve the benchmarks below; failure to have designated representatives attend all state-sponsored meetings and training sessions; and/or failure to submit all required reports may result in the termination of funding. Funding is also determined legislatively and, therefore, depends on appropriation of Tobacco Excise Tax funds for the SBHC program.GRANT REQUIREMENTSPREREQUISITEPartnerships & StaffDistrict Registered NurseA full-time Registered Nurse must be employed by the district prior to the proposal submission and throughout the life of the grant funding cycle. YEAR 1 BENCHMARKSPartnerships & StaffSchool-Based Health Center CoordinatorThe school district must designate a full-time health center coordinator that must be employed by the district throughout the life of the grant, to oversee daily operations of the SBHC. The SBHC Coordinator must be housed within the health center.Health Center Medical StaffThe school district must establish a partnership with the partnering medical provider (physician, advanced practice nurse or physician’s assistant) to provide physical health services, at least 12 hours during the school year upon opening. Licensed Mental Health Professional (LMHP) The district must designate a school-based mental health (SBMH) coordinator to coordinate services andThe school district must employ a LMHP or establish a partnership with a mental health provider to provide SBMH services.NOTE: Approved mental health provider staffing requirements are outlined in ADE School-Based Mental Health Certification Manual ().NOTE: Submit Partner Profile (Appendix D) for each partnering organization throughout the year as partnerships are created.Activities Develop SBHC policies and proceduresAssist with ARKids First enrollmentProvide SBMH servicesProvide on-site staff/community trainings directly related to the SBHC mission and servicesDevelop a local network of health service providersEstablish contracts and/or memorandums of agreement with partners/service providers related to resources, commitment, and involvement to the SBHCImplement and complete the renovation plan for the centerActively involved in outreach SustainabilitySustainability Requirements/Grantees shall:Maximize Medicaid Reimbursement to include administrative and direct service claiming.A tracking system of annual cost/revenue related to center activities and operation.Develop a plan to identify and commit to set aside funding from other sources for sustainability for the SBHC.YEAR 2 BENCHMARKSPartnerships & StaffMaintain Year 1 Staff and Service ProvidersEstablish/maintain contracts and/or memorandums of agreement with service providers related to resources, commitment, and involvement to the SBHC.Develop a partnership with the local health department to provide necessary immunizations.Activities Continue developing a collaborative network of community resources, health professionals and the establishment of partnerships.Provide on-site staff/community trainings directly related to the SBHC mission and services.ServicesProvide medical services a minimum of 12 hours per week during the school yearProvide Early Periodic Screening Diagnosis and Treatment (EPSDT) visitsProvide SBMH servicesInsure access to immunization services for all studentsOptional ServicesDental servicesOptometry servicesNutrition services Telemed services *NOTE: Providers partnering with the LEA must agree to provide services to all students located on the campus being served regardless of ability to pay.SustainabilitySustainability Requirements/Grantees shall:Maximize Medicaid reimbursement to include administrative and direct service claiming.Claim third party and Medicaid reimbursement for billable services provided by all health center staff employed by the district/charter, when applicable.Utilize tracking system of annual cost/revenue related to the center activities and operation. Implement the plan to identify and commit to set aside funding from other sources for sustainability of the SBHC.YEAR 3, 4, & 5 BENCHMARKSPartnership & Staff Maintain contracts and/or memorandums of agreement with service providers related to resources, commitment, and involvement to the SBHC.Continue the partnership with the local health department to provide necessary immunizations.ServicesContinue to provide medical services a minimum of 12 hours per week during the school yearContinue to provide Early Periodic Screening Diagnosis and Treatment (EPSDT) visitsContinue to provide SBMH servicesEnsure access to immunizations services for all students.SustainabilitySustainability Requirements/Grantees shall:Maximize Medicaid reimbursement, including administrative and direct service claiming.Claim third party and Medicaid reimbursement for billable services provided by all health center staff employed by the district/charter, when applicable For cost analysis, continue to utilize a tracking system of annual cost/revenue related to the center activities and operation.Based on the cost analysis, allocate funds to support the SBHC from ARMAC, Medicaid reimbursement, and other local resources.PRIORITY Priority points will be given to schools:Located in an Arkansas Department of Health designated “Red County” – 3 PointsServing Student population of 80% or greater Free and Reduced Lunch Rate – 2 PointsPRIOR TO WRITING APPLICATION PROCESS (Notice of Intent to Apply):Applicants must attend the SBHC Grant Writing Technical Assistance Training in person at the St. Vincent Hospital Auditorium in Little Rock on Wednesday, January 30, 2019, 10:30 a.m. to 12:00 p.m. Attendance of this event will act as a notice of intent to apply and deem the district eligible to continue the proposal process. Pre-registration is not required for this event. Alternative inclement weather date is Friday, Febraury 8th, 2019. SELECTION PROCESS:Proposals will be subject to internal and external reviews. The internal review will assess completeness, eligibility, and technical merit. The applicant must pass the technical review in order for the application to be scored. Each applicant considered for funding may be subject to a site visit as part of the review process. REPORTING & EVALUATION REQUIREMENTS Grantees must report all data as required by ADE. Those reports include, but, are not limited to:Mid-year and year-end financial reportsQuarterly SBHC report cardsStudent SBHC enrollment via APSCN/eSchoolAnnual SBHC Performance indicator progress reportPROFESSIONAL DEVELOPMENT REQUIREMENTSThe district’s core team should consist of the district or building level administrator (superintendent and/or principal), SBHC Coordinator, medical service provider, and mental health service provider. Attendance at all ADE SBHC state-sponsored meetings by members of the core team is mandatory. Attendance at the School-Based Health Alliance National Conference (or an alternate national professional development opportunity as approved by ADE) by members of the core team is mandatory. FUNDING TERMS AND CONDITIONSThe maximum grant award is $150,000 for year one funding. Proposed costs must be considered reasonable and necessary to carry out the center’s purpose and objectives. Funds may be used only to supplement, not supplant, any federal or state mandates. These funds may not supplant existing services or programs. BUDGET CATEGORY/GUIDELINESPERSONNEL (61000-62000)School-Based Health Center (SBHC) Coordinator Salary AllowanceEmployed by DistrictUp to 100% of SBHC Coordinator salary may be supported by the grant during the first year of funding. For sustainability purposes, the percent of support for this salary must be decreased each grant year.NOTE: If the SBHC Coordinator is a .5FTE SBHC Coordinator and .5FTE CSH Coordinator or .5FTE SBMH Coordinator position, 100% of that salary may be supported by the grant during the first year of funding. For sustainability purposes, the percent of support for this salary must be decreased each year. Licensed Mental Health Professional (LMHP) Salary AllowanceEmployed by DistrictUp to 100% of LMHP salary may be supported by the grant during the first year of funding. For sustainability purposes, the percent of support for this salary must be decreased each grant year.NOTE: If the grantee chooses to contract a mental health provider, the district must identify a district-employed SBHC Coordinator. Grant funds may not be used to support the salaries of outside providers. Support Staff for the School-Based Health Center Salary AllowanceEmployed by DistrictUp to 100% of support staff salary may be supported by the grant beginning the second year of funding. For sustainability purposes, the percent of support for this salary must be decreased each grant year.NOTE: Support staff has not been deemed necessary during the first year of funding, due to planning and site preparations. Grant funded support staff position is optional.PURCHASED SERVICES (63000)Training and Conference FeesTraining and conference fees are costs related only to professional development for SBHC staff (i.e., conference registration fees for health center core team).Contracted Services Payments to SBHC providers are discouraged. Contracted services are allowable, but must be considered a reasonable and qualified expense. This category includes all professional services purchased for the center, for example, contractual services to renovate the facility, SBHC professional development speakers/trainings, etc.NOTE: Any payment to SBHC partners with grant funds must be pre-approved by appropriate ADE program personnel. (Applicant must clearly detail, in the budget justification expected payments to the center partners and the planned services to be provided. All items presented on an approved budget are considered pre-approved.) PROPERTY SERVICES (64000)Operation ExpensesOperation expenses are costs related to the daily ongoing operation of the health center (i.e., utilities, phone expenses, custodial services, etc.).TRAVEL (65800)Instate TravelAny expense directly related to CSH and SBHC staff to travel within the state of Arkansas to carry out CSH and SBHC duties and requirements (i.e., mileage, lodging, meals, etc.).Out-of-State TravelAny expenses directly related to CSH and SBHC staff to travel outside the state of Arkansas to carry out CSH and SBHC duties and requirements (i.e., mileage, lodging, airfare, meals, etc.)SUPPLIES & MATERIALS (66000-67000)General SuppliesAny single item purchased for the SBHC for less than $1,000. EquipmentAny single item purchased for the SBHC.NOTE: Any single item exceeding $1,000.00 purchased with SBHC funds must be pre-approved by appropriate ADE program personnel. (All items presented on an approved budget are considered pre-approved.)Indirect CostsIndirect costs are the expenses incurred by the district in administering or providing program services. School districts must use the ADE approved Restrictive Indirect Cost Rate. Allowable/Unallowable Expenses Expenditures must follow state guidelines and must be clearly tied to the goals and objectives of the SBHC. Supporting documentation for expenditures is required. Examples of such documentation may include an APSCN (Arkansas Public School Computer Network) generated Expenditure Audit Trail Report, purchase orders, invoices with check numbers, payroll records, bank statements, etc. Some examples of non-allowable expenditures are: district level expenses, not directly or clearly related to CSH and the SBHCentertainment (amusement, diversion, social activities)motorized or battery-powered vehiclesgift cardslobbyingtravel expenses for individuals not directly related to SBHCgrant writing services seasonal holiday décorSome examples of allowable expenditures are:district SBHC Staff salariesprofessional development activities relating to CSH, SBHC, SBMHclinic equipmentclinic materials and suppliespromotional or marketing items (flags or banners)capital improvementNOTE: This is NOT an all-inclusive list of allowable and non-allowable expenses. Changes that result in a 10% or greater deviation from any budgeted line item must be pre-approved in writing by the ADE GPC. All costs must be budgeted in the grant recipients approved proposal to be eligible to be charged to the grant. Only costs included in the approved budget will be reimbursed.Program InventoryAll programs will maintain on-going inventory report forms, to be submitted to the Arkansas Department of Education annually (forms will be provided after awards are announced). The inventory form should include all non-consumable items purchased with state SBHC grant funds. These non-consumable products include items that will last the life of the program and beyond. Each item included on the program inventory must be permanently marked indicating the item was purchased by the SBHC grant unless marking would significantly impair the item. This is necessary to establish its identity and ownership by the grantee. GRANT PROPOSAL: Formatting GuidelinesComplete and label each heading section within the proposal.Follow RFP plete the Table of Contents including each component name and the appendices information.Limit the proposal narrative to ten (10) pages. (Narratives exceeding 10 pages will not pass the technical review.) The cover page (ADE Grant Application page) should not be numbered. Page 1 will begin with Component A. Single spacing is acceptable.Staple securely, no cover sheets and no binders. The “School-Based Health Center Arkansas Department of Education Discretionary Grant Application” should be the first page presented on the proposal submission. All identification information should be visible.Number all pages.Type the narrative using 12-point Arial font.Type the narrative using 1” margins.For technical assistance relative to the SBHC grant, contact, via email or phone, one of the following team members: Grant Administration/Budgets & Finance: Brittany Rogers, Brittany.Rogers@, 501-683-3588Physical Health Services: Danna Shaffer, Danna.Shaffer@, 501-683-6639Mental Health Services: Dr. Betsy Kindall, Elizabeth.Kindall@, 870-302-3094 or 501-580-6827Sustainability /Medicaid Billing: Tracy Starks, Tracy.Starks@, 501-681-6087School Nursing: Cheria Lindsey, Cheria.Lindsey@870-280-2473PROPOSAL CHECKLISTEach item listed is required for the proposal to be eligible for review. Section IA: ADE Application Cover PageTable of Contents Section II: Program DescriptionComponent A. Statement of NeedComponent B. Program SummaryComponent C. Location Component D. Partnership & StakeholdersComponent E. Staff & Organizational ExperienceSection III: Program EvaluationSection IV: Program Budget & Budget Narrative Five Year Projected Budget and ADE Year One Grant Budget and Budget Narrative Form Section V: Financial Management System Narrative Appendices:SCHOOL PROFILELEA DEMOGRAPHICSSBHC BUILDING SKETCH & AERIAL CAMPUS MAPPARTNERSHIP PROFILE(S)MENTAL HEALTH ASSESSMENT THREE (3) LETTERS OF SUPPORTSBHC STAFF PROFILESBHC ORGANIZATIONAL CHARTGRANT AWARD AGREEMENT TERMS AND CONDITIONS 7416660206315*Original signatures must appear on all required signature pages provided within the proposal.* Any false information provided will deem the applicant ineligible for grant award.GRANT PROPOSAL DEADLINECompleted proposals must be received by the ADE on or before Thursday, March 14, 2019 by 4:00 p.m. Original proposal with signatures, three copies, and an electronic copy (on flash drive in word or PDF format) must be received by the deadline. Send the proposal packet to the Office of School Health Services ATTN: Brittany Rogers, 4 Capitol Mall, Mail Slot #14, Little Rock, AR 72201. ................
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