Questions and Answers
This document provides answers to the questions submitted to the CDPH/MCAH ASH Ed Program regarding the
Request for Applications (RFA) #25-10029 by January 28, 2025 as required by the RFA Key Action Dates. Questions and corresponding answers are organized by topic/RFA section. CDPH/MCAH grouped similar inquiries and provided a single response. CDPH/MCAH removed all identifying information and made modifications to questions, if needed, for clarity. If questions were unclear and did not reference the corresponding section of the RFA, as specified in the instructions, CDPH/MCAH was unable to respond.
Application Submissions
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Part III. Application Submission Process, section E, Instructions for Preparation, subsection 2, “Application Submission Content,” item j., “Organization Chart” – Is this the organizational chart for the whole nonprofit or just for this program?
Per RFA, page 46, Part IV. Part 1. A. 5, Illustrate the organization chart showing the proposed ASH Ed program agency structure. If applicable, include the organization's chart for additional sites.
General Instructions
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Item 1.e., towards the bottom of page 42 states: “Organizations may apply to serve multiple counties by submitting one application for each county in which services are proposed. Applications will be reviewed independently by county, and each application is eligible to apply for the funding range that corresponds to the proposed county’s tier.” Is there a maximum number of applicants that can be awarded for any given county? OR - is there a maximum funding amount available per county?
Per RFA, page 16, No more than two (2) applicants will be awarded funding in each county.
Per RFA, I., 1., Table 2, page 17, please refer to Table 2: CA PREP funding tiers by county CASHNI for minimum and maximum funding per FY based on tier and county.
Staffing
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I&E Program, section A. 1, Must these Youth Advisors be hired as employees or may they be brought on as contractors?
Per RFA, H. Subcontractor Agreements, page 62, CDPH/MCAH required awardees to provide ASH Ed Program services directly to the public. The use of subcontractors, consultants, or any other non-employee for the ASH Ed Program Services is not permitted.
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Information & Education Program, section B. Service Population, subsection 1, “Youth Advisors,” p. 37 – “The service population is youth…who face the greatest inequities in health and social outcomes….” - Does the Youth Advisor have to be drawn from the service population or could it be a youth who faces lesser inequities?
The youth advisor should be from the service population that you serve.
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Information & Education Program, section E. Staffing, table for Funding Option 1, “Required Minimum Staffing,” p. 39 –May the Project Director or Educator serve as the representative in the RBA framework learning collaborative? And how much time should they dedicate to participation in this effort annually?
Per the RFA, page 39, yes, the Project Director or Educator may serve as the representative in the RBA framework as long as there is one staff member designated in that role. Please refer to Table 6: Sample I&E Staffing Pattern by Funding Option for approximate required FTEs.
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Information & Education Program, section E. Staffing, table for Funding Option 1, “Required Minimum Staffing,” p. 39 –May the Youth Advisor participate in CA PREP activities but be funded under I&E? Or would we have to have two distinct Youth Advisors?
Per RFA, page 39, the same staff can be shared for CA PREP and I&E as long as the proposed staffing pattern meets the minimum requirements for each program. Please note each position separately in Attachment 6 – budget template. The youth advisor must perform activities under the program that they are funded under only. Refer to RFA, page 64, 1.a. Personnel Costs – Applicants cannot combine I&E and CA PREP funds. Each position must be on a separate line (for each program the staff will be funded for).
Material Development, Use, and Approval Process
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Reporting and Other Administrative Requirements, subsection 3, “Material Development, Use, and Approval Process,” p. 33 – “All products and publications…must be approved by CDPH/MCAH before…distribution….” How much advance notice does the CDPH/MCAH for approvals?
Approval from CDPH/MCAH Office of Communications can be up to a ten-week process.
Curriculum
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Information & Education Program, section C, I&E Funding Guidelines, subsection 1, “EBPM/EIPM Selection,” p. 37 – “Applicants must choose (1) EBPM/EIPM… After the Notice of Intent to Award, CDPH/MCAH will work with awardees to determine the best program model….” Does this mean that the applicant could propose an EBPM/EIPM, receive an award, but have their selected EBPM/EIPM rejected?
Yes, per the RFA, Information and Education (I&E) Program, A, 2, page 36, Applicants may request the use of other programs and EBPM/EIPMs if the applicant plans to serve a population for which there is no appropriate EBPM/EIPM listed, or for which substantial adaptations would be required to meet the needs of the service population. Alternate programs and EBPM/EIPM requests may be made after awards are made and applicants may implement them if they are approved by CDPH/MCAH. This process could take up to six months. Through the approval process, applicants must provide a strong rationale and justification for the selection.
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Information & Education Program, section A, “I&E Funding Options,” subsection 2 “Parent/Caring Adult Education and Engagement,” p. 35 – If we are proposing a curriculum new to our agency, what is an acceptable ramp-up period before delivering services?
Per Appendix 4 Exhibit A – ASH Ed Scope of Work, 1.3.4. page 7, Ensure that all staff complete mandatory program and evaluation trainings within 60 days of hire including, but not limited to, CDPH/MCAH live virtual trainings, EBPM/EIPM training, SharePoint Data Submission Training, Entry & Exit Survey Data Collection Training, Facilitation Observation Training.
Indirect Costs
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Part VIII, Contract Budget and Justification, 5. “Indirect Costs,” p. 68 – The RFA reads, “Specify indirect cost up to 15 percent of the total personnel including benefits….” Our agency has a Federal indirect cost rate that is higher than 15%. The “Certification of Indirect Cost Rate Methodology” Form reads, “Non-profit agencies or CBOs that have an approved ICR from their Federal cognizant agency are allowed to charge their approved ICR or may elect to charge less than the agency’s approved ICR percentage rate.” This statement seems to allow our agency to apply a higher rate. Could you please advise? Also, may we only charge for indirect on personnel or on other direct costs as well?
Per Attachment 9, non-profit agencies or CBOs that have an approved Indirect Cost Rate (ICR) from their Federal cognizant agency are allowed to charge their approved ICR or may elect to charge less than the agency's approved ICR percentage rate. Private non-profit local agencies that do not have an approved ICR from their Federal cognizant agency are allowed a maximum ICR percentage of 15.0 percent of the Total Personnel Costs.
Local Health Jurisdictions LHJs are allowed up to the maximum ICR percentage rate that was approved by the CDPH Financial Management Branch ICR or may elect to charge less than the agency's approved ICR percentage rate. The ICR rate may not exceed 25.0 percent of Total Personnel Costs or 15.0 percent of Total Allowable Direct Costs.
CDPH/MCAH defines Total Personnel Costs as the allowable ICR rate calculated against wages and fringe benefits to cover program costs.
CDPH/MCAH defines Total Allowable Direct Costs as the allowable ICR rate calculated against personnel wages, fringe benefits, operating costs, capital expenditures and other costs to cover program costs
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Item 5.b., page 68 states: “Specify indirect cost up to 15 percent of the total personnel including benefits, if not applicable enter $0. Counties can use their approved indirect cost rate.” Visiting the hyperlink to the Indirect Cost Rates (ICR) website, I observe that the “2024/2025 Notes” column shows some counties have a note of “Submitted ICR was above cap.” What does this mean? A few counties have a note of “Special Indirect Cost Rate.” What does this mean?
The California Department of Public Health (CDPH) Facility Management Branch (FMB) can be contacted at
CDPH-ICR-Mailbox@cdph.ca.gov for questions and information about indirect cost rates (ICRs) and the ICR process.
Letters of Support
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In the description of the required letters of support, it states that one letter must be from an FPACT provider. If our organization is an FPACT provider, is it allowable that we provide this letter ourselves?
Yes, your organization may provide the requirement of submitting a letter of support from Family PACT since you are a FPACT provider.
Use of Funds
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Item B.1.a., page 58 states: “...Gift certificates/cards must only be distributed to ASH Ed Program participants on a one-time basis with a total value not to exceed $20 per participant per year.” Are there any scenarios in which it would be acceptable for gift cards to be given to Youth Advisors?
No, per the RFA, section A., 1, p. 34, CDPH/MCAH requires Youth Advisors to be compensated as required under the California minimum wage, and/or commensurate with experience, location, etc. Stipends are allowable if the hourly rate meets minimum wage requirements.
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Item C.2., page 48 states “Describe the community engagement plan during FY 2025–29.” Error identified as it should be FY2025–2028, correct?
Yes, the community engagement plan should cover FY2025–2028.
Training
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Part VIII., C., 2.,c. Training: Sub-item (ii.), page 65 states: “Required: All new ASH Ed Program staff are required to attend Orientation (1) in-person, 1 day.” Just want to confirm: Is this Orientation completely different than the “one (1) in-person EBPM/EIPM training, 2–3 days” stated above in sub-item (i)?
Yes, per RFA, page 65, Applicants must include a sufficient expense allocation for the meetings and trainings outlined below:
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Required: All new CA PREP and I&E facilitators are required to attend at least one (1) in-person EBPM/EIPM training, 2-3 days. Project Directors/Coordinators and other staff are strongly encouraged to attend at least one (1) EBPM/EIPM training as well. (If implementing more than one program model, budget accordingly.) Depending on circumstances this training may be held virtually.
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Required: All new ASH Ed Program staff are required to attend Orientation (1) in-person, 1 day.
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Optional: Trainings to build staff capacity (e.g., the California Family Health Council's Family Planning Health Worker Course, trainings to implement healthy relationships curricula, etc.).
For budget planning purposes, assume trainings and meetings will be held in Sacramento, the Bay Area or Southern California, have a registration cost of approximately $150.00 per training/meeting and does not include travel costs.
Depending on circumstances these trainings may be held virtually.
The cost for client/participant-related transportation must not be included here; instead, add all participant-related costs to Line Item 4 – Other Costs.