HomeMy WebLinkAboutReports - 2023.05.11 - 38214
AGENDA ITEM: Application to the U.S. Department of Health and Human Services for the
Renovation of the Medical Examiner’s Laboratory
DEPARTMENT: Health & Human Services
MEETING: Board of Commissioners
DATE: Thursday, May 11, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2832
Motion to approve the grant application to the Department of Health and Human Services – Health
Resources and Human Services Administration for the period September 30, 2023 through
September 30, 2026, in the amount of $1,200,000.
ITEM CATEGORY SPONSORED BY
Grant Penny Luebs
INTRODUCTION AND BACKGROUND
Congress appropriated funding in the FY 2023 Consolidated Appropriations Act (P.L. 117-328) for
Community Project Funding/Congressionally Directed Spending (“CPF/CDS”) projects that support
the construction and renovation (including movable equipment) of health care and other facilities.
The Health Division is applying for this one-time grant funding in the amount of $1,200,000, with no
county match required, through the Health Resources and Services Administration (HRSA) for the
period September 30, 2023 through September 30, 2026. The grant funding will directly support the
renovation of vacant laboratory space in the Medical Examiner’s building, located at 1200 N
Telegraph Rd, Bldg. 28 E, Pontiac MI 48341.
The grant application has completed the Grant Review Process in accordance with the Grant Policy.
Acceptance of this grant does not obligate the County to any future commitment and continuation of
this program is contingent upon continued future levels of grant funding. A budget amendment is not
required at this time.
BUDGET AMENDMENT REQUIRED: No
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Leigh-Anne Stafford, Director Health & Human Services-APP
ITEM REVIEW TRACKING
Penny Luebs, Board of Commissioners Created/Initiated - 5/12/2023
AGENDA DEADLINE: 05/11/2023 6:00 PM
ATTACHMENTS
1. Grant Review Sign-Off
2. HRSA-23-117 CPF_CDS Construction Program Guidance (Final)
3. sf-424-app-guide
4. Grant Electronic Application Document
COMMITTEE TRACKING
2023-05-02 Public Health & Safety - Recommend to Board
2023-05-11 Board of Commissioners - Adopted
Motioned by: Commissioner Angela Powell
Seconded by: Commissioner Robert Hoffman
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Janet
Jackson, Gary McGillivray, William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan
Johnson, Ajay Raman (18)
No: None (0)
Abstain: None (0)
Absent: Marcia Gershenson (1)
Passed
GRANT REVIEW SIGN-OFF – Health & Human Services/Health
GRANT NAME: 2023 Community Project Funding Congressionally Directed Spending
FUNDING AGENCY: United States Department of Health and Human Services
DEPARTMENT CONTACT: Stacey Smith 248-452-2151
STATUS: Application (Greater than 50,000)
DATE: 04/14/2023
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
You may now obtain the Board Chair’s signature for submittal of the application. The grant application package (which
should include this sign-off and the grant application with related documentation) as well as the Report from Fiscal
Services to the Board Chairperson may be submitted to the Board of Commissioners for placement on the agenda(s) of the
appropriate Board of Commissioners’ committee(s).
DEPARTMENT REVIEW
Management and Budget:
Approved – Sheryl Johnson (4/11/2023)
Human Resources:
Approved by Human Resources. No position impact. - Heather Mason (4/07/2023)
Risk Management:
Approved. No County insurance requirements contained in documentation. – Robert Erlenbeck (04/12/2023)
Corporation Counsel:
Approved – Sharon Kessler (04/14/2023)
HRSA-23-117 1
U.S. Department of Health and Human Services
Office of Federal Assistance Management
Community Project Funding / Congressionally Directed Spending
(CPF/CDS): Facilities and/or Equipment (“Construction”) Projects
Project Guidance Number: HRSA-23-117
Assistance Listings (AL/CFDA) Number: 93.493
Project Guidance
Fiscal Year 2023
Application Due Date: June 1, 2023
Ensure your SAM.gov and Grants.gov registrations and passwords are current immediately!
Registration in all systems may take up to 1 month to complete.
Issuance Date: February 22, 2023
Authority: Consolidated Appropriations Act, 2023 (P.L. 117-328)
Note: This announcement is not open to the public.
508 COMPLIAN CE DISCLAIMER
Note: Persons using assistive technology may not be able to fully access information in this
file. For assistance, please email or call one of the HRSA staff listed in Section VII. Agency
Contacts.
HRSA-23-117 2
Table of Contents
I. Project Description .................................................................................................................. 3
1. Purpose ....................................................................................................................................... 3
2. Background ................................................................................................................................. 4
II. Award Information .................................................................................................................. 5
1. Type of Application and Award .................................................................................................... 5
2. Summary of Funding ................................................................................................................... 5
III. Eligibility Information ............................................................................................................. 5
1. Eligible Applicants ........................................................................................................................ 5
2. Cost Sharing/Matching ................................................................................................................. 5
IV. Application and Submission Information .............................................................................. 5
1. Application Package .................................................................................................................... 5
2. Content and Form of Application Submission .............................................................................. 6
Instructions for Submitting Project Abstract and Narrative .................................................. 6
i. Project Abstract ................................................................................................................ 6
ii. Project Narrative (suggested page range: 3 - 7 pages) ................................................. 6
iii. Budget................................................................................................................................ 8
iv. Budget Narrative (suggested page range 1 - 3 pages) ................................................... 9
v. Attachments (suggested page range: 12 - 20 pages) ................................................... 10
3. Unique Entity Identifier (UEI) and System for Award Management (SAM) ................................. 11
4. Submission Dates and Times .................................................................................................... 12
5. Intergovernmental Review ......................................................................................................... 12
6. Funding Restrictions .................................................................................................................. 12
V. Application Review Information ........................................................................................... 13
1. Review ....................................................................................................................................... 13
2. Assessment of Risk ................................................................................................................... 13
VI. Award Administration Information ....................................................................................... 13
1. Award Notices ........................................................................................................................... 13
2. Administrative and National Policy Requirements ...................................................................... 14
3. Reporting ................................................................................................................................... 14
VII. AGENCY CONTACTS....................................................................................................... 15
VIII. OTHER INFORMATION ................................................................................................... 16
Appendix A: National and Administrative Policy Requirements ............................................... 17
Appendix B: Allowable and Unallowable Costs for Construction Projects ............................... 23
HRSA-23-117 3
I. Project Description
1. Purpose
This is a non-competitive announcement for Community Project
Funding/Congressionally Directed Spending (CPF/CDS) Facilities and/or Equipment
(“Construction”) Projects that will be funded through the Health Resources and Services
Administration’s Office of Federal Assistance Management (OFAM). This document
provides guidance on how to submit an application to receive CPF/CDS funding.
General information is provided about the projects, including funding amounts,
limitations, administrative and national policy requirements, and other important
information.
Funding is limited to the named entities and for the purposes identified in the
Consolidated Appropriations Act, 2023 (P.L. 117-328).
Applications may be submitted for:
o Construction and Modernization projects with or without equipment
o “Design-Only” (i.e., planning portion of a construction project)
o Moveable Equipment only
Construction Project
Type
Description Examples
Construction and
Modernization projects
with or without equipment
-New building structure
or facility
-Modernization
alternation, repair,
remodeling and/or
renovation of a building
-Construction of a new
standalone service delivery
site
-Modernizing facility interior
Design-Only (planning
portion of construction
project)
Funds limited to
allowable
design/planning related
costs for an overall
construction project.
-Proposed site plan
Moveable Equipment Only -Loose moveable
equipment not affixed
to the physical building
structure and with a
useful life of more than
one year
-Purchase of new clinical
equipment
-Purchase of a mobile van
HRSA-23-117 4
2. Background
HRSA’s mission is to improve health outcomes and achieve health equity through
access to quality services, a skilled health workforce, and innovative, high-value
programs.
Congress appropriated funding in the FY 2023 Consolidated Appropriations Act (P.L.
117-328) for CPF/CDS projects that support the construction and renovation (including
movable equipment) of health care and other facilities.
All CPF/CDS recipients must submit an application in order for the funds to be
awarded. Your application must contain the items listed in this Project Guidance.
Additional information to assist you in completing the application documents can be
found in the Appendices A and B.
To further assist you, OFAM will be hosting a Technical Assistance Webinar. See
Section VIII for details.
Incomplete applications may result in a delayed award until all necessary components
are received.
Definitions
Community Project Funding/Congressionally Directed Spending (CPF/CDS) – language
in an authorization act or appropriations act that requires HRSA to make an award(s) to
a named recipient(s) for a particular project or activity.
Construction – the erection of a building, structure or facility, including the installation of
fixed equipment, site preparation, landscaping, associated roads, parking,
environmental mitigation and utilities, which provides space not previously available. It
includes freestanding structures, additional wings or floors, enclosed courtyards or
entryways, and any other means to provide usable space that did not previously exist
(excluding temporary facilities).).
Fixed Equipment –items that requires modification of the facility for its satisfactory
installation or removal and is included in the construction contract. Examples include:
HVAC Units, duct work, generators, fume hoods, sinks, fixed shelving, built-in sterilizers,
built-in refrigerators, and drinking fountains.
Moveable Equipment – tangible personal property or moveable equipment are non-
expendable equipment items, with a useful life of more than one year that can be readily
shifted from place to place without requiring a change in the utilities or structural
characteristics of the facility. Please review the CPF/CDS website for examples of
moveable equipment.
Modernization – the alteration, repair, remodeling and/or renovation of a building
(including the initial equipment thereof and improvements to the building's site) which,
when completed, will render the building suitable for use by the project for which the
grant is made. Construction is specifically excluded.
HRSA-23-117 5
Project costs – total allowable costs incurred under a federal award and all required cost
sharing and voluntary committed cost sharing, including third-party contributions.
Connected Construction Activities – construction enhancements needed from any other
funding source to utilize the space being impacted by the CPF/CDS funding.
II. Award Information
1. Type of Application and Award
HRSA will provide funding in the form of a grant agreement.
2. Summary of Funding
HRSA has provided each intended recipient an email containing information on the
funding level and purpose. This is one-time funding and projects have a three-year
period of performance.
HRSA will award CPF/CDS as new grant awards pursuant to a Congressional Directive
authorized and appropriated in the FY 2023 Consolidated Appropriations Act (P.L. 117-
328). Under 45 C.F.R. § 75.302, you must document use of CPF/CDS funds
separately and distinctly from other federal awards.
III. Eligibility Information
1. Eligible Applicants
Eligible entities are those organizations identified by Congress to receive specific
amounts of funding for specific construction-related projects under the Consolidated
Appropriations Act, 2023 (P.L. 117-328).
2. Cost Sharing/Matching
Cost sharing/matching is not required.
IV. Application and Submission Information
1. Application Package
You (the applicant organization/agency) should follow the instructions in HRSA’s SF-424
Application Guide, available online, except where instructed to do otherwise in this
Project Guidance. The SF-424 Application Guide is for preparing and submitting
applications through Grants.gov to HRSA using the SF-424 Workspace Application
Package.
HRSA requires you to apply electronically via Grants.gov using the SF-424 workspace
application package associated with this Project Guidance following the directions
provided at Grants.gov: HOW TO APPLY FOR GRANTS.
HRSA-23-117 6
2. Content and Form of Application Submission
Applicants notified to apply for funding under CPF/CDS: Facilities and/or Equipment
(“Construction”) Projects (HRSA-23-117), must review Section 4 of HRSA’s SF-424
Application Guide which provides general instructions for the budget, budget narrative,
etc. Additionally, you must submit the project-specific information below. A SF-424C
“Budget Information for Construction Program” form is required. This form is in the
application package in Grants.gov.
Application Page Limitation
The suggested page range for your application is 16-30 pages, which may vary,
depending on your project.
Instructions for Submitting Project Abstract and Narrative
You must submit your application consistent with the following Project Abstract and
Project Narrative format.
i. Project Abstract
Submit your project abstract using the Project Abstract Summary Form 2.0. This form is
in the application package in Grants.gov. For information required in the Project
Abstract Summary Form, see Section 4.1.ix of HRSA’s SF-424 Application Guide.
ii. Project Narrative (suggested page range: 3 - 7 pages)
The project narrative provides a comprehensive description of all aspects of the
proposed project.
• If there are multiple projects within a single award, please provide a detailed
description of the planned activities for each project.
• If CPF/CDS funding is being used for a portion of an overall construction project,
please describe 1) the full project scope of work which includes all connected
construction activities and 2) a delineation of which part of the scope of work that
the CPF/CDS funds will be used for.
• For projects that are being funded by other grants, including other HRSA funded
grants, please delineate these additional grants (based on information known about
receipt of these other grant(s) at the time of application submission.) Include name
of agency/organization each grant is being provided from as well as whether it is
State, Federal, or Other. In the case of other HRSA grant(s) please provide the
award number(s). For example, for projects previously supported with FY 2022
CPF/CDS funding, please provide the grant number CE1HSXXXXX.
Use the following section headers for the construction project narrative:
• PROJECT DESCRIPTION – Provide a detailed description for the project:
o For construction projects (with or without equipment) or design-only
projects:
HRSA-23-117 7
Physical location. Indicate if the property is leased or owned.
Describe the specific scope of activities and how it aligns with
what the CPF/CDS funding was provided for, as applicable, such
as:
• Purchases of moveable equipment items.
• Creation of a new stand-alone structure or expansion of an
existing structure to increase the total square footage.
• Improvement and/or reconfiguration of the interior arrangements
of an existing facility.
• Installation of permanently affixed equipment.
• Modifications and/or repairs to the building exterior (including
windows).
• Heating, ventilation, and air-conditioning (HVAC) modifications
(including the installation of climate control and duct work).
• Electrical upgrades and/or plumbing work.
• Identify the project activities in terms of dimensions, square
footage, total ground disturbance (if applicable to be impacted.
• Describe the proposed method of construction, such as
design/build, construction management at risk, by the
applicant’s own forces, or whether a third- party construction
manager will be used.
o For moveable equipment-only projects:
Physical location of the moveable equipment.
Describe the specific scope of activities and how it aligns with
what the CPF/CDS funding was provided for: purchases of
moveable equipment items.
• TIMELINE
Describe the activities or steps, including a start and finish date for each activity
in the timeline (2-digit MONTH/4-digit YEAR format, e.g., 05/2024), required to
complete the project. Use a timeline that includes each of the following activities
and identifies responsible staff:
o Planning
o Design
o Obtaining required permits and/or variances
o Meeting Federal environmental and historic preservation requirements
o Solicitation of bids and awarding of contracts
o Alteration/renovation or construction period
o Expected project completion date
NOTE: In accordance with the National Environmental Policy Act of 1969 (NEPA),
42 U.SC 4321 (P.L. 91-190, Sec. 2, Jan. 1, 1970, 83 Stat., 852), including Public
Disclosure, Section 102 of NEPA, and EO 11514 as well as section 106 of the
National Historic Preservation Act (NHPA), CPF/CDS recipients must adhere to
HRSA-23-117 8
National Environmental Policy Act (NEPA) as well as the National Historic
Preservation Act (NHPA) requirements and will need to submit required
documentation to HRSA for review and approval as a condition of the Notice of
Grant Award.
This condition must be satisfied by way of Notice of Award prior to using funds
and initiating any physical site preparation, demolition, alteration and renovation,
or construction related to the project.
Until the condition is satisfied by way of Notice of Award, funds may only be
used for pre-construction activities, such as the purchase of moveable
equipment, completion of architectural and engineering plans, licensing and
permitting requirements, State Historic Preservation Office/Tribal Historic
Preservation Office consultation, and preparation of the EA or related testing and
surveys.
MOVEABLE EQUIPMENT LIST (AS APPLICABLE)
If you propose to use CPF/CDS funds for moveable equipment, complete a
Moveable Equipment List The list must be consistent with your Budget Narrative.
For an explanation of moveable equipment, please reference the following definition.
Please review the CPF/CDS website for examples of moveable equipment. Any
moveable equipment purchased with CPF/CDS funds must be procured,
maintained, tracked, and disposed of in accordance with 45 CFR part 75.
Include the following fields for each item:
• Item Description – Provide a description of each item.
• Unit Price – Provide the price of each item.
• Quantity – Provide the number of each item to be purchased.
• Total Price – Calculate total price. This should match your Budget.
The selection of moveable equipment should be based on a preference for recycled
content, non-hazardous substances, non-ozone depleting substances, energy and
water efficiency, and consideration of final disposal (disposed in a manner that is
safe, protective of the environment, and compliant with all applicable regulations),
unless there are conflicting health, safety, and performance considerations. You are
strongly encouraged to employ the standards established by either the Electronic
Product Environmental Assessment Tool (EPEAT) or ENERGY STAR®, where
practicable, in the procurement of moveable equipment. Following these standards
will mitigate the negative effects on human health and the environment. Additional
information for these standards can be found at http://www.epeat.net and
http://www.energystar.gov.
iii. Budget
Complete the SF-424C for the proposed project. See the Form Instructions on
Grants.Gov version 2.0 for the SF-424C at SF-424 Family | GRANTS.GOV. See
HRSA’s SF-424 Application Guide and Appendix B for an inventory of allowable and
unallowable costs for construction projects. Please note that non-construction
related costs are not allowable under this program guidance.
HRSA-23-117 9
If CPF/CDS funding is being used for a portion of an overall project, please include 1)
the full project costs, which includes all connected construction activities, and 2) a
delineation of which project costs that the CPF/CDS funds will be used for. Please
include this information in both the Budget Narrative and SF-424C. Please refer to the
CPF/CDS website for budget samples, additional instructions on how to complete the
SF-424C and/or templates.
iv. Budget Narrative (suggested page range 1 - 3 pages)
The budget narrative must justify each expenditure, adequately describing all line items
on budget form SF-424C,including subawards, proposed for this project for the three-
year period of performance.
If there are multiple projects within a single award, a budget narrative is required for
each project.
Unallowable costs are outlined in Appendix B: Allowable and Unallowable Costs for
Construction Projects.
Under 45 C.F.R. § 75.302, you must document use of CPF/CDS funds separately and
distinctly from other federal awards.
Format the budget narrative to have all columns fit on an 8.5 x 11" page when printed.
Due to the complex issues involved with construction projects, recipients may request
reimbursement of eligible pre-award costs. Incurred costs include expenditures
(services rendered/received), as well as obligations. Costs incurred more than 90-days
prior to the enactment of the Consolidated Appropriations Act, 2023 (P.L. 117-328)
(enacted December 29, 2022), are not eligible for reimbursement.
Methods to request HRSA prior approval for pre-award costs:
• Include pre-award costs in the application budget: An organization may
delineate within the application budget narrative all pre-award costs, clearly
justifying the expenditure and providing a date for which the cost(s) were incurred,
or
• Submit pre-award costs to HRSA after receiving the award: An organization
may submit a pre-award prior approval request in the HRSA Electronic Handbooks
once the award has been made.
NOTE: To ensure compliance with NEPA/NHPA requirements, physical construction
activities cannot start before HRSA approval is granted. Pre-construction activities,
such as the purchase of moveable equipment, completion of architectural and
engineering plans, licensing and permitting requirements, State Historic Preservation
Office/Tribal Historic Preservation Office consultation, and preparation of the EA or
related testing and surveys, are typically allowed for pre-award cost requests. HRSA
approval is not guaranteed, and recipients incur pre-award costs at their own risk.
HRSA-23-117 10
Requests for pre-award costs, whether included in the application budget or by way
of prior approval in the Electronic Handbooks after the award is received, must
include the following information:
1. Cover letter explaining the nature of the request. The letter needs to be
signed by an authorized official of the recipient institution.
2. Short Budget Narrative for pre-award costs. Please ensure the budget
shows:
Date the pre-award cost(s) were incurred.
Each cost is described well enough to determine whether reasonable,
allocable, and allowable.
3. SF 424C (reflecting the pre-award costs)
v. Attachments (suggested page range: 12 - 20 pages)
Provide the following items in the order specified below to complete the content of the
application. You must upload attachments into the application.
Attachment 1: Environmental Information Document (EID Checklist) - Required for all projects
except those for purchase of moveable equipment only (in which no building / site
manipulations are being performed for said equipment.)
Provide a completed EID Checklist for the project, which includes attaching a
Flood Insurance Rate Map to the checklist. In the case that the CPF/CDS funding
is being used for a portion of an overall construction project, please include
information depicting the full project scope of work which includes all connected
construction activities.
NOTE: Fixed equipment (see definition) requires the completion of the EID
checklist.
Attachment 2: Floor Plans/Schematic Drawings/Site Plan – Required for all projects except
those for purchase of moveable equipment only (in which no building / site manipulations are
being performed for said equipment.)
• Provide a floor plan drawn to scale for the proposed project. Documents must
include rough dimensions and room labels for major project components.
Drawings should clearly identify the proposed project components, as well as
distinguishing improved space from unaffected space.
• Where the project or a related component of the work will require activities
outside of a building, provide a site plan for the proposed project showing the
general layout and location of the existing site conditions. The plan should clearly
diagram the location of the project and indicate the uses and structures proposed
for the parcel of land. As applicable, include locations and details on any
proposed work or connected activity. Where a project includes only interior
renovation of an existing facility, provide a site plan or key plan showing the
space(s) to be renovated and the functional relationship within the building.
Documents should label major project components and include rough
dimensions.
HRSA-23-117 11
• In the case that the CPF/CDS funding is being used for a portion of an overall
construction project, please include schematics depicting 1) the full project scope of
work which includes all connected construction activities and 2) a delineation of
which part of the scope of work that the CPF/CDS funds will be used for.
Attachment 3: Property Information – Required for all projects except those for purchase of
moveable equipment only (in which no building / site manipulations are being performed
for said equipment.) Please refer to the CPF/CDS website for a sample Landlord Letter of
Consent.
Provide a copy of the title, deed, or lease for the project.
Applicants proposing a project on a leased property must provide a Landlord
Letter of Consent (see the Leasehold Improvements section in VI. Award
Administration Information for additional information on the expectations
associated with lease agreements).
3. Unique Entity Identifier (UEI) and System for Award Management (SAM)
Effective April 4, 2022:
• The UEI assigned by SAM has replaced the Data Universal Numbering System
(DUNS) number.
• Register at SAM.gov and you will be assigned a UEI.
You must register with SAM and continue to maintain active SAM registration with
current information at all times. An active SAM account is required while you have an
active federal award, an application, or a plan under consideration by an agency (unless
you are an individual or federal agency that is exempted from those requirements under
2 CFR § 25.110(b) or (c), or you have an exception approved by the agency under 2
CFR § 25.110(d)). For your SAM.gov registration, you must submit a notarized letter
appointing the authorized Entity Administrator.
HRSA will not make an award until you have complied with all applicable SAM
requirements.
If you have already completed Grants.gov registration for HRSA or another federal
agency, confirm that the registration is still active and that the Authorized Organization
Representative (AOR) has been approved.
• System for Award Management (SAM) (https://sam.gov/content/home | SAM.gov
Knowledge Base)
• Grants.gov (https://www.grants.gov/)
Effective March 3, 2023, individuals assigned a SAM.gov Entity Administrator role must be
an employee, officer, or board member, and cannot be a non-employee. This change is to
ensure entities are in control of who has permission to control roles within their entity.
HRSA-23-117 12
Here’s what this means:
• Entity Administrators assigning roles to non-employees will only be able to assign a
Data Entry role or lower.
• Any entities assigning Entity Administrator roles using an Entity Administrator Role
Request Letter (formerly called “notarized letter”) will no longer be able to assign the
Entity Administrator role to a non-employee.
• Entity Administrator roles assigned to non-employees will be converted to Data Entry
roles. With a Data Entry role, non-employees can still create and manage entity
registration data entry but cannot manage roles.
If you are an entity using a non-employee or if you are a non-employee working with an
entity to manage registrations, please read (and share) more about this change on our
blog to know what to expect.
For more details, see Section 3.1 of HRSA’s SF-424 Application Guide.
4. Submission Dates and Times
Application Due Date
The due date for applications under this Program Guidance is June 1, 2023, at 4:59
p.m. ET.
If you do not meet the deadline, your funding may be delayed. Sufficient time is needed
for HRSA to process applications and award funds.
Applicants that wish to request an extension to the due date should contact the
CPF/CDS Program at CDSProgram2023@hrsa.gov.
5. Intergovernmental Review
Congressionally directed spending projects are not subject to the provisions of
Executive Order 12372, as implemented by 45 CFR part 100.
See Section 4.1 ii of HRSA’s SF-424 Application Guide for additional information.
6. Funding Restrictions
Funds under this announcement must be used for the purposes outlined by Congress.
Additional restrictions may be applicable in the Awards section.
The General Provisions in Division H of the Consolidated Appropriations Act, 2023 (P.L.
117-328) apply to this announcement.
Grant funds cannot be provided to a federal institution or foreign organization (including
domestic grants with a foreign component), unless specifically made eligible by the
governing statute.
You are required to have the necessary policies, procedures, and financial controls in
place to ensure that your organization complies with all legal requirements and
restrictions applicable to the receipt of federal funding including statutory restrictions on
specific uses of funding. It is imperative that applicants review and adhere to the list of
HRSA-23-117 13
statutory restrictions on the use of funds detailed in Section 4.1 of HRSA’s SF-424
Application Guide.
HRSA recipients and sub-recipients must follow the requirements at 2 CFR § 200.216
regarding prohibition on certain telecommunications and video surveillance services or
equipment. For details, see the HRSA Grants Policy Bulletin Number: 2021-01E.
Applicants may not request more or less than the designated amount of one-time
funding identified in the Consolidated Appropriations Act, 2023 (P.L. 117-328).
None of the funds made available in this Act may be used in violation of the applicable
Build America, Buy America provisions of the Infrastructure Investment and Jobs Act.
This grant is not intended to reimburse recipients for all costs incurred prior to award.
Recipients may request pre-award costs, whether included in the application budget or by
way of prior approval in the Electronic Handbooks after the award is received, of any costs
incurred up to 90 days prior to the enactment of the Consolidated Appropriations Act, 2023
(P.L. 117-328) (enacted December 29, 2022). Approval is not guaranteed, and recipients
incur pre-award costs at their own risk.
Grant transfers, replacement grants or serving as successors-in-interest to other non-
specified entities in the Consolidated Appropriations Act, 2023, (P.L. 117-328) are not
permitted after the award is made.
V. Application Review Information
1. Review
HRSA will review each application for completeness and eligibility, all required
documents, and compliance with the legal requirements and other requirements
outlined in this Program Guidance.
2. Assessment of Risk
HRSA is required to review and consider any information about your organization that is
in the Federal Awardee Performance and Integrity Information System (FAPIIS). You
may review and comment on any information about your organization that a federal
awarding agency previously entered.
HRSA may apply special conditions of award to applicants with management or financial
instability that directly relates to the organization’s ability to implement statutory,
regulatory, or other requirements (45 CFR § 75.205).
VI. Award Administration Information
1. Award Notices
HRSA will release the Notices of Award (NOAs) on or around the start date of
September 30, 2023. See Section 5.4 of HRSA’s SF-424 Application Guide for
additional information.
HRSA-23-117 14
2. Administrative and National Policy Requirements
Applicants notified to apply for funding under HRSA-23-117 will refer to Section 2.1 of
HRSA’s SF-424 Application Guide.
In accepting the award, 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; and
• other federal regulations and HHS policies in effect at the time of the award or
implemented during the period of award.
Requirements of Subawards
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. In
addition, the recipient is responsible for the appropriate expenditure of funds under the
award by all parties; and all other obligations of the recipient, as cited in the NOA. In
general, the requirements that apply to the recipient, including public policy
requirements, also apply to subrecipients under awards, and it is the recipient’s
responsibility to monitor the compliance of all funded subrecipients. See 45 CFR §
75.101 Applicability for more details.
Applicants notified to apply for funding under HRSA-22-134 will refer to Appendix A:
National and Administrative Policy Requirements for pertinent requirements.
3. Reporting
Applicants notified to apply for funding under HRSA-22-134 must comply with Section 6
of HRSA’s SF-424 Application Guide and the following reporting and review activities:
1. Progress Report(s). You must submit a progress report to HRSA on a semi-
annual basis. The progress report will include the following, as applicable:
a. Project completion status (percent complete)
b. Actual versus projected budget information
c. Construction Schedule
d. Project progress and/or updates
2. Final Reporting Requirements. You must submit a final report for the awarded
project within 90 days of the completion of the period of performance. The report
will include the following items as applicable:
a. Photos of the completed project, including “before” photos
b. Certificate of substantial completion
c. Certificate of occupancy
d. Letter stating that the project was completed in accordance with previously
certified contract documents and in accordance with all applicable federal
statutes and regulations.
HRSA-23-117 15
3. Federal Financial Report. The Federal Financial Report (SF-425) is required
within 90 days of the end of each year of the reporting period. The report is an
accounting of expenditures for the specified year and should reflect cumulative
reporting within the project period of the document number. All FFRs will be
submitted through the Payment Management System (PMS).
4. Submit the SF-428 Tangible Personal Property Report. Due within 90 days of
the period of performance end date. Tangible personal property means property
of any kind, except real property, that has physical existence. It includes
equipment and supplies. It does not include copyrights, patents, or securities.
5. Ad Hoc Submissions: Throughout the period of performance, HRSA may
determine that a project requires additional information for each awarded project
to be submitted beyond the standard deliverables. This information may include,
but is not limited to, the following:
a. Purchase orders
b. Contract documentation
c. Project implementation photos
6. If applicable, Integrity and Performance Reporting. The NOA will contain a
provision for integrity and performance reporting in FAPIIS, as required in 45
CFR part 75 Appendix XII.
OMB revisions to Guidance for Grants and Agreements termination provisions located
at 2 CFR § 200.340 - Termination apply to all federal awards. No additional termination
provisions apply unless otherwise noted.
VII. AGENCY CONTACTS
You may request additional information and/or technical assistance regarding business,
administrative, or fiscal issues related to this Guidance by contacting:
Hazel N. Booker
Grants Management Specialist
Division of Grants Management Operations, DGMO
Health Resources and Services Administration
5600 Fishers Lane, Mailstop 10SWH03
Rockville, MD 20857
Email: CDSProgram2023@hrsa.gov
You may request additional information regarding the overall program issues and/or
technical assistance related to this Guidance by contacting:
Crystal Bush
Office of Special Activities
Office of Federal Assistance Management (OFAM)
Health Resources and Services Administration
Email: CDSProgram2023@hrsa.gov
HRSA-23-117 16
You may need assistance when working online to submit your application forms
electronically. Always obtain a case number when calling for support. For assistance
with submitting the application in Grants.gov, contact Grants.gov 24 hours a day, 7 days
a week, excluding federal holidays at:
Grants.gov Contact Center
Phone: 1-800-518-4726 (International callers dial 606-545-5035)
Email: support@grants.gov
Self-Service Knowledge Base
VIII. OTHER INFORMATION
Technical Assistance
HRSA has scheduled the following technical assistance:
• FY 2023 CPF/CDS Pre-Award Overview Technical Assistance Webinar:
o Thursday, March 2 from 2:00-3:00pm ET
o URL and Call-In Information: https://hrsa-
gov.zoomgov.com/j/1603515540?pwd=UnBXRk10V2lzaE5XeHF3U3A0YkhOQT09
Attendees without computer access or computer audio can use the dial-in
information below
Dial-in Toll-Free #: 833-568-8864
Meeting ID: 160 351 5540
Passcode: 29058107
• CPF/CDS Budget Overview Technical Assistance Webinar:
o Thursday, March 16 from 2:00-3:00pm ET
o URL and Call-In Information: https://hrsa-
gov.zoomgov.com/j/1610132434?pwd=a2pXOEduSjZBR0pVaHRXTmNnZ2liQT09
Attendees without computer access or computer audio can use the dial-in
information below
Dial-in Toll-Free #: 833-568-8864
Meeting ID: 161 013 2434
Passcode: 85457756
• CPF/CDS Environmental and Historic Preservation Technical Assistance Webinar:
o Wednesday, March 29 from 2:00-3:00pm ET
o URL and Call-In Information: https://hrsa-
gov.zoomgov.com/j/1609206781?pwd=RDMwYXh2RG1XK1R2c0REQ21yQXVSUT09
Attendees without computer access or computer audio can use the dial-in
information below:
Dial-in Toll-Free #: 833-568-8864
Meeting ID: 160 920 6781
Passcode: 95725475
HRSA will record the webinar. Please contact CDSProgram2023@hrsa.gov for
playback information.
HRSA-23-117 17
Appendix A: National and Administrative Policy Requirements
See Section 2.1 of HRSA’s SF-424 Application Guide.
When you receive an NOA, in accepting the award, you agree that the award and any
activities there under are subject to all provisions of 45 CFR part 75, currently in effect
or implemented during the period of the award, other regulations such as 2 CFR part
200 and agency policies in effect at the time of the award or implemented during the
period of the award, and applicable statutory provisions.
Accessible Design Requirements
The Architectural Barriers Act of 1968, as amended, the Federal Property
Management Regulations 101-19.6 (41 CFR 101-19.6), and the Uniform Federal
Accessibility Standards issued by the General Services Administration (41 CFR 101-
19.6, Appendix C) set forth minimum design standards for making facilities designed,
built, altered, or leased with federal funds accessible to, and usable by, the physically
handicapped. In addition, the Americans with Disabilities Act (ADA), included
accessibility standards, called the 2010 Standards for Accessible Design (2010
Standards), which establish minimum criteria for accessibility in design and
construction. More information about the ADA and Architectural Barriers Act
Accessibility Requirements are available online at https://www.access-
board.gov/guidelines-andstandards/buildings-and-sites.
Procurement
You may acquire a variety of commercially available goods or services in connection
with an award-supported project. You can use your own procurement procedures that
reflect applicable state and local laws and regulations, as long as those procedures
conform to the applicable U.S. Department of Health and Human Services (HHS)
regulations and the HHS Grants Policy Statement.
Force Account Labor
If you choose to use your in-house personnel for in-house design work and/or in-house
renovation work in lieu of selecting a private firm, you must obtain approval from
HRSA prior to beginning the design phase. The total cost for in-house personnel plus
the fee for the architect and engineer must not exceed the prevailing architectural and
engineering fee costs (usually 5 to 15 percent of the construction bid cost).
Federal Interest
Real Property
The Federal Government retains a reversionary interest in real property constructed,
acquired, or improved with federal funds. The federal interest is based on the total
allowable project costs (federal), excluding movable equipment, as a percent of the
value of the property after completion of the project. In addition:
HRSA-23-117 18
• For Modernization (alteration/renovation) projects, federal interest exists for the
useful life attributable to the alteration/renovation funded under this award.
Alteration/renovation projects totaling an allowable project cost (federal and
nonfederal) of $500,000 or greater (excluding moveable equipment) are required
to file a Notice of Federal Interest (NFI) against the property title. The level of
federal interest may decline with physical depreciation or replacement of the
alteration/renovation made to the asset. The level of federal interest is calculated
by a certified appraisal of the property at the time of project completion.
• For all construction projects, regardless of award amount, you are required to file
an NFI.
• For moveable equipment only projects, you are not required to file an NFI.
The NFI requires prior written approval in order for the property owner to mortgage,
sell, transfer, or use the property for a purpose inconsistent with the award. A notarized
NFI must be filed against the property deed prior to construction in the appropriate
public records office of the jurisdiction in which the property is located and once filed, a
copy must be provided to the appropriate HRSA Grants Management Specialist.
Leasehold Improvements
While leasehold improvements are allowed under this funding, please note:
a) Lessors/Property Owners must provide a Landlord Letter of Consent in
Attachment 6, and agree in writing to the following:
• Permit the recipient to undertake the proposed alteration/renovation
project,
• Length of the lease must be appropriate to the scope of project, e.g.,
the length of the lease extends for a minimum of 5 years from the
period of performance end date,
• Acknowledge federal interest in the project, and file a Notice of
Federal Interest against the property title in the local jurisdiction before
the project begins (as applicable), and
• Agree to modify the lease with additional terms that indicate the
continued rights of the recipient/Federal Government in the event that
the lessor of record changes.
b) HRSA will determine if the term of the lease is long enough for the full value
of the award-supported improvements to benefit the award activity. HRSA will
consider the purpose and duration of the award, expected life of the facility,
and use of the facility for award-supported purposes.
c) Lease agreement must provide the applicant reasonable control.1
1 “Reasonable control” is defined as the ability to implement the project and realize the benefits of the project
without unnecessary demands, such as unreasonably restrictive access and limited control, at the site.
HRSA-23-117 19
d) Funds may not be used to pay lease costs.
e) Funds for a leased property cannot address needs that are part of the terms
of the lease (i.e., the responsibility of the lessor/property owner).
f) If funds address improvements that impact terms of the lease (e.g., double
paned windows), you must have written evidence of negotiated offset in the
rent.
All other improvements that comply with the requirements of this Project Guidance are
allowable.
For alteration/renovation projects proposed in leased facilities, you must provide
evidence that the lease includes the following language, whether as a provision of a
new lease or an amendment to an existing lease, agreed to by both the recipient
(occupant) and lessor (owner):
a) Recipient agrees not to sublease, assign, or otherwise transfer the leased
property, or use the property for a non-award-related purpose(s) without the
prior written approval from HRSA (at any time during the term of the lease,
whether or not award support has ended);
b) Lessor will inform HRSA of any default by the recipient under the lease;
c) HRSA shall have 60 days from the date of receipt of the lessor’s notice of
default in which to attempt to eliminate the default, and that the lessor will
delay exercising remedies until the end of the 60-day period;
d) HRSA may intervene to ensure that the default is eliminated by the recipient or
another recipient named by HRSA;
e) Lessor shall accept payment of money or performance of any other obligation
by the HRSA’s designee, for the recipient, as if such payment of money or
performance had been made by the recipient; and
f) In the event that the recipient defaults, HRSA will terminate the award, or the
recipient will vacate the leasehold before the end of the lease term. HRSA
shall have the right to designate a replacement for the recipient for the balance
of the lease term, subject to approval by the lessor, which will not be withheld
except for good reason.
In addition, the lessor/property owner must agree to file a Notice of Federal Interest
(NFI) against the property title in the local jurisdiction before the project begins (if the
proposed net project cost, less moveable equipment, is $500,000 or greater).
Environmental Review
The National Environmental Policy Act of 1969 (NEPA), 42 U.SC 4321 (P.L. 91-190,
Sec. 2, Jan. 1, 1970, 83 Stat., 852), including Public Disclosure, Section 102 of NEPA,
and EO 11514, requires federal agencies to assess the environmental impacts of major
federal actions, including construction projects supported in whole or in part through
federal contracts, grants, subsidies, loans, or other forms of funding assistance.
HRSA-23-117 20
If after reviewing the project description and the EID, HRSA determines that the funded
project may have a significant impact on the environment, HRSA will request that the
awardee initiate and prepare an Environmental Assessment (EA). Based on the review
of the draft EA, HRSA will determine if there is a Finding of No Significant Impact
(FONSI) or if additional review is required. NOTE: HRSA may also request additional
environmental documentation depending on the nature of your project.
NEPA related reviews must be completed and conditions of award must be released prior
to commencing work outside of purchasing moveable equipment, engaging architectural
and engineering services, or acquiring necessary licenses, permits, and other approvals for
the project.
As a condition of award, CPF/CDS recipients must adhere to NEPA/NHPA
requirements and will need to submit required documentation to HRSA for review
and approval. This condition must be approved and lifted from the Notice of Award
prior to drawing down funds and initiating any physical site preparation, demolition,
alteration and renovation, or construction related to the project. Until the condition
is approved and lifted from the award, funds may only be drawn down for pre-
construction activities, such as the purchase of moveable equipment, completion of
architectural and engineering plans, licensing and permitting requirements, State
Historic Preservation Office/Tribal Historic Preservation Office consultation, and
preparation of the EA or related testing and surveys.
Cultural Resource and Historic Preservation (HP) Section 106 Reviews
The project will be reviewed under the terms of section 106 of the National Historic
Preservation Act (NHPA). Under section 106, prior to the expenditure of funds, an
assessment must be made of the potential effects of undertakings on historic properties
(which include any prehistoric or historic district, site, building, structure, or object), that
are eligible for listing or are listed on the National Register of Historic Places (NRHP).
For the purpose of this funding, the following activities constitute an undertaking under
the NHPA:
1) All new construction and modernization projects (including demolition of existing
buildings);
2) Alteration/renovation/repair projects where exterior changes to the building
facade or surroundings (such as grading, fencing, or additional parking) may be
made (including roof, windows and parking lots); and
3) Where interior renovations may be made to a building that is over 50 years old,
or is historically, architecturally, or culturally significant.
Under section 106, prior commencing work outside of purchasing equipment, engaging
architectural and engineering services, or acquiring necessary licenses, permits and
other approvals for the project, an assessment must be made of the potential effects of
undertakings on historic properties, and a notification/consultation must take place with
all interested parties. Pursuant to the regulations at 36 CFR part 800, HRSA
determines the project’s effect on historic properties in consultation with the State
HRSA-23-117 21
Historic Preservation Officer (SHPO), Tribal Historic Preservation Officers (THPO),
representatives of the local government, and other affected Indian tribes and
interested parties.
For projects that require section 106 review, funds may not be drawn down until HRSA
receives documentation from the SHPO/THPO concurring whether the property:
As a condition of award, CPF/CDS recipients that require section 106 review under NHPA must
submit required SHPO/THPO documentation to HRSA concurring whether the property:
• Is not historic, or
• Is historic, with the project causing no potential adverse effects, or
• Is historic and the project may cause adverse effects and provide a resolution
to the adverse effects through a fully executed MOA finalized by all parties.
Section 106 reviews are project specific; therefore, previous consultations for a
particular site are not valid for the purposes of this project.
Section 106 and any related historic preservation reviews must be completed and
condition of award must be approved and lifted from the Notice of Award prior to
drawing down funds and initiating any physical site preparation, demolition,
alteration and renovation, or construction related to the project. Until the condition
is approved and lifted from the award, funds may only be drawn down for pre-
construction activities, such as the purchase of moveable equipment, completion of
architectural and engineering plans, licensing and permitting requirements, State
Historic Preservation Office/Tribal Historic Preservation Office consultation, and
preparation of the EA or related testing and surveys.
Moveable Equipment
You must provide, when applicable, a detailed moveable equipment list for the proposed
project that includes non-expendable items with a useful life of more than 1 year. Please
review the CPF/CDS website for examples of moveable equipment.
Following these standards below regarding moveable equipment purchases will mitigate
many of the negative effects on human health and the environment from the
proliferation, rapid obsolescence, low recycling rate, high energy consumption, and
potential to contain hazardous materials and increased liability from improper disposal
are strongly encouraged, where practicable, to Electronic Product Environmental
Assessment Tool (EPEAT) - Silver Rated products: http://www.epeat.net.
When EPEAT-registered products are not available, the following environmental
features should be given priority:
• Energy Star features, (https://www.energystar.gov/)
• Computer Power Management – Enable CPU’s to go into power save mode after
an appropriate time period (e.g., 15–60 minutes),
• Monitor Power Management – Enable monitors to go into power save mode after
an appropriate time period (e.g., 15–60 minutes),
HRSA-23-117 22
• Establishment of a 4-year or higher replacement cycle (refresh rate) for desktop
computers and laptops,
• Establishment of default setting to double-sided printing for printers and print
driver software,
• Recycled content, reduced packaging,
• Reduced toxic constituents in the product and in the manufacturing process,
• Designed for recycle/reuse including upgradeability considerations,
• Vendor provided take-back service, and
• Vendor demonstration of corporate environmental responsibility.
Davis Bacon labor standards do not apply.
HRSA-23-117 23
Appendix B: Allowable and Unallowable Costs for Construction Projects
The chart below lists the allowable and unallowable project costs according to the cost
classifications in the SF-424C. This chart also indicates the line items within in the SF-
424C where you will enter the appropriate cost.
Costs associated with moveable equipment-only project types would only have costs
associated with line item 1 (Administrative and legal expenses) and/or line item 10
(Equipment) only.
NOTE: In addition to those items indicated in the chart below, the following uses of
award funds are generally unallowable and must be discussed with PO and GMS staff:
1) Operating costs (e.g., funding direct services, clinical full-time equivalents, costs for
staff not directly related to the implementation of the proposed project within the
project scope of work), rent, mortgage payments, and refinanced credit facilities.
2) Costs related to Electronic Health Records (EHR), ongoing operations, and
maintenance.
3) Due to the complex issues involved with construction projects, recipients may
request reimbursement of eligible pre-award costs. Incurred costs include
expenditures (services rendered/received), as well as obligations. Costs incurred
more than 90-days prior to the enactment of the Consolidated Appropriations Act,
2023 (P.L. 117-328) (enacted December 29, 2022), are not eligible for
reimbursement.
Methods to request HRSA prior approval for pre-award costs:
• Include pre-award costs in the application budget: An organization may
delineate within the application budget narrative all pre-award costs, clearly
justifying the expenditure and providing a date for which the cost(s) were incurred,
or
• Submit pre-award costs to HRSA after receiving the award: An organization
may submit a pre-award prior approval request in the HRSA Electronic Handbooks,
once the award has been made.
NOTE: To ensure compliance with NEPA/NHPA requirements, physical construction
activities cannot start before HRSA approval is granted. Pre-construction activities,
such as the purchase of moveable equipment, completion of architectural and
engineering plans, licensing and permitting requirements, State Historic Preservation
Office/Tribal Historic Preservation Office consultation, and preparation of the EA or
related testing and surveys, are typically allowed for pre-award cost requests. HRSA
approval is not guaranteed, and recipients incur pre-award costs at their own risk.
Requests for pre-award costs, whether included in the application budget or by way
of prior approval in the Electronic Handbooks after the award is received, must
include the following information:
HRSA-23-117 24
4. Cover letter explaining the nature of the request. The letter needs to be
signed by an authorized official of the recipient institution.
5. Short Budget Narrative for pre-award costs. Please ensure the budget
shows:
Date the pre-award cost(s) were incurred.
Each cost is described well enough to determine whether reasonable,
allocable and allowable.
6. SF 424C (reflecting the pre-award costs)
4) Creation of shell space for future use.
5) Costs for staff not directly related to the implementation of the proposed project.
HRSA-23-117 25
The following chart lists sample allowable and unallowable project costs.2 This list is not
all-inclusive and supplements the applicable cost principles.
ALLOWABLE UNALLOWABLE
Line 1 -
Administrative
and legal
expenses
• Salary of your staff and consultant
fees that are directly related to the
administration of the technical
aspects of the proposed project.
Administrative and legal expenses
cannot exceed 10 percent of line
16c (total costs)
• Costs associated with the evaluation
of the environmental and historic
preservation effects of the proposed
project, obtaining public input,
producing the necessary studies,
analysis, and resultant reports, as
well as compliance with other
environmental and historic
preservation laws
• Costs of title insurance, physical
destruction insurance, builder’s risk
insurance, and liability insurance [as
applicable, this insurance may be
required as a condition of award]
• Bid advertising
• Salary of your staff and
consultant fees that are not
related to the administration
of the technical aspects of
the proposed project
• Bonus payments to
construction contractors
• Costs of groundbreaking and
dedication ceremonies and
items such as plaques
• Fund-raising expenses
• Damage judgment suit
• Consultant fees not related
to actual construction
• Costs related to other
sources of project financing
• General operations and
maintenance
Line 2 - Land,
structures,
right-of-way,
appraisals, etc.
• Filing fees for recording the NFI Land or the cost of
purchasing a building
(including title search,
closing costs, etc.)
2 Refer to the cost principles embedded in 45 CFR part 75 at http://www.ecfr.gov/cgi-
bin/textidx?node=pt45.1.75 for details on allowable costs.
HRSA-23-117 26
ALLOWABLE UNALLOWABLE
Line 3 -
Relocation
expenses and
payments
• Relocation payments to be made to
displaced persons, business
concerns, and nonprofit
organizations for moving expenses
and replacement housing
Relocation advisory assistance and
the net amounts for replacement
(last resort) housing. This line is
limited to approved applicants whose
project involves the displacement of
persons and businesses that must
comply with the provisions of the
Uniform Relocation Assistance and
Real
Property Acquisition Policies Act of
1970 ((42 U.S.C. 4601 et seq.) 84
Stat.1894) and 49 CFR part 24
• Costs to lease a temporary space
while the main space is being
constructed or
• altered/renovated/repaired
• The cost of permanently
relocating the building
• The cost of moving existing
furniture back into renovated
or newly constructed spaces
Line 4 -
Architectural
and
engineering
fees
• Fees associated with architectural
and engineering professional
services including, but not limited to,
preparation of bid documents and
inspections during the project
• Associated expenses for preparation
of specifications and reproduction of
design documents
• Architectural and
engineering fees for work
that is not within the scope
of the approved project
• Elaborate or extravagant
designs or projects that are
above the known local costs
for comparable buildings
• Costs of abandoned designs
(designs that will not be used
for the project)
HRSA-23-117 27
ALLOWABLE UNALLOWABLE
Line 5 - Other
architectural
and
engineering
fees
• Other architectural and engineering
services, such as surveys, tests, and
borings
• Preliminary expenses associated
with the approved award
• Sustainable design services, such as
LEED, including commissioning
• Costs associated with the
preparation of the Environmental
Assessment and SHPO consultation
• Project/Construction management
Fees
• Costs of abandoned designs
or (costs associated with a
design that will not be used
in the project)
• Costs for work not directly
related to the project
• Costs for preparing grant
applications.
Line 6 - Project
inspection fees
• Clerk-of-the-works, inspection fees,
structural certification, etc., to be
• provided by architectural engineering
firm or your staff
• Fees not directly related with
the requested project.
Line 7 - Site
work
• Site clearance, grading, land
improvement costs, including
reasonable costs for landscaping to
stabilize the site, sidewalks, drives,
and parking areas which are located
on the site and are essential for the
use and operation of the approved
project
• Sanitary sewer, storm sewer, and
portable water connections,
providing that existing municipal
utilities are located in streets, roads,
and alleys contiguous to the site
• Sidewalks, drives, and parking areas
which are located on the site and are
essential for the use and operation of
the approved project
• Fees not directly related with
the requested project
• Landscaping outside of
vegetation needed for site
stabilization and/or building
permit requirements
HRSA-23-117 28
ALLOWABLE UNALLOWABLE
• Reasonable landscaping costs for
seeding and sodding required for
soil/slope stabilization and/or
landscaping required by the building
permit
• Alterations at entrances and adjacent
sidewalks as required for ADA
compliance
• Resurfacing of existing parking areas
located onsite and deemed essential
for the use and operation of an
approved project
Line 8 -
Demolition and
removal
• Costs of demolition or removal of
structures or improvements. Reduce
the costs on this line by the amount
of expected proceeds from the sale
of salvage
• Costs not directly related
with the requested award
• Funds may not be used for
demolition and removal of
debris that will not result in a
usable structure
Hazardous materials
remediation/abatement
Line 9 -
Construction
• Costs of acquisition and installation
of fixed equipment3 necessary for
the functioning of the facility
• Costs of constructing new building(s)
to be used for the program. This
includes costs of materials and labor
within the local range of comparable
buildings
• Construction costs for modernization
remodeling, and alteration of existing
buildings, which will be used for the
program
• Costs of connecting to existing
central utility distribution systems
contiguous to the site, such as
steam and chilled water that service
a campus from centrally located
• Abandoned projects
• Relocation of utilities that are
off site and off-site
improvements
• Prorated cost of existing
central utility plant and
distribution systems, which
serve the proposed facility
• Interior and exterior
decorating fees (e.g.,
purchase of artwork,
sculpture, etc.)
• Elaborate or extravagant
materials that are above the
known local costs for
comparable buildings
HRSA-23-117 29
ALLOWABLE UNALLOWABLE
boiler and refrigeration plants.
Prorated costs for new boilers and
chillers to serve the proposed facility
are acceptable
• Special features for seismic code
requirements. Use nationally
recognized codes adopted by
authorities having jurisdiction
• Costs of eliminating architectural
barriers to the handicapped
• Bid guarantees and performance
and payment bonds
Costs of pollution-control equipment for
the facility’s boilers, incinerators,
wastewater treatment, etc., which
may be required by local, state, or
federal regulations. The facility must
meet requirements of both current
and future pollution abatement
regulations as described in currently
approved pollution plans
• Costs for remodeling and alteration
of existing buildings which will be
used for the program
• Windows, HVAC, generators, and
other building envelope items
• Installation of equipment items
• Bonus payments to
contractors
Line 10 -
Equipment
• Tangible personal property or
moveable equipment are
nonexpendable equipment items,
with a useful life of more than one
year that can be readily shifted from
place to place without requiring a
change in the utilities or structural
characteristics of the facility.
• Equipment that is pertinent to the
project
• Donated equipment
• Luxury furniture
• Fixed equipment that is
permanently attached to the
building (it should be listed
under line item 9)
• Equipment that does not
meet the moveable
equipment definition
HRSA-23-117 30
ALLOWABLE UNALLOWABLE
• The cost to train individuals to
operate the equipment, if included in
the purchase contract
• Sales tax, federal excise taxes, and
other taxes (unless the applicant is
otherwise exempt or entitled to a
state or Federal refund after
payment) and shipping costs on
equipment and other related
expenses
• Service contract costs if it is included
in the purchase contract
• Software and site licenses
Line 11 -
Miscellaneous
• Provide an itemized list for items that
does not easily fit into the cost
classifications above and cannot be
categorized as directly related to the
project. Such costs should generally be
no more than 10 percent of line 16c
(total cost)
• The cost of alternate bid work up to the
amount of the original bid submitted
• Additional expense resulting
from the rejection of an
alternate bid at the start of
construction and later
reinstating the bid at an
increased cost due to
escalation
• Costs or charges associated
with routine maintenance, or
operation of the facility
• Expendable office, medical, and
laboratory supplies
Line 12 –
SUBTOTAL
• Enter the sum of Lines 1 through 11
Line 13 -
Contingencies • The contingency of this program is
limited to 5 percent of Lines 7c, 8c, and
9c. However, the contingency must be
reduced to 2 percent of Lines 7c, 8c,
and 9c after the contract is awarded.
The contingency does not include
moveable equipment costs
• Contingency costs above the
allowable percentage.
Line 14 –
SUBTOTAL
Enter the sum of Lines 12 and 13
HRSA-23-117 31
ALLOWABLE UNALLOWABLE
Line 15 –
Project
(program)
income
• Leave Blank / Not Applicable to this
funding
Line 16 –
TOTAL
PROJECT
COSTS
Enter the amount in line 14
Line 17 Enter the portion of this award that is allocated to the project
(Note: Round to the nearest whole dollar amount.)
• 3 See Definitions for Fixed Equipment
U.S. Department of Health and Human Services
SF-424 Application Guide
A guide developed and maintained by HRSA for preparing and
submitting applications through Grants.gov to HRSA using the
SF-424 Workspace Application Package
Use with HRSA notices of funding opportunities (NOFOs) that
specify use of the SF-424 Workspace Application Package
Updated May 5, 2022
HRSA SF-424 Application Guide i
Table of Contents
1. INTRODUCTION ..................................................................................................................... 1
1.1. ABOUT HRSA ................................................................................................................................. 1
1.2. DOCUMENT PURPOSE AND SCOPE .................................................................................................... 1
1.3. DOCUMENT VERSION CONTROL ........................................................................................................ 2
1.4. SUMMARY OF SIGNIFICANT CHANGES ............................................................................................... 2
2. POLICIES, ASSURANCES, DEFINITIONS, AND OTHER INFORMATION .......................... 2
2.1. ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS ................................................................... 2
2.2. COMPLIANCE REQUIREMENTS AT A GLANCE ...................................................................................... 7
2.3. ASSURANCES AND CERTIFICATIONS .................................................................................................. 8
2.4. REFERENCES .................................................................................................................................. 9
2.5. DEFINITIONS .................................................................................................................................... 9
2.6. ACRONYMS...................................................................................................................................... 9
3. REGISTERING AND APPLYING THROUGH GRANTS.GOV USING WORKSPACE ........ 10
3.1. ELECTRONIC DELIVERY .................................................................................................................. 10
3.2. HOW TO REGISTER TO APPLY THROUGH GRANTS.GOV .................................................................... 11
3.3. HOW TO SUBMIT AN APPLICATION TO HRSA VIA GRANTS.GOV ......................................................... 13
3.4. TIMELY RECEIPT REQUIREMENTS AND PROOF OF TIMELY SUBMISSION ............................................. 14
3.5. LATE APPLICATIONS ....................................................................................................................... 15
3.6. REQUESTING A WAIVER FROM THE SUBMISSION REQUIREMENT ....................................................... 15
4. GENERAL INSTRUCTIONS FOR APPLICATION SUBMISSION ....................................... 16
4.1. INSTRUCTIONS FOR COMPLETING THE SF-424 ................................................................................ 16
4.2. NARRATIVE AND ATTACHMENT FORMATTING GUIDELINES ................................................................ 35
4.3. APPLICATION CONTENT ORDER (TABLE OF CONTENTS) ................................................................... 36
4.4. APPLICATION PAGE LIMIT ............................................................................................................... 40
4.5. SUBMISSION DATES AND TIMES ...................................................................................................... 40
4.6. CORRECTING MISTAKES ................................................................................................................. 41
4.7. TIPS FOR WRITING A STRONG APPLICATION .................................................................................... 41
4.8. WITHDRAWING AN APPLICATION ..................................................................................................... 41
5. PROCESS OVERVIEW ......................................................................................................... 42
5.1. COMPETING APPLICATIONS THROUGH GRANTS.GOV USING WORKSPACE ......................................... 42
5.2. APPLICATION PROCESSING ............................................................................................................ 42
5.3. OBJECTIVE REVIEW INFORMATION .................................................................................................. 43
5.4. AWARD NOTIFICATION .................................................................................................................... 44
6. REPORTING REQUIREMENTS ........................................................................................... 44
7. AGENCY CONTACTS .......................................................................................................... 46
7.1. WORKING WITH HRSA PROGRAM AND GRANTS MANAGEMENT STAFF .............................................. 46
7.2. GRANTS.GOV CUSTOMER SUPPORT ............................................................................................... 46
8. FAQS AND OTHER INFORMATION .................................................................................... 46
8.1. SOFTWARE FAQS .......................................................................................................................... 46
8.2. APPLICATION RECEIPT FAQS ......................................................................................................... 47
8.3. APPLICATION SUBMISSION FAQ ..................................................................................................... 49
8.4. GRANTS.GOV FAQS ...................................................................................................................... 49
8.5. APPLICATION COMPLETENESS CHECKLIST ...................................................................................... 49
8.6. PROGRAM-SPECIFIC RESOURCES AND TECHNICAL ASSISTANCE ...................................................... 49
9. TECHNICAL ASSISTANCE RESOURCES .......................................................................... 50
HRSA SF-424 Application Guide 1
1. INTRODUCTION
1.1. About HRSA
The Health Resources and Services Administration (HRSA) is a division of the U.S.
Department of Health and Human Services (HHS). HRSA programs support equitable
health care for those in need, serving people with low incomes, people with HIV/AIDS,
pregnant people, children, parents, rural communities, transplant patients, other
underserved communities, and the health workforce, systems, and facilities that care for
them.
Through HRSA’s more than 90 programs and 3,000 grantees, tens of millions of
Americans receive quality, affordable health care, and other services. This includes
affordable primary care provided by HRSA-supported health centers and health
professionals who received HRSA scholarships or loan repayment assistance; HRSA-
funded prenatal and postnatal care, newborn and other medical screenings, voluntary
home visits, and other maternal and child health services; HIV care and treatment
services; rural primary care and substance use treatment programs; discounted
prescription drugs; organ transplants; community-based COVID-19 vaccine outreach
and education; and much more. Through the Provider Relief Fund and associated
programs, HRSA reimburses health care providers for expenses or lost revenues
attributable to Coronavirus as well as COVID-19 testing, treatment, and vaccine
administration for uninsured individuals.
In Fiscal Year 2021 alone, HRSA provided nearly $54 billion in funding to support our
mission of improving health outcomes and achieving health equity.
For more information about HRSA, visit the HRSA Agency Overview page and explore
data and maps on HRSA’s health care programs.
1.2. Document Purpose and Scope
The purpose of this document is to provide detailed instructions to help you (the
applicant organization/agency) prepare and submit competing continuation, competing
supplement, limited competition, and new applications electronically to HRSA through
Grants.gov. This SF-424 Application Guide is specific to HRSA notices of funding
opportunities (NOFOs) using the Application for Federal Assistance SF-424 1 application
package. HRSA requires you to submit electronically. This Guide presents HRSA
general information related to the application preparation and submission process and
will be updated periodically. This document does not replace program-specific guidance
provided in NOFOs.
1 If you are applying for Research or Training awards that require the SF-424 Research and Related
(R&R) application package, you must refer to HRSA’s SF-424 R&R Application Guide for guidance.
HRSA SF-424 Application Guide 2
Note: To request a subsequent budget period, recipients only need to submit the
streamlined Non-Competing Continuation (NCC) Progress Report for continued funding
of the next budget period. For details and user guides, visit HRSA's Non-Competing
Continuation Process page.
1.3. Document Version Control
HRSA’s Division of Grants Policy & Planning in the Office of Federal Assistance
Management periodically updates and maintains this document.
1.4. Summary of Significant Changes
5/5/22
• All Appropriations Act citations updated from Consolidated Appropriations Act,
2021 (P.L. 116-260) to Consolidated Appropriations Act, 2022 (P.L. 117-103).
• Instructions updated in Section 3.2 How to Register to Apply through Grants.gov.
• Statutory mandates updated in Funding Restrictions section to align with P.L.
117-103. For more details, see HRSA Grants Policy Bulletin 2022-05E
Legislative Mandates in Grants Management for FY 2022.
• Key Contacts Form details updated to clarify direct contact information
requirements.
2/4/22
• Executive Level II salary limitation amount updated from $199,300 to $203,700.
Related salary breakdowns and examples also updated.
• Project Abstract submission guidance clarified in Section 4.1.ix. Project Abstract.
• Waiver request processes changed from Division of Grants Policy to Division of
Grants Management.
2. POLICIES, ASSURANCES, DEFINITIONS, AND OTHER INFORMATION
2.1. Administrative and National Policy Requirements
Successful applicants are required to comply with 45 CFR part 75 - Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for HHS Awards
(UAR).
In addition to the numerous administrative and national policy requirements imposed
by regulation and HHS policies, HRSA stresses the following requirements of every
award:
HRSA SF-424 Application Guide 3
Standards for Financial Management
Recipients are required to meet the standards and requirements for financial
management systems set forth in 45 CFR part 75. The financial systems must enable
the recipient to maintain records that adequately identify the sources of funds for
federally assisted activities and the purposes for which the award was used, including
authorizations, obligations, unobligated balances, assets, liabilities, outlays or
expenditures, and any program income. The system must also enable the recipient to
compare actual expenditures or outlays with the approved budget for the award.
Internal controls must be in place to ensure that costs charged to HRSA awards are
allowable, allocable to the HRSA award, reasonable, necessary, and documented. For
example, controls must be in place to ensure that only actual time worked on HRSA
projects are charged to HRSA awards, and that the time worked has management
approval from the HRSA award recipient. There also must be internal controls in place
to ensure that costs charged to HRSA awards through subawards are monitored and
evaluated by the HRSA award recipient and that only allowable, allocable, reasonable,
necessary, and documented costs are charged to HRSA awards.
HRSA funds must retain their award-specific identity—they may not be commingled
with state funds or other federal funds. [“Commingling funds” typically means
depositing or recording funds in a general account without the ability to identify each
specific source of funds for any expenditure.]
Accessibility Provisions and Non-Discrimination Requirements
Should you successfully compete for an award, recipients of federal financial assistance
(FFA) from HHS must administer their programs in compliance with federal civil rights
laws that prohibit discrimination on the basis of race, color, national origin, disability,
age and, in some circumstances, religion, conscience, and sex (including gender
identity, sexual orientation, and pregnancy). This includes ensuring programs are
accessible to persons with limited English proficiency and persons with disabilities. The
HHS Office for Civil Rights (OCR) provides guidance on complying with civil rights laws
enforced by HHS. See Providers of Health Care and Social Services and HHS
Nondiscrimination Notice.
• Recipients of FFA must ensure that their programs are accessible to persons
with limited English proficiency. For guidance on meeting your legal obligation to
take reasonable steps to ensure meaningful access to your programs or activities
by limited English proficient individuals, see Fact Sheet on the Revised HHS LEP
Guidance and Limited English Proficiency.
• For information on your specific legal obligations for serving qualified individuals
with disabilities, including reasonable modifications and making services
accessible to them, see Discrimination on the Basis of Disability.
• HHS-funded health and education programs must be administered in an
environment free of sexual harassment. See Discrimination on the Basis of Sex.
HRSA SF-424 Application Guide 4
• For guidance on administering your program in compliance with applicable
federal religious nondiscrimination laws and applicable federal conscience
protection and associated anti-discrimination laws, see Conscience Protections
for Health Care Providers and Religious Freedom.
Please contact the HHS Office for Civil Rights for more information about obligations
and prohibitions under federal civil rights laws or call 1-800-368-1019 or TDD 1-800-
537-7697.
The HRSA Office of Civil Rights, Diversity, and Inclusion (OCRDI) offers technical
assistance, individual consultations, trainings, and plain language materials to
supplement OCR guidance and assist HRSA recipients in meeting their civil rights
obligations. Visit OCRDI’s website to learn more about how federal civil rights laws and
accessibility requirements apply to your programs, or contact OCRDI directly at
HRSACivilRights@hrsa.gov.
Acknowledgment of Federal Funding
If the NOFO notes that the program is subject to the General Provisions of P.L. 117-
103, the following statutory mandate applies:
Division H, Title V, Section 505
“When issuing statements, press releases, requests for proposals, bid solicitations and
other documents describing projects or programs funded in whole or in part with federal
money, all grantees receiving federal funds included in this Act, including but not limited
to state and local governments and recipients of federal research grants, shall clearly
state – (1) the percentage of the total costs of the program or project which will be
financed with federal money; (2) the dollar amount of federal funds for the project or
program; and (3) percentage and dollar amount of the total costs of the project or
program that will be financed by non-governmental sources.”
In addition, HRSA requires recipients to use the following acknowledgment and
disclaimer:
“This [project/publication/program/website] [is/was] supported by the Health
Resources and Services Administration (HRSA) of the U.S. Department of Health
and Human Services (HHS) as part of an award totaling $XX with xx percentage
financed with non-governmental sources. The contents are those of the author(s)
and do not necessarily represent the official views of, nor an endorsement, by
HRSA, HHS, or the U.S. Government.”
Recipients are required to use this language when issuing statements, press releases,
requests for proposals, bid solicitations, and other HRSA-supported publications and
forums describing projects or programs funded in whole or in part with HRSA funding.
Examples of HRSA-supported publications include, but are not limited to, manuals,
toolkits, resource guides, case studies and issues briefs. For more details, see HRSA’s
Communicating and Acknowledging Federal Funding webpage.
HRSA SF-424 Application Guide 5
Conflict of Interest
HRSA has established a Federal Financial Assistance Conflict of Interest Policy (COI
Policy) pursuant to 45 CFR § 75.112, which requires that awarding agencies establish
conflict of interest policies for federal awards that: 1) Address conditions under which
outside activities, relationships, or financial interests are proper or improper;
2) Provide for advance notification of outside activities, relationships, or financial
interests, and a process of review as appropriate; and 3) Outline how financial
conflicts of interest may be addressed. This policy addresses such conditions;
identifies when and how a non-federal entity (NFE) must provide written notification of
such outside activities, relationships, or financial interests to HRSA or, in the case of
grant subrecipients, to the pass-through entity, and describes a process of review of
such disclosures; and discusses the means by which financial conflicts of interest may
be addressed.
This COI Policy, except as noted below, applies to all NFEs receiving HRSA financial
assistance, either directly (from HRSA) or indirectly (i.e., through a subaward from a
pass-through entity). Note: For the purposes of this COI Policy, institutions of higher
education that are instrumentalities of a state under applicable state laws are subject
to the requirements applicable to such entities.
Healthy People 2030
Led by HHS, Healthy People 2030 is the nation's 10-year plan for addressing our most
critical public health priorities and challenges. Since 1980, HHS's Office of Disease
Prevention and Health Promotion has set measurable objectives and targets to
improve the health and well-being of the nation.
This decade, Healthy People 2030 features 355 core – or measurable – objectives
with 10-year targets, new objectives related to opioid use disorder and youth e-
cigarette use, and resources for adapting Healthy People 2030 to emerging public
health threats like COVID-19. For the first time, Healthy People 2030 also sets 10-
year targets for objectives related to social determinants of health. More information
about Healthy People 2030 may be found online at https://health.gov/healthypeople.
Mandatory Disclosures
The non-federal entity or applicant for a federal award must disclose, in a timely
manner, in writing to the HHS awarding agency or pass-through entity all violations of
federal criminal law involving fraud, bribery, or gratuity violations potentially affecting
the federal award (45 CFR § 75.113). Failure to make required disclosures can result
in any of the remedies described in 45 CFR § 75.371, including suspension or
debarment. (See also 2 CFR parts 180 and 376, and 31 U.S.C. 3354).
Submission is required for all applicants and recipients, in writing, to the awarding
agency and to the HHS Office of Inspector General (OIG) all information related to
violations of federal criminal law involving fraud, bribery, or gratuity violations potentially
affecting the federal award. Disclosures must be sent in writing to:
HRSA (The Awarding Agency)
HRSA SF-424 Application Guide 6
AND
U.S. Department of Health and Human Services
Office of Inspector General
ATTN: Mandatory Grant Disclosures, Intake Coordinator
330 Independence Avenue, SW, Cohen Building
Room 5527
Washington, DC 20201
URL: https://oig.hhs.gov/fraud/report-fraud/index.asp
(Include “Mandatory Grant Disclosures” in subject line)
Fax: (202) 205-0604 (Include “Mandatory Grant Disclosures” in subject line) or
Email: grantdisclosures@oig.hhs.gov
Prohibition on Certain Telecommunications and Video Surveillance Services or
Equipment
(a) As described in 2 CFR § 200.216, recipients and subrecipients are prohibited to
obligate or spend grant funds (to include direct and indirect expenditures as well as
cost share and program) to:
(1) Procure or obtain,
(2) Extend or renew a contract to procure or obtain; or
(3) Enter into contract (or extend or renew contract) to procure or obtain equipment,
services, or systems that use covered telecommunications equipment or services
as a substantial or essential component of any system, or as critical technology
as part of any system. As described in Pub. L. 115-232, section 889, covered
telecommunications equipment is telecommunications equipment produced by
Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate
of such entities).
i. For the purpose of public safety, security of government facilities, physical
security surveillance of critical infrastructure, and other national security
purposes, video surveillance and telecommunications equipment produced
by Hytera Communications Corporation, Hangzhou Hikvision Digital
Technology Company, or Dahua Technology Company (or any subsidiary or
affiliate of such entities).
ii. Telecommunications or video surveillance services provided by such entities
or using such equipment.
iii. Telecommunications or video surveillance equipment or services produced
or provided by an entity that the Secretary of Defense, in consultation with
the Director of the National Intelligence or the Director of the Federal Bureau
HRSA SF-424 Application Guide 7
of Investigation, reasonably believes to be an entity owned or controlled by,
or otherwise, connected to the government of a covered foreign country.
Smoke-Free Workplace
The Public Health Service strongly encourages all award recipients to provide a smoke-
free workplace and to promote the non-use of all tobacco products. Further, Public Law
(P.L.) 103-227, the Pro-Children Act of 1994, prohibits smoking in certain facilities (or in
some cases, any portion of a facility) in which regular or routine education, library, day
care, health care or early childhood development services are provided to children.
Trafficking in Persons
Awards issued under HRSA NOFOs are subject to the requirements of Section 106(g)
of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. 7104). For
the full text of the award term, go to Trafficking Victims Protections online.
NOTE: The signature of the Authorized Organization Representative (AOR) on the
application serves as the required certification of compliance for your organization
regarding the administrative and national policy requirements.
2.2. Compliance Requirements at a Glance
For reference, the chart below provides compliance requirements by recipient and
requirement type.
Compliance Requirements at a Glance
Recipient Type Administrative
Requirements Cost Principles
Audit
Requirements
State, Local, & Tribal
Governments
45 CFR part 75 45 CFR part 75; subpart
E
45 CFR part 75;
subpart F
Colleges &
Universities
Non-Profits
Hospitals 45 CFR part 75,
Appendix IX
For-Profits 48 CFR subpart 31.2
(FAR 31.2)
HRSA SF-424 Application Guide 8
Compliance Requirements at a Glance
Recipient Type Administrative
Requirements Cost Principles
Audit
Requirements
Foreign As stated above for each
recipient type
45 CFR part 75
except where the
HHS awarding
agency
determines that
the application of
these subparts
would be
inconsistent with
the international
obligations of the
United States or
the statutes or
regulations of a
foreign
government.
2.3. Assurances and Certifications
Complete the required Certification Regarding Lobbying Form and, if applicable, the
Disclosure of Lobbying Activities Form provided with the application package.
NOTE: The signature of the AOR on the application serves as the required
certification of compliance for your organization regarding assurances and
certification.
In accordance with the Federal Government’s efforts to reduce reporting burden for
recipients of federal financial assistance, the general certification and representation
requirements contained in the Standard Form 424B (SF-424B) – Assurances – Non-
Construction Programs, and the Standard Form 424D (SF-424D) – Assurances –
Construction Programs, have been standardized federal-wide. Effective January 1,
2020, the forms themselves are no longer required to be part of HRSA’s Application
Package and the updated common certification and representation requirements will
be stored and maintained within the System for Award Management (SAM).
Organizations or individuals applying for federal financial assistance as of January 1,
2020, must validate the federally required common certifications and representations
annually through SAM.
HRSA SF-424 Application Guide 9
2.4. References
About HRSA
How to Apply for a HRSA Grant
System for Award Management (SAM) | SAM.gov Knowledge Base
Grants.gov Online User Guide
Grants.gov Workspace Overview
Tips for Preparing Grant Proposals
2.5. Definitions
Please refer to 45 CFR § 75.2 Definitions.
2.6. Acronyms
AL Assistance Listings (formerly the Catalog of Federal Domestic
Assistance (CFDA))
AO Authorizing Official
AOR Authorized Organization Representative
BPHC Bureau of Primary Health Care
BHW Bureau of Health Workforce
CAS Cost Allocation Services
CCR Central Contractor Registration (now defunct)
CFR Code of Federal Regulations
CGMO Chief Grants Management Officer
DSO Digital Services Operation
DUNS Data Universal Numbering System
EBiz POC E-Business Point of Contact
EHBs Electronic Handbooks
EIN Employer Identification Number
EO Executive Order
FAQ Frequently Asked Questions
FAR Federal Acquisition Regulation
FFATA Federal Funding Accountability and Transparency Act
FORHP Federal Office of Rural Health Policy
FY Fiscal Year
F&A Facilities and Administration
GMO Grants Management Officer
GMS Grants Management Specialist
HAB HIV/AIDS Bureau
HHS Health and Human Services
HRSA SF-424 Application Guide 10
HRSA Health Resources and Services Administration
HSB Healthcare Systems Bureau
IE Internet Explorer
MCHB Maternal and Child Health Bureau
MPIN Marketing Partner ID Number
MTDC Modified Total Direct Cost
NCC Noncompeting Continuation
NHAS National HIV/AIDS Strategy
NOA Notice of Award
NOFO Notice of Funding Opportunity
OFAM Office of Federal Assistance Management
OMB Office of Management and Budget
ORO Office of Regional Operations
OS Operating System
PC Program Contact
PD Project Director
P.L. Public Law
PO Project Officer / Program Official
POC Point of Contact
R&R Research and Related
SAM System for Award Management
SF Standard Form
TA Technical Assistance
TIN Tax Identification Number
UEI Unique Entity Identifier
3. REGISTERING AND APPLYING THROUGH GRANTS.GOV USING
WORKSPACE
Grants.gov Application Submission and Receipt Procedures
This section provides the application submission and receipt instructions for HRSA
program applications. Read the following instructions carefully and completely.
3.1. Electronic Delivery
HRSA is participating in the Grants.gov initiative to provide the grant community with a
single site to find and apply for funding opportunities. HRSA requires you to submit your
applications online.
• NOTE: HRSA highly recommends that you complete the Grants.gov registration
process at least 4 WEEKS before your organization’s first Grants.gov submission.
HRSA SF-424 Application Guide 11
3.2. How to Register to Apply through Grants.gov
a. Instructions: Read the instructions below about registering to apply for HRSA
funds. You should read the registration instructions carefully and prepare the
information requested before beginning the registration process. Reviewing and
assembling the required information before beginning the registration process will
alleviate last-minute searches for required information.
The registration process can take up to 4 weeks to complete. Therefore,
registration should be done in sufficient time to ensure it does not impact your
ability to meet required application submission deadlines.
If individual applicants are eligible to apply for this funding opportunity, refer to:
Grants.gov Individual Registration.
Organization applicants can find complete instructions here:
Grants.gov Registering an Organization
1) Register with SAM: The UEI, a new, non-proprietary identifier assigned by
the System for Award Management (SAM), has replaced the Data
Universal Numbering System (DUNS) number. You will no longer obtain or
use a UEI (DUNS) number for entity registration or reporting. Effective April
4, 2022, register in SAM and you will be assigned your UEI (SAM) number
within the system. It takes 1 day (after you enter the EBiz POC name and
EBiz POC email in SAM) to receive a UEI (SAM), which will allow you to
register with Grants.gov and apply for federal funding.
For more details, visit the following webpages: Planned UEI Updates in
Grant Application Forms and General Service Administration’s UEI Update.
All organizations must register with SAM in order to apply online. Failure to
register with SAM will prevent your organization from applying through
Grants.gov.
Make sure you “opt-in” for public display of your record within SAM so
HRSA can easily access and review your information. If you see the
question “Is my information available for viewing by the public?” please
answer “Yes.”
For more detailed instructions for registering with SAM, refer to:
Grants.gov: Register with SAM.
2) Create a Grants.gov Account: The next step in the registration process is to
create an account with Grants.gov. You must know your organization's UEI
number to complete this process. Enter the UEI (SAM) in the data entry
field labeled “UEI” on the Grants.gov SF-424 form. Completing this process
automatically triggers an email request for applicant roles to the
HRSA SF-424 Application Guide 12
organization's E-Business Point of Contact (EBiz POC) for review. The
EBiz POC is a representative from your organization who is the contact
listed for SAM. To apply for awards on behalf of your organization, you will
need the Authorized Organizational Representative (AOR) role.
For more detailed instructions about creating a profile on Grants.gov, refer
to:
Grants.gov: Creating a Profile.
3) Authorize Grants.gov Roles: After creating an account on Grants.gov, the
EBiz POC receives an email notifying them of your registration and request
for roles. The EBiz POC will then log in to Grants.gov and authorize the
appropriate roles, which may include the AOR role, thereby giving you
permission to complete and submit applications on behalf of the
organization. You will be able to submit your application online any time
after you have been approved as an AOR.
For more detailed instructions about creating a profile on Grants.gov, refer
to: Grants.gov: AOR Authorization
4) Track Role Status: To track your role request, refer to: Grants.gov: Track
AOR Status
b. Electronic Signature: When submitting applications through Grants.gov, insert
the name of your organization's AOR who submits the application into the
signature line of the application, serving as the electronic signature. The EBiz
POC must authorize individuals who are able to make legally binding
commitments on behalf of the organization as an AOR. Applicants often miss this
step and it is crucial for valid and timely submissions.
3.2.1. Find Funding Opportunity
There are three ways to search for HRSA funding opportunities on Grants.gov.
1. Enter keyword or phrase in the Search box at the top of the home page at
Grants.gov.
2. Click on one of the following tabs in the middle of the home page to: Browse
Newest, Browse Categories, Browse Agencies, or Browse Eligibilities.
3. Click the SEARCH GRANTS tab, enter the funding opportunity number and/or
assistance listings number, and then select the funding opportunity for which you
wish to apply. Refer to the NOFO for eligibility criteria. Otherwise, use the various
filters to help narrow your search.
Search for the funding opportunity under the APPLICANTS tab under How to Apply for
Grants. Enter the NOFO number provided in the field, Funding Opportunity Number.
(Example: HRSA-22-000.)
HRSA SF-424 Application Guide 13
3.2.2. Subscribing to a NOFO
HRSA strongly recommends subscribing to NOFOs you are interested in by using the
Subscribe button located next to the Apply button on the Grant Opportunity page. By
subscribing and providing your email address before reviewing or preparing the
workspace application package, you will receive notifications including modifications,
related documents and/or republications of the NOFO on Grants.gov before its closing
date.
3.3. How to Submit an Application to HRSA via Grants.gov
Grants.gov applicants can apply online using Workspace. Workspace is a shared,
online environment where members of a grant team may simultaneously access and
edit different webforms within an application. For each NOFO, you can create individual
instances of a workspace.
Below is an overview of applying on Grants.gov. For access to complete instructions on
how to apply for opportunities, refer to:
Grants.gov: How to Apply for Grants
1) Create a Workspace: Creating a workspace allows you to complete your
application online and route it through your organization for review before
submitting.
2) Complete a Workspace: Add participants to the workspace, complete all the
required forms, and check for errors before submission.
a. Adobe Reader: If you decide not to apply by filling out webforms you can
download individual PDF forms in Workspace so that they will appear
similar to other Standard or HRSA forms. You can download and save
the individual PDF forms to your local device storage, network drive(s),
or external drives, and then access through Adobe Reader.
NOTE: Visit the Adobe Software Compatibility page on Grants.gov to
download the appropriate version of the software.
b. Mandatory Fields in Forms: In the forms, you will note fields marked with
an asterisk and a different background color. You must complete these
mandatory fields to successfully submit your application.
c. Complete SF-424 Fields First: The forms are designed to fill in common
required fields across other forms, such as the applicant name, address,
and UEI number. To trigger this feature, an applicant must complete the
SF-424 information first. Once it is completed, the information will
transfer to the other forms.
HRSA SF-424 Application Guide 14
3) Submit a Workspace: You may submit an application through workspace by
clicking the Sign and Submit button on the Manage Workspace page, under the
Forms tab. Note: Your application will not be submitted until you complete this
step. Grants.gov recommends submitting your application package at least 24–48
hours (1–2 calendar days) before the close date to provide you with time to
correct any potential technical issues that may disrupt the application submission.
However, HRSA suggests submitting applications to Grants.gov at least 3
calendar days before the deadline to allow for any unforeseen circumstances.
4) Track a Workspace: After successfully submitting a workspace package, a
Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to
the package. The number will be listed on the Confirmation page that is generated
after submission.
For additional training resources, including video tutorials, refer to Grants.gov: Applicant
Training.
Applicant Support: Grants.gov provides applicants 24/7 support via the toll-free number
1-800-518-4726 (International callers dial 1-606-545-5035) and email
at support@grants.gov. For questions related to the specific funding opportunity,
contact the number listed in the application package of the award you are applying for.
If you are experiencing difficulties with your submission, it is best to call the Grants.gov
Support Center and get a ticket number. The Support Center ticket number will assist
HRSA with tracking and understanding the issue.
3.4. Timely Receipt Requirements and Proof of Timely Submission
Online Submission. All applications must be received by 11:59 p.m. ET on the date
listed in Section IV.4. Submission Dates and Times in the NOFO, unless otherwise
noted. Grants.gov automatically records proof of timely submission. An electronic
date/time stamp is generated within the system and sent to the AOR when Grants.gov
successfully receives the application. The applicant AOR will receive an
acknowledgment of receipt and a tracking number (GRANTXXXXXXXX) from
Grants.gov with the successful transmission of their application serving as proof of their
timely submission.
When HRSA successfully retrieves the application from Grants.gov and acknowledges
the download of submissions, Grants.gov will provide an electronic acknowledgment of
receipt of the application to the email address of the applicant with the AOR role. Again,
proof of timely submission shall be the official date and time that Grants.gov receives
your application. Applications received by Grants.gov after the established due date for
the program will be considered late and HRSA will not consider the application for
funding. HRSA strongly suggests that you apply at least 3 calendar days before the
deadline to allow for any unforeseen circumstances. HRSA is under no obligation to
accept applications that are late due to problems with computer systems at your
organization or system-to-system grant submission service, failure to submit by the
HRSA SF-424 Application Guide 15
deadline, or failure to follow instructions in the Application Guide or instructions in the
NOFO.
If you are using slow internet, such as dial-up connections, be aware that transmission
can take some time before Grants.gov receives your application. Again, Grants.gov will
provide either an error or a successfully received transmission in the form of an email
sent to the applicant with the AOR role. The Grants.gov Support Center reports that
some applicants end the transmission because they think that nothing is occurring
during the transmission process. Please be patient and give the system time to process
the application.
3.5. Late Applications
Applications which do not meet the criteria as outlined in Section IV.4. Submission Dates
and Times of the NOFO will be considered late applications and will not be reviewed.
3.6. Requesting a Waiver from the Submission Requirement
HRSA requires you to apply electronically and have the application validated under the
correct funding opportunity number on or before the deadline date and time. The
registration and application process protects you against fraud and ensures that only
authorized representatives from an organization can submit an application. You are
responsible for maintaining these registrations, which should be completed well in
advance of submitting an application. You must submit your application electronically
by the deadline posted on the NOFO. If you wish to request a waiver from the
submission requirement, you must request an exemption in writing from
ApplicationWaivers@hrsa.gov no later than 5 calendar days after the
opportunity’s closing date. Requests received after 5 calendar may not be
considered. The request should provide details as to why you are technologically unable
to submit electronically through the Grants.gov portal. If requesting a waiver from the
submission requirements, include the following in the email request:
• HRSA funding opportunity number
• Organization’s name
• Address
• Telephone number
• UEI number
• Name, address, and telephone number of the PD
• Grants.gov Tracking Number (GRANTXXXXXXXX) assigned to the
submission along with a copy of the “Rejected with Errors” notification as
received from Grants.gov, if applicable
• If case numbers were given from calling Grants.gov, include those as well
• Any other details regarding the justification
HRSA SF-424 Application Guide 16
HRSA’s Division of Grants Management (DGMO) in the Office of Federal Assistance
Management is the only office authorized to grant waivers.
HRSA is very strict on adhering to application deadlines and submission requirements.
Deadline extensions will not be granted for Grants.gov verification errors, last-minute
registration, or submission errors on your part. DGMO may consider an extension of
published deadlines or allowance of a submission outside of the Grants.gov system,
when justified by circumstances such as natural disasters (e.g., floods or hurricanes),
other disruptions of services (e.g., a prolonged blackout), or in the rare event of a
validated technical issue on the side of the government that prevented you from
applying before the deadline. DGMO will determine the affected geographical area(s) or
other applicant group parameters.
HRSA and its Digital Services Operation (DSO) will only accept paper applications
from applicants that received prior written approval. However, the application must
still be validated by the deadline.
4. GENERAL INSTRUCTIONS FOR APPLICATION SUBMISSION
HRSA requires you to apply electronically. HRSA encourages you to apply through
Grants.gov using the Standard Form 424 (SF-424) application package associated with
the funding opportunity and follow the directions provided at Grants.gov. If you use an
alternative electronic submission, see Grants.gov: APPLICANT SYSTEM-TO-SYSTEM.
Applications must be submitted in the English language and in the terms of U.S. dollars
(45 CFR § 75.111(a)).
The following instructions are applicable to all submissions unless otherwise noted in
the relevant NOFO. Failure to follow the instructions may make your application non-
responsive. HRSA will not consider non-responsive applications and will notify
applicants. It is mandatory to follow the instructions provided to ensure HRSA can
efficiently and consistently print your application for review, if needed.
4.1. Instructions for Completing the SF-424
i. Application Face Page
Complete Application Form SF-424 provided with the application package. Prepare
according to instructions provided in the form itself.
Important notes for applicants:
• Changes to improve grant award data accuracy have led HHS to require that
applicant street addresses (SF-424 cover page and Project/Performance Site
Location Form) contain a valid 9-digit zip code. Use the following USPS.com
link to find your 9-digit zip code: USPS: Look Up a Zip Code
• Enter the name of the Project Director in 8.f. “Name and contact information
of person to be contacted on matters involving this application.” If, for any
HRSA SF-424 Application Guide 17
reason, the Project Director will be out of the office, please ensure the email
Out of Office Assistant is set so HRSA will be aware if any issues arise with
the application and a timely response is required.
• Enter the amount requested during the first budget period in item 18.a.
Unique Entity Identifier (UEI) Number
Your organization (and subrecipients of HRSA award funds) is required to have a UEI
number in order to apply for a grant or cooperative agreement from the Federal
Government. Include the Organizational UEI number in form SF-424 (item 8.c. on the
application face page). Applications will not be reviewed without a UEI number.
Note: A missing or incorrect UEI number is the number one reason for applications
being “Rejected for Errors” by Grants.gov. HRSA will not extend the deadline for
applications with a missing or incorrect UEI number. You should take care in entering
the correct UEI number in the application.
Additionally, your organization (and any subrecipient of HRSA award funds) is
required to register annually with SAM in order to conduct electronic business with
the Federal Government. SAM registration must be maintained with current, accurate
information at all times during which an entity has an active award or an application
or plan under consideration by HRSA. It is extremely important to verify that your
organization’s SAM registration is active and the Marketing Partner ID Number
(MPIN) is current. Organizations will not be able to submit an application or accept an
award if SAM registration is not complete and accurate. Information about registering
with SAM can be found at SAM.gov.
Assistance Listings Number
The AL number, as listed on the cover of the NOFO, is prepopulated in box 11 of the
form.
ii. Intergovernmental Review (Executive Order (EO) 12372)
If a NOFO is subject to EO 12372, “Intergovernmental Review of Federal Programs,”
it will be noted in Section IV.5. Intergovernmental Review of the funding opportunity.
Refer to section 19 on the SF-424.
If intergovernmental review applies, the following language will appear in the NOFO:
Program X is subject to the provisions of Executive Order 12372, as
implemented by 45 CFR part 100.
EO 12372 allows states the option of setting up a system for reviewing applications
from within their states for assistance under certain federal programs. Information on
states that have chosen to set up such a review system and corresponding State
Single Points of Contact may be obtained from the following website:
Intergovernmental Review (SPOC List as of April 20, 2020).
All applicants other than federally recognized Native American tribes or tribal
organizations should contact their Single Point of Contact as early as possible to alert
HRSA SF-424 Application Guide 18
them to the prospective applications and receive any necessary instructions on the
state’s process used under this EO.
iii. Table of Contents
The application should be presented in the order of the Table of Contents provided in
Section 4.3 of this SF-424 Application Guide. Again, for electronic applications no
table of contents is necessary as it will be generated by the system. (Note: the Table
of Contents will not be counted in the page limit.)
iv. Budget
Note: the directions here may differ from those offered by Grants.gov. Follow
the instructions included in the program-specific NOFO and the instructions
below when completing the project budget forms.
The Total Project or Program Costs are the total allowable costs (inclusive of direct
and indirect costs) incurred by the recipient to carry out a HRSA-supported project or
activity. Total project or program costs include costs charged to the award and costs
borne by the recipient to satisfy a matching or cost-sharing 2 requirement, as
applicable.
Classification of Costs:
There is no universal rule for classifying certain costs as either direct or indirect
facilities and administration (F&A) under every accounting system. A cost may be
direct with respect to some specific service or function, but indirect with respect to the
federal award or other final cost objective. Therefore, it is essential that each item of
cost incurred for the same purpose be treated consistently in like circumstances
either as a direct or an indirect F&A cost in order to avoid possible double-charging of
federal awards. Guidelines for determining direct and indirect F&A costs charged to
federal awards are provided in 45 CFR part 75, subpart E.
For multi-year non-construction projects:
Complete Sections A – F of the SF-424A Budget Information – Non-Construction
Programs form included with the application package for each year of the period of
performance. The budget period is for 1 year. However, you must submit 1-year
budgets for each of the subsequent budget periods within the requested period of
performance at the time of application. In Section A use rows 1–4 to provide the
budget amounts for the first 4 years of the project. Enter the amounts in the “New or
Revised Budget” column- not the “Estimated Unobligated Funds” column. In Section
B 6. Object Class Categories of the SF-424A, provide the object class category
breakdown (i.e., line item budget) for each year of the period of performance
specified in Section A. In Section B, use column (1) to provide category amounts for
year 1 and use columns (2) through (4), if applicable, for subsequent budget years. If
applicable for year 5, submit a copy of Section B of the SF-424A as an Attachment
(specific attachment number will be listed in the NOFO - not counted in the page
limit).
2 If not a requirement per statute or regulation, voluntary matching or cost sharing is not considered during merit review.
HRSA SF-424 Application Guide 19
Section C – Non-Federal Resources: complete only if Section III. 2. Cost
Sharing/Matching of the NOFO indicates that cost sharing/matching is required. Lines
8–11 correspond to the first 4 years of the project. If applicable for year 5, submit a
copy of Section C of the SF-424A as an Attachment (specific attachment number will
be listed in the NOFO).
Section D – Forecasted Cash Needs: If no cost sharing/matching is required,
complete only line “13. Federal” in the first column titled “Total for 1st Year.” If cost
sharing/matching is required, complete all three lines “13. Federal,” “14. Non-
Federal,” and “15. Total (Sum of lines 13 and 14)” in the first column titled “Total for
1st Year.”
Section E – Budget Estimates of Federal Funds Needed for Balance of the Project:
Complete line 16 of the Future Funding Periods columns for the outyears, with (b)
First being the 2nd year, (c) Second being the 3rd year, etc.
Section F – Other Budget Information. Complete as appropriate.
If the NOFO notes that the program is subject to the General Provisions of P.L. 117-
103, the following Salary Limitation applies:
Salary Limitation:
The Consolidated Appropriations Act, 2022 (P.L. 117-103), Division H, Section 202,
provides a salary rate limitation. The law limits the salary amount that may be
awarded and charged to HRSA grants and cooperative agreements. Award funds
may not be used to pay the salary of an individual at a rate in excess of Executive
Level II, which is $203,700 (effective January 2022). This amount reflects an
individual’s base salary exclusive of fringe and any income that an individual may be
permitted to earn outside of the duties to your organization. This salary limitation also
applies to subrecipients under a HRSA grant or cooperative agreement. Note that
these or other salary limitations will apply in the following fiscal years, as required by
law.
See the breakdown and examples of the limitation below:
Individual’s actual base full time salary: $255,000
50 percent of time will be devoted to project
Direct salary $127,500
Fringe (25 percent of salary) $31,875
Total $159,375
Amount that may be claimed on the application budget due to the statutory
salary limitation:
Individual’s base full time salary adjusted to Executive Level II: $203,700
50 percent of time will be devoted to the project
Direct salary $101,850
HRSA SF-424 Application Guide 20
Fringe (25 percent of salary) $25,462.50
Total $127,312.50
Personnel Justification Table
(varied FTE percentages)
Name Position Title % of FTE Base Salary
Adjusted
Annual
Salary*
Federal Amount
Requested
J. Smith CEO 50 $255,000 $203,700 $101,850
C. Moore Physician 50 $150,000 No adjustment
needed $75,000
R. Doe Nurse Practitioner 100 $75,950 No adjustment
needed $75,950
M. Green Dentist 100 $210,000 $203,700 $203,700
D. Jones Data/AP Specialist 25 $33,000 No adjustment
needed $8,250
H. Black Outreach Director 50 $65,000 No adjustment
needed $32,500
TOTAL $788,950
$497,250
*used only when salary is over limitation of $203,700
Finally, remember that in order to be considered as allowable costs on your HRSA
award, you need to ensure that personnel costs are supported by official records that
accurately reflect the work performed and that internal controls provide reasonable
assurance that the personnel costs are accurate, allowable, and allocable to the
HRSA award.
Funding Restrictions (in general)
You may request no more than the funding ceiling amount listed in Section II.2.
Summary of Funding and Section IV.6. Funding Restrictions of the NOFO. Awards to
support projects beyond the first budget year will be contingent upon Congressional
appropriation, satisfactory progress in meeting the project’s objectives, and a
determination that continued funding would be in the best interest of the Federal
Government.
Unallowable Costs
The governing cost principles address selected items of cost. The NOFO specifies
unallowable costs that apply to each funding opportunity. The following list of
unallowable costs is not intended to be all-inclusive. Consult the cost principles for
the complete explanation of the allowability or unallowability of costs they address.
For the full list of cost principles refer to Section 2.2 “Compliance Requirements at a
Glance” to see which cost principles apply to your organization and refer to Subpart E
– Cost Principles at 45 CFR part 75. The allowability of costs under individual HRSA
HRSA SF-424 Application Guide 21
awards also may be governed by requirements specified in the program statute,
regulations, or the specific terms and conditions of the award, which will take
precedence over the general information provided here and in the regulations that are
referenced.
Also note that a cost is not allowable if it is not reasonable, necessary, allocable to
the award, or adequately documented (45 CFR § 75.403).
Item Description
Advertising and
Public Relations
Conditionally allowable. See 45 CFR § 75.421 for details.
Advisory Councils Costs incurred by advisory councils or committees are
unallowable unless authorized by law, the HHS awarding agency,
or as an indirect cost where allocable to federal awards. See 45
CFR § 75.444, applicable to states, local governments, and Indian
tribes.
Alcoholic
Beverages
Costs of alcoholic beverages are unallowable.
Bad Debts Unallowable.
Entertainment
Costs
Conditionally unallowable. This includes the cost of amusements,
social activities, and related incidental costs.
45 CFR § 75.438 clarifies when entertainment costs may be
charged to a federal award with prior approval.
Fundraising
Costs
Unallowable.
Honoraria Unallowable when the primary intent is to confer distinction on, or
to symbolize respect, esteem, or admiration for, the recipient of
the honorarium. A payment for services rendered, such as a
speaker’s fee under a conference award, is allowable.
Invention, Patent,
or Licensing
Costs
Unallowable as a direct cost unless specifically authorized in the
NOA. May be allowable as indirect costs provided they are
authorized under applicable cost principles and are included in the
negotiation of indirect cost rates. Such costs include licensing or
option fees, attorney’s fees for preparing or submitting patent
applications, and fees paid to the U.S. Patent and Trademark
Office for patent application, patent maintenance, or recordation of
patent-related information.
HRSA SF-424 Application Guide 22
Item Description
Lobbying Generally unallowable, including costs of lobbying activities to
influence the introduction, enactment, or modification of legislation
by the U.S. Congress or a state legislature. Under certain
circumstances, as provided in the applicable cost principles, costs
associated with activities that might otherwise be considered
“lobbying” that are directly related to the performance of a grant or
cooperative agreement may be allowable. The recipient should
obtain an advance understanding with the GMS if it intends to
engage in these activities. See “Restriction on Lobbying” below
and at 45 CFR § 75.450 for additional descriptions and examples
of prohibited activities.
Meals Generally unallowable except for the following:
• Subjects and patients under study.
• Where specifically approved as part of the project or program
activity, e.g., in programs providing children’s services.
• When an organization customarily provides meals to
employees working beyond the normal workday, as a part of
a formal compensation arrangement.
• As part of a per diem or subsistence allowance provided in
conjunction with allowable travel.
• Under a conference award, when meals are a necessary and
integral part of a conference, provided that meal costs are not
duplicated in participants’ per diem or subsistence
allowances.
Guest meals are not allowable.
Pre-award Costs Costs incurred before the effective date of the sponsored
agreement, whether or not they would have been allowable
thereunder if incurred after such date, are unallowable unless
approved by HRSA or authorized under expanded authority.
Where authorized by HRSA as an expanded authority, a recipient
may, at its own risk and without HRSA prior approval, incur
obligations and expenditures to cover costs up to (and including)
90 calendar days before the beginning date of the initial budget
period of a new or competing continuation award if such costs
• are necessary to conduct the project or program, and
• would be allowable under the grant or cooperative
agreement, if awarded.
However, even if authorized as an expanded authority, if a specific
expenditure would otherwise require prior approval, the cost or
HRSA SF-424 Application Guide 23
Item Description
activity must meet the same tests of allowability as if incurred after
award.
If not authorized as part of expanded authorities, the
applicant/recipient must seek HRSA prior approval before
incurring pre-award costs. HRSA prior approval is required for any
costs to be incurred more than 90 calendar days before the
beginning date of the initial budget period of a new or competing
continuation award.
Promotional
Items (SWAG)
Promotional items and memorabilia (e.g., pencils, cups, t-shirts,
cookbooks, bags), gifts, and souvenirs designed to promote the
recipient’s organization are unallowable as advertising/public
relations costs.
Finally, even if a cost is not included on the above list, if there is not adequate
documentation of particular costs, such as vouchers, invoices, timekeeping records,
etc. with enough detail to determine if the cost is allowable, then the organization’s
annual audit might reflect that the costs cannot be charged to the HRSA award and a
refund will be necessary if the costs remain undocumented.
Funding Restrictions: If the NOFO notes that the program is subject to the General
Provisions of P.L. 117-103, the following statutory mandates are in effect and
organizations should ensure that they have policies and procedures in place, and
effective financial management practices, to avoid expending any HRSA funds on
prohibited activities. Your organization must comply with all legal requirements and
restrictions applicable to the receipt of federal funding including statutory restrictions on
use of funds for lobbying, executive salaries, gun control, abortion, etc. Like all other
applicable award requirements, the effectiveness of these policies, procedures and
controls is subject to audit.
Division E, Title VII
1. Confidentiality Agreements (Section 742)
Division H, Title II
2. Salary Limitation (Section 202)
3. Gun Control (Section 210)
Division H, Title V
4. Anti-Lobbying (Section 503)
5. Acknowledgment of Federal Funding (Section 505)
HRSA SF-424 Application Guide 24
6. Restriction on Abortions (Section 506)
7. Exceptions to Restriction on Abortions (Section 507)
8. Ban on Funding Human Embryo Research (Section 508)
9. Limit on Use of Funds for Promotion of Legalization of Controlled Substances
(Section 509)
10. Restriction of Pornography on Computer Networks (Section 520)
11. Restriction on Purchase of Sterile Needles (Section 526)
Details:
Division E, Title VII
1. Confidentiality Agreements (Section 742)
(a) None of the funds appropriated or otherwise made available by this or any
other Act may be available for a contract, grant, or cooperative agreement with
an entity that requires employees or contractors of such entity seeking to report
fraud, waste, or abuse to sign internal confidentiality agreements or statements
prohibiting or otherwise restricting such employees or contractors from lawfully
reporting such waste, fraud, or abuse to a designated investigative or law
enforcement representative of a Federal department or agency authorized to
receive such information.
(b) The limitation in subsection (a) shall not contravene requirements applicable
to Standard Form 312, Form 4414, or any other form issued by a Federal
department or agency governing the nondisclosure of classified information.
Division H, Title II
2. Salary Limitation (Section 202)
"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."
Effective January 2022, the Executive Level II salary increased from $199,300 to
$203,700.
HRSA SF-424 Application Guide 25
This amount reflects an individual’s base salary exclusive of fringe and any
income that an individual may be permitted to earn outside of the duties to the
applicant organization. This salary limitation also applies to
subawards/subcontracts under an HRSA grant or cooperative agreement.
3. Gun Control (Section 210)
“None of the funds made available in this title may be used, in whole or in part, to
advocate or promote gun control.”
Division H, Title V
4. Anti-Lobbying (Section 503)
“(a) No part of any appropriation contained in this Act or transferred pursuant to
section 4002 of Public Law 111–148 shall be used, other than for normal and
recognized executive legislative relationships, for publicity or propaganda
purposes, for the preparation, distribution, or use of any kit, pamphlet, booklet,
publication, electronic communication, radio, television, or video presentation
designed to support or defeat the enactment of legislation before the Congress or
any State or local legislature or legislative body, except in presentation to the
Congress or any State or local legislature itself, or designed to support or defeat
any proposed or pending regulation, administrative action, or order issued by the
executive branch of any State or local government, except in presentation to the
executive branch of any State or local government itself.
(b) No part of any appropriation contained in this Act or transferred pursuant to
section 4002 of Public Law 111–148 shall be used to pay the salary or expenses
of any grant or contract recipient, or agent acting for such recipient, related to
any activity designed to influence the enactment of legislation, appropriations,
regulation, administrative action, or Executive order proposed or pending before
the Congress or any State government, State legislature or local legislature or
legislative body, other than for normal and recognized executive-legislative
relationships or participation by an agency or officer of a State, local or tribal
government in policymaking and administrative processes within the executive
branch of that government.
(c) The prohibitions in subsections (a) and (b) shall include any activity to
advocate or promote any proposed, pending, or future Federal, State or local tax
HRSA SF-424 Application Guide 26
increase, or any proposed, pending, or future requirement or restriction on any
legal consumer product, including its sale or marketing, including but not limited
to the advocacy or promotion of gun control."
5. Acknowledgment of Federal Funding (Section 505)
"When issuing statements, press releases, requests for proposals, bid
solicitations and other documents describing projects or programs funded in
whole or in part with Federal money, all grantees receiving Federal funds
included in this Act, including but not limited to State and local governments and
recipients of Federal research grants, shall clearly state – (1) the percentage of
the total costs of the program or project which will be financed with Federal
money; (2) the dollar amount of Federal funds for the project or program; and
(3) percentage and dollar amount of the total costs of the project or program that
will be financed by non-governmental sources."
6. Restriction on Abortions (Section 506)
“(a) None of the funds appropriated in this Act, and none of the funds in any trust
fund to which funds are appropriated in this Act, shall be expended for any
abortion.
(b) None of the funds appropriated in this Act, and none of the funds in any trust
fund to which funds are appropriated in this Act, shall be expended for health
benefits coverage that includes coverage of abortion.
(c) The term ‘‘health benefits coverage’’ means the package of services covered
by a managed care provider or organization pursuant to a contract or other
arrangement.”
7. Exceptions to Restriction on Abortions (Section 507)
“(a) The limitations established in the preceding section shall not apply to an
abortion – (1) if the pregnancy is the result of an act of rape or incest; or (2) in the
case where a woman suffers from a physical disorder, physical injury, or physical
illness, including a life-endangering physical condition caused by or arising from
the pregnancy itself, that would, as certified by a physician, place the woman in
danger of death unless an abortion is performed.
HRSA SF-424 Application Guide 27
(b) Nothing in the preceding section shall be construed as prohibiting the
expenditure by a State, locality, entity, or private person of State, local, or private
funds (other than a State’s or locality’s contribution of Medicaid matching funds).
(c) Nothing in the preceding section shall be construed as restricting the ability of
any managed care provider from offering abortion coverage or the ability of a
State or locality to contract separately with such a provider for such coverage
with State funds (other than a State’s or locality’s contribution of Medicaid
matching funds).
(d)(1) None of the funds made available in this Act may be made available to a
Federal agency or program, or to a State or local government, if such agency,
program, or government subjects any institutional or individual health care entity
to discrimination on the basis that the health care entity does not provide, pay for,
provide coverage of, or refer for abortions.
(d)(2) In this subsection, the term ‘‘health care entity’’ includes an individual
physician or other health care professional, a hospital, a provider-sponsored
organization, a health maintenance organization, a health insurance plan, or any
other kind of health care facility, organization, or plan.”
8. Ban on Funding of Human Embryo Research (Section 508)
“(a) None of the funds made available in this Act may be used for – (1) the
creation of a human embryo or embryos for research purposes; or (2) research in
which a human embryo or embryos are destroyed, discarded, or knowingly
subjected to risk of injury or death greater than that allowed for research on
fetuses in utero under 45 CFR 46.204(b) and section 498(b) of the Public Health
Service Act (42 U.S.C. 289g(b)).
(b) For purposes of this section, the term ‘‘human embryo or embryos’’ includes
any organism, not protected as a human subject under 45 CFR 46 as of the date
of the enactment of this Act, that is derived by fertilization, parthenogenesis,
cloning, or any other means from one or more human gametes or human diploid
cells.
HRSA SF-424 Application Guide 28
9. Limitation on Use of Funds for Promotion of Legalization of Controlled
Substances (Section 509)
"(a) None of the funds made available in this Act may be used for any activity that
promotes the legalization of any drug or other substance included in schedule I of
the schedules of controlled substances established under section 202 of the
Controlled Substances Act except for normal and recognized executive-
congressional communications.
(b)The limitation in subsection (a) shall not apply when there is significant
medical evidence of a therapeutic advantage to the use of such drug or other
substance or that federally sponsored clinical trials are being conducted to
determine therapeutic advantage."
10. Restriction of Pornography on Computer Networks (Section 520)
“(a) None of the funds made available in this Act may be used to maintain or
establish a computer network unless such network blocks the viewing,
downloading, and exchanging of pornography.
(b) Nothing in subsection (a) shall limit the use of funds necessary for any
Federal, State, tribal, or local law enforcement agency or any other entity
carrying out criminal investigations, prosecution, or adjudication activities.”
11. Restriction on Purchase of Sterile Needles ( Section 526)
"Notwithstanding any other provision of this Act, no funds appropriated in this Act
shall be used to purchase sterile needles or syringes for the hypodermic injection
of any illegal drug: Provided, That such limitation does not apply to the use of
funds for elements of a program other than making such purchases if the
relevant State or local health department, in consultation with the Centers for
Disease Control and Prevention, determines that the State or local jurisdiction, as
applicable, is experiencing, or is at risk for, a significant increase in hepatitis
infections or an HIV outbreak due to injection drug use, and such program is
operating in accordance with State and local law.”
HRSA SF-424 Application Guide 29
v. Budget Narrative
Provide a budget narrative that explains the amounts requested for each line of the
budget in Section B. 6. Object Class Categories. The budget narrative should
specifically describe how each item will support the achievement of proposed
objectives. Be very careful about showing how each item in the “other” category is
justified. For subsequent budget years, the narrative should highlight the changes
from year 1 or clearly indicate that there are no substantive budget changes during
the period of performance. Do NOT use the budget narrative to expand the project
narrative.
Budget for Multi-Year Award (periods of performance vary, maximum of 5
years)
NOFOs invite applications for periods of performance of 1 to up to 5 years. Generally,
awards, on a competitive basis, will be for a 1-year budget period; although the period
of performance may be up to 5 years. Submission and HRSA approval of the progress
report(s) and any other required submission or reports is the basis for the budget
period renewal and release of subsequent year funds. Funding beyond the 1-year
budget period but within the multi-year period of performance is subject to availability of
funds, satisfactory progress of the recipient, and a determination that continued funding
would be in the best interest of the Federal Government.
In addition to requirements included in the program-specific NOFO, include the
following in the Budget Narrative:
Personnel Costs: 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. If the NOFO notes that the program is subject to
the General Provisions of P.L. 117-103, the following applies: Award funds may
not be used to pay the salary of an individual at a rate in excess of Executive
Level II or $203,700. An individual's base salary, per se, is NOT constrained by
the statutory provision for a limitation of salary. The rate limitation simply limits
the amount that may be awarded and charged to HRSA grants and cooperative
agreements. Provide an individual’s actual base salary if it exceeds the cap.
See the Personnel Justification Table in the Budget section.
Fringe Benefits: List the components that comprise the fringe benefit rate, for
example health insurance, taxes, unemployment insurance, life insurance,
retirement plans, and tuition reimbursement. The fringe benefits should be
directly proportional to that portion of personnel costs that are allocated for the
project. If the NOFO notes that the program is subject to the General Provisions
of P.L. 117-103, the following applies: If an individual’s base salary exceeds the
statutory salary cap (i.e., $203,700), adjust fringe proportionally.
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/consumers completing the travel. The budget should also reflect the
travel expenses (e.g., airfare, lodging, parking, per diem, etc.) for each person
HRSA SF-424 Application Guide 30
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. Extensive justification and a detailed
status of current equipment must be provided when requesting funds for the
purchase of items that meet the definition of equipment (a unit cost of $5,000 or
more and a useful life of 1 or more years). For example, large items of medical
equipment.
Supplies: List the items that the project will use to implement the proposed
project. Separate items into three categories: office supplies (e.g., paper,
pencils), medical supplies (e.g., syringes, blood tubes, gloves), and educational
supplies (e.g., brochures, videos). Items must be listed separately.
Per 45 CFR § 75.321, property will be classified as supplies if the acquisition
cost is under $5,000. Note that items such as laptops, tablets, and desktop
computers are classified as a supply if the value is under the $5,000 equipment
threshold.
Contractual/Subawards/Consortium/Consultant: Provide a clear explanation as to
the purpose of each contract/subaward, how the costs were estimated, and the
specific contract/subaward deliverables. You should not provide line item details
on proposed contracts, rather you should provide the basis for your cost estimate
for the contract. You are responsible for ensuring that your organization or
institution has in place an established and adequate procurement system with
fully developed written procedures for awarding and monitoring all
contracts/subawards. Recipients must notify potential subrecipients that entities
receiving subawards must be registered in SAM and provide the recipient with
their UEI number (see 2 CFR part 25). 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.
For subawards to entities that will help carry out the work of the award, you
should decribe how you will monitor their work to ensure the funds are being
properly used.
Per the Suspension and Debarment rules in the Uniform Administrative
Requirements, as implemented by HRSA under 45 CFR § 75.213 non-federal
entities and contractors are subject to the non-procurement debarment and
suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR
parts 180 and 376. These regulations restrict awards, subawards and contracts
with certain parties that are debarred, suspended or otherwise excluded from or
ineligible for participation in federal assistance programs or activities.
HRSA SF-424 Application Guide 31
Other: Include all costs that do not fit into any other category and provide an
explanation of each 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.
You may include the cost of access accommodations as part of your project’s
budget, including sign interpreters, plain language and health literacy print
materials in alternate formats (including Braille, large print, etc.); and linguistic
competence modifications (e.g., translation or interpretation services).
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. For some institutions, the term “facilities and administration” (F&A) is
used to denote indirect costs. If your organization does not have an indirect cost
rate, you may wish to obtain one through HHS’s Cost Allocation Services (CAS)
(formerly the Division of Cost Allocation (DCA)). Visit CAS’s website to learn
more about rate agreements, the process for applying for them, and the regional
offices which negotiate them. If indirect costs are included in the budget, attach a
copy of the indirect cost rate agreement. If the indirect cost rate agreement is
required per the NOFO, it will not count toward the page limit. Any non-federal
entity that has never received a negotiated indirect cost rate, (except a
governmental department or agency unit that receives more than $35 million in
direct federal funding) may elect to charge a de minimis rate of 10 percent of
modified total direct costs (MTDC) which may be used indefinitely. If chosen, this
methodology once elected must be used consistently for all federal awards until
such time as a non-federal entity chooses to negotiate for a rate, which the non-
federal entity may apply to do at any time.
vi. Staffing Plan and Personnel Requirements
You must present a staffing plan and provide a justification for the plan that includes
education and experience qualifications and rationale for the amount of time being
requested for each staff position. Position descriptions that include the roles,
responsibilities, and qualifications of proposed project staff must be included in the
Attachment specified in the NOFO. Biographical sketches for any key employed
personnel that will be assigned to work on the proposed project must be included in
the Attachment specified in the NOFO. When applicable, biographical sketches
should include training, language fluency and experience working with the cultural
and linguistically diverse populations that are served by your programs. Finally, you
should describe your method for ensuring that only actual work performed will be
charged to the award and how that method meets federal cost principle requirements
under § 75.430 Compensation—personal services.
HRSA SF-424 Application Guide 32
vii. Assurances
If research involving human subjects is anticipated, you must meet the requirements
of the HHS regulations to protect human subjects from research risks as specified in
the Code of Federal Regulations, Title 45 – Public Welfare, Part 46 – Protection of
Human Subjects (45 CFR part 46), available online.
If research involving human subjects is anticipated, you must hold a Federal Wide
Assurance (FWA) of compliance from the Office of Human Research Protections
(OHRP) before award. You must provide your Human Subject Assurance Number
(from the FWA) in the application; if you do not have an assurance, you must indicate
in the application that you will obtain one from OHRP before award.
viii. Certifications
Complete the required Certification Regarding Lobbying Form and, if applicable, the
Disclosure of Lobbying Activities Form provided with the application package.
Lobbying
1) No federal appropriated funds have been paid or will be paid, by or on behalf of
the applicant, to any person for influencing or attempting to influence an officer or
employee of an agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with the awarding of any
federal contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.
2) If any funds other than federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with this federal contract, grant, loan, or
cooperative agreement, the applicant must complete and submit Standard Form-LLL,
''Disclosure of Lobbying Activities,'' in accordance with its instructions.
3) Recipients of HRSA awards shall require that the language of this certification be
included in the award documents for all subawards at all tiers (including subcontracts,
subgrants, and contracts under grants, loans, and cooperative agreements) and that
all subrecipients shall certify and disclose accordingly. This certification is a material
representation of fact upon which reliance was placed when this transaction was
made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by section 1352, title 31, U.S. Code. Any
person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
Federal Debt
Any organization or individual that is indebted to the United States, and has a
judgment lien filed against it for a debt to the United States, is ineligible to receive a
federal grant. By signing the SF-424, the applicant is certifying that they are not
HRSA SF-424 Application Guide 33
delinquent on federal debt in accordance with OMB Circular A-129. (Examples of
relevant debt include delinquent payroll or other taxes, audit disallowances,
guaranteed and direct student loans, benefits that were overpaid, etc.). If an
applicant is delinquent on federal debt, they should attach an explanation that
includes proof that satisfactory arrangements have been made with the Agency to
which the debt is owed. This explanation should be uploaded as an Attachment.
Debarment, Suspension, Ineligibility, and Voluntary Exclusion Certification
By submitting this proposal, the prospective recipient is providing the certification set
out below:
A. This certification in this clause is a material representation of fact. If it is later
determined that the prospective recipient knowingly submitted an erroneous
certification, in addition to other remedies available to the Federal Government,
HHS may pursue available remedies, including but not limited to, suspension
and/or debarment.
B. The prospective recipient shall provide immediate written notice to HRSA if at
any time the recipient learns that its certification was erroneous when submitted,
or had become erroneous due to changed circumstances.
C. The terms covered transaction, debarred, suspended, ineligible, lower tier
covered transaction, participant, person, primary covered transaction, principal,
proposal, and voluntarily excluded, as used in this certification, are defined in 2
CFR part 180, as supplemented by 2 CFR part 376.
D. The prospective recipient agrees by submitting this proposal that, should the
proposed covered transaction be entered into, it shall not knowingly enter into
any lower tier covered transaction with a person who is proposed for debarment
under 2 CFR part 180, or 48 CFR part 9, subpart 9.4, debarred, suspended,
declared ineligible, or voluntarily excluded from participation in this covered
transaction, unless authorized in writing by HRSA.
E. The prospective recipient further agrees by submitting this proposal that it will
include this clause titled “Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion,'' without modification, in all lower tier
covered transactions and in all solicitations for lower tier covered transactions,
and receive a copy of the signed attestation by such lower tier
contractor/subrecipient.
F. A recipient may rely upon a certification of a prospective recipient in a lower tier
covered transaction that neither it nor its principals, are proposed for debarment
under 2 CFR part 180 or 48 CFR part 9, subpart 9.4, debarred, suspended,
ineligible, or voluntarily excluded from covered transactions, unless it knows that
the certification is erroneous. A participant may decide the method and frequency
by which it determines the eligibility of its principals. HRSA strongly encourages
each participant to check the Excluded Parties database in the System for Award
Management.
G. Nothing contained in this certification requires establishment of a system of
records in order to provide the certification required by this certification.
H. Except for transactions authorized under paragraph E of this statement, if a
participant in a covered transaction knowingly enters into a lower tier covered
HRSA SF-424 Application Guide 34
transaction with a person who is proposed for debarment under 2 CFR part 180
or 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily
excluded from participation in this transaction, in addition to other remedies
available to the Federal Government, the Department may pursue available
remedies, including, but not limited to, suspension and/or debarment.
ix. Project Abstract
Effective April 22, 2021
Use the Standard OMB-approved Project Abstract Summary Form that is included in
the workspace application package. Do not upload the abstract as an attachment or it
may count toward any applicable page limit.
Start with the information below and provide a summary of the application in the
Project Abstract field / box using 4,000 characters or less.
Address
Project Director Name
Contact Phone Numbers (Voice, Fax)
Email Address
Website Address, if applicable
List all grant program funds requested in the application, if applicable
Because the abstract is often distributed to provide information to the public and
Congress, prepare this so that it is clear, accurate, concise, and without reference to
other parts of the application. It must include a brief description of the proposed
project including the needs to be addressed, the proposed services, and the
population group(s) to be served. If the application is funded, your project abstract
information (as submitted) will be made available to public websites and/or databases
including USAspending.gov. See the NOFO for additional information that may be
required in the project abstract.
x. Project Narrative
This section provides a comprehensive description of all aspects of the proposed
project. It should be succinct, self-explanatory, consistent with forms and
attachments, and well organized so that reviewers can understand the proposed
project. See the NOFO for specific narrative instructions.
xi. Attachments
Provide the attachments as specified in the NOFO to complete the content of the
application. You must upload attachments into the application. Any hyperlinked
attachments will not be reviewed/opened by HRSA. Unless otherwise noted,
attachments count toward the application page limit specified in the NOFO. You
must clearly label each attachment.
HRSA SF-424 Application Guide 35
4.2. Narrative and Attachment Formatting Guidelines
4.2.1. Font
Use an easily readable font, such as Times Roman, Arial, Courier, or CG Times. The
text and table portions of the application must be single-spaced and submitted in not
less than a 12-point font. Applications not adhering to 12-point font requirements may
be deemed non-responsive and returned. For charts/graphs, footnotes, and budget
tables, you may use a different pitch or size font but not less than 10-point or size font. It
is vital that the charts/graphs are legible when scanned or reproduced.
4.2.2. Paper Size and Margins
For duplication and scanning purposes, ensure that the application can be printed on
8½” x 11” white paper. Margins must be at least one inch at the top, bottom, left and
right of the paper. Left-align text.
4.2.3. Names
Include the name of the applicant and 10-digit award number (if competing continuation
or competing supplement) on each page as a footer.
4.2.4. Section Headings
Put all section headings flush left in bold type.
4.2.5. Page Numbering
Do not number the standard OMB-approved forms. Number each attachment page
sequentially. Reset the numbering for each attachment. (Treat each
attachment/document as a separate section.)
4.2.6. Allowable Attachment or Document Types
Unless otherwise noted in the NOFO, do not submit organizational brochures or other
promotional materials, slides, films, clips, etc.
The HRSA EHBs supports the attachment types listed below. Although Grants.gov
allows you to upload other types of attachments, HRSA only accepts the following
types of attachments. Files with unrecognizable extensions may not be accepted
or may be corrupted, and will not be considered as part of the application. When
HRSA prints the application, documents will print as you have formatted them. If using
Excel or other spreadsheet documents, be aware that reviewers will only see
information that is set in the “Print Area” of the document.
File Attachment Types (acceptable by HRSA)
o .DOC/.DOCX - Microsoft Word
o .RTF - Rich Text Format
o .TXT - Text
o .WPD - Word Perfect Document
o .PDF - Adobe Portable Document Format
o .XLS/.XLSX - Microsoft Excel
o .VSD – Microsoft Visio
HRSA SF-424 Application Guide 36
File Attachment Names
o Use only the following characters when naming your attachments: A-Z, a-z, 0-9,
underscore (_), hyphen (-), space ( ), period, parenthesis (), curly braces {},
square brackets [], ampersand &, tilde ~, exclamation point !, Comma ,
Semicolon; Apostrophe ‘, At sign @, Number sign #, Dollar Sign $, Percent Sign
%, Plus sign +, Equal sign =.
o Limit the file attachment name to under 50 characters.
Your application may be rejected by Grants.gov if you use attachment names
greater than 50 characters.
4.3. Application Content Order (Table of Contents)
HRSA uses an automatic numbering approach to ensure uniformity of all applications
when printed for objective review.
HRSA uses a standard package from Grants.gov (SF-424) and a standard order of
forms (see the table on the next two pages). The NOFO also provides you with explicit
instructions where to upload specific Attachments 1 to maximum of 15.
HRSA SF-424 Application Guide 37
SF-424 Application for Federal Assistance – Table of Contents
• It is mandatory to follow the instructions provided in this section to ensure that the application can be printed efficiently and
consistently for review.
• In NOFOs with page limits: failure to follow the instructions may make the application non-responsive. Non-responsive applications
will not be considered.
• For electronic submissions, you only have to number the electronic attachment pages sequentially, resetting the numbering for each
attachment, i.e., start at page 1 for each attachment. Do not attempt to number standard OMB-approved form pages.
• For electronic submissions, no Table of Contents is required for the entire application. HRSA will construct an electronic table of
contents in the order specified.
Application Section Form Type Instructions HRSA/Program Guidelines
Application for Federal
Assistance (SF-424)
Form Pages 1, 2 & 3 of the SF-424 face page. Required. Not counted in the page limit
Project Abstract Summary
Form
Form Ensure the Project Abstract field
succinctly describes the project in plain
language that the public can understand
and use without the full proposal. Use
4,000 characters or less.
Required. Not counted in the page limit.
Refer to Section 4.1.ix of this Guide and the
NOFO for detailed instructions, if applicable.
Additional Congressional
District
Attachment Can be uploaded on the third page of SF-
424 - Box 16
If this attachment is included, it will be
counted in the page limit.
Project Narrative File(s)
Attachment Form
Form Supports the upload of Mandatory Project
Narrative document
Required. Not counted in the page limit.
Mandatory Project Narrative Attachment Must be uploaded in Project Narrative File
Attachment form. Click the “Add
Mandatory Project Narrative File” button.
Required attachment. Counted in the page
limit. Refer to the NOFO for detailed
instructions. Provide table of contents
specific to this document only as the first
page.
SF-424A Budget Information
- Non-Construction
Programs
Form Pages 1–2 to support structured budget
for the request of Non-construction
related funds.
Required. Not counted in the page limit.
Budget Narrative File(s)
Attachment Form
Form Supports the upload of Mandatory Budget
Narrative.
Required. Not counted in the page limit.
HRSA SF-424 Application Guide 38
Application Section Form Type Instructions HRSA/Program Guidelines
Mandatory Budget Narrative Attachment Must be uploaded in Budget Narrative
File(s) Attachment form.
Required attachment. Counted in the page
limit. Refer to the Section 4.1.v of this SF-
424 Application Guide and the NOFO for
detailed instructions.
Project/Performance Site
Location(s)3
Form Supports primary and 299 additional sites
in structured form.
Required. Not counted in the page limit.
Additional Performance Site
Location(s)3
Attachment Can be uploaded in the SF-424
Performance Site Location(s) form. Single
document with all additional site
location(s)
If this attachment is included, it will be
counted in the page limit.
Grants.gov Lobbying Form Form Supports required lobbying assurances. Required. Not counted in the page limit.
Disclosure of Lobbying
Activities (SF-LLL)
Form Supports structured data for lobbying
activities.
Optional, as applicable. Not counted in the
page limit.
Key Contacts Form Form Submit direct contact information for all
principals* and key personnel**.
Required. Not counted in the page limit.
Note: HRSA requires the “Middle Name” for
each principal and key personnel submitted
on the Key Contacts Form. If the principal,
key personnel has no middle name, insert
“N/A” on the Key Contacts Form.
Attachments Form Form Supports up to 15 numbered
attachments. This form only contains the
attachment list.
Not counted in the page limit.
Attachments 1–15 Attachment Can be uploaded in Attachments Form 1–
15.
Refer to the attachment table provided in the
NOFO for specific sequence. Unless the
NOFO says otherwise, attachments are
counted in the page limit.
3 Changes to improve grant award data accuracy have led HHS to require that applicant street addresses (SF-424 cover page and Project/Performance
Site Location Form) contain a valid 9-digit zip code. Use the following USPS.com link to find your 9-digit zip code.
HRSA SF-424 Application Guide 39
• To ensure that attachments are organized and printed in a consistent manner, follow the order provided in the NOFO. Note that these
instructions may vary across programs.
• Evidence of non-profit status and invention related documents, if requested, must be provided in the ATTACHMENTS FORM (not
counted in the page limit).
• Additional supporting documents, if applicable, can be provided using the available rows. Do not use the rows assigned to a specific
purpose in the program NOFO.
• Merge similar documents into a single document. Where several documents are expected in the attachment, ensure that a table of
contents cover page is included specific to the attachment. The table of contents page will not be counted in the page limit.
Attachment Number Attachment Description (Program Guidelines)
Attachments 1–15 Please see instructions in the NOFO.
*Principal:
Per 2 CFR § 180.995,
(a) An officer, director, owner, partner, principal investigator, or other person within a participant with management or
supervisory responsibilities related to a covered transaction; or
(b) A consultant or other person, whether or not employed by the participant or paid with federal funds, who—
(1) Is in a position to handle federal funds; (2) Is in a position to influence or control the use of those funds; or, (3) Occupies a
technical or professional position capable of substantially influencing the development or outcome of an activity required to
perform the covered transaction.
Per 2 CFR § 376.995,
Individuals, in addition to those listed at 2 CFR § 180.995, who participate in HHS covered transactions including:
(a) Providers of federally required audit services; and
(b) Researchers.
**Key Personnel: 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.
HRSA SF-424 Application Guide 40
4.4. Application Page Limit
The total of uploaded attachment pages that count against the page limit shall be no
more than the page limit specified in Section IV. 2. of the NOFO when printed by HRSA.
Standard OMB-approved forms included in the workspace application package do not
count in the page limit. The abstract is the standard form (SF) "Project_Abstract
Summary.”
The abstract is no longer an attachment that counts in the page limit. Additionally,
indirect Cost Rate Agreement and proof of non-profit status (if applicable) do not count
in the limit. However, if you use an OMB-approved form that is not included in the
workspace application package for your NOFO, it will count against the page limit.
Therefore, we strongly recommend you use Grants.gov workspace forms associated
with your NOFO to avoid exceeding the page limit.
It is important to take appropriate measures to ensure your application does not
exceed the specified page limit. Any application exceeding the page limit will not
be read, evaluated, or considered for funding.
Applications must be complete, within the maximum specified page limit, and
validated by Grants.gov before the deadline.
You must follow the instructions provided in this section. HRSA recommends that you
print all attachments and confirm the number of pages before submission.
4.5. Submission Dates and Times
Letter of Intent to Apply (ONLY if requested on the cover and in Section IV.7. of
the NOFO)
You are eligible to apply even if no letter of intent is submitted. The letter should identify
your organization and its intent to apply, and briefly describe the proposal. HRSA will
not acknowledge receipt of letters of intent.
This letter should be sent via email by the date listed in NOFO to:
HRSA Digital Services Operation (DSO)
Use the HRSA opportunity number as email subject (HRSA-##-####)
HRSADSO@hrsa.gov
Application Due Date
The due date for applications is 11:59 p.m. ET on the date listed in Section IV.4.
Submission Dates and Times in the NOFO, unless otherwise noted. Applications
completed online are considered formally submitted when the application has been
HRSA SF-424 Application Guide 41
successfully transmitted electronically to the correct funding opportunity number, by the
organization’s AOR through Grants.gov and validated by Grants.gov under the correct
funding opportunity number on or before the deadline date and time.
4.6. Correcting Mistakes
If, for any reason, an application is submitted more than once before the application due
date, HRSA will only accept and review your last validated electronic submission, under
the correct funding opportunity number, before the Grants.gov application due date as
the final and only acceptable application. Applications submitted under the wrong
funding opportunity number may be deemed non-responsive; refer to section 3.6 for
more guidance. If you need to correct a Grants.gov application mistake, in Box 1 of the
SF-424, check “Changed/Corrected Application,” and submit the corrected version
before the application deadline.
It is incumbent on you to ensure that the AOR is available to submit the
application to HRSA by the published due date. HRSA will not accept submission
or re-submission of incomplete, rejected, or otherwise delayed applications after
the deadline. Therefore, we urge you to submit your application at least 3 calendar
days before the deadline. If an application is rejected by Grants.gov due to errors, it
must be corrected and resubmitted to Grants.gov before the deadline date and time.
Deadline extensions will not be provided to applicants who do not correct errors and
resubmit before the posted deadline.
4.7. Tips for Writing a Strong Application
HRSA has designed a TA webpage to assist you in preparing your application.
Resources include help with system registration, finding and applying for funding
opportunities, writing strong applications, understanding the review process, and many
other topics which you will find relevant. The webpage can be accessed at HRSA Apply
For A Grant.
In addition, you can access a concise resource offering tips for writing proposals for
HHS grants and cooperative agreements at HHS Tips for Preparing Grant Proposals.
4.8. Withdrawing an Application
You may withdraw your application from consideration at any time before an award is
issued. Send notification of this withdrawal via email to ApplicationWaivers@hrsa.gov
with a copy sent to the PC and GMS listed in the NOFO.
HRSA SF-424 Application Guide 42
5. PROCESS OVERVIEW
5.1. Competing Applications through Grants.gov Using Workspace
The process for submitting a competing application through Grants.gov using
workspace is as follows:
1) HRSA posts all competing NOFOs on Grants.gov.
2) In order to apply for a HRSA award, you must complete the Grants.gov registration
process. See Section 3 for more details.
3) Once the NOFO is available, you should search for the funding opportunity in
Grants.gov by clicking the SEARCH GRANTS tab, entering the funding opportunity
number (HRSA-##-####) and then selecting the funding opportunity or clicking the
APPLICANTS tab and then clicking on How to Apply for Grants .
4) Create a workspace package. The NOFO, accessible via the instructions link,
contains critical application instructions. Make note of the funding opportunity
number.
5) Add workspace participants, complete the workspace package, check for errors, and
notify the AOR the application is ready for submission.
6) Submit the application package through Grants.gov.
7) Track the status of your submitted application using “Track My Application” at
Grants.gov until you receive email notifications that your application has been
received and validated by Grants.gov and received by HRSA. Be sure the
application has been validated under the correct funding opportunity number.
8) Once Grants.gov validates your application, you may track the status of the
application within HRSA by using the “Track Your Application” widget, now available
on HRSA’s website. The application tracker will let you know where your application
is at every stage in the process.
5.2. Application Processing
HRSA staff review each application for eligibility, responsiveness, completeness, and
conformity with the requirements outlined in the relevant NOFO, including
programmatic, budgetary, and grants management compliance. Applications that pass
the initial HRSA completeness and eligibility screening will be reviewed and rated by a
panel based on the program elements and review criteria presented in Section V. 1.
Review Criteria of the relevant NOFO.
All incomplete, ineligible, or otherwise non-compliant applications, and applications
determined to be non-responsive to NOFO requirements will not be considered for
funding. You may withdraw your application from consideration at any time before an
award is issued.
HRSA SF-424 Application Guide 43
For those applications that did not pass the initial screening, HRSA will advise
applicants by email through the EHBs (sent to the individual signing the application on
behalf of the organization) that the application will not be held for further consideration
or be funded. The decision not to make an award or to make an award at a particular
funding level, is discretionary and is not subject to appeal to any HRSA or HHS official
or board.
5.3. Objective Review Information
The Division of Independent Review is responsible for managing objective reviews
within HRSA. The objective review process provides an objective evaluation of
applications to the individuals responsible for making award decisions. Objective review
is essential to ensuring selection of applications that best meet the needs of the
program consistent with published evaluation criteria and providing assurance to the
public that the evaluation process is impartial and fair. Applications competing for
federal funds receive an objective and independent review performed by a committee of
experts qualified by training and experience in particular fields or disciplines related to
the program being reviewed. In selecting review committee members, other factors in
addition to training and experience may be considered to improve the balance of the
committee, e.g., geographic distribution. Each reviewer is screened to avoid conflicts of
interest and is responsible for providing an objective, unbiased evaluation based on the
review criteria presented in Section V. 1. Review Criteria of the NOFO.
Applications that pass the initial HRSA completeness and eligibility screening will be
reviewed and rated by a panel based on the program elements and review criteria
presented in the NOFO. The review criteria are designed to enable the review panel to
assess the quality of a proposed project and determine the likelihood of its success. The
criteria are closely related to each other and are considered as a whole in judging the
overall quality of an application.
HRSA has procedures for assessing the technical merit of applications to provide for an
objective review and to assist you in understanding the standards against which each
application will be reviewed. HRSA has indicators for each review criterion to assist you
in presenting pertinent information related to that criterion and to provide the reviewer
with a standard for evaluation. See the review criteria outlined with specific detail and
scoring points in the NOFOs.
Funding factors may be applied during the objective review process or in the selection
process. Funding factors are addressed in the NOFO, which will specify if you must
make an affirmative request to be considered for a funding factor, what information is
needed to demonstrate eligibility for the funding factor, and whether objective reviewers
or HRSA staff determine if you’ve met the funding factor. The NOFO provides a detailed
explanation of preferences, priorities, or special considerations with an explicit indication
of their effect (e.g., whether they result in additional points being assigned). It is HRSA
HRSA SF-424 Application Guide 44
policy that funding preferences, priorities, and special considerations must be published
in the NOFO.
You will receive written notification of the outcome of the objective review process,
including a summary of the expert committee’s assessment of the application’s
strengths and weaknesses, and whether the application was selected for funding.
5.4. Award Notification
The Notice of Award (NOA) is the legal document issued to the recipient that indicates
an award has been made and funds may be requested from HRSA. Until an awarding
office has issued an NOA for the initial budget period, any costs you incur for the project
are incurred at your own risk. HRSA may reimburse pre-award costs only to the extent
that they would otherwise be allowable. The NOA sets forth the amount of funds
granted, the terms and conditions of the award, the effective date of the award, the
budget period for which initial support will be given, the non-federal share to be provided
(if applicable), and the total period of performance for which support is contemplated.
Signed by the Grants Management Officer (GMO), it is sent to the recipient’s AOR, and
reflects the only authorizing document. Any other correspondence announcing that an
application has been selected for award is not an authorization to begin performance.
Generally, HRSA will issue the NOA before the start date of the award as listed in
Section V.4 of the NOFO.
A revised NOA may be issued during a budget period to effect an action resulting in a
change in the period or amount of support or other change in the terms and conditions
of award. An awarding office generally will not issue a revised NOA to reflect a
recipient’s post-award rebudgeting. Applicants who are selected for funding may be
required to respond in a satisfactory manner to conditions placed on their award
document before funding can proceed. Letters of notification do not provide
authorization to begin performance.
Unsuccessful applicants will receive notification from HRSA’s Division of Grants
Management Operations.
6. REPORTING REQUIREMENTS
Successful applicants must comply with the following standard reporting and review
activities, unless otherwise noted in the NOFO or NOA. Some programs require
program-specific reporting; please see Section VI. 3. Reporting of the NOFO.
a. Audit Requirements
Comply with audit requirements of 45 CFR part 75, subpart F. Information on
audits can be found on the Internet.
HRSA SF-424 Application Guide 45
b. Status Reports
1) Federal Financial Report. The Federal Financial Report (SF-425) is required
according to the following schedule: FFR Submission Schedule. The report is
an accounting of expenditures under the project that year. Financial reports
must be submitted electronically. More specific information will be included in
the NOA.
2) Progress Report(s). The recipient must submit a progress report to HRSA
on a quarterly, semi-annual, or annual basis (as specified in the NOFO) or
condition of the award. For multi-year awards, submission and HRSA
approval of recipient progress report(s) triggers the budget period renewal
and release of subsequent year funds. More information will be provided in
the NOA.
3) Final Report. A final report is due within 90 calendar days after the period of
performance ends. The final report collects information relevant to program-
specific goals and progress on strategies; core performance measurement
data; impact of the overall project; the degree to which the recipient achieved
the mission, goal and strategies outlined in the program; recipient objectives
and accomplishments; barriers encountered; and responses to summary
questions regarding the recipient’s overall experiences during the entire
period of performance. Recipients must submit the final report online in the
HRSA EHBs system.
4) Tangible Personal Property Report. If applicable, the recipient must submit
the Tangible Personal Property Report (SF-428) and any related forms within
90 calendar days after the period of performance ends. Recipients are
required to report all federally-owned property and acquired equipment with
an acquisition cost of $5,000 or more per unit. Tangible personal property
means property of any kind, except real property, that has physical existence.
It includes equipment and supplies. Property may be provided by HRSA or
acquired by the recipient with award funds. Federally-owned property consists
of items that were furnished by the Federal Government. Tangible personal
property reports must be submitted electronically through HRSA EHBs. More
specific information will be included in the NOA.
5) Any other required reports and/or products specified in the NOFO.
c. Transparency Act Reporting Requirements
New awards (“Type 1”4) issued are subject to the reporting requirements of the
Federal Funding Accountability and Transparency Act (FFATA) of 2006 (P. L.
109–282), as amended by section 6202 of P.L. 110–252, and implemented by 2
CFR part 170. IMPORTANT: The reporting requirements apply for the duration of
4 Part of a coding system HRSA uses to make distinctions between awards. The award type is the first
digit of the “Award No.” as indicated on the Notice of Award (NOA).
HRSA SF-424 Application Guide 46
the period of performance and so include all subsequent award actions to
aforementioned HRSA grants and cooperative agreement awards (e.g.,
competing continuation (“Type 2”), non-competing continuation (“Type 5”), etc.).
Grant and cooperative agreement recipients must report information for each
first-tier subaward of $25,000 or more in federal funds and executive total
compensation for the recipient’s and subrecipient’s five most highly compensated
executives as outlined in Appendix A to 2 CFR part 170 (FFATA details are
available online at Requirements for Federal Funding Accountability and
Transparency Act Implementation).
7. AGENCY CONTACTS
7.1. Working with HRSA Program and Grants Management Staff
For assistance with overall program-related questions, contact the PC listed in Section
VII. Agency Contacts of the NOFO. For additional information regarding business,
administrative, or fiscal issues, contact the GMS listed in Section VII. Agency Contacts
of the NOFO. The PC and the GMS work as a team in many award-related activities.
Contact Grants.gov Support for technical questions related to Grants.gov.
7.2. Grants.gov Customer Support
Direct all questions regarding Grants.gov to the Grants.gov Call Center at
1-800-518-4726 (International callers dial 606-545-5035) or via email at
Support@Grants.gov. Call Center hours of operation are 24 hours a day, 7 days a
week, excluding federal holidays. Be sure to obtain a case number every time you call
so that your issue can be tracked.
For additional support with the Grants.gov website, visit Grants.gov Support. You can
also visit the Grants.gov Self-Service Knowledge Base for answers to commonly asked
questions.
8. FAQS AND OTHER INFORMATION
8.1. Software FAQs
8.1.1. What are the software requirements for using Grants.gov?
You will need to download Adobe Reader. For information on Adobe Reader, go to
Adobe Software Compatibility.
HRSA SF-424 Application Guide 47
8.1.2. Can I download Adobe Reader onto my computer?
There are software applications that allow you to successfully navigate the Grants.gov
pages and complete your application. You can find these applications at Adobe
Software Compatibility. However, depending on your organization’s computer network
and security protocols you may not have the necessary permissions to download
software onto your workstation. Contact your IT department or system administrator to
download the software for you or give you access to this function.
8.1.3. Is Grants.gov Macintosh (Mac) compatible?
Yes.
8.2. Application Receipt FAQs
8.2.1. When do I need to submit my application?
Generally, applications must be submitted and validated via Grants.gov by 11:59 p.m.
ET on the due date, however the time may vary. You should refer to the NOFO for exact
submission dates and times. An application for HRSA funding must be both received
and validated by Grants.gov under the correct funding opportunity number by the
application deadline. HRSA strongly suggests submitting applications to Grants.gov at
least 3 calendar days before the deadline to allow for any unforeseen circumstances.
8.2.2. What is the receipt date (the date the application is electronically received
by Grants.gov or the date the data is received by HRSA)?
The submission/receipt date is the date the application is electronically received and
validated by Grants.gov. An application for HRSA funding must be both received and
validated under the correct funding opportunity number by Grants.gov by the application
deadline. Allow sufficient time to have the application validated, which can take up to 48
hours.
8.2.3 Once my application is submitted, how can I track my application and what
emails can I expect from Grants.gov and HRSA?
You can check the status of your application any time after submission by logging into
Grants.gov and clicking on the Track My Application link. This link will also be included
in the confirmation email that you receive from Grants.gov.
When you submit your application in Grants.gov, it is first received and then validated
by Grants.gov. Typically, this takes a few hours but it may take up to 48 hours during
peak volumes. You will receive four emails from Grants.gov.
The first will confirm receipt of your application by the Grants.gov system (“Received”).
The second will indicate that the application has either been successfully validated
(“Validated”) by the system before transmission to HRSA or has been rejected due to
errors (“Rejected with Errors”). An application for HRSA funding must be both received
and validated under the correct funding opportunity number by Grants.gov by the
application deadline.
HRSA SF-424 Application Guide 48
Subsequently, HRSA will download the application upon successful validation of your
application by Grants.gov. The status of the application will then change to “Received
by Agency” after successful validation and you will receive a third email from
Grants.gov.
HRSA will process the application to ensure that it has been submitted for the correct
funding opportunity number, along with the correct award number (if applicable) and
recipient/applicant organization. This may take up to 3 business days. HRSA will assign
a unique tracking number to your application which will be posted to Grants.gov. The
status of your application will then be changed to “Agency Tracking Number Assigned”
and you will receive a fourth email from Grants.gov.
• NOTE: Refer to FAQ 8.2.5 below for a summary of emails.
8.2.4. If a resubmission is required due to technological problems encountered
using the Grants.gov system and the closing date has passed, what should
I do?
You must contact DGMO at HRSA, within 5 calendar days from the closing date, via
email at ApplicationWaivers@hrsa.gov and provide a detailed explanation. Your email
must include the HRSA funding opportunity number, the name, address, and telephone
number of the organization, the organization’s UEI number, and the name and
telephone number of the Project Director, as well as the Grants.gov Tracking Number
(GRANTXXXXXXXX) assigned to your submission, along with a copy of the “Rejected
with Errors” notification you received from Grants.gov.
Extensions for funding opportunity deadlines are only granted in the rare event of a
natural disaster or validated technical system problem on the side of the Government
that prevented a timely application submission. An application for HRSA funding must
be both received and validated under the correct funding opportunity number by the
application deadline.
8.2.5 Can you summarize the emails received from Grants.gov and identify who
will receive the emails?
Submission Type Subject Timeframe Sent By Recipient
Competing
Application
“Submission Receipt” Within 48
hours
Grants.gov AOR
“Submission Validation
Receipt” OR “Rejected
with Errors”
Within 48
hours
Grants.gov AOR
“Grantor Agency
Retrieval Receipt”
Within hours
of second
email
Grants.gov AOR
HRSA SF-424 Application Guide 49
Submission Type Subject Timeframe Sent By Recipient
“Agency Tracking
Number Assignment”
Within 3
business
days
Grants.gov AOR
8.3. Application Submission FAQ
8.3.1. How can I make sure that my electronic application is presented in the
correct order for objective review?
Follow the instructions provided in Section 4 to ensure that your application is presented
in the correct order and is compliant with all the requirements.
8.4. Grants.gov FAQs
For a list of frequently asked questions and answers maintained by Grants.gov, visit
Frequently Asked Questions by Applicants.
Grants.gov offers several tools and numerous user guides to assist applicants who are
interested in applying for grant funds. To view the many applicant resources available
through Grants.gov, visit Training Documents and Videos for Grants.gov.
8.5. Application Completeness Checklist
Have I read the NOFO and this SF-424 Application Guide thoroughly?
Is my organization eligible to apply for the funding opportunity?
Am I applying to the correct funding opportunity number?
Is my proposed project responsive to the stated goals and objectives of the
program as specified in the NOFO?
Have I ensured my application does not exceed the funding ceiling amount
specified in Section III of the NOFO?
Have I completed all forms and attachments as requested in Section IV of the
NOFO and this Guide?
Have I ensured my application does not exceed the page limit, if applicable,
specified in the NOFO?
Will I apply at least 3 calendar days before the deadline to accommodate any
unforeseen circumstances?
Have I received confirmation emails from Grants.gov noting validation of
successful submission?
8.6. Program-Specific Resources and Technical Assistance
Refer to Section VIII of the NOFO for additional information/resources (e.g., TA
calls/webinars, related programs, useful website addresses).
HRSA SF-424 Application Guide 50
9. TECHNICAL ASSISTANCE RESOURCES
HRSA’s Apply for a Grant TA webpage at https://www.hrsa.gov/grants/apply/ is a one-
stop shop for potential applicants on how to apply for HRSA funding.
Oakland County Laboratory Grant Application
Application for Federal Assistance
•1. Application
•2. New
•8a. County of Oakland
•8b. 38-6004876
•8c. HZ4EUKDD7AB4
•8d. 1200 N Telegraph Rd., Pontiac MI 48341
•8f. Leigh-Anne Stafford, 248-858-1293, staffordl@oakgov.com
•9. B. County Government
•10. Community Project Funding/Congressional Directed Spending (CPF/CDS) from HHS
and HRSA
•12. [Funding Opportunity Number and title]
•15. County of Oakland, Pontiac, MI for facilities and equipment to expand laboratory
capabilities by construction and equipment purchases
•16a. MI-011
•16b. MI-011
•17a. October 1, 2023
•17b. August 1, 2026
•18a. Federal: 1,200,000.00
•19. No
•20. No
•21. Agree
•Authorized Representative:
David Woodward
Board Chair – Commissioner
248-296-5033
woodwardd@oakgov.com
Project Abstract
The Oakland County Health Division (OCHD) Laboratory fulfills an essential role in the
protection and improvement of the health of Oakland County residents. Testing provided at
OCHD brides a critical gap in access to care for the underinsured and uninsured. These services
include real-time and rapid-result testing for communicable diseases and a variety of infectious
diseases. OCHD Laboratory also performs an important function monitoring and testing key
environmental health indicators, serving to protect and preserve drinking and surface water
quality. In recognition of the Laboratory’s long-standing excellence, OCHD Laboratory was
elected as one of seven Michigan State Regional Laboratories and currently acts a back-up for
the State’s central laboratory. OCHD lab is also at the forefront of STI testing and research,
working with the Centers for Disease Control and Prevention and helping validate testing for
emerging STIs, such as Mycoplasma genitalium and Neisseria meningitidis.
Oakland County is requesting your support to secure funding for expansion of a Health Division
Laboratory, equipped with advanced technology to meet the growing public health needs of
the community. The implementation of this project would enhance the capacity and capabilities
of the Laboratory. Digital-drop-PCR instrumentation – currently used for COVID testing – will be
improved to expand the County’s testing capabilities to trace the source of pollutants and
monitor water quality at beaches throughout Oakland County. Hologic Panther digital
instruments will be utilized to improve public health testing for influenza and hepatitis viruses,
STDs and bacterial pathogens. This expansion will increase the capacity of OCHD testing,
allowing the Health Division to process more labs for partner organizations, increasing access to
quality care.
Project Narrative
Project Description
The County of Oakland owns several buildings and the property at 1200 N. Telegraph Rd.,
Pontiac MI 48341 and adjoining addresses. Many of the county operations are housed on this
large parcel of land including, but not limited to, Oakland County Sheriff’s Office, Oakland
County Courts, Treasury, Health Division, Veterans Services, Medical Examiners, Animal Control,
Information Technology, Executive Office and Emergency Management.
Currently Oakland County owns the Medical Examiner’s Building at 1200 N Telegraph Road
County Service Center Drive, Building 28E, Pontiac MI 48341. The building was constructed in
1999 and has a total of 38,705 square feet. The Medical Examiner’s office is responsible to
investigate and determine the cause and manner of death in any violent, sudden, unexpected,
suspicious or otherwise unexplained death, inclusive of all jail deaths and deaths in police
custody occurring within Oakland County. Part of their function is to complete a forensic
autopsy which is an examination conducted postmortem to address medicolegal objectives.
When the Medical Examiner’s office was built in 1999, their second floor included two
laboratories. A dry lab and wet lab. Currently, the Medical Examiner’s staff are only using the
wet lab side of the second floor. The two laboratories are separated by a corridor and can be
secured from doors leading into the separate lab areas.
This project intends to covert the 2,300+ square feet of the dry lab into the Oakland County
Health Division laboratory. Oakland County laboratory is certified under the Clinic Laboratory
Improvement Amendments (CLIA) and Environmental, Great Lakes and Energy (EGLE) to
complete tests that include, but not limited to, environmental testing such as water sample
testing for water coliforms, inorganic chemistries or metals. The laboratory is also able to test
wastewater to identify the presence of viral particles or chemicals in one geographic area. The
laboratory also runs tests from our Oakland County Health Division clinic such as tests to detect
chlamydia, gonorrhea, trichomoniasis, syphilis and HIV. The current laboratory is located at
1200 N Telegraph Rd, Building 32E, Pontiac MI 48341. The laboratory occupies a very small,
secured portion of the building. Common Ground, a crisis and resource center, occupy the
other parts of the building.
The current space is not large enough to perform the current number of tests needed on a daily
basis. In addition, as an approved Regional Laboratory for the State of Michigan, Oakland
County is looking to expand their testing capacity for newly identified pathogens and concerns.
The space at the Medical Examiners (Building 28E) would allow for them to expand their
capacity with an open concept layout to allow for easier workflow and movement of staff and
flexibility to move priorities.
The project will include the renovation of the existing space at the the Medical Examiners
building (28E) on the second floor. The space currently has millwork and overhead storage in a
large open space. There is one small office included in the space. There are exterior windows
along the south wall and north interior walls creating a corridor separating the spaces. The
space does not currently have any plumbing for water lines or sinks in the space.
The plumbing will be added into the area for sinks, eye wash stations and a drench shower.
The sinks will be inserted into the existing millwork. The eye wash stations and drench shower
will be installed within the room in a compliant distance from lab functions to meet safety
protocols.
A fume hood will be installed to prevent the release of hazardous substance by controlling and
then exhausting hazardous and/or odorous chemicals. The hood will be installed and vented to
the exterior of the building.
The buildings existing HVAC system will be updated to balance the conditions for that space.
The control panels will also be updated to allow for staff to monitor and change temperatures
as needed.
Finishing work will include cosmetic features and the electrical will be updated to provide
outlets and capacity for all laboratory equipment.
All work will be done in compliance with local and state codes.
Storage equipment, desks and chairs will be purchased to allow for staff to work in the area
submitting reports, analyzing results and all other responsibilities of the lab.
The funding will also be used for project expenses such as architect/engineer fees, project
management, signage, security and contingency.
Moveable Equipment
Costs for some items are estimates pending an onsite design once the project has started. All
pricing will be based on county contract with furniture vendor following Oakland County
purchasing guidelines.
Item Description Unit Price Quantity Total Price
Chairs (Zody Task Chair) $544.73 10 $5,447.30
Desks $6,76.16 5 $3,380.80
Storage Cabinets $1,500.00 7 $10,500.00
Stools $400.00 8 $3,200.00
Total $22,528.10
Budget
Budget Narrative
4. Architectural and engineering fees - $30,000
Vendor will be selected following Oakland County purchasing process to create working
drawing and floor plans for the contractor to follow for all electronical, pluming, construction
and installation costs.
9. Construction = $807,091
Construction will be divided between internal County trades as well as external County
contracted vendors and subcontractors. County Project Managers will oversee all trades. The
scope of the work is listed below.
•General conditions ($69,914.97) – project manager, superintendent, matts, dust and
infectious control partitions and clean up
•Concrete ($746.20) - cut, patch and repair
•Metals ($2,690.87) - partition, galvanized studs
•Finishes ($11,134.96) - wall demolition, tape and finishing work, floor finish, paint
•Equipment ($77,037.40) - this section does not include movable equipment – fume
hood, eye washing station, sinks, deluge drench shower
•Furnishings ($91,993.36) - demolition and installation of new millwork with installed
sinks
•Plumbing ($58,581.17) - installation of piping and connections, and medical gas systems
•Heating, Ventilating and Air Conditioning (HVAC) ($134,459.56) - balancing air, heating
and ventilation equipment with increased volume and the addition of a ventilation
hood, and associated controls
•Electrical ($98,716.02) - conduit, circuit breakers, panels, receptacles and
uninterruptible power supply (UPS) units
•Electronic safety and security ($23,500.00) - access control with card keys
•Miscellaneous ($238,317.00) - escalation costs (7.5%), bonds and insurance (2%),
general conditions (15%), mark up on subcontractors (15%)
10. Moveable Equipment = $20,000
Equipment will include movable equipment not installed during the construction. Will use
contracted and competitively bid pricing from county vendor for purchase and includes desks,
chairs, storage cabinets and stools.
11. Miscellaneous = $24,500
Oakland County internal department such as Facilities, Maintenace & Operations (FM&O),
Oakland County Information Technology and Building Safety will complete the work using
Oakland County standards, vendors and equipment.
•Signage ($2,500.00)– Internal signage will need to be changed to identify the lab for
community partner drop-offs or private lab pick-ups.
• Voice and Data lines and set-up of equipment ($5,000.00) - Oakland County Information
Technology voice and data lines will need to be moved and/or added to accommodate
the staff and equipment in that space. Additional connections are required for some
laboratory equipment to provide reports and send information.
•Security System updates ($2,000.00) - Oakland County Building Safety coordination
efforts will aid in updating and/or adding card swipe access into the Medical Examiner’s
laboratory and the Oakland County Health Division’s laboratory to ensure confidentiality
of information, security of lab processes and compliance with licensing requirements.
•Project Management ($15,000.00) - Oakland County Facilities Planning & Engineering
division and their consultants will have staff to manage the overall project, contracted
vendors, purchasing of all equipment, department approval and address all concerns
with timelines and scope of work.
13. Contingencies = $299,343.00
•Design and Construction Contingency ($128,290.00) - a project contingency was added
at $15% of the total project cost to cover additional needs and unexpected additional
work or change to the project.
•Inflation Contingency ($171,053.00) - based on the current market and increased cost to
supplies and labor, an additional 20% contingency was placed on the overall project.