Grant Q&A - Round 2

Application

Q: Can applicants submit more than one application for different target populations?

A:  Yes, the same organization can submit multiple applications for different approaches, different geographic regions, and/or different populations of focus. Please contact us at VaccineGrantRound2@tamu.edu for additional guidance if you plan on submitting multiple applications due to these factors. There is no guarantee that more than one application per organization will be accepted.

Q:  Is there a page limit or formatting specifications, like font size to submit the proposal? 

A:  We do not have a page limit or other formatting specifications for the proposal.  Please reference the RFP for minimum word counts for each section.  You must submit the budget and budget justification in the template provided.

Q:  Do you want letters of support or commitment from applicant partners/target communities?

A:  Letters of commitment are required for joint applications between organizations. Letters of support are not required for individual applications.

Q:  Can organizations partner on a joint application?

A:  Yes.

Q:  Are there regions of the state that will be prioritized, therefore, certain applications prioritized?

A:  Priority will be given to applicants who are: 

• Statewide organizations proposing targeted community interventions addressing communities of color, rural communities, and/or Texans with disabilities
• Groups or organizations focusing on serving parents of children in Texas regarding COVID-19 vaccine safety and efficacy
• Groups or organizations focusing on one or more of ten counties in Texas with low vaccination rates (Bell, Bowie, Ector, Grayson, Jefferson, Johnson, McLennan, Parker, Tom Green, and/or Wichita)
• Groups or organizations focusing on serving Tribal Nations

Q:  Can organizations apply for multiple grant awards for different locations?

A: Yes, the same organization can submit multiple applications for different approaches, different geographic regions, and/or different populations of focus. Please contact us at VaccineGrantRound2@tamu.edu for additional guidance if you plan on submitting multiple applications due to these factors. There is no guarantee that more than on application per organization will be accepted.

Q:  Will applications be evaluated at the end of the application deadline or on a rolling basis?  If on a rolling basis, will applicants be notified whether their project was funded?

A:  Applicants will be evaluated on a rolling basis and notified of the status of their application at that time.

Q:  Will applications in counties with growing COVID infections be prioritized?

A:  Applications will be prioritized on a number of variables including the vaccination rates per area proposed to be covered in each proposal.

Q: If large organizations apply on behalf of members, will the evaluation consider the large organization or individual site's experience?

A: Each application will be considered based on its specific scope of work and target population.  Evaluators will request more information if experience is of concern. 

Q: If organizations can collaborate but subcontracts are not allowed, how is the collaboration envisioned?

A: Texas A&M has clarified that subcontracts are available.  

Eligibility

Q:  Can you define “community” as listed in the RFP?

A:  A community can include, but not limited to, a county, set of counties, sections of counties, zip codes, or sections of neighborhoods.  A community is a group of people with diverse characteristics who are linked by social ties, share common perspectives, and engage in joint action in geographical locations or settings. This would account for organizations who are targeting "people with disabilities" and other communities who are not defined necessarily by geographic boundaries.

Q:  Are health care providers eligible to apply for these funds?

A:  Yes, if the project scope falls within the parameters of the RFP.

Q:  Can you clarify if local health departments are eligible to apply for these funds?

A:  No, local health departments are not eligible. Please email Texas A&M at VaccineGrantRound2@tamu.edu for additional information.

Financial Reporting

Q:  What kind of reporting will be required and how often?

A:  Monthly progress reports are required as well as a final technical report.

Q: What will monthly reports look like? 

A:  All awardees will be expected to complete the following activities:

• Submit monthly progress reports.
• Submit final narrative report describing stakeholder collaboration, successes, challenges, lessons learned, and event and activity metrics*.

Indicators and performance measures include, but are not limited to the following: 

• Provide total number of COVID-19 vaccination provider referrals given by CBOs
• Provide the number of funded CBOs and/or coalitions that have engaged in activities to promote vaccine confidence
  • Provide brief description of activity
• List any state and local education agencies that have been funded or partnered with by CBO
• Provide the number and demographic breakdown of individuals reached through COVID-19 vaccine outreach and education work completed by CBO
• Number of local education campaigns completed
  • Upload supporting documentation for campaigns completed (See Appendix G)
• How many culturally and linguistically appropriate materials were distributed by CBOs
  • Upload supporting documentation for all culturally and linguistically appropriate materials that were distributed
• Number of community conversations
  • Upload community conversation report (template provided)
• Describe projects that have cultivated new community-based partnerships to reach populations disproportionately affected by COVID
• Describe work of CBO to create partnerships engaging with communities serving disproportionately impacted populations
• List any funded projects that have garnered media coverage, local and statewide
  • Include links to media coverage
• Describe any stories from the field that should be highlighted

Funding

Q: How much total funding is available?

A: Total amount available for these projects will be estimated to be $12 million in total.  Awards made are subject to availability of funding.

Q:  What funding categories are available?

A:  Two ranges of funding is available depending on the scope of the project.

1. $50,000 to $150,000 for proposals addressing (one or more of) the following 10 counties with low vaccination rates: Bell, Bowie, Ector, Grayson, Jefferson, Johnson, McLennan, Parker, Tom Green, and Wichita
2. $250,000 to $1 million for statewide organizations/organizations having a statewide approach, organizations addressing multiple counties, organizations addressing regions of Texas, organizations focusing on serving parents of children regarding COVID-19 pediatric vaccine safety and efficacy, or other at-risk populations (i.e., communities of color, rural communities, and/or Texans with disabilities.

Q: Is this a cost reimbursement program?

A: While there are limited up-front funds available, the remaining funds will be cost reimbursed. 

Q:  Are there any funding restrictions?

A:  Budgets submitted for projects will be evaluated for any funding restrictions.

Allowable and Unallowable Costs

Allowable Costs – This opportunity is for outreach and education related activities only. Examples of allowable costs include personnel time (e.g., project lead, personnel conducting outreach and education activities, metrics and reporting), materials and supplies (e.g., design and printing of flyers and other educational materials, advertising, social media, computers, and software to be used in the conduct of the project), project related travel, and indirect costs.  PPE that will be used at events to keep participants safe (e.g., masks) are allowed to be billed to the project.

Unallowable Costs – This opportunity does NOT fund vaccine administration or associated expenses.  In addition, funding of “incentives” for people to get vaccinated using project dollars are not allowable (e.g., gift cards, “give-aways”, gift bags, PPE to take home, tee-shirts to give to vaccinated individuals). 

Below are some examples of unallowable costs:

• Purchasing Vaccines
• Vaccine Administration
• Vaccine Supplies
• Community Incentives (gift cards for events, prizes for raffles, etc.)
• Food and beverages at events
• Research
• Clinical Care
• Furniture
• Construction
• Equipment
• Car Purchase
• Fundraising activities
• Funding another party who is deemed ineligible
• Publicity or propaganda purposes, for the preparation, distribution, or use of any material designed to support or defeat the enactment of legislation before any legislative body.
• 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, regulations, administrative act of Executive Order proposed or pending before any legislative body. 

Q:  Will funding be allowed for research related activities?

A:  Funds under this program are not allowed for direct research or to support research activities.  Funds are to be used for education and outreach activities only.

Q: If approved for a grant, does our organization have to pay for everything (i.e. grant money is distributed at end of projects), or do we receive the grant money upfront?

A:  In some circumstances limited upfront funds will be available, and the remaining funds will be cost reimbursed.

Q:  Will funding support salaries for staff administering the vaccine?

A:  No, project funds cannot be used to administer vaccines or for associated costs (e.g., syringes, PPE to administer vaccines, cold storage of vaccines).  Unallowable costs also includes the salaries of those administering the vaccine.

Q: If awarded, when will funds be received?

A:  In some circumstances, limited funds will be available upon execution of the contract. The remaining funds are for cost-based reimbursement. Any advances must be reconciled in the final quarter of performance.

Award Information

Q:  How many awards might be anticipated and how will funding be rolled out?

A:  The total number of awards will depend on the number of applications successfully submitted with promising outreach and education projects. Funding will be rolled out on a cost reimbursement basis.

Q: How many awards will there be?

A:  The number of awards will be contingent on the number of successful applications submitted.

Budget

Q:  Do you have further guidance on salary caps or indirect rates that can be included in the budget? 

A:  The Department of Health and Human Services salary cap applies (maximum of $199,300.00).  The maximum allowable indirect rate is 30.0%.

Q: In preparing for the budget, are you capping the indirect rate?

The maximum allowable indirect rate is 30.0%.  A copy of the most recent NICRA must be uploaded in the application as supporting documentation with a statement that your organization will accept 30.0% if your NIRCA is higher. If the applicant organization does not have an approved NICRA, the organization can charge a 10% de minimis rate of modified total direct costs (MTDC).

Applicants should upload NICRA as Other Attachment.

Q: Is there additional guidance on the IDC?

A: To claim indirect costs, the applicant organization must have a current approved negotiated indirect cost rate agreement (NICRA).  A copy of the most recent NICRA must be uploaded in the application as supporting documentation.

However, the maximum allowable rate is 30.0% for this funding opportunity.

If the applicant organization does not have an approved NICRA, the organization may request a 10% de minimis rate of modified total direct costs.

Applicants should upload NICRA as Other Attachment.

Other

Q:  Are sample outreach materials available?

A:  Resources are forthcoming and will be posted on this website. 

Q: When is the project start date?  April 1 or another date?

A: The project start date is upon execution of a contract with Texas A&M Health.  For planning and budgeting purposes, assume an April 1 start date with a 12-month period of performance.

Q: Where can you find zip code and SVI information on the TAMU resource page?

A: Applicants may send requests for ZIP code specific vaccine coverage rates to IMMUcommunitygrants@dshs.texas.gov.  SVI and other data resources are located at Applicant Resources (tamu.edu).

Q: SVI data is dated 2018-- is there more recent data or similar data available?

A: Applicant Resources (tamu.edu) has SVI and other resources available. Currently, only 2018 SVI data is available.

Q: Will recording and PPT be available online?

A:  Yes, the recording of the presentation and PowerPoint provided on January 6 and 11, 2022 are available at Applicant Resources (tamu.edu)

Updated December 22, 2021