The CDC has given this grant as a non-research award for LPHAs to utilize to support immunization and vaccines for COVID-19.
The remaining funds will be used by CDPHE to get supplies, technology and staff to help run this project.
For more information on this initiative, go to the Immunization Page on CDPHE's main website.
CFDA#
93.268 - Immunization Cooperative Agreements.
Subrecipients shall comply with the requirements applicable to the federal program. This includes OMB Circular A-133 and/or Uniform Grant Guidance.
How much is this grant for:
Immunization Round #2 (Immunization Round 1 was the Immunization - CAREs funding for COVID Prep and planning).
Federal Line 1 - $3,165,133.
Addt'l Federal Line 2 - $2,215,322.
SER Funds - $10,400,000.
Imm #3 COVID Vaccine PO - For Immunization Distribution.
Federal - $52,035,091*.
*Backdating of funds not allowed.
Imm #4 - Equity and Vaccine Outreach.
Federal - $63,377,346.00*.
*Backdating of funds not allowed.
Who is this grant for?
Local Public Health Agencies.
What is it for?
This project aims for Local Public Health Agencies (LPHA) to plan and provide direct services for COVID-19 vaccine.
What is the funding year?
November, 2020 through June 30, 2024.
1) Incentives may not be used for children 5 to 11 years old, or for additional doses, or for boosters or for purchase of toys, books et al. CDC is not allowing COVID funds to be used to purchase small items like books, fidget spinners, toys, coloring books to hand out to children to keep them busy during the 15 minutes waiting period after vaccination.
2) The approved hybrid incentive plan we have with the CDC allows only gift cards - Visa or from approved stores. No other incentives are allowed under the current plan.
LPHAs may choose to use the state funding portion of their Core Immunization Services funding to purchase these items for children or to purchase vouchers. Another suggestion is that they get donations from local businesses.
NOA - Immunization Round #1 (Federal Line 1)
NOA - Immunization Round #2 (Add'tl Federal Line 2)
NOA - Immunization Round #2 (Imm #2 COVID Vaccine PO ) (added 3/19/21)
Purchase Orders for Federal Line 1, Add't Federal Line 2, and State Emergency Reserve (SER) Line 3
SOW (updated typo 9/9/21)
Purchase Orders - For Imm #3 COVID Vaccine PO
SOW (updated typo 9/9/21)
NOA - For IMM#4 (added 8/23/21)
Purchase Orders - For IMM#4
SOW (added 8/23/21)
COVID-19 IMM Incentive LPHA Guidance (updated 6/24/22, added 6/15/21)
The CDC allows incentives up to $100 per person to become fully vaccinated with their primary series, booster or additional doses of COVID-19 vaccine.
Prior approval is required before incentives can be purchased or distributed.
To start the process to request an incentive project complete the COVID IMM Incentive Form (added 6/9/21).
COVID IMM Incentive Form (added 6/9/21)
IMM Expense Allowability Roadmap (updated 8/23/21)
Includes media as outlined in IMM#4 Round
Acknowledgement Template Guidance (added 8/23/21)
A new version of the COVID LPHA Grant Timeline can be found here (added 9/14/21).
COVID-19 Staffing Resources - can be found here (added 9/16/21).
COVID - IMM Spend Ideas - can be found here (added 9/28/21)
Media Disclosure - Memo (added 6/30/21)
ELC and Immunization Cross Walk (added 3/5/21)
FAQs from Calls with CDC Office Hours (added 3/5/21)
Immunization CDC Round #1 and #2 and State Emergency Relief fund (11/1/20-6/30/22 &PO). CDPHE's COVID-19 Fiscal Response team will release these funds using a quarterly method using a funding formula.
IMM Update Memo to explain these funds. (added 2/25/21)
LPHA Sample PO (added 1/27/21)
Immunization Trackers
IMM Round #3 (Imm #3 COVID Vaccine PO)
Imm COVID Vaccine PO Payment Calculator (added 2/18/21)
Infographic explaining the IMM Payment schedule. (added 1/26/21)
PO Imm #3 COVID Vaccine PO (3/24/21-6/30/2024)
IMM specific simplified invoice and training document (added 11/8/21).
Submit with accounting ledger or other approved supporting documentation.
A recorded training of instructions on how to use the simplified ELC and IMM Invoice Template can be found here, along with the slides and script. (added 12/2/21)
The Contractor shall submit the electronic quarterly progress report forms. Progress reports will continue until June 2022.
The Contractor shall submit immunization data for all COVID-19 immunizations administered by the Contractor to CIIS no later than 24 hours following vaccine administration.
The Contractor shall submit the COVID-19 Budget Template via email to the Contract Monitor. No later than 5/10/2021. (Updated 3/15/22).
A recorded training on instructions on how to utilize the simplified COVID-19 Budget template for ELC and IMM can be found here, along with slides and script (added 3/31/22).
The Contractor shall submit the annual budget revision via email to the CDPHE Contract Monitor. No later than 30 days after the last day of Quarter 3, annually. Due dates 4/30/2022, 4/30/2023, 4/30/2024.
The Contractor shall submit the electronic quarterly progress report forms. No later than 30 days after the last day of each quarter and by the end term of the contract 6/30/2024.
The Contractor shall submit immunization and demographic data for all COVID-19 immunizations administered by the Contractor to CIIS. No later than 72 hours following vaccine administration.
The Contractor shall submit an acknowledgement of funding letter to the CDPHE Contract Monitor.
Acknowledgement Template Guidance (added 8/23/21)
No later than 45 days after execution of the contract, no later than October 29, 2021.
The Contractor shall submit the budget via email to the Contract Monitor.
No later than 45 days after execution of the contract, no later than October 7, 2021.
The Contractor shall submit the outreach plan for children under 12 years of age via email to the CDPHE Contract Monitor.
No later than October 29, 2021.
The Contractor shall submit the annual budget revision via email to the CDPHE Contract Monitor.
No later than 30 days after the last day of Quarter 3, annually.
The Contractor shall submit the electronic quarterly progress report forms.
No later than 30 days after the last day of each quarter and by the end term of the contract.
The Contractor shall submit immunization and demographic data for all COVID-19 immunizations administered by the Contractor to CIIS.
No later than 72 hours following vaccine administration.
If the Contractor purchases CDPHE approved equipment, the Contractor shall submit the equipment final report via email to the CDPHE Contract Monitor.
No later than the expiration date of the contract.
If the Contractor purchases CDPHE approved equipment, the Contractor shall submit the equipment final report via email to the CDPHE Contract Monitor.
No later than 30 days after the end date of the contract.
Overtime: Because overtime costs are a very likely and reasonable expense during the response to COVID-19, CDC will allow recipients to include projected overtime in their budgets. Recipients should be careful to estimate costs based on current real-time needs and will still be required to follow federal rules and regulations in accounting for the employees’ time and effort.
Coronavirus Disease 2019 (COVID-19) Funds: A recipient of a grant or cooperative agreement awarded by the Department of Health and Human Services (HHS) with funds made available under the Coronavirus Preparedness and Response Supplemental Appropriations Act, 2020 (P.L. 116-123); the Coronavirus Aid, Relief, and Economic Security Act, 2020 (the “CARES Act”) (P.L. 116-136); and/or the Paycheck Protection Program and Health Care Enhancement Act (P.L. 116-139) agrees, as applicable to the award, to: 1) comply with existing and/or future directives and guidance from the Secretary regarding control of the spread of COVID-19; 2) in consultation and coordination with HHS, provide, commensurate with the condition of the individual, COVID-19 patient care regardless of the individual’s home jurisdiction and/or appropriate public health measures (e.g., social distancing, home isolation); and 3) assist the United States Government in the implementation and enforcement of federal orders related to quarantine and isolation.
In addition, to the extent applicable, to Recipients the extent applicable, Recipient will comply with Section 18115 of the CARES Act, with respect to the reporting to the HHS Secretary of results of tests intended to detect SARS– CoV–2 or to diagnose a possible case of COVID–19. Such reporting shall be in accordance with guidance and direction from HHS and/or CDC. HHS laboratory reporting guidance is posted at: https://www.hhs.gov/sites/default/files/covid-19-laboratory-data-reporting-guidance.pdf.
Further, consistent with the full scope of applicable grant regulations (45 C.F.R. 75.322), the purpose of this award, and the underlying funding, the recipient is expected to provide to CDC copies of and/or access to COVID-19 data collected with these funds, including but not limited to data related to COVID-19 testing. CDC will specify in further guidance and directives what is encompassed by this requirement.
This award is contingent upon agreement by the recipient to comply with existing and future guidance from the HHS Secretary regarding control of the spread of COVID-19. In addition, recipient is expected to flow down these terms to any sub-award, to the extent applicable to activities set out in such sub-award. We just received guidance from the Feds that generators are an allowable expense from federal IMM funds if they support COVID- 19 vaccine administration & reporting. This applies to generators, freezers, vaccine storage units, and computers as well. (added 2/4/21)
Radar display for vaccination information and messaging is allowable (added 4/8/21).
Unallowable Costs:
Research
Clinical care
Publicity and propaganda (lobbying):
Other than for normal and recognized executive-legislative relationships, no funds may be used for:
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
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 any legislative body
See Additional Requirement (AR) 12 for detailed guidance on this prohibition and additional guidance on lobbying for CDC recipients: https://www.cdc.gov/grants/documents/AntiLobbying_Restrictions_for_CDC_Grantees_July_2012.pdf
All unallowable costs cited in CDC-RFA-CK19-1904 remain in effect unless specifically amended in this guidance, in accordance with 45 CFR Part 75 – Uniform Administrative Requirements, Cost Principles, And Audit Requirements for HHS Awards. COVID-19 and VFC Funding Budget Revision Requirement: The recipient must submit a revised budget with a narrative justification and work plan within 30 days after the receipt of this Notice of Award. Failure to submit the required information in a timely manner may adversely affect the future funding of this project. If the information cannot be provided by the due date, you are required to contact the GMS/GMO identified in the CDC Staff Contacts section of this notice before the due date. A separate narrative and work plan must be submitted in accordance with the COVID-19 guidance and must also be uploaded in GMM as an amendment with a SF424A.
Are food costs allowed for vaccine clinic volunteers?
You can use CORE IMM state funding for this purpose. The federal portion of CORE IMM doesn't allow food purchases.
Are gift cards allowed under SER IMM COVID funds for volunteers helping with vaccination clinics?
These are not approved at this time
We are seeking clarification on the allowability of using IMM funds to reimburse Nomi Health for administering flu vaccinations, is this allowable?
Yes this is allowable for IMM 3 and 4.
The table in the guidance reads “Incentive examples pending CDC Approval” does that mean that those examples have already been asked? Or if we were interesting in use some of them; we should submit the request? The guidance also reads that SER funding is allowed to be used for similar incentives with CDPHE approval…is there a process to obtain that approval? Do we just go through the IZ program or the COVID fiscal? But since it still has to be consistent with CDC, do we just submit the incentive form?
It just means that that any incentive request needs to meet the CDC guidelines and should be able to clearly answer the questions 1) who is it serving 2) need for the incentive 3) how will it increase the overall vaccine rate 4) positive and negative consequences 5) tracking and issuance method 6) evaluation plan for effectiveness. These are the same questions as requested in the prior approval google form. It should be a well thought out and well defined plan.
SER funding is planning to follow the same process and will have to be tracked through the same process.so please have them submit the incentive form. We will follow the same process for internal program and fiscal approval.
Can we spend $4500 of IMM COVID R3 to hire a band for a vaccine event to draw in the 20-29 YO crowds?
This is allowable.
Can we use IMM COVID Round 3 (March 24 start) to pay local providers $150 per person vaccinated to incentivize them to perform vaccines?
It's not allowed as providers are only able to seek reimbursement for administration fees. Participating vaccination providers must administer COVID-19 vaccine regardless of the vaccine recipient's ability to pay COVID -19 vaccine admin fees.
If we have additional space leased to hold vaccination clinics at the Public Health Office can we charge this to the grant?
Yes, leasing of additional space to support vaccination clinics is allowed.
Are visa costs allowed?
Non-immigrant visas are allowed for the purposes of recruiting new staff if this is consistent with agency policy. Renewal costs are not allowable. Immigrant visa category costs are not allowable. §200.463 Recruiting costs (d)
Can you confirm if the funding can be used for things like helping to run Community Points of Dispensing or our Mobile Outreach Teams which are deployed to reach residents who can’t get to healthcare or community vaccination sites?
Yes, this funding can be used for administering vaccines.
Does the amount in the PO/Contract "Line Item 1" have to be expended by 6/30/21 or do they have until 6/30/22.
CDC Line1 expires 6/30/21, CDC Line 2 expires 6/30/22, and SER Line 3 expires 6/30/22.
What are SER funds?
These are State Emergency Reserve Dollars.
Can additional pay be provided to staff retroactively based on new agency policy?
No, per 2 CFR 200.430(f) and 45 CFR 75.430(f) compensation must be "pursuant to an agreement entered into in good faith between the non-Federal entity and the employees before the services were rendered". This means that the pay rate must be established prior to the work or services being done. New policies can only impact pay practices moving forward and must be consistently applied across all funding sources, Federal and non-Federal.
We have a staff member who is written into the IMM-Covid grant budget, and she is currently out on FMLA for the month of June. She is being paid with FMLA time and accrued PTO. In July, she'll be back working some hours, but still using some FMLA and PTO. I know that if she works any hours in a pay period, her pay is allocated proportionately according to the worked hours, and are billed to grants that way (we use time tracking software that performs those calculations). My question is, if she doesn't work ANY hours in a pay period, but is paid with FMLA/PTO, can I report any of that time to the IMM-Covid grant? If so, what methodology should I use? The percent budgeted? Or her ""usual"" ratio of hours to Programs/Grants? Or other? Her hours are fairly consistent across programs."
This is covered only if the employee works full time. This would fall under 'fringe' costs.
We wanted to know if they could apply Contact Tracers to Line 1 in IMM COVID funding?
This is not within the scope of work, they should use ELC funding for this expense
We have someone helping us from the Finance Department with our Vaccine calls and clerical tasks associated with our vaccination clinics. I would presume it is ok for her to code her time to our Immunizations contract funding but just wanted to double-check with you. Would there be any problems with that? She is providing services to support us in our immunization efforts.
Yes, this is allowable
Can IMM - COVID be used to cover salaries?
Yes, this is allowed.
We are wanting to increase security for the COVID vaccines and want to replace their agency door that's quoted at $2,000. There's concern someone from the community may try to steal the vaccines. Is this an allowable expense?
Yes, this is allowable under state or federal funds
A county has stated that they may account for all of the IMM Round 2 funding before 6/30/2022. Is this OK and can they switch to Round 3 once they have exhausted the Round 2 funds. They are aware that they will still continue to receive the quarterly payments through 2022, but since they are relatively small amounts they would like to account for all line items (1-3) before 6/30/2021 and 6/30/2022. Would this be acceptable?
While this funding is available through June 30, 2024 and while the workplan and budget should reflect that time period, it is anticipated that most expenditures will happen in the earlier part of the budget period as vaccination activities are being established and expanded. Additional rounds, or supplements, are subject to the availability of funds. Information on future funding will be shared as it becomes available.
Does this PO (IMM#3) require CDPHE signature? Are there federal provisions that also apply to us?
The PO's were issued unilaterally from CDPHE. No signatures from the LPHA's or CDPHE. Yes they are federal provisions. The provisions were included in the folder with their PO's.
When I submit the progress report, do I need to submit all of the invoices with it?
No invoices are being requested so they will not submit any invoices with the progress report.
Can we backdate to January 2021?
Yes, they can backdate.
Do I need separate accounts for each award?
Yes, each award should be accounted for and reported separately. Please refer to §200.302 Financial management. In addition, awards provided under separate agreements and scopes of work must be tracked separately. For example:
One CDPHE award with multiple Federal sources requires separate tracking for each Federal funding source.
Multiple CDPHE awards from the same Federal funding source require separate tracking for each award number.
We are really trying to ramp up our flu vaccination campaign for the fall to promote better health outcomes for individuals who may contract COVID-19 during the fall and winter. Is that an allowable expense?
No this is not allowable, because of the terms of the federal vaccine contracts.
What funding can we use to purchase non-COVID vaccines in our county?
No Federal funds can be used to purchase vaccines, it is a violation of the federal vaccine contracts. The only Imm funding that allows purchase of vaccine is the State funding from Imm Core Services.
Can we pay a subcontractor for their time and supplies during a mass vaccination clinic?
Yes - supplies need to be from the allowability list.
We still have a large number of residents to vaccinate either by first or second doses (or both). The patches and cardholders/protectors are for not only these individuals but for their already vaccinated friends. Since we are struggling to educate and advertise the availability of vaccines, I thought this to be the most effective way to get out the message (since our other means have not proven to be more than marginally effective). I also want to provide out businesses with a small quantity so that they can give them out to those who request them. Recall, we do not have even two functional radio stations, no local TV, newspapers that only a small fraction of our populace reads, etc. Much of our local messaging is done by individual contact. Since the patches and covers both contain a phone number and address for the PHA it will provide quick and effective contact messaging to those who do not do Facebook or webpage searches.
The Vaccine card holders are allowable. The stickers with the words “I Got Vaccinated” would be allowable for marketing purposes.
Can we use COVID IMM funding to purchase 2 Accsense A2-05 LAN-Wired temperature monitors for a freezer and fridge?
Yes, this is allowable.
Can we use COVID IMM funding to purchase a generator?
The generator is an allowable expense for State emergency Reserve (SER) funding. We just received guidance from the Feds that generators are an allowable expense from federal IMM funds if they support COVID- 19 vaccine administration & reporting. This applies to generators, freezers, vaccine storage units, and computers as well.
Can we purchase a back-up battery for their vaccination fridge?
Yes, this is allowable.
Can LPHAs use COVID IMM funding to purchase an Electronic Health Record (EHR)?
Yes, this is an allowable expense
Is the use of COVID IMM funds to purchase a freezer and informational mailers that focus on phases of the COVID vaccine an allowable expense?
Yes, this is allowable.