The Public Health Emergency Preparedness Grant (PHEP) released funds to support specific Local Public Health Agencies (LPHAs) and the Tribes with COVID-19 epidemiological response operations in early April of 2020.
The goal of this funding was to control the spread of COVID-19 in Colorado.
CDPHE's COVID-19 Fiscal Response team utilized Purchase Orders separate from normal PHEP contracts.
Cost Reimbursement will be utilized for these funds, please use the Standardized Invoice for this process then submit to your respective Contract Monitor.
What is the CFDA# for this grant?
93.354 Public Health Emergency Response: Cooperative Agreement for Emergency Response: Public Health Crisis Response.
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?
$2,433,600.00.
Who is this grant for?
Specific Local Public Health Agencies that conduct epidemiological navigation and contact tracing.
What is it for?
COVID-19 navigation and contact tracing.
What is the funding year?
We have received Federal approval for the PHEP No Cost Extension (no additional funds will be added to the POs) and will be extending the terms on the POs that have funds remaining from 2021 to 2022.
March 16*, 2020 - March 15th, 2022.
*This funding can backdate to January 20, 2020.
COVID-19 Staffing Resources - can be found here (added 9/16/21).
PHEP Allowability Roadmap (added 10/12/21).
This should be turned into your respective Contract Monitor.
What are allowable costs?
CDC has determined that, as part of Components A and B activities allowable for the COVID-19 response, jurisdictions may use discretion to allocate this funding for their highest priority response needs in the following categories, consistent with applicable grant regulations and this guidance. With prior approval from CDC, reimbursement may be allowed for pre-award costs incurred on or after January 20, 2020, for certain public health expenses related to surveillance, epidemiology, laboratory capacity, infection control, mitigation, communications, and other preparedness and response activities associated with COVID-19 response activities and otherwise allowable under this guidance.
Domain 1: Incident Management for Early Crisis Response.
Emergency Operations and Coordination.
Responder Safety and Health.
Identification of Vulnerable Populations.
Domain 2: Jurisdictional Recovery.
Jurisdictional Recovery.
Domain 3: Information Management.
Information Sharing.
Emergency Public Information and Warning and Risk Communication.
Domain 4: Countermeasures and Mitigation.
Nonpharmaceutical Interventions.
Quarantine and Isolation Support.
Distribution and Use of Medical Materiel.
Domain 5: Surge Management.
Surge Staffing.
Public Health Coordination with Healthcare Systems.
Infection Control.
Domain 6: Biosurveillance.
Public Health Surveillance and Real-time Reporting.
Public Health Laboratory Testing, Equipment, Supplies, and Shipping.
Data Management.
Alteration or renovation of non-federal facilities that directly support activities in these six domains are allowable activities, subject to prior approval from CDC. More details about allowable activities are provided in Appendix 2.
What are unallowable costs?
Research.
Clinical care except as provided above in connection with Domain 4 activities.
Publicity and propaganda (lobbying).
All unallowable costs cited in CDC-RFA-TP18-1802 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.
The Contractor shall input case investigation data via the CEDRS system (or a future data sharing system).
No later than Monday of each week through March 31, 2021.
The Contractor shall submit line lists for active outbreaks in jurisdiction, electronically via email, to Program Monitor.
No later than Monday of each week through March 31, 2021.
Can I purchase food and refreshments for staff?
No, that is unallowable.
Can gift cards or cash incentives be purchased with this funding?
No, that is not allowable.
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)
Is Indirect allowed?
Yes, it is allowed.
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.
Please confirm that overtime expenses are allowable?
Yes, they are allowed.
We are wondering if paying contracted staff who are performing case investigations is an allowable expense for the PHEP II funding. These are not our FTEs, but staff hired from a staffing agency specifically for case investigations and contact tracing. We pay them an hourly rate plus the staffing agency a markup for managing them, no benefits. Most stay under 40 hours per week but a few occasionally work overtime.
This is in line with the scope and is allowed.
The NOA states that "monthly progress reports on status of timelines, goals and objectives". Please confirm if progress reports are a deliverable reporting requirement.
Monthly reports are not required for PHEP. The NOA is to CDPHE.
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.
Can PHEP I and PHEP II funding be used for supplies at vaccine clinics? Things like needles, syringes, chairs, carts, tablets and the printing of vaccination information provided to patients.
LPHA should use IMM COVID funding first for these expenses, if they need more funding outside of the IMM COVID they can use PHEP.
Can we use funds for cell phone charges for contractors doing contact tracing?
Yes, this is within the scope and is allowed