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Medical Advocacy Program Funding Announcement FY 2015-2016: Questions and Answers

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Questions & Answers

Q1. Can you tell us anything about the background of the reviewers?
A. Not all of the reviewers have been selected as yet. We are looking for individuals working in or knowledgeable about health care services, non-profit administration and/or domestic violence services. Reviewers must have good analytical/critical thinking skills in order to provide thoughtful and objective evaluations based on established criteria.

Q2. Will the reviewers be reading all the applications submitted or will the proposals be divided among teams of reviewers?
A. We are planning on having three teams with three reviewers on each team. Each team will review and score 10-11 applications.

Q3. Once the proposals have been scored, how will you decided which ones to fund?
A. Final scores will be listed from highest to lowest. The highest scoring proposal will be funded first, then the second highest and so on until the total funding available has been allocated.

Q4. Is there a number of pages or line spacing limit?
A. There is no page limit or spacing requirement listed in the RFP.

Q5. We understand that an in-house Medical Advocate will not be funded, but can we request funding for medical advocates to respond to victims at a hospital?
A. Systems change is the goal of the RFP. The main objectives are to (1) encourage and support collaborative efforts between the domestic violence and health care communities to improve the response of healthcare providers to domestic violence, and (2) enhance health promotion and violence prevention strategies, capacities and mechanisms among health care providers and in health care locations.

Q6. In terms of systems change, training and education in the three categories of TBI, human trafficking and reproductive coercion, can you envision how our Medical Advocates might impact systems change in those areas? Should they be training providers on these issues?
A. Medical Advocates should be working to enhance health promotion and violence prevention strategies, capacities and mechanisms among health care providers and in health care locations. One of the ways to do this is through training and education for providers in all areas of the health care field.

Q7. It looks like the budget should include anything cost related – IT, brochures, mileage, etc.?
A. There must be a clear link between the proposed activities and the proposed budget items. The budget should include only those activities, products and resources that are necessary for project implementation and discussed in the project narrative.

Q8. Should we include all medical advocacy expenses in the budget request even if PCADV will not be funding them?
A. Only the expenses related to the PCADV portion of your project should be reflected in the budget request.

Q9. Will priority be give to programs with established medical advocacy projects?
A. There are no priorities established or special considerations.

Q10. If we are including sexual violence and human trafficking language (including labor trafficking) – is it understood that these issues go hand in hand? Will it look like we are doing too much?
A. No. We understand the connections. One of the project goals is to enhance health promotion and violence prevention strategies, capacities and mechanisms among health care providers and in health care locations.

Q11. Is it conceivable that our project would be funded but not at the maximum amount of our request? If we request $75,000 could we be funded at say $30,000 or $40,000?
A. Yes, that is a possibility depending on the amount of funding available and how well the project budget matches the proposed work outlined in the proposal.

Q12. How many projects do we expect to fund if everybody asks for $75,000?

A. We can fund a maximum of 22 projects at the full amount of $75,000 per project. More projects may be funded if the requests come in at less than $75,000.

Q13. Can we include on-site advocates in our project plan or will that have a negative impact on our application?
A. The intent is not to create on-site staff for health care providers.

Q14. Is the maximum award 75,000 per year or $75,000 over three years?
A. The maximum award is $75,000 for each year.

Q15. Health care providers want to know they can call us to respond to victims at their health care sites – would it be appropriate to have funding for staff to be able to respond at times such as nights or weekends? With funding depleted, how can we provide this?
A. The intent of the Medical Advocacy Project is not to create on-site staff for health care providers

Q16. About the budget, funders sometimes like to see institutional bias in forms of financial support – will this positively affect us if we are getting funding from partner hospitals?
A. Funding for your program from a partner hospital is a positive. It would not have any impact on your eligibility to receive PCADV funding.

Q17. Will we know the results of our MAP funding request prior to our submission of the Title XX/Act 44 funding application?
A. We anticipate notifying all applicants of the funding decisions by April 15, 2015. The Core Services funding proposal will be due to PCADV on April 27, 2015.

Q18. Could MAP funding cover training for mental health/behavioral health and/or substance abuse practitioners as well as traditional health care providers.
A. Yes it could but keep in mind the focus is on systems change.

Q19. How much detail should the work plan include?
A. The work plan should clearly delineate the tasks necessary for accomplishing the work identified in Section III-3 of the RFP.?The work plan must include (1) the goals of the project; (2) specific and measurable objectives; (3) specific strategies and/or tasks for accomplishing the goals/objectives; (4) person(s) responsible; and (5) time lines for completion. Be sure to include the names of the health care systems/facilities/providers targeted for change as well as indicate how you will prioritize those systems/facilities/providers.

Q20. If we have an existing program and were thinking about bringing a new partner on, do we need to complete section B or section C?
A. Complete Section C, because you are currently funded for a medical advocacy project.

Q21. Do you want resumes for any partner in the project, or just a description of their involvement?
A. Resumes are not necessary. A clear description of their background and role in the project will suffice.

Q22. If we don’t need to submit resumes for healthcare partners/providers, do we need to provide a description of the organization or the individual partner?
A. You don’t need to list names of individuals, just the position title and name of the organization(s). Describe the role each individual will play in the project.

Q23. If the focus is not to have an advocate on site, would we be penalized if a medical advocate would be located on the healthcare site?
A. Where the advocate is located is not really an issue. The project focus must be on the implementation of domestic violence policies and procedures as well as the provision of training for health care workers to improve hospital, health center and clinic response to domestic violence victims seeking medical treatment. Please refer to the Program Elements outlined on page 5, Section 1-6 of the RFP.

Q24. If the focus of the RFP is to not have an advocate on site to provide direct service, how is confidentiality of client information relevant?
A. Both the domestic violence program and the health care facilities have duties to protect client information. It is important for you to address how each partner will protect confidential information and still work together.

Q25. Will there be changes to our reporting of Medical Advocacy stats in ETO?
A. At this point, we are not anticipating any changes.

Q26. Should the budget be developed based on our existing medical advocacy project or for the expansion of our program?
A. The budget should be based on the work you are proposing beginning July 1, 2015.

Q27. The MAP RFP asks applicants to provide data from the past five years. Does this mean FY14 data and four years prior, or rather FY15 data collected thus far and four years prior?
A. Please cite data collected thus far for SFY 2014-15 and four years prior.

Q28. Is the portion of utilities, maintenance, insurance, etc. that pertains to the space used by the Medical Advocate (to carry out all responsibilities relating to our Medical Advocacy Program) in our building is an allowable expense on the MAP budget?
A. Yes. Those line items are allowable expenditures.

Q29. Are we to attached resumes for funded staff or just job descriptions?
A. Job descriptions are all that is required.

Q30. Is the work plan to reflect activities for the entire 3 years of the grant or just for the first year?
A. Only the activities in first year of the project are required to be outlined in the work plan. You can certainly reflect activities for years two and three if you think it gives a better picture of your project, but it’s not required.

Q31. After reviewing the RFP, I noticed that submissions must be made “in a Word/Excel format to the attention of Carole Alexy, Director of Contracts, at calexy@pcadv.org.” Given that the signature page must be signed, as well as any letters of support, is it permissible to send these as PDFs? I ask because Word does not yet offer a feature that allows someone to send a document with a physical signature represented.
A. For purposes of the medical advocacy or civil legal representation applications, you may send the signature page and any letters of support you want to include as PDFs.

Q32: The response to an earlier post said the submission of job descriptions was all that was required. However on page MAP-10 under E. Personnel (the last sentence in the paragraph under the numbered list) it says to “Attach resumes for key staff and job descriptions for all project positions as an appendix to this proposal.” Does this mean we should or should not include the resumes of the program staff we intend to fund with this project?
A. For those programs that do not currently have a medical advocate on staff, a job description is sufficient. If a program does have a medical advocate on staff, a resume or a clear description of the staff member’s experience/background should be included.

Q33. Where can I find the section in the RFP that says, “medical advocacy projects will focus their efforts on each of the issue areas described on pages 3 through 5?
A. This statement is on page 5, the third paragraph from the top.

Q34. Under General Background, part 2 of the MAP goal is to “enhance health promotion and violence prevention strategies, capacities, and mechanisms among health care providers and in health care locations.” Can you say more about what this means or refer me to a more specific explanation of this part?
A. The focus of the second part is on increasing/strengthening violence prevention activities among health care providers; building the capacity of health care providers, etc.

Q35. Are support letters required for CLR and MAP? And if so, is there a specific number required
A. Support letters are not required for either CLR or for MAP.

Q36. Do we need to submit the job descriptions for all individuals involved in the proposed project or just those positions included in the budget?
A. Only the job descriptions for the project staff included in the MAP budget need to be submitted.

Q37. Is it acceptable to present the Work Plan in chart form, provided it responds to all questions listed?
A. Yes. Either a Word or Excel chart is acceptable.

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