6 CCR 1009-10
DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT Disease Control and Environmental Epidemiology Division COLORADO HIV AND AIDS PREVENTION GRANT PROGRAM 6 CCR 1009-10 [Editor’s Notes follow the text of the rules at the end of this CCR Document.] _________________________________________________________________________
1.1 Definitions
A. “Board” means the State Board of Health.
B. “Advisory Committee” means the seven member committee set forth in Section 25-4-1414 (1) (a), C.R.S. that is responsible for overseeing the Colorado Human Immunodeficiency Virus (HIV) and Acquired Immune Deficiency Syndrome (AIDS) Prevention Program that shall fund medically accurate and evidence based HIV and AIDS prevention and education programs through a competitive grant process pursuant to Section 25-4-1413, C.R.S.
C. “Division” means the Disease Control and Environmental Epidemiology Division.
D. “Colorado HIV and AIDS Prevention Grant Program” (CHAPP) means the grant program created to address local community needs in the areas of medically accurate HIV and AIDS prevention and education through a competitive grant process established pursuant to Section 25-4-1413 (1), C.R.S. administered by the Disease Control and Environmental Epidemiology Division at the Colorado Department of Public Health and Environment.
E. “Conflict of Interest” consists of one or more the following conditions:
1. If a member of the Advisory Committee has an immediate personal, private, or financial interest in any matter pending before the Advisory Committee;
2. If a member of the Advisory Committee has been an employee, consultant, officer, board member, advisor, grant writer, client, or volunteer for any of the agencies (whose grant applications are to be reviewed by the Advisory Committee) within the past twelve months, or has any other reasons that would prevent them from being an unbiased review panelist;
3. All other individuals: a personal or financial interest that could reasonably be perceived as an interest that may influence an individual in his or her official duties.
F. “Financial interest” means an interest held by an individual which is an ownership or vested interest in an entity or employment, or investment interests, or a prospective employment for which negotiations have begun, or a directorship or officership in an entity, or immediate family members.
G. “Medically accurate HIV and AIDS prevention and education program” means:
1. In accordance with credible medical publications, associations or agencies; Code of Colorado Regulations 1 2. Verified or supported by research conducted in compliance with accepted scientific methods and recognized as accurate and objective by professional organizations and agencies with expertise in the relevant field, such as the federal centers for disease control and prevention, or the American Public Health Association;
3. Supported by peer-reviewed research which complies with accepted scientific methods, published in or by medical, scientific, psychological, sociological, government or public health publications, organizations or agencies – or information presented or provided by a reputable organization or agency which has expertise relating to sexual health, or;
4. Locally adapted evidence based interventions and methods which:
H. “Comorbidities secondary to HIV infections” includes, but is not limited to, the scope of sexually transmitted infections, hepatitis, tuberculosis, substance abuse and mental health issues.
I. “Urban” shall be a term applied to counties, having within the county boundaries, one or more population centers of 50,000 persons or more, and/or which according to Colorado HIV surveillance data have a preponderance of HIV/AIDS cases that is 250 cases or more.
J. “Rural” shall be a term applied to counties having fewer than 50,000 persons, or have less than 250 reported HIV/AIDS cases.
1.2 Program Goals
The grant program is created to address local community needs by funding medically accurate HIV and AIDS prevention and education programs through a competitive grant process. The Division shall administer the program with the goal of developing a comprehensive approach that will decrease the transmission and acquisition of HIV and AIDS in Colorado.
1.3 Procedures for Grant Application
A. Grant Application Contents Grant applicant organizations seeking resources to provide HIV/AIDS prevention and education programs will include the following information in their applications:
1. Applicants will submit documentation to verify that the grant applicant is a non-profit organization that is either:
2. A description of how the applicant will provide medically accurate HIV and AIDS prevention and education programs, to meet local community needs. The application must document that the HIV and AIDS prevention and education program(s) is medically accurate.
3. A description of the local HIV/AIDS prevention or education issues(s) to be addressed, the geographic area and clients that shall be served and the history, experience, and cultural competence of the applicant to work with the targeted community or population, and provide services described in the application. The statement needs to include a description of the impact of HIV disease on the clients and community, the needs of the clients and community that will be served, and how the clients and community will benefit from the grant.
4. Grant applications may also include activities related to conducting HIV prevention in conjunction with other comorbidities secondary to HIV infection.
5. A description of the goal and objectives and activities planned to meet the goals and objectives. The description will be in the form of a scope of work that includes timelines for implementing the activities.
6. A description of the roles and responsibilities of all staff funded through the application and partners or supporters.
7. A detailed operative budget and budget narrative.
8. A detailed evaluation plan with process and outcome measures. The evaluation plan will include:
B. Timelines for Grant Application Grant applications may be solicited up to two times each fiscal year, on dates determined by the Division and in consultation with the Advisory Committee.
1.4 Qualifications of an adequate proposal
For a proposal to be accepted and included in the review process, the proposal must:
A. Be signed by an individual that is authorized by the applicant to submit grant proposals.
B. Provide the requisite number of copies and/or electronic copies as required by the department.
C. Conform to the grant application requirements in rule 1.3.
D. Include an acknowledgement by the applicant that any grant funded HIV prevention messages, images, and materials will be reviewed and approved by the department prior to distribution.
E. Include an acknowledgement by the applicant that all reports will be submitted electronically in a word processing software program compatible with Microsoft word 2007 (or higher) or excel 2007 (or higher) format.
1.5 Criteria for Selecting Entities
A. The Division shall solicit competitive applications. The Advisory Committee shall review applications received pursuant to Section 25-4-1413 and Section 25-4-1414 C.R.S. and submit to the Board and the Executive Director of the Department recommended recipients, recommended grant amounts, and the duration of each recommended grant. In making recommendations for grants, the Advisory Committee shall follow the purpose of the program as outlined in section 25- 4-1413.
B. Funds will be distributed statewide and address the needs of both urban and rural residents of Colorado and populations disproportionately affected by the epidemiological impact of HIV/AIDS.
C. In making recommendations for grants, the Advisory Committee shall also consider the distribution of federal funds in the areas of HIV and AIDS prevention, education, and treatment to ensure funds are distributed in the state where there is the greatest unmet need.
D. In reviewing and approving grant applications, the Advisory Committee and the Board shall ensure that grants are distributed statewide and address the unmet needs of both urban and rural residents of Colorado E. The following criteria will be used for selecting potential grantees:
1. Grantees must have the capacity to adequately administer and monitor the grant.
2. Grantees will provide medically accurate HIV and AIDS prevention and education programs.
3. Grantees may conduct HIV prevention in conjunction with other comorbidities secondary to HIV infection.
Code of Colorado Regulations 4 4. Preference shall be given to applicants that have as one of their primary purposes HIV/AIDS prevention and education.
5. Grantees must be nonprofit organizations that are governed by a board of directors, have the benefit of tax-exempt status pursuant section 501 (c) (3) of the federal “internal revenue code” or local health departments.
6. Grantees shall not use funds to:
7. No grant shall be awarded for a period that exceeds three years.
F. The Board shall have final authority to approve the grants administered under Section 25-4-1414 and Section 25-4-1413 C.R.S.
1. Within 30 days after receiving the Advisory Committee’s recommendations, the executive director shall submit his or her recommendations to the Board.
2. If the Board disapproves a recommendation for a grant recipient, the Advisory Committee may submit a replacement recommendation within 30 days after disapproval.
3. The Board shall award grants to the entities selected by the Advisory Committee specifying the amount and duration of each grant award.
1.6 Awarding of Program Grants
A. The Board shall award grants to the selected entities, specifying the amount of the grant.
B. Any actual or prospective applicant who is aggrieved in connection with the solicitation or award of a contract pursuant to Section 25-4-1413 may protest to the Executive Director of the department or his/her designee.
1. Such protests must be submitted in writing within seven working days after such aggrieved person knows, or should have known, of the facts giving rise thereto.
2. At the discretion of the Executive Director or his/her designee, protests may be placed on the agenda of the Advisory Committee for their consideration, and, if necessary, the Board.
3. At the discretion of the Executive Director or his/her designee, awards may proceed pending the final outcome of a Board decision regarding a protest.
4. At the discretion of the Board, a protest may result in changes in the final selection of entities receiving awards, the amount and duration of awards, and the termination of contracts or other agreements that were awarded pursuant to Section 25-4-1413. Code of Colorado Regulations 5
1.7 Grantee Reporting Requirements
Grantees will develop and submit an annual report no later than 30 days after the end of the grant period and a final evaluation no later than 30 days after the conclusion of the grant.
A. Each annual report will include the goals, objectives, implementation steps, scope of work activities, and timeline for activities that were accomplished for in the grant year. Barriers to the timely achievement of the goals and objectives of the grant will be documented as part of the annual report. The report will include an evaluation of the work that conforms to the grantee’s written evaluation plan. Continuation of the grant is contingent on submitting an annual report. Grantees who fail to submit the annual report may be terminated for nonperformance.
B. At the end of the grant period, the final report shall serve as that year’s annual report. The final report will include the goals, objectives, implementation steps, scope of work activities, and timeline for activities that were accomplished during the entire duration of the grant. Barriers to the timely achievement of the goals and objectives of the grant will be documented as part of the final report. The report will include a final evaluation that conforms to the grantee’s written evaluation plan
1.8 Conflict of Interest
A. This section applies to any person:
1. Who reviews submitted applications; or 2. Who makes recommendations to the Board regarding which applicants receive grants and the amounts of said grants; or 3. Who is a member of the Board or Advisory Committee.
B. Prohibited Behavior. No person may be involved in the activities specified in subsection A of this section if that person has a conflict of interest, as that term is defined in section 1.1 herein.
C. Responsibilities of Persons with a Potential Conflict of Interest. A person who believes that he or she may have a conflict of interest shall disclose the conflict as soon as he or she becomes aware of it. If the person is a member of the Advisory Committee, that person shall not vote on the matter for which the person has a conflict. Other activities of members of the Advisory Committee are subject to subparagraph 2 below.
1. If the person is a member of the Advisory Committee and acting in his or her capacity as an Advisory Committee member, the person shall publicly disclose the conflict of interest to the Advisory Committee. If the Advisory Committee determines there exists of a conflict of interest, the person shall recuse himself or herself from any of the activities specified in paragraph 1.7.A relating to the conflict.
2. Any other person shall disclose the conflict of interest in writing to the Advisory Committee. If the Advisory Committee determines that the person has a conflict of interest, the person shall recuse himself or herself from any of the activities specified in paragraph 1.7.A relating to the conflict.
Code of Colorado Regulations 6 _________________________________________________________________________ Editor’s Notes History Section 1.3.1 eff. 03/01/2008.
Entire rule eff. 08/14/2014.
Code of Colorado Regulations 7