WYOMING DEPARTMENT OF HEALTH AGING DIVISION OPERATIONAL RULES

CHAPTER 5

GRANT APPLICATIONS/CONTRACTS UNDER THE OLDER AMERICANS ACT

 

  Section 1. Public Notice to Accept Grant Applications/Contracts.

  (a) The Division will provide written notice no later than April 30 on the process for accepting grant applications funded under the Older Americans Act covering a project period beginning October 1 through September 30 of the following year, which shall include:

    (i) Thirty (30) days public notice of the process in at least one newspaper with statewide distribution; and.

    (ii) Information regarding the submission of a letter of intent to make application.

  Section 2. Letters of Intent.

  (a) Letters of Intent shall be postmarked no later then May 30 of each year prior to the project period.

  (b) Letters of Intent shall include at a minimum:

    (i) Name, address and telephone number of Administrator of the Division;

    (ii) Types of proposed services to be provided;

    (iii) Type of funding source requested; and

    (iv) Board chairman's signature.

  Section 3. Grant Applications.

  (a) Grant applications shall include at a minimum:

    (i) The Division approved grant format with original notarized signature of the project board chairman on cover page;

    (ii) Supporting budget pages and budget breakout according to the Division of Financial Management and Accounting Systems Manual;

    (iii) Narrative including:

      (A) Description of history and physical facilities of applicant agency and sites;

      (B) Operation of project including services to be provided and an outline of services that will be coordinated through other agencies;

      (C) Administration of project including staffing patterns, role of volunteers, and responsibilities of Board of Directors; and

      (D) Project area geographic and demographic information including population, total number of elderly plus numbers of low income, minority and socially disadvantaged elderly.

    (iv) Objectives shall be completed according to the guidelines provided by the Division.

    (v) Appendices to the grant application shall include:

      (A) Signed original contracts;

      (B) An organizational chart of grantee agency;

      (C) List of the grantee's Board of Directors, with addresses and telephone numbers;

      (D) A map of proposed geographic area;

      (E) Hearing appeals process for organization;

      (F) Signed assurances as prescribed by the Division, in compliance with 42 U.S.C. 2000a (1964);

      (G) Letters of support from local government agencies;

      (H) Job descriptions for both paid and volunteer positions;

      (I) Copy of public notice and minutes of public hearings on the proposed grant; and

      (J) List of holidays to be observed and proposed method for providing meals not served due to holiday closure.

  Section 4. Approval or Denial of Grant Applications.

  (a) Grant applications will be received by the Division by July 30 of each year, for the project period to begin October 1.

    (i) Grants postmarked after July 30 will not be accepted.

  (b) Each application will be reviewed by the Division according to the following criteria:

    (i) The grant shall be complete and accurate.  

    (ii) The grant shall meet the needs of the elderly in the proposed service area.

  (c) If approved, the grant will be processed and a Notification of Grant Award will be issued by the Division.

  (d) If denied, the applicant agency will be informed of its right to an administrative hearing under Chapter 2, Section 4.

  Section 5. Amendments to Grant Applications.

  (a) A proposed amendment to an approved grant shall be submitted in writing by the applicant agency. If the amendment is approved, the Division will issue a revised Notification of Grant Award and the amendments shall be deemed incorporated into and become part of the terms of the grant.

  Section 6. Contract Application.

  (a) Contracts will be submitted in compliance with requirements of the Division and the Wyoming Attorney General's Office.

  (b) Approval or Denial of Contracts:

    (i) Contracts will be received by the Division from June 15 through July 30 of each year, to be processed for the project period beginning the following October 1.

    (ii) Contracts will be reviewed by the Division according to the following criteria:

      (A) Contract is complete and accurate.

      (B) Contractor is the most appropriate provider in terms of cost effectiveness, access to the client, and quality of services provided.

      (C) Contract has approval of the Attorney General and the Division Administrator.

    (iii) If approved, the contractor will be notified by the Division.

    (iv) If denied, the contractor will be informed to its right to an administrative hearing under Chapter 2, Section 4.

  Section 7. Funding Formula. The Division shall develop and provide information on the anticipated funding level for the project period.

  (a) Supportive services will be funded based, on but not limited to, such factors as:

    (i) The number of elderly persons the grantee has served in the previous project period;

    (ii) A base allocation;

    (iii) The number of low-income elderly persons served in the previous period by grantee;

    (iv) The number of minority elderly persons served in the previous grant period served by grantee; and

    (v) Percentage of federal funds with which the geographic area was provided in the previous project period.

  (b) Nutrition services will be funded based on, but not limited to, such factors as:

    (i) The number of elderly meals served per site/per day in the previous project period.

  (c) Supplemental grants will not be considered as part of the funding formula, but will be funded on, but not limited to, such factors as:

    (i) Availability of funding; and

    (ii) Priority of services to be funded.

  (d) Discretionary grants will not be considered as a part of the funding formula, but will be funded on, but not limited to, such factors as:

    (i) Availability of funding; and/or

    (ii) Approval of program and/or services to be provided by the Division.

  Section 8. Match Requirements.

  (a) In each grant application, at least twenty-five percent (25%) of the non-federal share, as prescribed in the Older Americans Act, shall be in the form of allowable costs to the state and local public agencies or in the form of allowable third party contributions from local public agencies.

    (i) At least five percent (5%) of the nonfederal share must be in the form of allowable costs to the state.

    (ii) At least twenty percent (20%) of the non-federal share must be in the form of allowable costs to local public agencies.

    (iii) Third party in-kind contributions shall count toward satisfying this matching requirement only if the payments would be allowable costs, such as when the party receiving the contributions were to pay for the goods received.

  Section 9. Program Income Projections.

  (a) Program income shall be estimated based on the amount of income reported in the previous project period.

  (b) In the case of a new project, estimated program income will be determined by the Division.

  Section 10. Equipment.

  (a) Anticipated equipment will be considered in funding for supportive and nutrition services and shall be discussed with the Division prior to including the cost the equipment in the grant application.

    (i) The funding of equipment shall be based on the availability of funds.

  (b) Emergency equipment need will be considered as the need arises during the project period according to the following:

    (i) If the grantee has raised more local funding than was approved in the grant application, the grantee may request approval to purchase the equipment with these funds in accordance with Section 10 (c).

    (ii) If the grantee does not have the necessary funding for the equipment, the grantee may request emergency funds with which to purchase equipment.

      (A) The funding of this equipment shall be based on the availability of funds.

  (c) Requesting equipment:

    (i) Any equipment purchase must have prior approval from the Division.

      (A) All equipment requests shall be made in writing to the Division.

      (B) All equipment requests shall be accompanied by three written bids in accordance with Section 11.

      (C) The grantee shall indicate how the equipment purchase is to be funded such as:

        (I) Line item transfer; or,

        (II) Part of an original grant application; or,

        (III) Emergency fund.

      (D) The Division will provide a written response within seven (7) working days of the request for approval/denial of the equipment purchase.

  Section 11. Bid process. The grantee shall follow these bid processes :

  (a) Equipment items costing over $500.00;

    (i) Advertising for bids, must include, at a minimum:

      (A) The specifications for the equipment to be purchased;

      (B) A specific date and time at which the bidding will be closed; and

      (C) A specific date and time at which the bids will be opened.

    (ii) Bids shall be received sealed and remain sealed until the time and date specified for opening.

    (iii) No preference will be given to in-state (as opposed to out-of-state) bids.

    (iv) The low bid must be accepted unless the low bidder has not met the specifications and/or stipulations stated in the call for the bid, which can include, but need not be limited to:

      (A) Quantity;

      (B) Quality;

      (C) Delivery date; or

      (D) Ability to service product in the state.

        (I) Bids will not be rejected for the above reasons as an "after the fact" judgment.

  (b) Equipment costing $500 or less and all other services:

    (i) Advertisement for bids for equipment costing $500 or less and all other services must include:

      (A) Specifications for the equipment or services to be purchased including:

        (I) Public notice of the call for bids;

        (II) Applicant's incorporation papers;

        (III) Geographical and/or service area proposed to be served by the applicant;

        (IV) Hearings appeals process;

        (V) Assurances regarding provisions of services under Chapter 5, Section 3(d)(v)(F);

        (VI) Definition of service units;

        (VII) Per unit of service and total costs of the bid;

        (VIII) Responsibilities of both parties;

        (IX) Beginning and ending dates of the service provision;

        (X) Termination clause; and

        (XI) Severability clause.

      (B) Specific time and date bidding will be closed.

    (ii) No preference will be given to in-state (as opposed to out-of-state) bids.

    (iii) The low bid must be accepted unless the low bidder has not met the specifications and/or stipulations stated in the bid.

    (iv) The accepted bid shall be submitted to the Division for review.

    (v) Criteria for acceptance/denial of bids shall be developed by the grantee with the approval of the Division.