Hospital Preparedness - Regional Hospital Coordinating Center
CSFA Number: 482-00-1061
Agency Name
Department Of Public Health (482)
Agency Contact
Theresa Tolar
217-558-3823
theresa.tolar@illinois.gov
Short Description
The purpose of the Regional Hospital Coordinating Center grant is to enable the Grantee, as part of the leaders of the healthcare and public health system in its region, to effectively respond to and recover from 21st century threats by enhancing communications, by improving resource management, and building medical surge capacity.

This is done to support the Department’s responsibility:

• to designate lead hospitals for medical surge (210 ILCS 50/3.255);
• to consider the role of hospitals in being prepared to respond to emergencies or disasters when the Department awards preparedness funds (210 ILCS 50/3/21)

This grant requires the development, maintenance and sustainment of Health Care Coalitions (HCCs) that incentivize diverse and often competitive health care organizations with differing priorities and objectives to work together.

To meet this purpose above, HPP Grantees must focus on activities that advance progress toward meeting the goals and objectives of the four capabilities detailed in the HHS ASPR 2017-2022 Health Care Preparedness and Response Capabilities, as updated from time to time; and document and their progress with a continuous cycle of training, exercises and planning updates.
Subject Area
Healthcare
Program Function
Disaster Prevention and Relief
Enabling Legislation
SEC 319C-1 of the Public Health Service Act
Objectives and Goals
HPP General Funding Guidance:

Funding will primarily support strengthening health care system preparedness through collaborative development of HCCs that prepare and respond as an entire regional health system, rather than individual health care organizations.

During this project period (2019- 2024), beginning in Budget Period 1, funding must be allocated to HCCs. Individual health care organizations can continue to receive HPP funding, through the HCC, to ensure regional coordination and collaboration. With the exception of CHEMPACKS, hospitals, HCCs will determine the amount of funding for health care entities upon review of regional projects and health care entity projects, based on the funding priorities of each budget period. This process ensures that HCC activities contribute to the overarching readiness, preparedness, and resilience of health care systems.

HPP Funding Limitations for Individual Health Care Facilities:

Funding may be provided to individual health care entities as long as the funding is used to advance regional, HCC, or health care system wide priorities, and are in line with ASPR’s four health care preparedness and response capabilities.

Funding may NOT be used to comply with CMS conditions of participation, including CMS-3178-F Medicare and Medicaid Programs: Emergency Preparedness Requirements for Medicare and Medicaid Participating Providers and Suppliers.

ASPR encourages HCCs to provide technical assistance to their individual members to assist them with development of emergency plans, developing policies and procedures, communications plans, and training and testing programs.
Types of Assistance
Non-competitive
Uses and Restrictions
All grant funds must be used for items that are necessary and reasonable for the proper and efficient performance of the grant and may only be used for the purposes stated in your grant agreement, work plan, and budget. Items must not be restricted by, and must comply with, all applicable state and federal regulations.

Allocated - Items charged to this grant must be appropriately allocated (pro-rated) between this grant and other funding sources as applicable. This is especially important to describe and document if the item appears to have significant non-grant uses such as a purchase that directly supports many or all hospital programs and is not strictly considered an emergency preparedness capability resource.

• Example: equipping a conference room with new furniture and computer equipment, so it could also be used as an emergency operations center, still significantly supports all hospital programs with a new conference room. The requested expenses for this must be allocated to show that HPP is only paying its share.

• Example: if the applicant documented the amounts of non-HPP funds recently spent, or were being budgeted, for the purchase of similar furniture or computer equipment, or otherwise supported the ongoing use of this room (e.g. building, renovation, maintenance, or utility costs for this project, the HPP expenses may be permitted. Without this documented justification - the request may be rejected. On the other hand, the cost of an item strictly considered an emergency preparedness capability resource item, such as an emergency generator, even though it may benefit the entire agency would probably be allowed, except for construction or major building renovation such as foundation work.

Reasonable - The amounts charged for any item must be reasonable. That means the nature and amount of the expense does not exceed what a prudent person under the same circumstances would expend; and that the items are generally recognized as ordinary and necessary for the performance of the grant.

Funding may be used for the following:

• Building the 4 Hospital Preparedness Capabilities National Standards and may include reasonable, allowable, and allocated staff, travel, supplies and contractual services related to public health emergency response planning, training, and exercising.
Purchase caches of antibiotics for use by first responders and their families to ensure the health and safety of the healthcare workforce.
• To supplement - but not supplant - existing state or federal funds with the activities described in the budget.

With prior approval only, funds may be used for the following:

• Overtime for individuals directly associated (listed in personnel costs) with the award.
Furniture or Equipment.
• Lease vehicles to be used as means of transportation for carrying people or goods, e.g., passenger cars or trucks and electrical or gas-driven motorized carts.
• Basic (non-motorized) trailers.

Funds may NOT be used for the following:

• Reimbursement of pre-award costs.
• Purchase of vehicles to be used as means of transportation for carrying people or goods, such as passenger cars or trucks and electrical or gas-driven motorized carts.
• Purchase of clothing such as jeans, cargo pants, polo shirts, jumpsuits, sweatshirts, or T-shirts.
• Purchase or support (feed) animals for labs, including mice.
• Funds may not be used to purchase a house or other living quarters for those under
quarantine.
• No Construction or major renovations, except for repairs and maintenance.
• May not pay the salary of an individual at a rate in excess of Executive Level II or $187, 000 per year.

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; or for 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.
• No Research.
• No Clinical care.
• No Reimbursement of backfilling cost for staff, including healthcare personnel for exercises.

HPP Funding Limitations for Individual Health Care Facilities

Funding may be provided to individual health care entities as long as the funding is used to advance regional, HCC, or health care system wide priorities, and are in line with ASPR’s four health care preparedness and response capabilities.

Funding may NOT be used to comply with CMS conditions of participation, including CMS-3178-F Medicare and Medicaid Programs: Emergency Preparedness Requirements for Medicare and Medicaid Participating Providers and Suppliers. ASPR encourages HCCs to provide technical assistance to their individual members to assist them with development of emergency plans, developing policies and procedures, communications plans, and training and testing programs.
Eligibility Requirements
Only Illinois Licensed hospital designated as a Regional Hospital Coordinating Center (RHCC).
Eligible Applicants
Government Organizations;
Application and Award Processing
Applications must be submitted via the Illinois Department of Public Health's Electronic Grants Administration and Management System (EGrAMS), accessible at idphgrants.com.

Pre-applications and letters of intent are not required. Applications must be fully and properly completed and submitted by the deadline.

The application will have a team review. Those reviewers must be in agreement in order for funding to be awarded. If there are questions or disagreements between the reviews, it will be reviewed by the IDPH PHEP/HPP Program Manager and then the Deputy Director if necessary.

Applications that are not correctly completed, or need clarification will be returned to the applicant for correction and resubmission. IDPH comments and clarification requests can be accessed through the icons found on the “Index” tab screen in the “Comments” Column - and by the “Approver Comments” at the bottom. IDPH may also deny an applicant a grant award if they are, or become ineligible. If any reviewer states they have a potential or appearance of a conflict of interest, or an applicant states there is a conflict of interest, or the appearance thereof, with any of the reviewers or staff listed under “G. State Awarding Agency Contact(s)”, the application will be assigned to another reviewer. Once approved by IDPH, the applicant will be notified through an email from EGrAMS with instructions on how to print, sign and submit their grant to IDPH for final execution.

Awards are by pre-determined allocation and will be by reimbursement.

Applications must be submitted via the Illinois Department of Public Health’s Electronic Grants Administration and Management System (EGrAMS), available at idphgrants.com

Awards are by pre-determined allocation and will be by reimbursement
Assistance Consideration
Grantees can use the following reference links to complete the application process in EGrAMS:

Getting Starting in EGrAMS: An Introductory Guide for Applicants

EGrAMS Instructional Guide: Application Entry and Submission

EGrAMS FAQs and Common Error Message Guide

EGrAMS Stage and Status Key

EGrAMS User Permissions Guide
Post Assistance Requirements
Quarterly Work Plan reports and monthly expenditure reports are required
Regulations, Guidelines, Literature
Pre-Award Requirements
1. Authentication
2. Grantee Registration
3. Grantee Pre-qualification
4. Fiscal and Administrative Risk Assessment (ICQ)
5. Programmatic Risk Assessment

Grantee Pre-Qualification Process
Potential/Current Grantees are required to register on the Illinois GATA Website. After registration, the Grantee is assigned a cognizant agency that will complete the pre-qualification approval and review the ICQ.
Completion of the pre-qualification and ICQ may occur simultaneous to Grant Setup and Application Entry but must be completed and approved prior to Grant Approval and Award.

IDPH review the pre-qualification and ICQ when assigned as the grantee’s congnizant agency or if IDPH requests to be the cognizant agency.

IDPH’s Office of Performance Management shall complete potential/current grantee pre-qualification reviews and approvals after registration on the Illinois GATA website.
Prequalification verifies that the grantee has the following:
-A CURRENT DUNS number
-A CURRENT SAMS Cage code and active SAM Status
-is in good standing with the Illinois Secretary of State
-Is NOT on the Federal Excluded Parties List
Funding By Fiscal Year
FY 2018 : $6,009,272
FY 2019 : $8,284,425
FY 2020 : $5,725,403
Federal Funding
Notice of Funding Opportunities
None
Agency IDGrantee NameStart DateEnd DateAmount
07280009HAdvocate Sherman Hospital07/01/201906/30/2020711,863
97280009GAdvocate Sherman Hospital07/01/201806/30/2020701,971
07280002HOSF Healthcare System dba Saint Francis Medical Center07/01/201906/30/2020669,349
97280002GOSF Healthcare System dba Saint Francis Medical Center07/01/201806/30/2020663,837
07280007HAdvocate Christ Medical Center07/01/201906/30/2020660,784