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  Funding Opportunity Details
 -329804-Hospital Preparedness Program (HPP) and Response System Development RFP 58821002
  Emergency Preparedness & Response
  Application Deadline: 01/09/2020 4:00 PM
Award Amount Range: Not Applicable
Project Start Date: 07/01/2020
Project End Date: 06/30/2021
Award Announcement Date: 02/14/2020
Eligible Applicant: Please see Section 1.03 Eligibility Requirements
Program Officer: John McMullen
Phone: 515-281-6646 x
Categorical Area: Disaster Preparedness

It is the responsibility of the Applicant to review all Attachments listed below for additional details regarding this Funding Opportunity.

The issuance of this Funding Opportunity in no way constitutes a commitment by IDPH to award a contract.


The purpose of this Request for Proposal (RFP) #58821002 is to solicit applications that will enable the Iowa Department of Public Health (referred to as Department) to select the most qualified applicant to lead system development in coordinating and advancing healthcare system emergency preparedness in the identified service area. Applicants will be responsible to ensure the systems can prevent, prepare for, respond to, and recover from incidents that affect the readiness of the healthcare system and to decrease mortality and morbidity in disasters. This goal will be supported through implementation of the Hospital Preparedness Capabilities.      The purpose of this funding opportunity is to strengthen and enhance the acute care medical surge capacity through the maintenance and growth of strong service areas.

This project supports health equity by ensuring that systems are developed to protect population safety, particularly among the most vulnerable. Systems should address the opportunities and challenges facing all people in the community, including older adults, young children, those without access to transportation, and those living in rural areas. Systems to coordinate and advance emergency preparedness in the identified service area must work to ensure equitable outcomes by creating organizational infrastructure that makes the healthy and safe choice easy and possible for all members of the community.

Schedule of Important Dates (All times and dates listed are local Iowa time.)

The following dates are set forth for informational purposes.  The Department reserves the right to change the schedule of important dates.



RFP Issued

November 1, 2019

Applicant’s Conference

November 13, 2019

Written Questions and Responses


Round 1 Questions Due:

Responses Posted By:

November 14, 2019

November 21, 2019

Round 2 Questions Due:

Responses Posted By:

November 27, 2019

December 4, 2019

Final Questions Due:

Responses Posted By:

December 12, 2019

December 19, 2019

Applications Due

January 9, 2020 by 4:00 PM Local Iowa Time

Post Notice of Intent to Award

February 14, 2020

 Click on the File Name to open attachment
Description File Name File Size
A. RFP#58821002 Hospital Preparedness Program (HPP) and Response System Development A. RFP#58821002 Hospital Preparedness Program (HPP) and ResponseSystem Development .pdf 288 KB
B. IowaGrants Registration Instructions B. IowaGrants Registration Instructions Updated 2016.pdf 873 KB
C. IDPH Application Instruction Guidance C. IDPH Application Instruction Guidance 2016.pdf 1.9 MB
D. RFP#58821002 Hospital Preparedness Program (HPP) and Response System Development DRAFT Contract D. RFP#58821002 Hospital Preparedness Program (HPP) and ResponseSystem Development DRAFT Contract Template (1).pdf 240 KB
E. RFP#58821002 Hospital Preparedness Program (HPP) and Response System Development DRAFT Score Tool E. RFP#58821002 Hospital Preparedness Program (HPP) and ResponseSystem Development DRAFT Score Tool.pdf 162 KB
F. RFP58821002 Amendment 1 F. RFP58821002 Amendment 1.pdf 97 KB
 Website Links
 Click on the URL to go to website
URL Description A. IDPH General Conditions B. Coalition Preparedness C. HSEMD Statute Compilation D. Pandemic and All-Hazards Preparedness and Advancing Innovation Act (PAHPAI) E. FY20 Hospital Preparedness Program (HPP) Cooperative Agreement FOA
Submitted Date Question Answer
11/06/2019 2.3.1 Activity: There appears to be a shortage among PIOs with availability to train, which has resulted in it being difficult to schedule PIO classes at this time. Can get some PIO Train the Trainer classes scheduled this year so the June 30, 2022 deadline won't be an issue? There is not a FEMA-sanctioned PIO Train the Trainer course. However, PIO classes can be scheduled through IDPH - BETS, the Iowa Department of Homeland Security, Texas A&M Engineering Extension Service (TEEX), the Rural Domestic Preparedness Consortium, and other organizations. Schedules fill up quickly, so it’s best to schedule several months in advance. TEEX, for example, is currently scheduling for December 2020 PIO course deliveries. In any case, work with your IDPH contact for assistance in scheduling courses to meet this requirement.
11/06/2019 Where do we get a copy of the Department’s Crisis Standards of Care CONOPS Plan for Activity 4.1.4? The State CONOPS Plan is not completed yet. It is anticipated that it will be available to the public in March 2020. However, please note this is a year 2 activity.
11/13/2019 According to 4.1.1 we are supposed to leverage current resources such as I-Serv for volunteers. Will we get any rights to this software or ways to get volunteers added? No, IDPH will not assign I-SERV rights to contractors. This activity seeks to ensure adequate staffing in the event of an emergency. I-SERV is one way to identify volunteers that may be available to assist in emergencies. Potential volunteers self-register on I-SERV. IDPH can provide a list of volunteers registered on the system upon request through official channels (Agency > County EMA > HSEMD > IDPH).
11/13/2019 Are we still required to have an HAI Coordinator? No the HAI Coordinator is not a required position for the service area. However, if they are a part of the membership, there’s no reason to exclude that person. It is a good idea to keep the HAI Coordinator.
11/13/2019 According to Attachment A, only .5 of the 1.0 in HPP positions has to be paid and the rest can be in-kind. According to Attachement E, it has to be 1.0 paid. Will it be required in a future year that a 1.0 is paid and none is in-kind? Use the language in the Attachment A. Between the readiness and response coordinator and the clinical advisor, the position must equal at least 1.0 FTE, and at least .5 of that position must be paid with HPP funds. Any future requirements of this position will be outlined in future HPP FOA’s. IDPH will implement the standard as provided by HPP at that time.
11/13/2019 According to 1.3.3, all joint HPP and PHEP exercises, including MCM exercises, must include a surge of patients into the health care system. What constitutes as a "surge"? Medical surge capacity refers to the ability to evaluate and care for a markedly increased volume of patients-one that challenges or exceeds normal operating capacity.
11/13/2019 The Core Membership template has a spot for "Access to Information Sharing Platform(s) YES/NO"... Which information sharing platform is being referred to here? This is referring to the information sharing platform(s) the service area uses to share information with its membership.
11/13/2019 In Activity 1.3.3, it states “Service areas, as part of a coordinated statewide effort, must conduct a joint statewide exercise (functional or full-scale exercise) once during the project period to test progress toward achieving the capabilities outlined in the 2017-2022 Health Care Preparedness and Response Capabilities and the Public Health Emergency Preparedness and Response Capabilities”. Who decides when it is being done? IDPH will, with input from service area coordinators, determine this date.
11/14/2019 1. Is the state wide exercise going to occur in either 2020-2021 FY or 2021-2022 FY? Is the state setting the date for this since you have other service areas to coordinate with as well? IDPH will, with input from service area coordinators, determine this date.
11/14/2019 Please define ‘stand-alone’ in the unallowable costs section. Is this a 1 county exercise or JUST hospital (no EMS, fire, police, EMA, etc). Must it include another county for it not to be ‘stand alone’? The application states ‘HPP recipients cannot use funds to support standalone, single-facility exercises.’ That means hospitals cannot claim expenses for an exercise that occurs solely within the walls of their hospital. In order for exercise expenses to become an eligible grant cost, the facility must include external partners when conducting exercises for the HPP program.
11/14/2019 Should we include the name of the grant Coordinator(s) for the PHEP/CRI Coordinators on the contact list? If so, where should we put it? For purposes of this application, only include the HCC Readiness and Response Coordinator. The PHEP/CRI Coordinator(s) will be captured in the PHEP RFP.
11/14/2019 On the budget spreadsheet, Personnel tab, what should you do if a person is expected to bill time for more than one activity? You will need to list the person out in multiple lines to reflect each activity they will be working on.
11/14/2019 If we indicate that a person will be billing time for a particular activity on the budget spreadsheet, can we bill that person for ONLY that particular activity during the year? You will bill according to how individuals are budgeted. No, a person may bill time under multiple activities during the grant year. The budget must reflect actual time budgeted for each activity in multiple lines if needed.
11/14/2019 On the Core Membership Workbook template, what should we list if the HCC Response and Readiness Coordinator is not yet known? Indicate ‘to be determined’.
11/14/2019 Who should be put as the secondary contact on the membership list if it is a one person office? What we are asking for here is who should be contacted if the primary person is unavailable. The one person in that office presumably takes occasional time off. List whomever would cover that office’s duties in those cases.
11/27/2019 Is there a single activity where coordinators can bill their time or does it need to be split among all of the activities based on current projections of how long everything will take? There is no single line. All persons working on numerous activities should be listed in all budget lines related to the activity being performed.
11/27/2019 Where do the billers (fiscal agents) submit their time under? Or do they now have to claim an administrative fee? Please see the previous question. Fiscal agent time will be budgeted in all budget lines related to the activity being performed.
11/27/2019 Are we supposed to break down every single meeting that we think we may have next year or can we just say an assumed amount of miles? You will need to budget per expected activity.
11/27/2019 What activity would you recommend billing toner, paper, and other office supplies to for the Coordinators with their own printer? Office supplies should be billed to the associated activity being performed by the coordinator.
12/11/2019 In activity 1.3.2 how do we a list of planned training activities along with the workplan? Is this a template or do we just list them in the workplan by priority? If this is a template, when is this due, is it due with the workplan as an attachment? For this activity, the process for developing the training plan is what should be documented in the application. The actual training plan will be submitted during the contract year as outlined in Attachment D of the funding opportunity.
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