Frequently Asked Questions
Questions & Responses will be posted here. Deadline for written questions is June 7, 2024.
Please send your questions to cdphe_cowic_application@state.co.us
5/14: Can someone direct me on how to complete this application? Where to load all of the documents once completed?
You will send the application, budget, and any other associated documentation to the cdphe_cowic_application@state.co.us email address. The application is a fillable pdf so you can type right into it.
5/15: I have more than one clinic, but the application has just one page for clinic information. How do I proceed?
We have created a document with additional copies of pages 7 and 8 of the application. Please submit each clinic's information on its own page.
5/16: Is there a possibility of RFP being denied without notice to come back to the planning phase?
The state agency will contact any agency whose application appears to be incomplete or unclear before authorization or funding is decided. Formal notice of authorization will be sent during the week of July 15, 2024.
5/17: I am unable to read the options of the dropdown menu on Page 1 "Type of Agency (pick one):".
If you hover over each option in the dropdown menu, the popup tool tip displays the whole option. I have also included them below.
Please send your questions to cdphe_cowic_application@state.co.us
5/14: Can someone direct me on how to complete this application? Where to load all of the documents once completed?
You will send the application, budget, and any other associated documentation to the cdphe_cowic_application@state.co.us email address. The application is a fillable pdf so you can type right into it.
5/15: I have more than one clinic, but the application has just one page for clinic information. How do I proceed?
We have created a document with additional copies of pages 7 and 8 of the application. Please submit each clinic's information on its own page.
5/16: Is there a possibility of RFP being denied without notice to come back to the planning phase?
The state agency will contact any agency whose application appears to be incomplete or unclear before authorization or funding is decided. Formal notice of authorization will be sent during the week of July 15, 2024.
5/17: I am unable to read the options of the dropdown menu on Page 1 "Type of Agency (pick one):".
If you hover over each option in the dropdown menu, the popup tool tip displays the whole option. I have also included them below.
- Public or a private nonprofit health or human service agency that will enter into a written agreement with another agency for either ongoing, routine pediatric and obstetric care or administrative services.
- Public or private nonprofit health or human service agency that will provide ongoing, routine pediatric and obstetric care through referral to a health provider.
- Public or private nonprofit human service agency that will enter into a written agreement with private physicians, licensed by the State, to provide ongoing, routine pediatric and obstetric care.
- Public or private nonprofit health agency that will enter into a written agreement with private physicians, licensed by the State, in order to provide ongoing, routine pediatric and obstetric care to a specific category or participants (women, infants, or children).
- Public or a private nonprofit health or human service agency that will enter into a written agreement with another agency for either ongoing, routine pediatric and obstetric care or administrative services.
5/22: On page 11, could you provide more specifications around the Federal audit findings questions. Given our agency undergoes multiple audits from multiple agencies, listings any finding from any federal audits feels a little broad.
The question refers to WIC-specific audit findings disclosed as a result of the federal Single Audit Act. Single Audits are required from all recipients who expend $750,000 or more in aggregate federal financial assistance within their fiscal year. The audit covers the entity's financial statements and expenditures of federal awards, and examines the entity's compliance with federal statutes, regulations, and terms and conditions of federal awards.
5/22: On page 2, we need to list number of clients served each month. What number do we use for this? Average enrollment from June 2023 - May 24? Enrollment for May 2024?
This question is for new agencies only (those not currently holding COWIC contracts). Please contact the state office at cdphe_cowic_application@state.co.us if you are a new agency and need this number.
5/22: Our local agency currently supplements the WIC grant with other grants. We lost funding from one of our large awards effective October 2024, but we still need the FTEs to operate the WIC program. The award was paying for 5 full-time WIC Educators. Should I include these educators in the budget template/application? This will put us “over budget,” but I plan to absorb these staff and then not back-fill as employees leave next year. Or do we need to submit a budget that stays in line with the FY25 projection?
Please submit a budget that is reflective of your actual staffing and program costs. There is a place to indicate what, if anything, your agency or other grants will contribute to the balance the budget if the COWIC grant doesn't cover all expenses. We will reach out if we have any questions about what you submit.
5/22: The employee names, qualifications, and FTEs will be listed in the budget template. Is it okay to simply list the FTE numbers when listing how our agency will meet service standards? Example: can I list 31 WIC Educators, 5 Dietitian Supervisors, 3 Dietitians, etc when answering the questions? Or would you like me to list the names, qualifications, and FTEs somewhere in the application?
Yes, for larger agencies with many staff, it is acceptable to list the specific FTE numbers when indicating how you will meet service standards and put the other details in the budget document.
5/22: Is it best in our intent to partner letter to put all the counties for our service area? Or do we continue to do one between us and each county individually?
Whatever is easiest for you is fine. You’ll need each of them to sign off on the letter or write one of their own, so however the logistics and messaging goes best for you is okay with us.
5/23: What is the de minimis rate 10% or 15%?
The current de minimis rate is 10% on Modified Total Direct Costs.
5/22: On page 2, we need to list number of clients served each month. What number do we use for this? Average enrollment from June 2023 - May 24? Enrollment for May 2024?
This question is for new agencies only (those not currently holding COWIC contracts). Please contact the state office at cdphe_cowic_application@state.co.us if you are a new agency and need this number.
5/22: Our local agency currently supplements the WIC grant with other grants. We lost funding from one of our large awards effective October 2024, but we still need the FTEs to operate the WIC program. The award was paying for 5 full-time WIC Educators. Should I include these educators in the budget template/application? This will put us “over budget,” but I plan to absorb these staff and then not back-fill as employees leave next year. Or do we need to submit a budget that stays in line with the FY25 projection?
Please submit a budget that is reflective of your actual staffing and program costs. There is a place to indicate what, if anything, your agency or other grants will contribute to the balance the budget if the COWIC grant doesn't cover all expenses. We will reach out if we have any questions about what you submit.
5/22: The employee names, qualifications, and FTEs will be listed in the budget template. Is it okay to simply list the FTE numbers when listing how our agency will meet service standards? Example: can I list 31 WIC Educators, 5 Dietitian Supervisors, 3 Dietitians, etc when answering the questions? Or would you like me to list the names, qualifications, and FTEs somewhere in the application?
Yes, for larger agencies with many staff, it is acceptable to list the specific FTE numbers when indicating how you will meet service standards and put the other details in the budget document.
5/22: Is it best in our intent to partner letter to put all the counties for our service area? Or do we continue to do one between us and each county individually?
Whatever is easiest for you is fine. You’ll need each of them to sign off on the letter or write one of their own, so however the logistics and messaging goes best for you is okay with us.
5/23: What is the de minimis rate 10% or 15%?
The current de minimis rate is 10% on Modified Total Direct Costs.
5/28: Even if our current approved indirect with CDPHE is 30%, did you say local agencies can choose to lower that amount as long as it stays above 10%?
There is no minimum amount of indirect that must be charged. An agency may claim up to their approved indirect rate, but are also not required to claim indirect on any costs.
One is not required to take the de minimis either. The de minimis rate is available to any subrecipient of federal funds that does not have an approved indirect rate.
5/30: Should agencies be indicating what they would do in an ideal circumstance/adequate funding or the status quo considering anticipated budget? If we put in what we need to meet service standards best practices/partnerships and it is not granted, is the agency committed to covering the rest or will there be an opportunity for budget revision?
Funding should be anticipated at a similar amount to what was provided in the funding formula previously distributed. You may complete the budget at the expenses you anticipate to run the program and submit revisions after you receive your grant award, if needed.
5/30: Is the 5% for partnerships off the top of the total WIC budget or 5% of each agency's total budget?
5% of the total WIC budget goes into the Partnership budget each year. Agencies can ask for more than 5% of their individual service area budget for consideration in their application.
5/30: Can a current IGA substitute for a letter of intent if we don't have time to get a letter signed by the board of health before the application deadline?
Yes, an IGA can be used in lieu of a letter of intent as long as it covers the entire Federal FY25 (through September 30, 2025). If not, an updated version will be required by 30 days after beginning of the FY25 contract, as noted in the application.
5/30: We have a lot of agencies in “if/then” circumstances- if they get X amount of money they’ll do one option, if they don’t they would do something different. How do we submit applications like that? Do we do separate narratives, separate full applications, or is there another way? Should agencies be indicating what they would do in an ideal circumstance/adequate funding or the status quo considering anticipated budget? If we put in what we need to meet service standards best practices/partnerships and it is not granted, is the agency committed to covering the rest or will there be an opportunity for budget revision?
For partnership funding, feel free to describe the "if/then" situation in the application. For general funding, plan on approximately the amount on the draft funding spreadsheet. Please complete the budget at the expenses you anticipate to run the program and submit revisions after you receive your grant award, if needed.
5/30: If an agency has a negotiated rate for indirect but does not take that full indirect, which number do they put in the application?
Agencies may charge a lower rate than what is approved. The "waived" indirect rate should be indicated in the "in kind" section at the bottom of the budget template. Also, that information can be included in the descriptive answers.
5/30: What should be included in in-kind? If an agency is not paying for certain operating costs, should this be calculated and included here?
Any funding that the agency is paying to run the program that isn't covered by the grant should be reflected in the in-kind section. It helps us to understand what it truly costs to run the programs at the local level.
5/30:On page 9, should agencies select "yes" if they would contribute roles to a partnership and therefore meet eligibility for partnership funding? Do they need to have an initial agreement/approval for a partnership in order to select yes, or what are the eligibility criteria they need to meet?
This question is to determine the eligibility of an agency to request partnership funding which are:
5/30: Should agencies be indicating what they would do in an ideal circumstance/adequate funding or the status quo considering anticipated budget? If we put in what we need to meet service standards best practices/partnerships and it is not granted, is the agency committed to covering the rest or will there be an opportunity for budget revision?
Funding should be anticipated at a similar amount to what was provided in the funding formula previously distributed. You may complete the budget at the expenses you anticipate to run the program and submit revisions after you receive your grant award, if needed.
5/30: Is the 5% for partnerships off the top of the total WIC budget or 5% of each agency's total budget?
5% of the total WIC budget goes into the Partnership budget each year. Agencies can ask for more than 5% of their individual service area budget for consideration in their application.
5/30: Can a current IGA substitute for a letter of intent if we don't have time to get a letter signed by the board of health before the application deadline?
Yes, an IGA can be used in lieu of a letter of intent as long as it covers the entire Federal FY25 (through September 30, 2025). If not, an updated version will be required by 30 days after beginning of the FY25 contract, as noted in the application.
5/30: We have a lot of agencies in “if/then” circumstances- if they get X amount of money they’ll do one option, if they don’t they would do something different. How do we submit applications like that? Do we do separate narratives, separate full applications, or is there another way? Should agencies be indicating what they would do in an ideal circumstance/adequate funding or the status quo considering anticipated budget? If we put in what we need to meet service standards best practices/partnerships and it is not granted, is the agency committed to covering the rest or will there be an opportunity for budget revision?
For partnership funding, feel free to describe the "if/then" situation in the application. For general funding, plan on approximately the amount on the draft funding spreadsheet. Please complete the budget at the expenses you anticipate to run the program and submit revisions after you receive your grant award, if needed.
5/30: If an agency has a negotiated rate for indirect but does not take that full indirect, which number do they put in the application?
Agencies may charge a lower rate than what is approved. The "waived" indirect rate should be indicated in the "in kind" section at the bottom of the budget template. Also, that information can be included in the descriptive answers.
5/30: What should be included in in-kind? If an agency is not paying for certain operating costs, should this be calculated and included here?
Any funding that the agency is paying to run the program that isn't covered by the grant should be reflected in the in-kind section. It helps us to understand what it truly costs to run the programs at the local level.
5/30:On page 9, should agencies select "yes" if they would contribute roles to a partnership and therefore meet eligibility for partnership funding? Do they need to have an initial agreement/approval for a partnership in order to select yes, or what are the eligibility criteria they need to meet?
This question is to determine the eligibility of an agency to request partnership funding which are:
- Demonstrates capacity and willingness to serve as a proactive COWIC Program leader and expert, including the support of agency leadership to work collaboratively with other agencies to develop mutually beneficial partnerships.
- Meets the staffing requirements and qualifications for designated roles as defined in the Local Staffing policy as well as capacity, bench depth, and expertise in key leadership and direct service roles, specifically Director and High Risk Counselor.
If an agency does not meet these screening requirements, they can select "no" and describe how they would use Partnership funding to build capacity to reach them.
If an agency does meet these preliminary requirements, they can select "yes" and then describe their partnership plans in the next section of the application.
Initial agreement/approval for a partnership is not required to say "yes" to the eligibility requirements.
Initial agreement/approval for a partnership is not required to say "yes" to the eligibility requirements.
5/30: In the Partnerships Section 4 Funding Information: Should only the lead for the partnership answer the questions for this section or should all organizations participating in the partnership? Ex. Do we all request funding for the partnership or leave it to the agency to receive funding?
The agency/agencies requesting partnership funding should complete this area.
The agency/agencies requesting partnership funding should complete this area.
5/30: Currently two of the agencies in our partnership do not have staff that meet the WIC Director requirement of having an RN or RD. The partnership is considering having one shared staff member to fulfill this requirement but it might not be finalized by the time the RFA application deadline. What is the expectation to meet this requirement? If a new staff member is hired, what is the timeline expectation to have them fully up and running? Can the partnership request partnership funding to support staff training for this role?
Agencies should indicate the plan for hiring with a realistic timeline (not necessarily by the time the application is submitted but ideally by the time the FY25 contract starts). Yes, a partnering agency can request funding to help support training. All requests will be evaluated based on the stated partnership goals of improving one or more of the following:
Agencies should indicate the plan for hiring with a realistic timeline (not necessarily by the time the application is submitted but ideally by the time the FY25 contract starts). Yes, a partnering agency can request funding to help support training. All requests will be evaluated based on the stated partnership goals of improving one or more of the following:
- COWIC client experience and customer service/access to services.
- Expansion of existing or new inter-agency collaboration.
- Strategic use of funding to maximize impact and efficiency of resources/operations.
- Agency infrastructure to drive COWIC leadership and partnership potential.
- Sustainability and cooperation of Agencies within the region, particularly if funding does not keep pace with future growth.
- Commitment to a multi-year plan to build partnership across Agencies.
5/30: In Section 5: For 2024, we had no repeat findings so I would include nothing from that audit. I would only include the action plan for the repeat audits for 2022, correct? In that same section, it asks if “the agency” received any CDPHE audit findings in the last five years and any Federal audit findings in the last 5 years. Is “the agency” our Public Health department or just the WIC program?
You are correct about including the action plan from 2022. This section of the application refers to monitoring visits for the WIC program (program and fiscal, done every other year) and also to the agency as a whole for any other CDPHE and Federal audits. The responsibility of the applicant is to disclose any recent/active operational or fiscal audit findings for the WIC program specifically and for the agency more broadly. Please contact your nutrition consultant if you have any questions.
6/7: (In relation to above) Can you confirm we are looking at public health department audit findings when you say “the agency as a whole” or is it the full county that we work for?
A CDPHE audit would be limited to the public health agency, and the federal audit is conducted on the county level as a whole.
6/3: We are a new agency and have not yet had a financial risk assessment by CDPHE. Should we fill out the Financial Risk Assessment Questionnaire?
If the agency is a local public health agency, the questionnaire does not need to be completed.
6/7: What is the RFA Number?
The RFA number is #24076181.
6/7: What is our NPI number?
National Provider Identifier Standard (NPI) numbers can be found through the NPI Registry. This number is only required for the application if your agency has one (not all do). If you do not have a NPI, leave the field blank. If you have specific questions about NPI numbers, contact Angie.Moss@state.co.us.
6/7: What is our UEI number?
The Unique Entity Identifier (UEI) is from the System for Award Management. Each entity must be registered and has their own number. You can look up your UEI at SAM.gov.
6/7: If both agencies sign the letter of intent, can the same letter be submitted for both applications or should one be submitted per county with their letter head?
If both parties have agreed and signed the letter of intent, then the same letter can be used for both agencies' applications.
6/7: Is the authorized signature the Local Agency Director or the Local Public Health Director? Or is just whoever is willing to accept the terms?
The signature for the application is just whomever is accepting the terms of the application. We will require a formal signature of the Public Health Director (where applicable) when the official contract is being signed.
6/10: Which Type of Agency is appropriate for local public health agencies to select?
Most agencies should select " Public or private nonprofit health or human service agency that will provide ongoing, routine pediatric and obstetric care through referral to a health provider." unless they directly provide pediatric and obstetric care.
6/10:Previously, CDPHE said they were planning on covering all translation costs under the state contract, but I cannot find this anywhere in the RFA documents. Can you please confirm this is correct and that local agencies should not include costs of translation services in our budgets?
Yes, this is correct. The State will provide language services starting in FY25.
6/10: Do we need to include in our application how we plan to modify the budget accordingly if there is a gap between what we are saying it takes to run the program and what CO WIC/CDPHE is providing?
Yes, please do address how the gap between the budget and the expected COWIC contract will be handled, either in the budget or in the application itself.