Flexible Funds - program consolidation
Communicable Disease Prevention and Service Improvement Grants Fund
The Communicable Disease Prevention and Service Improvements Grants Fund (the Fund) is an Australian Government initiative administered by the Department of Health and Ageing designed to support activities targeting the detection and prevention of blood borne viruses (BBVs) and sexually transmissible infections (STIs).
Introduction
The Communicable Disease Prevention and Service Improvements Grants Fund (the Fund) is an Australian Government initiative administered by the Department of Health and Ageing designed to support activities targeting the detection and prevention of blood borne viruses (BBVs) and sexually transmissible infections (STIs).Fund objectives and priorities
The Fund enables the Australian Government to better support activities that promote awareness and prevention of BBVs and STIs among Australians, and that promote appropriate treatments, education and management for BBVS and STIs. In addition the Fund will ensure that Australia is provided with appropriate structures to deliver a safe blood supply and the on-going availability of quality assurance programs for medical laboratories that provide associated testing services. The Fund priorities will take account of the aims and objectives contained in nationally agreed strategies bearing on BBVs and STIs, and other relevant guidelines and Australian Government health policies such as the HIV and viral hepatitis testing policies.The Fund will reduce red tape, provide increased flexibility to respond to emerging issues and changing priorities, and fund delivery of sound value for money, high quality and evidence based activities.
The Fund will target the following priorities:
- provide funding for education programs and other public health measures/programs on prevention, detection and treatment of BBVs and STIs, to reduce the transmission of, and morbidity and mortality caused by BBVs and STIs and minimize the personal and social impact of BBVs and STIs in accordance with National Strategies
- provision of appropriate quality assurance programs for laboratories using in-vitro diagnostic devices for infections including, but not limited to, HIV and viral hepatitis, so that the Australian public can have confidence in testing services provided in Australia and that any deficiencies are rapidly identified and remedial action taken, and
- support for services that ensure the accuracy and reliability of tests on all blood and plasma donations prior to release by the Australian Red Cross Blood Service, to ensure that the Australian blood supply is free from BBVs.
The Department will welcome ongoing feedback in relation to determining priorities, including emerging issues. Priorities will be reviewed during the life of the Fund and Funding Agreements may be adjusted to meet emerging priorities.
Background
The Fund was established in 2011 through the consolidation of a range of existing programs targeting BBVs and STIs.The establishment of the Fund followed a strategic review of the administrative arrangements in the Health and Ageing portfolio commissioned by the Government in 2010. The review identified an opportunity to improve the management of existing communicable disease prevention programs through consolidating them into larger, flexible Funds, in order to cut red tape for grant holders, increase flexibility, and more efficiently provide evidence based funding for the delivery of health outcomes in the community. Further information about the strategic review and the establishment of the flexible Funds is available on the Department’s website at: www.health.gov.au
The Fund consolidates support for a wide range of activities including those activities previously funded under:
- National Public Health Communicable Disease Control
- Hepatitis C Education and Prevention Program
- STI and HIV Prevention Program, and
- The National Serology Reference Laboratory.
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Fund scope and operating parameters
The Fund is intended to be broad in scope, and flexible enough to support a wide range of programs directed towards the detection and prevention of blood borne viruses (BBVs) and sexually transmissible infections (STIs).As funding becomes available under the Fund, it will be allocated by the Minister for Health and Ageing for Fund Priorities and activities, including but not limited to those listed at Attachment A, and then administered as set out in these guidelines at Section 4.
The funding committed to particular Fund Priorities and supported activities may be varied over time, to take into account:
- Availability of funding
- Evidence, including from evaluation activities, of the effectiveness, efficiency and appropriateness of Fund activities
- Emerging challenges, and
- Changing public health priorities.
1.1 Roles and responsibilities
Minister:
The Minister for Health and Ageing will be responsible for setting the objectives and priorities for the Fund. Priorities will reflect the aims and objectives of the Fund but may change over time to incorporate emerging issues that will more effectively support the aims and objectives of the Fund.Department of Health and Ageing:
The Department will be responsible for the development and dissemination of all application documentation under the Fund and for ensuring that such documentation is in accordance with the Fund aims and objectives. The department will be responsible for:- managing the funding arrangements under the Fund
- responding to any queries in relation to the application process
- resolving any uncertainties that may arise in relation to application requirements
- undertake all assessment processes, and
- notifying applicants of the outcomes of any funding arrangement process.
The Department will be responsible for post-approval processes of successful applicants in any process under the Fund such as:
- developing funding agreements or any alternate contractual arrangements
- monitoring the performance of projects to ensure the conditions of the contractual arrangements are met
- assessing performance and financial reports and undertaking follow up action as necessary
- making payments on acceptance of milestone reports as specified in the contractual arrangement, and
- providing feedback to funded organisations on the overall project following the conclusion of activities.
Potential funding recipient:
Entities applying for funding from the Fund are responsible for the development of their application. Organisations submitting applications must ensure that all information they provide is accurate.Organisations applying must be prepared to meet the costs associated with the development and lodgement of their application.
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Funded Entity:
The funded entity is responsible for the efficient and effective delivery of the service in accordance with the obligations contained in any funding agreement or contractual arrangement entered into under the Fund. Entities funded under the Fund are also responsible for:- ensuring they meet the specifications of the funding agreement or other contractual arrangement including any performance indicators
- ensuring the project is managed in a cost effective and efficient manner
- maintaining contact with the Department and advising of any emerging issues that may impact on the success of the project
- reporting on project performance and expenditure in accordance with contractual arrangements, and
- assisting with evaluation activities as necessary.
1.2 Fund Timeframe
The Fund is an ongoing initiative available from 1 July 2011.Initiatives sourced from the Fund may be funded for a variety of timeframes depending on the priorities and activities for which funding is provided.
1.3 Fund Value
The total value of funds available under the Flexible Fund for the period 2011-12 to 2014-15 is $43.1M (GST Exclusive).2 Eligibility
2.1 Who can access the Fund?
A wide range of government, not- for- profit and for profit organisations may be eligible for funding.. Applicants do not have to have a prior funding relationship established with department, but must be a legal entity to be eligible for funding for example.- Incorporated Associations (incorporated under State/Territory legislation, commonly have 'Association' or 'Incorporated' or 'Inc' in their legal name)
- Incorporated Cooperatives (also incorporated under State/Territory legislation, commonly have "Cooperative' in their legal name)
- Companies (incorporated under the Corporations Act 2001 - maybe not-for-profit or for-profit proprietary company (limited by shares or by guarantee) or public companies)
- Aboriginal Corporations (incorporated under the Aboriginal and Torres Strait Islander Act 2006 and administered by the Office of the Registrar of Aboriginal and Torres Strait Islander Corporations)
- Organisations established through a specific piece of Commonwealth or State/Territory legislation (many public benevolent institutions, churches, universities, unions etc)
Partnerships - Trustees on behalf of a Trust
- State/Territory or Local Governments, and
- where there is no suitable alternative, an individual or - jointly and separately – individuals.
Should a funding and/or procurement process have restricted eligibility requirements this will be included in the application package for that process.
Any enquiries relating to the Fund should be directed to the Fund mailbox ohpflexiblefunds@health.gov.au
2.2 What is eligible for funding?
To be considered for funding, applications must propose to undertake activities that meet the aims, objectives and priorities for the Fund, and where applicable comply with the terms of the application documentation.Matters such as:
- project activities/items that will be considered eligible
- any funding caps (minimum and/or maximum limits)
- any restrictions on Start/End dates for activity. For example all projects must be completed within the stated Financial Year/s
- any restrictions around whether funding will be provided only for new or additional work; and
- any restrictions on when funding must be expended by. For example, all funding will be available from [insert date] and must be expended by [insert date],
3 Probity
The Australian Government is committed to ensuring that the process for providing funding under the Fund is transparent and in accordance with published Fund and Invitation to Apply Guidelines.Note: Fund Guidelines may be varied from time-to-time by the Australian Government. Amended Guidelines will be published on the Department’s website.
3.1 Conflict of interest
A conflict of interest may exist, for example, if the applicant or any of its personnel:- Has a relationship (whether professional, commercial or personal) with a party who is able to influence the application assessment process, such as a Department staff member
- Has a relationship with, or interest in, an organisation, which is likely to interfere with or restrict the applicant in carrying out the proposed activities fairly and independently, or
- Has a relationship with, or interest in, an organisation from which they will receive personal gain as a result of the granting of funding under the Fund.
Where an applicant subsequently identifies that an actual, apparent, or potential conflict of interest exists or might arise in relation to this application for funding, the applicant must inform the Department in writing immediately.
The Department will ensure that all members of Tender Assessment Panels under the Fund will be required to provide a statement detailing any relationship they may have with a tenderer(s). All panel members will be required to sign a Deed of Confidentiality-Conflict of Interest form.
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3.2 Confidentiality and Protection of Personal Information
Each applicant will be required to declare as part of their application, their ability to comply with the funding agreement or contractual arrangement it may enter into with the Australian Government.The Protection of Personal Information Clause requires the Participant to:
- comply with the Privacy Act (1988) (‘the Privacy Act’), including the 11 Information Privacy Principles (IPPs), as if it were an agency under the Privacy Act, and the National Privacy Principles (NPPs)
- refrain from engaging in direct marketing (s 16F of the Privacy Act), to the extent that the NPP and/or s 16F apply to the Participant, and
- impose the same privacy obligations on any subcontractors it engages to assist with the Project.
The specific clauses governing the confidentiality provisions of any grant or procurement process under this Fund will be contained in the funding agreement that will form part of any grant or procurement documentation put to potential applicants/tenderers.
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4 Fund Application Processes
In order to achieve the objectives and priorities of the fund the following processes may be undertaken:4.1 Open grant rounds – competitive funding rounds which open and close to applications on nominated dates, with eligible applications being assessed against the selection criteria set down for the program and then prioritised against competing, eligible applications for the available funding
4.2 Targeted grant rounds - targeted or restricted competitive funding rounds open to a small number of potential funding recipients based on the specialised requirements of the program or project under consideration
4.3 Procurement - Funding will be made available through open, select or direct source procurement processes. All processes will be conducted in accordance with the requirements of the Commonwealth Procurement Guidelines.
4.4 One-off or unsolicited approaches
Entities wishing to seek funding may submit an unsolicited or one-off proposal to the Fund. These one-off or unsolicited proposals may be considered, at the Department’s discretion:
- when funds remain available following a competitive funding round; and/or
- where the proposed activities will meet an urgent or emerging priority.
Fund Under-expenditure:
Funding allocations will be monitored throughout the year with potential underspends identified and allocated to activities identified as being the most appropriate method of meeting the aims and objectives of the Fund. Applications identified as being able to meet the Fund aims and objectives, and not receiving funding through an open or targeted grants round may also be prioritised and short-listed for consideration should such underspends be identified.Under expenditure may also be used to fund unsolicited proposals or one-off grants where such proposals will meet the objectives and priorities of the Fund.
From time to time, the Australian Government may direct additional or supplementary funding to services under the Fund. For example providing targeted services to areas where evidence shows that there is a need.
These Fund Guidelines will form part of the Approach to Market documentation and must be met in all circumstances where grant or procurement arrangements are entered into under the Fund.
In urgent or unforeseen circumstances the Minister or Departmental Delegate has the right to waive eligibility criteria.
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4.5 Application processes:
A number of discrete activities will be funded under the Fund. Grant rounds and procurement processes will have comprehensive Invitation to Apply or Approach to Market documentation developed that will detail at a minimum the following:- How the initiative meets the objectives and outcomes of the fund;
- Eligibility criteria
- Assessment criteria
- Assessment process
- Funding available
- Timeline for funding
- Procedures for submitting an application
- Contact officer for applicants, and
- Fund Guidelines.
4.6 Decisions
Approval of funding
Following an appraisal of the application/s by the Fund Assessment Panel for that process, advice will be provided to the Funding Approver on the merits of the application/s. The final decision about the approval of a grant will be made by the relevant Minister or agency Chief Executive (including a Chief Executive’s delegate).The Approver will consider whether the proposal will make an efficient, effective, ethical and economical use of Commonwealth resources, as required by Commonwealth legislation, and whether any specific requirements will need to be imposed as a condition of funding.
Funding approval is at the discretion of the Approver.
Advice to applicants
Applicants will be advised in writing of the outcome of their application. Letters to successful applicants will contain details of any specific conditions attached to the funding. In accordance with the Commonwealth Grants Guidelines grant approvals will also be listed on the Department’s website. In the case of procurement activities contracts over the value of $10,000 GST inc will be reported on Austender.The Department will notify all unsuccessful applicants in writing. The timeframe for this will be specified in the documentation for that process.
Complaint handling
The Department’s Procurement and Funding Complaints Handling Policy applies to complaints that arise in relation to a procurement or funding process. It covers events that occur between the time the request documentation is released publicly and the date of contract execution, regardless of when the actual complaint is made. The Department requires that all complaints relating to a grant or procurement process must be lodged in writing. Further details of the policy are available 'About Us' page on the Department’s internet site (www.health.gov.au)Any enquiries relating to funding decisions for this Program, should be directed to the Fund mailbox ohpflexiblefunds@health.gov.au
5 Conditions of Funding
5.1 Contracting arrangements
Successful applicants funded under the Fund will be required to enter into a funding agreement or contract with the Commonwealth (represented by the Department).A copy of the proposed contractual arrangement will form part of any material that forms the basis of a grant or procurement process under this Fund. Copies of the Department’s standard contractual templates are available as reference material at www.health.gov.au
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5.2 Specific conditions
There may be specific conditions attached to the funding approval required as a result of the appraisal process or imposed by the Approver. These will be identified in the offer of funding or during funding agreement negotiations.5.3 Payment arrangements
Payments will be made on achievement of agreed milestones.Where payments are linked to the achievement of specific milestones, payments will only be made after the Department is satisfied that those milestones and associated obligations of the funding agreement have been met.
5.4 Reporting requirements
Funding recipients will be required to provide progress reports on the agreed milestones. These progress reports may include funding acquittal requirements. The timing of progress reports will be negotiated as part of the funding agreement. The format and framework for providing progress reports will take into account the size, cost and relative risks of the initiative/project being undertaken by the funding recipient.5.5 Monitoring
The funding recipient will be required to actively manage the delivery of the project. The Department will monitor progress against the funding agreement through assessment of progress reports and by conducting site visits as necessary.5.6 Evaluation
The Department will periodically evaluate how funded activities have contributed to the objectives of the Fund. Funding recipients will be required to provide information to assist in this evaluation for a period of time, as stipulated in the funding agreement, after funding has been provided.6 Glossary of Terms
Fund Assessment Panel – means a panel formed by the Department that may include expert scientific, legal, financial and probity advisors, to assess grant or procurement proposals
Funding Approver- means the office or individual identified in any funding documentation as the decision maker in any process under the Fund.
Flexible Fund/The Fund – means theCommunicable Disease Prevention and Service Improvement Grants Fund as described in Section 1 of these Guidelines
Funded Entity/Funding Recipient - means any entity that has been successful in a securing a procurement contract or grant under the Flexible Fund.
Potential Funding Recipient – means any entity that applies for a grant or procurement arrangement under the Flexible Fund
Program – means a pre existing grants program that has been subject to consolidation into the Fund.
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Attachment A
PRIORITY:
Reduce the transmission of BBVs and STIs in the Australian population.Potential Activities:
Provide funding for education programs and other public health measures/programs on prevention, detection and treatment of BBVs and STIs, to reduce the transmission of, and morbidity and mortality cause by BBVs and STIs and minimize the personal and social impact of BBVs and STIs in accordance with National StrategiesBroad assessment requirements:
The first level of assessment for any Grant arrangement will be to determine the capacity of the applicant and the proposed project to meet the purpose, scope, objectives and outcomes of the Fund.A comprehensive set of documentation detailing the specific evaluation criteria of this process will form part of the Invitation to Apply process.
The second level of assessment will be against a range of specific criteria that directly relate to the activity that is the subject of the grants application process which may include, but is not limited to:
- The relevance and effectiveness of the proposal to reduce the transmission of BBVs and STIs in the Australian population
- Complete details of the Project Plan and Budget Projections, and
- Details of the applicant’s capacity to implement the project within the proposed timeframe.
Attachment B
Priority:
Provision of appropriate quality assurance programs for laboratories using in-vitro diagnostic devices, and provide services to endure the safety of Australia’s blood supply. Protect the Australian public from the spread of BBVs and STIs through safe blood and plasma supplies.Potential Activities:
Fund services to rapidly identify and remediate any deficiencies in testing services provided by laboratories using in-vitro diagnostic services, through the provision of appropriate quality assurance programs; andFund services that ensure the accuracy and reliability of tests on all blood and plasma donations prior to release by the Australian Red Cross Blood Service.
Broad assessment requirements:
The first level of assessment for any Grant arrangement will be to determine the capacity of the applicant and the proposed project to meet the purpose, scope, objectives and outcomes of the Fund.A comprehensive set of documentation detailing the specific evaluation criteria of this process will form part of the Invitation to Apply process.
The second level of assessment will be against a range of specific criteria that directly relate to the activity that is the subject of the grants application process which may include, but is not limited to:
- The relevance and effectiveness of the proposal to reduce the transmission of BBVs and STIs in the Australian population
- Complete details of the Project Plan and Budget Projections, and
- Details of the applicant’s capacity to implement the project within the proposed timeframe.
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