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LTC CARES Grant (Deadline Aug. 31)

Overview

The State of Oklahoma, through the Oklahoma State Department of Health (OSDH), announces the availability of Coronavirus Relief Funding for Oklahoma’s long-term care facilities/providers. These providers serve the State’s most vulnerable populations in the fight against the COVID-19. Many of these facilities have not received additional funding from federal government stimulus packages that sufficiently addresses the increased costs due to COVID-19.  Thus, the State of Oklahoma has set aside a portion of Coronavirus Relief Funds to be distributed in the form of grants (“LTC CARES Grant") to enhance infectious disease prevention and mitigation as part of the implementation of Oklahoma’s plan for Phased Reopening in Long-Term Care Facilities.

Eligibility

These LTC CARES Grants will be available to Oklahoma licensed adult day care centers, assisted living facilities, continuum of care, intermediate care facilities for individuals with developmental or intellectual disabilities, nursing and skilled nursing facilities, and residential care facilities (collectively, whether singular or plural, as “Long-Term Care Facility,” “Facility” and/or “Provider”) who are in good standing with OSDH at the time of application. Recipients must have sufficient internal controls and/or processes to ensure funds are expended, supported, and tracked in accordance with the LTC CARES grant.

No Provider may require employees or contractors to sign any agreement or statement that limits or prohibits the reporting of fraud, waste, or abuse to a representative of any law enforcement, department, or agency of the United States or Oklahoma that is authorized to receive such information. However, nothing herein shall contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a federal department or agency governing the non-disclosure of classified information.

No LTC CARES Grant funds may be used by a Provider or to enter into any agreement, contract, or memorandum of understanding with any business entity that has been debarred, suspended, or convicted of a felony under the laws of the United States Government (“Federal” or “Federal Government”) or Oklahoma (“State” or “State Government”) within the preceding 24 months, unless OSDH is aware of the debarment, suspension, or conviction and has determined that this prohibition is not necessary for the protection of the interests of the State.

The Provider may not be debarred from contracting with the Federal Government or pass-through agencies unless a Federal agency has considered suspension or debarment of the corporation and has made a determination that this further action is not necessary to protect the interests of the government.

Award Amount

The LTC CARES Grant award is funded by two funding categories, each with its own requirements.

The LTC CARE Grant’s first category is funded at a flat $15,000; and, is granted for the Provider’s implementation of the requirements outlined in the Phased Reopening Plan including on-going monitoring and;

The LTC CARE Grant’s second category is funded for allowable cost only which is funded at the maximum amount determined by the Provider’s Resident/Participants census as follows:

Facility Type**Amount per
Resident/Participant***
Adult Day Care Centers (ADC)$217
Assisted Living Facilities (ALF)$533
Intermediate Care Facilities for Individuals with  Developmental or Intellectual Disabilities (ICF/IID)$935
Nursing and Skilled Nursing Facilities (NF/SNF)$935
Residential Care Facilities (RCF)$336

**Continuum of Care (COC) Facilities award amounts will be based on the number of residents in each facility type.
Note: Some may have adult day care participants.

***Resident/participant on February 1st, 2020

Application Window

The application deadline is midnight on July 31, 2020.

Application Process

Disbursements will be issued 4-6 weeks subsequent to award approval and vendor registration completion.

Required Documentation for Application

The following documentation are required to process applications:

  • Provider name and FEIN/TIN
  • OSDH Long Term Care Service approval of the facility’s qualified Infection Preventionist (IP) as meeting the requirements specified in the Phased Reopening Plan and the Facility’s Infection Prevention and Control Risk Assessment and monitoring plan.
  • Completion and submission of the online application and the consent of the terms and conditions of the award.
  • OMES Vendor/Payee Registration Form (Substitute W-9, Request for Taxpayer Identification Number.

Allowable Costs

Applicants may utilize LTC CARES Grant funds for any of the following direct costs associated with implementing the Facility’s Infection Prevention and Control Risk Assessment and monitoring plan pursuant to the guidelines in the Phased Reopening Plan:

  • Training and services of a qualified infection preventionist as established in the Phased Reopening Plan that exceed any existing requirements for such services as specified in applicable State and Federal licensure or certification requirements;
  • Completion of an Infection Prevention and Control Risk Assessment and development of a facility specific infection prevention and control monitoring plan developed or updated on or after June 1, 2020, that incorporates the guidance and requirements of the Phased Reopening Plan;
  • Implementation of infection prevention and control plan monitoring;
  • Testing for the COVID-19 virus using a test able to detect SARS-CoV-2 virus (e.g., polymerase chain reaction (PCR)) with greater than 95% sensitivity, greater than 90% specificity, with results obtained rapidly;
  • Increased staffing for monitoring, excursions, and visitation;
  • Communication devices to aide in resident visitation and telehealth;
  • Visitation adaptation and supervision;
  • Excursions and outings adaptation and supervision;
  • Additional cleaning and disinfecting supplies;
  • Personal protective equipment;

Unallowable Costs

The Provider may use LTC CARES Grant funds only as outlined in the LTC CARES Grant. The Provider may not use LTC CARES Grant funds to cure revenue shortfalls directly or indirectly related to the COVID-19 outbreak.

The Provider may not use LTC CARES Grant funds for costs that have been reimbursed from other sources including Medicare/Medicaid or sources that are obligated to reimburse.

Return of LTC CARES Grant Funds

LTC CARES Grant funds not expended by December 1, 2020, must be returned to OSDH no later than December 15, 2020.

Allowable Cost Support and Documentation

As a condition to participate or use LTC CARES Grant funds, all Providers are required to maintain documentation that supports allowable costs under the LTC CARES Grant, including, but not limited to, other information necessary to substantiate the costs under this LTC CARES Grant award as described in 45 CFR § 75.302 – Financial management and 45 CFR § 75.361 through 75.365 – Record Retention and Access, for a period of no less than five (5) years. The provider is required to promptly submit copies of such records and cost documentation upon the request of OSDH or the Inspector General of the United States Department of Health and Human Services. The Provider shall fully cooperate in all audits, investigations, or inquiries from the OSDH, the Inspector General of the United States Department of Health and Human Services, or other oversight agencies who ensures compliance with these Terms and Conditions and the Terms and Conditions of the LTC CARES
Grant.