Welcome to the California Institute for Regenerative Medicine

Right Column

CIRM Funding Opportunities

RFA 07-03: CIRM Major Facilities Grant Program

This Major Facilities Grant Program will fund the establishment of CIRM facilities to support stem cell research programs that encompass all or part of the spectrum of research that will lead from discovery to development and testing of cures, therapies, diagnostics and technologies for the treatment of injury or disease. Part One of the application will address the breadth and depth of the stem cell research program at the applicant institution(s) seeking facilities funding, and the relationship of the proposed major facility to that program. If CIRM’s governing body, the Independent Citizens Oversight Committee (ICOC), approves all or part of an institution's Part One application, then the institution(s) will be invited in Part Two of the application to apply for one of three levels of funding, and in that application to address the technical aspects of its building program, to explain how that the program aligns with CIRM's objectives, and why that program represents a good value for California taxpayers' investment.

Please see the RFA for full details:

Note:  All information contained in the Part 2 Applications will be public information and will be made available to the public via the CIRM web site.

INSTRUCTIONS AND FORMS (AMENDED AS OF FEBRUARY 7, 2008):

(LINK TO REDLINED VERSION OF APPLICATION)

Application Instructions - Major Research Facilities, Part 2
  1. Application Requirements
    1. You will need a fully functional copy of a) Adobe Acrobat version 7 or 8 (Standard or Professional), b) MS Word, c) MS Excel and d) MS Project to complete, print, and save the Applicant Information and Signature Form and the templates included in the various subparts of the application. For optimal performance, we recommend that you upgrade to Adobe Acrobat (Standard or Professional) version 8.1. Using Adobe Acrobat Reader will not permit you to save information that is entered in the form.
    2. All application materials must be received by the California Institute for Regenerative Medicine (CIRM) both electronically and in hardcopy no later than 5:00 pm PST on February 26, 2008. No exceptions will be made. Applications will only be accepted from Institutions that have been approved by the Independent Citizens Oversight Committee based on review of the Part 1 application at its meeting on January 16th and 17th, 2008. Applicants are advised that being invited to apply under Part 2 is not a guarantee of funding at any level in that category. Applicants may choose to compete at the level approved by the ICOC or any lower category. Applicants are also advised that the ICOC has approved both capital funds and equipment funds (e.g. research funds) for this RFA. CIRM funding may come in the form of capital funds or reimbursement for moveable equipment (Group 2 equipment) purchased after issuance of a Notice of Grant Award consistent with the Grant Administration Policy. CIRM may require more detailed information about equipment items that would be reimbursable.
    3. Proposal Page Limitation. There is no specific limit to the number of pages considering the narrative, drawings specifications estimate and templates.  The narrative in Sections 1 through 8, however, should not exceed 50 pages in total.
    4. Application Narrative

      Section 1. Executive Summary (maximum 3 pages)

      Provide a narrative summarizing the objectives of the overall Major Facility proposed. Indicate the category of the project (CIRM Institute, Center of Excellence or Special Program) and the amount of funding being requested. Include a summary of the information provided in the subsequent sections with an emphasis on how the information provided responds to the evaluation criteria. Explain how the overall program will achieve CIRM’s goals for the category in which the applicant seeks funding.

      Section 2. Mandatory Requirements [See Chapter VIII of Grant Administration Policy (GAP) for further details] (maximum 2 pages )

      1. Nonprofit status — provide the basis for classifying the applicant as a nonprofit entity.
      2. For applicants that are part of the University of California, provide detailed information about any private business use to take place within the facility to be funded by CIRM. Private use could occur by way of a lease of the facilities to, or a joint venture with, nongovernmental entities or by way of performing research in the facilities pursuant to research arrangements that are not described in IRS Revenue Procedure 2007-47. This provision is to ensure bond-holders that interest paid on CIRM bonds used for construction of facilities will be exempt from tax.
      3. Review Exhibit 1 of the GAP document which must be completed by the applicant and prime contractor in order for CIRM to allocate construction funds and provide assurance that all construction and renovation will be in accordance with State of California prevailing wage requirements.
      4. Provide a plan to meet goal for use of California Suppliers to the extent possible for CIRM-funded project expenditures.

      Section 3. Program & Project Description

      1. Program objectives. Explain how the proposed project will benefit stem cell research at the institution. Describe the changes in research program capabilities and capacity that will be achieved as a result of the project. (maximum 5 pages)
      2. Need for the project. Explain why the selected project represents the best value for achieving the program goals. This should include a clear and concise narrative description of the project’s program-related objectives. Identify alternative means that were considered to meet the program objectives, such as leasing space, or collaborating with other institutions for access to needed facilities. Explain the reasons for proposing this particular project (new building or renovation) and explain why the alternatives were rejected in favor of the proposed project. (maximum 5 pages)
      3. Project Description. Explain what is to be constructed as part of this project. Identify the major program elements and the associated spaces. Discuss the types of space to be provided and their role in supporting the facilities needs of the program. Identify how the amount of space allocated to each functional category of space (i.e. research laboratory, laboratory support, office, etc.) was determined and explain how the amount of space allocated represents an economical solution for the intended use. This section may include tables to summarize the information. Identify any special requirements for building utilities, site development or other characteristics that would impact the budget. Explain any complexity of staging occupants, relocation or reassignment of space with other entities within the organization. Explain any other unusual circumstances, conditions, or scope elements that would impact the budget of the project. Discuss the status of the environmental review, and whether or not the review has identified projects elements needed to mitigate impacts. Explain how any future program expansion would be accommodated. (maximum 10 pages)
      4. The space layout should clearly indicate the type of spaces to be constructed consistent with the program justification. The specific space assignment information, such as the names of the investigators to be assigned to what space, is not required as this can be fluid over the life of the building. However, CIRM needs to know which investigators currently employed by the applicant institution(s) will be housed in the building. Indicate how the project will expand capacity and capabilities for stem cell research by indicating the number of investigators to be accommodated, how many are existing and how many are new investigators. Any secondary effects, such as existing space being freed-up to meet additional stem cell research needs, should be identified. (maximum 2 pages)
      5. Identify elements of project that relate to goals associated with sustainability. Provide preliminary Green Building LEED score or equivalent assessment. (maximum 2 pages)
      6. Itemize all Group 2 Equipment (movable scientific equipment costing over $5,000) needed to make the facility completely operational upon occupancy. Identify how the equipment will be provided (e.g. relocation of existing or purchase of new) and indicate the proposed budget and source of funding for items to be purchased. Provide separate lists indicating location (suite or room location) and cost of (1) Equipment that has already been purchased (since the RFA 07-03 was issued on August 24, 2007) and is being included as leverage funds, (2) Equipment that will be purchased after grant approval and installed as part of the initial complement of equipment and is being included in the budget matching or leverage funds and (3) existing equipment that will be moved to the building and is not included in the project budget.  Cost information is not required for existing equipment.  Any equipment included in the budget must be acquired and available for installation at the time of project completion.  Equipment that is expected to be purchased over time after completion of the project (e.g. start-up of new researchers) does not qualify  as leverage or matching funds  (maximum 6 pages)
      7. Identify project elements that are innovative in design or function.

      Section 4. Shared Facilities (maximum 5 pages)

      Provide a narrative that explains how current and proposed facilities are to be shared and indicate how this sharing will result in cost savings to CIRM. Expected cost saving may relate to anticipated future CIRM grants. Shared facilities may include existing facilities such as animal facilities and core laboratories that are used in stem cell research programs.

      Section 5. Budget, Cost Plan Summary and Cost Estimate (maximum 3 pages)

      1. Complete the Excel template Capital Improvement Budget (CIB); the information included on the form should be based on the expected actual costs at the time of construction (not indexed to a point in time). Explain all assumptions and basis for costs in comparison to recent experience. Funds provided by the applicant are to be current (cash) funds. Costs incurred by the applicant associated with borrowing funds (e.g. interim financing in expectation of future gift funds)  or in developing gift funds (e.g. fundraising campaign expenses) are not to be included as project costs.
      2. Complete the Excel template of the cost plan summary, based on the budgeted costs.
      3. Provide a detailed cost plan/estimate prepared by the design professional.

      Section 6. Funding Plan, Leverage & Drawdown Schedule (maximum 3 pages)

      1. Review the Excel template for leverage to ensure that macros using the Budget information have properly calculated the leverage ratio.  The leverage ratio should be equal to the institutional contribution in excess of the required matching funds divided by the CIRM funded amount.  The institutional contribution will be discounted to the extent fees and administrative costs exceed 10 percent of the expected construction cost (not counting fees for structural engineering and seismic safety review). Funds provided by CIRM under another grant may not be used as leverage or matching funds.
      2. Please complete the Excel template drawdown schedule to indicate the overall cash flow requirements of the project.  Applicants should be familiar with section H of Chapter VIII of the Grants Administration Policy that describes options available for drawing of CIRM funds.  The particular option to be implemented will be decided by CIRM in consultation with the applicant subsequent to approval of the grant by the ICOC.
      3. Provide an explanation of how the facility to be funded under this RFA will be operated over the long term.  Identify the source and commitment of funds needed for ongoing operation and maintenance of the facility to ensure its operations for the intended use.  Explain how the facility will be managed (e.g. how space will be assigned; whether departmental research space managed by a dean or organized research space managed by the director of an organized research unit).

      Section 7. Schedule/Implementation Plan (maximum 3 pages)

      1. Provide a schedule for the proposed project using the CIRM Schedule Template (MS Project or equivalent program providing similar display).  Assume that the notice of Grant Award will be July 1, 2008 for purposes of scheduling activities. Applicants may expand the sample to reflect additional milestones if needed.
      2. Describe current status of needed approvals and any major schedule issues associated with internal and external approvals assumed in the schedule including design approvals, environmental impact study approvals, and local or state permits needed.
      3. Identify the team responsible for implementing the project including those people with the roles of the owner’s representative, designer and project manager.  Provide the historical record of this team in completing prior projects of comparable size and complexity on schedule.

      Section 8. Provide Plans and Specifications (six sets). (maximum 3 pages)

      1. Hard copy, bound, half-size (approximately 15”x22”) of Building Floor Plans. (Do not include rendering, site plans or other drawings that are extraneous to understanding the design, layout, and functionality of the space that is proposed under the project).
      2. Outline specifications or specifications reflecting the most current developed stage of the project design (schematic design, design development or construction documents).
      3. Include a table indicating gross and assignable square feet take-off of the drawings provided.  The calculation of gross and assignable is to be guided by the methodology used for institutions in reporting space use to federal funding agencies. ( See link)  Space categories in the table are to include:
        1. Research Laboratory Space intended to be assigned to individual PIs
        2. Laboratory Support Space assigned to individual PIs
        3. Shared (common) Laboratory Space
        4. Shared (common) Laboratory Support Space
        5. Core Laboratory Space
        6. Offices for PIs
        7. Other Offices
        8. Admin and other support space (e.g. storage, loading, vending, etc.)
      4. Explain how the space plan executes (or provides) the space applicant stated was required in the table submitted in Subpart E of Part 1 of the application.  Explain any differences in the square footage information provided in Part 1 compared to Part 2 of the application.
    5. Application Subparts.The application consists of the narratives, templates, plans and specifications that will be submitted as attachments to an email submittal and in hard copy. A complete application includes the following sub parts:

      Subpart A    Applicant Information and Signature Form

      Subpart B    Application Narrative (MS Word) consisting of the narrative information indicated in 3. above (Sections 1 through 8).

      Subpart C    The Capital Improvement Budget, Cost Plan Summary Template (both in Excel) and cost estimate (pdf) described in Section 5 above.

      Subpart D    Leverage and Drawdown Schedule Template described in section 6 above.

      Subpart E    The Schedule/Implementation Plan Template (CIRM MS Project template)

      Subpart F   Plans and Specifications (PDF). (If specifications are extensive in length, provide a pdf only, hard copies are not required)

      Subpart G  Letters of Support—Applicants shall include letters of support from local jurisdictions having an approval role in the permitting process for the new CIRM-funded facility. For applications that rely on the constitutional authority of the Regents of the University of California for approval, such letters of support are not required.

      Applicants are requested to include letters of support from state legislative representatives, but this is not a condition of the application.

      Provide original and copies (PDF) for all letters of support.

    6. Application Submission Requirements. You must submit application materials both electronically and in hardcopy (original plus 6 copies, preferably double-sided) as instructed below. (Hard copy of specifications are not required if extensive in length.) The original hardcopy of the Application and Signature Form must be signed by an Authorized Executive Officer (AEO) from the applicant institution. The AEO is the individual, named by the applicant organization, who has the authority, or who has been delegated the authority, to commit funds for major facilities on behalf of the organization and who has authority, or who has been delegated the authority, to commit the organizations resource’s to realize the strategic stem cell research program.
  2. How to Apply:
    1. You must download and save a copy of the templates for the Application Information and Signature Form and the provided templates. Do not open the documents directly from the CIRM web page as the forms will not function properly. Open and use the saved copy on your computer instead.
    2. Complete, save, and print the application in the indicated formats (i.e. MS word, Excel, Project) using the template provided. CIRM will not accept pages that exceed the indicated page limit. We recommend that you also convert the document into a PDF file to ensure that figures, tables, and formatting are preserved when submitting the application to CIRM.
    3. Send electronic copies of all subparts of the application as attachments in a single email to MajorFacilitiesPart2@cirm.ca.gov. This email must be received by CIRM no later than 5:00 pm PST, February 26, 2008. No exceptions will be made. Applicants will receive an email reply confirming that the proposal was received by CIRM.
    4. All hardcopy application materials, including the Application Information and Signature Form with original signatures and the other subparts must be received by CIRM no later than 5:00 pm PST, February 26, 2008. No exceptions will be made.

      Mail the completed original plus 6 copies (preferably double-sided) to:

      Major Research Facilities Part 2 Application
      California Institute for Regenerative Medicine
      210 King Street, 3rd Floor
      San Francisco, CA 94107

      Applications will only be accepted if they have met both electronic and hardcopy submission requirements by the deadline of 5:00 pm PST, February 26, 2008. No exceptions will be made.

  3. Part 2 Review Process
    1. All information contained in the Part 2 Applications will be public information and will be made available to the public via the CIRM web site.
    2. Applications will be reviewed and evaluated by CIRM’s Facilities Working Group (FWG) consistent with the Review Process and Scoring System approved by the ICOC.
    3. Prior to the FWG meeting, staff analyses will be prepared by CIRM staff and consultants addressing each application. Applicants will be afforded the opportunity to review the staff analysis prior to the FWG meeting. Applicants will also be allowed to comment on the staff analysis in writing prior to the FWG meeting and orally at the FWG meeting. Applicants will be encouraged to provide written comments as there will be only a very limited time allowed for oral comments at the meeting.
  4. Contact Information

    Major Research Facilities, Part 2:

    Richard Keller, Senior Officer for Scientific and
    Medical Research Facilities
    Email: rkeller@CIRM.CA.GOV
    Phone: (415) 396-9130
    FAX: (415) 396-9141

    Schedule of Receipt and Anticipated Review Date
    Receipt of Applications: 5:00PM (PST) on February 26, 2008
    Review of Applications by Facilities Working Group (FWG): Friday, April 4 and Saturday, 5, 2008
    Review and Approval by ICOC: May 6 & 7, 2008 (Tentative)
    Earliest Funding of Awards: July, 2008