CDC-RFA-PS13-130604CONT2017_FINAL 01 20 17.docx

Centers for Disease Control and Prevention (CDC) Procurement and Grants Office Instructions for Preparing an Annual Performance Report (APR) Catalog of Federal Domestic Assistance (CFDA): Number: 93.977 Funding Opportunity Announcement (FOA) Number: CDC-RFA-PS13-130605CONT17

STD Surveillance Network (SSuN) NCHHSTP/Division of STD Prevention

Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under CDC-RFA-PS13-1306, STD Surveillance Network (SSuN).

Application Submission:

CDC requires grantees to submit their Annual Performance Reports (APR), which serves as the continuation application, through www.grantsolutions.gov NLT 120 days prior to the end of the budget period.

If you encounter any difficulties submitting your annual performance report through www.grantsolutions.gov, please contact the GrantSolutions helpdesk at 866-577-0771 or email help@grantsolutions.gov prior to the submission deadline. If you need further information regarding the annual performance report process, please contact Constance Jarvis, Grants Management Officer, at 770-488-2859. For programmatic information, please contact Mark Stenger, MA or Lisa Llata, MD, SSuN Project Officers, at 404-639-6136 or 404-639-6183.

Reports must be submitted by April 13, 2017, 11:59pm Eastern Standard Time on www.grantsolutions.gov for Reporting Period 4/1/2016- 3/31/2017. Late or incomplete reports could result in an enforcement action such as a delay in the award or a reduction in funds. CDC will accept requests for a deadline extension on rare occasions and after adequate justification has been provided.

General Application Packet Tips:

· Properly label each item of the application packet

· Each section should use 1.5 spacing with one-inch margins

· Number all narrative pages only

· This report must not exceed 25 pages excluding administrative reporting; allowed, but web links are allowed

· Where the instructions on the forms conflict with these instructions, follow these instructions

1. CDC requires the use of PDF format for ALL attachments.

2. Use of file formats other than PDF may result in the file being unreadable by CDC staff.

Checklist of required contents of application packet:

1. SF-424 Application for Federal Domestic Assistance Version 2 (online form)

2. SF-424A Budget Information-Non-Construction (online form)

3. Budget Justification (miscellaneous attachment)

4. Indirect Cost Rate Agreement (miscellaneous attachment)

5. Project Abstract Summary (online form)

6. SF424B Assurances-Non-Construction (online form)

7. Certifications and Assurances (miscellaneous attachment)

8. SF-LLL Disclosure of Lobbying Activities (online form)

9. Interim Federal Financial Report SF-425 (FFR) (miscellaneous attachment)

Instructions for accessing and completing required contents of the application package:

a) Go to: www.Grants.gov

b) Select: “SEARCH GRANTS”

c) Select: “BASIC SEARCH CRITERIA”

d) Select: “Funding Opportunity Number”

e) Insert the: CDC-RFA-PS13-130605CONT17

f) Download application package and complete all sections.

1. SF-424 Application for Federal Domestic Assistance-Short Organizational Form:

Complete all sections:

A. In addition to inserting the legal name of your organization in Block #5a, insert the CDC Award Number provided in the current CDC Notice of Award. Failure to provide your award number could cause delay in processing your application.

B. Please insert your organization’s Business Official information in Block #8.

2. SF-424A Budget Information and Justification:

A. Complete all applicable sections.

B. Analysis of Remaining Time and Funds

1. Based on the current rate of obligation, if it appears there will be un-obligated funds at the end of the current budget period, provide detailed actions that will be taken to obligate this amount or use the process below to get access to unused funds.

2. If it appears there will be insufficient funds Provide detailed justification of the shortfall List the actions taken to bring the obligations in line with the authorized funding level.

3. Awardees may request up to 75% of anticipated unobligated funds at the end of the current budget period. These funds are estimated because the budget year has not closed and a final FFR cannot be prepared. For budget years that have closed, grantees may request carry over based on the final FFR for that budget period.

4. If use of estimated un-obligated funds is requested in addition to funding for the next year, complete all columns in Section A of SF-424A and submit an interim hardcopy in miscellaneous attachment section and title: “Interim FFR” Federal Financial Report (FFR), Standard Form-425, available on the internet at http://www.whitehouse.gov/omb/grants_forms.

i. The estimated un-obligated balance should be realistic in order to be consistent with the annual FFR to be submitted following the end of the budget period.

C. The proposed budget should be based on the federal funding level stated in the letter from CDC.

D. In a separate narrative, provide a detailed, line-item budget justification of the funding amount requested, including any request to use unobligated funds, to support the activities to be carried out with those funds. Attach in the “Miscellaneous Attachments” section and title it “Budget Narrative” Document needs to be in the PDF format.

E. The budget justification must be prepared in the general form, format, and to the level of detail as described in the CDC Budget Guidance. The sample budget guidance is provided on CDC’s internet at: http://www.cdc.gov/grants/applying/application-resources.html.

F. For any new proposed subcontracts provide the information specified in the Budget Guidance.

G. When non-federal matching is required, provide a line-item list of non-federal contributions including source, amount, and/or value of third party contributions proposed to meet a matching requirement.

3. Indirect Cost Rate Agreement Requirements for development and submission of indirect (F&A) cost rate proposals and cost allocation plans for all grantees are contained in 45 CFR Part 75, Appendices III through VII.

Instructions for Indirect (F&A) costs Rate Determination for Institutes of Higher Education For recipients subject to 45 CFR part 75 Appendix III, the OPDIV will apply the negotiated rate(s) in effect at the beginning of a period of performance to determine facilities and administrative (F&A) costs for the entire period of performance. If the rate agreement(s) in effect at the beginning of the period does not cover the entire period of performance, then the rate in effect for the last year of the negotiated rate agreement will be used to determine indirect costs for the duration of the period of performance. Grantees subject to 45 CFR part 75 Appendix III may not rebudget from direct costs to accommodate a rate increase if the F&A costs provided for a period were based on negotiated (fixed or predetermined) rates rather than provisional rates (defined as not “negotiated” for the application of the 45 CFR part 75 Appendix III). If negotiated rate agreements do not extend through the life of the federal award at the time of the initial award, then the negotiated rate for the last year of the federal award must be extended through the end of the life of the federal award.

The following instructions apply to Non-Profit Organizations, State/Local Government and Indian Tribe wide Central Service Cost Allocation Plans

A. If indirect costs are requested, include a copy of the current negotiated federal indirect cost rate agreement or a cost allocation plan approval letter for those Grantees under such a plan.

B. Clearly describe the method used to calculate indirect costs. Make sure the method is consistent with the Indirect Cost Rate Agreement.

C. To be entitled to use indirect cost rates, a rate agreement must be in effect at the start of the budget period.

D. If an Indirect Cost Rate Agreement is not in effect, indirect costs may be charged as direct if (1) this practice is consist with the grantee’s/applicant’s approved accounting practices; and (2) if the costs are adequately supported and justified. Please see the Budget Guidelines (http://www.cdc.gov/grants/applying/application-resources.html) for additional information.

E. If applicable, attach in the “Miscellaneous Attachments” section and name document “Indirect Cost Rate Agreement.”

4. Project Narrative:

Section I. Current Budget Period Progress (9/30/2016 – 3/31/17):

Provide a brief report addressing the following elements of each objective or activity.

The annual performance report must include the following:

· Performance Measures (including outcomes)–Awardees must report on performance measures for each budget period and update measures, if needed.

· Evaluation Results–Awardees must report evaluation results for the work completed to date (including any data about the effects of the program).

· Work Plan –Awardees must update work plan each budget period.

· Successes

· Awardees must report progress on completing activities outlined in the work plan.

· Awardees must describe any additional successes (e.g., identified through evaluation results or lessons learned) achieved in the past year.

· Awardees must describe success stories.

· Challenges

· Awardees must describe any challenges that might affect their ability to achieve annual and project-period outcomes, conduct performance measures, or complete the activities in the work plan.

· Awardees must describe any additional challenges (e.g., identified through evaluation results or lessons learned) encountered in the past year.

· CDC Program Support to Awardees

· Awardees must describe how CDC could help them overcome challenges to achieving annual and project-period outcomes and performance measures, and completing activities outlined in the work plan.

· Administrative Reporting (No page limit)

· SF-424A Budget Information-Non-Construction Programs.

· Budget Narrative–must use the format outlined in “Content and Form of Application Submission, Budget Narrative” section.

· Indirect Cost-Rate Agreement.

Section II. New Budget Period Proposed Strategies and Activities (9/30/17 – 9/29/18):

A. List proposed objectives for the upcoming budget period. These objectives must support the intent of the original Funding Opportunity Announcement (FOA) or Program Announcement (PA).

B. Each objective and activity must contain a performance or outcome measure that assesses the effectiveness of the project.

C. For each objective:

1. List activities that will be implemented;

2. Provide a timeline for accomplishment;

3. Identify and justify any redirection of activities; and

4. Explain the methods you will use to implement the new, redirected activities.

D. In addition to this information, include comments pertaining to budgetary issues that might hamper the success or completion of the project as originally proposed and approved. Please utilize the work plan format in the original work plan, if applicable.

Additional Program Requirements

I. Please address each of the following Part A population component activities in your project narrative (See #4, Section I, above) with specific timelines, counts and/or metrics. For each activity, please provide the following information:

A. Status of the activity (not implemented, partially implemented, fully implemented)

B. Barriers encountered, and how the barriers were addressed or are planned to be addressed

C. If applicable, include the reasons that activities were not planned or implemented and a discussion of any technical assistance needed to fully implement the activity.

· Extraction of gonorrhea case information consistent with SSuN protocol requirement from local STD surveillance data system(s) and recoding into SSuN-specific structures/data formats

· Maintenance of processes to assure record and data element completeness and validity

· Ongoing evaluation of random sampling algorithm used to identify cases for SSuN to assure representativeness

· Maintenance of effort to interview sampled cases

· If proportion of sampled cases with completed interview is below 35% during the report period, describe specific corrective actions undertaken to increase the proportion of cases successfully interviewed

· Maintenance of internal health department investigations, including patient history, other disease registry matching and residence geocoding for reported gonorrhea cases

· Maintenance of matching/merging of all associated laboratory records for reported gonorrhea cases including identification of anatomic site, test type and result

· Maintenance of matching of gonorrhea cases with HIV case registry:

· Maintenance of provider investigations for sampled gonorrhea cases. Where data for provider investigations are routinely obtained from sources other than provider contact, please describe sources and methods

· Transmission of all required datasets to CDC

· Performance metrics for the period 4/1/2016 – 3/31/2017:

· Number of confirmed gonorrhea cases reported to jurisdiction by month

· Number/percent of cases randomly sampled for investigation by month

· Number/proportion of sampled cases for which patient and provider investigations are complete by month

II. Provide a brief report addressing the following Part A facility component activities in your project narrative (See #4, Section I, above) with specific timelines, counts and/or metrics. For each activity, please provide the following information:

A. Status of the activity (not implemented, partially implemented, fully implemented)

B. Barriers encountered, and how the barriers were addressed or are planned to be addressed

C. If applicable, include the reasons that activities were not planned or implemented and a discussion of any technical assistance needed to fully implement the activity.

· Provide a table listing all facilities from which data will be obtained in 2017

· Describe progress toward implementing data transmission/transfer with collaborating facilities, including description of any MOU/MOA or other mechanisms required locally (where applicable)

· Describe any existing gaps in data elements provided by specific facilities (i.e., pregnancy status, MSM status, HIV testing, missing anatomic site)

· Performance metrics for the period 4/1/2016 – 3/31/2017:

· Number of patient-visit records extracted from STD clinics

· Number of patient-visit records extracted from Family Planning/Reproductive Health clinics

· Number of patient-visit records extracted from other clinics

III. Provide a brief report addressing Part B component activities with specific timelines, counts and/or metrics (if available). For each activity, please provide the following information:

A. Status of the activity (not implemented, partially implemented, fully implemented)

B. Barriers encountered, and how the barriers were addressed or are planned to be addressed

C. If applicable, include the reasons that activities were not implemented and a discussion of any technical assistance needed to fully implement the activity.

· Progress toward implementing MOA/MOU to govern data sharing (if applicable)

· Progress toward initiating/implementing specific project activities and objectives

IV. Provide a brief report addressing funded concept activities (Ocular Syphilis Surveillance, Neonatal HSV Surveillance, LGV Surveillance and Surveillance Evaluation projects) with specific timelines, counts and/or metrics (if available). For each activity, please provide the following information:

A. Status of the activity (not implemented, partially implemented, fully implemented)

B. Barriers encountered, and how the barriers were addressed or are planned to be addressed

C. If applicable, include the reasons that activities were not implemented and a discussion of any technical assistance needed to fully implement the activity.

V. Enhanced Activity Concepts Awardees are invited to solicit funding for new and continued SSuN enhanced concept activities within the following specific concept areas:

A. Enhanced ocular/neuro-syphilis surveillance (suggested budget $75,000)

i. Surveillance Objective: Full implementation of protocols developed by CDC in collaboration with SSuN sites initially funded for this activity.

B. STD surveillance evaluations (suggested budget $50,000)

i. Surveillance Objective: Promote the best use of public health resources by ensuring that any/all aspects of STD surveillance systems operate efficiently and meet the surveillance objectives.

ii. Method: Proposed projects must employ methods consistent with “Updated Guidelines for Evaluating Public Health Surveillance Systems” http://www.cdc.gov/mmwr/preview/mmwrhtml/rr5013a1.htm Projects could include issues related to gonorrhea case surveillance, evaluation of increases or decreases in chlamydia case reporting, evaluation of utility of provider type classifications, assessment of the extent of duplicate reporting, evaluation of laboratory surveillance, integration of STD surveillance in data systems with other diseases or similar STD-specific projects.

iii. Data elements specific to activity: Variable, site defined.

iv. Special Requirements: Evaluation projects must result in publication or other method of public dissemination and should include recommendations for improving quality and efficiency of the specified STD surveillance system.

C. Evaluation of MSMW partnership characteristics for assessing risk of epidemiologic bridging (suggested budget $50,000)

i. Surveillance Objective: Characterize the number, frequency, timing and concurrency of male and female partnerships among male gonorrhea and/or syphilis patients reporting sexual partnerships with both men and women.

ii. Investigations with minimal additional data elements should be conducted among all MSMW patients in the existing SSuN random sample. Jurisdictions may also propose extending similar data collection to MSMW diagnosed with early syphilis.

iii. Data elements specific to activity: Variable.

iv. Special Requirements: Applicants for this activity must be willing to collect additional data elements from patients of interest and be able to link the information (either on paper or electronically) to data routinely transmitted through SSuN for those patients (or through NETSS for syphilis cases).

All awardees may submit proposals for the Ocular/Neuro surveillance activity, new or continuing surveillance evaluation activities and/or for formative activities to better characterize potential MSMW bridging. Proposals must briefly describe scope of work and include narrative budget justification separable from and in addition to currently funded core Part A SSuN activities.

Funding priority for all concept activities will be based on availability of funds, quality of proposed activity and record of strong performance in SSuN core activities. SSuN awardees continue to be responsible for all currently implemented core SSuN activities regardless of awards for additional activities. Proposals for concept activities must not exceed one full page of project narrative per activity; proposed budget narrative must be fully-justified and completely separable from funding requested for current core SSuN activities.

Data Security and Confidentiality: All SSuN Part A and Part B awardees must provide attachments demonstrating compliance with data security and confidentiality guidelines as outlined in the “Data Security and Confidentiality Guidelines for HIV, Viral Hepatitis, Sexually Transmitted Disease, and Tuberculosis Programs: Standards to Facilitate Sharing and Use of Surveillance Data for Public Health Action” (http://www.cdc.gov/hiv/resources/guidelines/security_confidentiality_hiv.html).

· Provide full contact information for your jurisdictions Overall Responsible Party (ORP)

· Provide a narrative statement demonstrating ORP review and concurrence with current SSuN activities

All SSuN awardees must provide a table showing funds expended by object class and clearly identifying unobligated balances for the budget period 9/29/2016 through 3/31/2017.

In addition to this information, include comments pertaining to budgetary issues that might hamper the success or completion of the project as originally proposed and approved. Please utilize the work plan format in the original work plan submitted, if applicable.

Performance Measure Reporting: CDC programs must require awardees to submit performance measures annually as a minimum, and may require reporting more frequently. Performance measure reporting must be limited to data collection. When funding is awarded initially, CDC programs must specify required reporting frequency, data fields, and format.

Performance measures to be monitored and reported by Part A grantees for the report period include:

· Number of confirmed gonorrhea cases reported to jurisdiction in the report period

· Number/percent of cases randomly sampled for investigation in the report period

· Number/proportion of sampled cases for which patient investigations are complete in the report period

· Number/proportion of sampled cases for which provider investigations are complete in the report period

· Number of patient-visit records extracted from STD clinics

· Number of patient-visit records extracted from Family Planning/Reproductive Health clinics

· Number of patient-visit records extracted from other clinic type

If you encounter any difficulties submitting your annual performance report or need further information, please contact Constance Jarvis, Grants Management Officer, at 770-488-2859. For programmatic information, please contact Mark Stenger, MA or Lisa Llata, MD, SSuN Project Officers, at 404-639-6136 or 404-639-6183.

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