cdc-rfa-ps14-140503cont16 final 10 09 15.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): 93.939 Funding Opportunity Announcement (FOA) Number: CDC-RFA-PS14-140503CONT16

Technical Assistance to Support AIDS Directors and HIV Prevention Program Managers in the 50 States, District of Columbia, the Commonwealth of Puerto Rico, the US Virgin Islands, and the Pacific Islands National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention

Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under CDC-RFA-PS14-1405: Technical Assistance to Support AIDS Directors and HIV Prevention Program Managers in the 50 States, District of Columbia, the Commonwealth of Puerto Rico, the US Virgin Islands, and the Pacific Islands

Application Submission:

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

If you encounter any difficulties submitting your annual performance report through www.Grants.gov, please contact CDC’s Technical Information Management Section at 770-488-2700 prior to the submission deadline. If you need further information regarding the annual performance report process, please contact Shirley Byrd, Grants Management Specialist, at 770- 243-0369. For programmatic information, please contact June E. Mayfield, Project Coordinator for Prevention Programs and HIV Planning, at 404-639-0968.

Reports must be submitted by 12/7/2015 for Reporting Period 10/1/2014- 9/30/2015. 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 45 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.

3. Directions for creating PDF files can be found on www.Grants.gov

Checklist of required contents of application packet:

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

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

3. Budget Justification

4. Indirect Cost Rate Agreement

5. Project Narrative

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

a) Go to: www.Grants.gov

b) Select: “Apply for Grants”

c) Select: “Step 1: Download a Grant Application”

d) Insert the Funding Announcement Number only, formatted as: CDC-RFA-PS14-140503CONT16.

e) 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 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.

SPECIAL NOTE: Items 2, 3, and 4 should be attached to the application through the “Mandatory Documents” section of the “Grant Application” page. Select “Other Attachments Form” and attach as a PDF file.

2. SF-424A Budget Information and Justification:

A. Download the form from www.grants.gov.

B. Complete all applicable sections.

C. Estimated Un-obligated

1. Awardees may request up to 75% of anticipated unobligated funds at the end of the current budget period.

2. 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 Federal Financial Report (FFR), Standard Form-425, available on the CDC internet at http://grants.nih.gov/grants/forms.htm#closeout.

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

E. 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.

F. If it appears there will be insufficient funds

1. Provide detailed justification of the shortfall

2. List the actions taken to bring the obligations in line with the authorized funding level.

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

H. In a separate narrative, provide a detailed, line-item budget justification of the funding amount requested to support the activities to be carried out with those funds. Attach in the “Mandatory Documents” box under “Budget Narrative Attachment Form.” Document needs to be in the PDF format.

I. 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/od/pgo/funding/grants/foamain.shtm.

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

K. 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 (This is not applicable to grantees subject to OMB Guidance A-21 – Educational Institutions. The rates stay the same as the first year award.):

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/od/pgo/funding/grants/foamain.shtm) for additional information.

E. If applicable, attach in the “Mandatory Documents” box under “Other Attachments Form”. Name document “Indirect Cost Rate.”

4. Project Narrative:

A. New Budget Period Proposed Work Plan, Objectives, and Activities:

Provide Year 03 Annual Report of expected activities that includes the timeframe of April 1, 2016 to March 31, 2017. The AR must contain the following components:

i. Executive Summary: Include a three to five page summary of your programmatic and proposed activities for the upcoming project year.

ii. List proposed SMART (Specific, Measurable, Achievable, Realistic, and Time-phased) objectives for the upcoming budget period (i.e. Year 03, April 1, 2016 to March 31, 2017). These objectives must support the intent of the original Funding Opportunity Announcement (FOA) or Program Announcement (PA). In addition, please highlight any additional objective(s) or changes to your Year 3 work plan as it relates to National HIV/AIDS Strategy (NHAS), DHAP’s High Impact HIV-Prevention (HIP), and the changing landscape of HIV Prevention, care, and treatment.

iii. Each objective and activity must contain a performance measure that assesses the effectiveness of the project by the completion of the project year.

iv. For each objective:

a. List and quantify major activities that will be implemented;

b. Identify and justify any redirection of activities;

c. Explain the methods you will use to implement the new or redirected activities.

d. Provide a timeline for each anticipated accomplishment;

e. Identify the programmatic staff that will be responsible for accomplishing the proposed activity;

f. List process measures that describe how activities will be managed and measured throughout the project year to determine the progress toward achieving the proposed objective.

g. 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.

B. Annual Performance Report:

Provide the Year 02 Annual Performance Report covering the months of October 2014 through September 2015 as this will satisfy the Annual Performance Report requirement. In your report address the following elements of each objective and/or activity:

i. Executive Summary: Include a three to five page summary of programmatic activities conducted during this reporting period along with any major accomplishments, objectives exceeded, innovative practices and barriers.

1. If applicable, include the reasons why the goals were not met and details of any required assistance to resolve unmet goals or provide details on proposed implementation strategies to meet the goal.

vi. Current Period Financial Progress: A completed Federal Financial Report (FFR) for the reporting period should be submitted to include the amount of unobligated balances. Electronic versions of the form can be downloaded in Adobe Acrobat and completed on-line by visiting:

http://www.whitehouse.gov/sites/default/files/omb/grants/standard_forms/ff_report.pdf

C. Assurance of Compliance:

Submit an updated assurance of compliance form on the review of all AIDS related written materials, audio visual materials, pictorials, questionnaires, survey instruments, websites, educational curricula and other relevant program materials. These materials have to be reviewed and approved by an established program review panel. A list of reviewed materials, panel members, and approval dates must be submitted as part of your Annual Performance Report.

D. Assurances and Certifications: Download and complete all applicable Assurances and Certifications from http://wwwn.cdc.gov/grantassurances/Homepage.aspx.

Upload these signed documents into the Assurances website identified in the instructions.

ASSURANCE OF COMPLIANCE

with the

“REQUIREMENTS FOR CONTENTS OF AIDS-RELATED WRITTEN MATERIALS, PICTORIALS, AUDIOVISUALS, QUESTIONNAIRES, SURVEY INSTRUMENTS, AND EDUCATIONAL SESSIONS IN CENTERS FOR DISEASE CONTROL AND PREVENTION (CDC) ASSISTANCE PROGRAMS”

By signing and submitting this form, we agree to comply with the specifications set forth in the “Requirements for Contents of AIDS-Related Written Materials, Pictorials, Audiovisuals, Questionnaires, Survey Instruments, and Educational Sessions in Centers for Disease Control and Prevention (CDC) Assistance Programs,” as revised June 15, 1992, 57 Federal Register 26742.

We agree that all written materials, audiovisual materials, pictorials, questionnaires, survey instruments, proposed group educational sessions, educational curricula and like materials will be submitted to a Program Review Panel. The Panel shall be composed of no less than five (5) persons representing a reasonable cross-section of the general population; but which is not drawn predominantly from the intended audience. (See additional requirements in attached contents guidelines, especially paragraph 2.c. (1) (b), regarding composition of Panel.)

The Program Review Panel, guided by the CDC Basic Principles (set forth in 57 Federal Register 26742), will review and approve all applicable materials prior to their distribution and use in any activities funded in any part with CDC assistance funds.

Following are the names, occupations, and organizational affiliations of the proposed panel members: (If panel has more members than can be shown here, please indicate additional members on the reverse side.)

(Health Department Representative)

Applicant/Grantee Name:

Grant Number (If Known):

Signature: Project Director

Signature: Authorized Business Official

Date:

Date:

CDC 0.1113 (E), Rev. 3/1993, CDC Adobe Acrobat 5.0 Electronic Version, 8/2002

1. Progress Report Due Dates:

Table 1: Program Required Reports

Proposed Year 03 Work Plan, 424A Budget Spread Sheet and Budget Narrative for April 1, 2016 to March 31, 2017

· Project Officer

· Project Officer

6. Grantees must incorporate the following general program requirements into their funded programs.

Competent Staff – Grantees should have a plan to ensure competent staff, inclusive of consultants, throughout the duration of the 5-year project. Staff must have the breadth of subject matter expertise and experience required to conduct all proposed work. Subject Mater Experts and TA providers must build individual competencies, organizational capacities and support structural environments among partners.

TA Delivery Plan – Grantees should have a systematic approach to the national delivery of services that includes a) using TA delivery methods such as information dissemination and peer-to-peer TA, b) using the latest state-of-the-art technologies, such as web-based tools and distance learning mechanisms; c) developing protocols to respond to TA requests including the CBA Request Information System; d) collaborating with other sources of CBA services (including awardees funded in other categories) to plan and implement comprehensive capacity building services; f) assessing and addressing TA/capacity building needs in partnership with target population; g) leveraging other federal, state or local resources; and h) following up routinely with target population to ensure maintenance of capacity and continuous quality improvement.

Products – Grantees should use existing and develop new technical assistance materials and tools to address issues and topics included but not limited to activities listed in the work plan. Materials developed will be coordinated with CDC technical and subject matter experts. Consider the subject matter and audience needs when determining the preferred modality for delivery of TA. Whenever appropriate, utilize modalities that are cost efficient and replicable across consumers.

CBA Provider Network (CPN) Participation – Grantees must participate in post-award orientation events, training sessions, conference calls, meetings, and other activities to enhance communication, coordination and collaboration with CBA awardees comprising the national CPN.

Reporting – Grantees should have a strategy for reporting all necessary program data to their project officer, including full real-time utilization of CDC’s CBA Request Information System (CRIS) and any future systems that may be developed for program monitoring and evaluation. For each program year, the applicant should have a strategy to submit an annual performance report and an annual Federal Financial Report (FFR) to the assigned Procurement and Grants Office (PGO) Specialist and the project officer. Grantees must also submit timely progress narrative and data to support action plans and participate in on-going monitoring site-visits.

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