CDC-RFA-PS15-150302CONT16 FINAL.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): 93.944 Funding Opportunity Announcement (FOA) Number: CDC-RFA-PS15-150302CONT16

Medical Monitoring Project (MMP)

Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under CDC-RFA-PS15-1503: Medical Monitoring Project.

Application Submission:

CDC requires grantees to submit their Annual Performance Reports (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 Gladys Gissentanna, Grants Management Officer, at (770) 488-2741. For programmatic information, please contact Catherine Sanders at (404) 639-0959.

Reports must be submitted by January 31, 2016, 11:59pm Eastern Standard Time on www.Grants.gov for Reporting Period 6/1/2015- 11/30/2015. 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

6. Certification *(See Note Below)

7. Assurances *(See Note Below)

*Note: Certifications and Assurances –Non-Construction forms are required to be submitted with APR application. Please go to the following website: http://wwwn.cdc.gov/grantassurances/Homepage.aspx, to upload the forms. The forms are required for each year of the project and should be updated as necessary.

When you enter the website you click on Download Instructions and Forms. and follow the instructions. To upload the completed forms, you click on “Submit Documents” in the upper left of the screen.

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: CDC-RFA-PS15-150302CONT16

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.

L. Refer to Attachment A for a list of resources that would typically be needed to complete program objectives for MMP for the Year 02.

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:

Section I. Current Budget Period Progress (June 1, 2015-November 30, 2015):

· Summary Outcome Measures – For outcome measures 1 through 11 below, please report on progress using the table in Attachment B.

1. Standard Operating Procedures submitted by 6/15/2015

2. Regulatory approvals obtained by 6/15/2015

3. Capacity developed to conduct telephone interviews

4. Data Analysis and Dissemination

i. Data dissemination plan submitted to Project Officer

5. HIV data security and confidentiality

i. Annual security and confidentiality training for all staff with signed confidentiality statement (within the period from 11/30/2014 through 11/30/2015)

ii. Annual review of your written security and confidentiality policies and procedures

6. Draft of Evaluation and Performance Measurement Plan submitted to Project Officer

7. MMP Principal Investigator and Project Coordinator Meeting attendance

8. First Contact

i. 95% completed by 10/1/2015

9. Interviews

i. First interview completed by 8/1/2015

ii. 35% of target completed by 10/1/2015

10. Abstractions

i. First abstraction completed by 9/1/2015

ii. 35% of target completed by 10/1/2015

11. Data Quality

i. 5% of interviews observed and evaluated

ii. 5% of abstractions reabstracted and evaluated

· Successes (1 page limit)

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

· Challenges (2 page limit)

· Awardees must describe challenges that affected or 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 strategies for overcoming these challenges.

· If CDC could assist awardees in overcoming the challenges they face, awardees should describe the technical assistance or support that CDC could provide.

· If no challenges exist, then simply state “no challenges currently.”

· 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 Objectives and Activities (10 page limit):

To prepare for the next budget period, programs should describe their work plan to address the following programmatic objectives and activities. At a minimum, programs should address each objective below with planned activities for successful completion:

1. Standard Operating Procedures submitted by 6/15/2016

2. Regulatory approvals obtained by 6/15/2016

3. Capacity developed to conduct telephone interviews

4. Data Analysis and Dissemination

iii. Data dissemination plan submitted to Project Officer

iv. Complete one data analysis product using MMP data

5. HIV data security and confidentiality

i. Annual security and confidentiality training for all staff with signed confidentiality statement

ii. Annual review of your written security and confidentiality policies and procedures

6. MMP Principal Investigator and Project Coordinator Meeting and other MMP training attendance

7. First Contact

i. 95% completed by 10/1/2016

8. Interviews

i. First interview completed by 8/1/2016

ii. 35% of target completed by 10/1/2016

iii. 75% of target completed by 2/1/2017

iv. 100% of target completed by 4/30/2017

9. Abstractions

i. First abstraction completed by 9/1/2016

ii. 15% of target completed by 10/1/2016

iii. 35% of target completed by 2/1/2017

iv. 100% of target completed by 5/31/2017

10. Data Quality

i. 5% of interviews observed and evaluated

ii. 5% of abstractions reabstracted and evaluated

For budget period 02 and beyond of the award, awardees may request up to 75% of their estimated unobligated funds be carried over into the next budget period.

The carryover request must:

· Express a bona fide need for permission to use an unobligated balance;

· Include a signed, dated, and accurate Federal Financial Report (FFR) for the budget period from which funds will be transferred (NTE 75% of unobligated balances); and

· Include a list of proposed activities, an itemized budget, and a narrative justification for those activities.

Attachment A Standard resources needed for MMP 2016 Data Collection Cycle

· Personnel

· Principal Investigator (25% or less)

· Project Coordinator (1 FTE or less)

· Data Manager (1 FTE or less)

· Interviewers/Abstractors (1 per 100 sampled persons)

· Travel

· In-state travel

· Sufficient mileage/public transportation costs for staff

· Out-of-State travel for 2 staff members to 3 on-site meetings in Atlanta

· PI/PC Meeting (Fall 2016)

· Operations Training (Spring 2017)

· MRA Training (Spring 2017)

· Software and Equipment

· Subscription fees for people search websites

· Appropriate equipment and software for conducting interviews and MRAs

· Cell phones for data collection staff

· GPS for data collection staff

· Other

· Tokens of appreciation for participants

· Local Provider Advisory Board (PAB) and Community Advisory Board (CAB) expenses

· Web-connectivity for conducting medical record abstractions

· Fees for copies of medical records

· Postage for letters or medical records

Attachment B

Table of Progress for MMP 2015 Data Collection Cycle

HIV Data Security and Confidentiality

Interviews

% of target for interviews completed by October 1, 2015

Abstractions

% of target for abstraction completed by October 1, 2015

% of abstractions reabstracted and evaluated

* If an answer is “no” or the result is below an expected benchmark, please discuss each in the “Challenges” portion of the Current Budget Period Progress section of the report.

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