cdc-rfa-tp13-130103cont15 foa 4 15 15 final.doc

Amendment I made April 14, 2015: Closing date amended to April 24, 2015.

Centers for Disease Control and Prevention (CDC)

Procurement and Grants Office

Office of Public Health Preparedness and Response

Instructions for Preparing an Annual Performance Report (APR)

Catalog of Federal Domestic Assistance (CFDA): 93.069 Funding Opportunity Announcement (FOA) Number: CDC-RFA-TP13-130103CONT15 Engaging State and Local Emergency Management Agencies to Improve Ability to Prepare for and Respond to All-Hazards Events Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under TP13-1301: Engaging State and Local Emergency Management Agencies to Improve Ability to prepare for and Respond to All-Hazards Events.

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 LaQuanda Lewis, Grants Management Specialist, at hrf6@cdc.gov. For programmatic information, please contact Mark Davis, Acting Deputy Director, DSLR, at 404.639.4692.

Reports must be submitted by April 24, 2015, 11:59 p.m. Eastern Standard Time on www.Grants.gov for Reporting Period 9/30/2014- 4/1/2015. Budget period starting 9/30/2015 through 9/29/2016. 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.

· 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. Indirect Cost Rate Agreement

4. Project Narrative

5. Additional Program Requirements

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 CDC-RFA-TP13-130103CONT15 only

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 Unobligated

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

2. If use of estimated unobligated 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.

Estimated unobligated balance must be captured in the remarks section of the FFR and uploaded as an attachment with your application in grants.gov D. The estimated unobligated 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 unobligated 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:

As the professional association of and for emergency management directors from all 50 states, eight U.S. territories, and the District of Columbia, the applicant’s unique ability in representing state emergency management directors will greatly assist with emergency preparedness planning and coordination efforts between public health and emergency management sectors nationally by concentrating on the following strategic activities:

1. Support and maintain a workgroup comprised of state and local emergency managers and public health directors. This workgroup should be designed to help coordinate integrated policy positions and foster practical implementation models for collaboration between health and emergency management that further promote integrated all-hazards emergency preparedness, response and recovery planning between public health, healthcare and emergency management.

2. Identify promising practices and opportunities that build upon existing CDC public health partnership efforts to advance the public health and healthcare systems’ overall capability to prevent, protect, mitigate, respond to, and recover from all-hazards emergency incidents to include, but not limited to, interrelated efforts to align the Federal Emergency Management (FEMA) Threat and Hazard Identification and Risk Assessment (THIRA), medical countermeasure planning (MCM) and ongoing alignment of National Preparedness Goal Core Capabilities with the CDC Public Health Emergency Preparedness (PHEP) capabilities and the Assistant Secretary for Preparedness and Response (ASPR) Hospital Preparedness Program (HPP) capabilities.

3. Engage and collaborate with other applicable partners to develop educational and/or training materials and tools that promote effective preparedness planning and disaster management for the public health system and healthcare system, to include but not limited to, the Federal Emergency Management (FEMA) Threat and Hazard Identification and Risk Assessment (THIRA), Emergency Management Assistance Compact (EMAC) to include mission ready packaging strategies and other relevant components of the Homeland Security Grant Program (HSGP).

Section I. Current Budget Period Progress:

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 Objectives and Activities:

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.

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;

· Explanation of why funds were unspent/unobligated in previous year

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

· Include a list of proposed activities, an itemized budget, and a narrative justification for those activities. (request to carry forward unobligated funds must not be imbedded within application budget; it must be separate)

5. Additional Program Requirements (If applicable) National Health Security Preparedness Index

On December 4, 2013, the National Health Security Preparedness Index (NHSPI) was officially released, offering a perspective of national preparedness that demonstrates progress and identifies opportunities for improvement. The 2013 NHSPI currently includes contains 128 public health and healthcare system measures and it is expected to continue to evolve and will likely incorporate additional healthcare system preparedness measures as well as metrics from other preparedness sectors, including environmental health, legal and administrative preparedness, and emergency management.

Initial findings from the 2013 NHSPI indicate the areas of greatest preparedness need include community planning and engagement, and surge management. Areas indicative of relative strength include health surveillance, incident and information management, and countermeasure management.

The grantee should take into account 2013 NHSPI findings and consider how this information may inform work plan activities as relevant. Other data sources such as the FEMA’s annual National Preparedness Report (NPR) should also be used to help prioritize collaborative planning opportunities between public health, healthcare and emergency management. As it continues to develop and improve, the NHSPI should to be a planning priority of the workgroup comprised of state and local emergency managers and public health directors. Specific collaborative activities include identifying subject matter expert(s) on the soon to be formed NHSPI Emergency Management Task Force that will build out emergency management sector measures that have a bearing on health security and meet NHSPI selection criteria. Potential measure may address topics around EMAC, Mission Ready Packaging and other critical areas.

More information on the NHSPI can be found at http://www.nhspi.org 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. The awardee should report on progress towards performance measures (outcomes) proposed from the initial application.