PS13-130805CONT17.docx

Centers for Disease Control and Prevention (CDC) Office of Financial Resources Instructions for Preparing an Annual Performance Report (APR) Catalog of Federal Domestic Assistance (CFDA): 93.079 Funding Opportunity Announcement (FOA) Number: CDC-RFA-PS13-130805CONT17

Promoting Adolescent Health through School-Based HIV/STD Prevention and School-Based Surveillance

Eligibility:

This award will be a continuation of funds intended only for grantees previously awarded under CDC-RFA-PS13-1308: Promoting Adolescent Health through School-Based HIV/STD Prevention and School-Based Surveillance

Application Submission:

CDC requires grantees to submit their Annual Performance Reports (APR), which serves as the non-competing 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 Michael Vance, Grants Management Specialist, at (770) 488-2686. For programmatic information, please contact John Canfield, Deputy Branch Chief, at (404) 718-8333.

Reports must be submitted by April 3, 2017 11:59pm Eastern Standard Time on www.grantsolutions.gov for Reporting Period 8/1/2016- 1/31/2017. 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.

Annual Federal Financial Report Submission The Annual Federal Financial report (FFR) SF-425 is required and must be submitted to your GMS/GMO no later than 90 days after the end of the budget period. The FFR for this Budget Period 8/1/2016 – 7/31/2017 is due to the GMS/GMO by 12/31/2017. To submit your FFR, login to www.grantsolutions.gov, select “Reports” from the menu bar and then click on Federal Financial Reports.

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.

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.grantsolutions.gov

b) Access: My Grants List Screen

c) Select: “Apply for Non-Competing Award”

d) Complete: The GrantSolutions Non-Competing Continuation Application Control Checklist

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 Financial 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”.

5. 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 re-budget 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:

CDC appreciates your time and effort in preparing the Current Budget Period Progress Project Report and the New Budget Proposed Strategies and Activities below.

SECTION 1: Current Budget Period Progress Project Report (August 1, 2016 – January 31, 2017) The Current Budget Period Progress Project Report for Year 4 is the Project Narrative component of the Annual Performance Report. The Current Budget Period Progress Project Report is a six-month report on the progress of the Year 4 Work Plan (August 1, 2016 – January 31, 2017). The Current Budget Period Progress Project Report should provide brief commentary addressing the following elements of each objective and activity:

· Successes: Indication of the completion status of the goals, objectives, and activities of the Year 4 work plan (for example: met, in progress, or not met);

· Challenges that hindered completion of the activities in the work plan through January 31, 2017;

· CDC program support to awardees (a description of how CDC could assist you in overcoming any challenges); and

· Evaluation results through January 31, 2017, if applicable.

The Current Budget Period Progress Project Report should be attached in the application through GrantSolutions.gov. Please name the Current Budget Period Progress Project Report as follows: “{Strategy} CBPP Report Year 4 {Agency}.” Please provide a separate Current Budget Period Progress Project Report for each Strategy area for which you receive funding (Strategy 1: School-Based Surveillance; Strategy 2: School-Based HIV/STD Prevention; Strategy 3: Capacity Building Assistance for School-Based HIV/STD Prevention; and/or Strategy 4: School-Centered HIV/STD Prevention for Young Men Who Have Sex with Men).

SECTION II. New Budget Period Proposed Strategies and Activities (August 1, 2017 – July 31, 2018) The New Budget Period Proposed Strategies and Activities for Year 5 (August 1, 2017 – July 31, 2018) includes a detailed Year 5 Work Plan. Please refer to the required activities in Funding Opportunity Announcement (FOA) PS13-1308 when preparing the Year 5 Work Plan and budget. Each Strategy has its own required activities. All programmatic efforts should align with the funding opportunity announcement’s required activities. FOA PS13-1308 can be found on the DASH Funded Partner Site at: http://www.cdc.gov/healthyyouth/FOA/1308FOA/index.htm.

A suggested Year 5 Work Plan template is available at http://www.cdc.gov/healthyyouth/fundedpartners/1308/reporting.htm

Year 5 Work Plan Please identify all of the following in your Year 5 Work Plan:

· 5 Year Goal(s);

· The required activities under each Goal that will be addressed in Year 5;

· The factors and trends (program context) in the school/community environment that may influence program success or failure for each goal;

· Action steps for each required activity that will addressed in Year 5;

· Target audience for each action step;

· Person or agency responsible for accomplishing the action step;

· Documentation of completion for each action step; and

· Any technical assistance requests needed from DASH.

Further explanations on each of these work plan elements are found in the suggested Year 5 Work Plan template available on the DASH Funded Partner Site under “PS13-1308 Work Plan Template” at: http://www.cdc.gov/healthyyouth/fundedpartners/1308/reporting.htm

The Year 5 Work Plan should be attached in the application through GrantSolutions.gov. Name the work plan “{Strategy} Year 5 Work Plan {Agency}.” Provide a separate work plan for each Strategy area for which you receive funding (Strategy 1: School-Based Surveillance; Strategy 2: School-Based HIV/STD Prevention; Strategy 3: Capacity Building Assistance for School-Based HIV/STD Prevention; and/or Strategy 4: School-Centered HIV/STD Prevention for Young Men Who Have Sex with Men).

Additional Program Requirements:

HIV Materials Review (Required for all Strategy 2, 3, and 4 funded agencies.)

A. Grantee must complete and submit CDC Form 0.1113 “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” if funded for Strategy 2, 3, or 4.

B. The HIV Materials Review Assurance of Compliance form must be updated and included showing Year 5 (August 1, 2017 – July 31, 2018) members and their affiliations. The HIV Materials Review Assurance of Compliance form can be found on the Adolescent School Health Resources site under “HIV Program Review Panel Information” at: http://www.cdc.gov/healthyyouth/fundedpartners/1308/pdf/assurance_compliance_form.pdf.

C. CDC Form 0.1113 should be attached to the application through GrantSolutions.gov. Name the document “HIV Materials Review Panel Year 5 {Agency}.”

Travel A. In accordance with FOA PS13-1308, page 10, active participation in at least five DASH-sponsored or approved professional development events (e.g., onsite, webinars, DASH-approved conferences) is required annually for Strategies 2-4 funded agencies. The budget should reflect travel costs for these conferences and meetings. Please include in your Year 5 Work Plan what travel you plan to attend under this cooperative agreement during Year 5.

B. DASH also expects this funding to support travel expenses within the applicant’s jurisdiction that directly relate to the approved programmatic activities outlined in the work plan (this applies to all Strategies).

C. Participation or attendance in non-CDC sponsored professional meetings requires approval by your Program Consultant and must be directly related to the work plan activities.

If you encounter any difficulties submitting your annual performance report or need further information, please contact Michael Vance, Grants Management Officer at (770) 488-2686. For programmatic information, please contact John Canfield, Deputy Branch Chief, at (404) 718-8333.

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