recovert bp .pdf

U.S. Department of Health and Human Services Office of the Assistant Secretary for Preparedness and Response

Funding Opportunity Announcement and Grant Application Instructions

Funding Opportunity Title: Recovery Best Practices

Funding Opportunity Number:

EP-HIT-14-002

FY 2014

Table of Contents

I. FUNDING OPPORTUNITY DESCRIPTION…………………………………

II. AWARD INFORMATION …………………………………………………….

III. ELIGIBILITY INFORMATION…………………………………………...

IV. APPLICATION AND SUBMISSION INFORMATION……………………..

V. APPLICATION REVIEW INFORMATION…………………………………

VI. AWARD ADMINISTRATION INFORMATION……………………………

VII. AGENCY CONTACTS………………………………………………………...

VIII. OTHER INFORMATION ……………………………………………………

U.S. Department of Health and Human Services (HHS) Assistant Secretary for Preparedness and Response (ASPR) Office of Policy and Planning

Announcement Type: Initial

Funding Opportunity Number:

Catalog of Federal Domestic Assistance (CFDA) Number:

93.081 Science Preparedness and Response Grants

Dates: All applications must be submitted by: Sept. 15, 2014

I. FUNDING OPPORTUNITY DESCRIPTION

Statutory Authority

Public Health Service Act, Section 301

SUMMARY and Project Overview:

Much important scientific research can only be done during the response to and recovery from an emergency or a major disaster, or the window of opportunity is lost. In the aftermath of Hurricane Sandy, there has been an acknowledged and urgent need for public health research. To identify the needs for this research, subject matter experts were rapidly convened at the New York Academy of Medicine on November 16, 2012. At this meeting, a number of topical areas and research questions were identified, including those that, if addressed, would be able to impact on recovery as well as future preparedness. These areas include the broad areas of resiliency, decision making, the health system response, adverse health outcomes (including behavioral health), communications, and the use of social media. A meeting summary can be found at http://www.nyam.org/news/nyam-news/2013-03-06-1.html.

Based on the outcomes from the New York meeting, ASPR performed its own assessment of research needs, and ASPR is now requesting proposals for research to be conducted in key prioritized areas which also coincide with ASPR’s mission. Research designs for surveys, behavioral health studies, and other experiments that can inform the response to and recovery from Hurricane Sandy without interfering with vital assistance to families and communities will be considered. ASPR’s Government Performance and Results Act goals note that “HHS will work with its Federal, state, local, tribal, and international partners to build community resilience and strengthen health and emergency response systems. Robust systems are essential to a secure and resilient Nation with required capabilities to prevent, protect against, mitigate, respond to, and recover from the threats and hazards that pose the greatest risk. This includes strengthening the Federal medical and public health response capability”. Scientific research involved with preparedness and response is a key component of this endeavor.

The Assistant Secretary for Preparedness and Response (ASPR) requests that the Institute of Medicine (IOM) establish a rapid and agile process for convening subject matter experts to address adverse health effects of public health emergencies and disasters when they occur. The goal of the process will be to prioritize scientific research needs in the immediate aftermath of a disaster that culminates in a summary report of the strategic science research questions most relevant to promote better response, recovery or enhanced resilience in the affect community.

Research results would also inform response to the next disaster event. Subject matter expertise would vary, depending on the nature of the emergency/disaster. This could include experts with background in public health, epidemiology, environmental health, emergency management, first response, emergency medicine, infectious diseases, nursing, emergency management, bioethics, medical countermeasures, state and local government, operations research national civic organizations, and risk communication. The process convened by the IOM would also provide a connection to the local communities affected by the disaster, and include important stakeholders, such as non-government funders or other organizations.

The committee will identify fast track research or research infrastructural support activities needed to assist with evolving public health emergencies and disasters. In this process, the committee will provide a venue for on-going communication among the medical and public health communities, as well as other relevant stakeholders involved in planning and response activities to the event.

The committee will convene at the request of the Assistant Secretary for Preparedness and Response (ASPR) in the aftermath of disaster events, and would convene in the locality affected, as needed. In addition, the committee will formulate a strategic report of scientific priorities, gaps, recommended prospective studies, or recommended or required administrative infrastructural support of such science.

II. AWARD INFORMATION

Total Project Cost: between $50,000 and $90,000 (includes direct and indirect costs)

Total Funding Amount: between $50,000 and $90,000 (includes direct and indirect costs) – dependent on availability of funds

Anticipated Number of Awards: 1 (one)

Project Period Length: 12 months

Ceiling of Individual Award Range: $90,000 – see budget breakout request

Anticipated Start Date: September 24, 2014

Expected Duration of Support: 12 months

Type of Application Sought: Cooperative Agreement

Funding sources:

ASPR: $50,000

NEIHS: $15,000

CDC: $25,000

**Terms and Conditions of the Cooperative Agreement** The Federal Grant and Cooperative Agreement Act of 1977, 31 U.S.C. 6305, defines the cooperative agreement as similar to a grant in that a thing of value is transferred to a recipient to carry out a public purpose. However, a cooperative agreement is used whenever substantial federal involvement with the recipient during performance is anticipated. The difference between grants and cooperative agreements is the degree of federal programmatic involvement rather than the type of administrative requirements imposed.

The administrative and funding mechanism used for this program will be the cooperative agreement for which substantial ASPR programmatic involvement with awardees is anticipated during the performance period. This award is subject to the awardee(s) and collaborative requirements and responsibilities set forth in the Cooperative Agreement outlined in the program announcement under this funding opportunity and are hereby incorporated by reference as terms and conditions of this award.

**ASPR Responsibilities**

The ASPR/Office of Emergency Management will be responsible for the review and approval of program activities including, but not limited to, ensuring that funds are used and activities are conducted in accordance with the terms and conditions of the award. ASPR will also approve timelines and review progress of the program as well as monitor reporting requirements.

Progress will be assessed and will include the development of a matrix with goals, objectives, outputs, timelines and milestones and the oversight of proposed activities through quarterly reports and on-site joint visits with principal investigator / program managers and others in the United States Government (USG) as needed.

HHS – ASPR Activities:

• Attend meetings with the awardee and its committee members to provide “a charge” on applicable U.S. Government expectations, regulations and key management requirements, as well as report formats and contents.

• Review and approve the awardee’s annual work plan, detailed budget, and monitoring-and-evaluation plan.

• Meet via teleconference on a periodic (monthly) basis with the awardee to assess technical and financial progress towards preparation of the semi-annual report expenditures in relation to approved work plan and modify plans as necessary.

• Collaborate with the awardee on designing and implementing the activities listed above, including, but not limited to the provision of technical assistance to develop program activities, data management and analysis, quality assurance, the presentation and possibly publication of program results and findings, and the management and tracking of finances related to the projects.

**Awardee Responsibilities**

Awardee will be responsible for coordinating activities approved under the award. Prior to awarding the Cooperative Agreement, the awardee will be responsible for developing achievable programming activities. The awardee will also be responsible for tracking that all activities and processes, follow terms and conditions of the grant, and satisfactorily adhere to budget and Monitoring and Evaluation (M&E) reporting plans. Awardee will compile program results from subrecipient (contract and grants) affiliates into consolidated semi-annual and annual reports.

Once a cooperative agreement is in place, requests to modify or amend it or the work plan may be made by ASPR or the awardee at any time. Modifications and/or amendments of the Cooperative Agreement or work plan shall be effective upon the mutual agreement of both parties, except where ASPR is authorized under the Terms and Conditions of award, 45 CFR Part 74 or 92, or other applicable regulation or statute to make unilateral amendments.

The following is a summary of the cooperative agreement’s annual program requirements for awardees:

• Submit all required funding application components, including project narratives, work plans, and budgets as outlined in Section IV.

• The Institute of Medicine will develop a rapid and agile process for convening subject matter experts to address adverse health effects of public health emergencies and disasters when they occur.

The committee will convene at the request of the Assistant Secretary for Preparedness and Response (ASPR) in the aftermath of disaster events, and would convene in the locality affected, as needed. In addition, the committee will formulate a strategic report of scientific priorities, gaps, recommended prospective studies, or recommended or required administrative infrastructural support of such science.

• The IOM shall develop a work plan to meet ASPR’s goal to prioritize scientific research needs in the immediate aftermath of a disaster that culminates in a summary report of the strategic science research questions most relevant to promote better response, recovery or enhanced resilience in the affect community. The work plan should address both the over-arching goal and the following objectives:

o Objective 1: Establish a rapid and agile process for convening subject matter experts to address adverse health effects of public health emergencies and disasters when they occur.

o Objective 2. Coordinate the committee members to identify fast track research or research infrastructural support activities needed to assist with evolving public health emergencies and disasters.

o Objective 3: The committee will conduct a table top exercise that will include include.

o Objective 4: formulate a strategic report of scientific priorities, gaps, recommended prospective studies, or recommended or required administrative infrastructural support of such science.

• Submit required progress reports and program and financial data, including progress toward bridging project-relevant gaps based on the results obtained after implementing and reporting of project activities under the “Monitoring and Evaluation Plan” section of this Funding Opportunity Announcement.

• Have in place fiscal and programmatic systems to document accountability and improvement.

III. ELIGIBILITY INFORMATION

Eligible Applicants The Institute of Medicine (IOM) is a nonprofit organization and is part of the National Academy of Sciences. IOM undertakes studies that may be specific mandates from Congress or requested by federal agencies and independent organizations.

The IOM has an established Forum on Medical and Public Health Preparedness for Catastrophic Events. The Forum held a panel on Long-term Recovery of the Healthcare Service Delivery Infrastructure in February 2012 during the 2012 Public Health Preparedness Summit in Anaheim, CA. The Forum’s purpose is to foster dialogue among stakeholders, identify opportunities for public/private collaboration, and identify and address issues relevant to public health and medical preparedness. The IOM is part of the National Academies, which also has an established Disasters Roundtable. The Disasters Roundtable holds workshops three times per year on topics often relevant to recovery partners. The IOM is uniquely positioned to be able to not only identify relevant partners and stakeholders but also garner their participation in the proposed activities because of their existing structures and established reputation.

Cost Sharing or Matching

There is no cost sharing or match requirement for this project. Although cost sharing is not a requirement, applicant should include the amount and source of any other funds that will be contributed to this project.

Maintenance of Effort/Funding

Maintenance of Effort/Funding is not required for this program

Screening and Responsiveness Criteria

Application Screening Criteria

Applications that fail to meet the screening criteria described below will not be reviewed and will receive no further consideration.

1. Applications must be submitted electronically via http://www.grants.gov or by email (to asprgrants@hhs.gov) by Sept. 1, 2014, 12:00 PM Eastern Time

2. The Project Narrative section of the Application must be double-spaced, on 8 ½” x 11” plain white paper with 1” margins on both sides, and a font size of not less than 11.

The Project Narrative may not exceed 10 pages

IV. APPLICATION AND SUBMISSION INFORMATION

Address to Request Application Package

Application materials can be obtained from http://www.grants.gov.

Contact person regarding this Funding Opportunity Announcement is:

Diane DiEuliis, diane.dieuliis@hhs.gov, 202.260.6119

Required registrations:

Central Contractor Registration (CCR) and Data Universal Numbering System (DUNS) Requirements:

Except for those entities exempt from requirements listed at 2 CFR Part 25 (e.g., individuals), effective October 1, 2010, HHS requires all entities that plan to apply for and ultimately receive Federal grant funds from any HHS Operating/Staff Division (OPDIV) or receive subawards directly from recipients of those grant funds to:

• Be registered in the CCR prior to submitting an application of plan;

• Maintain an active CCR registration with current information at all times during which it has an active award or an application or plan under consideration by an OPDIV; and

• Provide its DUNS number in each application or plan it submits to the OPDIV.

http://www.grants.gov/ mailto:asprgrants@hhs.gov http://www.grants.gov/ mailto:diane.dieuliis@hhs.gov http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=65430b8cd60ba715d7bbf033c2c00425&rgn=div5&view=text&node=2:1.1.1.4.1&idno=2

An award cannot be made until an applicant has complied with these requirements. At the time an award is ready to be made, if the intended recipient has not complied with these requirements, the OPDIV:

• May determine that the applicant is no qualified to receive an award; and

• May use that determination as a basis for making an award to another applicant.

Additionally, all first-tier subaward recipients (i.e., direct subrecipient) must have a DUNS number at the time the subaward is made.

CCR registration may be made online at http://www.sam.gov.

Due to the possibility of heavy traffic at the CCR website, applicants are strongly encouraged to register at the CCR well in advance of the application due date. Applicants must assure that the CCR registration is current for the anticipated start date of the award. Applications will not be reviewed if applicant is not registered with CCR or CCR registration is no current.

Grants.gov registration – All entities must register and/or renew registration with grants.gov prior to submitting an application. Grantees previously registered must assure that the registration is still valid and up-to-date. Registration and re-registration take up to 10 working days to process. Failure to submit the application on time due to late registration will result in ASPR not accepting the application.

**Cover Letter** Cover Letters should be to the attention of:

Barbara Orlando Grants Management Officer Acquisition Management Contracts and Grants Office of the Assistant Secretary for Preparedness and Response U.S. Department of Health and Human Services 200 Independence Ave. S.W.

Washington, DC 20201 Telephone: (202) 245-0961, e-mail: asprgrants@hhs.gov

The following document and sections need to be submitted to ASPR in order to be considered for funding:

Application for Federal Assistance – Standard Form SF 424 Budget Information – Standard Form SF 242A Assurances (Non-Construction Programs) - Standard Form SF 424B

**Project Narrative** The Project Narrative must be double-spaced, on 8 ½” x 11” paper with 1” margins on both sides, and a font size of not less than 11. You can use smaller font sizes to fill in the Standard Forms and Sample Formats ASPR will not accept applications with a Project Narrative that exceeds 10 pages.

The components of the Project Narrative counted as part of the page limit include:

http://www.sam.gov/

Abstract Context and Problem Statement Goal(s) and Objective(s) Proposed Intervention and Activities Work Plan and Timeline of Proposed Activities Organizational Capability

Any Other Relevant Annexes that do not count toward the 10 page limit including:

- Grid of detailed M&E Plan

- Key CV

- Letters of Commitment

- Budget Narrative

- Other documents, as needed

The Project Narrative is the most important part of the application, since it will be used as the primary basis to determine whether or not your project meets the minimum requirements for grants under sections 301 of the Public Health Service Act. The Project Narrative should provide a clear and concise description of your project. ASPR recommends that your project narrative include the following components:

NOTE: please provide a workplan and budget narrative for $50,000 lower limit then indicate what additional activities and budget items for the maximum funding level of $65,000.

**Abstract** This section should include a brief (no more than 265 words maximum) description of the proposed project, including: goal(s), objectives, outcomes, and products to be developed.

Detailed instructions for completing the abstract are included in Attachment E of this document.

**Problem Statement** This section should describe, in both quantitative and qualitative terms, the nature and scope of the particular problem or issue the proposed intervention is designed to address.

**Goal and Objectives** This section should consist of a description of the project’s goal(s) and major objectives. Unless the project involves multiple, complex interventions, we recommend you have only one overall goal. The goal and objectives stated in Section 1 “Funding Opportunity Announcement ” are suggestions and the applicant is free to modify, edit or propose other goal and objectives, but they must similarly aligned with the ones proposed in this Funding Opportunity Announcement.

** Monitoring and Evaluation Plan** Applicant should develop a Monitoring and Evaluation plan. The plan should track what the outcomes project management is promising to deliver. The outcomes are more detailed than the objectives and the goal, and should be measured through the use of objective indicators. The outcomes should address the main causes of the problem that the target group faces.

Indicators provide the project team with a quantifiable basis on which to judge the project’s success in reaching its objectives. The specification of indicators acts as a check on the viability of the outcomes and project objectives. It forms the basis for a project monitoring system. Once the indicators are defined they should be developed to provide details of quantity, quality and time.

An application will be scored on the clarity and nature of the proposed results, not on the number of results/outcomes and indicators cited. Since reports will be submitted on a semi-annual and annual basis, progress on monitoring and evaluation of the Cooperative Agreement should be submitted at the same time.

Applicant may use Attachment D to list measurable outcomes in the attached work plan grid under “Measurable Outcomes” or adapt the document to suit the needs of the applicant. In addition, applicant should discuss outcomes in the narrative along with a description of how the project might benefit the field at large. The resulting grid can be part of the annex, while the description of the monitoring plan should appear in the project narrative.

**Workplan and Timeline of Proposed Activities** The Project Work Plan should reflect and be consistent with the Project Narrative and Budget and should cover all years of the project period. It should include a statement of the project’s overall goal, anticipated outcome(s), key objectives, and the major tasks / action steps that will be pursued to achieve the goal and outcome(s). For each major task / action step, the work plan should identify timeframes involved (including start- and end-dates), and the lead person responsible for completing the task. Please use the Sample Work Plan format included in Attachment D. ASPR is aware that it is funding a portion of a project. Though the workplan and timeline may reflect the entire scope of the project you are asked to identify which tasks are being conducted with funding from this opportunity. This can be done by marking, highlighting or other means of identification those tasks within the overall workplan.

**Organizational Capability** Each application should include an organizational capability statement. The organizational capability statement should describe how the applicant agency (or the particular division of a larger agency which will have responsibility for this project) is organized, the nature and scope of its work and/or the capabilities it possesses. It should also include the organization’s capability to sustain some or all project activities after Federal financial assistance has ended (to be included in the annex if needed).

This description should cover capabilities of the applicant agency not included in the program narrative, such as any current or previous relevant experience and/or the record of the project team in preparing cogent and useful reports, publications, and other products. If appropriate, include an organization chart showing the relationship of the project to the current organization.

This section should also include a clear delineation of the roles and responsibilities of project staff, consultants and partner organizations, and how they will contribute to achieving the project’s objectives and outcomes. It should specify who would have day-to-day responsibility for key tasks such as: leadership of project; monitoring the project’s on-going progress, preparation of reports; communications with other partners and ASPR. It should also describe the approach that will be used to monitor and track progress on the project’s tasks and objectives. Curriculum vitae for key project personnel should feature in the annexes.

**Any Other Relevant Annexes** Please attach short curriculum vitae for key project staff only (no more than one page). Neither curriculum vitas nor an organizational chart will count towards the narrative page limit. Also include information about any contractual organization(s) that will have a significant role(s) in implementing project and achieving project goals.

**Budget Narrative** The Budget Narrative/Justification should be provided using the format included as Attachment C of this Funding Opportunity Announcement. Applicants are encouraged to pay particular attention to Attachment B, which provides an example of the level of detail sought. A combined multi-year Budget Narrative/Justification, as well as a detailed Budget should reflect the total project costs with the costs being charged under this FOA listed separately.

Submission Dates and Times

The deadline for the submission of applications under this Funding Opportunity Announcement is Sept.1, 2014.

Grants.gov (http://www.grants.gov) will automatically send applicants a tracking number and date of receipt verification electronically once the application has been successfully received and validated in http://www.grants.gov. After the Assistant Secretary for Preparedness and Response retrieves your application form from http://www.grants.gov, a return receipt will be emailed to the applicant contact. This will be in addition to the validation number provided by http://www.grants.gov.

Intergovernmental Review This funding opportunity announcement is not subject to the requirements of Executive Order 12372, “Intergovernmental Review of Federal Programs.

Funding Restrictions (add or subtract any other funding restrictions)

The following activities are not fundable:

• All salaries are capped at the rate of Executive Level II or 181,500/year USD.

• Construction is not allowed.

• Basic research is not allowed.

• Cost of money – even if part of the negotiated indirect costs

V. APPLICATION REVIEW INFORMATION

Criteria The application will be reviewed using the following criteria. Scores assigned will assist the reviewer in scoring the applications. It is ASPR’s practice to fund only those projects that score in the fundable range.

The following scoring system will be used:

1. Organizational capacity – 20 points,

2. Approach, Work plan, and Budget Allocation – 40 points,

3. Project Relevance and Evaluation, and Impact of Project Outcomes – 40 points, **Organizational Capacity**

i. Does the applicant organization clearly identify their capacity for carrying out the proposed project and evaluation? (5 points)

ii. Do the proposed project director, key staff and consultants have the background, experience, and other qualifications required to carry out their designated roles? Are letters from participating organizations included, as appropriate, and do they express the clear commitment and areas of responsibility of those organizations, consistent with the work plan description of their intended roles and contributions? (5 points)

iii. Does the proposed project clearly and adequately identify the relevance of the priority areas, as described in this Funding Opportunity Announcement, in relation to current countries’ needs?

(5 points).

iv. Does the application adequately and appropriately describe and document the key problem(s)/condition(s) relevant to the applicant’s purpose/need? Is the proposed project justified in terms of the most recent, relevant, and available information and knowledge? (5 points)

**Approach**

i. Do the proposed intervention and activities relate to the goals and objects of the proposed project.(15 points)

**Workplan **

i. Is the project work plan clear and comprehensive? Does it include sensible and feasible timeframes for the accomplishment of tasks presented? Does the work plan include specific objectives and tasks that are linked to measurable outcomes? Does the proposal include a clear and coherent management plan? Are the roles and responsibilities of project staff, consultants and partners clearly defined and linked to specific objectives and tasks? Are the qualifications of the project staff, consultants and/or partners, and the proposed level of effort, adequate to carry-out the project? (15 points)

**Budget**

i. Is the budget justified with respect to the adequacy and reasonableness of resources requested? (10 points)

ii. Are budget line items clearly delineated and consistent with work plan objectives? (10 points)

**Project Relevance and Evaluation**

i. Does the project evaluation reflect a thoughtful and well-designed approach that will be able to successfully measure whether or not the project has achieved its proposed outcomes? Does the plan include the qualitative and/or quantitative methods necessary to reliably measure outcomes? Is the evaluation also designed to capture “lessons learned” from the previous overall effort that might be of use to others in the field of preparedness, especially those who might be interested in replicating the project? (15 points)

**Project Impact**

i. Are the expected project benefits/results clear, realistic, and consistent with the objectives, purpose of the project, and intended public health impact? Are the anticipated outcomes of the proposed project likely to be achieved and will they significantly benefit the populations affected by the intervention, and the field of preparedness as a whole? Are the proposed outcomes quantifiable and measurable, consistent with the definition of a project outcome contained in Attachment E of the Funding Opportunity Announcement? (15 points)

ii. Is there a realistic plan to try to secure resources to continue some or all project activities after Federal financial assistance has ended? (10 points)

VI. AWARD ADMINISTRATION INFORMATION

Award Notices

The Notice of Award is the authorizing document from the ASPR authorizing official, the Officer of Grants Management, and the ASPR Office of Budget and Finance. The Notice of Award will be sent electronically upon successful review of the application. The Notice of Award sets forth the amount of funds granted, the terms and conditions of the award, the effective date of the award, the budget period for which initial support will be given, the non-federal share to be provided (if applicable), and the total project period for which support is contemplated.

Each applicant will receive written notification of the outcome of the objective review process, including a summary of the expert committee’s assessment of the application’s strengths and weaknesses, and whether the application was selected for funding. Applicants who are selected for funding may be required to respond in a satisfactory manner to Conditions placed on their application before funding can proceed. Letters of notification do not provide authorization to begin performance.

Administrative and National Policy Requirements

The award is subject to HHS Administrative Requirements, which can be found in 45 CFR Part 74 and 92 and the Standard Terms and Conditions implemented through the HHS Grants Policy Statement located at http://www.hhs.gov/grantsnet/adminis/gpd/index.htm.

Reporting

Applicants funded under this announcement will be required to electronically submit a semi-annual program progress report and Federal Financial Report (FFR) SF-425. In addition, applicants must submit an end-of-year program progress report and end-of-year Federal Financial Report, both due 90 days after the budget period ends. Awardees will receive instructions for both reports with their Notice of Award. Final performance and financial reports are due 90 days after the end of the project period. For more information see DHHS / ASPR Standard Terms and Conditions.

Progress Reporting: Applicants funded under this announcement will be required to electronically submit a semi-annual program progress report. As part of the progress report financial information will be reported both per major category of expense, and by objectives.

Subaward and Executive Compensation Reporting: Applicants must ensure that they have the necessary processes and systems in place to comply with the sub-award and executive total compensation reporting requirements established under OMB guidance at 2 CFR Part 170, unless they qualify for an exception from the requirements, should they be selected for funding.

Cash Transaction Reporting Recipients must report cash transaction data using the Federal Financial Report (FFR), SF-425. Recipients will utilize the SF-425 lines 10.a through 10.c to report cash transaction data to the Division of Payment Management. The FFR SF-425 (lines 10.a through 10.c) is due to the Payment Management System 30 days after the end of each calendar quarter. The FFR SF-425 electronic submission and dates for the new quarters will be announced http://www.hhs.gov/grantsnet/adminis/gpd/index.htm http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=65430b8cd60ba715d7bbf033c2c00425&tpl=/ecfrbrowse/Title02/2cfr170_main_02.tpl through the Payment Management/SmartLink Payment System’s bulletin board. Funds will be frozen if the report is not filed on or before the due date.

Federal Disbursement Reporting: The SF-425 will also be used for reporting of expenditure data to meet ASPR’s semi-annual financial reporting requirement. All other lines except 10.a through 10.c should be completed and submitted to ASPR through Grant Solutions.

Tangible Property Report: Awardees will be required to submit an annual Tangible Property Report (SF 428) at the time the annual SF 425 is submitted to ASPR. Final SF 428 reports are due 90 days after the end of the project period.

Other Reporting Requirements: Throughout the course of the project the awardee may be asked to submit additional reports as needed.

VII. AGENCY CONTACTS

Grants Management Officer:

U.S. Department of Health and Human Services Office of the Assistant Secretary for Preparedness and Response Washington, DC 20201 Attn: Barbara Orlando Telephone: (202) 245-0961 e-mail: asprgrants@hhs.gov

Project Officer:

U.S. Department of Health and Human Services Office of the Assistant Secretary for Preparedness and Response Washington, DC 20201 Attn: Diane DiEuliis, PhD.

Deputy Director, Office of Policy and Planning 202.260.6119unclass: diane.dieuliis@hhs.gov

Application Elements

a. SF 424 – Application for Federal Assistance.

b. SF 424A – Budget Information.

c. Separate Budget Narrative/Justification

d. SF 424B – Assurances. Note: Be sure to complete this form according to instructions and have it signed and dated by the authorized representative. If the application is emailed applicant must down load and sign the form. Failure to submit the signed assurances may result, if otherwise eligible, in not receiving an award.

e. Lobbying Certification

f. Proof of non-profit status

g. Copy of the applicant’s most recent indirect cost agreement, if requesting indirect costs.

Upon issuing a contract or sub-award copies of their indirect cost agreements must be forwarded to the Division of Grants.

h. project narrative mailto:diane.dieuliis@hhs.gov

Attachment A: Instructions for Completing Required Forms (SF 424, Budget (SF 424A), Budget Narrative/Justification)

This section provides step-by-step instructions for completing the four (4) standard Federal forms required as part of your grant application, including special instructions for completing Standard Budget Forms 424 and 424A. Standard Forms 424 and 424A are used for a wide variety of Federal grant programs, and Federal agencies have the discretion to require some or all of the information on these forms. ASPR does not require all the information on these Standard Forms.

Accordingly, please use the instructions below in lieu of the standard instructions attached to SF 424 and 424A to complete these forms.

a. Standard Form 424

1. Type of Submission: (Required): Select one type of submission in accordance with agency instructions.

• Application

2. Type of Application: (Required) Select one type of application in accordance with agency instructions.

• New

3. Date Received: Leave this field blank.

4. Applicant Identifier: Leave this field blank

5a Federal Entity Identifier: Leave this field blank

5b. Federal Award Identifier: For new applications leave blank..

6. Date Received by State: Leave this field blank.

7. State Application Identifier: Leave this field blank.

8. Applicant Information: Enter the following in accordance with agency instructions:

a. Legal Name: (Required): Enter the name that the organization has registered with the Central Contractor Registry. Information on registering with CCR may be obtained by visiting the Grants.gov website (http://www.grants.gov).

b. Employer/Taxpayer Number (EIN/TIN): (Required): Enter the Employer or Taxpayer Identification Number (EIN or TIN) as assigned by the Internal Revenue Service.

c. Organizational DUNS: (Required) Enter the organization’s DUNS or DUNS+4 number received from Dun and Bradstreet. Information on obtaining a DUNS number may be obtained by visiting the Grants.gov website (http://www.grants.gov).

d. Address: (Required) Enter the complete address including the county.

e. Organizational Unit: Enter the name of the primary organizational unit (and department or division, if applicable) that will undertake the project.

f. Name and contact information of person to be contacted on matters involving this application: Enter the name (First and last name required), organizational affiliation (if affiliated with an organization other than the applicant organization), telephone number (Required), fax number, and email address (Required) of the person to contact on matters related to this application.

9. Type of Applicant: (Required) Select the applicant organization “type” from the drop down list.

10. Name Of Federal Agency: (Required) Enter U.S. Assistant Secretary for Preparedness and Response

11. Catalog Of Federal Domestic Assistance Number/Title: The CFDA number can be found on page one of the Funding Opportunity Announcement.

12. Funding Opportunity Number/Title: (Required) The Funding Opportunity Number and title of the opportunity can be found on page one of the Funding Opportunity Announcement.

13. Competition Identification Number/Title: Leave this field blank.

14. Areas Affected By Project: List the largest political entity affected (cities, counties, state etc).

15. Descriptive Title of Applicant’s Project: (Required) Enter a brief descriptive title of the project.

16. Congressional Districts Of: (Required) 16a. Enter the applicant’s Congressional District, and 16b. Enter all district(s) affected by the program or project. Enter in the format: 2 characters State Abbreviation – 3 characters District Number, e.g., CA-005 for California 5th district. If all congressional districts in a state are affected, enter “all” for the district number, e.g., MD-all for all congressional districts in Maryland. If nationwide, i.e. all districts within all states are affected, enter US-all.

17. Proposed Project Start and End Dates: (Required) Enter the proposed start date and final end date of the project. Therefore, if you are applying for a multi-year grant, such as a 3 year grant project, the final project end date will be 3 years after the proposed start date. The Grants Office can alter the start and end date at their discretion.

18. Estimated Funding: (Required) Enter the amount requested or to be contributed during the first funding/budget period by each contributor. Value of in-kind contributions should be included on appropriate lines, as applicable. NOTE: Applicants should review cost sharing or matching principles contained in Subpart C of 45 CFR Part 74 or 45 CFR Part 92 before completing Item 18 and the Budget Information Sections A, B and C noted below.

19. Is Application Subject to Review by State Under Executive Order 12372 Process? Check appropriate box

20. Is the Applicant Delinquent on any Federal Debt? (Required) This question applies to the applicant organization, not the person who signs as the authorized representative. If yes, include an explanation on the continuation sheet.

21. Authorized Representative: (Required) To be signed and dated by the authorized representative of the applicant organization. Enter the name (First and last name required) title (Required), telephone number (Required), fax number, and email address (Required) of the person authorized to sign for the applicant. A copy of the governing body’s authorization for you to sign this application as the official representative must be on file in the applicant’s office.

(Certain Federal agencies may require that this authorization be submitted as part of the application.)

b. Standard Form 424A

NOTE: Standard Form 424A is designed to accommodate applications for multiple grant programs; thus, for purposes of this ASPR program, many of the budget item columns and rows are not applicable. You should only consider and respond to the budget items for which guidance is provided below. Unless otherwise indicated, the SF 424A should reflect a one year budget.

Section A - Budget Summary Line 5: Leave columns (c) and (d) blank. Enter TOTAL Federal costs in column (e) and total non-Federal costs (including third party in-kind contributions and any program income to be used as part of the Awardee match) in column (f). Enter the sum of columns (e) and (f) in column (g).

Section B - Budget Categories Column 3: Enter the breakdown of how you plan to use the Federal funds being requested by object class category (see instructions for each object class category below).

Column 4: Enter the breakdown of how you plan to use the non-Federal share by object class category.

Column 5: Enter the total funds required for the project (sum of Columns 3 and 4) by object class category.

Separate Budget Narrative/Justification Requirement Applicants requesting funding for multi-year grant programs are REQUIRED to provide a combined multi-year Budget Narrative/Justification, as well as a detailed Budget Narrative/Justification for each year of potential grant funding. A separate Budget Narrative/Justification is also REQUIRED for each potential year of grant funding requested.

For your use in developing and presenting your Budget Narrative/Justification, a sample format with examples and a blank sample template have been included in these Attachments. In your Budget Narrative/Justification, you should include a breakdown of the budgetary costs for all of the object class categories noted in Section B, across three columns: Federal; non-Federal cash; and non-Federal in-kind. Cost breakdowns, or justifications, are required for any cost of $1,000 or for the thresholds as established in the examples. The Budget Narratives/Justifications should fully explain and justify the costs in each of the major budget items for each of the object class categories, as described below.

Non-Federal cash as well as, sub-contractor or sub-Awardee (third party) in-kind contributions designated as match must be clearly identified and explained in the Budget Narrative/Justification The full Budget Narrative/Justification should be included in the application immediately following the SF 424 forms.

Line 6a: Personnel: Enter total costs of salaries and wages of applicant/Awardee staff. Do not include the costs of consultants, which should be included under 6h - Other.

In the Justification: Identify the project director, if known. Specify the key staff, their titles, and time commitments in the budget justification.

Line 6b: Fringe Benefits: Enter the total costs of fringe benefits unless treated as part of an approved indirect cost rate.

In the Justification: If the total fringe benefit rate exceeds 35% of Personnel costs, provide a break-down of amounts and percentages that comprise fringe benefit costs, such as health insurance, FICA, retirement, etc. A percentage of 35% or less does not require a break down but you must show the percentage charged for each full/part time employee.

Line 6c: Travel: Enter total costs of all travel (local and non-local) for staff on the project. NEW:

Local travel is considered under this cost item not under Other.

Local transportation (all travel which does not require per diem is considered local travel). Do not enter costs for consultant’s travel - this should be included in line 6h.

In the Justification: Include the total number of trips, number of travelers, destinations, purpose (e.g., attend conference), length of stay, subsistence allowances (per diem), and transportation costs (including mileage rates).

Line 6d: Equipment: Enter the total costs of all equipment to be acquired by the project. For all Awardees, “equipment” is non-expendable tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. If the item does not meet the $5,000 threshold, include it in your budget under Supplies, line 6e.

In the Justification: Equipment to be purchased with federal funds must be justified as necessary for the conduct of the project. The equipment must be used for project-related functions.

Further, the purchase of specific items of equipment should not be included in the submitted budget if those items of equipment, or a reasonable facsimile, are otherwise available to the applicant or its sub-Awardees.

Line 6e: Supplies: Enter the total costs of all tangible expendable personal property (supplies) other than those included on line 6d.

In the Justification: For any grant award that has supply costs in excess of 5% of total direct costs (Federal or Non-Federal), you must provide a detailed break down of the supply items (e.g., 6% of $100,000 = $6,000 – breakdown of supplies needed). If the 5% is applied against $1 million total direct costs (5% x $1,000,000 = $50,000) a detailed breakdown of supplies is not needed. Please note: any supply costs of $5,000 or less regardless of total direct costs does not require a detailed budget breakdown (e.g., 5% x $100,000 = $5,000 – no breakdown needed).

Line 6f: Contractual: Regardless of the dollar value of any contract, you must follow your established policies and procedures for procurements and meet the minimum standards established in the Code of Federal Regulations (CFR’s) mentioned below. Enter the total costs of all contracts, including (1) procurement contracts (except those which belong on other lines such as equipment, supplies, etc.). Note: The 33% provision has been removed and line item budget detail is not required as long as you meet the established procurement standards. Also include any contracts with organizations for the provision of technical assistance. Do not include payments to individuals on this line.

In the Justification: Provide the following three items – 1) Attach a list of contractors indicating the name of the organization; 2) the purpose of the contract; and 3) the estimated dollar amount.

If the name of the contractor and estimated costs are not available or have not been negotiated, indicate when this information will be available. The Federal government reserves the right to request the final executed contracts at any time. If an individual contractual item is over the small purchase threshold, currently set at $100K in the CFR, you must certify that your procurement standards are in accordance with the policies and procedures as stated in 45 CFR

74.44 for non-profits and 92.36 for states, in lieu of providing separate detailed budgets. This certification should be referenced in the justification and attached to the budget narrative.

Line 6g: Construction: Leave blank since construction is not an allowable costs for this program.

Line 6h: Other: Enter the total of all other costs. Such costs, where applicable, may include, but are not limited to: insurance, medical and dental costs (i.e. for project volunteers this is different from personnel fringe benefits),non-contractual fees and travel paid directly to individual consultants, postage, space and equipment rentals/lease, printing and publication, computer use, training and staff development costs (i.e. registration fees). If a cost does not clearly fit under another category, and it qualifies as an allowable cost, then rest assured this is where it belongs.

In the Justification: Provide a reasonable explanation for items in this category. For example, individual consultants explain the nature of services provided and the relation to activities in the work plan or indicate where it is described in the work plan. Describe the types of activities for staff development costs.

Line 6i: Total Direct Charges: Show the totals of Lines 6a through 6h.

Line 6j: Indirect Charges: Enter the total amount of indirect charges (costs), if any. If no indirect costs are requested, enter “none.” Indirect charges may be requested if: (1) the applicant has a current indirect cost rate agreement approved by the Department of Health and Human Services or another federal agency; or (2) the applicant is a state or local government agency. State governments should enter the amount of indirect costs determined in accordance with DHHS requirements. An applicant that will charge indirect costs to the grant must enclose a copy of the current rate agreement. Indirect Costs can only be claimed on Federal funds, more specifically, they are to only be claimed on the Federal share of your direct costs. Any unused portion of the Awardee’s eligible Indirect Cost amount that are not claimed on the Federal share of direct charges can be claimed as un-reimbursed indirect charges, and that portion can be used towards meeting the recipient match.

NOTE:. If indirect costs are to be included in the application, a copy of the approved indirect cost agreement must be included with the application. Further, if any sub-contractors or sub- Awardees are requesting indirect costs, copies of their indirect cost agreements must also be included with the application.

Line 6k: Total: Enter the total amounts of Lines 6i and 6j.

Line 7: Program Income: As appropriate, include the estimated amount of income, if any, you expect to be generated from this project that you wish to designate as match (equal to the amount shown for Item 15(f) on Form 424). Note: Any program income indicated at the bottom of Section B and for item 15(f) on the face sheet of Form 424 will be included as part of non- Federal match and will be subject to the rules for documenting completion of this pledge.