What items belong in the appendix?

Your application's attachments and appendices will not be counted toward the narrative page limit but may not exceed 50 additional pages.

This section outlines the items that must be included in the attachment and appendix sections of your application. If you include additional documents to support your narrative, you must indicate where the supporting documentation is located within your application's attachments and appendix.

There are five main appendix sections:

Appendix A: Budget and Budget Justification

• Detailed line item budget
• Budget justification
• Standard form 424A

Appendix B: Proof of Eligibility

You must provide all of the following required documentation for the Eligibility Criteria section:

• Proof of service, location, and history (including client characteristics), e.g., process monitoring data, service utilization data, or a newspaper article
• One copy of a progress report or letter from one of your funding organizations (if your agency is not currently funded by an outside source, then this documentation is not required)
• At least three letters of support from civic (or nonprofit), business, or faith-based organizations that are located in the community and also serve the proposed target population
• Letter from the Internal Revenue Service (IRS) or state proof of incorporation as a nonprofit organization (e.g., 501(c)(3) status)
• Historical Data Table (See PA Attachment IX: Historical Data Table)
• Letter from the health department s tating that you have discussed your plans for implementing CTR services, verifying that your organization will comply with all state and local laws and regulations pertaining to HIV CTR Services (see PA Attachment X: Sample Letter: Health Department Director)
• CDC Form 0.1113: Assurance of Compliance Form. This form must be signed by your project director and authorized business officer. Submit the completed Assurance of Compliance with the Requirements for Contents of AIDS-Related Written Materials Form (CDC Form 0.1113, see PA Attachment XIII). The current guidelines and the form may also be downloaded from the CDC website
• PCRS Memorandum of Agreement (MOA) with Health Department (see PA Attachment XI: Sample PCRS MOA with Health Department)

Appendix C: Proposed Target Population Worksheet

Proposed Target Population Worksheet (See PA Attachment VI)

Appendix D: Implementation Plan(s)

Include a written implementation plan for each program model for which you propose (e.g., one for MPowerment and one for CTR). The plan must include tasks and activities, plans for completing each task, each staff person responsible for the activity, along with a detailed timeline for completing each item (e.g., from the beginning of hiring staff, staff training, pre-implementation project planning phase and implementation activities). To obtain copies of the Implementation Planning Tools for each of the DEBIs, refer to the Procedural Guidance (See Attachment II) or go online to obtain an electronic copy.

CDC understands that in some instances, planning, adaptation, and startup (before implementation actually occurs) can take more than six months; CDC must approve extended timeframes, beyond the six-month period, on a case-by-case basis.

Appendix E: All Other Documentation

Include all other documentation needed to support your project narrative under this heading. Write out the additional items under Appendix E of your application's Table of Contents and include page numbers for each item. (See PA Attachment XV: Sample Table of Contents.)

• Letter of intent from a physician for HIV testing activities
• Letter of support from laboratory or CLIA certificate of waiver
• Curriculum vitae
• Resumes
• Organization charts
• Additional letters of support
• Other documentation

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How should appendices and attachments be named?

Electronic files of attachments or appendices submitted via Grants.gov should be electronically named (or labeled) as follows:

• Appendix A: Budget and Budget Justification
• Appendix B: Proof of Eligibility
  • Appendix B.1: Proof of Service, Location, and History
  • Appendix B.2: Progress Report or Letter from Funding Organization
  • Appendix B.3: Three Letters of Support
  • Appendix B.4: Letter from IRS (or state proof of incorporation as a nonprofit organization [e.g., 501(c)(3) status])
  • Appendix B.5: Historical Data Table
  • Appendix B.6: Health Department Letter
  • Appendix B.7: Assurance of Compliance Form
  • Appendix B.8: PCRS Memorandum of Agreement
• Appendix C: Proposed Target Population Worksheet
• Appendix D: Implementation Plan(s)
• Appendix E: Other Documentation
  • Appendix E.1: Letter of Intent from a Physician
  • Appendix E.2: Letter of Support from Laboratory or CLIA Certificate
  • Appendix E.3: Curriculum Vitae
  • Appendix E.4: Resumes
  • Appendix E.5: Organizational Charts
  • Appendix E.6: Additional Letters of Support
  • Appendix E.7: Other Documentation

Note: No more than 50 electronic attachments should be uploaded per application. No more than 50 attachments per application should be included in paper copy submission.

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Where do I find guidance on budget guidelines?

Budget guidelines and samples can be found here.

Submit a detailed line item budget and budget justification, with a sub-budget for each proposed program model. This item should be placed in your application’s Appendix A: Budget and Budget Justification.

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What are the funding restrictions?

You must take the following funding restrictions into account when you are completing your budget:

• Funds may not be used for research.
• Funds may not be used for clinical care.
• Funds may only be expended for reasonable program purposes, including personnel, travel, supplies, and services, such as contractual.
• Generally, HHS/CDC/ATSDR funding may not be used for the purchase of furniture or equipment. Any such proposed spending must be identified in the budget.
• The direct and primary recipient in a cooperative agreement program must perform a substantial role (no less than 51%) in carrying out project objectives and not merely serve as a conduit for an award to another party or provider who is ineligible.
• Reimbursement of pre-award costs is not allowed.
• Funds may be used to hire contractors to strengthen program activities. CDC encourages applicants to develop collaborative relationships with other HIV prevention providers, medical providers, and health departments to implement proposed program. However, the eligible nonprofit organization, not the contract organization(s) or collaborative partner(s), must conduct the largest portion of the activities (including managing the program and activities) funded by this award.
• Funds cannot be used to provide medical or substance abuse treatment.
• Applicants must set aside funds within their detailed line-item budget to allow program staff to attend required trainings and meetings.
• If requesting indirect costs in the budget, a copy of the indirect cost rate agreement is required. If the indirect cost rate is a provisional rate, the agreement should be less than 12 months of age.
• Funds may be used for client incentives to encourage their participation in program models or CTR services awarded under this announcement.

Note: If you are requesting indirect costs in your budget, a copy of the indirect cost rate agreement is required. If the indirect cost rate is a provisional rate, the agreement should be less than 12 months of age. The indirect cost rate agreement should be uploaded as a PDF file with “Other Attachment Forms” when submitting via Grants.gov.

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When is my application due?

Application Deadline Date:
March 17, 2008

Applications must be received in the CDC Procurement and Grants Office by 4:00 p.m. eastern time on the deadline date. If your application does not meet the submission deadline, it will not be eligible for review and will be discarded. You will be notified that you did not meet the submission requirements.

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How do I submit my application electronically?

CDC strongly urges you to submit your application electronically at www.Grants.gov, where you can download an application package. E mail submissions will not be accepted.

Online applications are considered formally submitted when your organization’s authorizing official electronically submits the application to Grants.gov. Electronic applications will be considered as having met the deadline if the application has been submitted electronically by your authorizing official to Grants.gov on or before the deadline date and time. Applications are electronically time/date stamped, which will serve as receipt of submission. You will receive an e-mail notice of receipt when CDC receives the application.

CDC recommends that you submit your application to Grants.gov as early as possible to resolve any unanticipated difficulties prior to the deadline. You may also submit a back-up paper copy, in accordance with the paper submission requirements. Mark the paper copy: “BACKUP FOR ELECTRONIC SUBMISSION.” If both electronic and backup paper submissions are received by the deadline, the electronic version will be considered the official submission.

Note: If you have appendices that cannot be attached on www.Grants.gov, then you must follow the instructions below for paper submission only.

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Should I submit through the Electronic Research Administration System?

The Electronic Research Administration System (eRA Commons) is used for research grants. PA PS08-803 is for non-research activities, so you should use Grants.gov.

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How do I submit a paper copy of my application?

Submit your original application and two copies by mail or express delivery service to:

Technical Information Management – PS08-803
CDC Procurement and Grants Office
2920 Brandywine Road
Atlanta, GA 30341

If you submit the application through the United States Postal Service or a commercial delivery service, you must ensure that the carrier will be able to guarantee delivery by the closing date and time. If CDC receives the submission after the closing date due to: (1) carrier error, when the carrier accepted the package with a guarantee for delivery by the closing date and time, or (2) significant weather delays or natural disasters, you will be given the opportunity to submit documentation of the carrier’s guarantee. If the documentation verifies a carrier problem, CDC will consider the submission as having been received by the deadline.

If you submit a paper application, CDC will not notify you upon receipt of the submission. If questions arise on the receipt of the application, you should first contact the carrier. If you still have questions, contact the PGO-TIMS staff at 770-488-2700. Wait two to three days after the submission deadline before calling to allow time for submissions to be processed and logged.

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Is the application subject to intergovernmental review?

Your application is subject to Intergovernmental Review of Federal Programs, as governed by Executive Order (EO) 12372. This order sets up a system for state and local governmental review of proposed federal assistance applications. Contact the state single point of contact (SPOC) as early as possible to alert the SPOC to prospective applications and to receive instructions on the state’s process.

Click here for the current SPOC list.

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How are measures of effectiveness used?

You are required to provide measures of effectiveness that will demonstrate the accomplishment of the various identified objectives of the cooperative agreement. Measures of effectiveness must relate to the performance goals stated in the “What is the purpose of this program announcement?” section. Measures must be objective and quantitative and must measure the intended outcome. The measures of effectiveness must be submitted with the application and will be an element of evaluation.

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