How does the CDC review and selection process work?

Applications will be reviewed for completeness by PGO staff and for responsiveness jointly by NCHHSTP a nd PGO. Incomplete applications and applications that are non-responsive to the eligibility criteria will not advance through the review process. You will be notified the application did not meet submission requirements.

There are two steps to the evaluation process for complete and responsive applications:

Step One: In the first step of the evaluation process, your application will be evaluated by an independent external review panel assigned by CDC, known as a special emphasis panel (SEP). The panel will assign your application a score using scored evaluation criteria as specified below. This portion of the application evaluation is worth 1000 points. To be considered for a pre-decisional site visit (PDSV), you must score at least 600 points during this process. The highest-ranked applications will be considered for a pre-decisional site visit.

Step Two: The second step of the review process is conducted via pre-decisional site visits. These visits are worth 400 points. To be considered for funding, you must score at least 280 points during this process. If you fail to score at least 280 points, you will be disqualified. CDC will invite local health department staff (and state health department staff where applicable) to participate in the site visit.

Note: If both the local and state health departments provide a review, their scores will be combined and averaged.

Back to questions

How is the written application scored?

Your written application will be evaluated on the following criteria:

A. Eligibility (not scored)

This section of your application will be reviewed to determine if you are eligible for funding. If you do not meet the criteria for eligibility, your application will not be reviewed further. A letter will be sent to you explaining that you did not meet the eligibility criteria.

B. Justification of Need (175 points)

This section of your application will be scored based on your description of:

• The effectiveness of your current HIV prevention programs
• The target population's needs
• How your proposed program model meets the needs of the jurisdiction's HIV prevention plan
• Your experience and credibility in working with the proposed target population

C. Prevention Program (200 points)

This section of your application will be scored based on your proposed program and your plans to:

• Develop and implement your program (e.g., your program plan and implementation plan).
• Identify and offer prevention program services to individuals living with HIV or high-risk partners who are HIV negative or who do not know their HIV status.
• Identify and offer services to individuals at high risk for HIV infection.
• Coordinate HIV prevention services with other case management and/or treatment providers for individuals living with HIV.
• Ensure that HIV prevention services do not duplicate services provided under the Ryan White CARE Act.
• Identify and address barriers to recruiting and retaining persons in your program.
• Meet all local, state, and federal requirements for HIV prevention services (e.g., CTR, CRCS, community planning).
• Involve your target population when planning and implementing your program.
• Adapt relevant CDC procedures (including DEBIs and PHS) to your existing services or proposed program.
• Develop, implement, and maintain quality assurance strategies for HIV prevention program models.
• Train, support, and retain staff.
• Ensure client confidentiality.
• Ensure that service location is appropriate, appealing, safe, and easily accessible to the target population.
• Ensure that the target population has access to PCRS.
• Ensure cultural sensitivity and relevance of your program models.
• Ensure compliance with national monitoring and evaluation reporting requirements (required data variables and program performance indicators).

D. Counseling, Testing, and Referral Services (CTR) (175 Points)

Note: CTR is an essential part of HIV prevention programs. If you do not intend to provide CTR services as part of your program, you must explain how you will link and refer individuals to CTR services.

This section of your application will be scored based on your proposed program and your plans to:

• Incorporate CTR into your prevention program.
• Ensure compliance with all CTR local, state, and federal rules and regulations, including collection and reporting requirements.
• Train, support, and retain staff.
• Ensure cultural sensitivity and relevance of your program models.
• Involve your target population when planning and implementing your CTR program(s).
• Develop (or revise) internal policies and procedures related to CTR.
• Ensure client confidentiality.
• Identify high-risk individuals in your target population who have not tested within the past six months or do not know their HIV serostatus for voluntary counseling and testing.
• Identify and address your target population's barriers to accessing counseling and testing services.
• Ensure that clients receive their test results and post- test counseling and have access to PCRS.
• Ensure that persons whose HIV test results are positive receive post-test counseling and have access to PCRS.
• Develop, implement, and maintain quality assurance strategies for CTR.
• Ensure compliance with national monitoring and evaluation reporting requirements (required data variables and program performance indicators) .

E. Comprehensive Risk Counseling Services (CRCS) (125 Points)

Note: If you do not intend to provide CRCS services as one of the program models and did not complete a section on CRCS in the project narrative, you will not be penalized in the scoring.

This section of your application will be scored on the basis of your proposed program and your plans to:

• Integrate CRCS staffing and environmental issues when designing the program.
• Address staff training needs and ongoing support for CRCS.
• Address caseload limitations and requirements.
• Develop and implement a strategy to recruit and engage high-risk clients.
• Screen clients to identify those who are at highest risk and appropriate for CRCS, enroll in CRCS, and assess enrolled clients to determine specific risk and psychosocial needs.
• Develop an individualized prevention plan with measurable objectives.
• Provide ongoing, multiple-session intensive HIV risk and behavior change counseling.
• Coordinate client support with other case management programs and provide referrals, as needed.
• Conduct ongoing monitoring and reassessment of client needs and progress.
• Discharge clients when they attain and can maintain behavior change goals; establish protocols to classify clients as “active,” “inactive,” or “discharged;” outline the minimum active effort required to retain clients; and be willing to readmit clients who need new or additional risk reduction support.

F. Referral Activities (125 Points)

This section of your application will be scored based on your proposed program and your plans to:

• Identify and collaborate with other agencies to ensure access to comprehensive services, including access to primary care, life-prolonging medications, and essential support services that will maintain HIV-positive individuals in systems of care.
• Track referral activities and outcomes of these activities.
• Develop formal agreements with your network of providers.
• Collect and report data on referrals (including performance indicators) as directed by CDC through required mechanisms (e.g., PEMS and Evaluation Guidance).

G. Collaboration and Coordination with the HIV Prevention Community Planning Process and Local Health Department (100 Points)

This section of your application will be scored based on your proposed program and your plans to:

• Collaborate and coordinate activities with the HIV prevention CPG.
• Collaborate and coordinate activities with the health department.
• Participate in the HIV prevention community planning process.

H. Evaluation and Monitoring Intervention Activities (100 Points)

This section of your application will be scored on the basis of your proposed program and your agency's:

• Current data collection and reporting systems.
• Capacity to collect and report client-level required data variables.
• Plans to identify and address barriers to client-level data.
• Plans to ensure data quality and security.
• Willingness to collaborate with CDC in special evaluation and monitoring projects.
• Technical assistance needs to meet evaluation and monitoring requirements.
• Plans to incorporate ongoing programmatic monitoring and evaluation for the purpose of maintaining programmatic integrity.
• Plans to ensure compliance with national monitoring and evaluation reporting requirements (required data variables and program performance indicators).

I. Capacity Building (Not scored)

This section of your application will not be scored. However, the information you provide about your anticipated CBA needs for implementation of this program announcement will help CDC plan for future CBA activities.

J. Budget and Justification (Reviewed, but not scored)

The budget justification will not be counted in the stated page limit. In accordance with Form CDC 0.1246E, you are required to provide a line item budget and narrative justification for all requested costs that are consistent with the purpose, objectives, and proposed program activities.

Within your budget, include the following:

• A detailed line item budget and justification (also known as a “budget narrative”) with the application. You must also provide a separate sub-budget for each program model you propose (See PA Attachment VIII: Sample Budget ).
• A line item breakdown and justification for all personnel (i.e. name, position title, annual salary, percentage of time and effort, and amount requested).
• Line item breakdown and justification for all contracts, including:
  1. Name of contractor
  2. Period of performance
  3. Method of selection (e.g., competitive or sole source)
  4. Description of activities
  5. Target population
  6. Itemized budget

Note: CDC encourages funded organizations to allow administrative and program staff to participate in any mandatory training conducted or sponsored by CDC, including grantee orientation. If a key program staff person leaves your agency, his/her replacement must attend training within six months. You must set aside funds within your detailed line-item budget to allow staff to attend required trainings and annual conferences.

Back to questions

How is the predecisional site visit scored?

The second step of the review process is conducted via a predecisional site visit (PDSV).

The following areas will be evaluated during the PDSV:

A. Proposed Program (100 Points)

The purpose of this section is to assess your organization's ability to effectively implement your proposed HIV prevention program models. Your score will be based on:

• Your implementation of CDC protocols and procedures, including DEBIs and PHS.
• Your submission of a draft of your five-year proposed baseline, annual target levels, and goals of performance for each program performance indicator identified by CDC.
• How your target population reflects the priorities identified in your jurisdiction's comprehensive HIV prevention plan.
• How your program reflects the needs identified in your jurisdiction's HIV prevention comprehensive plan.

B. Programmatic Infrastructure
(100 points)

The purpose of this section is to assess your organization's experience and ability to identify and address the needs of your proposed target population. This section will also assess your ability to effectively and efficiently implement your proposed activities.

Your score will be based on your agency's:

• Organizational structure and planned collaborations.
• Experience in developing and implementing effective and efficient HIV prevention strategies and activities.
• Experience with governmental and non-governmental organizations, including other national agencies or organizations, state and local health departments, CPGs, and state and local non-governmental organizations that provide HIV prevention services.
• Ability to secure meaningful input and representation from members of the target population(s).
• Ability to provide culturally competent and appropriate services that respond effectively to the characteristics of the target population. (Characteristics may include cultural, gender, sexual orientation, race/ethnicity, age, environmental, social, and linguistic characteristics.)
• Ability to adequately staff your program.
• Ability to collect and report process and monitoring data on services provided and use them to plan future program models and improve available services.

C. Organizational Infrastructure
(100 points)

The purpose of this section is to assess your organization's ability to effectively and efficiently sustain your proposed program. Your score will be based on your agency's:

• Organizational bylaws, mission, and vision.
• Composition, role, experience, and involvement of the board of directors in administering the agency.
• Current fiscal systems to track and separate out available funding.
• Personnel process and procedures.
• Organizational protocols and procedures (e.g., security, confidentiality, and grievances).
• Organizational capacity for fundraising.

D. Health Department Review

(100 points)

The purpose of this section is to gather feedback on your proposed program plan from the health department. Note: If both the local and state health department provide a review, their scores will be combined and averaged. The final score will not exceed 100 points.

Your score will be based on the health department's review of your:

• Program plan (e.g., proposed target population, proposed program model[s], number of persons to be served, and service location) and your consistency with the HIV prevention comprehensive plan.
• Rating of past experience with state- or city-funded programs.

Letter of support or nonsupport for funding from the health department, addressed to CDC.

Back to questions

What is a Recipient Capability Assessment?

In conjunction with the site visit, CDC’s Procurement and Grants Office (PGO) will conduct a Recipient Capability Assessment (RCA) to evaluate your organization’s ability to manage CDC funds. Either PGO staff or another selected agency will conduct this assessment.

Back to questions

What other factors affect the funding decision?

In addition to your application content score and the outcome of your predecisional site visit, the following factors may affect the funding decision:

Preference for funding will be given to ensure that:

• Funded applicants are balanced in terms of targeted racial/ethnic minority groups. (The number of funded applicants serving each racial/ethnic minority group may be adjusted based on the burden of infection in that group as measured by HIV or AIDS reporting.)
• Funded applicants are balanced in terms of targeted risk behaviors and HIV serostatus. (The number of funded applicants serving each risk group may be adjusted based on the burden of infection in that group as measured by HIV or AIDS reporting.)
• Funded applicants are balanced in terms of geographic distribution. (The number of funded applicants may be adjusted based on the burden of infection in the jurisdiction as measured by HIV or AIDS reporting.)

CDC will provide justification for any decision to fund out of rank order.

Back to questions

How will my organization be notified if we are selected for funding?

Successful applicants will receive a Notice of Award (NoA) from the CDC Procurement and Grants Office. The NoA shall be the only binding, authorizing document between you and CDC. The NoA will be signed by an authorized Grants Management Officer and e-mailed to your program director, and a hard copy will be mailed to your fiscal officer identified in the application.

Unsuccessful applicants will receive notification of the results of your application review by mail.

The anticipated announcement award date is July 1, 2008.

Back to questions

What are our reporting requirements?

An interim progress report (IPR) is submitted via Grants.gov:

• The IPR is due no less than 90 days before the end of the budget period. Additional guidance on what to include in this report may be provided by CDC approximately three months before the due date. The progress report will serve as the noncompeting continuation application and must contain the following elements:
  1. Standard Form (SF) 424S Form.
  2. SF-424A Budget Information-Non-Construction Programs.
  3. Budget Narrative.
  4. Indirect Cost Rate Agreement.
  5. Project Narrative, to include measures of program effectiveness.
  6. Baseline and target levels of program performance indicators for both core and optional items. (Note: The existing performance indicators are currently under review and will be made available at a future date. The organization will be required to provide the baseline, annual target levels, and goals of performance [5-year] for each performance indicator identified by CDC. When submitting the IPR, grantees will have the opportunity to revise their baseline, annual target levels, and goals of performance, as specified in the guidance for completing your non-competing continuation application.)
  7. Additional requested information.

The following reports may be submitted either by e-mail or hard copy (one original and two copies):

• An annual progress report is due 90 days after the end of the budget period. Additional guidance on what to include in this report may be provided by CDC approximately three months before the due date. It must include:
  1. Baseline and actual level of program performance indicators for both core and optional items. Grantees will report on the progress the organization has made toward achieving the target levels and goals of performance for each program performance indicator.
  2. Current budget period financial progress.
  3. Additional requested information.
• A financial status report is due no more than 90 days after the end of the budget period.
• Final performance and financial status reports are due no more than 90 days after the end of the project period.

The reports must be mailed to the Grants Management Specialist listed in the contact section below.

Back to questions

What other requirements apply to this program announcement?

If you are funded, you must comply with the administrative requirements outlined in parts 74 and 92 in Title 45 of the US Code of Federal Regulations.

The following additional requirements apply to this project:

• AR-4 HIV/AIDS Confidentiality Provisions
• AR-5 HIV Program Review Panel Requirements
• AR-7 Executive Order 12372
• AR-8 Public Health System Reporting Requirements
• AR-9 Paperwork Reduction Act Requirements
• AR-10 Smoke-Free Workplace Requirements
• AR-11 Healthy People 2010
• AR-12 Lobbying Restrictions
• AR-14 Accounting System Requirements
• AR-15 Proof of Non-Profit Status
• AR-20 Conference Support
• AR-23 States and Faith-Based Organizations

Additional information on the requirements can be found on the CDC website.

For more information on the Code of Federal Regulations, see the National Archives and Records Administration.

Back to questions

Who may I contact for more information?

General questions:
Technical Information Management Section
CDC Procurement and Grants Office
2920 Brandywine Road
Atlanta, GA 30341
770-488-2700

Program technical assistance:
Lisa Mackey, Project Officer
CDC, NCHHSTP, DHAP, IRS
1600 Clifton Road , Mail Stop E58
Atlanta, GA 30333
Toll-free: 1-866-505-9346
http://www.cdc.gov/hiv/topics/funding/PA08803/

Financial, grants management, or budget assistance:
Arthur Lusby, Grants Management Specialist
CDC Procurement and Grants Office
2920 Brandywine Road, Mail Stop E15
Atlanta , GA 30341
404-639-8010
ALusby@cdc.gov

Hearing impairment assistance:
CDC telecommunications for persons with hearing impairment or other disabilities are available at TTY 770-488-2783. 

Grants.gov assistance:
If you have technical difficulties with grants.gov, customer service can be reached by e-mail at www.grants.gov/CustomerSupport or by phone at 1-800-518-4726 (1-800-518-GRANTS). The Customer Support Center is open from 7:00 a.m.-9:00 p.m. eastern time, Monday through Friday.

Back to questions