Learning Center
Plans & pricing Sign in
Sign Out

HIV Surveillance Grant solicitation



                  Centers for Disease Control and Prevention (CDC)

               Guidance for Supplemental Funding to
        Funding Opportunity Announcement (FOA) PS08-802,
      “HIV/AIDS Surveillance: Enhancing Laboratory Reporting”


Announcement Type: Supplement/Revision – Type 3

Funding Opportunity Number: CDC-RFA-PS08-8020302SUPP10

Catalog of Federal Domestic Assistance Number: 93.523 The Affordable Care Act:
Human Immunodeficiency Virus (HIV) Prevention and Public Health Fund Activities

Key Dates:

Letter of Intent Deadline Date: Not Applicable

Application Deadline Date: September 2, 2010, 5:00 pm Eastern Standard Time


This program is authorized under Sections 317 and 318B of the Public Health

Service Act (42 U.S.C. Sections 247b and 247c-2), as amended and the Patient Protection

and Affordable Care Act (PL 111-148), Title IV, Sections 4002 (Prevention and Public

Health Fund).

The purpose of the laboratory reporting supplement to the HIV surveillance program

cooperative agreement is to enable state and local health departments to improve the

reporting of HIV laboratory data with special emphasis on CD4+ T-lymphocyte (CD4)

test and viral load (VL) detection test results from private and public laboratories to state

and local health departments and CDC. This program addresses the “Healthy People

2010” focus area for HIV:

Measurable outcomes of the program will be in alignment with one (or more) of the

following performance goal(s) for the National Center for HIV/AIDS, Viral Hepatitis,

STD, and TB Prevention (NCHHSTP): Strengthen the capacity nationwide to monitor the

epidemic, develop, and implement effective HIV prevention interventions and evaluate

prevention programs.

This announcement is only for non-research activities supported by HHS/CDC. If

research is proposed, the application will not be reviewed. For the definition of research,

please see the CDC Web site at the following Internet address:


Awardees Activities:

The activities for this supplement to FOA PS08-802 must be within the scope of activities

of the original award (see FOA PS08-802 Core Surveillance, Parts 1 and 2). See list of

activities below that relate to notifiable disease laboratory reporting. Applicants should

review this list and determine the activities the surveillance program will conduct to

implement and maintain complete laboratory reporting.

Applicants may select more than one activity.

   Revising Policy:
          The implementation of state policies supporting the reporting of CD4 and

           viral load test results by laboratories has led to increased reporting and

           enhanced the completeness and timeliness of HIV surveillance data.

           Although the majority of jurisdictions have policies, laws, regulations, or

           statutes that require laboratories to report CD4 and VL results, the level at

           which these laboratory results are reported to HIV surveillance programs

           varies within and across states.

          Participating surveillance programs will work towards ensuring state policy is

           supportive of the reporting of HIV-related laboratory results, including all

           CD4 and VL (absolute value and undetectable) results.

   Implementation of Electronic Laboratory Reporting (ELR):
          The electronic transmission of HIV-related laboratory test results such as HIV

           diagnostic tests, CD4 and VL results, and HIV viral genetic sequences

           enhances the completeness, timeliness, efficiency and accuracy of reporting to

           surveillance programs. Building ELR capacity helps to reduce the number of

           person hours required to enter and process paper-based laboratory reports and

           manipulate electronic results reported in various formats.

       Participating surveillance programs will work towards implementing ELR

        and/or increasing electronic reporting of HIV laboratory data from private and

        public laboratories to state and local health departments.

 Maintenance of Laboratory Reporting:
       Although many laboratories have been reporting data electronically, many

        programs still need improvements or enhancements to implement and

        maintain the system, including the implementation of quality assurance

        procedures. In addition, not all have adopted the standard codes suggested by

        CDC and its partners. Standardization in electronic reporting requires the

        dedication of more staff hours for data cleaning and quality assurance

        activities, such as following- up with laboratories to complete missing fields.

        Standardized reporting would reduce the burden on HIV surveillance staff

        tasked with manipulating the data reported to them from various laboratories

        and facilitate the import of lab results into eHARS.

       Participating surveillance programs will work towards improving the

        standardization and quality of HIV laboratory data while maintaining the

        operations of the electronic laboratory system.

 Importing Laboratory Data into eHARS
       Health departments may receive thousands of HIV-related laboratory records,

        and the HIV/AIDS Reporting System (eHARS) enables the importing of these

        files into the system. Electronic importation of data reduces the amount of

           time spent manually entering data in the system and can enhance the quality

           of information in the system by reducing data entry errors.

          Participating surveillance programs will work towards importing all lab

           results into eHARS and decreasing the manual entry of data into eHARS.

   Building Capacity
          Increases in electronic laboratory reporting may yield a high volume of

           incoming laboratory data. To accommodate the influx of data, surveillance

           programs may need to hire new staff and develop a more expansive data

           management system.

          Participating surveillance programs will work towards building capacity of

           staff and data management systems to handle the influx of laboratory data and

           the maintenance required to process these data.

          Participating surveillance programs may request equipment needs (hardware

           or software) to accommodate database or data management activities. Please

           provide adequate justification for this need.

CDC Activities:

In a cooperative agreement, CDC staff is substantially involved in the program activities,

above and beyond routine grant monitoring. This supplemental funding is provided and

governed by the terms and conditions of FOA PS 08-802, HIV Surveillance Projects.

1. CDC will provide technical assistance on how to implement supplement activities.

2. Support and provide opportunities for training in surveillance methods, program

     planning and management, and relevant scientific and technical information regarding

     laboratory methods used to diagnose and evaluate HIV infections.

3. Coordinate and convene conferences and develop routine communications.

4. Provide guidelines and standards for the conduct of surveillance program activities,

     and communicate with recipients to develop, refine, and disseminate HIV

     surveillance program information that describes effective methods to carry out

     prevention program activities and monitor progress.

5. Participate in the analysis and dissemination of information and data gathered from

     program activities and facilitate the transfer and utilization of information and

     technology among all states and jurisdictions.

6. Provide standardized protocols, data collection forms, and data entry capability for

     HIV surveillance.

7. Evaluate HIV surveillance data and program operations according to the outcome

     standards detailed in the document Technical Guidance for HIV/AIDS Surveillance

     Programs Volume I: Policies and Procedures (available at:;

     contact the HIV Incidence and Case Surveillance Branch at 404-639-2050 for access


8.   Disseminate national surveillance data for public health purposes.

9. Maintain a secure and confidential national HIV surveillance database.


Type of Award: Cooperative Agreement.

CDC substantial involvement in this program appears in the Activities Section above.

Award Mechanism: U62

Fiscal Year Funds: 2010

Approximate Current Fiscal Year Funding: $ 5,600,000

Approximate Total Project Period Funding: $ 5,600,000 (This amount is an estimate,

and is subject to availability of funds. This one-time supplemental funding will cover

direct and indirect costs)

Approximate Number of Awards: 65 (PS08-802, Parts I & II)

Award Date: Estimated on or before September 30, 2010

Budget Period Length: September 30, 2010 – December 31, 2010

Project Period Length:       September 30, 2010 – December 31, 2010

Estimated Number of Awards: 65

Approximate Average Award: $83,000 (This amount is for the 3 month budget period)

Floor of Individual Award: $ 25,000- 30,000 (Part I applicants = 30,000 and Part II

applicants = $25,000) Part II = Pacific Island Jurisdictions

Ceiling of Individual Award Range: $400,000

CDC will accept and review applications with budgets greater than the ceiling amount.

Final funding amount decisions will be made based on applicant’s budget justification

and availability of funds.

NOTE: CDC will utilize the following formula to apply Base Funding for this


   ½ FTE for areas with less than 500 adult & adolescent cases living with a diagnoses

    of HIV infection (2008 Surveillance Report – Table 21)

   1 FTE for areas with more than 500 but less than 1000 adult & adolescent cases living

    with a diagnoses of HIV infection (2008 Surveillance Report – Table 21)

   1 FTE plus a cost per case for areas with more than 1000 adult & adolescent cases

    living with a diagnoses of HIV infection (2008 Surveillance Report – Table 21)

    For example: If state XYZ has 1200 adult & adolescent cases living with diagnoses of

    HIV infection, year-end 2007 (Table 21)

       1 FTE = $60,000

       1200 (cases) x 2.40 = $2,880

       Total award for state XYZ = 62,880

    If state ABC has 687 adult & adolescent cases living with diagnoses of HIV

    infection, year-end 2007 (Table 21)

       1 FTE = $60,000

    If state MNO has 394 adult & adolescent cases living with diagnoses of HIV

    infection, year=end 2007 (Table 21)

       ½ FTE = $30,000

Throughout the project period, CDC’s commitment to continuation of awards will be

conditioned on the availability of funds, evidence of satisfactory progress by the recipient

(as documented in required reports), and the determination that continued funding is in

the best interest of the Federal government.


Applicants eligible to apply for this cooperative agreement are limited to existing

grantees under PS08-802, “HIV/AIDS Surveillance”, Part I & Part II– Core Surveillance.

Eligible applicants are state health departments, which includes the six independently

funded local health departments (Chicago, Houston, Los Angeles, New York City, the

City of Philadelphia and San Francisco), the District of Columbia, and the territorial

health departments (Commonwealth of Puerto Rico, the U.S Virgin Islands) and the six

Pacific Island jurisdictions: Commonwealth of the Northern Marianna Islands, American

Samoa, Guam, the Federated States of Micronesia, the Republic of the Marshall Islands,

and the Republic of Palau.

Cost Sharing or Matching: Cost sharing or matching funds are not required for this

program, N/A.

Maintenance of Effort: Maintenance of Effort is not required for this program, N/A.


Reporting Requirements
Activities supported by supplemental funding must be reported on in the Annual Progress
Report (APR) for the period covering January 1, 2010 through December 31, 2010. The
report must be submitted according to the APR guidance issued by CDC.

Special Requirements:

Note: Title 2 of the United States Code Section 1611 states that an organization described

in Section 501(c)(4) of the Internal Revenue Code that engages in lobbying activities is

not eligible to receive Federal funds constituting a grant, loan, or an award.

Intergovernmental Review of Applications

Executive Order 12372 does not apply to this program.

V. Application Content

Applicants must include the following items in their application:

           1. Form 424A

           2. Project Abstract

           3. Project Narrative

           4. Budget and Budget Justification

           5. Additional Information

Form 424A: Link to form is on page 8 of

instruction manual.

Project Abstract: A one page summary of the proposed activity for all components for

which the applicant is applying for and should be suitable for dissemination to the public

must be submitted. It should be a self-contained description of the project and should

contain a statement of objectives and methods to be employed. It should be informative

to other persons working in the same or related fields and insofar as possible

understandable to a technically literate lay reader. This abstract must not include any

proprietary/confidential information.

Project Narrative: A project narrative must be submitted with the application forms.

The project narrative must be uploaded in a PDF file format when submitting via The narrative must be submitted in the following format:

      Maximum number of pages: 3 – 4 pages

       If your narrative exceeds the page limit, only the first pages which are within the

       page limit will be reviewed.

      Font size: 12 point unreduced, Times New Roman

      Single spaced

      Paper size: 8.5 by 11 inches

      Page margin size: One inch

      Number all narrative pages; not to exceed the maximum number of pages.

The narrative should address activities to be conducted over the entire supplemental

project period and must include the following elements in the order listed:

   1. Need – Describe the need for this program.

   2. Plan – Describe plans and procedures that will facilitate achievement of national

       HIV surveillance objectives, including quantitative process and outcome


   3. Capacity – Jurisdictions must include a complete response regarding their ability

       to carry out the activities set forth in the application. This description should be

      included within the narrative and documentation and should be uploaded

      separately under “Other Attachments”.

   4. Proposed Objectives and Activities – Program objectives should be: specific,

      measurable, time-phased, and realistic; related to recipient activities, program

      purpose and program activities; derived from needs identified in the resources and

      needs assessment. Activities should lead to the achievement of proposed

      objectives and should be specific, realistic and time-phased. Any activities

      identified to enhance laboratory reporting (outside of those listed in Awardees’

      Activities), should be described in the narrative.

   5. Timeline – The timeline should be realistic for accomplishment of the proposed


   6. Performance Measures – An evaluation plan should be included that is

      appropriate for measuring progress toward program area and national HIV

      surveillance objectives. The plan should describe how the applicant will assess

      program performance regarding laboratory reporting of HIV and HIV-related test


   7. Staff – Staff roles should be clearly defined and show adequacy and

      appropriateness of experience. As described, the staff should be sufficient to

      accomplish the program goals.

Management and Staffing Plan

All applicants must detail any changes made to the original award regarding management

and staffing to support this effort.

Note: All activities must be allowable under the original award FOA number PS08-802.

Budget and Justification: Applicants are required to:

    a.) Provide a line item budget and narrative justification for all requested costs that

        are consistent with the purpose, objectives, and proposed program activities.

    b.) Line item breakdown and justification for all contracts, including:

          (1) Name of contractor and/or consultants

          (2) Organizational Affiliation (if applicable)

          (3) Nature of Services to be rendered

          (4) Relevance of service to the project/justification for use of consultant

          (5) The number of days of consultation (basis for fees) or Period of

              performance (dates)

          (6) Method of selection (e.g., competitive or sole source)

          (7) Description of activities

          (8) Target population

          (9) Itemized budget and expected rate of compensation (e.g., travel, per diem,

              other related expenses) list a subtotal for each consultant in this category

          (10) Method of Accountability

Funding Restrictions:

Restrictions, which must be taken into account while writing the budget, are as follows:

      Recipients may not use funds for research.

      Recipients may only expend funds for reasonable program purposes, including

       personnel, travel, supplies, and services, including contracts.

      The direct and primary recipient in a cooperative agreement program must

       perform a substantial role 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.

Indirect Costs:

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.

Detailed Budget and Justification:

The recommended guidance for completing a detailed justified budget can be found on

the CDC Web site, at the following Internet address:

Additional Information: Additional information may be included in the application

appendices. Appendices will not be counted toward the narrative page limit.

Each applicant must submit the following:

1. A statement signed by the Jurisdiction’s Overall Responsible Party (ORP) that the

   program’s policies and procedures will be consistent with and conform to the

   Surveillance Program’s written Security and Confidentiality policy as required by the

   Technical Guidance for HIV Surveillance Programs, Volume III: Security and

   Confidentiality Guidelines.

Additional information submitted via should be uploaded in a PDF file

format, and should be named:

State abbreviation, Document name and extension name (e.g. GA.OrgChart.pdf) when

uploaded into

CDC Assurances and Certifications can be found on the CDC Web site at the following

Internet address:


Registering your organization through, the official agency-wide E-grant

website, is the first step in submitting an application online. Registration information is

located on the “Get Registered” screen of Please visit at least 30 days prior to submitting your application to familiarize

yourself with the registration and submission processes. The “one-time” registration

process will take three to five days to complete. However, the registration

process also requires that you register your organization with the Central Contractor

Registry (CCR) annually. The CCR registration can require an additional one to two

days to complete.

Submit the application electronically by using the forms and instructions posted for this

funding opportunity on If access to the Internet is not available or if

the applicant encounters difficulty in accessing the forms on-line, contact the HHS/CDC

Procurement and Grant Office Technical Information Management Section (PGO TIMS)

staff at (770) 488-2700 for further instruction.

Note: Application submission is not concluded until successful completion of the
validation process.

After submission of your application package, applicants will receive a “submission
receipt” email generated by will then generate a second e-mail
message to applicants which will either validate or reject their submitted application
package. This validation process may take as long as two (2) business days. Applicants
are strongly encouraged check the status of their application to ensure submission of
their application package is complete and no submission errors exists. To guarantee
that you comply with the application deadline published in the Funding Opportunity
Announcement, applicants are also strongly encouraged to allocate additional days
prior to the published deadline to file their application. Non-validated applications will
not be accepted after the published application deadline date.

In the event that you do not receive a “validation” email within two (2) business days
of application submission, please contact Refer to the email message
generated at the time of application submission for instructions on how to track your
application or the Application User Guide, Version 3.0 page 57.

Other Submission Requirements:

A letter of intent is not applicable to this funding opportunity announcement.

Reporting Requirements

Applicants awarded supplemental funds must comply with the “Reporting Requirements

in FOA: PS08-802, Part I & II, SectionVI.3 for the FY 2010 budget period covering

September 30, 2010 through December 31, 2010.”

Dun and Bradstreet Universal Number (DUNS)

The applicant is required to have a Dun and Bradstreet Data Universal Numbering

System (DUNS) identifier to apply for grants or cooperative agreements from the Federal

government. The DUNS is a nine-digit number which uniquely identifies business

entities. There is no charge associated with obtaining a DUNS number. Applicants may

obtain a DUNS number by accessing the Dun and Bradstreet website or by calling 1-866-


Electronic Submission of Application:

Applications must be submitted electronically at The application

package can be downloaded from Applicants can complete the

application package off-line, and then upload and submit the application via the Web site. The applicant must submit all application attachments using a PDF

file format when submitting via Directions for creating PDF files can be

found on the Web site. Use of file formats other than PDF may result in the

file being unreadable by staff.

Applications submitted through (, are electronically

time/date stamped and assigned a tracking number. The AOR will receive an e-mail

notice of receipt when HHS/CDC receives the application. The tracking number serves to

document and track the submission.

If the applicant encounters technical difficulties with, the applicant should

contact Customer Service. The Contact Center is available 24

hours a day, 7 days a week. The Contact Center provides customer service to the

applicant community. The extended hours will provide applicants support around the

clock, ensuring the best possible customer service is received any time it’s needed. You

can reach the Support Center at 1-800-518-4726 or by email at Submissions sent by e-mail, fax, CD’s or thumb drives of

applications will not be accepted.

Organizations that encounter technical difficulties in using to submit

their application must attempt to overcome those difficulties by contacting the Support Center (1-800-518-4726, After consulting

with the Support Center, if the technical difficulties remain unresolved and

electronic submission is not possible to meet the established deadline, organizations

may submit a request prior to the application deadline by email to PGO TIMS for

permission to submit a paper application. An organization's request for permission

must: (a) include the case number assigned to the inquiry, (b) describe the

difficulties that prevent electronic submission and the efforts taken with the

Support Center (c) be submitted to PGO TIMS at least 3 calendar days prior to the

application deadline. Paper applications submitted without prior approval will not be


If a paper application is authorized, the applicant will receive instructions from PGO

TIMS to submit the original and two hard copies of the application by mail or express

delivery service.

Submission Dates and Times

This announcement is the definitive guide on application content, submission, and

deadline. It supersedes information provided in the application instructions. If the

application submission does not meet the deadline published herein, it will not be eligible

for review and the applicant will be notified the application did not meet the submission


Application Deadline Date: September 2, 2010, 5:00 pm Eastern Standard Time

VI. Application Review Information

Eligible applicants are required to provide measures of effectiveness that will

demonstrate the accomplishment of the various identified objectives of the FOA PS08-

802. Measures of effectiveness must relate to the performance goals stated in the

“Purpose” section of this announcement. Measures of effectiveness must be objective,

quantitative and measure the intended outcome of the proposed program. The measures

of effectiveness must be included in the application and will be an element of the

evaluation of the submitted application.

Evaluation Criteria

The following criteria will be used to evaluate applications for their technical

   1. Abstract and Project Narrative: The extent to which the applicant adequately
       describes the proposed activities and the reasonableness of accomplishing the
       activities selected from the awardee activities to implement and maintain high
       completeness in the collection of laboratory test results.
   2. Budget: The budget for this supplemental funding is reasonable, clearly justified,
       consistent with the demonstrated need and proposed activities, and likely to lead
       to program success.

Budget (SF 424A) and Budget Narrative, reviewed but not scored. Although the budget

is not scored applicants should consider the following in development of their budget. Is

the itemized budget for conducting the project, and justification reasonable and consistent

with stated objectives and planned program activities?

If the applicants requests 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. The indirect cost rate agreement should be uploaded as a

PDF file with “Other Attachment Forms” when submitting via

Funding Restrictions

Restrictions, which must be taken into account while writing the budget, are as follows:

      Recipients may not use funds for research.

      Recipients may not use funds for clinical care.

      Recipients may only expend funds for reasonable program purposes, including

       personnel, travel, supplies, and services, such as contractual.

      Awardees may not generally use HHS/CDC/ATSDR funding for the purchase of

       furniture or equipment. Any such proposed spending must be identified in the


      The direct and primary recipient in a cooperative agreement program must

       perform a substantial role 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.

      Specific language for international announcements is posted on the PGO intranet

       site: []

The applicant can obtain guidance for completing a detailed justified budget on the CDC

website, at the following Internet address:

Application Review Process

All eligible applications will be initially reviewed for completeness by the Procurement

and Grants Office (PGO) staff. In addition, eligible applications will be jointly reviewed

for responsiveness by National Center for NCHHSTP and PGO. Incomplete applications

and applications that are non-responsive to the eligibility criteria will not advance

through the review process. Applicants will be notified the application did not meet

eligibility and/or published submission requirements.

A structured technical review of applications will be conducted by the Epidemiologists

and Program Consultants in the HIV Incidence and Case Surveillance Branch at CDC.

Applicants will be notified if the applications did not meet program requirements.

Applications Selection Process

Not applicable

VII. Award Administration Information

Award Notices

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

the recipient and CDC. The NoA will be signed by an authorized Grants Management

Officer and e-mailed to the program director. A hard copy of the NoA will be mailed to

the recipient fiscal officer identified in the application.

Unsuccessful applicants will receive notification of the results of the application review

by mail.

Administrative and National Policy Requirements

Successful applicants must comply with the administrative requirements outlined in 45

Code of Federal Regulations (CFR) Part 74 or Part 92, as appropriate. 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-29           Texting while driving

Additional information on the requirements can be found on the CDC Web site at the

following Internet address:

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

Records Administration at the following Internet address:


Reporting Requirements

Each funded applicant must provide CDC with an Annual Progress Report, which is due

90 days after the end of the budget period. These reports must be submitted to the

attention of the Grants Management Specialist listed in the Section VIII below entitled

“Agency Contacts”.

VIII. Agency Contacts

CDC encourages inquiries concerning this announcement.

For program technical assistance, contact:

       Pamela Gruduah, Deputy Branch Chief

       Department of Health and Human Services

       1600 Clifton Road NE, Mail Stop E-47

       Atlanta, GA 30333

       Telephone: (404) 639-8459


For financial, grants management, or budget assistance, contact:

       Merlin Williams, Grants Management Specialist

       Department of Health and Human Services

       CDC Procurement and Grants Office

       2920 Brandywine Road, MS E-15

       Atlanta, GA 30341

       Telephone: 770-488-2851


For application submission questions, contact:

       Technical Information Management Section

       Department of Health and Human Services

       CDC Procurement and Grants Office

       2920 Brandywine Road, MS E-14

       Atlanta, GA 30341

       Telephone: 770-488-2700


CDC Telecommunications for the hearing impaired or disabled is available at: TTY 770-



To top