CDC Cooperative Agreement Application Guide

Understanding the CDC NOFO Structure

CDC Notices of Funding Opportunity (NOFOs) follow a standardized structure mandated by HHS. While the specific content varies by program, every CDC NOFO contains the same core sections. Understanding this structure allows you to quickly identify the information you need and organize your application accordingly.

The Letter of Intent (LOI) Process

Many CDC NOFOs include a Letter of Intent (LOI) requirement or strong recommendation. The LOI is typically a brief document (1–2 pages) that notifies CDC of your intention to apply. While LOIs are usually not binding and not submitting one does not disqualify you, they serve important purposes:

• CDC planning: Helps CDC estimate the number of applications, plan reviewer recruitment, and allocate review panel resources
• Applicant visibility: Signals your seriousness to CDC and may result in pre-application technical assistance or information about applicant webinars
• Internal mobilization: Serves as a forcing function for your organization to commit to the application and begin assembling the team

LOIs are typically due 30 to 60 days before the application deadline and are submitted by email to the address specified in the NOFO. Include your organization name, UEI, point of contact, and a brief description of your proposed approach.

Application Components

A complete CDC cooperative agreement application consists of multiple components. While the specific requirements vary by NOFO, the following elements are common across most CDC applications.

Project Narrative

The project narrative is the core of your application — the section that reviewers spend the most time on and that carries the most weight in scoring. CDC project narratives typically follow a structured format specified in the NOFO and include the following elements:

• Background and need: Description of the public health problem in your jurisdiction, supported by epidemiological data, surveillance findings, and population-level health indicators. Reviewers want to see that you understand the specific burden of disease or health challenge in your service area, not just national statistics.
• Approach and strategies: Detailed description of the activities you will undertake to address each NOFO strategy or objective. Each strategy in the NOFO should map to specific activities in your narrative. Be specific about methods, populations reached, settings, and timelines.
• Evaluation plan: How you will measure progress and outcomes. CDC increasingly requires rigorous evaluation, not just process monitoring. Include measurable objectives, data sources, analysis methods, and how evaluation findings will inform program improvement.
• Organizational capacity: Evidence that your organization has the infrastructure, expertise, and track record to carry out the proposed work. Include relevant experience with similar programs, data systems, laboratory capacity, partnerships, and fiscal management capability.

Most CDC project narratives are limited to 20–30 pages (double-spaced, 12-point font). Stay within page limits strictly — reviewers are instructed not to read beyond the limit.

Work Plan

The work plan is a structured document that translates your narrative into specific, time-bound activities. CDC work plans typically follow a table format with columns for NOFO strategy/objective, specific activities, responsible staff, timeline (by quarter), measurable deliverables, and process/outcome measures.

The work plan is particularly important for CDC cooperative agreements because it becomes the operational document that your CDC project officer uses to monitor progress. A vague or overly ambitious work plan will create problems throughout the budget period. Be realistic about what you can accomplish in Year 1 and build toward more complex activities in subsequent years.

Budget Narrative and Justification

The budget justification must explain and defend every cost in your budget. CDC reviewers evaluate whether costs are reasonable, necessary, and allocable to the proposed activities. The budget narrative should explicitly link each cost to specific activities in your work plan. See the Budget & Financial Management Guide for detailed budget preparation guidance.

Key Personnel

The NOFO will specify key personnel requirements, which typically include a Principal Investigator or Project Director, a program manager or coordinator, and potentially specialized positions such as an epidemiologist, evaluator, or data analyst. For each key person, provide:

• Current biographical sketch (NIH biosketch format is commonly requested)
• Role and responsibilities in the proposed project
• Percentage of time (FTE) committed to the project
• Statement of qualifications demonstrating relevant expertise

If a key position is vacant at the time of application, provide a position description and explain your recruitment plan and timeline. Note that changes to key personnel after award require prior approval from CDC.

Standard Forms

Every CDC application includes a set of standard federal forms submitted through Grants.gov:

• SF-424: Application for Federal Assistance — the cover page with organizational information, project title, budget summary, and authorized representative signature
• SF-424A: Budget Information — the standardized budget form with object class categories (personnel, fringe, travel, equipment, supplies, contractual, other, indirect costs)
• Project Abstract: A one-page summary of the proposed project — often the first thing reviewers read
• Lobbying Certifications, Assurances, and Representations: Standard certifications required for all federal awards

Grants.gov Submission

All competitive CDC cooperative agreement applications are submitted electronically through Grants.gov. The submission process requires careful attention to technical requirements to avoid rejection:

• File format: Most NOFOs require PDF attachments. Ensure your PDFs are text-searchable, not image-based scans. Use standard fonts and comply with page limits.
• Submission timeline: Submit at least 24–48 hours before the deadline. Grants.gov processes submissions in queue, and last-minute submissions risk system delays, validation errors, or server capacity issues. CDC enforces deadlines strictly.
• Validation: After submission, Grants.gov validates your application package. You will receive a confirmation email, followed by a validation email. If validation fails, you must correct and resubmit before the deadline. Monitor your email closely after submitting.
• Tracking number: Save your Grants.gov tracking number. You will need it to check submission status and for any communication with CDC about your application.

Scoring Criteria and Review Process

CDC applications are reviewed by objective review panels composed of subject matter experts from outside CDC. Each NOFO publishes its scoring criteria in Section E, and reviewers score applications strictly against these criteria. Understanding the point distribution is essential for allocating your writing effort.

While specific point allocations vary by NOFO, typical CDC scoring distributions include:

The review timeline typically spans 60 to 90 days from application deadline to award notification. During this period, CDC may contact applicants for clarifications but will not provide feedback on application quality or scoring. Award decisions are made by the CDC center or division director based on review panel scores, programmatic balance, and geographic distribution considerations.

Annual Continuation Applications

For Years 2 through 5 of a cooperative agreement, recipients submit annual continuation applications (also called non-competing continuation applications). These are not competitive — you are not scored against other applicants — but they are substantive. Continuation funding is not automatic; it depends on satisfactory performance, compliance with award terms, and availability of appropriations.

Continuation Application Components

• Performance narrative: Summary of accomplishments during the current budget period, progress toward objectives, challenges encountered, and how they were addressed. This is your opportunity to demonstrate the value of continued investment.
• Updated work plan: Revised work plan for the upcoming budget period, incorporating lessons learned, updated priorities, and any CDC-directed changes. The work plan should be developed in consultation with your CDC project officer.
• Updated budget: Revised SF-424A and budget narrative for the upcoming year, reflecting any changes in personnel, activities, or cost assumptions. Budget changes greater than 25% from the approved budget require prior approval.
• Key personnel updates: Notification of any changes to key personnel, including departures, new hires, and changes in FTE allocation

Continuation applications are typically due 90 to 120 days before the start of the next budget period. Late submissions can delay funding, creating cash flow problems and potentially forcing your organization to pre-fund activities while awaiting the continuation award. This is one of the most common and most preventable problems in CDC cooperative agreement management — see the Common Mistakes guide for more detail.

Work Plan Development

The work plan is the operational bridge between your application narrative and actual program implementation. In a CDC cooperative agreement, the work plan is not merely an application component — it becomes the living document against which your CDC project officer monitors progress throughout the budget period.

Effective CDC work plans share several characteristics:

• NOFO alignment: Each activity maps directly to a specific NOFO strategy or objective. Reviewers and project officers should be able to trace every work plan activity back to the NOFO.
• Measurable milestones: Each activity has a defined deliverable or milestone that can be objectively verified. "Conduct outreach" is not measurable; "Complete 200 community HIV tests in Q2" is measurable.
• Realistic timelines: Activities are distributed across the budget period with realistic quarter-by-quarter progression. Front-loading Year 1 with too many activities is a common mistake that leads to underperformance.
• Staff assignments: Each activity identifies the responsible staff member or role. This ensures accountability and helps the project officer know who to contact about specific activities.

Pre-Award Engagement with CDC

CDC project officers are often willing to provide pre-application guidance within the bounds of what is permissible under federal procurement integrity rules. Many CDC programs host pre-application webinars or informational calls where potential applicants can ask questions about NOFO requirements, eligible activities, and CDC priorities. These sessions are invaluable — they provide insight into what CDC is looking for that goes beyond what is written in the NOFO.

Additionally, many CDC NOFOs include a Q&A process where applicants can submit written questions and receive responses that are shared with all potential applicants. Take advantage of this process for any ambiguities in the NOFO. The answers become part of the official guidance and may clarify scoring expectations.

Application Timeline Template

Based on a typical 60-day application window from NOFO publication to deadline: