A 12 - Supplemental Nutrition Assistance Program Fraud Framework Implementation Grant Program (SLT)

OMB Control No.: 0584-0512

Expiration Date: xx/xx/xxxx

OMB BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0584-0512. The time required to complete this information collection is estimated to average 50 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the following address: U.S. Department of Agriculture, Food and Nutrition Services, Office of Policy Support, 3101 Park Center Drive, Room 1014, Alexandria, VA 22302, ATTN: PRA (0584-0512). Do not return the completed form to this address.

Supplemental Nutrition Assistance Program
Fraud Framework Implementation Grant Program

Fiscal Year 2019 Request for Applications

Catalog for Federal Domestic Assistance Number (CFDA): 10.XXX

Release Date: XXX XX, 201X

Application Due Date: 11:59 PM, Eastern Standard Time (EST), XXX XX, 201X

Anticipated Award Date: XXXX XX, 201X

IMPORTANT NOTICE

On December 31, 2017, Grants.gov officially retired the legacy .PDF application package as a method to apply for a Federal grant. This changed the way many Grants.gov users completed and submitted their grant applications.

For information on Workspace application process, visit:

https://grants.gov/web/grants/applicants/workspace-overview.html.

APPLICATION CHECKLIST

This application checklist provides a list of the required documents; however FNS expects that applicants will read the entire RFA prior to the submission of their application.

In order to apply, at least four weeks prior to submission, you must have:

• Obtained a Dun and Bradstreet Data Universal Numbering System (DUNS) number;

• Registered the DUNS number into the System for Award Management (SAM); and,

• Registered in grants.gov.

When preparing your application, ensure:

• Your application format and narrative meet the requirements included in Section IV “Application and Submission Information”.

• The application should be less than 25 pages, excluding the cover sheet, table of contents, resumes, appendices, and required forms.

• The application includes both a line-item budget and a budget narrative.

• Line-item budget and other budget references in the applications must be consistent with the SF-424A form.

• Application should meet priority requirements outlined in Section I “Program Description”, and all necessary attachments.

When preparing your budget, ensure the following information is included:

• Cost Allocation

  • If other programs will benefit from this project, the costs supported by the grant will only fund the SNAP aspects of the project

• Personnel

  • Proposal includes all key employees paid for by the grant

  • Proposal identifies employees by name, position and title

  • Proposal reflects employees' current yearly salary as a percentage of time to be devoted to the project in full-time equivalents (FTE)

  • Fringe Benefits: the budget includes fringe benefit amount along with type of benefit and basis for computation

• Travel

  • Expenses are itemized and explained in the budget narrative. For example origination/destination points, number and purpose of trips, number of staff traveling, mode of transportation and cost of each trip.

  • Attendee objectives and travel justifications are included in the budget narrative

  • Basis for lodging estimates are identified in the budget narrative

• Equipment

  • Equipment costs are justified in the budget narrative

  • Types of equipment, unit costs and number of items are listed in the budget narrative, along with basis for cost per item

• Supplies

  • Types of supplies, unit costs, and number of items are listed in the budget narrative, along with basis for cost per item

• Contractual and Consultant Costs

  • The need for a contractor has been identified in the proposal and the cost is justified in the budget narrative

  • Applicants that are required to issue a bid have provided a narrative explaining the requirement and provided a reasonable estimate for contractual and consultant costs

• Indirect cost information

  • Either a copy of a Negotiated Indirect Cost Rate Agreement (NICRA) or if no agreement exists, the basis of the indirect costs requested. If none requested, please indicate this in the budget narrative.

• Other

  • Any other costs associated with this project are itemized, explained and reasonable

As part of the application, applicants must certify:

• Grant funds will be used for a new project and will not be used for ongoing costs to carry out existing project

The RFA discusses these requirements in Section II “Federal Award Information.”

When submitting your application, ensure you have submitted the following:

• SF-424 – Application for Federal Assistance (fillable PDF in Grants.gov)

• SF-424A – Budget Information and Instruction Form (fillable PDF in Grants.gov)

• SF-424B – Assurances for Non-Construction Programs (fillable PDF in Grants.gov)

• SF-LLL Disclosure of Lobbying Activities.

• Grant Program Accounting System & Financial Capability Questionnaire (in Appendix A)

• Negotiated Indirect Cost Rate Agreement (PDF - Upload using the “Add Attachments” button under SF-424 item #15)

TABLE OF CONTENTS

I. PROGRAM DESCRIPTION 8

Introduction 8

Grant Opportunity 9

Program Goals 9

1. Organizational Management 9

2. Performance Measurement 9

3. Recipient Integrity Education 10

4. Fraud Detection 10

5. Investigations and Dispositions 10

6. Analytics and Data Management 10

7. Learning and Development 11

II. FEDERAL AWARD INFORMATION 11

Program Requirements 11

Funding 12

Funding per Award 12

Type of Award 12

Procurement Contracts 12

Allowable Uses of Funds 12

Restrictions on Funding Use 12

III. ELIGIBILITY INFORMATION 13

Eligible Applicants 13

Cost Sharing or Matching 13

Pre-Application Requirements 13

Grant Program Accounting System & Financial Capability Questionnaire 13

IV. APPLICATION AND SUBMISSION INFORMATION 14

Content and Form of Application Submissions 14

Cover Sheet 14

Table of Contents 14

Application Project Summary 14

Project Narrative 14

Activities/Indicators Tracker 14

Application Budget Narrative 14

Required Grant Application Forms 15

Size, Font, and Page Limit 15

Electronic Submission Details 15

Dun and Bradstreet (DUNS) Number 15

System for Award Management (SAM) 15

Grants.gov Registration 16

Authorize Grants.gov Roles 16

Electronic Signature 17

How to Submit an Application via Grants.gov 17

Applicant Support 18

Grants.gov File Name Procedures 18

Application Deadline and Proof of Timely Submission 18

Intergovernmental Review 19

V. APPLICATION REVIEW INFORMATION 20

Evaluation Factors and Criteria 20

1. Soundness or Merit of Project Design (30 points) 20

2. Implementation and Evaluation (15 points) 20

3. Sustainability (10 points) 21

4. Budget Appropriateness and Economic Efficiency (20 points) 21

5. Feasibility (15 points) 22

6. Staff Capability and Management (10 points) 22

Review and Selection Process 22

Determination of Award Amounts 22

Debriefing Requests 23

VI. FEDERAL AWARD ADMINISTRATION INFORMATION 23

Administrative and National Policy Requirements 23

Confidentiality of an Application 23

Safeguarding Personally Identifiable Information 23

Conflict Of Interest and Confidentiality of the Review Process 24

Administrative Regulations 24

Code of Federal Regulations and Other Government Requirements 26

Government-wide Regulations 26

Acknowledge USDA support 27

Reporting 27

Financial Reporting 27

Progress Reporting 28

VII. FEDERAL AWARDING AGENCY CONTACT 29

APPENDIX A: GRANT PROGRAM ACCOUNTING SYSTEM & FINANCIAL CAPABILITY QUESTIONNAIRE 30

Purpose 30

Organization Information 30

Financial Stability and Quality of Management Systems 30

Audit Reports and Findings 31

Applicant Certification 31

APPENDIX B: BUDGET NARRATIVE CHECKLIST 32

1. PROGRAM DESCRIPTION

Introduction

The Food and Nutrition Service (FNS) administers the nutrition assistance programs of the U.S. Department of Agriculture, including the Supplemental Nutrition Assistance Program (SNAP). SNAP is the cornerstone of USDA's nutrition assistance programs. It began in its modern form in 1961 but has its origins in the Food Stamp Plan to help the needy in the 1930's. SNAP is the largest program in the domestic hunger safety net and provides nutrition assistance benefits via an Electronic Benefit Transfer (EBT) card to millions of low-income people. These benefits help supplement household food budgets so recipients can purchase more healthy food. FNS works in partnership with State agencies in the administration of SNAP.¹

While the vast majority of recipients are eligible and use their benefits as intended, there are some who violate program rules. Program violations may include a number of activities, such as falsifying income or identity in order to be eligible for benefits they may not be entitled to, or by using benefits for anything other than their intended purpose. Program violations can result in severe penalties, such as criminal punishment and permanent disqualification from the program. SNAP has zero tolerance for fraud and continues to work with its State partners to implement aggressive measures to improve program integrity.

From 2014 to 2017, FNS partnered with 10 State agencies to pilot new strategies and improve the use of analytics to more effectively detect potential fraud, improve administration, and increase oversight. The lessons learned and ideas tested during these pilots led to the development of the SNAP Fraud Framework. The SNAP Fraud Framework is a collection of procedures, innovative ideas and promising practices to help State agencies improve fraud prevention, detection and investigation techniques and processes. This framework and its supporting documents are designed to support States as they develop new efforts or improve on existing ones to prevent, detect, and investigate fraud. There is no simple solution to combat fraud and each State may require a different approach to improve program integrity. The SNAP Fraud Framework acknowledges the need for State flexibility by offering a menu of options for States to implement as they work to improve program operations and efforts.

The SNAP Fraud Framework is intended to share best practices with personnel directly administering and enforcing the Food and Nutrition Act of 2008. It includes sensitive fraud detection and investigative techniques and therefore has not been shared beyond FNS and SNAP State agencies, the only eligible applicants for this grant opportunity. State agencies that do not have access to the SNAP Fraud Framework should contact their FNS Regional Office.

Grant Opportunity

Section 29(a) of the Food and Nutrition Act of 2008 (7 U.S.C. 2036) authorizes FNS to provide grants on a competitive basis to State agencies to strengthen program integrity activities in SNAP. Up to $5.1 million has been appropriated in FY 2019 for State agencies to implement practices described in the SNAP Fraud Framework. The purpose of the SNAP Fraud Framework Implementation Grant Program is to support State agency efforts to improve and expand recipient fraud prevention, detection and investigation efforts using the procedures, ideas and practices outlined in the SNAP Fraud Framework. Successful applications will specifically incorporate one or more of these procedures, ideas and practices in their proposals.

FNS anticipates awarding XX grant awards. The funding for these awards will range from a minimum award of $250,000 and a maximum award of $750,000. This grant opportunity is not intended to support retailer fraud-related projects. All funding is contingent upon the availability of Federal funds. The number of awards will depend upon the funding. Applications received in response to this solicitation may be used to fund awards in this and subsequent fiscal years.

Program Goals

The overall goal of the SNAP Fraud Framework Implementation Grant is to improve State agencies’ recipient fraud prevention, detection and investigation efforts using principles from the seven components that make up the SNAP Fraud Framework. State agencies will use resources from this grant opportunity to fund projects that support the State’s implementation of the SNAP Fraud Framework. Activities proposed in the RFA should clearly align with one or more of the components described in the SNAP Fraud Framework and listed below.

Listed below are some general examples of potential project ideas for each component; however applicants should identify projects that best fit the needs of the State and that the State can successfully implement. Applicants should reference the SNAP Fraud Framework as a resource for identifying potential projects. Additionally, we encourage applicants to consider foundational projects that the State agency can build on for future growth in the fraud control area, such as data quality improvement, strategic planning, or the development of a training program.

The seven components of the SNAP Fraud Framework are:

1. Organizational Management

This component aims to help States establish and communicate priorities, organize employees, and manage both large-scale and day-to-day processes. Many of the concepts described in this component are the foundation for successful program integrity initiatives.

Examples of the types of projects that would fall under this component include:

• Establish a strategic plan that addresses recipient integrity

• Improve documentation around recipient fraud processes and procedures that align with strategic priorities

• Enhance data analysis skills within fraud unit

2. Performance Measurement

This component offers recommendations encouraging States to consistently capture and analyze their own performance.

Examples of the types of projects that would fall under this component include:

• Assess the impact of current integrity efforts and initiatives through active monitoring of a defined set of metrics

• Establish metrics, measures and key performance indicators to track performance

• Automate data gathering and calculations currently done manually

3. Recipient Integrity Education

This component provides targeted integrity education initiatives to help ensure recipients have the necessary information and tools to use SNAP benefits as intended—preventing fraud before it occurs.

Examples of the types of projects that would fall under this component include:

• Ensure SNAP recipients as well as public audiences can easily report SNAP fraud by disseminating information and improving hotlines or online reporting

• Improve client integrity education messaging through various channels

4. Fraud Detection

Here, the SNAP Fraud Framework stresses the importance of proactively detecting fraud from the application process and continuing throughout the recipient’s time in the Program.

Examples of the types of projects that would fall under this component include:

• Strengthen efforts to detect potential fraud at the time of application

• Improve the use of data analytics to monitor EBT card replacements and predict potential incidents of trafficking

• Enhance internal controls to protect against employee fraud

5. Investigations and Dispositions

This component aims to provide states with tools and suggestions to improve fraud case management from initial fraud referral through disposition.

Examples of the types of projects that would fall under this component include:

• Implement a data-driven process for prioritizing SNAP fraud investigations

• Establish standardized procedures for developing effective evidence packages

• Improve internal fraud referral and feedback processes

6. Analytics and Data Management

This component details the necessary people, processes, and technology to launch and maintain an analytics capability. Data analytics can play a valuable role in preventing, detecting, and investigating SNAP fraud.

Examples of the types of projects that would fall under this component include:

• Clean up existing data to eliminate erroneous or duplicate values and improve usability

• Improve data management processes (e.g., quality, storage, protection, security, standardization)

7. Learning and Development

The final component contains recommendations for States to invest in training and professional development opportunities to promote employee engagement and to ensure employees are aware of new and emerging trends in fraud.

Examples of the types of projects that would fall under this component include:

• Establish a standardized training program for employees throughout the organization that focuses on their roles in recipient integrity activities

• Create a mentoring or coaching program for professional development in support of recipient integrity efforts

2. FEDERAL AWARD INFORMATION

A total of up to $5.1 million in Federal funding is available for the SNAP Fraud Framework Implementation Grant. FNS anticipates awarding the grants through a competitive process by March 31, 2019. Grantees may use grant funds for the duration of the project period. The period of performance begins on April 1, 2019 and will not exceed two (2) years from the start date, or April 1, 2021. States may specify shorter performance periods as appropriate given the scope of the project. FNS intends to fund multiple grants under this RFA in order to maximize the benefit to State agencies. The number of grants awarded will be dependent on the quality and nature of the grants received.

Program Requirements

The goal of the SNAP Fraud Framework Implementation Grant is to help States implement promising practices contained in the SNAP Fraud Framework. The awards will support new projects that fall under any of the seven components of the SNAP Fraud Framework. The seven components can be found listed under the Program Goals heading of this RFA and fully described in the SNAP Fraud Framework document. Proposals should clearly describe the intent and scope of activities and their relation to any of the seven components of the SNAP Fraud Framework. State agencies that do not have access to the SNAP Fraud Framework should contact their FNS Regional Office.

Proposed projects must be sustainable. A significant part of the evaluation criteria will be dependent on how clear a proposal demonstrates the State agency’s ability to continue funding and implementing activities at the same level once the grant ends. This applies to all proposals, including those that propose hiring personnel to implement a part of the project.

Funds from this RFA are for new projects and shall not be used for the ongoing cost of carrying out an existing project. Additionally, funds may not be used to offset costs for existing personnel. Recipients of prior SNAP recipient integrity grant awards are eligible for this opportunity should they choose to apply; however, proposals for this grant program must be for new projects.

Each project design should include quantifiable objectives, measures to assess progress toward meeting those objectives, project activities linked to meeting specific objectives, and a list of deliverables and/or milestones for the duration of the project. Applicants must also include a clear and reasonable timeline, and a narrative description of how the project will be staffed and managed, including a project organizational chart. Every grantee must assess and report on its progress each quarter by using performance measures tied to specific project objectives. These measures can include process measures, output measures, and outcome measures. The proposal should describe the process for collecting and reporting these data including the data source.

The proposal’s project description must capture a bona fide need. The budget and budget narrative must be in line with the proposed project description. FNS reserves the right to request information not clearly addressed.

We encourage potential applicants to carefully read and review the Evaluation of Grant Application Criteria listed in this RFA under Application Review Information (Section V). These criteria outline the qualities FNS expects successful proposals to have; they will also guide the reviewers’ evaluation of proposals.

Funding

Funding per Award

FNS anticipates that funding per award will range from $250,000 to $750,000.

Type of Award

FNS will award SNAP Fraud Framework Implementation Grants in the form of a Federal grant. FNS will provide funding for approved grants through the Grant Award/Letter of Credit process, upon receipt of a properly executed Grant Agreement and subject to the availability of funding.

Procurement Contracts

Grantees may use grants funds to procure contracts for good or services.

Allowable Uses of Funds

• Funds from this RFA are for new projects and shall not be used for the ongoing cost of carrying out an existing project.

• FNS does not intend for this grant program to fund compliance with existing statutory or regulatory program requirements, such as data matching. FNS will continue to fund all State agency activities through 50% Federal matching of administrative costs.

• SNAP Fraud Framework Implementation Grant-funded projects may benefit other governmental programs; however, grant funds must only support SNAP’s share of the project costs.

Restrictions on Funding Use

• Grant funds cannot be used for the ongoing cost of carrying out an existing project.

• Pre-award costs will not be awarded for this grant project.

Additional Information

• Grant awards are subject to the availability of funding and/or appropriations of funds.

• FNS reserves the right to use this solicitation and competition to award additional grants this or subsequent fiscal years should additional funds become available.

3. ELIGIBILITY INFORMATION

Eligible Applicants

This grant opportunity is open to the 53 State agencies that administer SNAP. State Agencies may submit applications on behalf of specific counties or districts. FNS will consider only one application per State agency.

Cost Sharing or Matching

There is no cost sharing or matching required for this grant.

Pre-Application Requirements

In reviewing applications in any discretionary grant competition, Federal Awarding Agencies, in accordance with 2 CFR 200.400, are required, prior to making a Federal award, to review information available through various OMB-designated repositories for eligibility qualification or financial integrity, and to have in place a framework for evaluating the risks posed by applicants before they receive Federal awards. The evaluation of the information obtained from the designated repository systems and the risk assessment may result in the FNS imposing special conditions that correspond to the degree of risk assessed. The Federal repository systems FNS will review include:

1. Dun and Bradstreet is a system where applicants establish a Data Universal Numbering System (DUNS) number, which the Federal government uses to better identify related organizations that are receiving funding under grants and cooperative agreements, and to provide consistent name and address data for electronic grant application systems. The Federal government requires that all applicants for Federal grants and cooperative agreements, with the exception of individuals other than sole proprietors, have a DUNS number;

2. The System for Award Management (SAM), the Official U.S. Government system that consolidated the capabilities of Central Contractor Registry (CCR)/FedReg, Online Representations and Certifications (ORCA), and Excluded Parties List System (EPLS);

3. The Federal Awardee Performance and Integrity Information System (FAPIIS) is a database that has been established to track contractor misconduct and performance;

Grant Program Accounting System & Financial Capability Questionnaire

Applicants must also respond to the Grant Program Accounting System & Financial Capability Questionnaire, which is included in Appendix A, to allow FNS to evaluate aspects of the applicant’s financial stability, quality of management systems, and history of performance, reports and findings from audits. A questionnaire containing these questions has been provided to facilitate the process. Applicants must answer all the pre-application questions. While answering “yes” may be an indicator of risk, the consideration and evaluation of these questions is only an indicator of potential risk and may or may not result in an additional oversight requirements or special conditions be placed on an award should an award be made. Decisions regarding additional oversight requirements will take into consideration the total number of risks identified.

4. APPLICATION AND SUBMISSION INFORMATION

Applicants may request a paper copy of this solicitation and required forms by contacting the FNS Grants Officer at:

XXXX; Grant Officer

Grants and Fiscal Policy Division

U.S. Department of Agriculture, FNS

3101 Park Center Drive, Room 740

Alexandria, VA 22302

E-mail: XXXXXX

Content and Form of Application Submissions

The SNAP Fraud Framework Implementation Grant applications should adhere to the formats and requirements listed in this section.

Cover Sheet

The cover page should include the following:

1. Applicant’s name and mailing address;

2. Project title; and

3. Primary contact’s name, job title, phone number and e-mail address.

Table of Contents

Include relevant topic page number

Application Project Summary

The application should clearly describe the proposed project activities and anticipated outcomes that would result if the proposal is funded.

Project Narrative

The project narrative should clearly identify what the applicant is proposing and how it will address a solution, the expected results and/or benefits once the solution is achieved, and how it will meet the RFA program scope and objectives. The proposed project methodology should describe the project design, address program specific methodology needs, procedures, timetables, monitoring/oversight, and the organization’s project staffing.

Activities/Indicators Tracker

Proposed Activities and indicators measuring success must be mapped to SNAP Fraud Framework components (as described in Section I “Program Description”) in the below format (note that additional Activities/Indicators can be added as needed). Note: Indicators are defined as any metric you anticipate will be able to be tracked during the period of performance of the grant.

Objective <enter #>:
Proposed Activity 1:
Indicator 1:
Indicator 2:
Proposed Activity 2:
Indicator 1:
Indicator 2:

Objective <enter #>:

Application Budget Narrative

The budget narrative should correspond with the proposed project narrative and application budget. The narrative must justify and support the bona fide needs of the budget’s direct cost, and include calculations which show how each budget item was derived. All non-profit organizations must include their 501(c)(3) determination letter issued by the Internal Revenue Service (IRS). All funding requests must be in whole dollars. Refer to the Application Checklist on page III and Budget Narrative Checklist in Appendix B to assure each category is addressed in the budget.

If the budget includes indirect costs, the applicant must provide a copy of its most recently approved Federal indirect cost rate agreement. If available, the current Negotiated Indirect Cost Rate Agreement (NICRA), negotiated with a Federal negotiating agency, should be used. Indirect costs may not exceed the negotiated rate. If a NICRA is used, the percentage and base should be indicated. If the applicant does not have, and has never been approved for, a NICRA, they may charge up to 10% de minimis; in this instance, the applicant must note that this is what they are requesting. An applicant may elect not to charge indirect costs and, instead, use all grant funds for direct costs. If indirect costs are not charged, the phrase "None requested" should be stated in the budget narrative.

Required Grant Application Forms

Please refer to the Application Checklist on page III for a list of required grant forms

Size, Font, and Page Limit

• All pages are single-spaced with 1-inch margins and 12-point font.

• The grant application is no more than 25 pages, not including the cover sheet, table of contents, resumes, letter(s) of commitment, endorsement letter(s), appendices, and required forms.

• All pages, excluding the form pages, are numbered.

• The proposal is well-presented, well-written and void of grammatical errors.

Electronic Submission Details

Dun and Bradstreet (DUNS) Number

In order to submit an application via www.grants.gov, applicants must have a DUNS number and registered in both the new SAM and on www.grants.gov.

Please visit the following websites to obtain additional information on how to obtain a DUNS number (www.dnb.com) and register in SAM (https://www.sam.gov/portal/public/SAM/). If your organization does not have a DUNS number or if you are unsure of your organization’s number, you can contact Dun and Bradstreet via the internet at http://fedgov.dnb.com/webform or by calling 1-888-814-1435, Monday thru Friday, 8am-9pm EST. There is no fee associated with obtaining a DUNS number.

System for Award Management (SAM)

The System for Award Management (SAM) combines the Federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. All applicants must have SAM status at the time of application submission and throughout the duration of a Federal award in accordance with 2 CFR Part 25. For additional information regarding SAM see the following link: https://www.acquisition.gov/SAM_Guides/Quick%20Guide%20for%20Grants%20Registrations%20v1.pdf

For applicant organizations that were previously registered in the CCR, relevant applicant information is already in SAM; set up a SAM account as necessary to update any information. To register in SAM, the applicant’s DUNS number, Tax ID Number (TIN), and taxpayer name (as it appears on the applicant’s last tax return) are all required. SAM verifies all information submitted by the applicant using several systems. This verification takes at least 48 hours after your registration is submitted to SAM. Applicants must have a valid SAM registration no later than 3 days prior to the application due date of this solicitation. Applicants that do not receive confirmation that SAM registration is complete and active should contact SAM at: https://www.fsd.gov/fsd-gov/fsdlogin.do.

The General Services Administration created a SAM training. To view the presentation, please visit: http://www.youtube.com/watch?v=mmHcKCchaiY. This training will be extremely useful for SAM users that are:

• Registering at SAM for the first time

• Setting up user permissions from CCR into the SAM registration (called migrating)

• Updating/renewing CCR record in SAM

Grants.gov Registration

In order to apply for a grant, your organization must have completed the above registrations as well as register on www.grants.gov. The Grants.gov registration process can be accessed at: https://www.grants.gov/web/grants/register.html.

If you are a new user, please ensure that your organization’s Point-of-Contact (POC) has designated you as an Authorized Organization Representative (AOR). If you are not designated as an AOR, you will be unable to submit your application package through the Grants.gov web portal.

Generally, the registration process takes between 3-5 business days. The Grants.gov system provides several confirmation notices; applicants should ensure receipt of confirmation that the application was accepted. For tools and tips regarding Grants.gov, please visit: http://www.grants.gov/web/grants/applicants/applicant-tools-and-tips.html. For more detailed instructions about creating a profile on Grants.gov, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html

Authorize Grants.gov Roles

After creating an account on Grants.gov, the EBiz POC receives an email notifying them of your registration and request for roles. The EBiz POC will then log in to Grants.gov and authorize the appropriate roles, which may include the AOR role, thereby giving you permission to complete and submit applications on behalf of the organization. You will be able to submit your application online any time after you have been approved as an AOR.

For more detailed instructions about creating a profile on Grants.gov, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html

To track your role request, refer to: https://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html.

Electronic Signature

When applications are submitted through Grants.gov, the name of the organization’s AOR that submitted the application is inserted into the signature line of the application, serving as the electronic signature. The EBiz POC must authorize individuals who are able to make legally binding commitments on behalf of the organization as an AOR; this step is often missed and it is crucial for valid and timely submissions.

How to Submit an Application via Grants.gov

Grants.gov applicants can apply online using Workspace. Workspace is a shared, online environment where members of a grant team may simultaneously access and edit different webforms within an application. For each funding opportunity announcement (FOA), you can create individual instances of a workspace.

Below is an overview of applying on Grants.gov. For access to complete instructions on how to apply for opportunities, refer to: https://www.grants.gov/web/grants/applicants/apply-for-grants.html

1. Create a Workspace

Creating a workspace allows you to complete it online and route it through your organization for review before submitting.

2. Complete a Workspace

Add participants to the workspace, complete all the required forms, and check for errors before submission.

1. Adobe Reader: If you decide not to apply by filling out webforms you can download individual PDF forms in Workspace so that they will appear similar to other Standard forms. The individual PDF forms can be downloaded and saved to your local device storage, network drive(s), or external drives, then accessed through Adobe Reader. NOTE: Visit the Adobe Software Compatibility page on Grants.gov to download the appropriate version of the software at: https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

2. Mandatory Fields in Forms: In the forms, you will note fields marked with an asterisk and a different background color. These fields are mandatory fields that must be completed to successfully submit your application.

3. Complete SF-424 Fields First: The forms are designed to fill in common required fields across other forms, such as the applicant name, address, and DUNS number. To trigger this feature, an applicant must complete the SF-424 information first. Once it is completed, the information will transfer to the other forms.

3. Submit a Workspace

An application may be submitted through workspace by clicking the Sign and Submit button on the Manage Workspace page, under the Forms tab. Grants.gov recommends submitting your application package at least 24-48 hours prior to the close date to provide you with time to correct any potential technical issues that may disrupt the application submission.

4. Track a Workspace

After successfully submitting a workspace package, a Grants.gov Tracking Number (i.e. GRANTXXXXXXXX) is automatically assigned to the package. The number will be listed on the Confirmation page that is generated after submission.

For additional training resources, including video tutorials, refer to: https://www.grants.gov/web/grants/applicants/applicant-training.html

Applicant Support

Grants.gov provides applicants 24/7 support via the toll-free number 1-800-518-4726 and email at [email protected]. For questions related to the specific grant opportunity, contact the number listed in the application package of the grant you are applying for.

If you are experiencing difficulties with your submission, it is best to call the Grants.gov Support Center and get a ticket number. The Support Center ticket number will assist the Center with tracking your issue and understanding background information on the issue.

Grants.gov File Name Procedures

All applicants MUST follow Grants.gov guidance on file naming conventions. To avoid submission issues, please follow the guidance provided in the Grants.gov Frequently Asked Questions (FAQ): https://www.grants.gov/web/grants/applicants/applicant-faqs.html.

File attachment names longer than approximately 50 characters can cause problems processing packages. Please limit file attachment names. Also, do not use any special characters (example: &,–,*,%,/,#’, -), this includes periods (.), spacing followed by a dash in the file. For word separation, use underscore (example: Attached_File.pdf) in naming the attachments. Please note that if these guidelines are not followed, your application will be rejected. FNS will not accept any application rejected from Grants.gov portal due to incorrect naming conventions.

Application Deadline and Proof of Timely Submission

All applications must be received by 11:59 PM, Eastern Standard Time, on XXX. Proof of timely submission is automatically recorded by Grants.gov. An electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant AOR will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) from Grants.gov with the successful transmission of their application. Applicant AORs will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.

USDA will not accept mailed, faxed, or hand-delivered applications. FNS will deem applications received after the deadline as ineligible and will not review late applications. FNS will not consider any additions or revisions to an application after it is submitted. Additionally, FNS will not review incomplete applications.

When FNS successfully retrieves the application from Grants.gov, and acknowledges the download of submissions, Grants.gov will provide an electronic acknowledgment of receipt of the application to the email address of the applicant with the AOR role. Again, proof of timely submission shall be the official date and time that Grants.gov receives your application. Applications received by Grants.gov after the established due date for the program will be considered late and will not be considered for funding by FNS.

Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before Grants.gov receives your application. Again, Grants.gov will provide either an error or a successfully received transmission in the form of an email sent to the applicant with the AOR role. The Grants.gov Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.

Please allow sufficient time to complete your application package and ensure the package is uploaded through the www.grants.gov web portal. If the same applicant in response to this solicitation submits multiple application packages through the Grants.gov web portal, FNS will accept the latest application package successfully submitted. All other packages submitted by the applicant will be removed from this competition.

USDA strongly encourages applicants to begin the process at least 4 weeks before the due date and to submit applications to Grants.gov at least 1 week before the deadline to allow time to troubleshoot any issues, should they arise. Applicants experiencing difficulty submitting an application to www.grants.gov should contact the Grants.gov Support Center at 1-800-518-4726 or via e-mail at [email protected].

Complete grant applications must be uploaded to www.grants.gov by 11:59 PM, Eastern Standard Time (EST), on XXXXXXXX.

• Late applications will not be considered.

• FNS will not consider additions or revisions to applications once they are submitted.

• Applications must be submitted via the Grants.gov web portal. Mailed, e-mailed or hand-delivered application packages will not be accepted.

• Grant awards are subject to the availability of funding and/or appropriations of funds.

• FNS reserves the right to use this solicitation and competition to award additional grants in this or subsequent fiscal years should additional funds become available.

Intergovernmental Review

This funding opportunity may be subject to the requirements of EO 12372, “Intergovernmental Review of Federal Programs.” This Executive Order was issued with the desire to foster the intergovernmental partnership and strengthen federalism by relying on State and local processes for the coordination and review of proposed Federal financial assistance and direct Federal development. The Order allows each State to designate an entity to perform this function.

The Catalog of Federal Domestic Assistance (CFDA) lists programs eligible for intergovernmental review under E.O. 12372. The Catalog of Federal Domestic Assistance (CFDA) listing can be found under search for assistance programs, then by programs requiring executive order 12372 review.

For a list of State agency contacts, please visit the Office of Management website at: https://www.whitehouse.gov/wp-content/uploads/2018/07/SPOC-July2018.pdf

If you are located within a State that does not have a Special Point of Contact SPOC, you may send application materials directly to a Federal awarding agency.

Please be aware that the grants.gov system provides several confirmation notices; applicants should ensure receipt of confirmation that the application was accepted. Applicants experiencing difficulty submitting applications to www.grants.gov should contact the agency contact noted in Section VII: Federal Awarding Agency Contact.

5. APPLICATION REVIEW INFORMATION

FNS will pre-screen all applications to ensure the applicants are eligible entities and are in compliance with all Program regulations. If an application does not include all appropriate information, FNS will consider the application to be non-responsive and will eliminate it from further evaluation. FNS will not approve any waivers from Program regulations for any projects submitted in response to this solicitation.

Additionally, the review committee will evaluate proposals against the criteria below. The project narrative sections include a point value to indicate the importance of each section; however, reviewers will be evaluating proposals based on all sections regardless of whether point values are provided.

Evaluation Factors and Criteria

The following selection criteria will be used to evaluate applications for this RFA.

1. Soundness or Merit of Project Design (35 points)

Demonstrated Need: The proposal clearly describes the need to strengthen program integrity by focusing on at least one component of the SNAP Fraud Framework, and provides evidence that the proposed approach is well-suited to solve the identified issue.

Impact: The proposal clearly demonstrates:

• A direct effect on the SNAP State agency process and provides evidence that the changes would help combat recipient fraud and benefit trafficking.

• A clear progression from idea to practice in a State agency.

• A clear description of the impact the project is expected to make. Impact can be described in terms of the degree to which the new or improved processes are expected to help the State agency’s expand its current efforts to eliminate recipient fraud.

Quality: The proposal shows thought, analysis, clarity, and the use of relevant facts and knowledge. This includes clear understanding of the SNAP Fraud Framework.

Application of the SNAP Fraud Framework: The proposed project integrates principles, procedures, ideas and/or practices outlined in the SNAP Fraud Framework.

Feasibility: The application proposes projects that are capable of being accomplished and likely to be implemented. The proposal demonstrates State agency readiness and leadership’s interest to implement activities. It should also demonstrate that the proposed project is appropriate given the current capacity of the agency. We encourage applicants to consider foundational projects that the State agency can build on for future growth in the fraud control area.

2. Implementation and Evaluation (15 points)

Timeline: The proposal includes a project timeline that outlines proposed tasks and demonstrates that sufficient time is allotted for each activity. Period of performance is commensurate with project scope.

Evaluation: The proposal describes a well-thought-out, organized review and evaluation process that will measure whether the goals of the project have been met. The evaluation should focus on measuring the impact the project seeks to make. Please be sure to include information on who will measure the goals of the project, how the goals will be measured, when the goals will be measured and what the organization will be measuring.

3. Sustainability (20 points)

The proposal shows that the project is very likely to be sustained after the grant period ends. The proposal should clearly demonstrate State agency’s ability to continue funding and implementing activities once the grant ends. This also applies personnel hired under this grant program, as applicable.

4. Budget Appropriateness and Economic Efficiency (20 points)

Budget: The proposal includes:

• A line item budget – please refer to the Application Checklist on page III and Budget Narrative Checklist in Appendix B to assure each category is addressed in the budget.

• A narrative that demonstrates how funds will be spent, by whom and for what purpose.

• The narrative should provide enough detail for reviewers to easily understand how costs were determined and how they relate to the goals and objectives of the project. There should be adequate justification for budget costs based on current industry costs/standards. Information on costs should be obtained from applicable organizations or from online sources.

• Additionally, a copy of the approved negotiated indirect cost rate agreement must be attached if indirect costs are shown as a budget expense to the project.

• If applicable, the budget must show how the costs are allocated among the benefiting programs and demonstrate that this grant is only going to fund SNAP’s share.

Efficiency: The proposal is cost effective – it demonstrates that the anticipated results are commensurate with the cost of the project.

Contractual and Consultant Costs: Proposals who wish to hire a consultant or contract work out must provide the following information:

• Consultant’s name and description of service

• Itemized list of all direct costs and fees

• Salaries must have the number of personnel including the position title

• Specialty and specialized qualifications as appropriate to the salary

• Number of estimated hours times hourly wage

• All expenses and fees directly related to the proposed services to be rendered to the project

• Applicants that are required to issue a bid should provide a narrative explaining the requirement and provide a reasonable estimate of Contractual and Consultant Costs.

NOTE: Proposal submissions that omit the required budget forms, budget narratives and/or line item descriptions will not receive the full point value for this criterion. Therefore, applicants should recognize that a well-written budget narrative that justifies the proposed project expenditures assists the reviewers during the review process.

5. Staff Capability and Management (10 points)

Oversight: The proposal demonstrates that effective and consistent oversight by qualified project managers will be implemented throughout the project.

Communication: The proposal demonstrates that effective communication will exist within the organization. The proposal includes an organizational chart of the proposed project.

Staff: The proposal identifies the project director or manager and other key staff. The proposal includes resumes that demonstrate that the proposed staff has the appropriate technical and experiential backgrounds for their proposed roles. If the applicant is unable to identify the project director or manager and key staff, it must include with the application package job descriptions for positions that must be assigned. Applicants should address their contingency or back-up plans in the event of key staff departures.

Time Commitment: The proposal outlines the amount of time and effort the project director or manager, key staff, and, if applicable, partnering organizations, will contribute to the project.

Review and Selection Process

Following the initial screening process, FNS will assemble a panel group to review and determine the technical merits of each application. The panel will evaluate the proposals based on how well they address the required application components and array the applications from highest to lowest score. The panel members will recommend applications for consideration for a grant award based on the evaluation scoring. The selecting official reserves the right to accept the panel’s recommendation or to select an application for funding out of order to meet agency priorities, program balance, geographical representation, or project diversity. FNS reserves the right to use this solicitation and competition to award additional grants in the next fiscal year should additional funds be made available.

As mentioned above, FNS is interested in funding projects that address priorities specified in Section I of this RFA. However, FNS reserves the right to award grants to several such entities, or not to award any grants to such entities if it does not receive acceptable applications.

Determination of Award Amounts

If an application has been selected for funding and the budget submission is realistic and well- supported, the application will be funded at the level requested. However, FNS reserves the right to fund applications at a lesser amount if it judges that the application can be implemented with less, or if Federal funding is not sufficient to fully fund all applications that merit awards.

Note: If a discrepancy exists between the total funding request (submitted on SF-424, SF-424A, and budget or budget narrative) within the application package in response to this solicitation, FNS will only consider and evaluate the estimated funding request contained on SF-424.

Debriefing Requests

Non-selected applicants may request a debriefing to discuss the strengths and weaknesses of submitted proposals. This information may be useful when preparing future grant proposals. Additional information on debriefing requests will be forwarded to non-selected applicants.

6. FEDERAL AWARD ADMINISTRATION INFORMATION

Unless an applicant receives a signed award document with terms and conditions, any contact from a FNS grants or program officer should not be considered as a notice of a grant award. Grant funds cannot be use for pre-award or pre-agreement costs incurred prior to the effective start date.

The Government is not obligated to make any award as a result of this RFA. Only the recognized FNS authorized signature can bind the USDA, FNS to the expenditure of funds related to an award’s approved budget.

Administrative and National Policy Requirements

Confidentiality of an Application

When an application results in an award, it becomes a part of the record of FNS transactions, available to the public upon specific request.  Under the Privacy Act of 1974, information that the Secretary determines to be of a confidential, privileged, or proprietary nature will be held in confidence to the extent permitted by law.  Therefore, any information that the applicant wishes to have considered as confidential, privileged, or proprietary should be clearly marked within the application.  Furthermore, the applications for authorization contain personally identifying information on individuals doing business with Food and Nutrition Service.  Therefore, the Food and Nutrition Service published USDA e-Authentication Service (system of records) July 26, 2006 in the Federal Register Volume 71 page 42346 to specify the uses to be made of the information in this collection.  Access to records is limited to those persons who process the records for the specific uses stated in this Privacy Act notice.  Records are kept in physically secured rooms and/or cabinets.  Paper records are segregated and physically secured in located cabinets.  Various methods of computer security limit access to records in automated databases.    Any application that does not result in an award will be not released to the public.  An application may be withdrawn at any time prior to the final action thereon.

Safeguarding Personally Identifiable Information

Personally Identifiable Information (PII) is any information that can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, or biometric records, and any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information (National Institute of Standards and Technology (NIST) SP 800-122, Guide to Protecting the Confidentiality of Personally Identifiable information, April 2010).

Applicants submitting applications in response to this RFA must recognize that confidentiality of PII and other sensitive data is of paramount importance to the USDA FNS. All Federal and non-Federal employees (e.g., contractors, affiliates, or partners) working for or on behalf of FNS are required to acknowledge understanding of their responsibilities and accountability for using and protecting FNS PII in accordance with the Privacy Act of 1974; Office of Management and Budget Memorandum M-06-15, Safeguarding Personally Identifiable Information; M-06-16, Protection of Sensitive Agency Information; M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information; and the NIST Special Publication (SP) 800-122, Guide to Protecting the Confidentiality of Personally Identifiable Information.

By submitting an application in response to this RFA, applicants are assuring that all data exchanges conducted throughout the application submission and pre-award process (and during the performance of the grant, if awarded) will be conducted in a manner consistent with applicable Federal laws. By submitting a grant application, applicants agree to take all necessary steps to protect such confidentiality, including the following: (1) ensuring that PII and sensitive data developed, obtained or otherwise associated with UDSA FNS funded grants is securely transmitted. Transmission of applications through www.grants.gov is secure; (2) ensuring that PII is not transmitted to unauthorized users, and that PII and other sensitive data is not submitted via email; and (3) Data transmitted via approved file sharing services (WatchDox, ShareFile, etc.), CDs, DVDs, thumb drives, etc., must be encrypted.

Conflict Of Interest and Confidentiality of the Review Process

The agency requires all panel reviewers to sign a conflict of interest and confidentiality form to prevent any actual or perceived conflicts of interest that may affect the application review and evaluation process. Names of applicants, including States and tribal governments, submitting an application will be kept private, except to those involved in the review process, to the extent permitted by law. In addition, the identities of the reviewers will remain private throughout the entire process. Therefore, the names of the reviewers will not be released to applicants.

Administrative Regulations

Federal Tax Liabilities Restrictions

None of the funds made available by this or any other Act may be used to enter into a contract, memorandum of understanding, or cooperative agreement with, make a grant to, or provide a loan or loan guarantee to, any corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless a Federal agency has considered suspension or debarment of the corporation and has made a determination that this further action is not necessary to protect the interests of the Government.

Felony Crime Conviction Restrictions

None of the funds made available by this or any other Act may be used to enter into a contract, memorandum of understanding, or cooperative agreement with, make a grant to, or provide a loan or loan guarantee to, any corporation that was convicted of a felony criminal violation under any Federal law within the preceding 24 months, where the awarding agency is aware of the conviction, unless a Federal agency has considered suspension or debarment of the corporation and has made a determination that this further action is not necessary to protect the interests of the Government.

Debarment and Suspension 2 CFR Part 180 and 2 CFR Part 417

A recipient chosen for an award shall comply with the non-procurement debarment and suspension common rule implementing Executive Orders (E.O.) 12549 and 12669, “Debarment and Suspension,” codified at 2 CFR Part 180 and 2 CFR Part 417. This common rule restricts sub-awards and contracts with certain parties that are debarred, suspended or otherwise excluded from or ineligible for participation in Federal assistance programs or activities. The approved grant recipient will be required to ensure that all sub-contractors and sub-grantees are neither excluded nor disqualified under the suspension and debarment rules prior to approving a sub-grant award by checking the System for Award Management (SAM) at www.sam.gov.

Universal Identifier and Central Contractor Registration 2 CFR Part 25

Effective October 1, 2010, all grant applicants must obtain a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number as a universal identifier for Federal financial assistance. Active grant recipients and their direct sub-recipients of a sub-grant award also must obtain a DUNS number. To request a DUNS number visit: http://fedgov.dnb.com/webform.

The grant recipient must also register its DUNS number in the new Systems for Award Management (SAM). If you were registered in the CCR, your company’s information is already in SAM and you will just need to set up a SAM account. To register in SAM you will need your entity’s DUNS and your entity’s Tax ID Number (TIN) and taxpayer name (as it appears on your last tax return). Registration should take 3-5 days. If you do not receive confirmation that your SAM registration is complete, please contact SAM at https://www.fsd.gov/app/answers/list.

FNS may not make an award to an applicant until the applicant has complied with the requirements described in 2 CFR 25 to provide a valid DUNS number and maintain an active SAM registration with current information.

Reporting Sub-award and Executive Compensation Information 2 CFR Part 170

The Federal Funding Accountability and Transparency Act (FFATA) of 2006 (Public Law 109–282), as amended by Section 6202 of Public Law 110–252 requires primary grantees of Federal grants and cooperative agreements to report information on sub-grantee obligations and executive compensation. FFATA promotes open government by enhancing the Federal Government’s accountability for its stewardship of public resources. This is accomplished by making Government information, particularly information on Federal spending, accessible to the general public.

Primary grantees, including State agencies, are required to report actions taken on or after October 1, 2010, that obligates $25,000 or more in Federal grant funds to first- tier sub-grantees. This information must be reported in the Government-wide FFATA Sub-Award Reporting System (FSRS). In order to access FSRS, a current CCR registration is required. A primary grantee and first-tier sub-grantees must also report total compensation for each of its five most-highly compensated executives. Every primary and first-tier grantee must obtain a DUNS number prior to being eligible to receive a grant or sub-grant award. Additional information will be provided to grant recipients upon award.

Duncan Hunter National Defense Authorization Act of Fiscal Year 2009, Public Law 110-417

Section 872 of this Act requires the development and maintenance of a Federal Government information system that contains specific information on the integrity and performance of covered Federal agency contractors and grantees. The Federal Awardee Performance and Integrity Information System (FAPIIS) was developed to address these requirements. FAPIIS contains integrity and performance information from the Contractor Performance Assessment Reporting System, information from the CCR database, and suspension and debarment information from the EPLS. FNS will review and consider any information about the applicant reflected in FAPIIS when making a judgment about whether an applicant is qualified to receive an award.

Freedom of Information Act (FOIA) Requests

The Freedom of Information ACT (FOIA), 5 U.S.C. 552, provides individuals with a right to access records in the possession of the Federal Government. The Government may withhold information pursuant to the nine exemptions and the three exclusions contained in the Act.

Application packages submitted in response to this grant solicitation may be subject to FOIA by requests by interested parties. In response to these requests, FNS will comply with all applicable laws and regulations, including departmental regulations.

FNS will forward a Business Submitter Notice to the requested applicant’s point-of-contact. Applicants will need to review requested materials and submit and submit any recommendations within 10 days from the date of FNS notification. FNS will redact Personally Identifiable Information (PII).

For additional information on the Freedom of Information (FOIA) process, please contact Jennifer Weatherly, FNS Freedom of Information Act officer at [email protected].

Privacy Act Policy

The USDA Food and Nutrition Service does not collect any personal identifiable information without explicit consent. To view the Agency’s Privacy Policy Statement, visit: www.fns.usda.gov/privacy-policy.

Code of Federal Regulations and Other Government Requirements

This grant will be awarded and administered in accordance with the following regulations 2 Code of Federal Regulations (CFR), Subtitle A, Chapter II. Any Federal laws, regulations, or USDA directives released after this RFA is posted will be implemented as instructed.

Government-wide Regulations

• 2 CFR Part 25: “Universal Identifier and Central Locator Contractor Registration”

• 2 CFR Part 170: “Reporting Sub-award and Executive Compensation Information”

• 2 CFR Part 175: “Award Term for Trafficking in Persons”

• 2 CFR Part 180: “OMB Guidelines to Agencies on Government-wide Debarment and Suspension (Non-Procurement)”

• 2 CFR Part 200: “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”

• 2 CFR Part 400: USDA’s implementing regulation of 2 CFR Part 200 “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”

• 2 CFR Part 415: USDA “General Program Administrative Regulations”

• 2 CFR Part 416: USDA “General Program Administrative Regulations for Grants and Cooperative Agreements to State and Local Governments”

• 2 CFR Part 417: USDA “Implementation of OMB Guidance on Non-Procurement Debarment and Suspension”

• 2 CFR Part 418 USDA “New Restrictions on Lobbying”

• 2 CFR Part 421: USDA “Requirements for Drug-Free Workplace (Financial Assistance)”

• 41 U.S.C. Section 22 “Interest of Member of Congress”

• Freedom of Information Act (FOIA). Public access to Federal Financial Assistance records shall not be limited, except when such records must be kept confidential and would have been excepted from disclosure pursuant to the “Freedom of Information” regulation (5 U.S.C. 552)

General Terms and Conditions of the award may be obtained electronically. Please contact the Grants Officer at:

XXXXXXXX

Grant Officer, Grants and Fiscal Policy Division

U.S. Department of Agriculture, FNS

3101 Park Center Drive, Room 740

Alexandria, VA 22301

E-mail: XXXXXXXXX

Acknowledge USDA support

As outlined in 2 CFR 415.2, grant recipients shall include acknowledgement of USDA Food and Nutrition Service support on any publications written or published with grant support and, if feasible, on any publication reporting the results of, or describing, a grant-supported activity. Recipients shall include acknowledgement of USDA Food and Nutrition Service support on any audiovisual which is produced with grant support and which has a direct production cost of over $5,000.

• When acknowledging USDA support, use the following language: "This material is based upon work that is supported by the Food and Nutrition Service, U.S. Department of Agriculture.” Grantees are asked to follow the USDA Visual Standards Guide when using the USDA logo.

Grant recipients may be asked to host USDA officials for a site visit during the course of their grant award. All costs associated with the site visit will be paid for by USDA and are not expected to be included in grant budgets.

Reporting

Financial Reporting

The award recipient will be required to enter the SF-425, Financial Status Report data into the FNS Food Program Reporting System (FPRS) on a quarterly basis. A final financial report must be submitted within 90 days of the expiration of the grant period. In order to access FPRS, the grant recipient must obtain USDA e-authentication certification and access to FPRS. For additional information on FPRS, visit: https://fprs.fns.usda.gov/.

Progress Reporting

The recipient will be responsible for managing and monitoring the progress of the grant project activities and performance. The grant terms and conditions will indicate the reporting schedule for submitting project performance/progress reports to FNS. Any additional reporting requirements will be identified in the award terms and conditions, including results of the grant project. Specifically, FNS will require grantees to report details of successful anti-fraud projects that are sufficient and useful for sharing with other States in order to advance the goals described in the SNAP Fraud Framework. The grantee is encouraged to report information using the Periodic Progress Report attached at the end of this solicitation.

Quarterly Progress Reports—Quarterly progress reports must be submitted to FNS. These progress reports must provide a description of the activities conducted during the reporting period, major accomplishments with completion dates and budget information, deviations from the proposed plan, difficulties encountered, solutions developed to overcome difficulties, and major planned activities for the next quarter.

These reports are due 30 days after the end of each calendar quarter. More detailed specifications for the quarterly progress report content and submissions will be included in the agreement. Any additional reporting requirements will be identified in the award terms and conditions, including results of the grant project.

Final Progress Report— a report of up to 25 pages must be submitted within 90 days of the expiration of the grant period. This report will be composed of a short Executive Summary and the following:

• A project description including a concise summary of the major accomplishments, the difficulties encountered, and the solutions developed to resolve the difficulties; and

• A discussion of the project results and lessons learned.

Copies of any deliverables, media or publicity releases/articles and links to materials on websites also should be included or papers resulting from the grant should be attached to the final report. All products should include an acknowledgement of the source of funding. The Federal awarding agency reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes, the copyright in any work developed under a grant, sub-grant, or contract under a grant or sub-grant or any rights of copyright to which a grantee, sub-grantee, or a contractor purchases ownership with grant support.

7. FEDERAL AWARDING AGENCY CONTACT

For questions regarding this solicitation, please contact the Grants Officer at:

XXXXXX

Grant Officer, Grants and Fiscal Policy Division

U.S. Department of Agriculture, FNS

3101 Park Center Drive, Room 740

Alexandria, VA 22301

E-mail: XXXXXXXXX

APPENDIX A: GRANT PROGRAM ACCOUNTING SYSTEM & FINANCIAL CAPABILITY QUESTIONNAIRE

Purpose

Recipients of Federal funds must maintain adequate accounting systems that meet the criteria outlined in 2 CFR §200.302 Standards for Financial and Program Management. The Food and Nutrition Service Agency’s (FNS) uses the responses to this questionnaire to evaluate the applicant’s accounting system to ensure the adequate, appropriate, and transparent use of Federal funds. Failure to comply with the criteria outlined in the regulations above may preclude the applicant organization from receiving an award. This form applies to FNS’ competitive and noncompetitive grant programs. Please return this questionnaire with the application package.

Organization Information

Legal Organization Name: _____________________________________

D-U-Ns Number: _____________________________________________

Financial Stability and Quality of Management Systems

	Yes	No
Has your organization received a Federal award within the past 3 years?	☐	☐
Does your organization utilize accounting software to manage your financial records?	☐	☐
Does your accounting system identify the receipt and expenditure of program funds separately for each grant?	☐	☐
Does your organization have a dedicated individual responsible for monitoring organizational funds, such as an accountant or a finance manager?	☐	☐
Does your organization separate the duties for staff handling the approval of transactions and the recording and payment of funds?	☐	☐
Does your organization have the ability to specifically identify and allocate employee effort to an applicable program?	☐	☐
Does your organization have a property /inventory management system in place to track location and value of equipment purchased under the award?	☐	☐

Audit Reports and Findings

Requirement		Yes	No
Has your organization been audited within the last 5 fiscal years? (If the answer is “Yes” and this report was issued under the Single Audit Act please note this in the box below marked “Additional Information” and if not issued under the “Single Audit Act”, please attach a copy or provide a link to the audit report in the Hyperlink space below).		☐	☐
If your organization has been audited within the last 5 fiscal years, was there a “Qualified Opinion” or an “Adverse Opinion”?		☐	☐
If your organization has been audited within the last 5 fiscal years, was there a “Material Weakness” disclosed?		☐	☐
If your organization has been audited within the last 5 fiscal years, was there a “Significant Deficiency” disclosed?		☐	☐
Hyperlink (if available):
Additional information including expanding on responses in previous sections:

Applicant Certification

I certify that the above information is complete and correct to the best of my knowledge.

Authorized Representative’s Signature: ____________________________________Date:______
Name:
Phone:
Email:

APPENDIX B: BUDGET NARRATIVE CHECKLIST

(For grant applicant use only. Do not return this form with the application.)

This checklist will assist you in completing the budget narrative portion of the application. Please review the checklist to ensure the items below are addressed in the budget narrative.

NOTE: The budget and budget narrative, as well as forms SF-424 and SF-424A must be in line with the proposal project description (statement of work) bona fide need. FNS reserves the right to request information not clearly addressed. All funding requests must be in whole dollars. Be sure to include the calculations to show how line item amounts were derived.

	YES	NO
Personnel
Did you include all key employees paid for by this grant under this heading?
Are employees of the applicant’s organization identified by name and position title?
Did you reflect percentage of time the Project Director will devote to the project in full-time equivalents (FTE)?
Fringe Benefits
Did you include your organization’s fringe benefit amount along with the basis for the computation?
Did you list the type of fringe benefits to be covered with Federal funds?
Travel
Are travel expenses itemized? For example origination/destination points, number and purpose of trips, number of staff traveling, mode of transportation and cost of each trip.
Are the Attendee Objectives and travel justifications included in the narrative?
Is the basis for the lodging estimates identified in the budget? For example include excerpt from travel regulations.
Equipment
Is the need for the equipment justified in the narrative?
Are the types of equipment, unit costs, and the number of items to be purchased listed in the budget?
Is the basis for the cost per item or other basis of computation stated in the budget?
Supplies
Are the types of supplies, unit costs, and the number of items to be purchased reflected in the budget?
Is the basis for the costs per item or other basis of computation stated?
Contractual (FNS reserves the right to request information on all contractual awards and associated costs after the contract is awarded.)
Has the bona fide need been clearly identified in the project description to justify the cost for a contract or sub-grant expense(s) shown on the budget?
A justification for all Sole-source contracts must be provided in the budget narrative prior to approving this identified cost.
Other
Consultant Services. – Has the bona fide need been clearly identified in the project description to justify the cost shown on the budget. The following information must be provided in the justification: description of service, the consultant’s name and an itemized list of all direct cost and fees, number of personnel including the position title (specialty and specialized qualifications as appropriate to the costs), Number of estimated hours X hourly wages, and all expenses and fees directly related to the proposed services to be rendered to the project.
For all other line items listed under the “Other” heading. - List all items to be covered under this heading along with the methodology on how the applicant derived the costs to be charged to the program.
Indirect Costs
Has the applicant obtained a Negotiated Indirect Cost Rate Agreement (NICRA) from a Federal Agency? If yes, a copy of the most resent and signed negotiated rate agreement must be provided along with the application.
If no negotiated agreement exists, the basis and the details of the indirect costs to be requested should also be reflected in the budget.

INSERT PERIOD PROGRESS REPORT HERE ONCE CONVERTED TO .PDF

1 Throughout this RFA, “State agencies” refers to the agencies that administer SNAP in the 50 States, the District of Columbia, the Virgin Islands, and Guam.