OMB Control Number: 0584-0512
Expiration Date: xx/xx/xxxx
U.S. DEPARTMENT OF AGRICULTURE
FOOD AND NUTRITION SERVICE
Child Nutrition Programs
National School Lunch and School Breakfast Program
Fiscal Year 20XX
Administrative Review and Training (ART) Grants
REQUEST FOR APPLICATIONS
CFDA#: 10.579
DATES:
RFA Release Date: X X, 20XX
Application Submission Date: X X, 20XX
Award Date: X X, 20XX
OMB Burden Statement: The valid OMB control number for this information collection is 0584-0512. The estimated average time required to complete this information collection is 39 hours per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Services, Office of Policy Support, 1320 Braddock Place, 5th Floor, Alexandria, VA 22314 ATTN: PRA (0584-0512). Do not return the completed form to this address.
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TABLE OF CONTENTS
PAGE
PROGRAM DESCRIPTION ……….....………………………………...……….……... 3
FEDERAL AWARD INFORMATION,..…………………………………………….…. 3
Purpose of Grant Funding ……..……………...……………………………….…..... 3
ART Grant Type ....……………………..…………………………………….…..… 4
ELIGIBILITY INFORMATION ....…….………………………………………….……. 7
APPLICATION AND SUBMISSION INFORMATION...………………………..……10
Application Format ...…...………………………………….……………….…...... 10
Application Content,..……...………………………………………………….…….10
Required Grant Application Forms…...………………………………………..…... 11
Electronic Submission …………...…………...……………………………..……... 12
Submission Dates and Times ……………………………..…………………..…… 14
Funding Restrictions ………………………………………………………………. 14
Other Submission Requirements …………………………………………….…..…15
APPLICATION REVIEW INFORMATION..……………...………………………..... 15
Review Criteria ……………..………………………………………………….…...15
Review and Selection Process ……………..…………………………………….…16
FEDERAL AWARD ADMINISTRATION INFORMATION ………………..….……19
Federal Award Notice …….…………………………………………...………….. 20
Administrative and National Policy Requirements…….……………………….…. 20
Reporting ……………………………………………….…………………………..23
FEDERAL AWARDING AGENCY CONTACTS……………………………………..24
OTHER INFORMATION ……………………………………………………………...24
Debriefing Requests ………………………………………………………………..24
United States Department of Agriculture (USDA) Place Based Initiatives ………..24
Request for Application (RFA) Application Checklist……………………………..26
RFA Budget Narrative Checklist ………………………………………………….. 27
ART Planning Grant Proposal Template and Instructions …………………………29
ART Implementation Grant Proposal Template and Instructions ………………….36
Grant Program Accounting System & Financial Capability Questionnaire...……... 55
APPENDICES:
APPENDIX A: RFA Budget Narrative Checklist
APPENDIX B: FY 20XX ART Planning Grant Proposal Template and Instructions
APPENDIX C: FY 20XX ART Implementation Grant Proposal Template and Instructions
APPENDIX D: Grant Program Accounting System and Financial Capability Questionnaire
PROGRAM DESCRIPTION
The Child Nutrition and WIC Reauthorization Act of 2004 (P.L. 108-265) amended Section 22 of the Richard B. Russell National School Lunch Act to establish a requirement that State agencies conduct additional administrative reviews of selected Local Educational Agencies (LEAs). It also amended Section 7 of the Child Nutrition Act to provide annual funding for States to be used for oversight and training of LEAs. Both of these requirements are focused on LEAs that have demonstrated a high level of, or a high risk for, administrative error. To assist State agencies in achieving this requirement, the USDA Food and Nutrition Service (FNS) has up to $X.X million available in fiscal year (FY) 20XX to fund Administrative Reviews and Training (ART) Grants for oversight and training.
The ART grant funds will be available on a competitive basis only to the 57 State agencies that administer the National School Lunch Program (NSLP) and School Breakfast Program (SBP), and are for the purpose of identifying, reviewing, monitoring and training LEAs that have demonstrated a high level of, or a high risk for, administrative error. FNS is offering two types of ART Grants: Planning and Implementation. States may apply for either a Planning grant or an Implementation grant, as described within this Request for Applications (RFA), but not both in a given RFA solicitation.
The purpose of this RFA is to solicit applications from eligible entities and describe:
Types of grants available;
Which entities are eligible to apply for grant funds;
Requirements for submitting a successful application;
How applications will be reviewed and selected; and
Terms and conditions that grantees must adhere to.
FNS intends to work collaboratively with grant applicants and grantees throughout the application process and the life of grants awarded through this RFA. Within approximately three weeks of this RFA’s publication, FNS will conduct a webinar with all State agencies and FNS Regional offices to review the RFA and address questions regarding the application process. Notification of the webinar date, time and call-in information will be communicated to State agencies via the FNS Regional offices and the FNS Child Nutrition Program’s PartnerWeb at https://www.partnerweb.usda.gov.
Brief descriptions of previously awarded ART grant projects are located on the FNS School Meals Grants website at the following link: http://www.fns.usda.gov/school-meals/grants. Applicants may find this site helpful in exploring possibilities for viable use of grant funding.
FEDERAL AWARD INFORMATION
FNS expects to award up to $X in grant funding to State agencies for the purpose of decreasing administrative errors in those LEAs and schools that are experiencing, or likely to experience, program administrative errors. For FY 20XX, State agencies should focus on one or more of the following areas in developing their ART Grant applications:
Training of LEA administrative personnel in application, certification, verification, meal counting and meal claiming procedures. Training may include web-based training sessions;
Oversight and training activities focused on the nutritional quality of school meals;
Modifications that may be necessary to update processes and systems to comply with revisions to the Administrative Review process first implemented in school year 20XX-20XX; and
Technology improvements which demonstrate an ability to address administrative errors and improve program integrity through the use of targeted monitoring and increased training in error-prone LEAs. States choosing this option must clearly demonstrate how the proposed technology can be used to implement State-level activities, specifically review and training activities associated with error prone LEAs. For example, proposals may include the following:
Development of data analysis tools to monitor application, certification (including direct certification), verification (including direct verification), meal counting and meal claiming procedures for error-prone school districts;
Training methods utilizing web-based technology; or
Other innovative State-level automated solutions to identify and reduce administrative errors in error-prone school districts.
The FY 20XX ART Grant award process involves two types of awards:
ART Planning Grants for awards up to $X, with grant periods of up to one year; and
ART Implementation Grants for awards up to $X, with grant periods of one to three years.
State agencies may apply for either type of grant (i.e., Planning or Implementation), but not both in a given RFA solicitation. Only one grant application will be accepted from a State agency in response to this solicitation. In addition to this section, see Section IV, Application and Submission Information, for information on the required content for a grant application submission.
FNS will award these funds using a cooperative agreement to allow FNS more active participation with the cooperator during both project development and project execution. Examples of FNS participation include activities such as the following:
Ongoing evaluation of quarterly progress and financial reports to monitor the grantee’s project activities and ensure that the objectives, terms and conditions of the agreement are met;
Periodic on-site and off-site technical assistance to provide evaluation and guidance on project activities and outputs as they relate to child nutrition program objectives, including:
Providing program guidance on curriculum development;
Evaluation of training materials and websites;
Evaluation of technology improvements;
Review of project plans and milestones;
Review of procurement documents for sub-grantee involvement (i.e., requests for proposals, contracts, performance work statements, and project plans); and
Other technical assistance related to project objectives; and
Periodic collaborative meetings for multiple grantees for the purposes of technical assistance, training, problem solving and sharing successful or promising practices. Meetings may be conducted as webinars, teleconferences or training workshops in the Washington, D.C. area or in another city more centrally located within the contiguous United States.
Planning Grants
Planning grants are intended for State agencies administering the NSLP and SBP that know they need to reduce program administrative errors in LEAs, but may need to conduct additional research to identify the most effective way to decrease errors and improve program integrity. Therefore, potential uses of Planning grant funds include, but are not limited to, the following:
Feasibility studies and cost/benefit analyses to plan for automation projects;
Conducting an internal review of the State’s administrative processes;
Detailed analysis of past Administrative Reviews to identify most frequent Program requirements found to be out of compliance or the potential for noncompliance;
Hiring a contractor or university to conduct a study of the processes and recommend solutions;
Consulting with stakeholders; and
Assessing current training and oversight capabilities, needs and effective training methods.
State agencies that are awarded Planning grants from this solicitation may apply for funding for an Implementation grant at the next annual opportunity (FY 20XX) in order to carry out an implementation project in follow-up to their Planning grant activities and outcomes. Planning grant funds may be used to complete the planning for the implementation project and to develop an ART Implementation Grant application based on the Planning grant project outcomes. However, State agencies awarded an ART Planning Grant in FY 20XX who then apply for an ART Implementation Grant in FY 20XX are not guaranteed to receive an FY 20XX Implementation grant award. Due to funding limitations each year, all ART Grant awards, both Planning and Implementation, are competitive awards and will be based on the evaluation criteria stated in each fiscal year’s grant RFA. Consequently, FNS encourages State agencies to apply for an ART Planning Grant to conduct activities that would be beneficial in helping them reduce Program administrative errors, even if they do not receive an ART Implementation Grant award and have to rely on other resources to implement solutions identified as a result of the Planning grant activities.
State agencies must address all of the questions in Appendix B: ART Planning Grant Proposal Template and Instructions to develop an ART Planning Grant application. The instructions are designed to assist State agencies in developing a fully responsive ART Planning Grant application for viable planning activities and to bring consistency to the proposal process for evaluation purposes.
The maximum amount of any single ART Planning Grant is $X. However, FNS retains authority to award less than the amount requested in the grant application.
Implementation Grants
Implementation grants are intended for State agencies administering the NSLP and SBP that know what they need to do to improve program integrity through their State’s administrative training and oversight processes, but lack the resources to implement those changes. Potential uses of Implementation grant funds include, but are not limited to, the following:
Developing and delivering training to LEA administrative personnel;
Improving State-level technologies to enhance State-level monitoring capability to identify and address program administrative errors in error-prone LEAs and schools;
Upgrading software; and
Purchasing hardware to implement changes accordingly.
State agencies must address all of the questions in the Appendix C: ART Implementation Grant Proposal Template and Instructions to develop an ART Implementation Grant application. The instructions are designed to 1) guide applicants in thinking through all aspects of implementing proposed solutions, with particular emphasis on reducing risks associated with technology related aspects of their proposals, and 2) assist applicants in considering and capturing budget items such as, but not limited to, costs for personnel, hiring contractors, purchasing equipment, developing training, supplies and travel (including travel for State agency staff to attend at least one three-day annual FNS technical assistance and training meeting for grantee States). Following the guidance in Appendix C will assist applicants in developing fully responsive ART Implementation Grant applications and help to bring consistency to the proposal process for evaluation purposes.
The maximum amount of any single ART Implementation Grant is $X. However, FNS retains authority to award less than the amount requested by an applicant. The size of ART Implementation Grants will likely vary significantly, based on differences in project scope, the responsiveness of application packages, and clarity of demonstrated need.
NOTE: Applicants for the ART Implementation Grant should include in their budget estimates the following FNS sponsored collaborative activities for each year of the requested grant period of performance:
Estimated cost of travel and time for two State project staff to participate in an annual FNS technical assistance meeting lasting three full days at a location to be determined. Note: for budgeting purposes, State agencies should use Washington, DC as the location for the meeting (costs should be itemized);
Grant personnel costs to participate in quarterly technical assistance calls or webinars (generally one hour each); and
Personnel and contractor costs for preparation and participation in annual technical assistance and evaluation State site visits (one day each) and conference calls (approximately two per year at two hours each) with FNS contractors and staff.
The request for these funds should be clearly indicated in the Budget Narrative Justification, Standard Form 424, and Standard Form 424A (Budget Information – Non-Construction Programs). Sufficient funds should be budgeted in the proposal and reserved in the course of the project to meet this requirement.
Application and Review Dates
The deadline for submitting ART Planning Grant and ART Implementation Grant applications may be found in Section IV, D. Submission Dates and Times. FNS will process grants within approximately 90 days from the application deadline.
Award Periods
The award period for the FY 20XX ART Planning Grants and ART Implementation Grants will be as follows, beginning from the date of the award:
ART Planning Grants will be awarded for up to one year; and
ART Implementation Grants will be awarded for one to three years.
All grant funds must be obligated and all program activities under the grant (other than activities relating to the close out of the grant) must be completed by the end of the award period. The close-out of the grant must occur no later than 90 days following the end of the award period, and all obligations incurred under the grant must be liquidated by this date. Any funds that are not liquidated within 90 days following the end of the award period must be returned to FNS. In addition, the final progress reports are due to FNS no later than 90 days following the end of the award period. Please see Section VI. Federal Award Administration Information for details on reporting requirements.
ELIGIBILITY INFORMATION
Eligible applicants
Eligible applicants include all State agencies that administer the NSLP and SBP. In this instance, the term State agency means 1) the State educational agency; and 2) any other agency of the State which has been designated by the Governor or other appropriate executive or legislative authority of the State and approved by USDA to administer the NSLP and SBP in LEAs. Only one grant application (planning or implementation) will be accepted from a State agency in response to this solicitation. However, in instances where there are two agencies within a State, such as in the case where the public and private agencies are different, separate applications are acceptable.
Preapplication Screening 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 Food and Nutrition Service Agency (FNS) imposing special conditions that correspond to the degree of risk assessed. The Federal repository systems FNS will review include:
SAM, the System for Award Management, the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS;
FAPIIS, the Federal Awardee Performance and Integrity Information System, is a database that has been established to track contractor misconduct and performance;
Dun and Bradstreet, the system where applicants establish a DUNS number which is used by the Federal government 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.
U.S. Department of Agriculture, AD-3030, Representations Regarding Felony Conviction and Tax Delinquent Status for Corporate Applicants.
Applicants must also respond to the preapplication assessment questions below 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 preapplication 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.
Has your organization received a Federal award within the past 3 years?
Yes_____ No_____
Does your organization utilize accounting software to manage your financial records?
Yes_____ No_____
Does your accounting system identify the receipt and expenditure of program funds separately for each grant?
Yes_____ No_____
Does your organization have a dedicated individual responsible for monitoring organizational funds, such as an accountant or a finance manager?
Yes_____ No_____
Is there a separation of duties for staff handling the approval of transactions and the recording and payment of funds?
Yes_____ No_____
Does your organization have the ability to specifically identify and allocate employee effort to an applicable program?
Yes_____ No_____
Does your organization have a property/inventory management system in place to track the location and value of equipment purchased under the award?
Yes_____ No_____
Has your organization been audited within the last 5 fiscal years?
Yes_____ No_____
If the answer to question number 8 is yes, was this report issued under the Single Audit requirement? If no, a hyperlink or copy of the report will be required.
Yes_____ No_____
If answer to question 8 is yes, was there a “Qualified Opinion” or “Adverse Opinion”?
Yes_____ No_____
If answer to question 8 is yes, is there a material weakness disclosed?
Yes_____ No_____
If answer to question 8 is yes, is there a significant deficiency disclosed?
Yes_____ No_____
Cost sharing or matching considerations
Applications received after the deadline date (see Section IV, Application and Submission Information) will be deemed ineligible and will not be reviewed or considered. FNS will not accept mailed, faxed, or hand-delivered applications. Applications submitted without the required supporting documents, forms, and certification will not be considered (see Section IV, Application and Submission Information and Appendices B and C). Also, applications not submitted via the www.grants.gov portal will not be considered (see Section IV, Application and Submission Information).
There are no cost sharing or matching requirements to participate in either the ART Planning or ART Implementation grant projects.
Other eligibility criteria
Suspended or debarred organizations are ineligible to submit applications in response to this grant solicitation. State agencies may apply for either type of grant (i.e., Planning or Implementation), but not both in a given RFA solicitation
APPLICATION AND SUBMISSION INFORMATION (REQUIRED)
Applicants may obtain the RFA package by downloading the application from the FNS website at http://www.fns.usda.gov/school-meals/grants or by downloading the application from the Grants.gov site at www.grants.gov website.
Applicants may also request a paper copy of this solicitation and required forms by contacting the FNS Grants Officer:
X X, Grants Officer
Grants and Fiscal Policy Division
U.S. Department of Agriculture, FNS
E-mail: [email protected]
FNS strongly encourages eligible applicants interested in applying to this program to adhere to the following applicant format:
“8 ½ by 11” page size on white paper with at least 1 inch margins on the top and bottom;
All pages single spaced, in 12 point Times New Roman or Arial font size (smaller font may be used in tables, charts and graphs as long as they are clearly readable);
The project description with relevant information (not including the cover sheet, table of contents, resumes, letter of commitment(s), endorsement letter(s), budget narrative(s), appendices, and required forms) should be captured on no more than:
i, 10-page maximum length for Planning grant narrative response to Appendix B;
ii. 35-page maximum length for Implementation grant narrative response to Appendix C; and
All pages, excluding the form pages, must be sequentially numbered.
To be considered complete, the ART Grant application must include all the required documents and information listed in the Table 1 below for the specific type of grant (i.e., planning or implementation grant).
Special Instructions
Late application submission will not be considered in this competition. FNS will not consider additions or revisions to applications once they are received.
Applications submitted without the required supporting documents, forms, certification will not be considered.
Applications not submitted via the Grants.gov portal will not be considered.
If multiple application packages are submitted through the grants.gov web portal by the same applicant in response to this solicitation, FNS will accept the latest application package successfully submitted. All other packages submitted by the applicant will be removed from this competition.
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.
Grant awards are subject to the availability of funds.
There are no cost sharing or matching requirements to participate in either the ART Planning or ART Implementation grant projects.
Table 1: ART Planning and Implementation Application Content |
|
Required Documents |
Explanation |
Cover Sheet |
At a minimum, include:
|
Table of Contents |
Include relevant topic page numbers |
Application Project Summary |
Brief abstract clearly summarizing the proposed project activities, goals and objectives, as well as anticipated solutions and outcomes that would result if the proposal is funded (maximum 250 words). |
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. |
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. If the budget includes indirect costs, the applicant must provide a copy of its most recently approved Federal indirect cost rate agreement. All non-profit organizations must include their 501(c)(3) determination letter issued by the Internal Revenue Service (IRS). |
Required Grant Application Forms
All applicants must complete the following forms:
The following grants.gov forms are required of grant applicants. They are located at http://www.grants.gov/agencies/aforms_repository_information.jsp:
The following required OMB forms can be obtained at: https://apply07.grants.gov/apply/FormsMenu?source=agency
(A) Non-Construction Grant Projects Forms: SF-424 Family
1. Application and Instruction for Federal Assistance (SF-424)
2. Budget Information and Instruction (SF-424A)
3. Assurance-Non-Construction Programs (SF-424B)
SF LLL (Disclosure of Lobbying Activities): Indicate on the form whether your organization intends to conduct lobbying activities. If your organization does not intend to lobby, write “Not Applicable.”
Electronic Submission: The complete application must be uploaded to www.grants.gov by 11:59 PM, Eastern Time, on X X, 20XX. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. USDA will no consider any additions or revisions to an application once it is received. USDA will not accept mailed, faxed, or hand-delivered applications.
Dun and Bradstreet (DUNS) Number
In order to submit an application via www.grants.gov, applicants must have obtained a Data Universal Numbering System (DUNS) number and registered in both the new Systems for Award Management (SAM) and on grants.gov. The applicant is strongly advised to allow ample time to initiate the grants.gov application submission process. 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/).
DUNS Number: In order to obtain a DUNS number, if your organization does not have one, 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. Obtaining a DUNS number may take several days to obtain.
System for Award Management (SAM)
What is SAM?
The System for Award Management (SAM) is combining Federal procurement systems and the Catalog of Federal Domestic Assistance into one new system.
For additional information regarding SAM see the following link:
https://www.acquisition.gov/SAM_Guides/Quick%20Guide%20for%20Grants%20Registrations%20v1.pdf
Below is some additional information that should assist the applicant through this process:
SAM Registration: 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/app/answers/list.
SAM Presentation/Training
GSA has created a presentation of a SAM training. To view the presentation, please visit: http://www.youtube.com/watch?v=mmHcKCchaiY
This 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
PLEASE BE AWARE: In some instances the process to complete the migration of permissions and/or the renewal of the entity record will require 5-7 days or more. We strongly encourage grantees to begin the process at least 3 weeks before grant the due date of the grant solicitation.
Grants.gov Registration: In order to apply for a grant, your organization must have completed the above registrations as well as register on Grants.gov. The Grants.gov registration process can be accessed at www.grants.govapplicants/get_reistered.jsp. Generally, the registration process takes between 3-5 business days.
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.
Allow your entity ample time to complete the necessary steps, for the submission of your grant application package, on grants.gov. Please be aware that the grants.gov system provides several confirmation notices; applicants should ensure receipt of confirmation that the application was accepted.
NOTICE:
Special Characters not Supported
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):
Are there restrictions on file names for any attachment I include with my application package?
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 and 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 www.grants.gov portal due to incorrect naming conventions.
In order to submit an application via grants.gov, applicants must have obtained a Data Universal Numbering System (DUNS) number and registered in both the new Systems for Award
Management (SAM) and on grants.gov. The applicant is strongly advised to allow ample time to initiate the grants.gov application submission process. 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. 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/).
Please be aware that the grants.gov system provides several confirmation notices; you need to be sure that you have confirmation that the application was accepted. For tools and tips regarding www.grants.gov, please visit: http://www.grants.gov/web/grants/applicants/applicant-tools-and-tips.html.
APPLICATION DUE DATE
The complete application must be uploaded on www.grants.gov by 11:59 PM, Eastern Time X X, 20XX. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. FNS will not consider any additions or revisions to an application once it is received. FNS will not accept mailed, faxed, or hand-delivered applications.
Applicants experiencing difficulty submitting applications to www.grants.gov should contact the grants.gov Support Center at Local Toll Free: 1-800-518-4726 or via e-mail at [email protected]
In addition to the administrative requirements contained in this RFA, the provisions below will also be a part of the agreement between FNS and the State agency.
Funds authorized cannot be used to replace existing funding (e.g., State Administrative Expense (SAE) funds) earmarked by the State agency for administrative review, oversight and training.
Funds cannot be used for local-level expenses.
Funds cannot be used to shift existing staff from their normal duties paid with State Administrative Expense (SAE) funds to support the grant activities unless the staff that are reassigned are replaced with additional staff in the positions that are vacant.
Funds must be expended in accordance with activities outlined in the applicant’s approved proposal.
Funding for approved proposals will be provided through the Letter of Credit process in the same manner as other funds. However, State agencies will be required to separately track and report these funds via SF-425 Financial Status Report.
Funds authorized under the ART Grants cannot be used to replace or augment funding allocated for existing review requirements. In addition, pursuant to Section 7(g) of the Child Nutrition Act of 1966, funds authorized cannot be used to replace funding allocated for training in administrative practices (including training in application, certification, verification, meal counting and meal claiming procedures) which is required to occur at a minimum of once a year.
Other Submission Requirements
Electronic Submission: The complete application must be uploaded to www.grants.gov by 11:59 PM, Eastern Standard Time, on X X, 20XX. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. USDA will not consider any additions or revisions to an application once it is received. USDA will not accept mailed, faxed, or hand-delivered applications.
Applicants experiencing difficulty submitting applications to www.grants.gov should contact the grants.gov Support Center at Local Toll Free: 1-800-518-4726 or via e-mail at [email protected]
APPLICATION REVIEW INFORMATION
1. Review Criteria
EVALUATION OF GRANT APPLICATION CRITERIA
FNS will pre-screen all applications to ensure that they contain the required documents and information. 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.
Evaluation Factors and Criteria
The following selection criteria will be used to evaluate applications for this RFA.
FNS will evaluate the applications in accordance with the criteria outlined in this section to select applications for awards. The actual number of awards will depend on the quality of the applications and the availability of funds. Funds will be made available via a Cooperative Agreement award document following the award announcements. There are no cost sharing or matching requirements to participate in either the ART Planning or ART Implementation grant projects.
FNS will pre-screen all applications to ensure that they contain the required documents and information. Eligible and responsive applications are those that meet the following requirements:
Submitted by eligible applicants (see Section III, Eligibility Information);
Submitted on or before the required deadline (see Section IV, Application and Submission Information);
Are complete (see Section IV, Application and Submission Information); and
Are in the required format (see Section IV, Application and Submission Information).
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.
2. Review and Selection Process
Following the initial screening process, FNS will assemble a peer panel group to review and determine the technical merits of each application. The peer panel will evaluate the proposals based on how well they address the required application components. The panel will assign each application a score using the evaluation criteria and weights as specified below for each planning or implementation grant application evaluation component. The peer 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 through future appropriations.
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.
Scoring for Planning Grant Applications:
Project Purpose, Goals and Impact on Program Integrity (35 points)
The significance of the Program administrative errors, or the risk of these errors, to be addressed is clearly demonstrated and proposed planning activities are appropriate to address the administrative errors identified;
The project goals and objectives are in line with the ART Planning Grant focus areas and purpose of the funding described in Section II, Federal Award Information;
The planning activities to be completed during the grant period clearly support;
Identification of ways to reduce program administrative errors in error-prone LEAs and schools; and
Planning for implementation of solutions to improve program integrity, including the areas of application, certification, verification, meal counting and meal claiming.
Project Planning Design and Management (35 points)
The project organization, project management approach (including staffing, procurement of contractors, communications planning, quality assurance planning, risk management planning, partnering with appropriate stakeholders, tracking timelines, monitoring progress, etc.) indicate that the applicant has the capacity to manage and execute the planning project successfully to meet the goals of the project; and
The scope and timeline proposed for the project are reasonable and attainable during the Planning grant time frame.
Budget Plan (20 points)
The total funding amount requested is appropriate for the scope of the project;
Proposed costs are reasonable, necessary and allocable to carry out the project's goals and objectives;
The budget includes a line item description for every allowable cost and shows how it supports the project goals;
Budget calculations and documentation show clearly how the budget components were developed and costs estimated; and
If indirect costs are included, the applicant agency's Indirect Cost Rate Agreement with a Federal agency is provided and the indirect cost rate is applied correctly to allowable direct costs.
Sustainability and Transferability (10 points)
The proposed planning project is likely to produce outcomes and information that not only will aid the applicant State agency in implementing program improvements, but also will produce knowledge that is transferable to other State agencies for similar improvement projects; and
The applicant demonstrates that the State agency has the capacity to implement program improvements in follow-up to the Planning grant activities, when ART Planning Grant funding ends.
Scoring for Implementation Grant Applications:
Project Purpose, Goals and Impact on Program Integrity (35 points)
The significance of the Program administrative errors, or the risk of these errors, to be addressed is clearly demonstrated and proposed implementation activities are appropriate to address the administrative errors identified;
The project goals and objectives are in line with the ART Grant focus areas and purpose of the funding described in Section II, Federal Award Information;
The implementation activities to be completed during the grant period clearly support:
Reduction of program administrative errors in error-prone LEAs and schools; and
Implementation of viable solutions to improve program integrity, including the areas of application, certification, verification, meal counting and meal claiming; and
The performance measures and methods for evaluating project performance during the grant period and impact to program integrity after project completion are realistic, measureable and clearly defined.
Project Planning Design and Management (35 points)
The project organization, project management approach (including staffing, procurement of contractors, communications planning, quality assurance planning, risk management planning, system development lifecycle process planning where applicable, partnering with appropriate stakeholders, tracking timelines, measuring performance, monitoring progress, etc.) indicate that the applicant has the capacity to manage and execute the implementation project successfully to meet the goals of the project; and
The scope and timeline proposed for the project are reasonable and attainable during the Implementation grant time frame.
Budget Plan (20 points)
The total funding amount requested is appropriate for the scope of the project;
Proposed costs are reasonable, necessary and allocable to carry out the project's goals and objectives;
The budget includes a line item description for every estimated cost and shows how it supports the project goals;
Budget calculations and documentation show clearly how the budget components were developed and costs estimated;
If indirect costs are included, the applicant agency's Indirect Cost Rate Agreement with a Federal agency is provided and the indirect cost rate is applied correctly to allowable direct costs.
Sustainability and Transferability (10 points)
The proposed implementation project is likely to produce outcomes and information that not only will aid the applicant State agency in accomplishing program improvements, but also will produce knowledge that is transferable to other State agencies for similar improvement projects; and
The applicant demonstrates that the State agency has the capacity to implement and sustain the program improvements resulting from the Implementation grant activities after the ART Implementation Grant funding ends.
**Projects that Include U.S. Department of Agriculture (USDA) Place Based Initiatives
Proposals with projects that include interventions in communities that have been designated USDA Place Based Initiatives will receive five (5) bonus points. See section VIII, Other Information.
After evaluation and scoring, grant applications will be arrayed by type (planning or implementation) and by score within the type, starting with the highest score. Applications with the highest scores for each type will be recommended to receive funding. FNS intends to award up to a total of $X in ART Planning Grants. The remaining available funds will be awarded as Implementation grants to the highest scoring Implementation grant applications.
Grantees will be selected on a competitive basis, based on an objective review of their proposals according to the technical evaluation criteria outlined in this RFA. A list of all applications deemed eligible for award will be submitted to the Selection Official for a final decision regarding funding. The Selection Official has ultimate authority to decide which applications are approved and funded, and generally will adhere to the recommendations made by the reviewers, provided that funding is available. However, the Selection Official reserves the right to award a grant to meet agency priorities, program balance, geographical representation, or project diversity. The Selection Official may take other factors into account when granting awards and/or not awarding a particular award.
Other USDA or FNS priorities the Selection Official may consider include, but are not limited to, the innovation demonstrated in an application, agency priorities, and the scores assigned by the technical review panels. The Selection Official may also determine that, based on their scores, few of the applications are of technical merit. In such a case, FNS may make fewer awards or smaller awards than expected, or make no awards. In addition, FNS reserves the option to select one or more lower rated applications in order to achieve a diversity of projects and regional representation. 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 through future appropriations.
Determination of Award Amounts
As part of the technical review process, FNS will review applicants’ proposed budgets to ensure that all costs are reasonable, allowable and applicable. Applications selected and approved for funding with budgets that are realistic, well justified, and supported will likely be funded at the requested amounts. However, FNS reserves the right to fund applications out of rank order to achieve priorities identified earlier; or at lesser amounts if FNS determines that the project can be implemented with less funding; or at lesser amounts if Federal funding is not sufficient to fully fund all applications that merit awards. This is subject to availability of funds.
FNS will review and consider the merit of each grant application and reserves the right to fund only those applications that are able to demonstrate their capability to improve their State’s administrative processes and error rates. Additionally, FNS may adjust the amounts requested in the application to ensure that funds are made available at appropriate levels. FNS also reserves the right to suspend or terminate an award for materially failing to perform in accordance with a State’s application.
3. Anticipated Announcement and Federal Award Date
The anticipated award date is X X, 20XX
FEDERAL AWARD ADMINISTRATION INFORMATION
Unless an applicant receives a signed award document with terms and conditions, any contact from an FNS grants or program officer should not be considered as a notice of a grant award. No pre-award or pre-agreement costs incurred prior to the effective start date are allowed unless approved and stated on FNS’ signed award document.
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, Food and Nutrition Service to the expenditure of funds related to an award’s approved budget.
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.
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 confidential, except to those involved in the review process, to the extent permitted by law. In addition, the identities of the reviewers will remain confidential 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 SAM 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 SAM database, and suspension and debarment information from the SAM. 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 15 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].
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 System for Award Management”
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 “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:
X X Officer
Grant Officer, Grants and Fiscal Policy Division
U.S. Department of Agriculture, FNS
E-mail: [email protected]
All State agencies receiving FY 20XX Administrative Review and Training Method II Grants are required to submit the following reports in accordance with the deadlines noted.
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. In order to access FPRS, the grant recipient must obtain USDA e-authentication certification and access to FPRS. More detailed instructions for reporting will be included in the FNS Federal financial assistance award package.
PROGRESS REPORTING
Progress Reports must be submitted quarterly and include (in narrative form): 1) a brief description of the planned activities for the report period; 2) accomplishments for each activity and completion dates; 3) a description of any deviations from the approved plan—this summary should discuss difficulties encountered and solutions developed; 4) any other unique aspects that would be useful to share; and 5) an overview of plans for the coming quarter. In addition, a final progress report is due to FNS no later than 90 days following the end of the award period. Completion dates and the process for reporting will be provided to those receiving awards.
The recipient may be required to submit performance/progress reports to FNS using SF-PPR, Periodic Progress Report. Any additional reporting requirements will be identified in the award terms and conditions, including results of the grant project.
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. The recipient may be required to submit performance/progress reports to FNS using SF-PPR, Periodic Progress Report.
VII. FEDERAL AWARDING AGENCY CONTACTS
For questions regarding this solicitation, please contact the Grants Officer at:
X X, Grants Officer
Grant Officer, Grants and Fiscal Policy Division
U.S. Department of Agriculture, FNS
3101 Park Center Drive Room 740
Alexandra, VA 22301
E-mail: XXXX.XXXX@fns.usda.gov
VIII. OTHER INFORMATION
Debriefing Requests
Non-selected applicants may request a debriefing to highlight 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.
All proposals submitted under this RFA must contain the applicable elements as described in this announcement. The application must be submitted electronically through www.grants.gov, by 11:59 PM, Eastern Time, on X X, 20XX. The following checklist has been prepared to assist in ensuring that the proposal is complete and in the proper order prior to submission.
Read the RFA carefully, usually more than once.
Have you obtained a Dun and Bradstreet Data Universal Numbering System (DUNS) number and registered the number in the System for Award Management (SAM)?
Have you verified that your Central Contractor Registration is active?
Have you registered your entity in grants.gov and are you authorized as a user in grants.gov to submit on behalf of your agency?
Have you prepared and submitted the appropriate forms as shown under the Required Grant Applicant Forms section of this RFA?
Have you included the RFA CFDA # 10.579 on your application?
Have you included your contact information: telephone number, fax number, and e-mail address?
Have you addressed, met, and considered any program specific requirements or restrictions?
Is the project’s proposal clearly stated?
Does it comply with any format requirements?
Does it comply with the page limitation?
Most importantly does it directly relate to the RFA’s objectives and priorities?
Don’t assume that reviewers know anything about your organization and its work.
Have one or more persons read your proposal who did not participate in its writing and ensure that it was it clear to them?
Does the proposed project and budget meet the bona fide needs of the RFA?
Is the budget summary included?
Does it agree with the calculations shown on the OMB budget form?
Is the budget in line with the project description?
Be sure to submit a timely application into www.Grants.gov in order to meet the RFA application deadline.
FNS reserves the right to request additional information not clearly addressed in the initial application.
APPENDIX A: RFA BUDGET NARRATIVE CHECKLIST
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.
RFA BUDGET CHECKLIST |
YES |
NO |
Personnel |
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Did you include all key employees paid for by this grant under this heading? |
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Are employees of the applicant’s organization identified by name and position title? |
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Did you reflect percentage of time the Project Director will devote to the project in full-time equivalents (FTE)? |
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Fringe Benefits |
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Did you include your organization’s fringe benefit amount along with the basis for the computation? |
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Did you list the type of fringe benefits to be covered with Federal funds? |
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Travel |
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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. |
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Are the Attendee Objectives and travel justifications included in the narrative? |
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Is the basis for the lodging estimates identified in the budget? For example include excerpt from travel regulations. |
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Equipment |
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Is the need for the equipment justified in the narrative? |
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Are the types of equipment, unit costs, and the number of items to be purchased listed in the budget? |
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Is the basis for the cost per item or other basis of computation stated in the budget? |
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Supplies |
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Are the types of supplies, unit costs, and the number of items to be purchased reflected in the budget? |
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Is the basis for the costs per item or other basis of computation stated? |
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Contractual: (FNS reserves the right to request information on all contractual awards and associated costs after the contract is awarded.) |
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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? |
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A justification for all Sole-source contracts must be provided in the budget narrative prior to approving this identified cost. |
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Other |
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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. |
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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. |
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Indirect Costs |
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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. |
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If no negotiated agreement exists, the basis and the details of the indirect costs to be requested should also be reflected in the budget. |
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FOR GRANT APPLICANT USE ONLY. DO NOT RETURN THIS FORM WITH THE APPLICATION
APPENDIX B:
Proposal Narrative and Instructions
Important - FY 20XX ART Planning Grant Proposal Narrative
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What to Include in an ART Planning Grant Application Packet
The Planning grant application packet must include:
Fully completed Appendix B template (or other format), including the cover page with abstract and responses to questions 1-7;
All required Federal forms: SF-424, SF-424A, SF-424B, and SF-LLL;
Signed copy of the applicant agency’s approved indirect cost rate agreement with a Federal agency, if indirect costs are included in budget estimates; and
Clear justification for any sole source contracts to be funded under the grant, including references/copies of applicable State statutes, regulations, and policies.
Proposal Narrative: For a Planning grant project proposal narrative to be considered complete, applicants must develop their proposal narrative by answering all questions and addressing all items listed in the FY 20XX ART Planning Grant Proposal Template table that follows. Applicants may choose a different format, but must address all questions in the order they are listed. You may expand the template boxes as needed to provide a complete answer to each question. The instructions are intended to simplify both the narrative development for applicants and the evaluation process for reviewers.
Timeline: ART Planning Grants may be awarded for up to one year. Be sure that the project timeline described in the narrative responses matches the proposed project start and end dates in Section 17 of the SF-424 application form.
Budget: Applicants may request funding up to $X for an ART Planning Grant: Be sure that all budget estimates contained in the Appendix B narrative responses match the budget estimates entered on the Budget Information Form SF-424A, and the total grant funding requested in Section 18 on the Application for Federal Assistance Form SF-424. Refer to RFA Appendix A and C for detailed instructions and examples on budget calculations.
FY 20XX ART Planning Grant Proposal Template |
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Cover Page |
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Enter Applicant Contact Information |
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State Agency Name and Mailing Address:
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Agency Administrator : Name, Job Title & Contact Information (Telephone, Email, Fax)
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Application Contact: Name, Job Title & Contact Information for State agency staff person(s) responsible for the application.
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PROJECT ABSTRACT |
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PROJECT ABSTRACT: Enter brief abstract (250 word limit) clearly describing the State’s proposed ART Planning Grant project:
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FY 20XX ART Planning Grant Proposal Template |
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Enter Response to #1 [expand as needed]
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Enter Response to #2: [expand as needed]
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Examples of potential grant activities include, but are not limited to:
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Enter Response to #3: [expand as needed]
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Enter Response to #4: [expand as needed]
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Enter Response to #5: [expand as needed]
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Enter Response to #6: [expand as needed]
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Please use the Budget Checklist provided in Appendix A as a guide to ensure you have addressed all budget items. See OMB Cost Principles in 2 CFR Part 200, which addresses allowable costs. Also, Appendix C (ART Implementation Grant Proposal Template) contains budget examples and tips that are applicable to cost estimations for the ART Planning Grant as well. Refer to Appendix C for further details. |
Enter Response to #7: [expand as needed]
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APPENDIX C:
FY 20XX ART IMPLEMENTATION GRANT
Proposal Template and Instructions
Important - FY 20XX ART Implementation Grant Proposal Narrative
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Introduction
For an Implementation project proposal to be considered complete, applicants must structure and develop their project proposal by addressing all items in the FY 20XX ART Implementation Grant Proposal Template & Instructions that follows. Applicants may choose a different format, but all questions must be answered in the order listed in this template. The questions are designed to guide applicants in thinking through all aspects of proposed solutions, with particular emphasis on reducing risks associated with technology related activities, building the project budget, and bringing consistency to the proposal process for evaluation purposes. The responses also establish the foundation for an overall project management plan prior to grant award. This is intended to facilitate moving forward with development of a full project management plan and successful execution of the ART Implementation Grant project for those State agencies whose applications are approved for grant funding.
How to Use the Application Template
Applicants may copy and use the template as it appears, or set up their own format as long as responses to all items are numbered and addressed in the order listed in the template. The template contains reminder notes and tips with scenarios and suggestions for the kind of content to include in the proposal when describing the requested elements. If using the template, first read and delete the notes and tips and then insert your response. You may use (and expand as needed) the sample tables throughout or insert your own table format to address specific questions. It is permissible to use the template for some items and your own format for others, as long as all items are numbered and addressed in the order listed. Additional information may be attached to the application narratives as needed. A 35-page limit for the ART Implementation Grant Appendix C response applies to the content of the narrative proposal (responses to questions 1-22) and any attached explanations. The limit does not include other required forms and supporting documents, such as the SF-424, SF-424A, SF-424B, indirect cost agreement, letters of support, and other required Federal forms and assurance statements.
FNS understands that your agency may not have fully addressed every element detailed in the template prior to submission of a grant application. If an element is not addressed in your application proposal, your application should explain why. Applications must have an entry for every item. For each element of the guidance document, please do one of the following:
Respond to the element;
State that this element will be addressed if the State agency is awarded a grant;
State that this element is not applicable and why; or
If there is duplication with a previous answer(s), explain that the answer is included in the response to a previous item and give the referenced item and response number. However, be sure that you have provided sufficient information to fully respond to both items.
Sample worksheets for building the budget (personnel, travel, equipment related requests, etc.) are included as part of the template. FNS encourages your agency to replicate the worksheets in your proposal if you find them to be a helpful model for your agency. Applicants are not required to use the worksheet formats displayed in this document. Again, however, applicants should provide all information requested in the sample worksheets, in addition to other narrative information to explain estimates and calculations. Please use the Budget Checklist provided in Appendix A (attached to Request for Applications, RFA) as an additional guide to ensure you have addressed all budget items. See OMB Cost Principles, 2 CFR Part 200, which addresses allowable costs.
Important Note: Please check to be sure that all budget estimates contained in the Appendix C narrative responses match the budget estimates entered on the Budget Information Form SF-424A, and the total grant funding requested in Section 18 on the Application for Federal Assistance Form SF-424. Also be sure that the project timeline described in the narrative responses matches the proposed project start and end dates in Section 17 of the SF-424 application form.
Application Packet
The Implementation grant application packet must include:
Fully completed Appendix C proposal template (or other format), including cover page and questions 1 through 22;
All required Federal forms: SF-424, SF-424A, SF-424B, and SF-LLL (links to forms can be accessed at http://www.grants.gov/web/grants/forms.html or at http://www.fns.usda.gov/school-meals/grants
Signed copy of the applicant agency’s most current approved indirect cost rate agreement with a Federal agency, if indirect costs are included in budget estimates; and
Clear justification for any sole source contracts to be funded under the grant, including references/copies of applicable State statutes, regulations, and policies.
NOTE: Examples and tips are given for questions in the template. To use the template, review the tips and examples, then delete the tips and example data in each question and add your own information. Expand as much as needed to answer every question. You also may copy the questions to another format, if you prefer.
APPENDIX D:
Grant Program Accounting System & Financial Capability Questionnaire |
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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 responses to this questionnaire are used to assist in the Food and Nutrition Service Agency’s (FNS) evaluation of your 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 your organization from receiving an award. This form applies to FNS’ competitive and noncompetitive grant programs.
Legal Organization Name:
D-U-Ns Number:
Requirement |
Yes |
No |
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☐ |
☐ |
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☐ |
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I certify that the above information is complete and correct to the best of my knowledge.
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| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| File Modified | 0000-00-00 |
| File Created | 0000-00-00 |