Weatherization Grant Application Submittal Process

1. February 2012 Erica Burrin, Nick Broussard, Michael Peterson, and Carl Saueressig 2012 NASCSP Orientation and Mid-Winter Conference Weatherization Grant Application Submittal Process

2. Program Manager’s Responsibility • The Grantee Program Manager (PM) ensures that the annual weatherization application is: • Complete and accurate. • Submitted on time. • Revised as requested by DOE staff. • The Grantee PM is DOE’s main contact.

3. Application Schedule • Grant guidance is usually released in November or December. • Section 2.3 describes the application package requirements. • Grantees must submit their WAP applications 60 days before the date of approval by DOE. • Approval dates vary. • The PM drives the process. • This is a significant undertaking, so start early!

4. Grants.gov Electronic Application • The annual weatherization application is submitted electronically to the cognizant DOE Project Officer through www.grants.gov. • Grants.gov is a one-stop shopfor finding, applying for, and managing Federal grants. • Several Grantees opt to use the Performance and Accountability for Grants in Energy (PAGE).

5. Application Instructions & Forms • Grantees must prepare their applications in PAGE. • The 2012 application instructions and required forms are located at: https://www.fedconnect.net/Fedconnect/PublicPages/ PublicSearch/Public_Opportunities.aspx

6. List of Forms • SF-424 – Application for Federal Assistance. • SF-424A – Budget Information – Non Construction Programs. • GO-PF20a – Budget Explanation for Formula Grants. • DOE F540.2 – Weatherization Annual File Worksheet. • DOE F540.5 – Weatherization Assistance Program – Subgrantee Information. • DOE F1600.5 – Assurance of Compliance Nondiscrimination in Federally Assisted Programs. • FA-CERTS – Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-free Workplace Requirements (check block 21 on the SF-42).

7. Annual File vs. On-file Information There are two narrative components of a WAP application: • Annual File. • On-file information (sometimes referred to as Master File). • The Annual File is submitted each year. • On-file information is submitted every 5 years at the beginning of a new 5-year grant award. • Grantees must list any revisions to their on-file information in Section II.10 of the Annual File. • Grantees are required to update their 2012 Monitoring and H&S plans.

8. On-file Information #1 The following information is required: • Eligible population (III.1). • General description (III.1.1). • Priorities (III.1.3). • Climatic conditions (III.2).

9. On-file Information #1 Climatic conditions (III.2) • Include Heating Degree Days.

10. On-file Information #2 • Weatherization analysis of effectiveness (III.3.2.03). • How the effectiveness of Subgrantee weatherization is assessed (III.3.4/2.03.5). • How productivity and energy savings among Subgrantees are compared. • How the comparisons are used to develop T&TA activities. • Health and Safety (III.4). • Permissible materials. • Cost of materials. • See WPN 11-6, “Weatherization Health and Safety Guidance.” • Rental procedures (III.5).

11. On-file Information #3 Program Management (III.6) • Overview (III.6.1). • Background (2.06.1) • Organizational structure. • Administrative expenditure limits (III.6.2). • Monitoring (III.6.3). • Training and Technical Assistance Approach (III.6.4).

12. Annual File #1 The following information is required: • Grant application – Standard Form 424. • Budget – Standard Form 424A. • List of Subgrantees. • Production schedule. • Estimated energy savings. • Training, technical assistance, and monitoring activities.

13. Annual File #2 • Leveraging activities. • Policy Advisory Council. • Hearings and transcripts. • Adjustments to on-file information. • Miscellaneous. • Assurances and certifications.

14. SF-424 Application for Federal Assistance The following information is required within Section 8: • Agency information. • Main agency contact name and information. • Agency identifier information and codes. • Short description of applicant’s project. • Proposed project start and end dates. • Estimated total funding amount. • Date and signature of authorizing agency representative.

15. SF-424A Program/Project Information 1. Program/Project Identification No. 2. Program/Project Title: The Weatherization Assistance Program enables low-income families to permanently reduce their energy bills by making their homes more energy efficient. During the last 32 years, the U.S. Department of Energy 's (DOE) Weatherization Assistance Program has provided weatherization services to more than 7.0 million low-income families.

16. SF-424A Budget Information #1 • This section requires the following information: • Grant Program Function or Activity (categories such as DOE, state, etc.) • Estimated unobligated funds. • New or revised budget funds.

17. SF-424A Budget Information #2

18. SF-424A Budget Justification Comparison SF-424A Budget Worksheet GO-PF20a Form Budget Explanations

19. SF-424A Budget Justification Comparison SF-424A Budget Worksheet GO-PF20a Form Budget Explanations

20. DOE F540.2 Weatherization Annual File Worksheet

21. DOE F540.2 Weatherization Annual File Worksheet

22. DOE F540.2 Weatherization Annual File Worksheet

23. DOE F540.2 Weatherization Annual File Worksheet

24. DOE F540.2 Weatherization Annual File Worksheet

25. DOE F540.5 WAP –Subgrantee Information The following information is required for each Subgrantee: • General agency contact information. • Tentative allocation. • Number of planned units to weatherize. • Type of organization. • Sources of labor. • Counties served. • Congressional districts.

26. DOE F1600.5 Assurance of Compliance Nondiscrimination • Certifies that the applicant agrees not to discriminate in its employment practices on the grounds of race, color, national origin, sex, age, or disability.

27. FA-CERTS Certification regarding: • Lobbying. • Debarment, suspension, and related matters. • Drug-free workplace requirements.

28. Public Hearing Process #1 • Before submitting an application, a Grantee must provide at least 10 days notice of a hearing and conduct one or more public hearings to receive comments on a proposed Grantee Plan. • Notices may be distributed through newspapers, online, and other public venues. • In states with large geographic territories, hold multiple public hearings or rotate the location around the state each year.

29. Public Hearing Process #2 The Grantee Program Manager: • Presides over the public hearing. • Outlines the Grantee Plan and notes any changes from the previous year. • Opens the public hearing to questions and responds to them.

30. Summary • A Program Manager should start developing the annual application as soon as possible after the release of the grant guidance. This affords the most time to complete the application by the target approval date. • The Grantee PM is solely responsible for the application and drives the process. • The PM presides over the public hearing.

31. Contacts: • Erica Burrin: erica.burrin@ee.doe.gov • Nick Broussard: nicholas.broussard@go.doe.gov • Michael Peterson: michael.peterson@gov.doe.gov • Carl Saueressig: carl.saueressig@go.doe.gov