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1890 FACILITIES GRANT PROGRAM

1890 FACILITIES GRANT PROGRAM. National Extension and Research Administrative Officers’ Conference (NERAOC) May 22 - 25, 2011. National Institute of Food and Agriculture Office of Extramural Programs Award Management Branch Session No. 11 May 23, 2011 Adriene Woodin, Section Leader.

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1890 FACILITIES GRANT PROGRAM

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  1. 1890 FACILITIES GRANT PROGRAM National Extension and Research Administrative Officers’ Conference (NERAOC) May 22 - 25, 2011

  2. National Institute of Food and AgricultureOffice of Extramural ProgramsAward Management BranchSession No. 11May 23, 2011Adriene Woodin, Section Leader

  3. Topics for Discussion • Authorized Representative’s (AR) Statement of Certification • Proposal/Award Objectives • Requests for Approvals • No-Cost Extension (NCE)Requests • Project and Construction Management Costs

  4. Topics for Discussion (Cont’d) • Pre-construction Environmental Assessment • Emergency Acquisitions • Annual Performance Reports • Timely Completion • Grant Close-out • Continuing Responsibilities

  5. Proposal/Award Objectives • Objectives should be reasonable and attainable for the funding provided. • Delete those objectives that are obsolete and/or unattainable (requires NIFA approval).

  6. AR Statement of Certification • This document is to be submitted when requesting NIFA’s approval for A/E Services and Contractual Arrangements. • See: Article 14. Bid Guarantees and Bonding of the Special Terms & Conditions – C.

  7. Requests for Approval • Allow a minimum of 30-days for NIFA approval when submitting post-award action requests. • Including all required information in the request will help expedite the approval process. • Requests may be sent via email as a PDF attachment

  8. No-Cost Extension (NCE) Requests • All grants must be kept current and NCE requests must be submitted prior to expiration of award. • Requests must contain all information required for an extension.

  9. NCE Requests (Cont’d) • Expired awards will not be “revived”. • Funds remaining on expired grants will be de-obligated and returned to U.S. Treasury. • Final reports will be required.

  10. Project Management Costs • Administrative or project oversight, including participation in or supervision of bid, negotiation, or contract administration processes are Unallowable Project Costs. • See Article 8. Project Costs of the Special Terms & Conditions – C.

  11. Construction Management Costs • Construction Management Costs specific to on-site supervision and inspection of construction activities to check quality and quantity of work in progress is allowable.

  12. Construction Management Costs (cont’d) • Construction Manager must be qualified by education, training, or experience • Requests for Construction Manager salary costs must be tied directly to an on-going construction project • Include the amount of time involvement

  13. Pre-Construction Environment Assessments (PEA) • A PEA is required for the construction or renovation of physical facilities. • PEA approval required before construction contractors are hired. • Project costs would be unallowable if PEA is not completed.

  14. Pre-Construction Environmental Assessments (Cont’d) • Due to complexity of the PEA document, considerable time may be needed for NIFA’s review. • The PEA must be prepared by an independent third party such as an A-E firm.

  15. Pre-Construction Environmental Assessments (Cont’d) Requests for NIFA review of a PEA should: • Identify the current and past names of the facility in the request (if applicable). • Identify the Fiscal Year(s) and Objective(s) it is related to. • Contain your Authorized Representative’s signature.

  16. Pre-Construction Environmental Assessments (Cont’d) • References: • Article 9. Environmental Requirements of the Special Terms and Conditions – C. • Section 1502.10 of the National Environmental Policy Act (NEPA) of 1969.

  17. Emergency Acquisitions • Allows up to 10% of the annual appropriation amount for emergency acquisitions, repairs, and small expenditures related to advertising and bid costs. • Emergency Acquisition Funds are not cumulative from year to year.

  18. Emergency Acquisitions(Cont’d) • If emergency situation goes beyond the approved scope of work as stated in the five-year plan, NIFA review and approval is required. • NIFA must be notified within 90 days of the incurring emergency expenditures.

  19. Emergency Acquisitions(Cont’d) • Non-compliance of these guidelines may forfeit institution’s use of this provision for future grant awards. • NIFA maintains the right to withdraw this provision for an institution at its discretion.

  20. Annual Performance Reports • Applications for renewal funds should contain the Annual report for the grant being renewed. • Separate Annual Reports are required for all other open awards. Do not include these reports with your funding application. • Post-award approvals and new funds will be withheld for any overdue or incomplete annual reports.

  21. Annual Performance Reports • Annual performance reports are used for NIFA Congressional reporting . • Accurate and up-to-date reporting is important. • Refer to Article 12. Performance Monitoring and Reporting, Special Terms and Conditions – C for full requirements and formatting.

  22. Timely Completion • Many Facilities grants from Fiscal Years 88, 93, 98, and 03 remain open: • Two 1988 awards – 18 years since last funding • Five 1993 awards – 14 years since last funding • Over half of the 1998 projects have not been completed – 8 years since last funding • Only one 2003 grant has been completed and closed

  23. Timely Completion • It is important to follow proposed project time-lines to complete activities: • Open projects are reported to Congress. • Jeopardizes future funds for Program. • Appears funds/Program are not needed. • What are the issues which preclude timely completion of projects?

  24. Grant Close-out • Final Performance and Financial Reports • Due within 90 days after grant expiration. • Refer to Article 26. Grant Closeout in the Special Terms and Conditions – C for full requirements and report formatting

  25. CONTINUING RESPONSIBILITIES • Real Property – use or disposition of property after award close-out shall continue to conform to Program Authorizing Language • Records Retention – grant records shall be maintained and available for inspection for a period of three years after NIFA acceptance of final reports and award close-out

  26. CONTACT US • Darlene Brown, Grants Specialist – (202) 401-4189, (AL-GA) dmbrown@NIFA.usda.gov • Barbara Dodson, Grants Specialist – (202) 401-0327, (KY- NC) • bdodson@NIFA.usda.gov • Jeffrey Jacobs, Grants Specialist – (202) 690-5717, (OK-WV) jjacobs@NIFA.usda.gov • Rochelle McCrea, Team Leader – (202) 401-2880 rmccrea@NIFA.usda.gov • Duane Alphs, Team Leader – (202) 401-4326 dalphs@NIFA.usda.gov • Adriene Woodin, Branch Chief – (202)-401-4320 awoodin@NIFA.usda.gov Fax numbers: (202) 401-3237 or (202) 401-1804 or (202) 401-6271

  27. MAILING INFORMATION • Express Mail: Awards Management Branch NIFA-USDA 800 9th Street, SW, Room _____ Washington, DC 20024 • Regular Mail: Awards Management Branch NIFA-USDA 1400 Independence Avenue, SW, Mail Stop 2271 Washington, DC 20250

  28. Questions

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