030ADV22R0048 - CCDI - HE Round 2 - NOFO.pdf

The Library of Congress

Of the People:

Widening the Path:

Connecting Communities Digital Initiative – Higher Education Notice of Funding Opportunity 030ADV22R0048 – Year 2

June 2, 2022

Notice – 030ADV22R0048

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Table of Contents

A. PROGRAM DESCRIPTION

A.1 Background A.2 Purpose

A.3 Program Expectations and Deliverables A.4 Overview of Selection Process

B. FEDERAL AWARD INFORMATION

C. ELIGIBILITY INFORMATION

D. APPLICATION AND SUBMISSION INFORMATION

D.1 Agency Point of Contact D.2 Questions and Answers/Webinars

D.3 Application Package and Submission Requirements D.4 System for Award Management (SAM.gov) Registration

D.5 Content and Format of Applications D.5.1 Proposal Narrative and Format D.5.2 Budget Narrative and Plan

D.5.3 Required Form(s) SF-424 Application for Federal Assistance D.6 Submission Requirements

E. APPLICATION REVIEW AND AWARD

E.1 Criteria for Proposal Evaluation E.2 Notice of Federal Award

E.3 Pre-award Risk Assessments

F. PROJECT MANAGEMENT AND REPORTING

F.1 Approval Needed for Modifications to Proposed Work or Budget F.2 Project Reporting

F.2.1 Project Development Plan F.2.2 Performance and Financial Reports F.2.3 Notification of Significant Developments

G. FEDERAL AWARD ADMINISTRATION

G.1 Administrative and National Policy Requirements

G.2 General Terms and Conditions G.3 Certifications

G.4 Disclosures and Other Required Notifications G.4.1 Criminal, Civil, and Administrative Proceedings Disclosure G.4.2 Total Value of Federal Assistance is Greater than $10,000,000

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G.5 Intellectual Property Rights and Data Availability

H. FEDERAL AWARDING AGENCY CONTACTS

I. OTHER INFORMATION

Appendix A: SAM.gov

Appendix B: Assurances and Certifications

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A. PROGRAM DESCRIPTION

The Library of Congress is excited to announce a Notice of Funding Opportunity (Notice) to award three grants for up to $50,000 each in support of minority-serving higher education institutions. The Library will provide financial support to enable higher education institutions to use Library of Congress digital materials to create projects that center on the lives, experiences and perspectives of Black, Indigenous, Hispanic or Latino, Asian American and Pacific Islander, and other communities of color in the United States. For this Notice, the United States includes all 50 U.S. states, the District of Columbia, territories and commonwealths.

Please note that the resulting award will be subject to the Library of Congress Regulation (LCR) 7-310 (Grants and Cooperative Agreements) and provisions of 2 CFR 200 (Uniform Administrative Requirements, Costs Principles and Audit Requirements for Federal Awards) as indicated.

A.1 Background

About the Library of Congress The Library of Congress, located in the Capitol Hill neighborhood in Washington, D.C., is the largest library in the world, with millions of books, recordings, photographs, newspapers, maps and manuscripts, and more. The Library has three main buildings in D.C. - Adams, Jefferson and Madison -which house physical collections, reading rooms, exhibition spaces, auditoriums and offices, as well as the Packard Campus for Audio-Visual Conservation in Culpeper, Virginia.

The Library’s mission is to engage, inspire, and inform Congress and the American people with a universal and enduring source of knowledge and creativity. For decades, the Library has dedicated significant resources to digitizing its collections and, more recently, collecting materials that are already digital, such as websites, memes, emails and computer programs. The Library’s website is the central site for finding digital collections. Research guides on specific subjects can be found at guides.loc.gov. For more ways to connect with the Library of Congress via social and other media, visit loc.gov/connect.

About the Connecting Communities Digital Initiative Connecting Communities Digital Initiative (CCDI) is part of Of the People: Widening the Path, a multi-year initiative that creates new opportunities for more Americans to engage with the Library of Congress.

Through CCDI, the Library of Congress intends to fund three programs: Libraries, Archives and Museums; Higher Education Institutions; and Artist or Scholar in Residence.

A.2 Purpose The purpose of this CCDI program is to expand the connections between the Library of Congress and minority serving higher education institutions. Successful applicants should make use of Library of Congress digital collections and materials to create projects that center on the lives, experiences and perspectives of Black, Indigenous, Hispanic or Latino, Asian American and Pacific Islander, and other communities of color.

The Library invites applicants to think creatively and broadly about how they can reimagine and remix the Library’s digital materials.

The following list of examples is meant to inspire and not limit the possibilities for what project proposals might include:

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://www.loc.gov/collections/ https://guides.loc.gov/ https://www.loc.gov/connect/ https://www.loc.gov/programs/of-the-people/about-this-program/

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• A Story Map integrating local newspaper and photographic coverage, found in Library digital collections and elsewhere, of important spaces in a community’s history that is created as part of a history or writing course.

• A free online primary source collection or course pack on a particular topic designed for use by multiple courses

• A web site that integrates parts of different Library digital collections that relates to a particular community, and shares the story created by technology students and history students working together.

• A platform that showcases Library materials and community materials associated with a particular community’s traditions or history and invites students to record oral histories to be shared within the community.

• An online video that explains how to do family history traversing Library held materials such as newspapers, manuscript collections, etc. for a particular community.

• An augmented reality visualization that enables students, staff and community members to explore the history of their town through Library digital collections.

• A film that documents a journey through Library digital collections aimed at uncovering a historical mystery associated with a particular community.

• A digital zine that showcases Library and community materials associated with the higher education institution.

• A podcast series that showcases unique finds from Library and community materials and invites students to produce, plan, and provide commentary or conduct interviews during each episode.

A.3 Program Expectations and Deliverables

Primary Program Expectations

• A completed project;

• Participation in a cohort with other CCDI and Of the People grantees; and

• Attendance at virtual and/or in-person meetings (including a summer symposium). In-person attendance is not required.

Deliverables

• Regular grant reporting as described in Section F below.

A.4 Overview of Selection Process The Library will use a panel review process to evaluate all eligible and complete applications, as described in Section E below. Panelists are professionals in the Library and/or field with relevant knowledge and expertise in the types of project activities identified in the applications. The selecting official will review panel recommendations and make final funding decisions consistent with the purposes of the program’s mission and goals.

• Applications not received by the deadline specified in this Notice will not be reviewed.

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• Incomplete applications that do not include all required documents will not be reviewed.

• Applications submitted by applicants that do not meet eligibility requirements listed in Section C, will not be reviewed.

B. FEDERAL AWARD INFORMATION

Federal Agency Name: Library of Congress (Library) Opportunity Title Of the People: Widening the Path: Connecting Communities

Digital Initiative – Higher Education Opportunity Number 030ADV22R0048 Period of Performance 12 months Proposal Submission Deadline September 30, 2022 at 12:00 PM (Noon) Eastern Time Expected Start Date: Not before 2/1/2023. Not after 5/1/2023.

Estimated Funds Available and Number of Awards

The Library’s intention is to make up to three grant awards of up to $50,000. Actual awards may be less than $50,000. The Library may choose to make no awards or more than three awards.

Funding Instrument Type Cooperative Agreement

The Library reserves the right to select for award any, all, part, or none of the proposals received in response to this Notice of Funding Opportunity (Notice). Additionally, the Library may modify the schedule or program areas by amending this Notice. The amendments will be posted in the same space as this Notice. It is the responsibility of the applicant to be aware of the amendments by regularly checking the website.

Applicants cannot recover expenses for proposal/application preparation or submission from any awards resulting from this Notice.

C. ELIGIBILITY INFORMATION

C.1. Eligible applicants must be

• A 2-year or 4-year minority serving higher education institution (Institution), such as Alaska Native and Native Hawaiian-serving institutions (ANNHs), American Indian Tribally Controlled Colleges and Universities (TCCUs), Asian American and Native American Pacific Islander Serving Institutions (AANAPISIs), Hispanic Serving Institutions (HSIs), Historically Black Colleges and Universities (HBCUs), Native American-Serving, Nontribal Institutions (NASNTIs), and Predominantly Black Institutions (PBIs);

• A non-profit institution;

• Based in any of the 50 U.S. states, the District of Columbia, territories and commonwealths

(Puerto Rico, Northern Mariana Islands, Guam, American Samoa, U.S. Virgin Islands);

• Proposing a project to be conducted within the United States or U.S. commonwealth or territory.

C.2 Other Eligibility Information

• The Institution shall not submit more than one application under this announcement.

• Successful applicants cannot reapply in subsequent years for the same project.

• Late, incomplete, or ineligible applications will not be considered for funding under this notice.

https://www.loc.gov/programs/of-the-people/represent/connecting-communities-digital-initiative/

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• An Institution (or a principal member of an Institution) that has been convicted or found to be at fault in connection to the award or the performance of a Federal grant or contract in the past five years may be disqualified.

The Library will notify an applicant if their application will not be reviewed due to a determination of ineligibility.

D. APPLICATION AND SUBMISSION INFORMATION

D.1 Agency Point of Contact

Miriam Grinberg Grants Management Specialist – Contracts and Grants Directorate

Email: LOC-grants@loc.gov

Library of Congress - 101 Independence Avenue, S.E., Washington DC, 20540

D.2 Questions and Answers/Webinars

Questions and Answers All questions relating to this Notice must be submitted via email to LOC-grants@loc.gov no later than 12:00 PM (Noon) Eastern Time on September 23, 2022. After September 23, the Library will only respond to emails related to submission problems. Applicants with problems submitting via email can request assistance until 3:00 PM Eastern Time on September 29, 2022. The subject of each e-mail must read as follows: Notice 030ADV22R0048 – Of the People Widening the Path: Connecting Communities Digital Initiative - 2022.

Answers will be provided in an online Questions and Answers document hosted at https://www.loc.gov/programs/of-the-people/represent/connecting-communities-digital-initiative and questions received after the due date may not be answered. The subject of each e-mail must read as follows: Notice 030ADV22R0048 – Of the People Widening the Path: Connecting Communities Digital Initiative - 2022.

Webinars The Library will host online informational webinars to share information about the Notice. All questions and answers addressed in these sessions will be posted on https://www.loc.gov/programs/of-the-people/represent/connecting-communities-digital-initiative. The webinars will be held on

• Tuesday, 6/14: 1pm-2pm EST

• Tuesday, 7/12: 1pm-2pm EST

• Tuesday, 7/19: 4pm-5pm EST

D.3 Application Package and Submission Requirements All submissions must be in English, submitted on the due date at the time specified in Section B above, provide budget and cost information in U.S. dollars, and meet the specifications of this Notice.

By signing the SF-424 form and submitting the application documents, the applicant assures and certifies that the applicant will comply with the policies and statutes outlined in Sec. G Federal Award Administration and all related Library regulations.

mailto:LOC-grants@loc.gov mailto:LOC-grants@loc.gov https://www.loc.gov/programs/of-the-people/represent/connecting-communities-digital-initiative

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Applicants should use the checklist provided with this Notice to ensure that they complete all required documents.

D.4 System for Award Management (SAM.gov) Registration Successful applicants must be registered on SAM.gov before the grant is awarded. Information on how to register on SAM.gov can be found on the SAM website. This process can take several weeks, so if an Institution is not already registered, it should start that process immediately. Registration is free and is required for any Institution that wants to receive any kind of federal grant or contract.

D.5 Content and Format of Applications Review all content and format information before beginning an application, referring to instructions as needed.

D.5.1 Proposal Narrative and Format The proposal narrative (see template attached) should include a cover sheet, a narrative and appendices described below. The main body of the proposal must not be longer than 5 double-spaced pages in 11-point font. The proposal and appendices must be combined into one file.

Applicants must submit electronic files of the proposal narrative in Microsoft Word or PDF.

The Proposal Narrative must include the following sections:

A. Cover Page o Working Title of proposed project.

o Applicant’s name, phone number, mail and email address.

o Unique Entity ID (SAM) and EIN/TIN number.

o Date of Submittal.

B. Proposal Narrative (see template provided for additional information)

C. Appendices o Brief resumes for the primary people named in the proposal.

o Any additional example of prior work, relevant links and background information as applicable.

o Letter of support from senior administrator or director.

o Other information described in Section D.5.1.1 below as applicable.

D.5.1.1 Other Information – As Applicable If any of the following circumstances are relevant to your specific circumstances, you must include certain information as an attachment to your proposal. List under “Other Information – [Insert Name of the Relevant Section].”

A) Conflict of Interest Disclosure Recipients must notify the Grant Officer immediately in writing of any conflict of interest that arises during the life of their Federal award, including those reported to them by any sub-recipient under the award. The term employee means any individual engaged in the performance of work pursuant https://sam.gov/content/entity-registration

6/2/2022 8 to the Federal award. The Library will examine each conflict of interest disclosure based on its particular facts and the nature of the project and will determine if a potential conflict exists. If it does, the Library will work with the recipient to determine an appropriate resolution. Failure to disclose and resolve conflicts of interest in a manner that satisfies the Library may result in any of the remedies described in 2 CFR 200.339 Remedies for Noncompliance, including termination of the award.

B) Finding of Fault or Convictions in Past 5 Years If, within the past 5 years, applicant institution or any principal has been subject to a finding of fault or conviction in any Federal or state criminal, civil, or administrative legal proceeding in connection to the award to or the performance of a Federal grant or contract, then you must provide an explanation. The explanation should include information about each proceeding, namely:

• Instrument. This is the type of proceedings instrument, such as U.S. Federal issued contract, U.S.

Federal issued grant/assistance instrument, State issued contract, and State issued grant.

• State. The state where proceeding occurred.

• Instrument Number. The official number of the proceeding as assigned by instrument.

• Type of Proceeding, i.e., Administrative, Criminal, or Civil.

• Disposition, either Conviction / Finding of Fault or Other acknowledgment of fault.

• Description of the Proceeding. A comprehensive description (approx. 500 words) of the proceeding.

C) Overlap or Duplication of Effort Statement Applicants must provide a complete description of overlaps or duplications between this proposal and any other federally funded project or application in regards to activities, costs, and time commitment of key personnel, as applicable. In the description, you should:

• Identify when that proposal was submitted, to whom (entity name and program), and when you anticipate being notified of their funding decision.

• Provide a copy of any overlapping or duplicative proposal submitted to any other potential funding entity and end the statement with “We understand that if at any time we receive funding from another source that is duplicative of the funding we are requesting from the Library of Congress in this application, we will immediately notify the Library of Congress point of contact identified in this Funding Opportunity in writing.”

D) Single Audit Reporting Statement for Institutions Expending More than $750,000 USD in federal awards.

All U.S. state, local governments, federally recognized Indian tribal governments, education institutions, and non-profit organizations expending $750,000 USD or more in Federal award funds in the applicant’s fiscal year must submit a Single Audit report for that year through the Federal Audit Clearinghouse’s Internet Data Entry System.

U.S. state, local government, federally recognized Indian tribal government, and non-profit applicants must state if your institution was or was not required to submit a Single Audit report for the most recently closed fiscal year. If your institution was required to submit a Single Audit report for the most recently closed fiscal year, provide the TIN associated with that report and state if it is available through the Federal Audit Clearinghouse website.

E) Applications with Proprietary Data. The Library may share grant applications, work products, and reports with Library employees, external reviewers, or the general public to further the https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR86b76dde0e1e9dc/section-200.339

6/2/2022 9 mission of the agency. Therefore, the Library discourages inclusion of proprietary data or information in applications. However, if a proposal contains information that constitutes a trade secret, proprietary commercial or financial information, or similar confidential information, the Library will handle such information in accordance with applicable law and provided that the information is clearly marked by the applicant. Note that any funded proposal will be considered an integral part of the award and normally will be made available to the public upon request and in accordance with applicable law.

Applicants who include proprietary data must mark the cover page with the following: “This application includes marked proprietary data that must not be disclosed, duplicated, used, or disclosed for any purpose other than to evaluate this application. If, however, an award is made as a result of – or in connection with – the submission of this data, the U.S. Government will have the right to duplicate, use, and disclose the data. This restriction does not limit the U.S.

Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets {insert sheet numbers}.” Additionally, the applicant must mark the specific data it wishes to restrict with the following: “Use or disclosure of this data is subject to the restriction on the title page of this application.”

D.5.2 Budget Narrative and Plan Applicants must complete and provide two documents for the budget. The dollar amounts in both documents must match.

1. Budget Plan Workbook (Excel Workbook – Attached to Notice): Applicants must complete the attached Excel Workbook (note there are Worksheets/tabs for various costs categories).

Applicants must provide detailed costs for all items that will be funded under the project.

2. Budget Narrative: Applicants must provide a separate document from the Project Narrative that shows a clear connection between the required budget items in the Budget Plan Workbook and the project plan. The Budget Narrative is distinct from the Project Narrative and should not exceed four (4) pages, double-spaced and 11-point font.

D.5.2.1 Budget Items:

A) All items in the budget must be necessary to accomplish the project objective, allowable according to Federal cost principles, auditable and incurred during award period.

B) Applicants must explain program and administrative costs (including any cost calculations not otherwise identified) to show that project costs are reasonable and will support a successful outcome for the project.

C) The Budget Justification should also identify any item of cost that requires prior approval under the Federal cost principles. See 2 CFR 200.407.

D) Dollar amount(s) referenced in Budget Narrative, worksheets, and in the Budget Justification should be equal.

E) Provide details and explain Indirect Costs (if applicable) assigned to the project. Indirect costs are expenses incurred for common or joint objectives that cannot be easily allocated to a particular project, such as centralized administrative services, utilities, general insurance, local telephone service, or the salaries of the management and administrative personnel of the https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRea20080eff2ea53/section-200.407

6/2/2022 10 institution. See 2 C.F.R. part 200 for additional guidance. If using indirect cost rates, indirect cost rates may not exceed 15%. (Note: the Library of Congress does not adhere to the indirect cost rates negotiated by other federal agencies pursuant to OMB regulations).

F) Provide details and explain Direct Costs as described below:

Category (see 2 CFR 200.1 for specific definitions of terms used here)

In the Budget Narrative In the Budget Plan Workbook

Salaries, Wages, and Benefits: Describe the people/positions that will be involved in the project, including their pay rates or calculation of wages and stipends.

Project Staff

- Identify the people and/or positions (include descriptions for each position) that will paid with project funds.

Describe their role in the project, their pay rate (salary) or calculation of the wages for each person (price/hour, number of hours) and identify relevant benefits rates (if applicable).

- If applicant is requesting grant funding for salaries of permanent staff, explain the reason for the request and how the regular duties of the individuals will be performed during the award period of performance.

Volunteers

- If cost share is being provided by unpaid volunteers, in this section, applicant must explain how they arrived at the dollar amount used to represent the value of their services.

1. Enter project personnel salaries, wages and fringe benefits.

2. List the title and purpose of each position to be compensated under this project.

3. Explicitly explain how each personnel salary/hourly rates/number of hours aligns with the project narrative and supports the project’s goal(s) in the “Purpose of Position” section.

4. Enter the amounts of time, such as hours or percentage of time to be expended by each position under this project (e.g., 75%, or 30 hours per week) and provide total salary for the person.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.1

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Travel: A description of any travel costs, including transportation, lodging, and per diem. For all travel costs applicants must follow the requirements stated in 2

CFR §200.475.

For each trip, describe the project participants involved, the expected start and end dates, point of origin and destination, the purpose and expected outcomes of the trip, and explain how you arrived at the dollar amount citing specific examples of relevant costs.

1. List the travel activities and costs for each individual.

2. Explicitly explain the purpose of the travel activity and how each travel activity supports the project’s goal(s) in “Purpose of Travel Activity” section.

3. List travel expenses for participant(s) to attend all meetings or visit various sites if it is not virtual

(REQUIRED).

4. Provide an itemized budget breakdown of travel costs (airfare, hotel, per diem, local travel, conference fees, number of travelers and the number of days for each traveler).

5. Calculate and enter the total cost for each travel activity for full term of the agreement.

Equipment: Costs of equipment purchased specifically for the proposed project.

Equipment is generally tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds $5,000. See also 2 CFR 200.313.

Identify the purpose of any budgeted equipment and explain how you arrived at the dollar amounts.

Detail the number and unit cost for each item.

Provide vendor quotes or price lists as an appendix along with the application as needed.

If equipment purchased previously with Federal funds is available for the project, provide a list of that equipment and identify the Federal funding source.

1. List each type of equipment.

2. Describe the purpose of each piece of equipment and how it supports the project’s goal(s) in the “Purpose of Equipment” section.

3. Provide the estimated unit cost for each item to be purchased.

4. Calculate and enter the total cost for each equipment.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.313 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.313

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Supplies: Costs of supplies and materials purchased specifically for the proposed project. Supplies are tangible personal property other than equipment (See also 2

CFR 200.314.

Identify the purpose of any budgeted supplies and explain how you arrived at the dollar amounts.

Detail the number and unit cost for each item.

Provide vendor quotes or price lists as an appendix along with the application as needed.

1. List materials and supplies by nature of expense or general category (e.g., instructional materials and office supplies).

2. Provide an itemized budget breakdown of costs for materials and supply items.

3. Calculate and enter the total cost for each supply purchase.

Contractual: Costs of each third party that will undertake specific project activities such as partners, consultants, collaborators and/or service providers.

(See also 2 CFR 200.331(b) (Contractors).)

List the project activities to be undertaken by third parties for the project.

Identifying each third party by name, describing their role in the project, and the nature of their relationship with the applicant.

Explain costs for third parties and provide relevant supporting documents as an appendix along with the application.

Explain the purpose of each contractual product or service and how it supports the project’s goal(s) in the “Purpose of Product of Service” section.

1. Include all costs specifically incurred with actions that the applicant takes in conjunction with an established internal procurement system (Required).

2. Include consultant fees, expenses, and travel costs in this category if the consultant’s services are obtained through a written binding agreement or contract that includes all costs.

3. Briefly explain the purpose of each contractual product or service and how it supports the project’s goal(s) in the “Purpose of Product of Service” section.

4. Identify the products to be acquired, and/or the professional services to be provided.

5. Provide an itemized budget breakdown of costs for the deliverables under each contract.

6. Calculate and enter the total cost for each contract.

Other Direct Costs: Costs that cannot be assigned to other categories.

Explain the nature and purpose of costs that cannot be assigned to other categories.

Prompts for Other Direct Costs:

1. Identify all direct costs not previously covered in the other budget categories. For example, include costs such as space rental, required fee, honoraria and travel https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.314 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR8feb98c2e3e5ad2/section-200.314 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR031321e29ac5bbd/section-200.331

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(where a contract is not in place for services), training, and communication and printing costs.

2. List and identify items by major type or category (e.g., communications, printing, postage, equipment rental, etc.).

3. Explicitly explain the purpose for each direct cost item and how it supports the project’s goal(s) in the “Purpose of Direct Cost Item” section.

4. Provide an itemized budget breakdown of costs per item (printing = $500, postage = $750).

5. Calculate and enter the total cost for each other direct cost purchase.

6. Do not include costs that are included in the indirect cost rate.

G) Cost Share (if applicable): There is no requirement for matching funds or cost sharing from

Institutions applying for this grant. If an Institution would like to include matching funds or cost sharing, please see the budget section for instructions on how to include cost sharing. Examples of types of cost sharing may include salaries, space or studio rental costs, equipment not part of an existing indirect cost rate calculation, or supplies.

- As with grant funds, all cost share expenses must be incurred during the award period of performance unless otherwise specified and allowed by law.

o Federal funds from other federal awards may not be used for cost sharing.

o All federal, Library, and program requirements regarding the use of funds apply to both requested Library grant funds and to cost sharing. See 2 CFR 200.1 and 200.306 for more information on cost share.

- If the budget includes Cost Share, applicant should identify any cash or in-kind contributions that a partner or other entity will contribute to the project and describe how the contributions directly and substantively benefit completion of the project. For in-kind contributions, include the source, the amount, and the valuation methodology used to determine the total value. See 2 CFR 200.306 “Cost sharing or matching” for more information. If cost share is being provided by unpaid volunteers, applications should explain how they arrived at the dollar amount used to represent the value of their services.

D.5.2.2 Restrictions on Budget Plan Worksheets

A) Applicants may use grant funds only for allowable costs as found in federal government-wide cost principle rules. Please consult 2 CFR Part 200 for additional guidance on allowable costs.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.1 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/section-200.306

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- Examples of generally allowable costs under this notice include indirect or overhead costs and direct costs such as: personnel salaries, wages, and fringe benefits; travel expenses for key project staff and consultants; materials, supplies, software, and equipment related directly to project activities; adaptive and/or assistive technologies and other resources and services to improve accessibility for persons with disabilities;

third-party costs; publication design and printing; staff and volunteer training.

- Examples of unallowable costs under this notice include: general fundraising or grant management costs; contributions to endowments; general operating support; general advertising or public relations costs designed solely for promotional activities other than those related to the specific project; social activities, ceremonies, receptions, or entertainment.

B) Applicants should pay special attention to prohibitions or limitations including:

- Expenses must be incurred during the award period of performance unless otherwise specified and allowed by law.

- All federal, Library, and program requirements regarding the use of funds apply to both requested Library grant funds and to cost sharing.

- Indirect cost rates included in an applicant’s proposed budget and narrative may not exceed 15%.

- Federal funds from other federal awards may not be used for cost sharing.

D.5.3 Required Form(s) SF-424 Application for Federal Assistance All applicants must complete the appropriate standard SF-424S, Application for Federal Domestic Assistance – Short Organizational. (OMB 4040-0003, Expiration 2/28/2025) https://www.grants.gov/web/grants/forms/sf-424-short-organization-family.html

D.6 Submission Requirements All proposals must be submitted electronically via email as described and by the day and time specified in D.3 Application Package and Submission and with the following requirements:

• The subject line must include the opportunity number [030ADV22R0048].

• Required file naming conventions are as follows:

o [Notice #] – [Institution Short Name] – [Document Name] E.g. 030ADV22R0048 – UDC – Project Narrative

• Applicant must not submit zipped or locked files.

• Applicant must not submit files via a third part website (such as OneDrive or Box.com).

• The applicant should understand the file size limits for Library email are as follows:

o The maximum size file allowed through the Library’s email system is 20MB. In addition, certain files might need to undergo a conversion to be accepted by the Library’s servers.

https://www.grants.gov/web/grants/forms/sf-424-short-organization-family.html

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This conversion increases the file size by 30% to 40%, therefore, please take this into consideration, when determining file sizes.

o The Library’s email system cannot accept files greater than 20MB. If needed, applicant may send the application materials across multiple emails but must ensure they are all clearly identified, with the opportunity number [030ADV22R0048] and an identifier (“1 of X emails”, “2 of X emails”, etc.) in the subject line.

• If an applicant feels that the application materials will exceed the size limits stated above and is unable to send the documents on separate emails as stated above, the applicant may send an email to LOC-grants@loc.gov, NO LATER THAN 3:00 PM on SEPTEMBER 29, 2022, EASTERN TIME to request help with sending the application materials. Please note that this is a day before the due date for applications stated in Section B. The Library will not provide assistance if the email is received after this date and time.

E. APPLICATION REVIEW AND AWARD

E.1 Criteria for Proposal Evaluation The Library will assemble panels that will assess each proposal on advancement of program goals and feasibility of successful project outcomes. Proposals will be evaluated on questions grounded in both sets of criteria.

Specifically, key considerations in evaluating each application will be:

a) Advancement of program goals

• Does the project center on the lives, experiences and perspectives of one or more of the following groups: Black, Indigenous, Hispanic or Latino, Asian American or Pacific Islander, and other communities of color?

• Will the project make significant and meaningful use of digital materials from the Library of Congress?

• Will the project facilitate teaching and learning with digital library collections for students, staff, and/or community members?

b) Feasibility of successful project outcomes

• Does the Library have the digital materials and collections needed for a successful project? Has the applicant identified and provided links to the digital materials and collections?

• Has the applicant addressed whether those digital materials and collections are legally available for the proposed uses? For example, are there restrictions on the use of the materials?

• Has the applicant addressed whether they have the permissions and clearances to share and use materials from their own collections or other collections included in proposal?

• Does the Institution, and any collaborators, consultants, and/or service providers, possess the skills necessary for successful completion of project?

mailto:LOC-grants@loc.gov

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c) Reasonableness of costs and likelihood that budget will support project execution

• Does the applicant’s proposal indicate that the project can be completed within a 12-month period?

• Are costs allowable under the cost principles found in 2 CFR 200 Subpart E?

• If cost sharing, does the proposed cost share comply with relevant standards [2 CFR 200.306; Standard Provision "Cost Sharing (Matching)" for U.S. entities.]?

• Are costs reasonable and effective for project completion?

E.2 Notice of Federal Award Following review, applicants may be requested to revise the project scope and/or budget before an award is made. The Library reserves the right to award without requesting clarification or additional details on the application.

Once all outstanding issues have been resolved, the Grant Officer (GO) will send a draft Grant Agreement via email to the successful applicant(s) for review, comments and acceptance, to be followed by full execution of the Grant Agreement. The Grant Agreement will include instructions specific to each recipient on how to request payment. If applicable, the instructions will detail any additional information/forms required and where to submit payment requests.

Applicants whose projects are not selected for funding will receive written notice, most often by e-mail, within 60 days of the final review decision.

E.3 Pre-award Risk Assessments The successful applicant is responsible for ensuring achievement of the objectives described in this Notice. Therefore, the applicant must be a responsible entity. The Grants Officer will decide if a pre-award risk assessment will be conducted by the Library, to determine if the prospective recipient is a responsible entity that has the necessary organization, experience, accounting, and operational controls, financial resources, and technical skills needed to achieve the objectives of the program and comply with the terms and conditions of the award. For conducting the risk assessment, the applicant may be asked to complete a pre-award survey – provided after completion of the evaluation process and before award. If notified by the Library that a pre-award survey is necessary, applicants must prepare in advance the required information and documents. A pre-award survey does not commit the Library to make an award to any institution or individual.

Depending on its result of the risk assessment, the Library may determine to execute the award, not execute the award, or award with “specific conditions” (2 CFR 200.207).

F. PROJECT MANAGEMENT AND REPORTING

This section describes reporting requirements for the grants awarded under this Notice.

F.1 Approval Needed for Modifications to Proposed Work or Budget Any project carried out under a grant must be consistent with the proposal that is approved for funding by the Library. Any significant change to a grant project’s programmatic scope, key personnel, or planned budget requires the Library’s explicit consent. The designated principal or authorizing official https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-C/section-200.207

6/2/2022 17 for the grantee shall submit, in writing (including email), all requests for a change to a grant project to the appropriate Library program officer for approval.

F.2 Project Reporting Grantees must adhere to all reporting requirements listed below; further, US Non-governmental institutions need to be in compliance with 2 CFR 200. You should submit all reports by the due date for approval to the Grants Officer (GO) via email. In addition to the reports below, the GO may request additional information to contribute to the internal Library project reviews.

F.2.1 Project Development Plan Grantees are required to submit a project development plan detailing major activity and milestones, including semi-annual status updates and regular review by Library staff, within thirty (30) days of award for the Library’s approval.

F.2.2 Performance and Financial Reports

Interim Reports: Grantees are required to submit an interim performance report due on the six (6) month “anniversary” of the initial award. The interim report should include

• A description of activities undertaken to date;

• Identification of any challenges and how they were, or are planned to be, resolved; and

• A review of project expenditures to date by category and notification of any anticipated changes to the project’s spend plan.

An interim report can take the form of a memorandum (approx. 1-2 pages) to the attention of “OTP Program Technical Contact” sent in PDF or Microsoft Word format. Financial data must be submitted on the SF-425 and on the budget summary report. Recipients may use the SF 270 in lieu of the SF 425 to report financial report expenditures. Financial expenditures should be reported no less than twice annually.

Final Reports: A final performance report must provide qualitative and quantitative information describing activities carried out and specific results achieved during the period, namely:

• A description of activities undertaken

• A comparison of actual accomplishments with the established goals and objectives of the award described in the project plan

• A description of reasons why established goals were not met, if appropriate

• Key implementation challenges encountered and how they were, or are planned to be, resolved.

• A review of the project’s budget (projected vs. actual) including specification of any significant variance using the Budget Narrative Charts

• Any other pertinent information relevant to the project results and,

• Each report shall be accompanied by the Post-Award Federal Financial Report Form 425.

The final report shall take the form of a report (with cover and table of contents) sent in PDF or Microsoft Word format.

Final reports are due no later than 90 calendar days after the award period of performance end date or termination date.

https://www.grants.gov/forms/post-award-reporting-forms.html

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F.2.3 Notification of Significant Developments Events may occur between the scheduled performance reporting dates which have or could have significant impact upon the supported activity. In such cases, recipients are required to notify the Library in writing as soon as the recipient becomes aware of any problems, delays, or adverse conditions that will materially impair the ability to meet the objective of the Federal award. The notification must include a statement of any corrective action(s) taken or contemplated, and any assistance needed to resolve the situation.

The recipient should also notify the Library in writing of any favorable developments that enable meeting time schedules and objectives sooner or at less cost than anticipated or producing more or different beneficial results than originally planned.

G. FEDERAL AWARD ADMINISTRATION

G.1 Administrative and National Policy Requirements Awards resulting from this Notice will be administered in accordance with the Library of Congress’ Regulation LCR 7-310 (Grants and Funded Cooperative Agreements), policies in 2 CFR 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) described here and in the award, the Library General Terms and Conditions identified herein, and the Library Assurances and Certifications (Appendix C). Entities that receive Library funding must be familiar with these requirements and comply with applicable law.

G.2 General Terms and Conditions

Guidance. Additional OMB guidance may be incorporated by reference into grant awards and, unless otherwise specified, includes the provisions identified herein. All such guidance will be administered in accordance with standard deferral requirements for grant agreements and as interpreted by the Library, including: 2 CFR 200, subparts D, E, and F.

Record Retention. Grantees shall retain all records relating to a grant award for three years following the completion of any grant-related projects and as stated in 2 CFR § 200.334 Retention requirements for records.

Branding. Grantees shall not use the name “Library of Congress” or any abbreviation or subset of the name (such as “LC,” “LoC,” or “Digital Strategy Division”) to explicitly or implicitly endorse a product or service or materials in any publication, including online. Subject to the Library’s prior written approval over all aspects of the use and presentation of the Library’s name and logo, Grantees may use the name Library of Congress in connection with publication, distribution, packaging, publicity and promotion of the grant project or products produced as a result of a grant agreement. In addition, Grantees will acknowledge the collaboration with the Library by including a credit line in or on projects created under the terms of a grant agreement with the Library that reads “The [title of program/project] has been made possible in part by a grant from the Library of Congress.”

G.3 Certifications As an applicant for Federal funds, you must certify that you are responsible for complying with certain nondiscrimination, debarment and suspension, drug-free workplace, and lobbying laws. These are set out in more detail, along with other requirements, in Appendix C. Assurances and Certifications.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR4acc10e7e3b676f/section-200.334

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By submitting the application, which includes the Assurances and Certifications, you certify that you are in compliance with these requirements and that you will maintain records and submit any reports that are necessary to ensure compliance.

Applicant’s failure to comply with these statutory and regulatory requirements may result in the suspension or termination of your award and require you to return funds to the government.

G.4 Disclosures and Other Required Notifications

G.4.1 Criminal, Civil, and Administrative Proceedings Disclosure Applicant must disclose to the Library all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award in writing and in a timely manner.

Non-Federal entities that receive a Federal award including the terms and conditions outlined in 2 CFR 200, Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters are also required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in 2 CFR 200.339 Remedies for Noncompliance, including suspension or debarment.

G.4.2 Total Value of Federal Assistance is Greater than $10,000,000 If the total value of your currently active grants, cooperative agreements, and procurement contracts from all Federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of this Federal award, you must maintain the currency of Proceedings and Exclusions information you report to the System for Award Management (SAM). This information is made available in the designated integrity and performance system (currently the Federal Awardee Performance and Integrity Information System (FAPIIS) in accordance with Appendix XII to 2 CFR 200.

G.5 Intellectual Property Rights and Data Availability

Access and Use.

The Library’s intention in this Notice is that the projects undertaken are of maximum benefit to the American people and contribute to public knowledge.

The Library’s preference is for projects that extend an open license for non-commercial public use to any materials and software created with these funds, but we encourage applicants to describe in detail any specific limitations they might predict for portions of their projects. The Library intends to be attentive to culturally sensitive materials that may be gathered or created during a project, and will work with grant awardees to determine the most appropriate approach regarding access.

Applicant must describe any limitations on any intellectual property that will affect applicant’s performance of the grant or affect the Library’s (or the public’s) subsequent use of any deliverable under the agreement (e.g. potential documentation of copyrighted cultural material). In particular, the applicant must describe the intellectual property in sufficient detail, clearly state any limitations, and describe how the Library can use the work with the limitations described or proposed by the applicant.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20XII%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20XII%20to%20Part%20200…