21CS01 Paroling Authorities Evidence Based Practices FINAL.pdf

21CS01

The National Institute of Corrections (NIC) is seeking applications for funding under the Fiscal Year (FY) 2021. This project will revise and expand original work published in 2008 to better reflect the current challenges and opportunities regarding the work of paroling authorities.

NIC FY 2021 Comprehensive Framework for Paroling Authorities in an Era of Evidence-Based Practices 2nd

Edition

Eligibility

NIC invites applications from nonprofit organizations (including faith-based, community, and tribal organizations), for-profit organizations (including tribal for-profit organizations), and institutions of higher education (including tribal institutions of higher education). Recipients, including for-profit organizations, must agree to waive any profit or fee for services.

NIC welcomes applications that involve two or more entities; however, one eligible entity must be the applicant and the others must be proposed as subrecipients. The applicant must be the entity with primary responsibility for administering the funding and managing the entire program.

NIC may elect to make awards for applications submitted under this solicitation in future fiscal years, dependent on the merit of the applications and on the availability of appropriations.

For additional eligibility information, see Section C. Eligibility Information.

Deadline

Applicants must register with Grants.gov prior to submitting an application. NIC encourages applicants to register several weeks before the application submission deadline. In addition, NIC urges applicants to submit applications 72 hours prior to the application due date. All applications are due to be submitted and in receipt of a successful validation message in Grants.gov by 11:59 p.m. eastern time on April 19, 2021.

Late applications are neither reviewed nor considered.

For additional information, see How To Apply in Section D Application and Submission Information.

http://www.nicic.gov/ https://www.grants.gov/web/grants/applicants.html

Contact Information

For programmatic questions concerning this solicitation contact Lorie Brisbin Correctional Program Specialist, National Institute of Corrections lbrisbin@bop.gov. Responses to programmatic questions will be posted on NIC’s website for public review. The website will be updated regularly and postings will remain on the website until the closing date of this solicitation.

For technical assistance with submitting an application, contact the Grants.gov Customer Support Hotline at 800-518-4726 or 606-545-5035, or via e-mail to support@grants.gov. Hotline hours of operation are 24 hours a day, 7 days a week, except federal holidays.

Applicants who experience unforeseen Grants.gov technical issues beyond their control that prevent them from submitting their application by the deadline must e-mail the NIC at BOP-NIC/General@bop.gov within 24 hours after the application deadline and request approval to submit their application. Additional information on reporting technical issues is found under “Experiencing Unforeseen Grants.gov Technical Issues” in the How To Apply section.

Grants.gov number assigned to this announcement: 21CS01 Release date: February 16, 2021 mailto:lbrisbin@bop.gov mailto:support@grants.gov mailto:BOP-NIC/General@bop.gov

Contents NIC FY 2021 Comprehensive Framework for Paroling Authorities in an Era of Evidence-Based Practices 2nd Edition

Eligibility

Deadline

Contact Information

NIC FY 2021 Comprehensive Framework for Paroling Authorities in an Era of Evidence-Based Practices 2nd Edition

(CFDA # 16.602)

A. Program Description

Overview

Program-Specific Information

Goals

Objectives

Deliverables

B. Federal Award Information

Financial Management and System of Internal Controls

Budget Information Cost Sharing or Matching Requirement

Pre-Agreement Cost Approvals

Limitation on use of award funds for employee compensation; waiver

C. Eligibility Information Cost sharing or match requirement

Limit on number of application submissions

D. Application and Submission Information

What an Application Should Include Information to Complete the Application for Federal Assistance (SF-424)

Intergovernmental review

Project Abstract

Program Narrative

Statement of the problem

Project design and implementation

Logic model

Timeline or Milestone Chart

Capabilities and competencies, Résumés of all key personnel

Letters of Support/Memoranda of Understanding

Budget Detail Worksheet and Budget Narrative

Budget Detail Worksheet

Budget Narrative

Indirect Cost Rate Agreement (if applicable)

Tribal Authorizing Resolution

Applicant Disclosure of High Risk Status

Disclosure of Lobbying Activities

Additional Attachments

How to Apply Registering with Grants.gov

Browser Information

Attachments

File names and file types

All applicants are required to complete the following steps:

Registration and Submission Steps

Acquire or maintain registration with the System for Award Management (SAM)

Acquire an Authorized Organization Representative (AOR) and a Grants.gov username and password

Search for the funding opportunity on Grants.gov

How to Submit an Application to the National Institute of Corrections via Grants.gov Grants.gov applicants can apply online using Workspace

Applicant Support

Timely Receipt Requirements and Proof of Timely Submission

Duplicate applications

Experiencing Unforeseen Grants.gov Technical Issues

E. Application Review Information Selection Criteria

Programmatic Review (40)

Organizational Review (35)

Management/Administrative Review (25)

Review Process

F. Federal Award Administration Information Federal Award Notices

Administrative, National Policy, and Other Legal Requirements

Plain Language

Section 508

Paperwork Reduction Act

G. Federal Awarding Agency Contact(s)

H. Other Information Provide Feedback to NIC

NIC FY 2021 Comprehensive Framework for Paroling Authorities in an Era of Evidence-Based Practices 2nd Edition

(CFDA # 16.602)

A. Program Description

Overview In 2008 the National Institute of Corrections (NIC) published a comprehensive resource designed to assist paroling authorities in understanding the requirements of effective evidence-based decision-making and practices with the hope that they could better understand and articulate their agency needs to funders, regulatory agencies, and other corrections system stakeholders. At that time, parole supervision agencies were beginning to embrace evidence-based practices and corrections agencies were beginning to understand what evidence-based practices meant for institutions. It was important therefore to bring paroling authorities into the conversation and assist them in understanding how these practices fit with their mission in making paroling decisions and to introduce the idea of using standardized tools in that process.

Many things have changed since the original document’s publication and NIC believes an update and expansion to the content will benefit paroling authorities and other criminal justice stakeholders. The original document may be found at:

https://nicic.gov/comprehensive-framework-paroling-authorities-era-evidence-based-practice

Due to the ever-shifting make up of parole boards, the use of a foundational guide may serve to educate and assist not only new parole board members but act as a reference for those already on boards and those managing these agencies. New parole board members may have very little exposure to the criminal justice system prior to serving on a board or may have experience that is too heavily weighted in one area of criminal justice. These members may have no working knowledge of the corrections system or community supervision prior to their appointment to a board and need ready resources available to them to fill training and information gaps.

Add to this the complex nature of how parole and parole decision-making fits into the criminal justice continuum and you have an environment that is ripe for confusion and misinterpretation of the impact of parole decisions on all those concerned. Much has changed in the past decade regarding the community supervision population as well; changes such as the additional focus on reentry of agencies engaged in Justice Reinvestment Programs and the issues surrounding revocation practices and the setting of conditions that can dramatically impact an individual as well as system outcomes.

Community supervision is the largest component of the corrections system but is not well understood by those that put forward justice reforms. The 4.5 million people on probation and parole are double the number in state, local, and federal prisons and jails combined. Although about half of these people successfully complete their terms, the sheer size of the population means that current failure rates contribute significantly to the nation’s volume of arrests, drug misuse, and incarceration.

https://nicic.gov/comprehensive-framework-paroling-authorities-era-evidence-based-practice

Over the past decade, a strong bipartisan consensus has fueled reforms in dozens of states aimed at safely reducing the nation’s high rate of imprisonment while maintaining public safety. That is exactly what’s happening: Since its peak in 2008, the imprisonment rate has dropped 11 percent while the crime rate has fallen 23 percent. Crime reductions were, in fact, greater in states that had the biggest reductions in imprisonment. Thirty-seven states have also experienced simultaneous drops in community supervision and crime. (Probation and Parole Systems Marked by High Stakes, Missed Opportunities, Pew Charitable Trusts 2018: https://www.pewtrusts.org/en/research-and-analysis/issue-briefs/2018/09/probation-and-parole-systems-marked-by-high-stakes-missed-opportunities ).

It is more important than ever for paroling authorities to fully understand all the dynamics that their decisions affect and what stressors on the system must be considered as well as the effect on the individual on supervision to deliver better outcomes.

Statutory Authority: Public Law 93-415

Program-Specific Information Due to the nature of how parole board positions are filled, there is a need for a comprehensive guide that will be a resource for both new and longer-term parole board members, executive directors and their agencies. This guide will contain information regarding fundamental theories of parole, best and promising practices for paroling authorities. While the guide is not intended to be proscriptive, it can provide a solid foundation to board members and board executives.

The successful awardee will work in close collaboration with NIC staff. NIC staff will provide certain resources and act as subject matter experts for this project to ensure that all NIC products in this topic area are closely aligned and consistent in message and content. The awardee should be prepared and able to articulate how their project will utilize virtual meeting opportunities and maximize contact with subject matter experts and NIC staff in a meaningful and effective way. NIC can offer use of their contracted WebEx platform by providing a limited number of accounts for the awardee’s use during the terms of this agreement.

Goals To develop a 2nd Edition of the Comprehensive Framework for Paroling Authorities in an Era of Evidence- Based Practices document. This “document” will take the eventual format of a desktop guide (see example here: https://info.nicic.gov/wwvc/ ). This desktop guide format will increase the user access to the information in a searchable and easily updateable product that can still be printed on demand if the user chooses.

Objectives

1. Complete review of existing document to identify areas that can be retained, areas that need updated and new material that should be included (see item 2 and 5).

2. Research on currently available information and resources (including a literature review of research on paroling authorities and their impact on the criminal justice system).

3. Information gathering regarding the current state of agency practices, decision making processes and responses to unpopular or negative-outcome decisions.

4. Form a focus group of five to seven subject matter experts with the input and approval of NIC staff.

This group should be practitioners, both current and former with significant knowledge of the subject and be willing to provide input and act as reviewers of the materials and drafts.

5. Virtual meetings to conduct focus groups and other information gathering opportunities.

6. Recommendations of innovative and promising practices that could be included in the guide.

7. Draft of the guide with appropriate references for review and approval by NIC.

8. Provide a final version of the guide for loading onto the NIC website.

https://www.pewtrusts.org/en/research-and-analysis/issue-briefs/2018/09/probation-and-parole-systems-marked-by-high-stakes-missed-opportunities https://www.pewtrusts.org/en/research-and-analysis/issue-briefs/2018/09/probation-and-parole-systems-marked-by-high-stakes-missed-opportunities https://info.nicic.gov/wwvc/

Cooperative Agreements require significant staff involvement excluding the basic monitoring of the project, progress, deliverables and reports. For this project, the staff involvement will include:

1. Engaging in active discussion regarding the current document content

2. Acting as a subject matter expert in the project and engaging fully with the advisory group

3. Providing final approval of subject matter experts to serve on the advisory group

4. Work collaboratively on the development of resources

5. Be recognized as a co-author(s) of the desktop guide

6. Review of drafts and final approval of desktop guide content

Deliverables In addition to the strategy and content of the program design, the successful applicant must complete the following deliverables during the project period. The program narrative should reflect how the applicant will accomplish these activities.

Deliverables received as a result of this solicitation will be accepted based in part on Plain Writing Act requirements for plain language and Section 508 requirements for accessibility.

1. Meet virtually with NIC Correctional Program Specialist (CPS) Project Lead for initial kickoff meeting to clarify goals, objectives and deliverables, including the setting of initial deadlines, and role clarification within 30 days of award.

2. Participate in virtual monthly meetings with NIC project staff.

3. Participate in virtual ad hoc meetings of the focus group along with NIC project staff.

4. Report on currently available information and resources (including a literature review of research on paroling authorities and their impact on the criminal justice system (initial draft due within 90 days of award).

5. Conduct information gathering activities such as virtual focus groups, interviews, surveys and polls of paroling authorities including the agency executive, parole board chairs, parole board members and other relevant individuals within 90 days of award.

6. Present, virtually or in person, preliminary draft to NIC staff within 10 months of award.

7. Final version of the guide as approved by NIC staff in the proper format and NIC branding for loading to the website.

Evidence-based programs or practices. NIC strongly emphasizes the use of data and evidence in policy making and program development.

• improving the quantity and quality of evidence NIC generates;

• integrating evidence into program, practice, and policy decisions within NIC and the field; and

• improving the translation of evidence into practice.

NIC considers programs and practices to be evidence-based when their effectiveness has been demonstrated by causal evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship between an activity or intervention (including technology) and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which NIC considers a program or practice to be evidence-based.

Additional resources:

NIC training and technical assistance awardee standards. NIC has developed the [ TA Handbook] to promote among providers the consistency and quality of NIC-sponsored training and technical assistance and to advance common expectations of performance excellence. The standards present minimum expectations that providers must meet for effective practice in the planning, coordination, delivery, and evaluation of training.

B. Federal Award Information

NIC expects to make one award for as much as $80,000.00 for a 12-month project period, beginning on June 3, 2021.

If the awardee demonstrates significant progress toward implementing project activities and achieving project goals, NIC may, in certain cases, provide supplemental funding for FY 2022 and FY 2023 to the awardee. With the supplemental funding, the project period can be extended up to two additional 12-month increments for an overall project period of 36 months. Important considerations in decisions regarding supplemental funding include, among other factors, the availability of funding, strategic priorities, assessment of the quality of the management of the award (for example, timeliness and quality of progress reports), and assessment of the progress of the work funded under the award.

All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law.

Type of award. NIC expects to make an award from this solicitation in the form of a cooperative agreement which is a particular type of grant used when NIC expects to have ongoing substantial involvement in award activities. Substantial involvement includes direct oversight and involvement with the grantee organization in implementation of the grant but does not involve day-to-day project management. See Administrative, National Policy, and Other Legal Requirements, under Section F.

Federal Award Administration, for details regarding the federal involvement anticipated under an award from this solicitation.

Financial Management and System of Internal Controls

Award recipients and subrecipients (including recipients or subrecipients that are pass-through entities) must, as described in Part 200 Uniform Requirements as sent out as set out at 2 C.F.R. 200.303:

Establish and maintain effective internal control over the federal award that provides reasonable assurance that the nonfederal entity is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. These internal controls should be in compliance with guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States and the “Internal Control Integrated Framework”, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO).

Comply with federal statutes, regulations, and the terms and conditions of the federal awards.

Evaluate and monitor the nonfederal entity's compliance with statute, regulations, and the terms and conditions of federal awards.

Take prompt action when instances of noncompliance are identified, including noncompliance identified in audit findings.

Take reasonable measures to safeguard protected personally identifiable information and other information the federal awarding agency or pass-through entity designates as sensitive or the nonfederal entity considers sensitive consistent with applicable federal, state, and local laws regarding privacy and obligations of confidentiality.

Budget Information

Cost Sharing or Matching Requirement This solicitation does not require a match. However, if a successful application proposes a voluntary match amount, and NIC approves the budget, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.

Pre-Agreement Cost Approvals NIC does not typically approve pre-agreement costs; an applicant must request and obtain the prior written approval of NIC for all such costs. If approved, pre-agreement costs could be paid from grant funds consistent with a grantee’s approved budget, and under applicable cost standards. However, all such costs prior to award and prior to approval of the costs are incurred at the sole risk of an applicant.

Generally, no applicant should incur project costs before submitting an application requesting federal funding for those costs. Should there be extenuating circumstances that appear to be appropriate for NIC’s consideration as pre-agreement costs, the applicant should contact the point of contact listed on the title page of this announcement for details on the requirements for submitting a written request for approval.

Limitation on use of award funds for employee compensation; waiver With respect to any award of more than $250,000 made under this solicitation, recipients may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. The 2021 salary table for SES employees is available at the Office of Personnel Management website. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Any such additional compensation will not be considered matching funds where match requirements apply.)

C. Eligibility Information

For additional eligibility information, see the title page.

Cost sharing or match requirement Cost sharing/match is not required

Limit on number of application submissions If an applicant submits multiple versions of the same application, NIC will review only the most recent system-validated version submitted. For more information on system-validated versions, see How To Apply.

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2020/executive-senior-level

D. Application and Submission Information

What an Application Should Include

Applicants should anticipate that if they fail to submit an application that contains all of the specified elements, it may negatively affect the review of their application; and, should a decision be made to make an award, it may result in the inclusion of special conditions that preclude the recipient from accessing or using award funds pending satisfaction of the conditions.

Moreover, applicants should anticipate that applications that are determined to be nonresponsive to the scope of the solicitation, do not request funding within the funding limit, or that do not include the application elements that NIC has designated to be critical, will neither proceed to peer review nor receive further consideration. Under this solicitation, NIC has designated the following application elements as critical: Program Narrative, Budget Detail Worksheet, Budget Narrative, Logic Model, Timeline or Milestone Chart and résumés of all key personnel.

Applicants should review the “Note on File Names and File Types” under How To Apply to be sure that they submit their applications in the permitted formats.

NIC strongly recommends that applicants use appropriately descriptive file names (e.g., “Program Narrative,” “Budget Detail Worksheet and Budget Narrative,” “Timelines,” “Memoranda of Understanding,” “Résumés”) for all attachments. Also, NIC recommends that applicants include résumés in a single file.

Information to Complete the Application for Federal Assistance (SF-424) The SF-424 is a required standard form used as a cover sheet for submission of pre- applications, applications, and related information. This form can be found on Grants.gov and NIC’s website https://nicic.gov/invitations-bid-and-requests-proposal.

Intergovernmental review This funding opportunity is not subject to Executive Order 12372. (In completing the SF-424, applicants are to make the appropriate selection in response to question 19 to indicate that the “Program is not covered by E.O. 12372.”)

Project Abstract Applications should include a high-quality project abstract that summarizes the proposed project in 400 words or less. Project abstracts should be

• written for a general public audience;

• submitted as a separate attachment with “Project Abstract” as part of its file name; and

• single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins.

As a separate attachment, the project abstract will not count against the page limit for the program narrative.

The abstract should briefly describe the project’s purpose, the population to be served, and the activities that the applicant will implement to achieve the project’s goals and objectives. The abstract should describe how the applicant will measure progress toward these goals.

https://www.grants.gov/web/grants/forms/sf-424-family.html https://nicic.gov/invitations-bid-and-requests-proposal http://www.archives.gov/federal-register/codification/executive-order/12372.html

Program Narrative

Applicants must submit a program narrative that presents a detailed description of the purpose, goals, objectives, strategies, design, and management of the proposed program. The program narrative should be double-spaced with 1-inch margins, not exceeding 30 pages of 8½ by 11 inches, and use a standard 12-point font, preferably Times New Roman. Pages should be numbered “1 of 30,” etc. The tables, charts, pictures, etc., including all captions, legends, keys, subtext, etc., may be single-spaced and will count in the 30-page limit. Material required under the Budget and Budget Narrative and Additional Attachments sections will not count toward the program narrative page count. Applicants may provide bibliographical references as a separate attachment that will not count toward the 30-page program narrative limit. If the program narrative fails to comply with these length-related restrictions, NIC may consider such noncompliance in peer review and in final award decisions.

The program narrative should address the following selection criteria: (1) statement of the problem; (2) goals, objectives, and performance measures; (3) program design and implementation; and (4) capabilities/competencies. The applicant should clearly delineate the connections between and among each of these sections. For example, the applicant should derive the goals and objectives directly from the problems to be addressed. Similarly, the project design section should clearly explain how the program’s structure and activities will accomplish the goals and objectives identified in the previous section.

The following sections should be included as part of the program narrative:

Statement of the problem.

Applicants should describe any research or evaluation studies that relate to the problem and contribute to the applicant’s understanding of its causes and potential solutions. While NIC expects applicants to review the research literature for relevant studies, they should also explore whether unpublished local sources of research or evaluation data are available.

Goals, objectives, and performance measures.

Applicants should describe the goals of the proposed training and technical assistance program and identify its objectives. When formulating the program’s goals and objectives, applicants should be cognizant of the performance measures that NIC will require successful applicants to provide.

Goals. Applicants should describe the program’s intent to deliver training and technical assistance, as described in the previous section and outline the project’s goals.

Program objectives. Applicants should explain how the program will accomplish its goals.

Objectives are specific, quantifiable statements of the project’s desired results. They should be clearly linked to the training and technical assistance strategy identified in the preceding section and measurable.

Performance measures. NIC requires all applicants to submit quarterly progress reports demonstrating progress towards completion of the work proposed under this solicitation. The performance measures for this solicitation are:

Objective Performance Measure(s)

Description Data Grantee Provides

Complete a review of existing document

Completed review within 90 days of award

Identify material for retention, updating, inclusion

Written report of recommendations regarding content

Research on currently available information and resources including a literature review

Initial draft review within 90 days of award; final draft

Identify existing research and information on parole boards and their impact

Source of research and information, literature review document

Determine current practices by agencies regarding evidence-based practices, decision making, and response to negative outcomes

Number and variety of agencies contacted

Develop multiple approaches to conducting focus groups, polling, surveys, interviews and other information gathering activities (to include virtual events) beginning within 60 days of award

Results of information gathering in report format describing how events were conducted, agency name, number of participants, questions used, outcomes, etc.

Formation of advisory group

Five to seven SME’s agree to advise the project

Current and former parole board SME’s to provide input and review of materials and drafts

Meeting scheduling, agendas, materials and other aids.

Summary report of meeting results.

Provide recommendations on promising practices

Number of strategies identified including outcomes of services provided

Recommendations should be based on programs determined to be promising according to reported outcomes

Recommendations including their source and basis for determination

Provide a draft and final guide

Draft guide provided to NIC within 10 months of award; final guide

Draft and final guide prepared for loading on website (with sources and citations)

Draft and final guide

NIC does not require applicants to submit performance measures data with their application.

Performance measures are included as an alert that NIC will require successful applicants to submit specific data as part of their reporting requirements. For the application, applicants should indicate an understanding of these requirements and discuss how they will gather the required data, should they receive funding.

Project design and implementation

Applicants should detail how the project will operate throughout the funding period and describe the strategies that they will use to achieve the goals and objectives identified in the previous section.

Applicants should describe how they will complete the deliverables stated in the Goals, Objectives, and Deliverables section on page 5. NIC encourages applicants to select evidence-based practices for their programs.

Logic model Applicants should include a logic model that graphically illustrates how the performance measures are related to the project’s problems, goals, objectives, and design. Applicants should submit the logic model as a separate attachment, as stipulated in Additional Attachments.

Timeline or Milestone Chart Applicants should submit a milestone chart that indicates major tasks associated with the goals and objectives of the project, assigns responsibility for each, and plots completion of each task by month or quarter for the duration of the award, using “Year 1,” “Month 1,” “Quarter 1,” etc., not calendar dates.

Applicants should submit the timeline as a separate attachment, as stipulated in Additional Attachments, page 19. On receipt of an award, the recipient may revise the timeline, based on training and technical assistance that NIC will provide.

Capabilities and competencies, Résumés of all key personnel This section should describe the experience and capability of the applicant organization and any contractors or subawards that the applicant will use to implement and manage this effort and its associated federal funding, highlighting any previous experience implementing projects of similar design or magnitude. Applicants should highlight their experience/capability/capacity to manage subawards, including details on their system for fiscal accountability. Management and staffing patterns should be clearly connected to the project design described in the previous section. Applicants should describe the roles and responsibilities of project staff and explain the program’s organizational structure and operations. Applicants should include a copy of an organizational chart showing how the organization operates, including who manages the finances; how the organization manages subawards, if there are any;

and the management of the project proposed for funding.

Letters of Support/Memoranda of Understanding If submitting a joint application, as described under Section C: Eligibility Information, page 1, applicants should provide signed and dated letters of support or memoranda of understanding for all key partners that include the following:

expression of support for the program and a statement of willingness to participate and collaborate with it;

description of the partner’s current role and responsibilities in the planning process and expected responsibilities when the program is operational; and estimate of the percentage of time that the partner will devote to the planning and operation of the project.

Budget Detail Worksheet and Budget Narrative

Applicants should provide a budget that (1) is complete, allowable, and cost-effective in relation to the proposed activities; (2) shows the cost calculations demonstrating how they arrived at the total amount requested; and (3) provides a brief supporting narrative to link costs with project activities. The budget should cover the entire award period. Preagreement cost approvals. For information on pre-agreement costs, see Section B. Federal Award Information.

Budget Detail Worksheet The Budget Detail Worksheet should provide the detailed computation for each budget line item, listing the total cost of each and showing how it was calculated by the applicant. For example, cost for personnel should show the annual salary rate and the percentage of time devoted to the project for each employee paid with cooperative agreement funds. The Budget Detail worksheet should present a complete itemization of all proposed costs.

Budget Narrative The budget narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. NIC expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).

Applicants should demonstrate in their budget narratives how they will maximize cost effectiveness of grant expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and collaboration with outside organizations could be used to reduce costs, without compromising quality.

The narrative should be mathematically sound and correspond with the information and figures provided in the Budget Detail Worksheet. The narrative should explain how the applicant estimated and calculated all costs, and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget Narrative should be broken down by year.

Noncompetitive procurement contracts in excess of simplified acquisition threshold. If an applicant proposes to make one or more non-competitive procurements of products or services, where the noncompetitive procurement will exceed the simplified acquisition threshold (also known as the small purchase threshold), which is currently set at $250,000, the application should address the considerations outlined in 2 C.F.R.200.317 - 200.316.

Indirect Cost Rate Agreement (if applicable) Indirect costs are allowed only if the applicant has a current federally approved indirect cost rate, this requirement does not apply to units of local government. Attach a copy of the federally approved indirect cost rate agreement to the application. Applicants that do not have an approved rate may request one through their cognizant federal agency, which will review all documentation and approve a rate for the applicant organization, or, if the applicant’s accounting system permits, costs may be allocated in the direct cost categories. Indirect costs may be charged to an award only if:

The recipient has a current (unexpired), federally approved indirect cost rate; or the recipient is eligible to use, and elects to use, the “de minimus” indirect cost rate described in the Part 200 Uniform Requirements as set out at 2 C.F.R. 200.414

Tribal Authorizing Resolution Tribes, tribal organizations, or third parties proposing to provide direct services or assistance to residents on tribal lands should include in their applications a resolution, letter, affidavit, or other documentation, as appropriate, that certifies that the applicant has the legal authority from the tribe(s) to implement the proposed project on tribal lands. In those instances when an organization or consortium of tribes applies for a grant on behalf of a tribe or multiple specific tribes, the application should include appropriate legal documentation, as described above, from all tribes that would receive services or assistance under the award. A consortium of tribes for which existing consortium bylaws allow action without support from all tribes in the consortium (i.e., without an authorizing resolution or comparable legal documentation from each tribal governing body) may submit, instead, a copy of its consortium bylaws with the application.

Applicant Disclosure of High Risk Status Applicants are to disclose whether they are currently designated high risk by another federal grant making agency. This includes any status requiring additional oversight by the federal agency due to past programmatic or financial concerns. If an applicant is designated high risk by another federal grant making agency, you must submit the following information to at the time of application submission:

• the federal agency that currently designated the applicant as high risk;

• date the applicant was designated high risk;

• the high risk point of contact name, phone number, and email address, from that federal agency;

and

• reasons for the high risk status as set out by the federal awarding agency.

NIC seeks this information to ensure appropriate federal oversight of any grant award. Unlike the Excluded Parties List, this high risk information does not disqualify any organization from receiving an NIC award. However, additional oversight may be included, if necessary, in award documentation.

Logic model

Disclosure of Lobbying Activities All applicants must complete this information. Applicants that expend any funds for lobbying activities are to provide the detailed information requested on the form Disclosure of Lobbying Activities (SF-LLL) Lobbying Form. Applicants that do not expend any funds for lobbying activities are to enter “N/A” in the text boxes for item 10 (“a. Name and Address of Lobbying Registrant” and “b. Individuals Performing Services”).

Additional Attachments Evidence of nonprofit status, e.g., a copy of the tax exemption letter from the Internal revenue Service, if applicable. Evidence of for-profit status, e.g., a copy of the articles of incorporation, if a pplicable.

Applicants should submit the following information, as stipulated in the cited pages, as attachments to their applications. While the materials listed below are not assigned specific point values, peer reviewers will, as appropriate, consider these items when rating applications. For example, reviewers will consider résumés and/or letters of support/ memoranda of understanding when assessing “capabilities/competencies.” Peer reviewers will not consider any additional information that the applicant submits other than that specified below.

Applicant disclosure of pending applications. Applicants are to disclose whether they have pending applications for federally funded grants or subawards (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this https://www.grants.gov/documents/19/217976/SFLLL_2_0-V2.0.pdf/ad05c401-3c9c-47d0-afec-7ee26491c878?version=1.0&t=1516738837999 solicitation. The disclosure should include both direct applications for federal funding (e.g., applications to federal agencies) and indirect applications for such funding (e.g., applications to state agencies that will subaward federal funds).

NIC seeks this information to help avoid any inappropriate duplication of funding. Leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projects is encouraged and is not seen as inappropriate duplication.

Applicants that have pending applications as described above are to provide the following information about pending applications submitted within the last 12 months:

• the federal or state funding agency;

• the solicitation name/project name; and

• the point of contact information at the applicable funding agency.

SAMPLE

Federal or State Funding Agency

Solicitation Name/Project Name

Name/Phone/E-mail for Point of Contact at Funding Agency

DOJ/COPS COPS Hiring Program John Doe 202-000-0000 John.doe@doj.gov

HHS/Substance Abuse Drug Free Mentoring Program Jane Doe 202-000-000 Jane.doe@doj.gov

Applicants should include the table as a separate attachment, with the file name “Disclosure of Pending Applications,” to their application.

Applicants that do not have pending applications as described above are to include a statement to this effect in the separate attachment page (e.g., “[Applicant Name on SF-424] does not have pending applications submitted within the last 12 months for federally funded grants or subawards (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation.”).

How to Apply Applicants must register in and submit applications through Grants.gov, a “one-stop storefront” to find federal funding opportunities and apply for funding. Find complete instructions on how to register and submit an application here. Applicants that experience technical difficulties during this process should call the Grants.gov Customer Support Hotline at 800-518-4726 or 606–545–5035, 24 hours a day, 7 days a week, except federal holidays.

Registering with Grants.gov A one-time process; however, processing delays may occur, and it can take several weeks for first-time registrants to receive confirmation and a user password. NIC encourages applicants to register several weeks before the application submission deadline. In addition, NIC urges applicants to submit applications 72 hours prior to the application due date to allow time to receive validation messages or rejection notifications from Grants.gov, and to correct in a timely fashion any problems that may have caused a rejection notification.

https://www.grants.gov/web/grants/applicants/apply-for-grants.html

NIC strongly encourages all prospective applicants to sign up for Grants.gov email notifications regarding this solicitation https://www.grants.gov/web/grants/manage-subscriptions.html. If this solicitation is cancelled or modified, individuals who sign up with Grants.gov for updates will be automatically notified.

Browser Information Grants.gov was built to be compatible with Internet Explorer. For technical assistance with Google Chrome, or another browser, contact Grants.gov Customer Support.

Attachments Grants.gov has two categories of files for attachments: “mandatory” and “optional.” NIC receives all files attached in both categories. Attachments are also labeled to describe the file being attached (e.g., Project Narrative, Budget Narrative, Other) and are labeled correctly. Do not embed “mandatory” attachments within another file.

File names and file types Grants.gov only permits the use of certain specific characters in names of attachment files. Valid file names may include only the characters shown in the table below. Grants.gov is designed to reject any application that includes an attachment(s) with a file name that contains any characters not shown in the table below.

Characters Special Characters Upper case (A – Z) Parenthesis ( ) Curly braces { } Square brackets [ ] Lower case (a – z) Ampersand (&) Tilde (~) Exclamation point (!)

Underscore ( ) Comma ( , ) Semicolon ( ; ) Apostrophe ( ‘ ) Hyphen ( - ) At sign (@) Number sign (#) Dollar sign ($) Space Percent sign (%) Plus sign (+) Equal sign (=) Period (.) When using the ampersand (&) in XML, applicants must use the “&”

format.

All applicants are required to complete the following steps:

NIC may not make a federal award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements. If an applicant has not fully complied with the requirements by the time the federal awarding agency is ready to make a federal award, the federal awarding agency may determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant.

Registration and Submission Steps Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of Management and Budget requires that all applicants (other than individuals) for federal funds include a DUNS number in their applications for a new award or a supplement to an existing award. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and differentiating entities receiving federal funds. The identifier is used for tracking purposes and validating address and point of contact information for federal assistance applicants, recipients, and subrecipients. The DUNS number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, one-time activity. Call Dun and Bradstreet at 866–705–5711 to obtain a DUNS number or apply online. A DUNS number is usually received within 1-2 business days. For more detailed instructions for obtaining a DUNS number, refer to:

https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/manage-subscriptions.html http://www.dnb.com/ https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

Acquire or maintain registration with the System for Award Management (SAM) SAM is the repository for standard information about federal financial assistance applicants, recipients, and subrecipients. NIC requires all applicants (other than individuals) for federal financial assistance to maintain current registrations in the SAM database. Applicants must be registered in SAM to successfully register in Grants.gov, failure to register with SAM will prevent your organization from applying through Grants.gov . Applicants must update or renew their SAM registration annually to maintain an active status.

Applicants cannot successfully submit their applications until Grants.gov receives the SAM registration information. The information transfer from SAM to Grants.gov can take as long as 48 hours. NIC recommends that the applicant register or renew registration with SAM as early as possible.

Access information about SAM registration procedures here.

Click here for further details on DUNS, SAM, and Grants.gov registration steps and timeframes.

Acquire an Authorized Organization Representative (AOR) and a Grants.gov username and password Complete the AOR profile on Grants.gov and create a username and password. Applicant organizations must use their DUNS number to complete this step. For more information about the registration process, go here.

Acquire confirmation for the AOR from the E-Business Point of Contact (E-Biz POC). The E-Biz POC at the applicant organization must log into Grants.gov to confirm the applicant organization’s AOR. When applications are submitted through Grants.gov, the name of the organization's AOR that submitted the application is inserted into the signature line of the application, serving as the electronic signature. The EBiz POC must authorize individuals who are able to make legally binding commitments on behalf of the organization as an AOR; this step is often missed and it is crucial for valid and timely submissions.

Search for the funding opportunity on Grants.gov

Use the following identifying information when searching for the funding opportunity on Grants.gov. The Catalog of Federal Domestic Assistance number for this solicitation is 16.602 and the funding opportunity number is NIC-21CS01

Access Funding Opportunity and Application package from Grants.gov. Select “Apply for Grants” under the “Applicants” column. Enter you email address to be notified of any changes to the opportunity package before the closing date. Click the Workspace icon to use Grants.gov Workspace.

Submit a valid application consistent with this solicitation by following the directions in Grants.gov.

Within 24–48 hours after submitting the electronic application, the applicant should receive two…