26JD01 Staffing analysis implementationNOFO-FINAL.pdf

26JD01

U.S. Department of Justice National Institute of Corrections

NOTICE OF FUNDING OPPORTUNITY (NOFO)

Funding Opportunity Title: Staffing Analysis Implementation Program

Announcement Type: Initial

Funding Opportunity Number: 26JD01

Assistance Listing Number: 16.601

Due Date for Applications: July 30, 2026 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 July 30, 2026. Late applications are neither reviewed nor considered.

Purpose: Through this cooperative agreement, NIC seeks to provide jails with opportunities to participate in the Virtual Instructor Led Training (VILT) version of staffing analysis training. This program will enhance and expand staffing analysis training and technical assistance for federal, state, local, and tribal corrections agencies.

SPECIAL NOTE: Applications must be ‘VALIDATED’ by Grants.gov by the application deadline. This can take up to 48 hours after successful submission. See Section 5, Timely Receipt Requirements and Proof of Timely Submission, for more information. It is strongly recommended that applications be submitted at least 2 business days ahead of the application deadline.

CONTENTS

1. Basic Information ---------------------------------------------------------------------- 3

2. Eligibility --------------------------------------------------------------------------------- 4

3. Program Description ------------------------------------------------------------------ 6

4. Application Contents and Format ------------------------------------------------- 11

5. Submission Requirements and Deadlines ---------------------------------------- 22

6. Application Review Information --------------------------------------------------- 27

7. Award Notices -------------------------------------------------------------------------- 29

8. Post-Award Requirements and Administration -------------------------------- 31

9. Other Information -------------------------------------------------------------------- 34

1. BASIC INFORMATION

Federal Agency Name: National Institute of Corrections

Funding Opportunity Title: Staffing Analysis Implementation Program

Announcement Type: Initial Announcement

Funding Opportunity Number: 26JD01

Assistance Listing Number:

16.601 - Corrections Training and Staff Development

Funding Details: NIC expects to make one award for a 12-month project period. Requests for amounts more than award amount, including direct and indirect costs will not be considered.

Total funding available: $200,000.00 Total Award Amount: $200,000.00 Number of Awards: 1

Key Dates: Announcement Date: June 15, 2026

Pre-proposal inquiries and questions must be submitted not later than July 15, 2026

Application Due Date: July 30, 2026 at 11:59 PM Eastern Time Applications must be received electronically and in receipt of a successful validation message in Grants.gov.

Anticipated Award Date: August 31, 2026

Executive Summary:

NIC has been providing staffing analysis resources to the corrections community for over 30 years. Their staffing analysis process and methodology are widely regarded as the industry standard within the corrections community and beyond.

Through this cooperative agreement, NIC seeks to provide the corrections community with opportunities to participate in the Virtual Instructor Led Training (VILT) version of staffing analysis training. This program will enhance and expand staffing analysis training and technical assistance for federal, state, local, and tribal corrections agencies.

Extracted from the processes and methodology depicted in NIC staffing analysis resources, the staffing analysis VILT curriculum was developed with distinct advantages for the participating agencies over the in-class delivery method. The staffing analysis process can be time-consuming and daunting for new or inexperienced analysts. As with most things, practical experience is the best instructor. Unlike the in-class curriculum, the NIC staffing analysis VILT training program provides participating agencies with step-by-step instruction and actual completion of a staffing analysis over the course of the training engagement.

Participants will be supported throughout the learning process through live virtual instruction, structured intersession assignments, and individualized coaching as they complete a staffing analysis of custodial line officers and first-line supervisors at one of their agency’s facilities.

Agency Contact Information:

Application Submission and Form Information:

Mark Wyche 771-241-0452 Mwyche@bop.gov

Program Specific Information: Comments or questions submitted should be concise and to the point, eliminating any unnecessary verbiage. In addition, the relevant page, part and paragraph of the NOFO should be referenced. 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. Questions submitted within 2 weeks prior to a submission deadline may not be answered, and the due date for proposal submission will not be extended.

Cody Scott Cscot1@bop.gov

2. ELIGIBILITY

Eligible Applicants.

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. Foreign governments, international organizations, and non-governmental international organizations/institutions are not eligible to apply. Proof of 501(c) (3) status as determined by the Internal Revenue Service or an authorizing tribal resolution is required.

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. Only one (1) application will be accepted from a submitting organization.

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.

mailto:Mwyche@bop.gov mailto:Cscot1@bop.gov

Entity Types Eligible to Apply:

-nonprofit organizations (including faith-based, community, and tribal organizations) -for-profit organizations (including faith-based, community, and tribal organizations) -institutions of higher education (including tribal institutions of higher education)

Additional Restrictions on Eligibility:

-Recipients, including for-profit organizations, must agree to waive any profit or fee for services -Foreign governments, international organizations, and non-governmental international organizations/institutions are not eligible to apply.

-Proof of 501(c) (3) status as determined by the Internal Revenue Service or an authorizing tribal resolution is required.

-The applicant must be the entity with primary responsibility for administering the funding and managing the entire program.

-Applications from federal agencies or employees of federal agencies will not be considered. However, federal agencies or employees may serve as unfunded collaborative project partners under the Cooperative Agreement award.

-Government Organizations to include State governments, County governments, City or township governments, Special district governments are not eligible.

Eligibility factors for the Principal Investigator or Project Director:

- Only one (1) application will be accepted from a submitting organization.

Criteria that would make any particular projects ineligible:

-For–profit entities cannot use program funds to conduct private business, promote private self–interests, supplement the costs of normal sales activities, or promote their own products or services beyond specific uses approved by NIC.

-Funding limited to a maximum of $200,000.00 Applications that request more than $200,000.00 in total funding including indirect costs will not be considered -To be deemed eligible, applications must substantially comply with the application submission instructions and requirements set forth in Section 4, Application Contents and Format, of this solicitation, also see Application Checklist -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 information on Duplicate Applications.

Cost Sharing

-This announcement does not require cost sharing or match: See 2 C.F.R. 200.306 for additional information.

-Calculation for required cost sharing: NONE -Cost Sharing restrictions: NONE -If a successful application proposes a voluntary cost share or match amount, and NIC approves the budget, the total cost share or match amount shall be incorporated into the approved budget and becomes mandatory and subject to audit. Cost sharing or match will not be used as a factor during the merit review https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/section-200.306 of applications.

3. PROGRAM DESCRIPTION

General Purpose The Staffing Analysis program enables agencies to gather and interpret vital data, leading to optimized resource utilization, informed policy adjustments, and substantiated staffing requests.

NIC Funding Priorities / Focus Areas The National Institute of Corrections (NIC) supports public safety by providing specialized corrections training, information services, and technical assistance to federal, state, local, and tribal justice agencies. The outcomes of NIC's activities contribute significantly to the achievement of the following correctional goals and priorities:

Effectively managed prisons, jails, and community corrections programs and facilities. NIC provides services related to effective planning, management, and operational practice leading to safe and secure prisons, jails, and community services.

Enhanced organizational and professional performance in corrections. NIC provides education and training in management, leadership, and corrections operations based on that enhance organizational and professional performance.

Community, staff, and offender safety. NIC promotes correctional practices and procedures that maximize the safety of the community, staff, and offenders; holds detainees, inmates, and parolees/probationers accountable; and seeks to reduce recidivism.

Improved correctional practices through the exploration of trends and public policy issues.

NIC promotes the exploration of critical issues and the shaping of public policies that strengthen and improve the effectiveness and efficiency of corrections.

Enhanced services through improved organizational and staff effectiveness. NIC provides opportunities for organizational and professional growth that enhance the field of corrections.

Program Goals and Objectives

GOALS

This program aims to advance operational safety and security by enhancing correctional staffing practices through innovative training, technical assistance, and e-resources.

OBJECTIVES AND DELIVERABLES

1. Deliver two iterations for Federal and State Prisons in addition to three iterations for local and tribal jails of NIC’s Staffing Analysis Training Program designed for virtual instructor-led training (VILT)

2. Collect and analyze post-delivery feedback from participants, instructors, and project team members.

The award will provide jails with opportunities to participate in the VILT version of staffing analysis training. This program will enhance and expand staffing analysis training and technical assistance for federal, state, local and tribal corrections agencies.

1. Conduct an initial virtual meeting with NIC within ten days of the award to review goals and objectives, discuss and develop a timeline of activities, role clarification, overview of the project, and the project concept plan.

2. The awardee will receive the latest NIC Staffing Analysis Implementation Program curriculum. To deliver two iterations for Federal and State Prisons in addition to three iterations for local and tribal jails. The curriculum is designed for virtual instructor-led training (VILT) delivery. Each iteration will be delivered to four facilities, each providing a five-member staffing analysis team, for a total of up to 20 participants.

3. The awardee is responsible for contracting and all costs including compensating technical resource providers (TRPs)/subject matter experts (SMEs) to deliver training and related assistance under the cooperative agreement. All TRP’s/SME’s must be approved by the NIC Program Manager. Resume`s for the TRP/SME must be submitted to the Program Manager, each TRP/SME must have a minimum of three years teaching experience in the field of corrections and practical experience with NIC’s SAIP.

If not performed solely by the awardee, TRP services will include:

• Participation in virtual meetings with the cooperative agreement team.

• Data and information requests. Examples of data and information include floor plans, staff coverage plan, master and daily rosters, organizational chart, and relief factor(s).

• Evaluation of agency data to become familiar with each facility’s unique characteristics, prepare for instructional delivery of the curriculum, and identify any agency challenges concerning data/information collection.

Conducting pre-session tech-checks with all participants. Prior to the first instructional session, schedule at least two sessions to allow participants to join an introduction to Webex and to ensure agency firewalls do not limit functionality or prevent participants from joining. Sessions should be scheduled for an appropriate length to accommodate all participants.

• Delivering approximately two hours of program instruction weekly for eight weeks.

Awardee should anticipate that the training session host will be required to initiate the session approximately one hour prior to the scheduled start time and that all instructors (minimum of two instructors and one producer per session) be logged into the training session at least 30 minutes prior to the session to conduct technology checks and make final preparations. Awardee should also remain available to after session questions.

• Providing participant agencies up to twelve hours of weekly intersession coaching and guidance, validating intersession work to confirm each process step is understood and accomplished, and reviewing draft staffing analysis reports completed after the final session.

4. The awardee, in collaboration with the NIC program manager, will schedule and complete VILT curriculum rehearsals. Rehearsals will be conducted on NIC’s Webex Training platform.

Awardee is responsible for acting as, or providing, the producer for all rehearsals and instructional sessions throughout the delivery of the VILT curriculum.

5. The awardee will use NIC’s evaluation process to collect user feedback to assess the program’s effectiveness and provide NIC a summary report of the training event within a week of its conclusion.

6. Awardee should anticipate making recommendations for minor revisions to the curriculum throughout the award term based on participant and project team member feedback.

7. The awardee will edit any recordings to remove any agency-specific sensitive information.

The finalized recordings are part of the program deliverables and will be used as NIC deems appropriate.

8. The awardee should plan to have participant-developed draft staffing analysis reports reviewed and ready for each agency to finalize no later than two weeks following the final VILT session.

9. The awardee, in collaboration with NIC program managers, will coordinate all training logistics, such as agency point of contact, dates, technical readiness checks with participants, etc.

10. The awardee will meet all financial and reporting requirements for the cooperative agreement.

11. The awardee is responsible for contracting and compensating technical resource providers (TRPs) or subject matter experts (SMEs) who support training, delivery and related technical assistance. TRP responsibilities may include participating in project meetings, requesting and reviewing agency data (such as floor plans, coverage plans, rosters, organizational charts, and relief factors), evaluating agency information to prepare for instruction, and identifying challenges associated with data collection.

12. The awardee will conduct pre-session technology checks with all participants to ensure familiarity with the Webex platform and confirm that agency firewalls do not restrict participation. Training will consist of approximately two hours of weekly instruction over eight weeks. Each session will require advance preparation, including early host access, instructor technology checks, and post-session availability for participant questions. Agencies will also receive approximately twelve hours per week of intersession coaching and feedback to support completion of staffing analysis tasks and draft reports.

13. In collaboration with the NIC program manager, the awardee will conduct curriculum rehearsals, manage Webex production for all sessions, utilize the NIC evaluation, and provide NIC a summary report within one week of each training event. The awardee will coordinate training logistics, recommend minor curriculum improvements, and ensure all reporting and financial requirements are met.

14. Develop and present at least 2 national conference presentations in collaboration with NIC.

15. Meet with NIC Instructional Systems Specialist Staff within 30 days to coordinate any software and product development. Electronic and Information Technology (EIT) (e-courses, videos, audio, VILTs, etc.) must comply with the federal mandate of 508 and WCAG compliance accessibility and as such in accordance with the agency agreement ensuring all visual and audio elements are accessible. In parallel with the statement of work the recipient must provide text alternatives for images, include captions for videos and transcripts for audio, allow for keyboard navigation, and use the authoring tools prescribed by NIC that supports accessibility, editing, and maintenance of the EIT. Use color contrast, clear language, and incorporate user/evaluation testing throughout process of creation where it applies. EIT created/distributed content must be usable by individuals with visual, auditory, motor, and cognitive impairment.

Work with NIC Social Science Research Analysts to develop, implement, and analyze evaluations for each program.

Performance measures capture outcomes of cooperative agreement activities, demonstrating if programs accomplish goals and objectives. 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 notice are:

Objective Performance Measure(s)

Description Data Grantee Provides

Deliver NIC’s virtual instructor-led staffing analysis training curriculum which is applicable to all correctional facility settings.

Deliver NIC’s virtual instructor-led staffing analysis training curriculum which is applicable to all correctional facility settings.

Successful completion of three staffing analysis VILT training programs.

Summary report of training event to include any relevant participant data.

Collect and analyze post-delivery feedback from participant, instructor, and project team members.

Collect and evaluate post-training participant and team member feedback.

A written report to NIC of all feedback and evaluations in a format that will aid in the facilitation of follow-up discussions to determine potential curriculum revisions and inform training process adjustments.

Participant feedback and evaluations; NIC and awardee feedback and evaluations;

recommendations for curriculum revisions.

Refine and revise the virtual instructor-led staffing analysis training curriculum as needed.

Revised instructor and participant guides, slide-deck, associated media, and handouts.

Awardee incorporates minor revisions to curriculum and associated products based on participant and team member feedback and recommendations.

NIC is provided with updated curriculum and all associated materials in printed and electronic form.

Award instrument – Cooperative Agreement. Cooperative Agreements require significant staff involvement excluding the basic monitoring of the project, progress, deliverables and reports.

NIC Staff Responsibilities:

- Approval of TRPs/SMEs.

- Review and approval of participating agencies. Participant application information on NIC’s website Participant Application information

- Approval of training dates.

- Work collaboratively with awardee and all sub-contractors on delivery schedule.

Funding Restrictions Foreign Travel is not allowed unless prior written approval is received from Awarding Agency (NIC). Equipment purchases are not allowed. Construction is not an allowable activity. See 2 CFR Part 200 Subpart E—Cost Principles for information on Cost Principles.

For information on Direct and Indirect Cost, see: https://www.ecfr.gov/current/title-2/section- 200.412

Incentives or Stipends Unless specifically listed in Section 3. Program Description, NIC will not fund incentives or Stipends.

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 in Section 1 of this announcement.

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 2026 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.)

https://www.ecfr.gov/current/title-2/part-200/subpart-A#p-200.1(Cooperative%20agreement) https://nicic.gov/training/catalog/virtual-instructor-led-training/staffing-analysis-implementation-project-jails https://www.ecfr.gov/current/title-2/section-200.400 https://www.ecfr.gov/current/title-2/section-200.400 https://www.ecfr.gov/current/title-2/section-200.412 https://www.ecfr.gov/current/title-2/section-200.412

Eligibility Criteria for Program Participants (Other than Federal Award Recipients)

The NIC Staffing Analysis Implementation Program benefits correctional agencies and the staff by giving participants hands-on training, coaching, and technical assistance to conduct a systematic staffing analysis. It helps agencies identify efficiencies, adjust policies that affect staffing, justify current or future staffing needs, and build a staffing plan that can be reviewed and updated annually.

Who benefits

• Participating agencies at the state, county, and city levels benefit because they learn a standardized process for analyzing staffing requirements and producing a staffing analysis report.

• A five-person agency team benefits because members from Administration, Security, Programs and Services, Support Services, and Human Resources gain practical experience in staffing analysis methods.

• Facility leadership benefits because the training gives them data and analysis they can use to support staffing decisions and planning.

• Staff, the public, and people in custody benefit indirectly because better staffing plans are tied to safer operations and improved coverage.

How it helps:

The program focuses on live virtual sessions, intersession practice, and coaching while participants analyze custodial line officers and first-line supervisors in one facility. By the end, participants have the skills and tools to extend the analysis to the rest of the agency’s staff and implement a new staffing plan.

Authorizing Statutes and Regulations Statutory Authority: Public Law 93-415

4. APPLICATION CONTENTS AND FORMAT

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. See attached checklist.

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:

SF-424: Application for Federal Assistance SF-424A: Budget Information for Non-construction Programs

SF-424B: Assurances for Non-construction Programs SF-LLL: Disclosure of Lobbying Activities Project Abstract Program Narrative Budget Detail Worksheet Budget Narrative Logic Mode Timeline or Milestone Chart Capabilities and Competencies AND Résumés of all key personnel.

Accessibility Conformance Report

A complete, NIC standard Federal Financial Assistance application package should be submitted, as described below. Each proposal must include the following federal application forms. The Standard Form (SF)-424family and form instructions are available in the Grants.gov application package, but may be downloaded from https://www.grants.gov/forms/forms-repository/sf-424-family.

-SF-424: Application for Federal Assistance -SF-424A: Budget Information for Non-construction Programs -SF-424B: Assurances for Non-construction Programs -SF-LLL: Disclosure of Lobbying Activities

Pre-application letters of intent, or whitepapers are not required or encouraged.

Budget SF-424A: Prepare a master budget table using “SF-424A Budget Information for Non- Construction Programs” (aka SF-424A), available in the Grants.gov electronic application package. Only complete “Section B-Budget Categories”. Provide the object class budget category (a. - k.) amounts for each budget year under the “Grant Program, Function or Activity” heading. Each column reflects a separate budget year. For example, Column (1) reflects budget year 1. The total budget will be automatically tabulated in column (5). The solicitation will specify if the award will fund multiple years, continuation awards will be made on a noncompetitive basis. Column 1 (budget year 1) is the only requirement.

Component pieces of the application in addition to the four SF-424, SF-424A, SF 424B and SF- LLL. Forms: Project Abstract, Program Narrative, Budget Detail Worksheet, Budget Narrative, Logic Mode, Timeline or Milestone Chart, Capabilities and Competencies AND Résumés of all key personnel, Accessibility Conformance Report.

Project Abstract (1 Page): Applications must 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 https://www.grants.gov/forms/forms-repository/sf-424-family https://www.grants.gov/forms/forms-repository/sf-424-family https://www.grants.gov/forms these goals.

Program Narrative (30 Pages - The cover page does not count toward the 30-page limit):

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.

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. NIC encourages applicants to select evidence-based practices for their programs.

If applicable, the need to identify proprietary information. Include how to do so and how the Federal agency will handle it. Applicants should generally refrain from including the details of proprietary information in applications. In cases where, in the applicant’s judgement, the inclusion of proprietary information is essential to application review and scoring, the applicant should clearly indicate information it wishes to designate as proprietary.

Budget Detail Worksheet Applicants must 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. Pre-agreement cost approvals: For information on pre-agreement costs, see Pre-Agreement Cost Approvals.

The Budget Detail Worksheet must 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 must 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 must present a complete itemization of all proposed costs.

Identify the amount requested for each budget category and describe the basis for calculating the personnel, fringe benefits, travel, equipment (if authorized), supplies, contractual support and other costs identified in the SF-424A.

Budget information must be supported at the level of detail described below:

a. Personnel: List all staff positions by title. Give annual salary, percentage of time assigned to the project, total cost for the budget period, project role and specify any annual cost of living adjustments. Compensation paid for employees engaged in grant activities must be consistent with payments for similar work within the applicant organization. Note that for salaries to be allowable as a direct charge to the award, a justification of how that person will be directly involved in the project must be provided.

General administrative duties such as answering telephones, filing, typing or accounting duties are not considered acceptable.

Below is a sample computation for Personnel:

Position/Title Annual Salary

% of Time Assigned to Project

Year 1 Year 2* Year 3* Total

Project Manager

$70,000 50% $35,000 $36,050 $37,132 $108,182

Trainer $60,000 100% $60,000 $61,800 $63,654 $185,454

Specialist Design Tech

$45,000 100% $45,000 $46,350 $47,741 $139,091

Total Personnel

$140,000 $144,200 $148,527 $432,727

*There is a 3% increase after Year 1 for all personnel for cost of living adjustments

Note this budget category is limited to persons employed by the applicant organization ONLY.

Those employed elsewhere are classified as sub awardees, program participants, contractors or consultants. Contractors and consultants should be listed under the “Contractual” budget heading. Subawards made to eligible subrecipients are listed under the “Other” budget heading.

Participant support costs such as travel assistance for trainees are listed under the “Other” budget heading.

b. Fringe Benefits: Identify the percentage used and the basis for its computation Fringe benefits are for the personnel listed in budget category (1) above and only for the percentage of time devoted to the project. Fringe benefits include but are not limited to the cost of leave, employee insurance, pensions and unemployment benefit plans. The applicant should not combine the fringe benefit costs with direct salaries and wages in the personnel category.

Below is a sample computation for Fringe Benefits

Position/Title

Base Fringe % Rate Costs

Project Manager 47.22% $16,527

Trainer 50.83% $30,498

c. Travel: In a table format, specify the estimated number of trips, purpose of each trip, number of travelers per trip, destinations and other costs for each type of travel for applicant employees. Travel costs for program participants if authorized, should be specified in the “Other” budget category. Explain the need for any travel, paying particular attention to travel outside the United States. Foreign travel includes trips to Mexico and Canada, but does not include trips to Puerto Rico, the U.S. territories, or possessions. If NIC funds will be used for foreign travel, the budget justification must expressly state that the applicant will not use NIC funds for foreign travel without prior written approval by NIC.

Below is a sample computation for Travel:

Purpose of Travel

Location Item Computation Cost

State prison visit Washington

DC

Lodging 4 people x $100 per night x 2 nights

$800

Airfare 4 people x $500 round trip $2,000 Per Diem 4 people x 50 per day x 2.5 days $500

Total Travel $3,300

d. Equipment: If authorized, identify all tangible, non-expendable personal property to be purchased that has an acquisition cost of $5,000 or more per unit and a useful life of more than one year. Equipment also includes accessories and services included with the purchase price necessary for the equipment to be operational. It does not include: (1) equipment planned to be leased/rented; or (2) separate equipment service or maintenance contracts. Details such as the type of equipment, cost and a brief narrative on the intended use of the equipment for project objectives are required. Each item of equipment must be identified with the corresponding cost. Particular brands of equipment should not be identified. General-purpose equipment (office equipment, etc.) must be justified as to how it will be used on the project. (Property items with a unit cost of less than $5,000 are considered supplies).

e. Supplies: “Supplies” are tangible property other than “equipment” with a per item acquisition cost of less than $5,000. Include a brief description of the supplies required to perform the work. Costs should be categorized by major supply categories (e.g. office supplies, computing devices, monitoring equipment) and include the estimated costs by category.

f. Contractual: List the proposed contractual activities along with a brief description of the scope of work or services to be provided, the proposed duration of the contract/procurement, the estimated cost and the proposed procurement method (competitive or non-competitive). Any procurement of services from individual consultants or commercial firms (including space for workshops) must comply with the competitive Procurement Standards of 2 CFR Part 200.317-200.326.

Examples of Contractual costs include:

Consultants – Consultants are individuals with specialized skills who are paid at a daily or hourly rate. Participation in the salary rate (excluding overhead) paid to individual consultants retained by recipients or by a recipient's contractors or subcontractors is limited to the maximum daily rate for a Level IV of the Executive Schedule (formerly GS-18), to be adjusted annually.

Speaker/Trainer Fees – Information on speakers should include the fee and a description of the services they are providing.

g. Construction: Not Authorized.

https://www.ecfr.gov/current/title-2/part-200/subject-group-ECFR45ddd4419ad436d

h. Other: List each item in sufficient detail for NIC to determine the reasonableness of its cost relative to the program solicitation. “Other” items may include equipment rental, telephone service and utilities and photocopying costs. Note that subawards, such as those with other universities or nonprofit research institutions for members of the research team, are included in this category. Provide the total costs proposed for subawards as a separate line item in the budget justification and brief description of the activities to be supported for each subaward or types of subawards if the subrecipients have not been identified. Subawards may not be used to acquire services from consultants or commercial firms.

Provide the total costs proposed for participant support costs if authorized as a separate line item in the budget justification and brief description of the costs. If NIC funds will be used for foreign travel by program participants, the budget justification must expressly state that the applicant will not use NIC funds for foreign travel without prior approval by

NIC.

i. Indirect costs (IDC): may be budgeted and charged by recipients of Federal assistance agreements in accordance with 2 CFR Part 200, with the exception of “exempt” agencies and Institutions of Higher Education as noted below, all recipients must have one of the following current (not expired) IDC rates, including IDC rates that have been extended by the cognizant agency:

Provisional.

Final.

Fixed rate with carry-forward.

Predetermined.

15% de minimis rate authorized by 2 CFR 200.414(f) here “Exempt” state or local governmental departments or agencies are agencies that receive up to and including $35,000,000 in Federal funding per the department or agency’s fiscal year and must have an IDC rate application developed in accordance with 2 CFR 200 Appendix VII, with documentation maintained and available for audit.

Institutions of Higher Education must use the IDC rate in place at the time of award for the life of the assistance agreement (unless the rate was provisional at time of award, in which case the rate will change once it becomes final). As provided by 2 CFR Part 200, Appendix III, the term “life of the assistance agreement”, means each competitive segment of the project.

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 https://www.ecfr.gov/current/title-2/section-200.414 https://www.ecfr.gov/current/title-2/part-200/section-200.414#p-200.414(f) https://www.ecfr.gov/current/title-2/part-200/appendix-Appendix%20III%20to%20Part%20200 https://www.ecfr.gov/current/title-2/part-200/appendix-Appendix%20III%20to%20Part%20200

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

IDCs incurred during any period of the assistance agreement that are not covered by the provisions above are not allowable costs and must not be drawn down by the recipient.

Recipients may budget for IDCs pending approval of their IDC rate by the cognizant Federal agency. However, recipients may not draw down IDCs until their rate is approved.

Budget Narrative: The budget narrative must 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 cooperative agreement 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 must 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

Logic Model: Applicants must include a logic model that graphically illustrates how the performance measures are related to the project’s problems, goals, objectives, and design.

Timeline or Milestone Chart: Applicants must 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. On receipt of an award, the recipient may revise the timeline, based on training and technical assistance that NIC will provide.

Capabilities / Competencies AND 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 https://www.ecfr.gov/current/title-2/part-200/subpart-E#p-200.414(f) https://www.ecfr.gov/current/title-2/part-200/subject-group-ECFR45ddd4419ad436d 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. Résumés of all key personnel must be included.

Accessibility Conformance Report: Applicants must provide an Accessibility Conformance Report (ACR) for each type of Information and Communication Technology (ICT) (e.g., electronic document, web-based content, web-based training, podcast, or video) offered through this Cooperative Agreement. Create the ACR using the Voluntary Product Accessibility Template (VPAT) Version 2.1 or later, located at https://www.itic.org/policy/accessibility/vpat.

Complete each ACR in accordance with the instructions provided in the VPAT template. Many electronic products (Adobe PDF, MS Word, Excel, PowerPoint) already have completed an ACR and can be found on their websites.

Each ACR must address the applicable Section 508 requirements referenced in the statement of work and program description. Use the remarks/explanations column or additional narrative to explain how the ICT meets, fails to meet, or does not apply to the standards (e.g., user functionality, administrator functionality, and reporting). For ICT features that do not fully conform to Section 508 standards, describe your plan to remedy those features.

Finally, the applicant should describe the evaluation methods that were used to support Section 508 conformance claims. NIC reserves the right, prior to making an award decision, to perform testing on some or all of the applicant’s proposed ICT items to validate Section 508 conformance claims made in the ACR.

Additional Attachments Evidence of nonprofit status Proof of 501(c) (3) , 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…