FMC-E-241016-001-Revised ETS Memo, re OST Coord EditsJR.pdf

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Notice of Funding Opportunity

Basic Information

Federal Agency Name:

U.S. Department of Transportation (US DOT) Federal Motor Carrier Safety Administration (FMCSA) Grants Management Office (GMO); MC-BG 1200 New Jersey Avenue SE West Building Washington, DC 20590

Funding Opportunity Title: Commercial Motor Vehicle High Priority Enforcement Training and Support Grant Program (HP- ETS) Grant Program

Announcement Type: Initial

Funding Opportunity Number: FM-ETS-25-001

Assistance Listing: 20.243

Key Dates: Application Due Date – January 23, 2025 5:00pm EST

Executive Summary: The objective of the HP- ETS grant program is to train non-federal employees who conduct CMV enforcement activities in accordance with Federal Motor Carrier Safety Regulations (FMCSR), Hazardous Materials Regulations (HMR), and the Commercial Vehicle Safety Alliance’s (CVSA) Out-of-Service criteria1; and to develop related training materials to increase awareness and education on CMV safety and otherwise improve CMV safety.

1 As required by Section 5202 of the Fixing America’s Surface Transportation (FAST) Act of 2015, FMCSA has adopted via policy the roadside inspectors’ certification standards as developed and maintained by the Commercial Vehicle Safety Alliance (CVSA) Operational Policy 4 – Inspector Training and Certification.

Agency Contact Information: Financial application concerns:

Thomas Martin 202-366-8768 Thomas.c.martin@dot.gov

Programmatic application concerns:

Benjamin Werner 703-235-0511 FMCSAHPGRANTS@dot.gov

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Table of Contents

SECTION A – PROGRAM DESCRIPTION

SECTION B – FEDERAL AWARD INFORMATION

SECTION C – ELIGIBILITY INFORMATION

SECTION D – APPLICATION AND SUBMISSION INFORMATION

SECTION E – APPLICATION REVIEW INFORMATION

SECTION F – AWARD NOTICES

SECTION G – POST-AWARD REQUIREMENTS AND ADMINISTRATION

SECTION H – FEDERAL AWARDING AGENCY CONTACTS

SECTION I – OTHER INFORMATION

APPENDIX A – APPLICATION PACKAGE REQUIREMENT CHECKLIST (Contents and Format) ... 35

APPENDIX B – BUDGET NARRATIVE GUIDANCE

APPENDIX C – CURRICULUM AND INSTRUCTOR DEVELOPMENT

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SECTION A – PROGRAM DESCRIPTION

1 Overview and Authorizing Statutes and Regulations The U.S. Department of Transportation’s Federal Motor Carrier Safety Administration (FMCSA) announces the Fiscal Year (FY) 2025 Commercial Motor Vehicle High Priority Enforcement Training and Support (HP-ETS) Grant Program, Notice of Funding Opportunity (NOFO) to solicit applications from eligible entities to support HP- ETS program activities.

The HP- ETS grant program is governed by 49 U.S.C. §§ 31102(l)(5) and 31104, as modified by Sections 23001(b) and 23005 of the Infrastructure Investment and Jobs Act, Public Law Number 117-58 (2021).

FMCSA intends to make up to three awards totaling $5,000,000 in FY2025 under this opportunity as a cooperative agreement as defined under 2 CFR § 200.1.

This NOFO provides important information about the HP- ETS program, highlighting the critical required information related to preparing and submitting an application.

2 HP-ETS Purpose and Eligibility The Federal Assistance Listing is 20.243

As the lead government agency responsible for the regulation and safety oversight of commercial motor vehicles (CMV), FMCSA may award HP- ETS funds for the development and delivery of motor carrier safety training to non-federal employees.

The objective of the HP- ETS grant program is to train non-federal employees who conduct CMV enforcement activities in accordance with Federal Motor Carrier Safety Regulations (FMCSR), Hazardous Materials Regulations (HMR), and the Commercial Vehicle Safety Alliance’s (CVSA) Out-of- Service criteria2; and to develop related training materials to increase awareness and education on CMV safety and otherwise improve CMV safety.

These activities are supported in alignment with the U.S. Department of Transportation’s strategic objectives of:

a. Safety: Make our transportation system safer for all people. Work toward a future where transportation-related serious injuries and fatalities are eliminated, and public health improved.

b. Economic Strength & Modernization: Grow an inclusive and sustainable economy. Invest in our transportation system to provide American workers and businesses reliable and efficient access to jobs, resources, and markets reducing transportation-related disparities

2 As required by Section 5202 of the Fixing America’s Surface Transportation (FAST) Act of 2015, FMCSA has adopted via policy the roadside inspectors’ certification standards as developed and maintained by the Commercial Vehicle Safety Alliance (CVSA) Operational Policy 4 – Inspector Training and Certification.

https://www.govinfo.gov/content/pkg/USCODE-2022-title49/pdf/USCODE-2022-title49-subtitleVI-partB-chap311-subchapI-sec31102.pdf https://www.govinfo.gov/content/pkg/USCODE-2011-title49/pdf/USCODE-2011-title49-subtitleVI-partB-chap311-subchapI-sec31104.pdf https://www.govinfo.gov/content/pkg/PLAW-117publ58/pdf/PLAW-117publ58.pdf https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-A/subject-group-ECFR2a6a0087862fd2c/section-200.1

Page | 5 and burden in the built environment.

c. Equity: Address inequities. Support and engage people and communities to promote safe, affordable, accessible, and multimodal access to opportunities and services while reducing transportation-related disparities and burdens in the built environment.

Where appropriate, applicants should demonstrate how proposed projects address the objectives of climate change/sustainability outlined in Executive Order 14008 and support/advance equity in transportation, particularly in underserved communities, as outlined in Executive Order 13985.

The FMCSA may award HP- ETS funds to nonprofit organizations that have:

i. Expertise in conducting CMV enforcement and compliance training program for non-federal employees; and

ii. Ability to influence and involve a target population of CMV safety enforcement employees in a training program.

3 HP-ETS Award Performance Goals and Indicators The FMCSA will measure the effectiveness of the HP- ETS award’s performance by analyzing data indicators against performance goals. Data indicators will be drawn from, but not limited to, surveys, instructor evaluations, and exam scores.

Performance indicators will include, but are not limited to, the following:

• CMV Safety Improvement: Indicators to include the number of training courses conducted and number of personnel certified to conduct CMV safety and enforcement efforts (inspections, investigations, audits, etc.).

• Innovative Approach: Indicators include metrics for a variety of instructional delivery methods (in-person, virtual, etc.) pertinent to adult learners and the effectiveness of novel techniques and approaches (program design, use of technology assets, etc.) to enhance learning and knowledge retention.

4 Consideration for Funding HP- ETS funds are awarded through a competitive grant process and no assurance of funding is implied, nor should it be inferred.

FMCSA will consider applications for funding that demonstrate and document how the applicants will provide comprehensive training to non-federal personnel in the CMV safety areas identified within this Notice. Funds under the HP- ETS will only be awarded to non-profit entities as defined in this document; no for-profit businesses may apply under this Notice.

The Department seeks to fund projects that advance the Departmental priorities of safety, equity, climate and sustainability, and workforce development, job quality, and wealth creation as described in

Page | 6 the USDOT Strategic Plan, Research, Development and Technology Strategic Plan, and in executive orders.

All applications must advance a public purpose in accordance with 31 U.S. Code § 6101 and 31 U.S.

Code § 6302 , 6303, 6304. FMCSA may not use grants or cooperative agreements to acquire property or services for FMCSA’s or a pass-through entity's direct benefit or use.

4.1 General

Applicants seeking funding under the HP- ETS must include detailed descriptions outlining the following components within their application.

a. Curriculum Development: Describe how the development of curricula and supporting materials will be accomplished for each delivery platform as part of a submitted application.

b. Delivery Methods: Describe the delivery method(s) for each course, including whether the course will be offered via Instructor Led Training (ILT), Virtual Instructor Led Training (VILT), Web-based training (WBT), or a combination of these options.

c. Key Personnel and Instructors: Applications must include the experience and subject matter expertise of core personnel in the design, development, and delivery of curricula and instructional materials for adult learners across course delivery methods (ILT, VILT, WBT).

d. Student Examinations, Record Retention and Reporting: Describe the process that will be utilized to provide electronic examinations, track results, and report all associated information to FMCSA.

4.2 Curriculum Development

Organizations submitting proposals in response to this NOFO may reference Appendix C to obtain additional information and resources on course objectives, curriculum design standards and the style guides for current training and certification courses provided by FMCSA via its National Training Center (NTC). All courses funded under this NOFO must adhere to Federal Law Enforcement Training Accreditation (FLETA) standards. More information on FLETA may be obtained at https://www.fleta.gov/.

Curriculum development is defined as the process of selecting, organizing, executing, and evaluating the learning experiences on the basis of the needs, abilities, and interest of learners.

Organizations seeking funding under HP-ETS must describe the instructional design process that will be utilized in the development, delivery and assessment of courses funded under this Notice. In addition, applicants must describe the method of course evaluation that will be employed to assess the student reaction to, and effectiveness of, each course included within the application. Examples of instructional system design and program evaluation are provided below. Applicants may elect to use these, or other equivalent models, to achieve the required objectives within this Notice.

• ADDIE Model of Design: https://connectdot.connectsolutions.com/addiemodelsop/

• Kirkpatrick Model of Evaluation: https://connectdot.connectsolutions.com/kirkpatrick/ https://www.transportation.gov/dot-strategic-plan https://www.transportation.gov/sites/dot.gov/files/2023-01/USDOT%20RDT%20Strategic%20Plan%20FY22-26_010523_508.pdf https://www.govinfo.gov/app/details/USCODE-2011-title31/USCODE-2011-title31-subtitleV-chap61-sec6101 https://www.govinfo.gov/app/details/USCODE-2011-title31/USCODE-2011-title31-subtitleV-chap63-sec6302 https://www.govinfo.gov/app/details/USCODE-2011-title31/USCODE-2011-title31-subtitleV-chap63-sec6302 https://www.govinfo.gov/app/details/USCODE-2011-title31/USCODE-2011-title31-subtitleV-chap63-sec6303 https://www.govinfo.gov/app/details/USCODE-2011-title31/USCODE-2011-title31-subtitleV-chap63-sec6304 https://www.fleta.gov/ https://connectdot.connectsolutions.com/addiemodelsop/ https://connectdot.connectsolutions.com/kirkpatrick/

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Regardless of the model utilized, applicants must be sure to clearly identify, explain and justify their approach in the proposal. Please see Appendix C for additional resources pertaining to curriculum development.

Please Note: Any proposed modification(s) to curriculum and/or content must be approved by FMCSA prior to implementation.

4.2.1 Required Courses

The training of non-federal personnel is crucial to the effectiveness of national CMV safety enforcement and compliance efforts. In order to ensure that non-federal personnel conducting safety activities are properly trained and comply with federal certification and recertification requirements referenced in 49 CFR 350.207(a)(6), applicants are strongly encouraged to submit proposals that comprehensively address all training needs including, but not limited to, inspections, motorcoaches, hazardous materials, new entrant safety audits, and investigatory activities. FMCSA’s current certification requirements may be found at https://www.fmcsa.dot.gov/certification.

FMCSA has traditionally offered 13 courses covering the three knowledge categories of Inspections, Motorcoaches, Hazardous Materials and Investigative/Audit. Awardees will be given the option of utilizing the currently available FMCSA course materials listed below, modifying existing FMCSA materials, or developing their own (adhering to the terminal objectives already established). Applicants should detail in their proposal which option they choose to utilize to provide accurate budget estimates. Please note that prior FMCSA approval will be required before changes are made to the current materials, or new material is developed, after the award.

The full list of FMCSA certification courses may be found in the table below. When developing activity and budget estimates relating to training courses, organizations must consider the volume and frequency of training needed to adequately address demand. To aid with this requirement, the table below outlines the number of course offerings (mostly in-person) experienced by FMCSA in fiscal year 2019 for the 13 courses covering the previously identified training categories.

Inspection Courses

North American Standard Part A 1,525 Students in FY2023 https://www.fmcsa.lms.gov/course/north-american-standard-part-a

North American Standard Part A (Alaska) No State Students in FY2024 https://fmcsa.lms.dot.gov/course/north-american-standard-part-alaska

North American Standard Part B 967 Students in FY2023 https://fmcsa.lms.dot.gov/course/north-american-standard-part-b

Passenger Carrier Vehicle Inspection https://www.ecfr.gov/current/title-49/subtitle-B/chapter-III/subchapter-B/part-350/subpart-B/section-350.207 https://www.fmcsa.dot.gov/certification https://www.fmcsa.lms.gov/course/north-american-standard-part-a https://fmcsa.lms.dot.gov/course/north-american-standard-part-alaska https://fmcsa.lms.dot.gov/course/north-american-standard-part-b

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272 Students in FY2023 https://fmcsa.lms.dot.gov/course/passenger-carrier-vehicle-inspection-pcvi

Hazardous Materials Courses

General Hazardous Materials 564 Students in FY2023 https://fmcsa.lms.dot.gov/course/general-hazardous-materials

Cargo Tank Inspection 356 Students in FY2023 https://fmcsa.lms.dot.gov/course/cargo-tank-inspection

Cargo Tank Facility Review 13 Students in FY2023 https://fmcsa.lms.dot.gov/course/cargo-tank-facility-review

Advanced Roadside for Hazardous Materials 41 Students in FY2023 https://fmcsa.lms.dot.gov/course/advanced-roadside-hm

Other Bulk Packaging 216 Students in FY2023 https://fmcsa.lms.dot.gov/course/advanced-explosives

Advanced Explosives No state students for FY2023 https://fmcsa.lms.dot.gov/course/advanced-explosives

Advanced Hazardous Waste and Substances No state students for FY2023 https://fmcsa.lms.dot.gov/course/advanced-hazardous-wastesubstances

Investigative Courses

Investigative Safety Analysis 47 Students in FY2023 https://fmcsa.lms.dot.gov/course/investigative-safety-analysis

New Entrant Safety Audit 70 Students in FY2023 https://fmcsa.lms.dot.gov/course/new-entrant-safety-audit-course

4.2.2 Optional Courses

https://fmcsa.lms.dot.gov/course/passenger-carrier-vehicle-inspection-pcvi https://fmcsa.lms.dot.gov/course/general-hazardous-materials https://fmcsa.lms.dot.gov/course/cargo-tank-inspection https://fmcsa.lms.dot.gov/course/cargo-tank-facility-review https://fmcsa.lms.dot.gov/course/advanced-roadside-hm https://fmcsa.lms.dot.gov/course/advanced-explosives https://fmcsa.lms.dot.gov/course/advanced-explosives https://fmcsa.lms.dot.gov/course/advanced-hazardous-wastesubstances https://fmcsa.lms.dot.gov/course/investigative-safety-analysis https://fmcsa.lms.dot.gov/course/investigative-safety-analysis https://fmcsa.lms.dot.gov/course/new-entrant-safety-audit-course https://fmcsa.lms.dot.gov/course/new-entrant-safety-audit-course

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In addition to the above required certification courses, applicants may propose training covering other areas relating to CMV safety and enforcement efforts. For example, organizations may include submissions for the creation and deployment of training in the areas of human trafficking, equitable enforcement, CMV traffic enforcement, interdiction or other areas as identified by the applicant. When proposing additional training offerings, applicants must include relevant data to support the need for these additional training courses and be sure to create a direct connection between the additional course and CMV enforcement and/or public safety.

Please note that all courses funded under this NOFO must adhere to federal requirements regarding accessibility by persons with disabilities. Applicants must ensure that this effort and cost is included in their proposal.

4.3 Delivery Methods

Please see Appendix C for additional information on course delivery methods.

Web-based learning - for the purpose of this NOFO, web-based learning is defined as training which utilizes the internet for self-paced study as the instructional delivery method. Curriculum and related materials developed for this method will be considered as new development only, since existing FMCSA course materials are not available.

Instructor-Led Training - for the purpose of this NOFO, this methodology involves face-to-face, in-person training delivered in a classroom, in the presence of an instructor or facilitator. The topical focus may be either hands-on use of a computer workstation or academic-style lecture and discussion.

This methodology may be used as a component in a “blended” approach utilizing alternative methodologies.

Virtual Instructor-Led - for the purpose of this NOFO, this methodology involves face-to-face instructor-led training delivered virtually, in the presence of an instructor or facilitator. The topical focus may be either hands-on use of a computer workstation (e.g., using the ILS) or academic-style lecture and discussion (e.g., FRBR concepts). This methodology may be used as a component in a “blended” approach utilizing alternative methodologies.

4.4 Key Personnel and Instructors Qualifications

4.4.1 Key Personnel

Applicants must list the key personnel (program manager, instructional designer, multi- media developer and exam administrator) responsible for execution of the proposed activities, including details on their qualifications and responsibilities in relation to the project. These key personnel must include, at a minimum, individuals with sufficient experience in instructional system design, multimedia development, audio/visual production and exam administration. Resumes outlining professional qualifications of these individuals may be attached to the application in lieu of descriptions in the narrative. Applicants must ensure this information includes key personnel’s experience with ILT, VILT and/or WBT content delivery methodologies.

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Example job descriptions are included below as a reference. Applicants may elect to utilize their own position definitions as appropriate as long as the core requirements indicated above are met.

https://connectdot.cosocloud.com/position-job-descriptions

4.4.2 Instructor Qualifications

Instructor training and qualifications are critical to the success of any training program. To ensure that students are being provided the best possible learning environment, applicants must outline the process that will be utilized to select instructors, instructor trainers, and other staff responsible for the delivery of learning content.

Please note that instructors utilized by the grantee must be non-federal instructors who have successfully completed the FMCSA Instructor Development Program (IDP) and who maintain all FMCSA-required instructor certifications. The IDP is Federal Law Enforcement Training Accreditation (FLETA) certified. More information on FLETA may be found at https://www.fleta.gov/, and FMCSA’s IDP by clicking the imbedded link.

4.5 Student Examinations, Record Retention and Reporting

An assessment and/or examination to measure a student's knowledge, skill, and ability upon completion of instructional courses is essential. In addition, the safe and secure retention of appropriate student records and reporting of measurable outcomes are crucial to the successful execution of an award.

4.5.1 Student Examination

For the purpose of this NOFO, applicants must articulate within their proposal how student examinations and assessments (upon completion of a course) will be designed, developed, implemented, and delivered. Organizations must include a description of their secure on-line exam platform within their proposal. Examination definitions specific to this NOFO include:

• Course Exam - written examination taken at the completion of the course to demonstrate proficiency. To be aligned with current requirements for federal personnel, non-federal students must score a minimum of 80% to successfully pass an exam.

• Re-Exam – to take a written examination to demonstrate proficiency when a student has not successfully passed the written examination with a score of 80% or higher in combination with completing the applicable course. The student may attempt the exam one more time to pass the written examination with a score of 80% or higher. Not achieving a successful re-exam requires completing the course again and passing the written examination with a score of 80% or higher.

• Challenge – To take a written examination to demonstrate proficiency when a student has allowed their certification to lapse by not maintaining the certification for that discipline.

Student may challenge each specific discipline one time.

If student does not pass the written examination with a score of 80% or higher, student will be required to retake the course and pass the written examination with a score of 80% or higher.

https://connectdot.cosocloud.com/position-job-descriptions https://www.fleta.gov/ https://connectdot.connectsolutions.com/idp-prgrm-manual-v2-1/

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Applicants are encouraged to propose an examination and assessment process that aligns with the current FMCSA model for certification courses. A list of learning objectives, item matrices, and other information pertinent to this model may be found in Appendix C.

Please note: Any course examination modifications must receive final approval from FMCSA prior to administration.

4.5.2 Record Retention Requirements

The retention of comprehensive student records in a secure, but accessible, electronic format is a requirement under this NOFO. FMCSA’s LMS will be the official repository for all training information.

The recipient must either provide an interface to FMCSA’s LMS (without using federal funds) or input all required information directly into FMCSA’s LMS.

In developing proposals in response to this NOFO, applicants must detail how they will address this requirement. A list of potential training record content is included in Appendix C as a reference.

Applicants who are awarded funds under this Notice will be required to submit a record retention policy to FMCSA for approval post-award.

4.5.3 Reporting

The successful awardee must collect and report data in accordance with specific performance measures.

Organizations will be expected to submit reports on a schedule outlined post-award. Applicants must ensure that the systems and processes they propose within their application are capable of providing data in areas including, but not limited to, the number of courses, registrations, students, exam results (passing and failing), certifications/re-certifications approved, and other areas as identified by FMCSA-post- award.

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SECTION B – FEDERAL AWARD INFORMATION

1 Funding and Number of Awards The FMCSA anticipates making up to 3 awards totaling $5,000,000 subject to the availability of funds, as a result of applications in response to this NOFO.

FMCSA will limit federal funding to a maximum total amount of $5,000,000.00.

2 Type of Award Awards under this NOFO will be issued as a cooperative agreement.

3 Degree of Federal Involvement In accordance with 31 U.S.C. § 6305, FMCSA will award a cooperative agreement when substantial involvement between FMCSA and the recipient is anticipated when carrying out the activity.

For this funding opportunity, substantial involvement includes, but is not limited to:

• FMCSA will administer an Instructor Development Program. In addition, FMCSA will monitor and retain all documentation for certified instructors.

• Project initiation meeting to establish broad objectives and timetables to complete activities as provided in the original application.

• Joint development and FMCSA’s prior approval of education materials, reports, etc. as listed in the original application and part of an approved project.

• FMCSA will assign Subject Matter Experts to monitor courses.

• FMCSA will assign Master Instructors to conduct Instructor evaluations.

• FMCSA must have access to the recipient’s Learning Management System (LMS) and file-sharing system specific to this NOFO.

• FMCSA’s LMS will be the official repository for all training information. The recipient must either provide an interface to FMCSA’s LMS (without using federal funds) or input all required information directly into FMCSA’s LMS.

• Joint development and FMCSA’s prior approval of grantee policies relating to waivers from class attendance, examinations or other special circumstances.

Under a cooperative agreement, FMCSA will assign a subject matter expert from FMCSA to provide technical assistance to the recipient; assist with the exchange of ideas and information as necessary and permissible; and perform other actions relating to the monitoring of performance activities under this award.

https://www.govinfo.gov/app/details/USCODE-2023-title31/USCODE-2023-title31-subtitleV-chap63-sec6305/summary

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The recipient also agrees to designate a project manager or key point of contact to work with FMCSA and act as a liaison between the awardee and the Federal Government.

FMCSA will further outline the nature of federal involvement at the time of award and include additional details, as relevant, in the award documentation.

4 Period of Performance The period of performance is the federal fiscal year in which the award is made plus four additional fiscal years.

Please note: As required in Section D (2)(ii)(c), provide a detailed 15-month project timeline inclusive of an initial 3-month transition period, dates, tasks, milestones and project end-date associated with meeting the performance objectives.

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SECTION C – ELIGIBILITY INFORMATION

1 Eligible Applicants The HP-ETS award is available to a nonprofit organization that has:

• Expertise in conducting a training program for non-federal employees; and

• The ability to reach and involve in a training program a target population of commercial motor vehicle safety enforcement and compliance employees.

Nonprofit organization entities may apply for HP-ETS projects related to training non-federal employees who conduct commercial motor vehicle enforcement activities and development of related training materials.

For-profit organizations are NOT eligible entities.

2 Cost-Sharing and Matching Requirements

The FMCSA will not require a matching share for fiscal year 2025 awards.

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SECTION D – APPLICATION AND SUBMISSION INFORMATION

1 Address to Request Application Package Potential applicants may obtain all forms at http://www.grants.gov. Applicants may also request paper copies of materials at:

Email: FMCSA_GrantMgmtHelpdesk@dot.gov

Mail: U. S. Department of Transportation

Federal Motor Carrier Safety Administration Grants Management Office

(MC-BG)

1200 New Jersey Ave, SE, West Building Washington, DC 20590

2 Content and Form of Application Submissions Application packages must contain the below elements and all applicable documentation described in Appendix A to be considered for an award. Appendix B contains example formats that may, but are not required to be, used.

2.1 Formatting

The application must follow the format and limitation stated below:

a. Application must be prepared in 8 1/2 x 11-inch format.

b. Margins (Top, Bottom, Right and Left) no smaller than 1” on all pages (Header and Footer are allowed in the margins).

c. Time New Romans 12pt. font must be used for all text, including tables and graphs.

d. Application must be submitted in a format readable by Microsoft (MS) Word, Excel, or in text searchable PDF formats (as applicable).

e. The application narrative is limited to 35 total pages (5-page limit per narrative section, NOT per project). FMCSA will not read or consider any materials beyond the specified page limit in the application review process. NOTE: The 35-page total limit will apply to narrative section only. Submission of documentation and forms described in Appendix A will not count against the application page limit.

2.2 Narrative Section Requirements

Application narrative packages are limited to 35 total pages (up to 5-page limit for each section listed below.) This requirement is per application, not per project. Submission of all required SF-forms, key contact, attachment forms, and indirect cost (IDC) agreements do not count against the page limitation.

http://www.grants.gov/ mailto:FMCSA_GrantMgmtHelpdesk@dot.gov

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While supplemental attachments are allowed, the application’s project and budget narratives must include all required information. The narrative must indicate when a supplemental attachment needs to be referenced.

To learn more about requirements and for assistance with writing a successful narrative, please refer to the Best Practices document (Examples of each section below are provided in the document.

The application must include the following sections in consecutive order for each of the proposed projects:

a. Brief Introduction – up to 5 page maximum Provide a description of the purposes for the project. This section must include the intended outcome(s) of the proposed project.

b. Performance Objective – up to 5 page maximum Provide a description of the applicant’s anticipated quantifiable objective(s). This can be measured in numbers, percentages, or other forms that accurately measure the outputs and outcomes the applicant anticipates will result from implementing the strategies and activities proposed based on NOFO requirements. Objectives must be SMART: Specific, Measurable, Achievable, Realistic and Time Bound. Please note that applicants must include expected performance objectives for each project included in the application.

When creating performance objectives in response to the NOFO, applicants should consider objective examples for each of the courses that will be delivered. Examples include but are not limited to the number of students trained in each course, what development projects will be undertaken, etc.

c. Project Activity Plan – up to 5 page maximum Provide a description of the activities the applicant will conduct to address the training requirements identified within the proposal and how the performance objective(s) and outcome(s) will be achieved. The description must include specific strategies relating to the initial transition period, course development, implementation, evaluation, and other areas highlighted in Section A. Information must include: (1) Personnel summary inclusive of the number of personnel assigned to the project, their percentage of time dedicated to the project and total number of hours needed to complete the project. (2) Level of effort summary inclusive of the number and frequency of activities, number of courses provided, types of courses provided. (3) A detailed 15-month project timeline inclusive of an initial 3-month transition period, dates, tasks, milestones and project end-date associated with meeting the performance objectives. Please note that applicant must carefully read Section A to ensure that all required areas are addressed within their Project Activity Plan.

d. Performance Measurement Plan – up to 5 page maximum Provide a description of how the applicant will measure progress towards achieving the performance objective(s). The measurement must include quantifiable and measurable outcomes and outputs (for example number of students trained, number of courses offered, number pass/failed, etc.). The measures must include specific targets/benchmarks that can be https://ai.fmcsa.dot.gov/downloadFile.axd/HP_Best_Practices_20190628.pdf

Page | 17 reported in the quarterly progress report and annual outcomes which will gauge the progress being made on achieving the objectives and activities identified for each project.

e. Monitoring and Reporting Plan – up to 5-page maximum Provide a description of the applicant’s method for ongoing monitoring of the progress of the project. This should include who will conduct the monitoring, the frequency with which it will be carried out, and how and to whom reports will be made.

Each report must provide concise statements concerning activities relevant to the project, including activity and performance metrics directly relating to the performance of grant activities during that period. Applicants must state as specifically as possible what metrics they anticipate reporting within this section of their application.

f. Reporting Plan – up to 5 page maximum Provide a description of the applicant’s method for ongoing monitoring of the progress of the project. This should include who will conduct the monitoring, the frequency with which it will be carried out, and how and to whom reports will be made as defined in Section A (c) - Reporting.

Each report shall provide concise statements concerning activities relevant to the project, including activity and performance metrics directly relating to the performance of grant activities during that period. Applicants must state, as specifically as possible, what metrics they anticipate reporting within this section of their application.

g. Budget Narrative – up to 5 page maximum A budget narrative is a description, by budget category (object class), that details the costs necessary to complete the proposed projects. A well-written budget narrative ensures that the applicant has properly documented proposed costs. In order to allow reviewers to evaluate the reasonableness, necessity, and allocability of all costs, applications must include a detailed budget narrative and a budget justification broken out by individual objectives. The level of detail must be sufficient to justify the funding requested. Please do not give bundled cost for expenses such as travel, equipment, supplies, conferences, etc. For example, travel cost must be broken out to show per person itemized cost of airfare, lodging, miles, etc.

The budget narrative must match the SF-424A Budget Categories Columns. DO NOT include cents for federal costs on the SF-424, SF-424A, and budget narrative.

The budget narrative must reflect the allocability of project activities to the grant. Budgets must reflect the appropriate federal amounts, as stated under the priorities in subsection (A)(4). The FMCSA may adjust the applicant’s budget, which will require an updated SF-424, SF-424A and budget narrative to be provided.

For instructions on completing the SF-424 and SF-424A, please go to Grants.gov, https://www.grants.gov/web/grants/forms/sf-424-family.html.

The below section provides exceptions to the SF-424 and SF-424A forms instructions and highlights key areas.

Budget narrative template is included with the HP-ETS application package on Grants.gov.

Applicants are strongly encouraged to use the template to aid with developing a responsive https://www.grants.gov/web/grants/forms/sf-424-family.html

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Please refer to the following links for cost eligibility information:

• MCSAP Comprehensive Policy

• Code of Federal Regulations - 2 CFR 200 Uniform Administrative Requirements

2.3 SF-424 and SF-424A

SF-424, Item (8), Entry (f) – Must reflect the first and last name (required); prefix, middle name, suffix, title. The individual listed here is designated by the applicant entity as the point of contact (POC) for matters involving this application. It is critical that the applicant correctly designate and list its intended POC, in addition to the authorized representative/signatory listed under Item (21), as these names will be used to generate the Notice of Grant Agreement (NGA).

SF-424, Item (12) – Must reflect the Funding Opportunity Number and title of the opportunity under which assistance is requested, as found in the program announcement.

SF-424, Item (18) – Entry (a) must reflect the total estimated federal funding requested to complete the project plan. As no match/cost sharing is required, enter “0” in Entry (b). Entry (g) must equal the total project amount, which is the sum of entries (a) and (b). The value of in-kind contributions should be included on the appropriate lines, as applicable. All costs must be rounded to the nearest whole dollar amount.

SF-424A, Section A - Budget Summary – Must reflect the federal share in column (e), and the total cost per project in column (g). Each project in the application will be shown on lines (1) through (4), as applicable with the total for each column on line 5. Note line 5 columns (e), (f), and (g) must reconcile with SF-424 field 18, as described above. All costs must be rounded to the nearest whole dollar amount.

SF-424A, Section B - Budget Categories - Capture the total amount per object class categories, as applicable. In columns (1) through (4), enter the titles, that match narrative title, for each of the proposed projects that match the title in Section A and the project plan.

Please note, the SF-424A covers the life of the project costs, and not just the first year (as stipulated in the SF-424A instructions). Section B must be completed. All costs must be rounded to the nearest whole dollar amount.

For full instructions on completing these forms, please go to:

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

https://www.fmcsa.dot.gov/sites/fmcsa.dot.gov/files/docs/mission/grants/73001/motor-carrier-grant-comprehensive-policy-v31.pdf https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://www.grants.gov/web/grants/forms/sf-424-family.html

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3 Unique Entity Identifier and System for Award Management

(SAM)

The applicant must:

i. Be registered in the System for Award Management (SAM) before submitting an application at https://www. sam.gov;

ii. Obtain and use a unique entity identifier (UEI) created in SAM.gov, and;

iii. Accept the financial assistance certifications and representations required for (non-federal entities) during the SAM.gov registration and/or renewal process per 2 CFR § 200.209.

The applicant must maintain an active SAM registration with current information at all times during which it has an active federal award or an application under consideration. To remain registered in the SAM database after the initial registration, the applicant is required to review and update the registration at least every 12 months from the date of initial registration or subsequently update its information in the SAM database to ensure it is current, accurate, and complete.

If an applicant has not fully complied with these requirements by the time FMCSA is ready to make a federal award, FMCSA 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.

4 Submission Dates and Times

4.1 Deadline

FULL AND COMPLETE APPLICATIONS FOR HP-ETS Financial Assistance ARE DUE ON January 23, 2025 by 5:00 pm EST. Once Grants.gov has received your submission, you will receive email messages to advise you of the progress of your application through the system. Over the next two business days, you should receive two emails: 1) confirming application receipt by the Grants.gov system; and 2) indicating that the application has either been successfully validated by Grants.gov prior to transmission to FMCSA or has been rejected due to errors. The applicant assumes all responsibility for a timely and complete application submission. See https://www.grants.gov/applicants/apply-for-grants.html for more information related to submitting the application on Grants.gov.

4.2 Consideration of Applications

Only applicants who comply with all submission deadline requirements described in this NOFO and electronically submit valid applications through Grants.gov will be eligible for consideration of award.

Applicants are strongly encouraged to make submissions well in advance of the deadline.

4.3 Late Applications

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-C/section-200.209 https://www.grants.gov/applicants/apply-for-grants.html https://www.grants.gov/applicants/apply-for-grants.html

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The FMCSA will not consider a late application except under extraordinary circumstances. A late application will be accepted only if there is a large-scale natural disaster or a significant Grants.gov system issue that threatens the timely submission of a grant application. Problems with computer systems at the applicant organization (excluding verified cyber-attacks), failure to follow the application instructions, or failure to submit or complete the program application or complete required registrations by the submission deadline are not considered system issues.

5 Intergovernmental Review The funding opportunity are subject to Executive Order 12372, “Intergovernmental Review of Federal Programs.” The States with a Single Point of Contact (SPOC) and therefore a requirement to comply with E.O. 12372 are listed at the Office of Management and Budget's Web site:

https://www.whitehouse.gov/omb/

6 Funding Restrictions HP-ETS funds are awarded through a competitive evaluation process and are not guaranteed. All funding decisions will be made based on meeting the requirements of the NOFO, FMCSA’s HP national priorities, and the merits of the respective applications.

All cost elements of an application must be necessary, reasonable, allocable, and allowable to accomplish the objective(s) of the project. Cost eligibility standards are described in the applicable cost principles and administrative requirements:

• MCSAP Comprehensive Policy

• Code of Federal Regulations - 2 CFR 200 Uniform Administrative Requirements

In accordance with the provisions of 49 CFR 350.415 & 350.417 and the Federal Uniform Administrative Requirements Cost Principles.

The FMCSA is not obligated to approve costs incurred outside the award period of performance. These costs are incurred at the sole risk of the applicant and impose no obligation on FMCSA to make an award or to increase the amount of the approved budget.

The FMCSA will not provide reimbursement for IDCs if an approved IDC rate agreement was not in place for the period of time when the IDC expenses were incurred. If claiming IDC charges, the grant recipient must include an active approved IDC agreement with the application submitted for funding. Should the grant recipient fail to provide an approved agreement during the pre-award phase and a grant is awarded, the grant recipient will have 90 days from the date of award acceptance to provide a copy of the IDC agreement. If FMCSA does not receive the required documentation within the allocated time frame, the grant recipient will not be reimbursed for indirect charges for that fiscal year. Once an approved rate is provided to FMCSA, the grant recipient will then, be allowed to claim indirect costs for the specified budget period(s), per 2 CFR 200.414(c).

https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.archives.gov/federal-register/codification/executive-order/12372.html https://www.whitehouse.gov/omb/ https://www.fmcsa.dot.gov/sites/fmcsa.dot.gov/files/docs/mission/grants/73001/motor-carrier-grant-comprehensive-policy-v31.pdf https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://www.ecfr.gov/current/title-49/subtitle-B/chapter-III/subchapter-B/part-350/subpart-D/section-350.415 https://www.ecfr.gov/current/title-49/subtitle-B/chapter-III/subchapter-B/part-350/subpart-D/section-350.417 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRd93f2a98b1f6455/section-200.414

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Any non–federal entity that does not have a current negotiated (including provisional) rate, except for those non–federal entities described in appendix VII of 2 CFR Part 200, may elect to charge a de minimis rate of 10% of modified total direct costs, which may be used indefinitely. No documentation is required to justify the 10% de minimis IDC rate. 2 CFR 200.414(f).

All FMCSA grant programs are cost reimbursable, which means that grant recipients must first incur costs before submitting a request for reimbursement to FMCSA for costs associated with approved activities identified in the grant agreement. Recipients will be reimbursed by FMCSA for actual costs incurred provided that the costs are reasonable, approved, allowable, and allocable in accordance with the OMB regulations and FMCSA policy, within the approved budget, and supported by documentation. Recipients must request reimbursement at least once each quarter.

Recipients must submit requests for reimbursement electronically through the Delphi eInvoicing System (iSupplier). Additional information is available at: https://www.transportation.gov/cfo/delphi-einvoicing-system.

The FMCSA will not provide reimbursement for salary-related bonus payments, either as a direct or IDC.

Bonus costs are not a necessary expense under FMCSA awards. See 2 CFR Part 200, Subpart E; 2 CFR

200.403 – 200.405.

7 Other Submission Requirements Applications must be submitted electronically via https://www.grants.gov as described above in this section. In the event of system problems or technical difficulties with the application submittal, please call 1-800-518-4726 or email support@grants.gov 24 hours a day, 7 days a week (closed on federal holidays). To submit an application through Grants.gov, applicants must:

i. Create a username and password;

ii. Establish an E-Business POC in order to respond to the registration emails, and;

iii. Establish at least one Authorized Organization Representative (AOR).

Please note the registration process in Grants.gov usually takes 2-4 business weeks to complete. The FMCSA will not consider late applications due to failure to register or comply with Grants.gov requirements.

Funds, Sources and Uses of Project Funds

Project budgets should show how different funding sources will share in each activity and present the data in dollars and percentages. The budget should identify other federal funds the applicant is applying for, has been awarded, or intends to use. Funding sources should be grouped into three categories: non-federal, current HP-CMV application, and other federal with specific amounts for each funding source.

Sharing of Application Information https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20VIII%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRd93f2a98b1f6455/section-200.414 https://www.transportation.gov/cfo/delphi-einvoicing-system https://www.transportation.gov/cfo/delphi-einvoicing-system https://www.grants.gov/ mailto:support@grants.gov

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The Department may share application information within the Department or with other federal agencies if the Department determines that sharing is relevant to the respective program’s objectives.

Standard Title VI/Non-Discrimination Program Assurance and Plan Title VI Assessments

The Title VI Program Assurance commits the grant applicant to complying with Title VI and related nondiscrimination authorities to ensure that no person in the United States shall, on the grounds of race, color, national origin, sex, age, disability, low income, or limited English proficiency be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the applicant receives federal financial assistance from FMCSA.

Before a grant award can be issued to a recipient, FMCSA must approve the Applicant’s Title VI Program Compliance Plan and Title VI Program Assurance. The Applicant must submit a draft Plan, or an updated previously approved Plan, to the FMCSA Office of Civil Rights (OCR), with their application, for review, comments, and/or edits. After the Applicant addresses the comments/edits, the final Plan/final updated Plan must be submitted to the FMCSA OCR for review and approval. The Applicant will then upload the FMCSA OCR-approved Title VI Program Compliance Plan and Title VI Program Assurance for the present Federal Fiscal Year into Grants.gov along with the funding application.

FMCSA requests NEW APPLICANTS to contact FMCSA’s Office of Civil Rights to coordinate the development of a draft Title VI Program Compliance Plan for the current Federal Fiscal Year as soon as possible. Returning Applicants will coordinate with the FMCSA Office of Civil Rights to update and submit to the FMCSA Office of Civil Rights a final Title VI Program Compliance Plan for approval for the current Federal Fiscal Year. If the FMCSA Office of Civil Rights determines during the Intake Review phase of the review of funding applications that an Applicant does not have an FMCSA Office of Civil Rights’ approved Title VI Program Compliance Plan for the current Federal Fiscal Year, or has not uploaded to the funding application a draft Title VI Program Compliance Plan using the current Title VI Program Compliance Plan Checklist for the current Federal Fiscal Year, FMCSA will afford an opportunity to the Applicant to submit, within a specified…