FY17 PTIG RFA - Final.pdf

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U.S. DEPARTMENT OF AGRICULTURE

FOOD AND NUTRITION SERVICE

Fiscal Year 2017 Supplemental Nutrition Assistance Program (SNAP)

Process and Technology Improvement Grants

REQUEST FOR APPLICATIONS

CFDA#: 10.580

DATES:

RFA Release Date: April 18, 2017

Application Submission Date: 11:59PM EST June 19, 2017

Award Date: By September 30, 2017

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TABLE OF CONTENTS

PAGE

I. Program Description 3 II. Federal Award Information 7

III. Eligibility Information 8 IV. Application and Submission Information 9 V. Application Review Information 15

VI. Federal Award Administration Information 18 VII. Federal Awarding Agency Contact 23

VIII. Other Information 23

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I. PROGRAM DESCRIPTION

AUTHORIZING LEGISLATION

Section 11(t), Grants for Simple Application and Eligibility Determination Systems and Improved Access to Benefits, of the Food and Nutrition Act of 2008, as amended, authorizes the Food and Nutrition Service (FNS) to award up to $5 million annually in grants to State agencies*; public health or educational entities; or private nonprofit entities, such as community-based or faith-based organizations, food banks, or other emergency feeding organizations, for projects aimed at simplifying the Supplemental Nutrition Assistance Program (SNAP) application and eligibility determination systems or improving access to SNAP benefits by eligible households.

THIS SOLICITATION IS CONTINGENT UPON THE AVAILABILITY OF FUNDS.

* Throughout this RFA the term “State agencies” refers to the agencies of the 50 States, the District of Columbia, the Virgin Islands, and Guam that administer SNAP.

PURPOSE

The purpose of this grant competition is to support efforts by State agencies and their community-based and faith-based partners to develop and implement:

Simple SNAP application and eligibility determination systems; or Measures to improve access to SNAP benefits by eligible applicants.

This RFA seeks diverse proposals that would make the entire process easier and more efficient for SNAP applicants and participants.

Grant proposals should focus on improving the quality and efficiency of operations and processes within the SNAP office. Specifically, FNS is interested in initiatives that use new technologies or examine office processes in order to improve application processing timeliness for initial or recertification applications.

We encourage potential applicants to carefully read the three review criteria listed in the RFA.

These criteria outline the qualities FNS expects successful proposals to have; they will also guide the reviewers’ evaluation of proposals.

Fiscal Year 2017 Priorities

The grant competition described in this RFA specifically encourages applicants to respond to the following priority areas: 1) Modernization and Innovation of Office Operations, 2) Improved Customer Service, and 3) Increased Efficiencies in Case Management. In designing projects to address these priority areas, applicants should consider using innovative methodologies like: new or improved technologies, data analytics, Business Process Reengineering (BPR), and community partnerships. Projects that serve traditionally underserved populations such as elderly, disabled, Limited English Proficiency (LEP) households, rural working families,

- 4 -veterans, homeless, LGBT, or populations residing in economically depressed geographic areas are especially encouraged.

For grant proposals where a partnership between a State agency administering SNAP and a nonprofit organization(s), including faith-based and community-based organizations is indicated, letters of commitment are required. (See “Special Instructions” beginning on page 11).

Furthermore, these proposals will be assessed based on the extent of partner involvement in planning the project, staffing it, and allocating funds to its component parts. Applicants must still include letters that spell out the commitments made by various partners, but proposals which demonstrate that the efforts of the partners are well-integrated into proposed projects will receive preference. A successful partnership should enhance State agency practices and develop infrastructure to support sustainable partnerships that result in long-term improvements and timely access to program benefits by eligible people. The collaborative effort must result in tangible, long-term outcomes that are sustainable beyond the grant funding period.

1. Modernization and Innovation of Office Operations

In response to today’s challenges, FNS is interested in funding projects that examine office processes and identify and implement efficiencies, for example, through specialization of tasks, caseload sharing, or modernization efforts such the implementation of document imaging or general upgrades to eligibility systems. These projects can include partnerships with vendors or contractors on Business Process Re-engineering (BPR) techniques or train-the-trainer programs to achieve efficiencies.

FNS also invites proposals that address the causes and costs associated with churn by identifying and implementing process and communication improvement actions to reduce churn. “Churning” is defined as when a household exits SNAP and then re-enters the program within 4 months.

Churning is a policy concern due to the financial and administrative burden incurred by both the SNAP households and SNAP State agencies. An FNS study, Understanding the Rates, Causes, and Costs of Churning in the Supplemental Nutrition Assistance Program, estimated that the rate of churn ranged from 17 to 28% across the six study States, based on Fiscal Year 2011 data.

About a third of households that churned were off the program for less than 1 month and more than half of churners were likely to have been eligible for SNAP during the time they were not participating. A process improvement action such as allowing electronic signatures can reduce the burden of clients establishing their eligibility in order to remain on the program.

Communication improvement actions such as improved mailings and notification processes for recertification and improved customer service call centers may help avoid delays and issues in the agency-client communications. Implementation of strategies to reduce churning can also result from successful implementation of BPR strategies as part of larger modernization efforts.

More information regarding the churning study is available online at:

http://www.fns.usda.gov/understanding-rates-causes-and-costs-churning-supplemental-nutrition-assistance-program-snap.

FNS will fund the costs of conducting a BPR process analysis on local office procedures as well as the costs of implementing efficiencies that are identified through a BPR process. Using BPR, State agencies have identified and implemented approaches to achieve office efficiencies such as: creating a two-track triage team for low-risk and higher-risk applications; forming paperwork

- 5 -and processing teams or maintenance teams for handling case re-certifications and changes;

using specialized case workers, who focus on complicated policy areas, such as immigration;

establishing specialized units to focus exclusively on verifying documents so caseworkers have time for interviews and customers can get in and out of the office quickly. In the past, States have contracted with vendors/contractors for document verification using data matching that provide faster and more complete verification information.

2. Improved Customer Service

FNS invites proposals that provide clients with straightforward information regarding their case status and have the added benefit of reducing the amount of time caseworkers spend on data entry, decrease the number of telephone calls about simple matters such as when will benefits be available, or result in fewer lost documents (for example through the use of document imaging).

We invite proposals that use web-based and mobile technology to achieve procedural changes that streamline the enrollment process, facilitate verification and reporting requirements and reduce “churning.” Mobile technology, including apps designed for tablets and smartphones, allows clients to upload documents and review and update their case information in a more efficient and convenient way. We also encourage the use of web platforms that send text message alerts and reminders directly to clients, as a supplement (not replacement) to the SNAP notice requirements, informing them of upcoming appointments or documentation that is needed.

Through the use of these web-based and mobile technologies, States with increased reliance on advanced technology in the certification process can provide better service and more readily reach populations that lack access to a personal computer, enhancing access for those who would otherwise be limited in their ability to access case information and complete the certification process.

Other technological strategies geared toward improving customer service include, but are not limited to: increased phone capacities, merit-staff call centers, and service centers or kiosks with computers and internet access so clients can apply for benefits or check the status of their applications if they do not have access to a personal computer.

3. Increased Efficiencies in Case Management

FNS seeks proposals which promote innovative or technological enhancements that result in more accurate and efficient case management. Opportunities for improvement can be revealed by using data to detect: improper use and/or timing of notices, pinpoint eligibility workers in need of training, identify subgroups with high rates of “churn”, subgroups that do not receive timely service, for regular or expedited SNAP, and discover other systemic issues. Data can be gathered and used to identify systemic patterns of client access and certification processing issues and improve case management.

Efforts which focus on improving reporting/tracking functionality of eligibility systems, timeliness monitoring, and improved program access for eligible recipients are encouraged. For example, BPR initiatives centered on improving the processing of a specific type of application or report such as non-English speaking applications, recertification applications, or periodic reports could result in specialization of tasks or caseload sharing for eligibility workers thereby

- 6 -making the process more efficient and providing clients and eligible applicants with their benefits in a timely manner.

Another example of a project focused on increasing efficiencies in case management is a partnership between a university and State agency in which a hackathon takes places. Students currently studying computer sciences and State agency personnel could brainstorm together and the students could develop innovative technological solutions that better connect authorized advocates with eligibility system(s), mobile technology, or general improvements to the State’s eligibility system(s).

II. FEDERAL AWARD INFORMATION

Funding and Duration

Subject to the availability of funding, up to $5 million may be allocated in Fiscal Year (FY) 2017 for the SNAP Process and Technology Improvement Grants. FNS will award the grants through a competitive process. FNS plans to announce the grant awards to the selected grantees no later than September 30, 2017. Grantees will be allowed to use the grant funds for the duration of the project period. The grants will be funded for the period September 30, 2017, through September 30, 2020.

FNS reminds applicants that the submission of a proposal does not guarantee funding. Funding for approved grants will be provided through the Grant Award/Letter of Credit process, in the same manner as other funds, upon receipt of a properly executed Grant Agreement and subject to the availability of funding. All SNAP Process and Technology Improvement Grant funds must be obligated and all activities under the Grant must be completed by September 30, 2020.

If the activities funded under this grant are part of a larger eligibility system project with total projected costs exceeding $5 million, an Advance Planning Document (APD) must be submitted and approved prior to the expenditure of these grant funds. Guidance on the APD process can be found at www.fns.usda.gov/apd/. Applicants also need to be reminded that if the proposed project funded with this grant benefits other programs in addition to SNAP then the costs must be allocated appropriately between all of the benefiting programs. This grant funding can only be used for SNAP’s share of the costs. The anticipated number of awards range from 6 to 11.

Funding per Award

Funding per award is dependent on the availability of funding and the number of awards granted.

It is anticipated that funding per award can range from a low of $20,000 to a high of $2,000,000.

Type of Award

These projects will be awarded in the form of a Federal grant.

Procurement Contracts

Procurement contracts may be awarded under this grant project.

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Allowable Uses of Funds

Funds from this RFA are for new projects and shall not be used for the ongoing cost of carrying out an existing project. Also, FNS reserves the right to request information on all contractual awards and costs after the award of the grantee’s contract. Furthermore, projects predicated on waiving SNAP regulations are not allowable and will not be considered for funding. However, if during the grant application period, a State agency determines a waiver is needed, the State may apply for one but there is no guarantee FNS will approve the waiver.

SNAP Process and Technology Improvement Grants do not support projects that devote more than 25 percent of the requested grant funds to outreach activities, such as informational materials, pure application assistance, screening/pre-qualifying applicants, or whose purpose is to attract SNAP applicants.

III. ELIGIBILITY INFORMATION

Eligible Entities

The entities eligible to receive grants under this competition are:

The 53 State agencies that administer the SNAP1;

State or local governments1;

Agencies providing health or welfare services2;

Public health or educational entities2; and

Private nonprofit entities2 such as community-based or faith-based organizations, food banks, or other emergency feeding organizations.

1 State agencies and State and local governments should have the necessary approvals of state officials (such as councils or legislatures) of funding prior to submitting the application. Applicants should also acknowledge in their application that all necessary approvals for funding have been obtained.

2 Nonprofit organizations are required to submit a copy of the IRS Determination Letter, form 501(c)(3) or proof of application for exempt status under section 501(c)(3) of the Internal Revenue Code, a list of their Board of Directors if applicable, and their most recent audited financial statements signed by the Treasurer or the Treasurer of the board.

Educational entities are also required to submit their most recent financial statements signed by the Treasurer or Treasurer of the board. Applications submitted without these will be considered non-responsive and eliminated from consideration. All corporations, including nonprofit corporations are required to complete the attached representation regarding felony convictions and tax delinquency.

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Cost Sharing or Matching

There is no cost sharing or matching required to participate in this grant project.

Other Eligibility Criteria

Limitations on the Number of Applications

FNS has designed this grant competition to give State agencies control over the submission of applications involving their operations via the mechanism of “Letters of Commitment or Endorsement.” If State agencies submit more than one application each, or enter into more than one partnership each, FNS encourages them to make explicit in each application its relationship to any others. State agencies that submit more than one application should consider carefully the allocation of time stated in each application. State agencies with more than one partner organization may wish to consider submitting a single application designed to make sub-grants to the partner organizations. Proposals forwarded by any given State agency should request funding for distinct, non-overlapping activities.

Responsiveness Criteria

The complete application must be uploaded to www.grants.gov by 11:59 PM, Eastern Standard Time, on June 19, 2017. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. USDA will not consider any additions or revisions to an application once it is received. USDA will not accept mailed, faxed, or hand-delivered applications.

Pre-application Screening Requirements

In reviewing applications in any discretionary grant competition, Federal Awarding Agencies, in accordance with 2 CFR 200.400, are required, prior to making a Federal award, to review information available through various OMB-designated repositories for eligibility qualification or financial integrity, and to have in place a framework for evaluating the risks posed by applicants before they receive Federal awards. The evaluation of the information obtained from the designated repository systems and the risk assessment may result in the Food and Nutrition Service Agency (FNS) imposing special conditions that correspond to the degree of risk assessed. The Federal repository systems FNS will review include:

1) SAM, the System for Award Management, the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS;

2) FAPIIS, the Federal Awardee Performance and Integrity Information System, is a database that has been established to track contractor misconduct and performance;

3) Dun and Bradstreet, the system where applicants establish a DUNS number which is used by the Federal government to better identify related organizations that are receiving funding under grants and cooperative agreements, and to provide consistent name and address data for electronic grant application systems. The Federal government requires that all applicants for Federal grants and cooperative agreements with the exception of individuals other than sole proprietors have a DUNS number.

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4) U.S. Department of Agriculture, AD-3030, Representations Regarding Felony Conviction and Tax Delinquent Status for Corporate Applicants.

Applicants must also respond to the pre-application assessment questions below to allow FNS to evaluate aspects of the applicant’s financial stability, quality of management systems, and history of performance, reports and findings from audits (see pages 31 – 33). A questionnaire containing these questions has been provided to facilitate the process. Applicants must answer all the pre-application questions. While answering “yes” may be an indicator of risk, the consideration and evaluation of these questions is only an indicator of potential risk and may or may not result in an additional oversight requirements or special conditions be placed on an award should an award be made. Decisions regarding additional oversight requirements will take into consideration the total number of risks identified.

1. Has your organization received a Federal award within the past 3 years?

Yes_____ No_____

2. Does your organization utilize accounting software to manage your financial records?

3. Does your accounting system identify the receipt and expenditure of program funds separately for each grant?

4. Does your organization have a dedicated individual responsible for monitoring organizational funds, such as an accountant or a finance manager?

5. Is there a separation of duties for staff handling the approval of transactions and the recording and payment of funds?

6. Does your organization have the ability to specifically identify and allocate employee effort to an applicable program?

7. Does your organization have a property/inventory management system in place to track the location and value of equipment purchased under the award?

8. Has your organization been audited within the last 5 fiscal years?

9. If the answer to question number 8 is yes, was this report issued under the Single Audit requirement? If no, a hyperlink or copy of the report will be required.

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10. If answer to question 8 is yes, was there a “Qualified Opinion” or “Adverse Opinion”?

11. If answer to question 8 is yes, is there a material weakness disclosed?

12. If answer to question 8 is yes, is there a significant deficiency disclosed?

IV. APPLICATION AND SUBMISSION INFORMATION

1. Applicants may request a paper copy of this solicitation and required forms by contacting the FNS Grants Officer at:

Kimberly Shields, Grant Officer Grants and Fiscal Policy Division

U.S. Department of Agriculture, FNS 3101 Park Center Drive Room 740

Alexandra, VA 22302 E-mail: Kimberly.Shields@fns.usda.gov

2. Content and form of application submission:

Suggested format to describe project:

For ease of review, we ask that project descriptions be similarly organized under the headings below. Please be as clear and concise as possible when writing your proposal.

To maximize your score, be sure to include all information specified under the heading Technical Evaluation Criteria and Weight beginning on page 16 of the RFA.

Cover Sheet The cover page should include, at a minimum:

Applicant’s name and mailing address Primary contact’s name, job title, mailing address, phone number and e-mail address Grant program title and subprogram title (if applicable)

Executive Summary The executive summary should contain, at a minimum:

Identify State agency and/or eligible entities involved in the project Amount of funding requested Which priority area(s) the proposal addresses Goal(s) of the project

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Table of Contents

1. Soundness or Merit of Project Design

2. Budget Appropriateness and Economic Efficiency

3. Organizational Experience, Staff Capability and Management

4. Implementation and Evaluation

FNS strongly encourages eligible applicants interested in applying to this program to adhere to the following applicant format. The proposed project plan should be typed on 8 ½” X 11” white paper with at least 1 inch margins on the top and bottom. All pages should be single-spaced, in 12 point font. The project description with relevant information should be captured on no more than 25 pages, not including the cover sheet, table of contents, resumes, letter of commitment(s), endorsement letter(s), appendices, and required forms. All pages, excluding the form pages, must be numbered.

3. Required Grant Application Forms:

All applicants must complete the following forms:

The following grants.gov forms are required of grant applicants. They are located at http://www.grants.gov/agencies/aforms_repository_information.jsp:

The following required OMB forms can be obtained at:

https://apply07.grants.gov/apply/FormsMenu?source=agency

(A) Non-Construction Grant Projects Forms: SF-424 Family

1. Application and Instruction for Federal Assistance (SF-424)

2. Budget Information and Instruction (SF-424A)

3. Assurance-Non-Construction Programs (SF-424B)

SF LLL (Disclosure of Lobbying Activities): Indicate on the form whether your organization intends to conduct lobbying activities. If your organization does not intend to lobby, write “Not Applicable.”

Special Instructions

Letters of Commitment or Endorsement

FNS recognizes that the grant proposals responding to this RFA will directly affect State agency operations. Therefore, if the grant proposal is from an entity other than a State agency, it must show that a State agency strongly endorses or is involved in the proposed project in order to be considered.

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Please refer to the two types of letters described below to determine which is appropriate to submit with certain proposals. Please note that for State agencies submitting an application on their own, a letter of endorsement is NOT needed. Furthermore, State agencies may choose to submit an application on their own as well as additional application(s) with other organizations.

Please refer to the section above on “Limitations on the Number of Applications.” Applications that require a letter of commitment or a letter of endorsement which fail to provide one will be considered non-responsive and eliminated from consideration. FNS will not consider additions or revisions to applications once they are received. Therefore, unless the applicant is a State agency submitting an application on its own, a letter of commitment or letter of endorsement must be included in the application package to be considered for funding. Such letters may be addressed to the FNS Grant Officer.

A Letter of Commitment is required if the grant proposal is from a State agency working in partnership with another organization(s). The applicant must submit a letter(s) of commitment from its partners. The letter(s) of commitment must describe:

the organization’s role in the project, the amount of time it intends to commit to the project and an attestation that it will cooperate with the grant applicant in implementing the project, and must be provided on the respective organization’s letterhead and be signed by an authorizing individual.

A Letter of Endorsement is required if an applicant is not partnering with a State agency. The State agency’s letter of endorsement must:

explain that the State agency is aware of the projected impact on its system and is supportive of the proposed project, and be on the respective State agency’s letterhead and be signed by an authorizing official.

Electronic Submission: The complete application must be uploaded to www.grants.gov by 11:59 PM, Eastern Standard Time, on June 19, 2017. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. USDA will not consider any additions or revisions to an application once it is received. USDA will not accept mailed, faxed, or hand-delivered applications. Please allow sufficient time to complete your application package and ensure the package is uploaded through the www.grants.gov web portal.

Dun and Bradstreet Universal Numbering System and System for Award Management

(SAM)

Dun and Bradstreet (DUNS) Number

In order to submit an application via www.grants.gov, applicants must have obtained a Data Universal Numbering System (DUNS) number and registered in both the new Systems for Award Management (SAM) and on www.grants.gov. The applicant is strongly advised to allow ample time to initiate the www.grants.gov application submission process. Please visit the

- 13 -following websites to obtain additional information on how to obtain a DUNS number (www.dnb.com) and register in SAM (https://www.sam.gov/portal/public/SAM/).

DUNS Number: In order to obtain a DUNS number, if your organization does not have one, or if you are unsure of your organization’s number you can contact Dun and Bradstreet via the internet at http://fedgov.dnb.com/webform or by calling 1-888-814-1435, Monday thru Friday, 8am-9pm EST. There is no fee associated with obtaining a DUNS number. Obtaining a DUNS number may take several days to obtain.

System for Award Management (SAM)

What is SAM?

The System for Award Management (SAM) is combining Federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. For additional information regarding SAM see the following link:

https://www.acquisition.gov/SAM_Guides/Quick%20Guide%20for%20Grants%20Registrations %20v1.pdf

Below is some additional information that should assist the applicant through this process:

SAM Registration: For applicant organizations that were previously registered in the CCR, relevant applicant information is already in SAM; set up a SAM account as necessary to update any information. To register in SAM, the applicant’s DUNS number, Tax ID Number (TIN), and taxpayer name (as it appears on the applicant’s last tax return) are all required. SAM verifies all information submitted by the applicant using several systems. This verification takes at least 48 hours after your registration is submitted to SAM. Applicants must have a valid SAM registration no later than 3 days prior to the application due date of this solicitation. Applicants that do not receive confirmation that SAM registration is complete and active should contact SAM at: https://www.fsd.gov/app/answers/list.

SAM Presentation/Training: GSA has created a presentation of a SAM training. To view the presentation, please visit: http://www.youtube.com/watch?v=mmHcKCchaiY

This will be extremely useful for SAM users that are:

Registering at SAM for the first time Setting up user permissions from CCR into the SAM registration (called migrating) Updating / renewing CCR record in SAM

PLEASE BE AWARE: In some instances the process to complete the migration of permissions and/or the renewal of the entity record will require 5-7 days or more. We strongly encourage grantees to begin the process at least 3 weeks before the due date of the grant solicitation.

Grants.gov Registration: In order to apply for a grant, your organization must have completed the above registrations as well as register on www.grants.gov. The Grants.gov registration process can be accessed at www.grants.govapplicants/get_reistered.jsp. Generally, the registration process takes between 3-5 business days.

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Allow your entity ample time to complete the necessary steps, for the submission of your grant application package, on grants.gov. Please allow sufficient time to complete your application package and ensure the package is uploaded through the www.grants.gov web portal.

Please be aware that the grants.gov system provides several confirmation notices; applicants should ensure receipt of confirmation that the application was accepted.

NOTICE: Special Characters not Supported

All applicants MUST follow grants.gov guidance on file naming conventions. To avoid submission issues, please follow the guidance provided in the grants.gov Frequently Asked Questions (FAQ):

Are there restrictions on file names for any attachment I include with my application package?

File attachment names longer than approximately 50 characters can cause problems processing packages. Please limit file attachment names. Also, do not use any special characters (example:

&,–,*,%,/,#’, -), this includes periods (.), spacing followed by a dash in the file and for word separation, use underscore (example: Attached_File.pdf) in naming the attachments. Please note that if these guidelines are not followed, your application will be rejected. FNS will not accept any application rejected from www.grants.gov portal due to incorrect naming conventions.

In order to submit an application via grants.gov, applicants must have obtained a Data Universal Numbering System (DUNS) number and registered in both the new Systems for Award Management (SAM) and on grants.gov. The applicant is strongly advised to allow ample time to initiate the grants.gov application submission process. All applicants must have current Central Contractor Registry (CCR) status at the time of application submission and throughout the duration of a federal award in accordance with 2 CFR Part 25. Please visit the following websites to obtain additional information on how to obtain a DUNS number (www.dnb.com) and register in SAM (https://www.sam.gov/portal/public/SAM/).

Please be aware that the grants.gov system provides several confirmation notices; you need to be sure that you have confirmation that the application was accepted.

1. Submission Dates and Times

APPLICATION DUE DATE: The complete application must be uploaded on www.grants.gov by 11:59 PM, Eastern Time on June 19, 2017. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. FNS will not consider any additions or revisions to an application once it is received. FNS will not accept mailed, faxed, emailed, or hand-delivered applications. Please allow sufficient time to complete your application package and ensure the package is uploaded through the www.grants.gov web portal.

All applications must be submitted through the grants.gov web portal.

Applicants experiencing difficulty submitting applications to www.grants.gov should contact the grants officer listed above, or the grants.gov support team, for further instructions.

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2. Intergovernmental Review (if applicable)

This funding opportunity may be subject to the requirements of EO 12372, “Intergovernmental Review of Federal Programs”. This Executive Order was issued with the desire to foster the intergovernmental partnership and strengthen federalism by relying on State and local processes for the coordination and review of proposed Federal financial assistance and direct Federal development. The Order allows each State to designate an entity to perform this function.

If you are located within a State that does not have a SPOC, you may send application materials directly to a Federal awarding agency.

For a list of State agency contacts, please visit the Office of Management website at:

http://www.whitehouse.gov/omb/grants_spoc/

3. Funding Restrictions

Pre-award costs will not be awarded for this grant project. Projects predicated on waiving SNAP regulations are not allowable and will not be considered for funding. However, if during the grant period, a State agency determines a waiver is needed, the State may apply for one but there is no guarantee FNS will approve the waiver.

SNAP Process and Technology Improvement Grants do not support projects that devote more than 25% of the requested grant funds to outreach activities, such as informational materials, pure application assistance, screening/prequalifying applicants, or whose purpose is to attract or recruit SNAP applicants.

4. Other Submission Requirements

Electronic Submission: The complete application must be uploaded to www.grants.gov by 11:59 PM, Eastern Standard Time, on June 19, 2017. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. USDA will not consider any additions or revisions to an application once it is received. USDA will not accept mailed, faxed, emailed, or hand-delivered applications. Please allow sufficient time to complete your application package and ensure the package is uploaded through the www.grants.gov web portal.

All applications must be submitted through the grants.gov web portal.

Applicants experiencing difficulty submitting applications to www.grants.gov should contact the grants officer listed above, or the grants.gov support team, for further instructions.

V. APPLICATION REVIEW INFORMATION

1. Review Criteria

FNS will screen all applications that meet the published deadline for submission to ensure their completeness and conformity to the requirements of this announcement. Application packages are required to be complete upon submission. FNS will not consider additions or revisions

- 16 -to applications once they are received under any circumstances. Applications that are fully responsive to the initial screening requirements will be reviewed competitively and scored based upon the five evaluation criteria and weights listed below. One or more review panels may be comprised of United States Department of Agriculture staff, other federal agency staff, and other individuals committed to furthering the goals of the SNAP. The review panel will evaluate each grant application on how well it addresses each grant evaluation criteria. The resulting scores will provide a ranking of applications according to technical merit for use by selecting official.

Technical Evaluation Criteria and Weights

1. Soundness or Merit of Project Design (40 points)

Problem analysis: The proposal included and clearly describes the problem to be solved and provides evidence that the proposed approach is well-suited to solve the identified issue.

Impact:

The proposal demonstrates a direct effect on the SNAP process and provides evidence that the changes would benefit the applicant/recipient.

It shows a clear progression from idea to practice in a State agency or County office.

It describes the impact the project is expected to make. Impact can be described in terms of the degree of improvement applicants/participants are expected to experience while going through the application/certification process, the percentage of a State agency’s or County office’s participant caseload that is expected to benefit, or the size of positive impact on a specific population, such as elderly applicants.

Quality: The proposal shows thought, analysis, clarity, and the use of relevant facts and knowledge.

Sustainability: The proposal shows that the project has the potential to be transferred successfully to other State agencies or statewide and that the project has the potential to be sustained after the grant period ends.

Letters of Commitment or Endorsement: The application includes letters of commitment or endorsement that clearly outline either the State’s endorsement or partnership by following the guidelines found on pages 11 and 12 of this RFA.

Innovation: The application proposes innovative development of new or revised State or County SNAP application processing or certification systems, or portions thereof.

Feasibility: The application proposes projects that are capable of being accomplished and likely to be implemented.

2. Budget Appropriateness and Economic Efficiency (25 points)

Budget: The proposal includes:

A line item budget See Attachment C - Application Package Checklist to assure each category is addressed in the budget.

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A narrative that demonstrates how funds will be spent, by whom and for what purpose The narrative should provide enough detail for reviewers to easily understand how costs were determined and how they relate to the goals and objectives of the project. There should be adequate justification for budget costs based on current industry costs/standards. Information on costs should be obtained from applicable organizations or from online sources.

Additionally, a copy of the approved negotiated indirect cost rate agreement must be attached if indirect costs are shown as a budget expense to the project.

If applicable, the budget must show how the costs are allocated among the benefiting programs and demonstrate that this grant is only going to fund SNAP’s share.

If desired, a tiered budget and narrative that describes adjustments the applicant would make if it were awarded funding at different levels (only the primary budget will be analyzed against this criterion).

All non-profit organizations must include their 501(c)(3) determination letter issued by the Internal Revenue Service (IRS).

Efficiency: The proposal is cost effective – it demonstrates that the anticipated results are commensurate with the cost of the project.

Contractual and Consultant Costs: Proposals who wish to hire a consultant or contract work out must provide the following information.

Consultants name and description of service Itemized list of all direct costs and fees Salaries must have the number of personnel including the position title Specialty and specialized qualifications as appropriate to the salary Number of estimated hours times hourly wage All expenses and fees directly related to the proposed services to be rendered to the project

Applicants that are required to issue a bid should provide a narrative explaining the requirement and provide a reasonable estimate of Contractual and Consultant Costs.

NOTE: Proposal submissions which omit the required budget forms, budget narratives and/or line item descriptions will not receive the full point value for this criterion. Therefore, applicants should recognize that a well-written budget narrative which justifies the proposed project expenditures assists the reviewers during the review process.

3. Organizational Experience, Staff Capability and Management (15 points)

Credibility: The proposal establishes the applying organization’s credibility and capabilities.

Oversight: The proposal demonstrates that effective and consistent oversight by qualified project managers will be implemented throughout the project.

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Communication: The proposal demonstrates that effective communication will exist within the organization and, if applicable, with partnering organizations. The proposal includes an organizational chart of the proposed project.

Staff: The proposal identifies the project director or manager and other key staff. The proposal includes resumes that demonstrate that the proposed staff has the appropriate technical and experiential backgrounds for their proposed roles. If the applicant is unable to identify the project director or manager and key staff, it must include with the application package job descriptions for positions that must be advertised. Applicants should address their contingency or back-up plans in the event of key staff departures.

Time Commitment: The proposal outlines the amount of time and effort the project director or manager, key staff, and, if applicable, partnering organizations, will contribute to the project.

4. Implementation and Evaluation (15 points)

Timeline: The proposal includes a project timeline that outlines proposed tasks and demonstrates that sufficient time is allotted for each activity.

Evaluation: The proposal describes a well-thought-out, organized review and evaluation process that will measure whether the goals of the project have been met. The evaluation should focus on measuring the impact the project seeks to make. Please be sure to include information on who will measure the goals of the project, how the goals will be measured, when the goals will be measured and what the organization will be measuring.

5. Presentation (5 points)

Quality: The application is well-presented, well-written and void of grammatical errors.

Format: The application is single-sided, on 8½ by 11 inch paper. Type size is at least 12 point and margins are at least one inch. The project follows the suggested format. The application must not exceed 25 pages, not including the cover sheet, table of contents, resumes, letter of commitment(s), endorsement letter(s), appendices, and required forms and certifications (i.e. SF-424, SF-424A, SF-424B, or SF LLL). The proposal must include the cover letter followed by the table of contents with page numbers and in the order prescribed under the “Content and form of application submission” header beginning on page 10. All pages, excluding the form pages, must be numbered.

2. Review and Selection Process

Following the initial screening process, FNS will assemble a peer panel group to review and determine the technical merits of each application. The peer panel will evaluate the proposals based on how well they address the required application components. The peer panel members will recommend applications for consideration for a grant award based on the

- 19 -evaluation scoring. The selecting official reserves the right to award a grant to meet agency priorities, program balance, geographical representation, or project diversity.

The selecting official will consider the panel recommendations. In general, awards will be based on rank funding order. However, FNS reserves the right to fund out of rank order to achieve agency priorities (such as to grant an award to an entity that includes a joint effort between a State agency and a community-based or faith-based organization, demographic, or socioeconomic diversity, etc.). If the panel review indicates that FNS has received few or no technically acceptable proposals, the selecting official may determine that FNS will make no awards, or commit less than the $5 million set aside for this purpose.

As mentioned above, FNS is interested in funding projects that address priorities areas specified on pages 3 – 6 of this RFA. However, FNS reserves the right to award grants to several such entities, or not to award any grants to such entities if it does not receive acceptable applications.

NOTE: If a discrepancy exists between the total funding request (submitted on SF-424, SF- 424A, and budget or budget narrative) within the application package in response to this solicitation, FNS will only consider and evaluate the estimated funding request contained on

SF-424.

3. Anticipated Announcement and Federal Award Dates

FNS will notify selected State agencies or organizations in writing no later than September 30, 2017. Funding of applications will be provided through the grant award/letter of credit process upon receipt of a properly executed grant agreement and subject to the availability of funding.

The Department of Agriculture (USDA) expects to make funds available to the grantee in advance of need.

4. Debriefing Requests

Non-selected applicants may request a debriefing to discuss the strengths and weaknesses of submitted proposals. This information may be useful when preparing future grant proposals.

Additional information on debriefing requests will be forwarded to non-selected applicants.

VI. FEDERAL AWARD ADMINISTRATION INFORMATION

1. Federal Award Notice

Unless an applicant receives a signed award document with terms and conditions; any contact from a FNS grants or program officer should not be considered as a notice of a grant award. No pre-award or pre-agreement costs incurred prior to the effective start date are allowed unless approved and stated on FNS’ signed award document.

The Government is not obligated to make any award as a result of this RFA. Only the recognized FNS authorized signature can bind the USDA, Food and Nutrition Service to the expenditure of funds related to an award’s approved budget.

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2. Administrative and National Policy Requirements

CONFIDENTIALITY OF AN APPLICATION

When an application results in an award, it becomes a part of the record of FNS transactions, available to the public upon specific request. Information that the Secretary determines to be of a confidential, privileged, or proprietary nature will be held in confidence to the extent permitted by law. Therefore, any information that the applicant wishes to have considered as confidential, privileged, or proprietary should be clearly marked within the application. Any application that does not result in an award will be not released to the public. An application may be withdrawn at any time prior to the final action thereon.

Safeguarding Personally Identifiable Information

Personally Identifiable Information (PII) is any information that can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, or biometric records, and any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information (National Institute of Standards and Technology (NIST) SP 800-122, Guide to Protecting the Confidentiality of Personally Identifiable information, April 2010).

Personally Identifiable Information (PII) is any information that can be used to distinguish or trace an individual’s identity, such as name, social security number, date and place of birth, mother’s maiden name, or biometric records, and any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information (National Institute of Standards and Technology (NIST) SP 800-122, Guide to Protecting the Confidentiality of Personally Identifiable information, April 2010).

Applicants submitting applications in response to this RFA must recognize that confidentiality of PII and other sensitive data is of paramount importance to the USDA Food and Nutrition Service. All federal and non-federal employees (e.g., contractors, affiliates, or partners) working for or on behalf of FNS are required to acknowledge understanding of their responsibilities and accountability for using and protecting FNS PII in accordance with the Privacy Act of 1974;

Office of Management and Budget Memorandum M-06-15, Safeguarding Personally Identifiable Information; M-06-16, Protection of Sensitive Agency Information; M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information; and the NIST Special Publication (SP) 800-122, Guide to Protecting the Confidentiality of Personally Identifiable Information.

By submitting an application in response to this RFA, applicants are assuring that all data exchanges conducted throughout the application submission and pre-award process (and during the performance of the grant, if awarded) will be conducted in a manner consistent with applicable Federal laws. By submitting a grant application, applicants agree to take all necessary steps to protect such confidentiality, including the following: (1) ensuring that PII and sensitive data developed, obtained or otherwise associated with UDSA FNS funded grants is securely transmitted. Transmission of applications through www.grants.gov is secure; (2) ensuring that PII is not transmitted to unauthorized users, and that PII and other sensitive data is not submitted

- 21 -via email; and (3) Data transmitted via approved file sharing services (WatchDox, ShareFile, etc.), CDs, DVDs, thumb drives, etc., must be encrypted.

CONFLICT OF INTEREST AND CONFIDENTIALITY OF THE REVIEW PROCESS

The agency requires all panel reviewers to sign a conflict of interest and confidentiality form to prevent any actual or perceived conflicts of interest that may affect the application review and evaluation process. Names of applicants, including States and tribal governments, submitting an application will be kept private, except to those involved in the review process, to the extent permitted by law. In addition, the identities of the reviewers will remain private throughout the entire process. Therefore, the names of the reviewers will not be released to applicants.

ADMINISTRATIVE REGULATIONS

Federal Tax Liabilities Restrictions

None of the funds made available by this or any other Act may be used to enter into a contract, memorandum of understanding, or cooperative…