FY2018 CDLPI NOFO .pdf

Notice of Funding Opportunity

Summary Information

Federal Agency Name: U.S. Department of Transportation (US DOT)

Federal Motor Carriers Safety

Administration (FMCSA)

Grants Management Office (GMO); MC-BG

1200 New Jersey Avenue SE

West Building

Washington, DC 20590

Funding Opportunity Title: Commercial Driver's License Program Implementation

Announcement Type: Initial

Funding Opportunity Number:

Catalog of Federal Domestic

Assistance (CFDA) Number:

20.232

Key Date – Application Due Date:

May 15, 2018

5:00pm EST

Point of Contact: Lisa Ensley 202-366-1736, Lisa.Ensley@dot.gov

A. PROGRAM DESCRIPTION

The Federal Motor Carrier Safety Administration (FMCSA) announces the Fiscal Year (FY)

2018 Commercial Driver's License Program Implementation (CDLPI) financial assistance program Notice of Funding Opportunity (NOFO) to solicit applications from State and local governments, and other persons and organizations representing government agencies that support

CDLPI activities.

The availability of this program funding is authorized by the Fixing America’s Surface

Transportation (FAST) Act, Pub. L. No. 114-94, §§ 5101 and 5104 (2015). The CDLPI financial assistance program is governed by 49 U.S.C. §§ 31104 and 31313. In accordance with the provisions of the Continuing Appropriations Act, 2018 (P.L. 115-56), only a portion of the entire

FY 2018 funding is presently available at the FY 2017 appropriations level. However, the

FMCSA anticipates that authorized funding for the entirety of FY 2018 will available at the time of award.

The Department of Transportation Secretary’s strategic goals are:

• SAFETY: Reduce transportation-related fatalities and serious injuries across the transportation system.

• INFRASTRUCTURE: Invest in infrastructure to ensure safety, mobility and accessibility and to stimulate economic growth, productivity and competitiveness for American workers and businesses.

• INNOVATION: Lead in the development and deployment of innovative practices and technologies that improve the safety and performance of the Nation’s transportation system.

• ACCOUNTABILITY: Serve the Nation with reduced regulatory burden and greater efficiency, effectiveness, and accountability.

FMCSA’s mission is to reduce crashes, injuries, and fatalities involving large trucks and buses.

three core principles support the Secretary’s strategic goals. In support of this mission, FMCSA will partner with CDL stakeholders including, but not limited to, State Driver Licensing

Agencies (SDLAs), CMV drivers and employers, the U.S. Armed Forces, State court officers, and multi-State partnerships.

The goal of the National Commercial Driver’s License (CDL) Program supports the Secretary’s strategic goals and FMCSA’s three core principles, as it is to reduce the number and severity of commercial motor vehicle (CMV) crashes in the United States by ensuring that only qualified drivers are eligible to receive and retain a CDL. This goal focuses on maintaining the concept that for every driver, there is only one driving record and only one licensing document, commonly referred to as "One Driver — One License — One Record". States are required to conduct knowledge and skills testing before issuing a Commercial Learner’s Permit (CLP) and/or CDL; to maintain a complete and accurate driver history record for anyone who obtains a

CLP and/or CDL; and to impose driver disqualifications as appropriate.

This NOFO provides important information about the FY 2018 CDLPI program activities/projects and guidance related to preparing and submitting a grant application. Unless indicated otherwise, references to the CDLPI grant program include both Basic and High

Priority/Emerging Issues activities/projects, with details for each type of CDLPI grant focus area to be explained later in this announcement.

CDLPI grant funds are awarded through a competitive grant process and no assurance of funding is implied or should be inferred.

1) CDLPI FY 2018 National Priorities

All applications must support a public purpose. The FMCSA may not award grant funding to individuals for personal gain, such as obtaining the specialized training required for CDL licensing or to any private business for profit or direct financial gain that does not provide benefit to the National CDL Program, such as purchasing a new tractor-trailer for a driving school. The

FMCSA will award grants under this announcement in two separate categories, the CDLPI Basic

Grants and High Priority/Emerging Issues Grants. For FY 2018, FMCSA will also give prioritization to States affected by the hurricanes of calendar year 2017:

i) CDLPI Basic Grants

Only SDLAs are eligible. Applications that support the development, implementation, and maintenance of all or part of the CDL program or that have a direct impact on a

State’s compliance with the provisions of 49 C.F.R. parts 383 and 384. For FY 2018, priority is given to funding projects that will enable States to achieve and/or sustain full compliance or, in the case of a State that is making a good faith effort toward substantial compliance with the requirements in 49 U.S.C. §§ 31311 and 31313, to improve the implementation of its CDL program. Priority will be given to applications that also assist

States in achieving or sustaining compliance with the requirements of related rulemakings, such as the CDL Testing and Commercial Learner’s Permit (CLP)

Standards Final Rule and the Medical Examiner’s Certification Integration Rule.

Compliance with CDL regulations includes addressing existing or repeat open compliance findings identified by FMCSA and proposing strategies for mitigating those findings continues to be a program priority. Open findings and proposed strategies should be described in the CDL Program Self-Assessment section of the application.

As the foundation for the entire CDL program, the accuracy, completeness, and timeliness of all CDL data is essential to the program’s success. FMCSA encourages applications for funding to achieve and sustain the highest possible quality of all CDL data.

Although full compliance with FMCSA regulations and Federal statutes is the primary focus of the CDLPI grant program, FMCSA also encourages applications for projects that promote partnership efforts that lead to higher levels of substantial compliance.

Examples include partnerships among several States to resolve compliance issues that are common among the partner States, partnerships between SDLAs and courts within the same State to achieve better timely convictions reporting or to increase outreach to courts on CDL disqualifications or masking, partnerships among SDLAs and Federal or non-

Federal stakeholders, partnerships among law enforcement agencies across several jurisdictions to promote CDL compliance, and/or partnerships between SDLAs and employers, including military CDL employers, to ease the transition from military service and to assist drivers in obtaining a CDL.

FMCSA will give priority to proposals for multi-jurisdictional partnerships that support anti-fraud activities, communication or on-site consultation on best practices, and/or the resolution of barriers to compliance.

The CDLPI grant program is not intended to supplement ongoing operational costs of

State CDL programs. Its primary purpose is to assist States in achieving and sustaining compliance with the provisions of 49 C.F.R. parts 383 and 384. For this reason, funding for annually recurring State administrative costs receives a lower priority than funding associated with compliance issues or innovative CDL program improvements.

ii) CDLPI High Priority/Emerging Issues Grants

States, local governments, and other entities capable of executing national projects that aid States in their compliance efforts and improving the National CDL Program are eligible. Examples include projects that support research, development, innovation, demonstration projects, public education, and other activities that directly relate to improving the CDL process and increasing motor vehicle safety, that are of benefit to all jurisdictions in the United States, or are designed to address national safety concerns and circumstances. Applications for CDLPI grant funding that provide training and/or technical assistance, facilitate the timeliness, accuracy, and completeness of CDL data exchange; offer direct guidance or consultation to CDL stakeholders on best practices, or demonstrate an innovative approach (e.g., establishing a project to reduce the CDL skills testing delays, implementing an employer notification system) with potential benefit to the National CDL Program are also eligible for High Priority/Emerging Issues grant funding. Section 32303 of the Moving Ahead for Progress in the 21st Century Act (MAP-

21) supports the establishment of CDL notification systems (i.e., Employee Notification

Systems, or ENS). The FMCSA will set aside up to $10 million in grant funding for establishing CDL notification systems.

The FMCSA encourages applications for projects that enhance the expertise of court officers in prosecuting, adjudicating, and transmitting CDL violations. The FMCSA also encourages applications for projects that facilitate the detection and prevention of fraud in the CDL process including, but not limited to, issuance, testing, recordkeeping, and data reporting.

Projects for organizing meetings or conferences to address persistent and common CDL compliance issues among the SDLAs are also eligible for CDLPI High Priority/Emerging

Issues funding. Applications for this type of project must include a detailed budget, timelines for completion of the plan’s components, and a detailed plan for execution, including venue selection, assistance with attendee hotel reservations, development of the meeting’s agenda in consultation with FMCSA, on-site support during the meeting, and post-meeting requirements. Post-meeting requirements include, but are not limited to, preparing a final report that includes a general overview of the meeting’s successes and areas for improvement, a list of attendees, attendee feedback, and minutes from the meeting’s sessions.

Under this grant, the FMCSA will allow one (1) State person to participate in a project at

FMCSA Headquarters. This project will improve the National CDL Program by providing a State’s perspective to the national decision making and policy development relating to the implementation of CDL regulations that impact the nation. Thus, the purpose of this project is to directly benefit State and local CMV safety agencies and further the intent of the National CDL Program. This project is expected to begin on or about October 1, 2018, and be completed by September 30, 2019.

Applications must ensure that the project is assigned to an individual with demonstrated knowledge, skills, and abilities necessary to successfully complete the tasks and activities under the project. Discussions with the individual identified for this project within the grant application may be required. The expectation for this project is that the individual will be detached from their responsibilities in their home state and will focus on the implementation of projects that improve the National CDL Program. The FMCSA will provide up to 95 percent of the costs of employee salary, fringe benefits, travel, lodging and per diem rates, and other expenses associated with working at FMCSA headquarters for one year.

iii) Administrative Relief for Grantees Impacted by Hurricanes Harvey, Irma, and

Maria

a) Prioritization of Funding

FMCSA will prioritize funding to States (including local/municipal jurisdictions), Territories, if applicable, and other eligible applicants severely impacted by hurricanes Irma, Harvey and Maria that occurred during calendar year 2017.

Severely impacted for the purposes of this prioritization means an area that was declared a “major disaster” by the President of the United States, the Governor of a State, or their authorized representatives; the FMCSA Field Administrator; or a

Federal, State, or local government official having authority to declare an emergency, as defined under 42 U.S.C. § 5122, for the hurricane events mentioned previously. If a jurisdiction or area not expressly declared a major disaster wishes to apply for funding under this priority, the applicant will need to clearly demonstrate how the aforementioned hurricanes caused damage/loss to the extent that the performance of CDLPI activities, eligible under this grant, will be significantly affected.

Funding must be used to assist with CDLPI safety projects associated with recovery efforts (overtime hours, supplies, etc.) and/or the purchase/replacement of equipment previously purchased using FMCSA funds (excluding buildings or other real property) deemed inoperable due to damage caused by these natural catastrophic events.

b) Equipment Purchases

For equipment purchases, the applicant must provide documentation regarding:

A) The documented loss or damage of the equipment including, but not limited to, photos, original purchase orders, reports, insurance claim information and other relevant records in accordance with the applicant’s disposition requirements or those included in 2 C.F.R. part 200 should the applicant not have specific procedures;

B) Any insurance claims and/or reimbursements that were made or received on the equipment that is being identified for replacement under this priority (This includes any current or expected funds awarded by another Federal or State entity, such as the Federal Management Agency or State equivalent);

C) Other information as requested by the FMCSA to ensure compliance with necessary Federal requirements.

Please note that FMCSA will only reimburse the net cost of replacement. The net cost of replacement should be calculated as the replacement cost of the equipment, minus the “amount” (properly allocated) reimbursed through any insurance coverage placed on the item and minus any funds received through non-federal sources.

For items not insured, the FMCSA will follow the aforementioned process, deducting the amount that would have been covered under insurance (obtained pursuant to sound management practice) in lieu of actual insurance reimbursements received. Applicants must include information substantiating the net cost within their application.

c) Cost Match under this Priority

The FMCSA will reimburse 100 percent of eligible expenses (no matching share required) under this priority.

B. FEDERAL AWARD INFORMATION

1) Funding and Number of Awards

The FMCSA anticipates making approximately 50 award(s) totaling $31,323,000 as a result of this NOFO, subject to the availability of FY 2018 appropriations funding.

2. Type of Award

The planned award types are Grant and Cooperative Agreement

3. Period of Performance

In accordance with 49 U.S.C. § 31104(f)(5), awarded funding is available for the fiscal year of award and the four succeeding years, but may be awarded for a shorter period of time. The period of performance for CDLPI grants is the date of execution of a Notice of Grant Award through the award’s end date. NOTE: when requesting a period of performance on the SF-424 application form, applicants should carefully consider how long it will take to complete the grant’s activities and objectives.

4. Degree of Federal Involvement

☒ [Cooperative Agreement] - There is substantial involvement (e.g., collaboration, participation, or intervention by FMCSA in the management of the project) anticipated between

FMCSA and the recipient during performance of the contemplated activity. See 31 U.S.C. 6305.

Cooperative agreements are subject to the same laws from OMB, Treasury, and other Federal directives as grants. For examples of oversight activities that would demonstrate substantial involvement by the FMCSA go to: https://www.fmcsa.dot.gov/mission/grants/cooperative-agreements.

☒ [Grant] - Substantial involvement is not expected between the FMCSA and the recipient when carrying out the activity outlined in the agreement. FMCSA provides financial assistance, technical expertise, and oversight. Grantees provide the effort and expertise necessary to carry out the approved activities to improve CMV safety. FMCSA grantees are responsible for achieving the work described in their grant award, complying with the grant requirements laid out in the grant award and Terms and Conditions, the local administration of the grant, and monitoring and oversight of any sub-Grantees.

C. ELIGIBILITY INFORMATION

1) Eligible Applicants. The following section includes the applicants eligible for award.

i) States

The CDLPI grant program is not intended to supplement ongoing operational costs of

State CDL programs. Its primary purpose is to assist States in achieving and sustaining https://www.fmcsa.dot.gov/mission/grants/cooperative-agreements https://www.fmcsa.dot.gov/mission/grants/cooperative-agreements compliance with the provisions of 49 C.F.R. parts 383 and 384. For this reason, funding for annually recurring State administrative costs receives a lower priority than funding associated with compliance issues or innovative CDL program improvements.

To be eligible for a Basic CDLPI Category Grant, States must:

a) Assume responsibility for adopting and administering State safety laws and regulations that are compatible with the Federal CDL requirements of 49 CFR parts

383 and 384;

b) Address outstanding findings discovered during Annual Program Reviews and

Skills Testing Reviews;

c) Comply with the requirements of related rule-makings, such as the CDL Testing and CLP Standards Final Rule and the Medical Examiner’s Certification Integration

Final Rule. The FMCSA may make a grant to a State under this program only if it complies with or is making a good faith effort toward substantial compliance with the requirements of 49 U.S.C.§ 31311; and

d) As a condition of the grant per § 32306 of MAP-21, States must provide FMCSA with access to all State licensing status and driver history records via an electronic information system, subject to 18 U.S.C. § 2721.

At its discretion, FMCSA will consider applications received from SDLAs to be for Basic

CDLPI grant funding unless the application specifically indicates otherwise. A link to the requirements for State participation is included in Section H.

ii) Non-State Organizations

Applications received from non-State organizations will be considered to be for High

Priority/Emerging Issues grant funding. It is expected that these grants will be issued as cooperative agreements, and applications must include all required documents. In addition, the applications must clearly describe the anticipated level and nature of

FMCSA participation and the responsibilities of each partner to the agreement until the grant (cooperative agreement) is closed.

2) Cost-Sharing and Matching Requirements

Section 5104 of the FAST Act makes provision for an optional match of up to 15 percent of the total project costs, to be implemented at the Agency’s discretion. Beginning in FY 2018, a matching funds requirement will be phased in over a 3-year period. Unless otherwise stated, effective FY 2018, a 5 percent match of the total project cost will be required of all applicants/grantees. The FMCSA anticipates announcing that a 10 percent match of the total project costs will be required in the FY 2019 NOFO, and a 15 percent match of the total project costs will be required in the FY 2020 NOFO.

Any type of cost included in the approved budget may be used as match, and Grantees can vary the costs used as match from voucher to voucher, provided those costs were included in the approved budget. Costs that have not been approved by FMCSA as part of the project’s budget may not be used as match.

Cost matching and cost sharing must be in compliance with Office of Management and Budget

(OMB) Regulations, including 2 CFR part 200.

3) Cost Information

Cost matching or cost sharing is the portion of project costs not reimbursed by the Federal government.

i) Cost Match Requirements

Cost match, whether cash and/or in-kind contributions, included in the budget of the award, must adhere to all of the cost principals and must have direct project benefit or directly support a grant activity. Hard or cash match is something that has a direct cash value to it, labor, equipment versus in-kind or soft match, which is something that has a valuation to it, versus a direct cost, such as donated services.

ii) Types of Match

a) Cash (Hard Match): primary source of match.

b) Trade-In Allowance/Credit: not applicable.

c) In-kind (Soft Match): eligible as appropriate.

d) Overmatch. In the application narrative, an organization may indicate a voluntary pledge to commit additional financial support toward a project’s cost, which is in addition to their required cost share obligation as detailed above and required by law. The FMCSA will not account for this promised additional funding in the terms of the award. The award budget will not account for any voluntary committed cost sharing or overmatch. The use of an overmatch is not given additional consideration when scoring applications.

Match must be clearly defined in the application. The absence of clearly defined match may exclude an application from further consideration.

D. APPLICATION AND SUBMISSION INFORMATION

1) Address

The FMCSA utilizes Grants.gov (www.grants.gov) for accepting application forms under this program.

2) Content and Form of Application Submission

Applications must contain the below elements and all 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.

i) Brief Introduction

Include a 1-2 sentence description of the goal(s) of the application and the applicable program priority(s) met by the application’s projects. Include in this introduction specific information about the outputs the application proposes to achieve. For each goal identified, the applicant must provide a problem statement, performance objective, program activity plan, and performance measurement plan.

ii) For SDLA Applicants Only: CDL Program Self-Assessment (Program Overview)

Applications from SDLAs must include a CDL program self-assessment, which may be included as part of the project’s program overview or project plan; a separate, stand-alone document is not required and suggested format is provided for this purpose. This requirement applies to SDLAs only; if the applicant is not an SDLA, this information should be provided to the applicant by the SDLA. Applications that fail to include the required information will be considered incomplete and risk disqualification.

The Program Overview is not a comprehensive description or history of the applicant’s entire

CDL program or an acceptable substitute for the compliance plan mandated by

MAP-21 § 32305. The Program Overview is a summary of key elements of the applicant’s program and must include the following three components:

a) A list of all open findings in the State Compliance Records Enterprise (SCORE)

System, including the finding’s citation and a brief description; the reason for the finding;

the proposed resolution; and the expected date by which the finding will be closed.

b) A list of all open CDLPI grant awards, including the award number, award amount, and purpose; progress made to date in achieving the award’s objectives; remaining unexpended funding; the expected date of completion; and how the application’s requested funding supports those grants without duplicating their costs or activities.

c) The total number of noncommercial and the total number of CDLs issued annually, listed separately by type of CLP or CDL.

iii) Problem Statement

A quantitative description of the identified problem. Include details on the data used to identify the problem and to establish the baseline (include data source, date, and explain how the applicant collects, maintains, and analyzes the data). Data should support proposed project(s). Example: The Applicant proposes to implement strategies that remove barriers to compliance and improve customer confidence to ensure accuracy, completeness, and timeliness of CDL data and to sustain a status of zero open findings in SCORE. Specifically, this application requests funding to expand the existing suite of online services to add identification of CDL duplicates, driver address changes, license reinstatement, and calendared reminders about the approaching expiration of the driver’s current medical certificate. A successful pilot at the Applicant’s expense has confirmed that this approach reduces the potential for fraud and for unqualified drivers being issued a CDL.

iv) Performance Objective

A description of the applicant’s quantifiable goal related to the above problem statement.

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. Example: This application’s performance objective is strengthening

CDL program control and oversight to ensure continued compliance with all current program requirements by purchasing and installing 15 Motion Computer Scoring Tablets;

this technology will limit each examiner to a unique ID, and will use GPS to record and log the comprehensiveness and thoroughness of the required CDL road test. These capabilities are both considered best practices in detecting and preventing fraud.

v) Program Activity Plan

A description of the activities the applicant believes will help mitigate the problem.

Description should include details such as number and frequency of activities. Example:

Expanding the program to automate pre-trip, basic control skills, and road test scoring for all tester/examiners conducting 50 or more CDL skills tests annually by purchasing 15 tablets, providing training in using the equipment, and coordinating with the vendor to ensure that test results can be successfully transmitted.

vi) Performance Measurement Plan

A description of how the applicant will measure progress towards the performance objective goal, such as quantifiable and measurable outputs (hours, carrier contacts, inspections, etc.)

and in terms of performance outcomes. The measure must include specific benchmarks that can be reported on in the quarterly progress report, if practicable, or as annual outcomes.

Example: The Applicant will monitor and report on the number and percentage of mid-to-high volume examiners whose tests are performed using automated scoring equipment, and will increase the number of unscheduled examiner audits by 10 percent as compared to the previous 12-month period. The Applicant will provide status updates through quarterly progress and financial reports. The Applicant will also provide a final report that includes a process evaluation describing how the project was conducted and how it met the desired objectives

vii) Budget Narrative

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. The level of detail should be sufficient to justify the funding requested. Applicants are strongly encouraged to use the sample budget narrative format included in Appendix B. Note for applicants requesting equipment:

Equipment is defined in 2 C.F.R. part 215 as tangible, non-expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.

If your organization’s threshold is lower than $5,000, use your definition of equipment and include that definition in the budget narrative. Each equipment budget narrative must contain the following elements: how the equipment will be used to promote the CDLPI program; the quantity and unit cost of the equipment requested; who will be using the equipment; how the equipment will be pro-rated if not dedicated 100 percent to the grant; the five percent match requirement, and the equipment definition threshold used.

3) Sam.Gov requirement

Every applicant must be registered in the System for Award Management (www.SAM.gov) before submitting the application; 2) provide a valid Data Universal Numbering System (DUNS) number in its application; and 3) continue to maintain an active SAM registration with current information at all times during which it has an active Federal award or an application under consideration by FMCSA.

4) Submission Dates and Times

i) Deadline

Unsolicited applications will not be accepted. FULL AND COMPLETE

APPLICATIONS FOR Commercial Driver’s License Program Implementation ARE

May 15, 2018 DUE ON by 11:59 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) confirms application receipt by the Grants.gov system; and 2) indicates 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 responsibility for a timely and complete submission. Click here for more information.

ii) Consideration of Applications

Only applicants who comply with all submission deadlines described in this notice and electronically submit valid applications through Grants.gov will be eligible for consideration of award. Applicants are strongly encouraged to make submissions in advance of the deadline.

iii) Late Applications

The FMCSA will not consider a late application except under extraordinary circumstances. A late application will only be accepted if there is a large scale natural disaster or a grants.gov system issue that threatens the timely submission of a grant application. Problems with computer systems at the applicant organization, failure to follow the application instructions or failure to submit or complete the program http://www.grants.gov/applicants/apply-for-grants.html application or complete required registrations by the submission deadline are not considered system issues.

iv) Modifications

Modifications to an application after it has been submitted will require a resubmission of the entire application package. The applicant must notify the FMCSA GMO prior to resubmitting the package. Submitting changes to Grants.gov without contacting the

FMCSA GMO could significantly delay application submission and may result in the application not being accepted as complete.

5) Intergovernmental Review

Commercial Driver's License Program Implementation awards and this funding opportunity are subject to Executive Order 12372, Intergovernmental Review of Federal Programs. The States with a Single Point of Contact and therefore a requirement to comply with E.O. 12372 are listed on OMB’s Web site at www.whitehouse.gov/omb/grants/spoc.html.

6) Funding Restrictions

The CDLPI grant program is not intended to supplement ongoing operational costs of State CDL programs. Its primary purpose is to assist States in achieving and sustaining compliance with the provisions of 49 C.F.R. parts 383 and 384.

Pre-award costs are not eligible for reimbursement. All costs must be allowable, allocable, reasonable, and necessary to achieve the stated goals, and must comply with the cost principles in 2 C.F.R. part 200. Compliance with these requirements is the responsibility of the grantee recipient of Federal funds. Costs must also be consistently applied and documented. These standards are described in the applicable cost principles and administrative requirements in 2

C.F.R. §§ 200.400 through 200.475; note that §§ 200.416-200.417 include Special

Considerations for States, Local Governments, and Indian Tribes, and that §§ 200.418-200.419 include Special Considerations for Institutions of Higher Education. Contact the FMCSA Grants

Management Office for additional information.

Failure to adhere to these requirements may result in reimbursements under the award being deemed improper and subsequently disallowed.

Eligible CDLPI grant program costs include, but are not limited to:

i) Personnel expenses, including recruitment and screening, training, salaries and fringe benefits, and supervision. Personnel expenses included in an organization’s indirect cost rate must not be included as a direct cost in the grant budget.

ii) Equipment and travel expenses, including but not limited to per diem expenses directly related to the enforcement of CDL regulations, vehicles, uniforms, supplies, materials, communications equipment, vehicle maintenance, fuel, and oil.

http://www.whitehouse.gov/omb/grants/spoc.html

iii) Indirect expenses for facilities, other than fixed scales, used to conduct CDL testing or program support or to house CDL personnel, support staff, and equipment to the extent that those costs are measurable and recurring (e.g., rent and overhead).

iv) Clerical and administrative expenses, to the extent necessary and directly attributable to the grant project.

v) Expenses related to the improvement of real property (e.g., refurbishing of paved areas for conducting off-road skills tests) that do not materially increase the value of the property.

vi) Expenses related to data acquisition, storage, and analysis that are not being requested under any other FMCSA grant program’s funding, that are specifically identifiable as program-related, and that are intended to improve efficiency; the proposal should clearly demonstrate the extent to which these costs will directly benefit the grant program, pro-rating the expense as applicable.

Note: Applications requesting information technology funding, such as upgrades or modifications to existing software or equipment, are subject to review by FMCSA’s

Office of Research and Information Technology.

The FMCSA will not approve reimbursement requests for indirect costs if an approved indirect cost rate agreement is not in force for the period of time that the indirect cost expenses are incurred.

All FMCSA grant programs are cost reimbursable, which means that grant recipients must first expend their own money before vouchering by submitting an invoice to FMCSA for costs associated with approved activities identified in the grant agreement. Recipients will be reimbursed by FMCSA for actual costs incurred, subject to the required five percent (5%) match, 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. The recipients must request reimbursement at least once each quarter.

The FMCSA will not reimburse an amount that is more than the Federal share of costs incurred as of the date of the voucher.

Recipients must submit requests for reimbursement electronically through the Delphi eInvoicing

System (iSupplier). Additional information is available at: http://www.dot.gov/cfo/delphi-einvoicing-system.

7) Other Submission Requirements.

To submit an application through Grants.gov, applicants must:

i) Obtain a Data Universal Numbering System (DUNS) number;

ii) Register with the System for Award Management (SAM) at www.SAM.gov;

iii) Create a Grants.gov username and password; and http://www.dot.gov/cfo/delphi-einvoicing-system http://www.dot.gov/cfo/delphi-einvoicing-system

iv) The E-Business Point of Contact (POC) at the applicant’s organization must respond to the registration email from Grants.gov and login at Grants.gov to authorize the applicant as the Authorized Organization Representative (AOR).

Please note that there can be more than one AOR for an organization. Please note that the

Grants.gov registration process usually takes 2–4 weeks to complete and that FMCSA will not consider late applications that are the result of failure to register or comply with Grants.gov.

For Grants.gov assistance, please call at 1-800-518-4726 or e-mail at support@grants.gov 24 hours a day, 7 days a week (closed on Federal holidays).

E. APPLICATION REVIEW INFORMATION

1) Criteria.

All applications received by the due date will undergo an initial intake review to determine if: (1) the application includes all required documents – see Section D and Appendix A to ensure the application is eligible for a comprehensive programmatic evaluation.

The award recommendations are based on the following:

i) Applicability of application projects to NOFO’s national priorities and 49 U.S.C.

§31313.

The application must carry out a CDL project that reflects the program’s priorities and statutory requirements that will likely achieve successful completion within the award’s period of performance.

This relates to program-specific policy areas such as statutory references, published policy documents, etc. that may factor into an award recommendation.

CDLPI program-specific factors may include but are not limited to:

a) The extent to which a project complements the applicant’s existing program or enhances its capabilities;

b) The extent to which a project supports the applicant’s potential for continued success in achieving and maintaining compliance with all CDL program requirements currently in effect or scheduled to take effect in the near future; and c)The extent to which a project demonstrates an innovative approach with potential benefit to the nationwide CDLPI program, if applicable.

ii) Performance Goals and Monitoring Components.

The application must include clearly-identified performance goals and measurements that are supported by an appropriate and identified data source and that includes benchmarks and timelines that will facilitate evaluating the applicant’s progress towards project completion.

mailto:support@grants.gov

Reviewers will also consider whether the application indicates how the recipient will continuously contribute to the success of the project by evaluating performance and outcomes and making adjustments as necessary.

iii) Strength of Budget.

This review provides an assessment of: whether costs are allowable in accordance with

Federal grant requirements, including the appropriateness and reasonableness of the budget estimate and the resources to be dedicated to the project; and the reasonableness and feasibility of the schedule relative to the application timeline. The budget should describe specific activities that support the objective(s) of the program. The reviewers will consider whether budget components such as staffing, equipment, training, and travel components are clearly linked to the project’s goal(s) and are necessary to adequately compensate, equip, train, and enable personnel to conduct the activities included in the project plan.

The budget evaluation helps identify project-related risks which must be considered prior to recommendation, in addition to those risks arising from technical uncertainty. Reviewers will evaluate applications to determine the extent to which:

a) Elements of work included in the application have associated budget costs and, conversely, all elements in the applicant’s budget have corresponding work elements included in the application;

b) Budget costs are allowable, allocable, necessary and reasonable per Office of

Management and Budget Uniform Administrative Requirements, Cost Principles, and

Audit Requirements for Federal Awards, and not duplicative of other budget line items;

and

c) the appropriate match is documented, as applicable.

iv) Past Performance.

This review provides information that is considered a possible indicator of future performance. Applicants that have previously received FMCSA grant funding will be evaluated in part on their ability to complete prior year awards on time, their compliance with those grant terms and conditions, and the results of FMCSA grant monitoring activities.

Applicants that have not previously received grant funding from FMCSA are not subject to this review and their applications will not be eliminated from funding consideration.

2) Review and Selection Process.

Applications that meet the completeness criteria are then reviewed and subjected to a merit review process where each complete application is evaluated by multiple organizations within

FMCSA including: a technical review panel (TRP), grant specialists, program officers, and

FMCSA staff responsible for day-to-day grant management oversight. The applications are then prioritized using the ratings shown below based on the applicability of the criteria to the application.

i) Ratings

a) Highly Responsive: Applicant fully addresses all aspects of the criterion, convincingly demonstrates that it will meet the Government's performance requirements, and demonstrates minimal or no weaknesses.

b) Responsive: Applicant fully addresses all aspects of the criterion and demonstrates the likelihood of meeting the Government's expectations and requirements, but may include a few weaknesses.

c) Somewhat Responsive: Applicant addresses most aspects of the criterion and demonstrates the ability to meet the Government's performance requirements but contains significant weaknesses and/or a number of minor weaknesses. These weaknesses may be addressed by recommending the award and including a specific programmatic or administrative post-award term and condition or a reduction to requested funding.

d) Not Responsive: Applicant does not sufficiently address the criterion and the information presented indicates a strong likelihood of failure to meet the

Government’s requirements.

ii) Evaluation.

Reviewers will evaluate each application to determine the extent to which:

a) The application is written in a manner that will allow FMCSA to monitor performance based on FMCSA reporting requirements;

b) The proposed project/program is reasonable in scope, addresses existing and emerging commercial driver’s license safety issues, and is likely to succeed in achieving its goals;

c) The proposed expenditures are reasonable and necessary for the project’s success, based on prior personnel, budgetary practices, and past performance, and costs are allowable under applicable Federal regulations; and

d) The applicant has effectively managed current project tasks (e.g., performance is within budget and on schedule).

iii) Other Review Information.

Reviewers will also:

a) Document any issues or findings from monitoring activities (e.g., audit, program, or process reviews) that demonstrate the applicant’s violation of the grant terms and conditions;

b) Consider whether the applicant’s previous performance and financial reports were submitted late, were incomplete or incorrect, and/or consistently required an extension of the deadline for submission;

c) Provide feedback on the application’s significance, approach, and feasibility

3) Additional Information

Prior to award, each selected applicant will be subject to a risk assessment, as required by 2

C.F.R. §200.205. Depending on the level and severity of the Agency’s risk assessment findings, FMCSA may determine that the applicant is not qualified to receive the award and use that determination as a basis for making an award to another applicant. The FMCSA may also impose additional grant award terms and conditions above its customary general terms and conditions.

The risk assessment is conducted in several parts:

i) A debarment and suspension review that included a review of the applicant’s administrative capability self-certification form and a check against the records in SAM

(currently the Federal Awardee Performance and Integrity Information System.

ii) An applicant, at its option, may review information in the designated integrity and performance systems accessible through SAM and comment on any information about itself that a Federal awarding agency previously entered and is currently in the designated integrity and performance system accessible through SAM;

iii) FMCSA will consider any comments by the applicant, in addition to the other information in the designated integrity and performance system, in making a judgment about the applicant's integrity, business ethics, and record of performance under Federal awards when completing the review of risk posed by applicants as described in § 200.205 Federal awarding agency review of risk posed by applicants; and

iv) An evaluation of the applicant’s Single Audit in accordance with the Single Audit Act.

The FMCSA may, at its discretion, request further information and/or conduct an audit to confirm compliance as indicated on the SF-LLL – Disclosure of Lobbying Activities form, as provided for in the United States Code or the Code of Federal Regulations.

F. FEDERAL AWARD ADMINISTRATION INFORMATION.

1) Federal Award Notices

Following the evaluation outlined in Section E, the Notice of Federal award signed by Service

Center State Program Manager or equivalent) is the authorizing financial assistance document, and will be sent through grant solutions. It must be accepted by the recipient before the end of

FY 2018.

After the application review process, FMCSA may find it necessary to contact the applicant with additional questions or for clarification of the application’s components. The FMCSA also reserves the right to determine the amount of awarded funding, including but not limited to https://1.next.westlaw.com/Link/Document/FullText?findType=L&pubNum=1000547&cite=2CFRS200.205&originatingDoc=NCB7AD5A036DF11E5BF6AF4E8818E6073&refType=VP&originationContext=document&transitionType=DocumentItem&contextData=(sc.UserEnteredCitation) factors such as reductions in the scope of work, funding level, period, or method of support prior to recommending any project for funding. Although the process is intended to be collaborative, FMCSA reserves the right to make final decisions on all awards. If selected for funding, applicants may be required to submit a supplemental budget or project narrative based on a partial or modified grant recommendation. The FMCSA expects to contact applicants if necessary during the spring of 2018. This contact between applicants and FMCSA does not constitute any assurance that funding will be awarded.

The FMCSA does not expect to make awards prior to July 2018.

Applicants will not receive any communication until all funding recommendations have been approved. The FMCSA will send a letter to notify those who were not funded with suggestions for how applications can be improved for the next grant cycle. The FMCSA does not have an appeals process for unsuccessful applications for discretionary grant funds.

2) Administrative and National Policy Requirements

All awards will be administered pursuant to the Uniform Administrative Requirements, Cost

Principles and Audit Requirements for Federal Awards found in 2 C.F.R. part 200, as adopted by

DOT at 2 C.F.R. part 1201 and FMCSA statutes and regulations.

Additional provisions that apply to this solicitation and/or awards made under this solicitation, including but not limited to those related to DUNS, SAM, and administrative capability, can be found in the Grants.gov application package under the “Related Documents” tab. Applicants are strongly encouraged to review all documents when preparing applications. Contact the POC listed in the overview of the funding notification if you have questions on these provisions.

3) Reporting

The grant terms and conditions outline the reporting requirements that the recipient must meet after award. Reporting responsibilities include quarterly program performance reports using the

Performance Progress Report (SF-PPR) and quarterly financial status using the Federal Financial

Report (SF-FFR, also known as the SF-425). Recipients may elect to submit financial reports electronically through GrantSolutions and/or by email; contact the primary or secondary point of contact listed in the overview of the funding notification for additional information. Recipients should submit quarterly performance reports via email. Additional quarterly report information and other required forms and templates are available at http://www.fmcsa.dot.gov/mission/grants/grantee-resources.

If the Federal share of any Federal award may include more than $500,000 over the period of performance financial assistance recipients must comply with the post award reporting requirements reflected in Appendix XII of 2 CFR part 200.

http://www.fmcsa.dot.gov/mission/grants/grantee-resources

G. FEDERAL AWARDING AGENCY CONTACT(S)

For questions about this NOFO, please contact the FMCSA’s Grants Management Office as listed below:

E-mail: EAST - FMCSAESCGMOHelpDesk@dot.gov

SOUTH - FMCSASSCGMOHelpDesk@dot.gov

MIDWEST - FMCSAMSCGMOHelpDesk@dot.gov

WEST - FMCSAWSCGMOHelpDesk@dot.gov

For list of states by service centers - https://www.fmcsa.dot.gov/mission/field-offices.

Telephone: (202) 366-1736

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.

Office hours: 9:00 a.m. to 5:00 p.m., Eastern Time

Monday through Friday, except Federal holidays.

H. OTHER INFORMATION

This NOFO is intended for informational purposes and reflects current planning. If there is any inconsistency between the information contained in this NOFO and the terms of any resulting funding agreement, the terms of the funding agreement are controlling. Additionally, FMCSA may make changes or additions to this NOFO. All changes will be announced through

Grants.gov. We encourage you to sign up for Grants.gov emails to be notified of the changes at:

http://www.grants.gov/web/grants/manage-subscriptions.html

The FMCSA plans to conduct an informational web-based conference for all prospective applicants. During this conference, FMCSA staff will review NOFO requirements; share best practices and lessons learned; and answer questions from prospective applicants as allowed by

Agency policy. Please check FMCSA’s website for updates at www.fmcsa.dot.gov.

The FMCSA is not obligated to make any Federal award as a result of this announcement.

Funding amounts made available under this program may be impacted by limitations placed on the spending authority and appropriations enacted for FMCSA.