fy23-optional-project-narrative-template.docx

Optional Project Narrative Template: Footnotes

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NOTES ON THE FY23 OPTIONAL PROJECT NARRATIVE TEMPLATE

· Note: This is an optional template and is not required.

· Note: The project narrative should be a maximum of ten pages single-spaced; review panels score applications based on how well the evaluation criteria are met within these ten pages.

· Note: Blue text enclosed in brackets signifies sections of text that should be edited/expanded upon by the applicant; change this text color to black and remove brackets before submitting the project narrative.

For Example:

“Table 4. Contractor/Individual Consultant/Vendor Key Contact(s) explicitly identifies that this project [will/will not] utilize [[contractor(s)] and/or [individual consultant(s)] and/or [vendor(s)]].”

à “Table 4. Contractor/Individual Consultant/Vendor Key Contact(s) explicitly identifies that this project will utilize a contractor.”

· Note: Applicants using this optional template should feel free to expand and edit the suggested text, as well as expanded bulleted lists and table row/sections as necessary for their proposed project.

· Note: Superscript numbers throughout this document link to footnotes (see document pages 7 - 9).

· Note: Delete this introductory page, all superscript, all footnotes, and all template notes (notes within this optional template) before submitting your project narrative.

THE OPTIONAL PROJECT NARRATIVE TEMPLATE BEGINS ON THE NEXT PAGE

Optional Project Narrative Template: Instructions/Notes

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FY 2023 Exchange Network Grant Program: Project Narrative [Month][Day], 2023

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[Project Title] [State, Tribe, or Territory Name] [Name of Department or Agency]

1. Project Description The [State, Tribe or Territory Name] [Name of Department or Agency]’s [program] submits this application in support of Exchange Network (EN) Funding Area[s] [‘1’, ‘2’, and/or ‘3’] under the following EN project opportunities[endnoteRef:2] [insert EN specific project opportunity name(s) from SN Appendices A-C][endnoteRef:3]. [2: The phrase ‘EN project opportunities’ in this context refers to specific project write-ups as available in Appendices A-C of the Solicitation Notice that provide potential applicants with the information needed to design a proposal for a particular data exchange, data service, or project type (e.g., ‘VES’, ‘EIS’, ‘WQX’).] [3: If an applicant is proposing a project which does not relate to a specific EN project opportunity, this should be clearly stated here. Be sure to still include which of the EN Funding Area(s) are supported by the proposed project.]

[Provide a brief description (2-3 sentences) of Department/Agency and the organization’s general scope of work]. [Department/Agency Name or abbreviation] is requesting funding under the EN Grant Program to address the following business [and/or administrative] needs:

· [Provided a bulleted list of general business and/or administrative needs (of the Department/Agency), which will be supported by the proposed project.]

This project supports the goals and objectives of the EPA’s FY 2022-2026 Strategic Plan[endnoteRef:4] and the achievement of associated environmental results, as described in Table 1. [4: See Solicitation Notice Section I-C. ‘Environmental Results Supported by Assistance Activities’ or read full text at https://www.epa.gov/system/files/documents/2021-10/fy-2022-2026-epa-draft-strategic-plan.pdf.]

Table 1. Supported EPA Strategic Goals and Objectives Strategic Goal[endnoteRef:5] [5: E.g., ‘Goal 1: Tackle the Climate Crisis’.]

Strategic Objective[endnoteRef:6] [6: E.g., ‘Objective 1.1 Reduce Emissions that Cause Climate Change’.]

Goal [#]:

[Enter Full Title] Objective [#]:

[Enter Full Title]

Goal [#]:

[Enter Full Title] Objective [#]:

[Enter Full Title]

1. Project Goals, Outputs, and Outcomes This project proposes [#] project goals to successfully accomplish the proposed work. These project goals and their cost, as well as associated outputs, output costs, and output schedule completion dates are provided below in Table 2. A general rationale for how the listed output completion dates were selected and deemed appropriate is likewise provided. Additionally, Table 2 describes each project goal’s anticipated outcome(s), supported business/administrative needs, and the EPA Strategic Plan goal and output[endnoteRef:7] it helps to address. [7: Applicants should only list one strategic goal and objective per project goal; if there are multiple options, applicants should choose the best fit. The same EPA strategic goal and objective may be listed for multiple project goals.]

Table 2. Goals, Outputs, and Outcomes (Project Workplan)[endnoteRef:8] [8: Add or remove rows to Table 2. Goals, Outputs, and Outcomes as needed to include all project goals and outputs.]

Goal 1: [Enter Descriptive Title]

Goal 1 Cost: $[Enter] $ [Enter]

1.1: [Enter Descriptive Title]

[mm/dd/yyyy]

$ [Enter]

1.2: [Enter Descriptive Title]

[mm/dd/yyyy]

[mm/dd/yyyy]

Goal 2: [Enter Descriptive Title]

Goal 2 Cost: $[Enter] $ [Enter]

2.1: [Enter Descriptive Title]

[mm/dd/yyyy]

$ [Enter]

2.2: [Enter Descriptive Title]

[mm/dd/yyyy]

[mm/dd/yyyy]

Goal 3: [Enter Descriptive Title]

Goal 3 Cost: $[Enter] $ [Enter]

3.1: [Enter Descriptive Title]

[mm/dd/yyyy]

$ [Enter]

3.2: [Enter Descriptive Title]

[mm/dd/yyyy]

[mm/dd/yyyy]

Total Indirect Costs[endnoteRef:9]: [9: Must exactly match the total indirect costs as listed in the budget narrative, if applicable to the proposed project.]

$ [Enter Total Indirect Costs, if applicable]

Total Project Budget[endnoteRef:10]: [10: Must exactly match the total requested funds, as listed in all application attachments.]

$ [Add Total Direct Costs & Indirect Costs]

1. Identifying Key Personnel and Associated Roles, Responsibilities, and Qualifications Table 3. Applicable Key Contacts below explicitly identifies which personnel roles are applicable to [State, Tribe, or Territory Name] [Name of Department or Agency]’s proposed project. This table provides the full name, current job title, current organization, anticipated project roles and responsibilities, and other mandatory role-specific details for each applicable role.

Table 3. Applicable Key Contacts[endnoteRef:11] [11: Include one key contact per applicable role type; write ‘N/A’ in the fields for any non-applicable project roles; if the role has not yet been hired:

Mark ‘Y’ for yes in the second column titled ‘applicable(?)’;

Write ‘Not Yet Hired’ in the third column titled ‘Name’;

Write ‘Not Yet Hired’ in the fourth column titled ‘Current Job Title’;

Write ‘Not Yet Hired’ in the fifth column titled ‘Organization’;

Fill out the ‘Project Role(s)/ Responsibilit(ies)’ row; and Add the following row in that role section below ‘Project Role(s)/Responsibilities’ and fill it out:

Personnel Role[endnoteRef:12] [12: The role of project manager is applicable to all projects; use this column to indicate whether the other listed roles are applicable to your project.]

Programmatic Contact[endnoteRef:13] [13: If programmatic involvement will not be included in the project, replace the two rows titled ‘Project Roles and Responsibilities’ and ‘Programmatic Office’s Relationship to the Applicant’ with this one row:

Formal Partner[endnoteRef:14] [14: The formal partner role only applies to applicants applying with a formal Exchange Network partner as described in SN Section III-D and IV-B.]

Formal Mentor[endnoteRef:15] [15: The mentor role only applies to applicants specifically applying under the ‘Individual Capacity Building with Mentorship’ EN project opportunity (see Solicitation Notice, Appendix C).]

Table 4. Contractor/Individual Consultant/Vendor Key Contact(s) explicitly identifies that this project [will/will not] utilize [[contractor(s)] and/or [individual consultant(s)] and/or [vendor(s)]]. [Additionally, it provides the planned method of acquisition, planned method of qualification vetting, and anticipated project roles and responsibilities for each entity.] [As the contractor acquisition method is non-competitive, a detailed justification for why this is allowable per EPA guidelines is also provided.]

Table 4. Contractor/Individual Consultant/Vendor Key Contact(s)[endnoteRef:16] [16: Mark ‘no’ in the ‘applicable’ column if contractors/individual consultants/vendors are not applicable and write N/A in all other fields; also expand the table as needed to include one key contact from each entity (hired individual or firm).]

1. Commitment to Reuse and Register Shared Tools and Services The [State, Tribe, or Territory Name] [Name of Department or Agency] is committed to reusing existing tools developed and available for Exchange Network partner use. Specifically, the program will reuse the following product[s] as detailed below in Table 5. Reused Components[endnoteRef:18]. [18: See Solicitation Notice, Appendix D ‘Identifying Items for Reuse - Exchange Network Partner Products’ for guidance on finding components for reuse.]

Table 5. Reused Components[endnoteRef:19] [19: Include table only if applicable; if no products have been identified for reuse in this project, applicants should instead explicitly state this in this section and explain in detail why this is the case.]

[Provide a brief description of the component and why it is appropriate for the proposed project].

In accordance with the terms and conditions of the Exchange Network Grant Program[endnoteRef:21], the [State, Tribe, or Territory Name] [Name of Department or Agency] commits to register any new tools developed during the execution of this grant project at the time of grant close-out. [21: See Solicitation Notice, Section: VI-B. Administration and National Policy Requirements.]

In accordance with the terms and conditions of the Exchange Network Grant Program20, the [State, Tribe, or Territory Name] [Name of Department or Agency] commits to register any reuse of existing EN tools during the execution of this grant project at the time of grant close-out.

1. Technical Solutions and Data Availability In order to accomplish the goals and outputs as outlined in this project, [State, Tribe, or Territory Name] [Name of Department or Agency] will be utilizing the following [data [and/or] IT management [and/or] technological solutions[endnoteRef:22]]. [22: If specific solutions and/or technological aspects of the project are not yet known (e.g., if the applicant is utilizing a contractor), the applicant should instead:

clearly state who will make the project’s technical decisions;

describe why they are the qualified/the appropriate party; and identify which business/admin. needs the selected technology or solutions will need to address.]

· [Name of data, IT management, or technical solution][endnoteRef:23] [23: Expand this list as needed to include each project solution, including the the four sub-bullets for each.]

· Description: [Provide a short description of the solution and its project purpose].

· Necessity and Appropriateness: This solution is a necessary and appropriate choice for the proposed project because [provide a short rationale addressing this].

· Meeting Business/Administrative Needs: This solution helps [Department/Agency name or abbreviation] to address [list the business/administrative need(s) this solution helps to meet, as identified in the ‘Project Description’ and/or ‘Project Goals, Outputs, and Outcomes’ sections].

· Ability to Implement and Maintain: [Department/Agency name or abbreviation] is confident in its ability to implement and maintain this solution because [provide an explanation, referencing key personnel and/or partner and/or contractor qualifications and experience, as applicable].

The [knowledge [and/or] data [and/or] technology] outputs developed during the proposed project will enhance data sharing and availability for immediate stakeholders[endnoteRef:24], including the [Department/Agency name or abbreviation] [and [name formal partner(s), if applicable]], by [provide a detailed explanation]. Additionally, this project will enhance data sharing and availability for organizations across the Exchange Network[endnoteRef:25] by [provide a detailed explanation]. [24: Immediate stakeholders include the applicant organization and any formal partners (if applicable).] [25: This excludes immediate stakeholders; applicants should address how the proposed project benefits organizations across the Exchange Network. ]

1. Project Alignment with the E-Enterprise Digital Strategy (EEDS) The technical solution(s) as detailed in Section Five: Technical Understanding align with the three principles of the EEDS[endnoteRef:26]. [26: See Solicitation Notice, Appendix D ‘Alignment with the E-Enterprise Digital Strategy (EEDS)’ or view the full EEDS text here: https://e-enterprisefortheenvironment.net/wp-content/uploads/2019/08/Interim-E-Enterprise-Digital-Strategy-V-2.0.pdf.]

· 1st Principle: Build with an Information-Centric Approach:

· [Describe in detail how the project’s proposed technical solution(s) align with this principle].

· 2nd Principle: Adopt Shared Platforms:

· [Describe in detail how the project’s proposed technical solution(s) align with this principle].

· 3rd Principle: Adopt Customer-Centric Approaches:

· [Describe in detail how the project’s proposed technical solution(s) align with this principle].

The technical solutions of this project [do/do not] reflect the EEDS’s API-first approach [by [describe in detail how the project’s proposed technical solution(s) reflect an API-first approach]].

This project’s goals and outputs will also enhance data sharing and availability specifically in the context of [the first EEDs principle [and/or] an API-first approach] by [provide a detailed explanation].

1. Overview of Project Budget Costs for each project goal and their associated output were provided in Section Two: Project Goals, Outputs, and Outcomes. The appropriateness of each project goal cost is detailed below in Table 6. Goals and Output Budget Appropriateness, as relates to the applicable budget appropriateness scenario[endnoteRef:27]. [27: There are four ways to verify the cost appropriateness of project goals and outputs. Applicants should determine which of the following budget scenarios (described below) applies to each of their project goals and outputs and follow the associated guidance:

Budget Appropriateness Scenario One: Applies if the following is true:

The proposed project falls under one or more EN Project Opportunities (e.g., ‘SCS’, ‘EIS’, etc.).

The project’s goals and outputs correspond to the activit(ies) listed in the EN Project Opportunity’s ‘Potential Activities Under this Opportunity’ table.

The costs for the project goals and outputs fall within or below the provided ‘cost estimates’ range.

For any goals and outputs under Scenario One, costs are automatically considered appropriate. Applicants need only provide (as necessary) clarifying language which clearly links these project goal(s) and output(s) to the associated EN Project Opportunity activity.

Budget Appropriateness Scenario Two: Applies if the following is true:

The proposed project falls under one or more EN Project Opportunities (‘SCS’, ‘EIS’, etc.).

The project’s goals and outputs correspond to the activit(ies) listed in the EN Project Opportunity’s ‘Potential Activities Under this Opportunity’ table.

The costs for the project goals and outputs exceeds the provided ‘cost estimates’ range.

For any goals and outputs under Scenario Two, provide a clear and detailed rationale describing how costs were estimated and why these funds (which exceed the EPA estimate) are necessary to accomplish the work. Additionally, provide (as necessary) clarifying language which clearly links these project goal(s) and output(s) to the associated EN Project Opportunity activity.

Budget Appropriateness Scenario Three: Applies if the following is true:

The proposed project falls under one or more EN Project Opportunities (‘SCS’, ‘EIS’, etc.).

The project’s goals and outputs do not correspond to the activit(ies) listed in the EN Project Opportunity’s ‘Potential Activities Under this Opportunity’ table.

For any goals and outputs under Scenario Three, provide a clear and detailed rationale describing how costs were estimated and why these funds are necessary to accomplish the work.

Budget Appropriateness Scenario Four: Applies if the following is true:

The proposed project does not fall under an EN Project Opportunity (‘SCS’, ‘EIS’, etc.).

For all goals and outputs under Scenario Four, provide a clear and detailed rationale describing how costs were estimated and why these funds are necessary to accomplish the work.]

Table 6. Goals and Output Budget Appropriateness[endnoteRef:28] [28: Add or remove sections to Table 6. Goals and Output Budget Appropriateness as needed to include all project goals and outputs.]

Summary of Project Costs

· The total budget for this project is $[dollar amount], with $[dollar amount] in direct grants funding and $[‘dollar amount’ or ‘0’] in in-kind support.

· This project [‘is’ or ‘is not’] a formal partnership project. $[‘Dollar amount’ or ‘0’] of the $[total budget, dollar amount] are funds for formal project partners.

· The proposed project budget includes $[‘dollar amount’ or ‘0’] in contractual costs. [The procurement method for this [contractor/consultant/vendor] is [enter type of acquisition method]].

· This project [‘does’ or ‘does not’] include a formal mentor[endnoteRef:30], [with an associated mentorship cost of $[‘dollar amount’][endnoteRef:31]. [30: Only applicable to applicants applying specifically under the ‘Individual Capacity Building with Mentorship’ EN project opportunity (see Solicitation Notice, Appendix C).] [31: Up to $15,000; see ‘Individual Capacity Building with Mentorship’ (Solicitation Notice, Appendix C).]

· This project [‘is’ or ‘is not’] charging indirect costs [at a rate of [%]]. [This ICR is active until [insert date: mm/dd/yyyy]].

· This project is requesting a total of $[‘dollar amount’ or ‘0’] in travel costs, [as detailed below in Table 7. Project Travel].

Table 7. Project Travel[endnoteRef:32] [32: Include table only if charging travel in the proposed project; add or remove rows to Table 7. Project Travel as needed to include all project trips.]

[Enter #]

$[Enter amount]

$[Enter amount]

Total Travel Costs:

$[Enter amount]

1. Past Performance FY 2023 Exchange Network Grant Program: Project Narrative [Month][Day], 2023

[State, Tribe, or Territory Name] [Name of Department or Agency] has been awarded [‘#’ or ‘0’] Exchange Network assistance agreements since 2002[endnoteRef:34] [34: Applicants should not list prior EN grants in this section; this information should instead be included in the separate attachment titled ‘List of Prior Exchange Network Assistance Agreements’ (see SN Appendix E).