fy24-optional-cover-letter-template_Final.docx

Optional Cover Letter Template: Endnotes

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NOTES ON THE FY24 OPTIONAL COVER LETTER TEMPLATE

· Note: This is an optional template and is not required; however, a cover letter is a mandatory attachment for all submitted proposals (see SN Appendix E).

· Note: The cover letter should be one page (and no more than two pages maximum).

· Note: The cover letter may be looked at by reviewers for scoring

· 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 cover letter.

· Note: Superscript numbers throughout this document link to endnotes (see document page 3); to delete these, simply remove the associated superscript number (e.g., 1).

· Note: Delete this introductory page, all superscript, and all endnotes before submitting your cover letter.

THE OPTIONAL COVER LETTER TEMPLATE BEGINS ON THE NEXT PAGE

Optional Cover Letter Template: Instructions/Notes

Optional Project Narrative Template: Footnotes

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[Insert Organizational Letterhead]

[Date]

Erin McGown EN Grants Program Manager - OIM/IED/DIPB U.S. Environmental Protection Agency Office of Mission Support 1200 Pennsylvania Ave. NW, Mail Code 2824-T Washington, DC 20460

Dear Ms. McGown:

I am pleased to submit the [State, Tribe, or Territory Name] [Name of Department or Agency]’s application for a [‘grant’ or ‘cooperative agreement’], entitled [project name], under the FY 2024 Exchange Network Grant Program. This application is seeking [dollar amount of funds] in direct grants funding and [dollar amount of funds] as in-kind support. We have [‘no’ or number of partners] formal partners in this grant application and [‘are’ or ‘are not’] utilizing a formal mentor[endnoteRef:2]. [Our partners are: name partnering organization(s)]. [Our mentor is: name mentoring organization]. This project [‘is’ or ‘is not’] charging indirect costs [at a rate of [%]]. [The associated Negotiated Indirect Cost Rate Agreement[endnoteRef:3] is active until [insert date: mm/dd/yyyy]]. This project [‘is’ or ‘is not’] charging contractual costs [for use of a[n] ‘contracting firm’ or ‘individual consultant’ or ‘vendor firm’]. [The method of procurement is [‘sealed bid’, ‘request for proposals’, or ‘non-competitive procurement’][endnoteRef:4]]. We [‘are’ or ‘are not’] requesting that, if successful, this application be awarded as part of a Performance Partnership Grant (PPG)[endnoteRef:5]. [The applicable PPG number is: PPG grant number]. [2: Formal mentors are only applicable to tribal applicants that are specifically applying under the project opportunity ‘Individual Capacity Building with Mentorship’ in the FY24 EN Solicitation Notice’s Appendix C.

] [3: Applicants charging indirect costs must include their current indirect cost rate agreement in their application package, valid at least through 9/30/2024. Applicants without a current indirect cost rate agreement may elect to charge indirect costs at a 10% de minimus rate (see Solicitation Notice Appendix E: Negotiated Indirect Cost Rate for more information). Tribal applicants may also charge indirect costs using their draft rate as submitted to the Department of Interior (DOI), as long as this draft agreement is provided.] [4: Non-competitive procurement is not allowable without EPA approval, which is provided only in select cases. Applicants must provide a detailed justification in their project narrative and their budget narrative attachment form when using this procurement method; see 2 CFR 200.320(c) (control click to access link). An existing relationship or a history of prior work completed by a contractor or vendor does not justify the use of non-competitive procurement. Similarly, proximity of a contracting firm to an applicant’s organization is not sufficient reasoning. An example of a valid non-competitive procurement rationale is that software required for the proposed project is proprietary and developed by the contractor; therefore, the item is available only from a single source.] [5: US territories may apply for a similar award vehicle called a ‘Consolidated Grant’ or ‘CG’; if applicable, please replace the phrase ‘Performance Partnership Grant’ with ‘Consolidated Grant’.]

This application [‘is’ or ‘is not’] applying under specific EN project opportunit(ies)[endnoteRef:6] as listed in Appendices A-C of the FY24 Exchange Network Solicitation Notice, including: [list EN project opportunit(ies)]. [6: ‘Project opportunity’ in this context refers to specific project write-ups as provided in Appendices A-C of the FY24 EN Solicitation Notice (e.g., ‘WQX’ or ‘Shared CROMERR Services’). Applicants can apply under one or multiple project opportunities or propose projects that do not have a specific project opportunity write-up, as long as it supports one or more EN Funding Opportunities (see SN Section I-B).]

This project aims to [provide a short narrative description of project, including a statement of project goal(s)].

The contact for this grant application is:

[Name and Title of Project Lead] [Name of Office or Division] [Name of Department or Agency] [Full Mailing Address] [Phone Number(s)] [Email address]

If there are any questions, please feel free to call either myself or the contact named in this letter.

Sincerely, [Signature of Authorized Organizational Representative] [Name/Title of Authorized Organizational Representative]