Instruction Package - OSBDC-2019-03 FINAL - REV.docx

U.S. SMALL BUSINESS ADMINISTRATION

ON GRANTS.GOV

INSTRUCTION PACKAGE

Office of Small Business Development Centers – Portable Assistance Program Funding Opportunity Number: OSBDC–2019-03

IMPORTANT

ALL APPLICATIONS MUST BE SUBMITTED ELECTRONICALLY via GRANTS.GOV.

If your organization hasn't already done so, it must register with Grants.gov before Applying for this funding opportunity.

THE REGISTRATION PROCESS, WHICH MAY TAKE UP TO 1 - 2 WEEKS, MUST BE COMPLETED TO SUBMIT AN APPLICATION ELECTRONICALLY.

IT IS STRONGLY SUGGESTED THAT YOU START THE REGISTRATION PROCESS IMMEDIATELY.

If you experience any problems registering with Grants.gov, call the Grants.gov Support Line at 1-800-518-4726.

The hours of operation are Monday-Friday, 7 a.m. to 9 p.m., Eastern Time.

1. Registering with Grants.gov SBA requires the use of the Grants.gov website for submission of all grant application packages. If your organization hasn't already done so, it must register with Grants.gov before it can apply for this funding opportunity.

Registration creates a profile of basic information about your organization including the staff members who are authorized to submit applications on its behalf. These steps take a number of days, so please don't wait until the last minute if you have a deadline approaching! If you have problems registering with Grants.gov, call the help desk at 1-800-518-4726.

The checklist below has been designed to help guide you through the Grants.gov registration process. Complete instructions for registering with Grants.gov are located at www.Grants.gov.

A glossary of terms and links to important online resources follow the checklist.

2. List of Required Forms To apply for this funding opportunity, you must provide the forms listed below through Grants.gov. Also, you must download the full funding opportunity for other mandatory requirements.

1. Find out your institution's DUNS number All institutions applying for federal grants are required to provide a DUNS number. The federal government has adopted the use of DUNS numbers to keep track of how federal grant money is dispersed.

Ask your grant administrator or chief financial officer to provide your institution's DUNS number. Research universities and most colleges, independent libraries, and large organizations already have DUNS numbers.

If your institution doesn't have a DUNS number, call the special Dun & Bradstreet hotline at 1-866-705-5711 to receive one free of charge.

More information about DUNS numbers is available at http://fedgov.dnb.com/webform.

You will receive a DUNS number at the conclusion of the phone call.

Record and protect your DUNS number and have it available for quick reference in the following steps.

2. Register your institution with System of Award Management (SAM)

SAM is a government-wide registry for organizations that seek grants from or otherwise do business with the federal government. SAM will house your organizational information, allowing Grants.gov to verify your identity and to pre-fill organizational information on your grant applications. Ask your chief financial officer, grant administrator, or authorizing official if your organization is already registered with SAM.

Remember that registration with the System of Award Management must be confirmed each year for your Grants.gov registration to remain valid.

If your organization is not registered, you can register online at www.sam.gov or apply by phone (1-888-227-2423).

When your organization registers with SAM, you must designate:

1) SAM Point of Contact (SAM POC). This individual is responsible for maintaining the accuracy and timeliness of the information in SAM's registry. Upon successful registration, SAM POC will receive a T-PIN (Trading Partner Identification Number) that will enable him or her to update your organization's SAM information as necessary.

This is the most cumbersome step. We recommend that you allow up to 3 days to gather information and prepare the application. After you submit your registration information, SAM will send an e-mail confirmation, generally on the same day.

The SAM site uses terminology that is more appropriate for profit-making organizations than for non-profits. Do not be confused by terms such as vendor, contractor, etc.; just provide the requested information.

Record and protect your T-PIN and M-PIN. Keep track of the staff designated as Points of Contact.

4. An Ebiz Point of Contact (Ebiz POC).

This individual will have sole authority to designate the staff member(s) who can submit grant applications on your organization's behalf through Grants.gov. The same individual may serve as both SAM POC and as Ebiz POC.

During registration, you also will be asked to designate a special password called a Marketing Partner ID or "M-PIN." This password will be used in Step 3 below.

4. Register with Grants.gov Finally, your organization's AOR(s) must register with Grants.gov at https://apply07.grants.gov/apply/OrcRegister using their User IDs and passwords obtained in Step 3.

Registration creates an account on Grants.gov that enables your organization to name and confirm authorization for one or more AORs and then allows the AOR(s) to submit applications on your organization's behalf.

When an AOR registers with Grants.gov, the Ebiz POC for your organization will receive an e-mail notification. Your Ebiz POC must then log on to Grants.gov (using the DUNS number from Step 1 and the MPIN password from Step 2) and approve the AOR, thereby giving him or her permission to submit applications. When an Ebiz POC approves an AOR, Grants.gov will notify the AOR via e-mail.

AORs can also log in to the Applicant home page at https://apply07.grants.gov/apply/OrcRegister using their username and password (obtained in Step 3) to check if they have been approved.

Same day.

Registration will be complete when the AOR submits his or her information. Registration approval depends on the time it takes your Ebiz POC to log on and approve the AOR.

If you are uncertain about your organization's AORs, contact Grants.gov with your DUNS number and they can check for you.

Authorized Organization Representative (AOR): A person authorized by your E-Business POC to submit applications to Grants.gov.

System for Award Management (SAM): Institutions receiving any type of award from the federal government must register with SAM.

DUNS Number: DUNS stands for "data universal numbering system." DUNS numbers are issued by Dun and Bradstreet (D&B) and consist of nine digits. If your institution does not have one, call 1-866-705-5711 to receive one free of charge.

E-Business Point of Contact (Ebiz POC): Person who will designate which staff members can submit applications through Grants.gov. When you register with CCR, your institution will be asked to designate an Ebiz POC.

M-PIN: Password used by your Ebiz POC to designate which staff members can submit applications to Grants.gov.

DUNS Number information: http://fedgov.dnb.com/webform

System for Award Management (SAM): http://www.sam.gov

Register with Grants.gov: https://apply07.grants.gov/apply/OrcRegister

Grants.gov website: http://www.grants.gov

Grants.gov e-mail: support@grants.gov

Grants.gov Customer Support Tutorials and Manuals: http://www.grants.gov/web/grants/support.html

Grant.gov Support Line: 1-800-518-4726

SBA on GRANTS.GOV Grant Forms - Instructions and Guidelines

This section provides the guidelines and instructions for the forms that are required by the grant program for which you are applying. These forms must be completed to submit your application. Section IV, Part A of the funding opportunity provides the required application format. Forms one through four may be found as part of the application process on www.grants.gov for this funding opportunity. The remaining forms will be submitted as attachments.

The forms are on SBA’s Office of Small Business Development Center (OSBDC) web site at https://www.sba.gov/offices/headquarters/osbdc/resources/20351, download, save as a file, and submit as an attachment.

PLEASE NOTE: With regard to supporting documentation already provided pursuant to another current SBDC award, such as cost policy statements, CFO cert letters, audit reports, etc., it is not necessary to submit additional copies. In lieu of copies include a sheet with the application listing all the documents provided under the current SBDC award and a statement that there have been no material changes with regard to those documents since the time they were submitted.

From www.grants.gov:

1. Application for Federal Assistance (SF-424) -- this form asks for basic information about your organization.

2. Budget Information - Non-Construction Programs (SF-424A) -- this form is the applicant's estimate of the total cost of performing the project or activity described in the technical proposal. The Federal amount should not exceed the funding level stated in the funding opportunity. All proposed costs reflected in the budget must be necessary to the project, reasonable and otherwise allowable under applicable cost principles and Agency policies.

To streamline the Federal financial assistance application process, please note that SAM.gov implemented a new process on or around Feb. 2, 2019 for Federal government-wide certifications and representations, which are now being done in SAM.gov, as non-Federal entities renew and re-register their respective SAM.gov account. If your organization has already completed its certifications and representations in SAM.gov, then it is not required to provide these certifications and representations to the SBA at the time of application submission.

3. Assurances - Non-Construction Programs (SF-424B) -- this form is for certification that the organization will comply with all applicable requirements of the Federal laws, executive orders, regulations, and policies governing the grant program.

4. Disclosure of Lobbying Activities (SF-LLL) -- this form requests disclosure of any lobbying activities pursuant to 31 U.S.C. 1352.

5. SBA Attachment Form – when you open the SBA Attachment Form, you will find 15 attachment buttons labeled “Attachment 1” through “Attachment 15.” By clicking on a button, you will be able to choose the file from your computer that you wish to attach. Formats for each of these forms/worksheets are available at the OSBDC site noted above. Please attach the file to the appropriate button as listed below:

Attachment 1: Technical Proposal should be prepared according to the format described in Section 4.0 of the funding opportunity and submitted as Attachment 1. Name this document: Technical Proposal.doc (Microsoft Word format required).

Attachment 2: Budget Detail Worksheet for 12-Month Budget Period – this worksheet supports and details the expenditures listed in the Budget Information–Non Construction Programs (SF 424A). Download this form from the OSBDC website, submit your Budget Detail Worksheet for 12-Month Budget Period as Attachment 2. Name this document: Budget Detail Worksheet.doc (if in Word format) or Budget Detail Worksheet.pdf (if in pdf format).

Attachment 3: Planned Milestone Accomplishments – this form demonstrates the incremental execution of the project and requires the applicant to perform certain project goals and accomplishments within specified timeframes. Download this form from the OSBDC website, save it as a file, and submit the Planned Milestone Accomplishments as Attachment 3. Name this document: Planned Milestones.doc (if in Word format) or Planned Milestones.pdf (if in pdf format).

Attachment 4: Certification Regarding Debarment, Suspension and Other Responsibility Matters (SBA Form 1623) – this form assures that the applicant, presently and within the past three years, has not been debarred, suspended, declared ineligible, or been excluded from transactions by and Federal department of Agency, nor indicted or criminally or civilly charged. Download the form from the OSBDC website, save it as a file and submit the Certification Regarding Debarment, Suspension and Other as Attachment 4. Name this document: Certification Regarding Debarment.doc (if in Microsoft Word format) or Certification Regarding Debarment.pdf (if in pdf format).

Attachment 5: Certification Regarding Lobbying (SBA Form 1711) – this form certifies that funding has not and will not be used for any lobbying purposes and that the same restrictions will apply to all sub-awards. Download this form from the OSBDC website, save it as a file and submit the Certification Regarding Lobbying as Attachment 5. Name this document: Certification Regarding Lobbying (SBA Form 1711).doc (if in Microsoft Word format) or Certification Regarding Lobbying (SBA Form 1711).pdf (if in pdf format).

Attachment 6: Resumes and Position Descriptions for all Key Personnel. Save as a file and submit the Resumes and Position Descriptions for all Key Personnel as Attachment 6. Name this document: Key Personnel.doc (if in Microsoft Word format) or Key Personnel.pdf (if in pdf format).

Attachment 7: (SF 3881) CH Vendor/Miscellaneous Payment Enrollment Form-- is used for Automated Clearing House (ACH) payments with an addendum record that contains payment-related information processed through the Vendor Express Program. Save it as a file and submit the (SF 3881) CH Vendor/Miscellaneous Payment Enrollment Form as Attachment 7. Name this document: Payment Enrollment Form.doc (if in Microsoft Word format) or Payment Enrollment Form.pdf (if in pdf format).

Attachment 8: Tax Identification Documentation issued by the Internal Revenue Service – this document will verify the legal name and Employer Identification Number (EIN) for the applicant, such as may be documented from in communication with the IRS. Please submit the Tax Identification Documentation as Attachment 8.

Attachment 9: Certification Regarding Drug-Free Workplace Requirements – this requires the applicant to certify that the organization will provide a drug-free workplace by adhering to certain conditions. Download this form from the OSBDC website, save it as a file, and submit the Certification Regarding Drug-Free Workplace Requirements as Attachment 9. Name this document: Certification Regarding Drug Free Workplace.doc (if in Microsoft Word format) or Certification Regarding Drug Free Workplace (.pdf (if in pdf format).

Attachment 10: Attach your Indirect Cost Rate Agreements negotiated with the cognizant agency of each center that will include indirect costs as match to this button. Save it as a file and submit the Indirect Cost Rate Agreements Attachment 10. Name this document: Indirect Cost Rate Agreements.doc (if in Microsoft Word format) or Indirect Cost Rate Agreements.pdf (if in pdf format).

Attachment 11: CFO Certification Requirement – this requires the applicant to certify that the organization will provide a letter from its accounting firm or the relevant passage from your audit report. Please submit the CFO Certification Requirement as Attachment 11. Name this document: CPA Certification.doc (if in Microsoft Word format) or CPA Certification.pdf (if in pdf format).

Attachment 12: Financial Audit Report – this requires the applicant to provide of its most current annual financial audit report. Please submit the Financial Audit Report Requirement as Attachment 12. Name this document: Audit Report.doc (if in Microsoft Word format) or Audit Report.pdf (if in pdf format).

ATTACHMENTS 13 to 15 – Use the remaining attachment buttons if you have additional files you need to attach to provide other forms or documentation to support the application. Please give each attachment a meaningful filename (50 character limit) and ensure that it is in Microsoft Word, Microsoft Excel, or pdf format.

After submitting the application to Grants.gov, an assigned a Grants.gov tracking number will appear on the screen and will be e-mailed to your AOR.

For additional help on how to use Grants.gov, please see the help screens on the Grants.gov website at http://www.grants.gov/web/grants/support.html. You can also send an e-mail to the Grants.gov helpdesk at support@grants.gov or call them at 1-800-518-4726.

For specific questions regarding this funding opportunity you should contact the Office of Small Business Development Centers at 202-205-6766.

Portable Document Format (.pdf) Applicants may submit the required attachments to Grants.gov as a portable document format (.pdf). Using PDFs allows you to preserve the formatting of your document.

In order to save your documents as PDFs, you will need to use PDF generator software. There are a number of programs available for both PCs and Macs, along with websites that will do the conversion for you.

Below is a sampling of some of the PDF generators on the market, many of which are free or very low-cost. The descriptions were accurate as of July 2004. Please consult vendor websites for additional information. SBA does not endorse any particular software. The websites are listed in alphabetical order.

Adobe: http://www.adobe.com/support/downloads/detail.jsp?ftpID=204 Print driver that will work with any application. For PC or Mac.

Blue Squirrel: http://www.bluesquirrel.com/products/Click2PDF/ Print driver that will work with any application. For PC.

Create Adobe PDF through Printing: https://acrobat.adobe.com/us/en/acrobat/how-to/print-to-pdf.html. “In applications with a Print option, you can choose Adobe PDF from the list of printer choices. Then when you hit Print, you’ll create a high-quality PDF instead of a printout.”

https://acrobat.adobe.com/us/en/products/pdf-pack-pricing.html/ Web-based converter. Can be used by PC or Mac. Vendor e-mails PDF back to you.

CutePDF: http://www.cutepdf.com Print driver that will work with any application. For PC.

Go2PDF: http://www.go2pdf.com Print driver that will work with any application. For PC.

Win2PDF: http://www.win2pdf.com/ Print driver that will work with any application. For PC.

Zeon Corporation: http://www.pdfwizard.com/ Print driver that will work with any application. For PC.

image1.png image2.png image3.png