Stand Down Application Guide 5-16-18.docx

U.S. Department of Labor Veterans’ Employment and Training Service

Stand Down Grant Application Guide

(202) 693-4728

Revisions

Veterans’ Employment and Training Service Released 12/29/2017

TOC

I. Purpose II. Background III. Funding Opportunity Description IV. Application Preparation and Forms V. Time line for Submission VI. Eligible Applicants VII. Event Budge t VIII. Proje ct Narrative IX. Application Submission X. Application Revie w XI. Agency Contacts XII. Application Award XIII. Re quire d Re porting XIV. Re quire d Post-Event Activities XV. Resources

I. PURPOSE

To establish procedures for applying for a U.S. Department of Labor (DOL) Veterans’ Employment and Training Service (VETS) Stand Down grant.

II. BACKGROUND

Stand Down (SD) is a military term referring to an opportunity to achieve a brief respite from combat. Troops assemble in a base camp to receive new clothing, hot food, support services, and a relative degree of safety before returning to combat action. A DOL VETS funded SD event is used for a similar purpose for homeless veterans.

Stand Down grantees partner with federal, state, tribal, and local entities, local businesses, and veteran, community, social, and faith-based organizations to hold events for homeless veterans. The critical services provided at a SD event are often the catalysts that enable homeless veterans to reenter the workforce.

III. FUNDING OPPORTUNITY DESCRIPTION

DOL VETS supports local SD events that assist homeless veterans by providing a wide variety of employment, social, and health services. A homeless veteran is a veteran, as defined in 38 U.S.C. 101(2), who is “homeless” as that term is defined at 42 U.S.C.

11302(a)-(b), as amended by the Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (Public Law 111-22).

Stand Down grant funds must be used to enhance employment and training opportunities or to promote the self-sufficiency of homeless veterans through paid work. Veterans experiencing homelessness do not always have access to basic hygiene supplies necessary to maintain their health and appearance. Lack of shelter limits their ability to prepare for and present themselves at job interviews or be contacted for follow-up. Basic services such as showers, haircuts, attention to health concerns, and other collaborative services provided at SD events can give participants a greater sense of self and an opportunity to improve their chances of securing and maintaining employment.

Each year, VETS sets funds aside from the Homeless Veterans’ Reintegration Program (HVRP) budget activity to award SD grants. Stand Down funding is a non-competitive grant awarded on a first-come, first-served basis until available annual funding is exhausted. VETS will continue to accept applications and process when additional funds become available.

The maximum amount that can be awarded, per applicant for a geographic area, in a fiscal year (October 1 – September 30) is $7,000 for a one-day event and $10,000 for a multi-day event. Grants may be awarded to multiple organizations that conduct SD events in the same general area so long as there is no commingling of federal funds.

Multiple grants may be awarded to the same organization if the organization is conducting SD events in different geographic areas.

In the event of a significant natural or man-made disaster, VETS may elect to accept and award grants for SD events in excess of the $10,000 limit. VETS recognizes the following as circumstances that may justify awarding SD grants in higher amounts:

emergencies or major disasters, as defined in the Stafford Act, which have been declared eligible for public assistance by the Federal Emergency Management Agency (FEMA). In addition, emergencies or disaster situations of national significance, natural or man- made, that could result in a potentially large loss of employment, as declared or otherwise recognized in writing by the chief official of the Federal Agency with jurisdiction over the Federal response to the emergency or disaster. If the VETS Assistant Secretary determines it is appropriate to award increased grants for SD events due to a disaster, the VETS Assistant Secretary will announce such a determination in writing, including the maximum amount that can be awarded on account of such an identified disaster, in order to provide notice to entities proposing to conduct SD events in those geographic areas where a disaster has been declared or to which a substantial number of veterans have relocated or been relocated.

Acceptable uses of Stand Down grant funds do not change in such circumstances.

IV. APPLICATION PREPARATION AND FORMS

All applicants for Federal funding are required to include a Data Universal Number System (DUNS) with their application. Applicants can obtain a DUNS number through the following website: http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB12 3DD47D19158B75F or by phone at (866) 705-5711.

After receiving a DUNS number, all grant applicants must register with the System for Award Management (SAM). You can file for a new SAM registration, renew a SAM registration at the following website: www.sam.gov.

A grantee must maintain an active SAM registration with current information at all times during which it has an active Federal award or application under consideration. To remain registered in the SAM database after the initial registration, the applicant is required to review and update its information in the SAM database on an annual basis from the date of initial registration or subsequent updates to ensure it is current, accurate, and complete.

Failure to register in SAM before application submission may result in the application being found non-responsive.

To be considered responsive, all applications for Stand Down grant funding must include the following elements or documents:

1. Budget Narrative, as described in section VII below.

2. Program Narrative, as described in section VIII below.

3. Application for Federal Assistance, SF-424 (OMB No. 4040-0004) www.dol.gov/vets/programs/Sta nd%20Down/index.htm.

4. Budget Information for Non-Construction Programs, SF-424A (OMB No. 4040- 0006) www.dol.gov/vets/programs/Stand%20Down/inde x.htm.

5. Copy of the organization’s SAM Registration form. SAM registration must be active through the end date of the event.

6. A letter of support from the local workforce agency. This letter may be authored by the chair of the Local Workforce Development Board (LWDB), an American Job Center operator within the local area(s) to be served by the Stand Down event, or by a Disabled Veterans' Outreach Program (DVOP) specialist assigned to provide services at an American Job Center within the local area(s). The letter must state that a workforce employment specialist, preferably the DVOP specialist, when available, will actively participate and provide employment services at the Stand Down event. To locate the available workforce agency in your area, visit www.careeronestop.org.

Other letters of support are strongly encouraged but are not required to receive an award. These letters may be from the local Continuum of Care coalitions, the U.S. Department of Veterans Affairs (VA), or public or private organizations or agencies to secure housing.

7. Internal Revenue Service documentation indicating non-profit status (if applicable).

V. TIMELINE FOR SUBMISSION

Applications will be accepted at any time, but review and award is contingent upon availability of funds. All applications for Stand Down grant funding must be submitted to the appropriate State Director for Veterans’ Employment and Training (DVET) no less than 90 days prior to the event.

VI. ELIGIBILE APPLICANTS

The following organizations and entities may apply for grant funds for SD events: State and Local Workforce Development Boards, Veteran Service Organizations, local public agencies, tribal governments, and non-profit organizations including community and faith-based organizations. Organizations registered with the Internal Revenue Service as 501(c)(4) entities are not eligible to apply for this funding opportunity.

VII. EVENT BUDGET

Use of grant funds must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance) at 2 CFR part 200, subpart E - Cost Principles, which state what items can be charged to federal awards.

A Budget Narrative is required and should describe how grant funding will only be used for serving homeless veterans and associated costs. The Budget Narrative should be no longer than 5 pages with 1” margins. The fair share calculation must be applied for expenditures shared among homeless veteran participants and the non-homeless veteran participants. DOL SD funds may only be used for homeless veterans.

Cost share calculations are based on the number of expected homeless veterans to be served using VETS’ SD funds compared to the overall number of participants expected to be served. Table 1 below demonstrates cost sharing when a SD grant awarded equals $3,400.

Table 1

Example of Cost Sharing

Veterans Expected 300 (100%)Total Participants Expected

Over-the-counter Reading Glasses

Balance of VETS Funds Available

*Care should be taken to minimize advertisement costs in order to maximize funding available to purchase items or provide services that immediately and positively impact the veteran in need. Applicants that request funding for advertisement expenses that appear to be unreasonable (i.e. over 20 percent of the total grant award) will be asked to reevaluate and reallocate those funds to ensure the homeless veteran participants benefit.

The Budget Narrative should include a detailed description of all planned expenditures listed on the SF 424A. The description should explain:

1. The methodology used to determine the cost estimates such as price per quantity;

2. If the item will be purchased or rented; and

3. Whether the items will be utilized by the participants or assist the volunteer(s) at the event.

Allowable Costs Grant funds may only be use d to support allowable SD costs such as:

1. The purchase of food, bottled water, clothing, sleeping bags, one-person tents, backpacks filled with non-perishable foods, hygiene care kits, and over-the- counter reading glasses;

2. Vouchers may be purchased for minor time-limited legal services, consumer credit counseling services, food, phone cards, and gasoline gift cards for homeless veteran participants. The purchase of gift cards for food and/or gas must be restricted to cards that can only be used to purchase food or gas. All grantees purchasing gift cards with grant funds will be required to state the measures they will use to comply with this requirement.

3. The purchase of job search media such as employment guides or literature in hard copy or on portable storage media, etc.;

4. Special one-time costs for the duration of the SD event such as rental facilities and/or tents, electricity, equipment, portable toilets, and communications or internet access;

5. The purchase of janitorial l supplies, kitchen supplies, and advertising materials such as event posters;

6. The hiring of security personnel;

7. The rental of transportation equipment (bus, van, car, taxi, etc.) and/or purchase of gasoline to provide transportation of homeless veterans to and from the SD event; and

8. The purchase or rental of other pertinent items and services for homeless veteran participants deemed appropriate by VETS must be itemized separately.

Expenses should be incurred during the time frame listed on the Notice of Award to be approved as allowable expenses. Any expenses incurred after the time frame listed on the Notice of Award will be disapproved; VETS may, at its sole discretion under 2 CFR 200.458, grant written approval to allow certain pre-award costs. Grantees that incur pre- award costs do so at their own risk of not being able to charge such costs to the grant.

Unallowable Costs Grant funds may not be use d for the following:

1. The payment for medical examinations, to include dental and optometry examinations (Note that all medical examinations, including dental and optometry examinations, should be provided by the VA or a community provider);

2. The purchase of prescription eyewear;

3. The payment of administrative costs and administrative and/or programmatic staff;

4. The purchase of alcohol or tobacco products; and

5. The purchase of t-shirts, hats, or other clothing items for volunteers, pen sets, military and veteran type patches/medals, memento gifts for staff members, visitors, or volunteers, or any other supplementary/replacement item(s) not approved by the DVET.

VETS reserves the right to disapprove any proposed cost not consistent with the funding restrictions in the Funding Opportunity Announcement. If VETS disallows any expenditure, and the funds were already drawn down, the grantee will be notified in writing with an explanation for the disapproval. Instructions to return funds will be found in the Terms and Conditions of the Grant Award.

VIII. PROGRAM NARRATIVE

The Program Narrative must demonstrate the capability to implement the SD grant in accordance with the provisions of this Announcement. The Program Narrative can be up to 5-pages with 1-inch margins.

The following three minimum services must be made available for homeless veteran participants on the day(s) of the SD event:

1. Medical and mental health services, to be provided by the VA or a community provider;

2. DOL state workforce agency employment and training services, including services provided by a workforce employment specialist, preferably the DVOP specialist, when available, to actively participate and provide employment services at the Stand Down event. (www.servicelocator.org); and

3. Referral services to secure immediate emergency housing.

The Program Narrative must also provide a clear and concise description of all aspects of the following areas:

1. Need:

a. Why the SD event is necessary;

b. A description of geographic area to be served;

c. The most recent data for sheltered and unsheltered homeless veterans referenced from a local, state, or national source; and

d. The expected number of homeless male and female veterans the event will serve.

e. The expected number of non-veteran and/or non-homeless participants the event will serve.

2. Services:

a. A description of the services and activities that will be provided to homeless veterans, including the role of the workforce employment or DVOP specialist; and

b. Activities that will take place during the SD event;

3. Accountability and Tracking:

a. How the grantee will track: participant registration, homeless verification, services utilized, food consumed, voucher issuance, and allowable items of cost distribution;

b. Describe the expected results of the SD event; and

c. How the SD event will enhance employment and training opportunities or promote the self-sufficiency of homeless veterans.

4. Timeline that clearly indicates critical dates in the planning, execution, and follow-up process for the SD event. If applicable, the timeline will demonstrate the need to draw down awarded funding in advance of the event date, with the purpose and date of funding need. The timeline must include the date the post- event report is due to the DVET (30 days following the end of the Federal fiscal quarter in which the SD was held).

IX. APPLICATION SUBMISSION

Once all required documents have been completed and the application is ready for submission, it should be emailed to the appropriate DVET of the state in which the SD event is planned. DVET contact information can be found at:

https://www.dol.gov/vets/aboutvets/regionaloffices/map.htm.

X. APPLICATION REVIEW

The DVET will review each application for completeness and compliance with required documentation. If information is missing, the DVET will work directly with the applicant to submit a corrected application. The DVET will process a completed application through their Regional Office to the National Office for submission to the Grant Officer for final approval and award.

XI. AGENCY CONTACTS

Questions regarding a SD grant application should be referred to the DVET in the state in which the event will take place. DVET contact information is available at: https://www.dol.gov/vets/aboutvets/regionaloffices/map.htm.

XII. APPLICATION AWARD

Upon award, the authorizing official identified in the application will receive a Notice of Obligation. It is important that the grant award and terms and conditions are followed.

Questions should be directed to the appropriate DVET.

XIII. REQUIRED REPORTING

A Stand Down grant recipient must report quarterly using the Application for Federal Financial Assistance, SF-424 (OMB No. 4040-0004), until the grant is closed. The SF- 425 report is due no later than 30 calendar days after the end of each quarter (April 30, July 30, October 30, and January 30) as long as the SD award has not been closed. The instructions for accessing this information are in the terms and conditions of the award.

XIV. REQUIRED POST-EVENT ACTIVITIES

The Stand Down After Action Report (SDAAR) is a Microsoft Word document that summarizes each grant-funded VETS Stand Down event. The SDAAR is to be completed by each SD grantee and submitted to the appropriate DVET at the subsequent quarterly reporting period following the event. The SDAAR can be found at:

www.dol.gov/vets/programs/Sta nd%20Down/index.htm.

Ninety (90) days after the Stand Down event, the recipient will be required to close out the grant. A Closeout SF 425 must be submitted to the DVET as part of the closeout process.

XV. RESOURCES

a. The DVET is the first point of contact for assistance. Contact information for VETS DVETS can be found at:

https://www.dol.gov/vets/aboutvets/regionaloffices/map.htm.

b. Resources for helping veterans experiencing homelessness find employment are available at www.NVTAC.org.

c. General grant information and resources are available at www.doleta.gov/grants.

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