STEP FY2017 grants.gov INSTRUCTIONS 5-11-17.docx

Office of International Trade State Trade Expansion Program (STEP) Funding Opportunity Number: OIT-STEP-2017-01

IMPORTANT

ALL APPLICATIONS MUST BE SUBMITTED ELECTRONICALLY THROUGH GRANTS.GOV.

APPLICATIONS WILL NOT BE ACCEPTED THROUGH THE MAIL.

If your organization hasn't already done so, it must register with Grants.gov before you will be able to apply for this funding opportunity.

THE REGISTRATION PROCESS, WHICH MAY TAKE UP TO 1 - 2 WEEKS, IS REQUIRED TO SUBMIT YOUR APPLICATION ELECTRONICALLY.

WE STRONGLY SUGGEST THAT YOU START THE REGISTRATION PROCESS IMMEDIATELY.

If you have 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 Standard Time.

1. Registering with Grants.gov SBA requires the use of the Grants.gov website for electronic submission of all grant application packages. If your organization hasn't already done so, it must register with Grants.gov before you will be able to 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 obtain the forms listed below through Grants.gov. Also, you must download the full Program Announcement 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://www.dnb.com/get-a-duns-number.html?serv=UP-HP-07082014-new3

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 for 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 for 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 https://www.sam.gov/portal/SAM/#1 or apply by phone at the SAM Federal Service Desk (1-866-606-8220).

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.

2) 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 4 below.

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.

3. Register with Grants.gov Finally, your organization's AOR(s) must register with Grants.gov at http://www.grants.gov/web/grants/applicants/organization-registration.html 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.

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.

AORs will receive usernames and passwords when they submit their information.

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

AORs should record and protect their UserIDs and passwords, and have them available for quick reference.

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 SAM, 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://www.dnb.com/get-a-duns-number.html?serv=UP-HP-07082014-new3 System for Award Management (SAM): https://www.sam.gov/portal/SAM/#1 Register with Grants.gov: http://www.grants.gov/web/grants/applicants/organization-registration.html Grants.gov website: http://www.grants.gov Contact Grants.gov via e-mail: support@grants.gov Grants.gov Customer Support Tutorials and Manuals: http://www.grants.gov/web/grants/applicants.html Grants.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 before you submit your application.

Applications must include the following elements:

· Cover letter (signed)

· Proposed activities, milestones, and outcomes (Attachment A)

· Technical proposal template (Attachment B)

· Budgetary information;

· Certifications, forms, assurances; and

· Additional attachments and exhibits

Funding Opportunity Announcement OIT-STEP-2017-01, Sections 4 and 5 provide instructions on the required format and contents of an application. The following forms (numbered one through four) are incorporated as part of the electronic application process on www.grants.gov for this funding opportunity:

1) SF-424, Application Federal Assistance,

2) SF-424A, Budget Information,

3) SF-LLL, Disclosure of Lobbing, and

4) SF-424B, Budget Information (Non-Construction).

The remaining forms will be submitted as attachments. The forms can be found on SBA’s Office of International Trade web page at http://www.sba.gov/STEP, and should be downloaded, saved as files, and submitted as attachments following the file nomenclature noted below.

Instructions for file naming conventions:

Please attach documents using the exact name and standard order outlined below (which is the same order as in Attachment C).

The Applicant elements should be saved with the Attachment number [#], Applicant’s State abbreviation, and name of document. For example: [1] [State abbreviation] Cover Letter

All applications successfully submitted to SBA via grants.gov will undergo an initial screening process, consisting of a review for Applicant eligibility and adherence to the requirements of Section 4 of the Funding Opportunity Announcement. Only those applications which pass this initial screening will move forward in the competitive, merit-based evaluation process.

After you submit your electronic application to Grants.gov, you will be assigned a Grants.gov tracking number. This number will be e-mailed to your AOR email address.

Outline for file naming conventions and location:

Program Announcement Section(s), File name and Format structure (recommended) Required Application Elements

Location (i.e., STEP Forms, sample documents)

4.2.1

Attachment [1] [State abbreviation] Cover Letter

Word format

4.2.2

Attachment [2] [State abbreviation] Attachment A

Excel format Proposed Activities, Milestones, and Outcomes (Attachment A) www.sba.gov/STEP

4.2.2

Attachment [3] [State abbreviation] Technical Proposal

Word format

Technical Proposal template (Attachment B) Maximum 10 pages www.sba.gov/STEP

Each Applicant must provide budget information according to the specific instructions for each item.

Submit budget information documents bundled together in the following order, with the file name labeled as follows: Attachment [# ], [State abbreviation], and the document name.

Attachment [4] [State abbreviation]

SF-424

Online and Pdf format Standard Form (SF) 424, Application for Federal Assistance. SF-424, Application for Federal Assistance.

https://www.grants.gov/

Attachment [4]

SF-424A

Online and Pdf format SF-424A, Budget Information (Non-Construction Programs) - this form requires an estimate of the Applicant's total cost of executing STEP activities described in the technical proposal.

https://www.grants.gov/

Attachment [4]

A 10-12

Excel /Pdf format Attachments A-10 through A-12 (Budget Detail Worksheets)

Attachment [4]

Budget Narrative

Excel/Pdf format Budget Narrative

a. Provide a detailed explanation of the components of each budget cost category listed in the SF-424A;

b. Explain how each cost component directly benefits ESBCs;

c. Indicate which cost category (item and dollar amount) comprise the proposed Non-activity Federal Expense that was entered at the bottom row in the Attachment A.

N/A

Attachment [4] [State abbreviation] Match Certification

Pdf format Match Certification (incl., match dollar amount, type of match (cash, indirect expense, or in-kind) description Note: A sample match certification letter is included in the Application Forms Package located on the SBA STEP webpage: www.sba.gov/STEP www.sba.gov/STEP

Attachment [4] [State abbreviation] Commitment letter

Pdf format

Applicant must complete and submit the following financial certification forms must be signed by Authorized Organizational Representative in the following order and include “Attachment #[ ]”, “State Abbreviation’, and the document name.

Attachment [5]

SBA 1623 Debarment

Pdf format

Attachment [5] [State abbreviation] SF-LLL Lobbying

Online and Pdf format

Attachment [5] [State abbreviation] SF-3881 Payment Form

Pdf format

SF-3881 ACH Vendor/Miscellaneous Payment Enrollment Form (signed) - Applicant must complete the Payee Information and Financial Institution sections only. The Agency Information section will be completed by SBA.

www.sba.gov/STEP

Attachment [5] [State abbreviation]

SF-424B

Assurances

Online and Pdf format

Attachment [5] [State abbreviation] CFO Certification

Pdf format

Chief Financial Officer (CFO) Certification letter - on letterhead, signed and dated by the CFO, or equivalent thereof, holding analogous responsibilities, and having analogous expertise.

Note: A sample CFO Certification letter is included in the Application Forms Package located on the SBA STEP webpage: www.sba.gov/STEP www.sba.gov/STEP

Applicants must attach the following attachments in the following order and include “Attachment #”, [State Abbreviation] and the document name.

Attachment [6]

Designation Letter

Word format

Attachment [6] [State abbreviation] Consultation Letter

Word format

Consultation Letter –documenting consultation with the applicable trade agencies of the Federal Government on export activities and contract services.

Use the consultation template letter for this purpose, which is available in the Application Forms Package.

www.sba.gov/STEP

Attachment [7] [State abbreviation] Organizational chart

Pdf format

Attachment [7] [State abbreviation] Facilities locations

Attachment [7] [State abbreviation] Board of Directors

Attachment [7] [State abbreviation] Resumes PDs

Pdf format

Attachment [7] [State abbreviation]

Contract Lists

Pdf format

Attachment [7] [State abbreviation] Add Contract List

Pdf format

Attachment [8] [State abbreviation] Tax ID

Pdf format

Tax Identification Documentation issued by the Internal Revenue Service (IRS). The form must be on official IRS letterhead. Do NOT submit W-9; it is not acceptable and will be rejected.

Note: A sample tax identification form is included in the Application Forms Package located on the SBA STEP webpage: www.sba.gov/STEP www.sba.gov/STEP

Attachment [8] [State abbreviation] Cost Policy

Pdf format

Cost Policy Statement - describes Applicant’s general accounting policies and a description of their cost allocation methodology (how each type of proposed cost is allocated: direct, indirect, or match). Must be signed by the Chief Financial Officer (or equivalent thereof, holding analogous responsibilities, and having analogous expertise).

Note: A list of cost policy elements is included in the Application Forms Package located on the SBA STEP webpage: www.sba.gov/STEP www.sba.gov/STEP

Attachment [8] [State abbreviation] A-133 Audit

Pdf format A-133 Audit Report - Attach the most recent A-133 audit report. If the Applicant is not subject to the requirements of the Single Audit Act, Applicant must instead submit a copy of its most recently audited financial statement and the CPA opinion of this audit (e.g., unqualified, qualified, adverse, etc.)

Note: If the Applicant’s A-133 or most recent financial statement audit is large, provide a website link and instruction on where to locate the audit.

N/A

Attachment [8] [State abbreviation]

ICRA

Pdf format

Indirect Cost Rate Agreement (ICRA) or extension letter (if applicable) - executed ICRA from the cognizant Federal agency or a letter from the Applicant’s cognizant Federal agency approving an extension of a previous indirect cost rate for a period of time that covers the period of performance for this award.

Note: If Applicant does not propose such charges for this award, include this attachment marked “N/A.”

N/A

Attachment [8] [State abbreviation] Drug-free Agrt.

Drug-free Workplace Agreement - requires the Applicant to certify that the organization will provide a drug-free workplace by adhering to certain conditions.

Attachment [9]

Data Collection

Pdf format

Attachment [9] [State Abbreviation] STEP Client App

Pdf format

Attachment [9] [State abbreviation] STEP Self-Rep

Pdf format

Attachment [10] [State abbreviation] Updated FY 15 PPR

Pdf format

ADDITIONAL ATTACHMENTS – Use the remaining attachment buttons 11-15 if you have any additional files you need to attach to support the application. Please use the same naming nomenclature and ensure that it is in Microsoft Word, Microsoft Excel, or pdf format.

For additional help on how to use Grants.gov, please see the help screens on the Grants.gov website athttp://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.

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