VBOC Instruction Package 2021.pdf

U.S. SMALL BUSINESS ADMINISTRATION

ON GRANTS.GOV

INSTRUCTION PACKAGE & PROGRAM ANNOUNCEMENT

OFFICE OF VETERANS BUSINESS DEVELOPMENT

Veteran Business Outreach Center

Funding Opportunity Number: VBOC-2021-01

Opening Date: March 12, 2021

Closing Date: April 4, 2021

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.

If you experience any problems registering with Grants.gov, please call the Grants.gov Support

Line at 1-800-518-4726.

The hours of operation are Monday-Friday, 7 a.m. to 8 p.m., Eastern Standard 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.

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.

WHAT YOU NEED TO DO

1. Find 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 does not 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.

TIME IT TAKES

1-2 business days

TIPS

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.

Entities registering in SAM must submit a notarized letter appointing their authorized Entity Administrator

(SAM POC). Read updated FAQs on SAM.gov to learn more about changes to the notarized letter review process and other system improvements.

If your organization is not registered, you can register online at https://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

This is the most cumbersome step. We recommend that you allow at minimum, 3 days to gather information and prepare the application.

Remember SAM.gov now requires a notarized letter formally appointing the authorized Entity

Administrator for your entity before they will activate your SAM.gov entity registration. This can take some time to complete.

Allow up to 10 business days after you submit your registration including the

Notarized letter for it to become active in SAM and an additional 24 hours before that registration information is available in other government systems.

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.

http://fedgov.dnb.com/webform https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/sam-update-updated-july-11-2018 https://sam.gov/SAM/ to update your organization's SAM information as necessary.

3. Register with Grants.gov

Finally, your organization’s AOR(s) must register with

Grants.gov at http://www.grants.gov/web/grants/applicants/organizatio n-registration.html .

Registration creates an account on Grants.gov that enables you organization to name and confirm authorization from one or more AORs and then allow the

AORs 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 the logon 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 AORs will receive usernames and passwords when they submit their

AORs will receive usernames and passwords when they submit their

If you are uncertain about your organization’s AOR, contact

Grants.gov with your DUNS number and they can check for you.

An organization does not need more than one AOR. While the

AOR is the only one who can submit applications, others (e.g., project director, development director) can work on the proposal prior to submission.

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

Glossary

Authorized Official Representative (AOR): A person authorized by your E-Business POC to accept and counter-sign awards from Grant Solutions.

DNS 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.

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

Useful Links and Resources

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

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

• If using IE, recipients must use an Internet Versions older than IE9 to access this website.

Register with Grants.gov: http://www.grants.gov/web/grants/applicants/organization-registration.html

Recipient User Account Registration Training Video: http://hhs.adobeconnect.com/p6ulgnvragma/ http://fedgov.dnb.com/webform https://sam.gov/SAM http://www.grants.gov/web/grants/applicants/organization-registration.html https://www.google.com/url?q=http://hhs.adobeconnect.com/p6ulgnvragma/&sa=D&source=hangouts&ust=1585321264446000&usg=AFQjCNFCLRBLunwkURKsuDx23GiNyUf-Ag

Grants.gov website: www.grants.gov

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

Grant Solutions Support Line: 1-800-518-4726

2. Accessing & Submitting Required Forms on GRANTS.GOV

This section provides the guidelines and instructions for the forms that are required for the grant program to which you are applying. These forms must be completed to submit your application.

They can be found on SBA’s web site https://www.sba.gov/offices/headquarters/ovbd/resources and through www.Grants.gov. The 424 part of your application must be submitted via the electronic form on www.Grants.gov. The other requested items for your application may be uploaded as an attachment.

To apply for this funding opportunity, the forms listed below must be submitted through Grant

Solutions:

SF-424, Application for Federal Assistance - this form asks for basic information about your organization. This form can be completed on www.Grants.gov.

SF-424(a), Budget Information - this form is the applicant's estimate of the total cost of performing the project or activity for the upcoming program year of this proposal. This form can be completed on www.Grants.gov.

All proposed costs reflected in the budget must be necessary to the project, reasonable and otherwise allowable under applicable cost principles and Agency policies.

SF-424(b), Assurance – Non-Construction Programs - This form can be completed on www.Grants.gov.

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.

Please attach the proper file to the corresponding button as listed below. Note that only standard file format types are accepted (password protected and ZIP files will not be accepted).

ATTACHMENT 1 - List of Attachments Create a list outlining all attachments. This will assist SBA in verifying all attachments were received. Name this document: List of Attachments.

ATTACHMENT 2 - A-9 thru A-12 Budget Detail Worksheet, with narrative justification, for Twelve Month Budget Period Name this document: A9-A12 Budget.

Template provided by SBA. OVBD Forms and Worksheets

ATTACHMENT 3 – Technical Proposal http://www.grants.gov/ mailto:support@grants.gov https://www.sba.gov/offices/headquarters/ovbd/resources http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ http://www.grants.gov/ https://www.sba.gov/offices/headquarters/ovbd/resources/758162

Attach all documents comprising your Technical Proposal, as outlined below. Name this document: Technical Proposal.

Your Technical Proposal should consist of:

□ Resumes and position descriptions for all key personnel; Key personnel includes anyone in a management position (e.g., a director or supervisor) or any individual whose job is "vital" to the performance of the project (e.g., a TA provider). Names and position titles are required for all employees being paid from grant funds, regardless of whether those employees are considered key personnel.

□ List of Contractors/Consultants

□ Copies of Contractual/Consultant Agreements (Over $10,001 up to $250,000)

□ CFO Certification - Name this document CFO Cert.

Certification statement from a staff person or outside entity with financial expertise that the organization has an internal financial management system that meets the standards prescribed in 2 C.F.R. 200.302. This is the language to use for the CFO Certification

□ IRS Tax Exempt Letter

□ Copy of Most Recent Audit (No older than one year from the current date) Report or link to website where the audit report can be located. Name this document: Audit.

The preferred format is the link on your organization’s website with the appropriate password.

□ NOTE: Include the actual technical proposal as an attachment only if the Agency or Program Office request and identify changes to be made to this document.

ATTACHMENT4 – ACH Vendor Form SF-3881

Name this document: ACH Vendor Form.

http://www.sba.gov/content/standard-form-3881-ach-vendormiscellaneous-payment-enrollment-form

ATTACHMENT 5 – Indirect Cost Rate Proposal from Cognizant Agency (if applicable) – Applicant must submit current approved rate If the Applicant does not have such an agreement, the applicant may negotiate a proposed indirect cost rate in accordance with the procedures set forth in the applicable cost principles set forth in the New Omnibus Super Circular, or may accept the 10 percent de minims rate.

ATTACHMENT 6 - Copy of the Applicant’s Cost Policy Statement The cost policy statement must describe all accounting policies and narrate in detail your proposed cost allocation plan. This plan must identify the procedures used to identify, measure, and allocate all costs to each benefiting activity. This policy should be signed by an authorized official. Name this document: Cost Policy.

ATTACHMENT 7 - Copy of the Drug Free Workplace Requirement and SF-1711

Certification Regarding Lobbying or the form from the Grant Solutions portal http://www.sba.gov/content/standard-form-3881-ach-vendormiscellaneous-payment-enrollment-form http://www.sba.gov/content/standard-form-3881-ach-vendormiscellaneous-payment-enrollment-form

After you submit your electronic application on Grants.gov you will be assigned a Grants.gov tracking number on the screen. It will also be emailed to your AOR.

For additional help on how to use Grants.gov you can send an e-mail to the Grants.gov helpdesk at support@grants.gov or call 1-800-518-4726.

For questions regarding this funding opportunity call your SBA point of contact Sandi Wells at Sandra.wells@sba.gov.

NOTE: To save your documents as PDFs, you will need to use PDF generator software.

This Base Year funding opportunity is for new initial eligible applicants.

This opportunity is open March 12, 2021 through April 4, 2021.

mailto:support@grants.gov mailto:Sandra.wells@sba.gov