Administration for Children and Families
 
 
Administration on Children, Youth and Families
 
Tribal Title IV-E Plan Development Grants
HHS-2012-ACF-ACYF-CS-0280
Application Due Date: 07/10/2012

 

Tribal Title IV-E Plan Development Grants
HHS-2012-ACF-ACYF-CS-0280
TABLE OF CONTENTS
Overview
Executive Summary
Section I. Funding Opportunity Description
Section II. Award Information
Section III. Eligibility Information
  1. Eligible Applicants
  2. Cost Sharing or Matching
  3. Other - (if applicable)
Section IV. Application and Submission Information
  1. Address to Request Application Package
  2. Content and Form of Application Submission
  3. Submission Dates and Times
  4. Intergovernmental Review
  5. Funding Restrictions
  6. Other Submission Requirements
Section V. Application Review Information
  1. Criteria
  2. Review and Selection Process
  3. Anticipated Announcement and Award Dates
Section VI. Award Administration Information
  1. Award Notices
  2. Administrative and National Policy Requirements
  3. Reporting
Section VII. Agency Contact(s)
Section VIII. Other Information
Tribal Title IV-E Plan Development Grants
HHS-2012-ACF-ACYF-CS-0280
ANNOUNCEMENT PUBLICATION | VALIDATE & APPROVE
 
Department of Health & Human Services
Administration for Children & Families
 
Program Office:Administration on Children, Youth and Families - Children's Bureau
Funding Opportunity Title:Tribal Title IV-E Plan Development Grants
Announcement Type:Initial
Funding Opportunity Number:HHS-2012-ACF-ACYF-CS-0280
CFDA Number: 93.658
Due Date for Applications: 07/10/2012
 

Notice: On January 1, 2012, the Administration for Children and Families implemented required electronic application submission via www.Grants.gov for discretionary grant applications. (76 Fed. Reg. 66721-66723, October 27, 2011, New Policies and Procedural Requirements for the Electronic Submission of Discretionary Grant Applications). Please see Section III.3. Disqualification Factors, Section IV.2. Content and Form of Application Submission and Application Submission Options, and Section IV.3. Explanation of Due Dates and Times for information on electronic application submission and the availability of exemptions allowing applicants to submit applications in paper format.

 
Executive Summary:

The purpose of this funding opportunity announcement is to solicit proposals for one-time grants to tribes, tribal organizations, or tribal consortia that are seeking to develop, and within 24 months of grant receipt, to submit to the Department of Health and Human Services (HHS) a plan to implement a title IV-E foster care, adoption assistance, and, at tribal option, guardianship assistance program. Grant funds under this funding opportunity announcement may be used for the cost of developing a title IV-E plan under section 471 of the Social Security Act (the Act) to carry out a program under section 479B of the Act. The grant may be used for costs relating to the development of data collection systems, a cost allocation methodology, agency and tribal court procedures necessary to meet the case review system requirements under section 475(5) of the Act, or any other costs attributable to meeting any other requirement necessary for approval of a title IV-E plan.

I. Funding Opportunity Description

Statutory Authority

The statutory authority is  section 476(c)(2)(A)(iii) of the Social Security Act, as amended by the Fostering Connections to Success and Increasing Adoptions Act of 2008 (Pub L. 110-351). 

Description

The Fostering Connections to Success and Increasing Adoptions Act of 2008 (Pub. L. 110-351) added a new section 479B to the Social Security Act (the Act) which allows Indian tribes the option to apply to the Secretary to receive Federal funding to support the administration of their own foster care, adoption assistance, and guardianship assistance programs under title IV-E of the Act. The law also amended the Act at section 476(c)(2)(A)(iii) to allow Indian tribes to receive one-time development grants of up to $300,000 to be used to offset the cost of developing a title IV-E plan to carry out the requirements of the new section 479B of the Act. 

Development grants may be used by the Indian tribe for any costs attributable to meeting the requirements for approval of a tribally-operated title IV-E plan. The law cites the following as examples of allowable costs under the development grant: development of a data collection system, development of a cost allocation methodology, and, establishing tribal agency and court procedures necessary to meet the case review requirements in the law (section 476(c)(2)(A)(iii)).

If the Administration for Children and Families (ACF) awards the Indian tribe a grant, the Indian tribe must submit a title IV-E plan for direct funding to ACF no later than the end of the 24th month after the grant is awarded and, upon ACF approval of the plan, is expected to implement a title IV-E program. If the Indian tribe does not submit a title IV-E plan within that time frame, it must repay the total grant amount. ACF has the authority to determine that failure to submit a title IV-E plan during the 24-month period was beyond the control of the Indian tribe and waive the requirement to repay the grant (section 476(c)(2)(B)). Given the statutory requirement to repay the grant if a title IV-E plan is not submitted within 24 months of grant receipt, it is important that a tribe apply for this grant opportunity only if it has already made the decision to implement a title IV-E program.

Development Grant Program Requirements

NOTE: See Section IV.2 Application and Submission Information/The Project Description/Approach for additional instructions for applicants.

In implementing their development grants, tribes must address all of the requirements of the title IV-E program and use the development grant funds to address areas in which the tribe needs to build its capacity in order to submit an approvable title IV-E plan within 24 months and begin to operate successfully a title IV-E foster care, adoption assistance, and at tribal option, guardianship assistance program. The following Children's Bureau (CB) policy issuances may be useful to funded projects in this regard: Information Memorandum (IM) ACYF-CB-IM-08-03 and Program Instructions ACYF-CB-PI-08-05 and ACYF-CB-PI-10-11 found at  http://www.acf.hhs.gov/programs/cb/laws_policies/index.htm#policy.

Based on an assessment of their current child welfare service programs, tribal code and policies, funded projects will develop plans for operating a title IV-E program. For example, tribes may need  to revise tribal code, develop new policy guidance or expand the types of services they  currently offer in order to meet title IV-E requirements. Some tribes have previous experience with the title IV-E program through participation in a State-tribe IV-E agreement. As they develop their IV-E plans, tribes will consider current provisions of any such agreements, the roles of the State and tribe under such agreements, how those roles are anticipated to change if the tribe begins operation of its own title IV-E program, and how the experience of participating in that agreement has informed its planned use of the development grant.

As they develop their IV-E plans, tribes will consider current capacity in key areas of agency infrastructure or inter-agency coordination needed to operate a title IV-E program and whether changes or improvements will be needed before an approvable title IV-E plan can be submitted.

Funded projects will use grant funds to address areas, such as:

  • Data collection systems;
  • Cost allocationmethodology development;
  • Financial controls and financial management processes;
  • Case planning and case review systems;
  • Foster care licensing and standards for tribal foster homes and child care facilities;
  • Quality assurance systems;
  • Courts;
  • Training of child welfare staff, prospective foster and adoptive parents, and other stakeholders (e.g., attorneys, Court-Appointed Special Advocates (CASA's), and court staff); and
  • Coordination with other related tribal or State agencies (e.g., child support enforcement, schools, Medicaid, family assistance).

In considering approaches to data collection, funded projects will be encouraged to review IM ACYF-CB-IM-09-02, which addresses automation requirements and options for tribes operating a title IV-E program pursuant to section 479B of the Act; and PI ACYF-CB-PI-09-11, which provides guidance on Advance Planning Document regulations that govern the types of information technology and services that are eligible for Federal financial participation under title IV-E, as well as procedures which need to be followed in order to receive such funding. (See http://www.acf.hhs.gov/programs/cb/laws_policies/index.htm#policy.)

NOTE:  Applicants must follow carefully the requirements for formatting ACF applications, some of which are new for 2012 applications. See Section IV.2, Content and Form of Application Submission.

Funded projects are free to address additional areas through the development grant on the condition that such use of grant funds would contribute to the tribe's ability to develop and submit an approvable title IV-E plan. Projects will follow a timeline for addressing each area identified for use of development grant funds.

Overall, funded project's success will be enhanced if they have assessed their own current child welfare program and capacities; gained a clear understanding of the title IV-E program and the steps that will need to be taken to prepare to operate directly a title IV-E program; and developed a well-thought-out plan for using development grant funds to address identified areas needing to be strengthened. Successful completion of the activities completed under the grant will lead to the tribe being able to submit an approvable title IV-E plan within 24 months of grant receipt.

NOTE: See Section IV.2 Application and Submission Information/The Project Description/Budget for additional instructions for applicants.

II. Award Information
Funding Instrument Type: Grant
Estimated Total Funding: $1,500,000
Expected Number of Awards: 5
Award Ceiling: $300,000 Per Project Period
Award Floor: $30,000 Per Project Period
Average Projected Award Amount: $300,000 Per Project Period

Length of Project Periods:

Other

One 24 month project period with one 24 month budget period.

Additional Information on Awards:

Awards made under this announcement are subject to the availability of Federal funds.

Applications requesting an award amount that exceeds the Award Ceiling per budget period or per project period, as stated in this section, will be disqualified from competitive review and from funding under this announcement. This disqualification applies only to the Award Ceiling listed for the first 12-month budget period for projects with multiple budget periods. If the project and budget period are the same, the disqualification applies to the Award Ceiling listed for the project period. Please see Section III.3. Application Disqualification Factors.

Note: For those programs that require matching or cost sharing, grantees will be held accountable for projected commitments of non-Federal resources in their application budgets and budget justifications, even if the projected commitment exceeds the required amount of match or cost share. A grantee’s failure to provide the required matching amount will result in the disallowance of Federal funds.

Please see Section IV.5 Funding Restrictions for limitations on the use of grant funds awarded under this announcement.

III. Eligibility Information
III.1. Eligible Applicants

Eligibility is limited to Indian tribes, tribal organizations and tribal consortia. The terms "Indian tribe" and "tribal organization" have the meanings given those terms in section 4 of the Indian Self-Determination and Education Assistance Act, Pub. L. 93-638, 25 U.S.C. § 450b. Also see sections 479B(a) and 476(c)(2)(A)(iii) of the Social Security Act.

Individuals, foreign entities, and sole proprietorship organizations are not eligible to compete for, or receive, awards under this announcement. See Section III.3. Other.

 
III.2. Cost Sharing or Matching
Cost Sharing / Matching Requirement: No
 
III.3. Other

DUNS Number (Universal Identifier) and Central Contractor Registration (CCR) Requirements


DUNS Number Requirement

Data Universal Numbering System (DUNS) Number is the nine-digit, or thirteen-digit (DUNS + 4), number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities.

All applicants and subrecipients must have a DUNS number at the time of application in order to be considered for a grant or cooperative agreement.  A DUNS number is required whether an applicant is submitting a paper application or using the Government-wide electronic portal, www.Grants.gov.  A DUNS number is required for every application for a new award or renewal/continuation of an award, including applications or plans under formula, entitlement, and block grant programs.  A DUNS number may be acquired at no cost online at http://fedgov.dnb.com/webform. To acquire a DUNS number by phone, contact the D&B Government Customer Response Center:

U.S. and U.S Virgin Islands: 1-866-705-5711
Alaska and Puerto Rico: 1-800-234-3867 (Select Option 2, then Option 1)
Monday - Friday 7 a.m. to 8 p.m., CST

The process to request a D-U-N-S Number by telephone will take between 5 and 10 minutes.
 

Central Contractor Registration (CCR) Requirement

Central Contractor Registration (CCR) is the Federal registrant database and repository into which an entity must provide information required for the conduct of business as a recipient.  CCR, managed by the General Services Administration, collects, validates, stores, and disseminates data in support of agency financial assistance missions.

Effective October 1, 2011, HHS required all entities that plan to apply for, and ultimately receive, Federal grant funds from any HHS Agency, or receive subawards directly from recipients of those grant funds to:

  • Be registered in the CCR prior to submitting an application or plan;
  • Maintain an active CCR registration with current information at all times during which it has an active award or an application or plan under consideration by an OPDIV; and
  • Provide its DUNS number in each application or plan it submits to the OPDIV.

ACF is prohibited from making an award until an applicant has complied with these requirements.  At the time an award is ready to be made, if the intended recipient has not complied with these requirements, ACF:

  • May determine that the applicant is not qualified to receive an award; and
  • May use that determination as a basis for making an award to another applicant.

Additionally, all first-tier subaward recipients (i.e., direct subrecipient) must have a DUNS number at the time the subaward is made

CCR registration may be made online at www.ccr.gov or by phone at 1-866-606-8220. CCR registration must be updated annually.  CCR registration must be active and maintained with current information at all times during which an organization has an active award or an application under consideration.

Applicants are strongly encouraged to register at the CCR well in advance of the application due date. 

APPLICATION DISQUALIFICATION FACTORS


Applications from individuals, foreign entities, or sole proprietorship organizations will be disqualified from competitive review and from funding under this announcement.

Award Ceiling Disqualification

Applications that request an award amount exceeding the Award Ceiling per budget period, or per project period, as stated in Section II. Award Information, will be disqualified from competitive review and from funding under this announcement. This disqualification applies only to the Award Ceiling listed for the first 12-month budget period for projects with multiple budget periods. If the project and budget period are the same, the disqualification applies to the Award Ceiling listed for the project period.

Application Submission Disqualifications

Beginning January 1, 2012, ACF requires electronic submission of applications at www.Grants.gov.  Applicants that do not have an Internet connection or sufficient computing capacity to upload large documents (files) to the Internet may contact ACF for an exemption that will allow these applicants to submit an application in paper format. Information on requesting an exemption from electronic application submission is found in Section IV.2. Application Submission Options.

The deadline for electronic application submission is 11:59 p.m., ET, on the due date listed in the Overview and in Section IV.3. Submission Dates and Times. Electronic applications submitted to www.Grants.gov after 11:59 p.m., ET, on the due date, as indicated by a dated and time-stamped email from www.Grants.gov, will be disqualified from competitive review and from funding under this announcement. That is, applications submitted to www.Grants.gov, on or after 12:00 a.m., ET, on the day after the due date will be disqualified from competitive review and from funding under this announcement.


Please Note
: Applications submitted to www.Grants.gov at any time during the open application period, and prior to the due date and time, which fail the Grants.gov validation check, will not be received at ACF. These applications will not be acknowledged. Applications that fail the Grants.gov validation check are not transmitted to ACF though they may have been submitted on time.

Each time an application is submitted via www.Grants.gov, the application will receive a new date and time-stamp email. Only those applications with on-time date and time stamps that result in a validated application, which are transmitted to ACF, will be acknowledged.


The deadline for receipt of paper applications is 4:30 p.m., ET, on the due date listed in the Overview and in Section IV.3. Submission Dates and Times. Paper applications received after 4:30 p.m., ET
, on the due date will be disqualified from competitive review and from funding under this announcement.

Paper applications received from applicants that have not requested an exemption from required electronic submission will be disqualified from competitive review and from funding under this announcement. See "Request an Exemption from Required Electronic Application Submission" in Section IV.2. Content and Form of Application Submission.

Applications that are disqualified under any of these circumstances will receive written notification by letter or by email.

Read and observe the formatting instructions for application submissions in Section IV.2. Content and Form of Application Submission.

Section IV. Application and Submission Information

IV.1. Address to Request Application Package

CB Operations Center
c/o Lux Consulting Group
8405 Colesville Road, Suite 600
Silver Spring, MD 20910
Phone: (866) 796-1591
Email: cb@luxcg.com


Electronic Application Submission:
The electronic application submission package is available at www.Grants.gov.

Applications in Paper Format:
For applicants that have received an exemption to submit applications in paper format, Standard Forms, assurances, and certifications are available at the ACF Funding Opportunities Forms webpage at http://www.acf.hhs.gov/grants/grants_resources.html. See Section IV.2.Request an Exemption from Required Electronic Application Submission if applicants do not have an Internet connection or sufficient computing capacity to upload large documents (files) to www.Grants.gov.

Standard Forms that are compliant with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d): Available at the Grants.gov Forms Repository website and at http://www.whitehouse.gov/omb/grants_forms.

Federal Relay Service:
Hearing-impaired and speech-impaired callers may contact the Federal Relay Service for assistance at 1-800-877-8339 (TTY - Text Telephone or ASCII - American Standard Code For Information Interchange).


IV.2. Content and Form of Application Submission

Section IV.2. Content and Form of Application Submission

FORMATTING ACF APPLICATIONS


For All ACF Applications:

Authorized Organizational Representative (AOR)
The individual(s), named by the applicant/recipient organization, who is authorized to act for the applicant/recipient and to assume the obligations imposed by the Federal laws, regulations, requirements, and conditions that apply to grant applications or awards.

Each applicant must designate an Authorized Organizational Representative (AOR). An AOR is named by the applicant, and is authorized to act for the applicant, to assume the obligations imposed by the Federal laws, regulations, requirements, and conditions that apply to the grant application or awards.

AOR Authorization is part of the registration process at www.Grants.gov where the AOR will create a short profile and obtain a username and password from the Grants.gov Credential Provider.  AORs will only be authorized for the DUNS number registered in the Central Contractor Registration (CCR).

Point of Contact
In addition to the AOR, a point of contact on matters involving the application must also be identified. The point of contact, known as the Project Director or Principal Investigator, should not be identical to the person identified as the AOR. The point of contact must be available to answer any questions pertaining to the application.

Application Checklist
Applicants may refer to Section VIII. Other Information for a checklist of application requirements that may be used in developing and organizing application materials.  Details concerning acknowledgment of received applications are available in Section IV.3. Submission Dates and Times of this announcement.

Follow the instructions provided in the formatting section to ensure that your application can be printed efficiently and consistently for the competitive review.   

Observe page limitations.
All applicants must follow the instructions provided in this section. Be sure to print all attachments (components) on paper and count the number of pages before submission. Keep the printed copy as a hard copy of your application for your files.

Application Package Components
Applications must be divided into the sections listed in the table. (The order in which components are submitted electronically via www.Grants.gov or included in a paper application may not be the same as listed in the table.) Page limitations apply to the Project Description document and the Appendices and the following:

  • The Project Summary/Abstract is limited to one single-spaced page.
  • The Budget Justification should be no more than 10 single-spaced pages and will not count against page limitations.

Application Package Components

Page Limitations

Required Standard Forms (SFs) and/or OMB-approved Forms

No page limitations.

Required Certifications and Assurances

No page limitations.

Project Summary/Abstract

Limited to one single-spaced page.

Project Description

Page Limitations and included items are listed later in this section.

Budget Justification

No more than 10 single-spaced pages and will not count against page limitations.

Proof of Legal Status/Proof of Non-Profit Status

No page limitations.

Appendices

Page Limitations and included items are listed later in this section.


ELECTRONIC APPLICATIONS SUBMITTED VIA www.Grants.gov:
 

Notice: The Administration for Children and Families has implemented required electronic application submission via www.Grants.gov.  Applicants are now required to submit their applications electronically unless they have requested and received an exemption that will allow submission in paper format.  See Section IV.2. Application Submission Options.

Electronic applications will only be accepted via www.Grants.gov. ACF will not accept applications submitted via email or via facsimile. Only applications, which pass the Grants.gov validation check, will be acknowledged.

Please read this section carefully before beginning application submission. It is mandatory to follow the instructions provided in this section to ensure that your application can be printed efficiently and consistently for review.

Copies Required
Applicants must submit one complete copy of the application package electronically. Applicants submitting electronic applications need not provide additional copies of their application package.

NOTE: Applications submitted via www.Grants.gov will undergo a validation check. See Section IV.2. Application Submission Options and Section IV.3. Submission Due Dates and Times, Explanation of Due Dates. The validation check can affect whether the application is accepted for review. Applications that fail the www.Grants.gov validation check will not be transmitted to ACF. If the application fails the validation check and is not resubmitted by 11:59 p.m., ET, on the due date, it will be disqualified.

Signatures
Follow the AOR Authorization and E-Biz POC  instructions provided at www.Grants.gov.

Required OMB-Approved and Standard Forms (SFs)
www.Grants.gov  provides its own protocols for the submission of OMB-approved and Standard Forms (SFs) such as the SF-424 application and budget forms and the SF-P/PSL, Project/Performance Site Location form.  See Section IV.2. Required Forms, Assurances, and Certifications for required OMB-approved Standard Forms and required assurances and certifications.

Application Package Components
Applications must be divided into the sections listed in the table. It is important that each component is submitted in a separate electronic file. Page limitations apply to the Project Description document and the Appendices and the following:

  • The Project Summary/Abstract is limited to one single-spaced page.
  • The Budget Justification should be no more than 10 single-spaced pages.

Application Package Components

Page Limitations

Required Standard Forms (SFs) and/or OMB-approved Forms

No page limitations.

Required Certifications and Assurances

No page limitations.

Project Summary/Abstract

Limited to one single-spaced page.

Project Description

Page Limitations and included items are listed later in this section.

Budget Justification

No more than 10 single-spaced pages and will not count against page limitations.

Proof of Legal Status/Proof of Non-Profit Status

No page limitations.

Appendices

Page Limitations and included items are listed later in this section.

The required content of the Project Description and any Appendices, and their page limits, are listed later in this section.

With the exception of the required Standard Forms (SFs), all application materials must be submitted formatted so that they will print out onto 8 ½" x 11" white paper with 1-inch margins.  All pages of the application component, i.e., Project Description, Budget Justification, Appendices, must be sequentially numbered.  Applicants should print all attachments on paper and count the number of pages before submission. Applicants should keep a hard copy of the submitted application package for their files. The font size on any scanned documents must be large enough so that it is readable.

All elements of the application submission, with the exception of the one-page Project Summary/Abstract, the Budget Justification, required Assurances and Certifications, and proof of legal status/non-profit status, must be in double-spaced format in 12-point font. The Project Summary/Abstract is required to be one single-spaced page in 12-point font.  The Budget Justification may be single-spaced page in 12-point font and should be no more than 10 pages. The font size on any scanned documents must be large enough so that it is readable.

Applicants must follow the instructions provided in this section:

Carefully observe the file naming conventions required by www.Grants.gov.
Limit file names to 50 characters and do not use special characters (example: &,-,*,%,/,#) including periods (.), blank spaces, and accent marks, within application form fields, and file attachment names. An underscore (_) may be used to separate a file name.

Use only file formats supported by ACF.
It is critical that applicants only submit application components using the supported file formats listed here. Documents in file formats that are not supported by ACF will be removed from the application and will not be used in the competitive review. This may make the application incomplete and ACF will not make any awards based on an incomplete application.

ACF supports the following file formats:

  • Adobe PDF – Portable Document Format (.pdf)
  • Microsoft Word (.doc or .docx)
  • Microsoft Excel (.xls or .xlsx)
  • Microsoft PowerPoint (.ppt)
  • Corel WordPerfect (.wpd)
  • Image Formats (.JPG, .GIF, .TIFF, or .BMP only)

Do not encrypt or password protect the electronic application files!
If ACF cannot access submitted electronic files because they have been encrypted or are password protected, the affected file will be removed from the application and will not be used in the competitive review. This may make the application incomplete and ACF will not make any awards based on an incomplete application.

PAPER APPLICATION SUBMISSIONS:

The following requirements are only applicable to applications submitted in paper format. Applicants must receive an exemption from ACF in order to submit an application in paper format. See Section IV.2.Request an Exemption from Required Electronic Application Submission later in this section under Application Submission Options.

Application Package Components

Page Limitations

Required Standard Forms (SFs) and/or OMB-approved Forms

No page limitations.

Required Certifications and Assurances

No page limitations.

Project Summary/Abstract

Limited to one single-spaced page.

Project Description

Page Limitations and included items are listed later in this section.

Budget Justification

No more than 10 single-spaced pages and will not count against page limitations.

Proof of Legal Status/Proof of Non-Profit Status

No page limitations.

Appendices

Page Limitations and included items are listed later in this section.

Copies Required
Applicants must provide one original and two copies of all application materials when submitting an application in paper format. 

Signatures
An original signature of the AOR is required only on the original copy of hard copy application submissions. A point of contact on matters involving the application must also be identified on the SF-424 at item 8f.  The point of contact, known as the Project Director or Principal Investigator, should not be identical to the person identified as the AOR.

Format Requirements for Paper Applications
All application materials must be submitted on 8 ½" x 11" white paper with 1-inch margins. All pages of the paper application submission must be sequentially numbered. Applicants must follow the instructions provided in this section. 

All elements of the application submission, with the exception of the one-page Project Summary/Abstract, the Budget Justification, required Assurances and Certifications, and proof of legal status/non-profit status, must be in double-spaced format in 12-point font. The Project Summary/Abstract is required to be one single-spaced page in 12-point font.  The Budget Justification may be single-spaced, in 12-point font, and should be no more than 10 pages. The font size on any scanned documents must be large enough so that it is readable.

All copies of a mailed or hand-delivered paper application must be submitted in a single package. A separate package must be submitted for application under a single funding opportunity. The package must be clearly labeled for the specific funding opportunity it is addressing.

Because each application will be duplicated, do not use or include separate covers, binders, clips, tabs, plastic inserts, maps, brochures, or any other items that cannot be processed easily on a photocopy machine with an automatic feed. Do not bind, clip, staple, or fasten in any way separate subsections of the application, including supporting documentation. Use a clip (not a staple) to securely bind the application together. Applicants are advised that the copies of the application submitted, not the original, will be reproduced by the Federal government for review. Application materials must be one-sided for duplication purposes.

Instructions on the order of assembly for paper application submissions are available under this formatting section.

Addresses for Submission of Paper Applications
See Section IV.6. Other Submission Requirements for addresses for paper application submissions.

Page Limitations for Paper Format Application Submissions
Page limitations do not include OMB-approved Standard Forms (SFs), the one-page Project Summary/Abstract, proof of legal status/non-profit status, required Assurances and Certifications, and the Budget Justification, which should be no more than 10 single-spaced pages.

If an application exceeds the cited page limitation for double-spaced pages in the Project Description or the double-spaced page limitation cited for the Appendices, the extra pages will be removed and will not be reviewed. In addition, if an application narrative is single-spaced and/or one-and-a-half spaced (in whole or in part) the total number of these lines will be doubled. This adjustment may result in an increased total number of pages, which will be removed so that the application conforms to the cited double-spaced page limitation.

The Project Summary/Abstract is limited to one single-spaced page with 12-point font. Any pages over the one-page limit will be removed.

Page Limitations and Content of The Project Description and Appendices for All Application Formats:

Additional Instructions for Electronic and Paper Applications Under this FOA

Organizing the Application. Applicants must follow the general instructions above in the section labeled Application Package Components. In addition, applicants must adhere to the following instructions for organizing the Project Description and Appendices sections of the Application Package under this FOA. Note that the page limit for the Budget Justification section is expanded under this FOA.

Organizing the Project Description and Appendices. Reviewers will use the specific evaluation criteria in Section V. Application Review Information of this FOA to review and evaluate each application. The applicant should address each of these specific evaluation criteria in the project description. Applicants should organize their Project Description and Appendices in this sequence so that reviewers can readily find information that directly addresses each of the specific review criteria:

The Project Description must include the following items in this order:

  1. Table of Contents
  2. Objectives and Need for Assistance
  3. Approach
  4. Organizational Capacity                                                                           

The Appendices must include the following items in this order:

  1. Third-party agreements
  2. Staff and Position Data (include resumes and curriculum vita)
  3. Indirect Cost Rate Letter (if applicable)

Page limits. The Project Description and Appendices combined are limited to a total of 75 pages. Under this FOA, the Budget Justification may be expanded to 20 pages.

Formatting. Charts, budget tables, third-party agreements, staff and position data, supplemental letters, and documents, applicants must be in 10-point font or larger and may be single spaced.

Required Forms, Assurances, and Certifications

Applicants seeking grant or cooperative agreement awards under this announcement must submit the listed Standard Forms (SFs), assurances, and certifications with the application. All required Standard Forms, assurances, and certifications are available at ACF Funding Opportunities Forms or at the Grants.gov Forms Repository unless specified otherwise.

 
Forms / Assurances / Certifications Submission Requirement Notes / Description

SF-424A - Budget Information - Non-Construction Programs

and

SF-424B - Assurances - Non-Construction Programs

Submission is required for all applicants when applying for a non-construction project. Standard Forms must be used.  Forms must be submitted by the application due date.

Required for all applications when applying for a non-construction project. By signing and submitting the SF-424B, applicants are making the appropriate certification of their compliance with all Federal statutes relating to nondiscrimination.

SF-424 - Application for Federal Assistance

and

SF-P/PSL - Project/Performance Site Location(s)

Submission is required for all applicants by the application due date.

Required for all applications.

SF-LLL - Disclosure of Lobbying Activities

If submission of this form is applicable, it is due prior at the time of application.  It may also be submitted prior to the award of a grant.

If any funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this commitment providing for the United States to insure or guarantee a loan, the applicant shall complete and submit the SF-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. Applicants must furnish an executed copy of the Certification Regarding Lobbying prior to award.

Certification Regarding Lobbying

Submission required of all applicants with the application package.  If it is not submitted with the application package, it may also be submitted prior to the award of a grant.

Submission of this Certification is required for all applications.


Non-Federal Reviewers

Since ACF will be using non-Federal reviewers in the review process, applicants have the option of omitting from the application copies (not the original) specific salary rates or amounts for individuals specified in the application budget as well as Social Security Numbers, if otherwise required for individuals. The copies may include summary salary information.If applicants are submitting their application electronically, ACF will omit the same specific salary rate information from copies made for use during the review and selection process.
IV.2. Content and Form of Application Submission (contd.)

The Project Description

The Project Description Overview

The project description provides the majority of information by which an application is evaluated and ranked in competition with other applications for available assistance.  The project description should be concise and complete. It should address the activity for which Federal funds are being requested. Supporting documents should be included where they can present information clearly and succinctly. In preparing the project description, information that is responsive to each of the requested evaluation criteria must be provided. Awarding offices use this and other information in making their funding recommendations. It is important, therefore, that this information be included in the application in a manner that is clear and complete.

General Expectations and Instructions

ACF is particularly interested in specific project descriptions that focus on outcomes and convey strategies for achieving intended performance. Project descriptions are evaluated on the basis of substance and measurable outcomes, not length. Extensive exhibits are not required. Cross-referencing should be used rather than repetition. Supporting information concerning activities that will not be directly funded by the grant or information that does not directly pertain to an integral part of the grant-funded activity should be placed in an appendix.

General Instructions for Preparing a Full Project Description

Introduction

Applicants that are required to submit a full project description shall prepare the project description statement in accordance with the following instructions while being aware of the specified evaluation criteria. The topics listed in this section provide a broad overview of what the project description should include while the Criteria in Section V.1. identify the measures that will be used to evaluate applications.

Table of Contents

List the contents of the application including corresponding page numbers.

Project Summary/Abstract

Provide a summary of the application's project description.  The summary must be clear, accurate, concise, and without reference to other parts of the application.  The abstract must include a brief description of the proposed grant project including the needs to be addressed, the proposed services, and the population group(s) to be served. 

Please place the following at the top of the abstract: 

  • Project Title
  • Applicant Name
  • Address
  • Contact Phone Numbers (Voice, Fax)
  • E-Mail Address
  • Web Site Address, if applicable

 The project abstract must be single-spaced and limited to one page in length.

Objectives And Need For Assistance

Clearly identify the physical, economic, social, financial, institutional, and/or other problem(s) requiring a solution. The need for assistance, including the nature and scope of the problem, must be demonstrated, and the principal and subordinate objectives of the project must be clearly and concisely stated. Supporting documentation, such as letters of support and testimonials from concerned interests other than the applicant, may be included. Any relevant data based on planning studies or needs assessments should be included or referred to in the endnotes/footnotes.  Incorporate demographic data and participant/beneficiary information, as needed. In developing the project description, the applicant may volunteer or be requested to provide information on the total range of projects currently being conducted and supported (or to be initiated), some of which may be outside the scope of the funding opportunity announcement.

Approach

Outline a plan of action that describes the scope and detail of how the proposed work will be accomplished.  Account for all functions or activities identified in the application.  Cite factors that might accelerate or decelerate the work and state your reason for taking the proposed approach rather than other approaches. Describe any unusual features of the project such as design or technological innovations, reductions in cost or time, or extraordinary social and community involvement.

Provide quantitative monthly or quarterly projections of the outcomes to be achieved for each function or activity in such terms as the number of people to be served and the number of activities accomplished.  Data may be organized and presented as project tasks and subtasks with their corresponding timelines during the project period. For example, each project task could be assigned to a row in the first column of a grid. Then, a unit of time could be assigned to each subsequent column, beginning with the first unit (i.e., week, month, quarter) of the project and ending with the last.  Shading, arrows, or other markings could be used across the applicable grid boxes or cells, representing units of time, to indicate the approximate duration and/or frequency of each task and its start and end dates within the project period.

When accomplishments cannot be quantified by activity or function, list them in chronological order to show the schedule of accomplishments and their target dates.

Provide a list of organizations, cooperating entities, consultants, or other key individuals who will work on the project, along with a short description of the nature of their effort or contribution.

NOTE: In preparing an application for a development grant, tribes must familiarize themselves with all of the requirements of the title IV-E program and consider carefully how the development grant funds can be used to address areas in which the tribe needs to build its capacity in order to submit an approvable title IV-E plan within 24 months and begin to operate successfully a title IV-E foster care, adoption assistance, and at tribal option, guardianship assistance program. The following Children's Bureau (CB) policy issuances may be useful to applicants in this regard: Information Memorandum (IM) ACYF-CB-IM-08-03 and Program Instructions ACYF-CB-PI-08-05 and ACYF-CB-PI-10-11 found at  http://www.acf.hhs.gov/programs/cb/laws_policies/index.htm#policy.

Applicants must assess their current child welfare service programs and describe in their applications the types of child welfare services provided, the number of children and families being served, and how operating a title IV-E program would change or expand those services. For example, will the applicant need to expand the types of services it currently offers in order to meet title IV-E requirements? Using available information, what information can the applicant provide about the number and proportion of children in foster care who would be likely to be served under a title IV-E program? Applicants must also describe their current geographic service area, the service area in which the proposed title IV-E program would operate, and the year in which the applicant expects to submit a title IV-E plan. 

Some applicants will have previous experience with the title IV-E program through participation in a State-tribe IV-E agreement. Applicants must describe current provisions of any such agreements, the roles of the State and tribe under such agreements, how those roles are anticipated to change if the tribe begins operation of its own title IV-E program, and how the experience of participating in that agreement has informed its planned use of the development grant.

In preparing development grant proposals, applicants must consider current capacity in key areas of agency infrastructure or inter-agency coordination needed to operate a title IV-E program and whether changes or improvements will be needed before an approvable title IV-E plan can be submitted. In their proposals, applicants must make clear whether and how development grant funds will be used to address areas, such as:

  • Data collection systems;
  • Cost allocation methodology development;
  • Financial controls and financial management processes;
  • Case planning and case review systems;
  • Foster care licensing and standards for tribal foster homes and child care facilities;
  • Quality assurance systems;
  • Courts;
  • Training of child welfare staff, prospective foster and adoptive parents, and other stakeholders (e.g., attorneys, Court-Appointed Special Advocates (CASA's), and court staff); and
  • Coordination with other related tribal or State agencies (e.g., child support enforcement, schools, Medicaid, family assistance).

In considering approaches to data collection, applicants are encouraged to review IM ACYF-CB-IM-09-02, which addresses automation requirements and options for tribes operating a title IV-E program pursuant to section 479B of the Act; and PI ACYF-CB-PI-09-11, which provides guidance on Advance Planning Document regulations that govern the types of information technology and services that are eligible for Federal financial participation under title IV-E, as well as procedures which need to be followed in order to receive such funding. (See http://www.acf.hhs.gov/programs/cb/laws_policies/index.htm#policy.)

Applicants are free to identify additional areas they wish to address through the development grant on the condition that they provide a justification for how such use of grant funds would contribute to the applicant's ability to develop and submit an approvable title IV-E plan.  Overall, applicants' proposals must demonstrate that they have assessed their own current child welfare program and capacities; have a clear understanding of the title IV-E program and the steps that will need to be taken to prepare to operate directly a title IV-E program; have a well-thought-out plan for using development grant funds to address identified areas needing to be strengthened; and that successful completion of the activities proposed to be completed under the grant will lead to the applicant's being able to submit an approvable title IV-E plan within 24 months of grant receipt.

Applicants are required to submit timelines that must cover each area in which the applicants proposed to use grant funds, they must support the description of a clear plan to meet the project's goals, they must include all major tasks associated with the project and they must include all major milestones and target dates. They must be comprehensive and reasonable within the context of a 24-month project.

Geographic Location

Describe the precise location of the project and boundaries of the area to be served by the proposed project. Maps or other graphic aids may be attached.

Organizational Capacity

  • Organizational charts
  • Contact persons and telephone numbers
  • Documentation of experience in the program area
  • Any other pertinent information the applicant deems relevant.

Provide a biographical sketch or resume for each key person appointed. Resumes should be no more than two pages in length. Job descriptions for each vacant key position should be included as well. As new key staff are appointed, biographical sketches or resumes will also be required.

Dissemination Plan

Provide a plan for distributing reports and other project outputs to colleagues and to the public.  Applicants must provide a description of the method, volume, and timing of distribution.

Third-Party Agreements

Provide written and signed agreements between grantees and subgrantees, or subcontractors, or other cooperating entities. These agreements must detail the scope of work to be performed, work schedules, remuneration, and other terms and conditions that structure or define the relationship.
 

The Project Budget and Budget Justification

All applicants are required to submit a project budget and budget justification with their application. The project budget is input on the Budget Information Standard Form, either SF-424A or SF-424C. The budget justification is a line-item detail that includes detailed calculations for "object class categories" identified on the Budget Information Standard Form. Calculations must include estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated. If matching or cost sharing is a requirement, applicants must include a detailed listing of any funding sources identified in Block 18 of the SF-424 (Application for Federal Assistance).

Project budget Standard Forms and the budget justification will not count toward page limitations; however, the justification should be no more than 10 single-spaced pages with fonts of no less than 12-points.

Special Note: The Consolidated Appropriations Act, 2012 (Pub.L. 112-74), enacted December 23, 2011, limits the salary amount that may be awarded and charged to ACF grants and cooperative agreements. 
Award funds issued under this announcement may not be used to pay the salary, or any percentage of salary, to an individual at a rate in excess of Executive Level II. The Executive Level II salary of the Federal Executive Pay scale is $179,700 (http://www.opm.gov/oca/12tables/html/ex.asp). This amount reflects an individual’s base salary exclusive of fringe and any income that an individual may be permitted to earn outside of the duties to the applicant organization.  This salary limitation also applies to subawards/subcontracts under a ACF grant or cooperative agreement.

Provide a narrative budget justification for the proposed project that is being fully funded (the budget period and project period are the same). The narrative budget justification should describe how the categorical costs are derived. Discuss the necessity, reasonableness, and allocation of the proposed costs.

NOTE: Applicants must submit a line-item budget (not to exceed a total of $300,000) and a budget justification explaining how grant funds would be spent over a period of up to 24 months from issuance. The budget justification must be in a narrative form. Applicants must budget for travel for a minimum of three staff, but not more than five, to attend two grantees meetings over the course of the budget period.  These 2-day meetings may be held in Washington, DC. Grantees are leaders and expected to participate in peer-to-peer sharing of implementation activities.

General

Use the following guidelines for preparing the budget and budget justification.  Both Federal and non-Federal resources (when required) shall be detailed and justified in the budget and budget narrative justification.   "Federal resources" refers only to the ACF grant funds for which you are applying.  "Non-Federal resources" are all other non-ACF Federal and non-Federal resources.  It is suggested that budget amounts and computations be presented in a columnar format:  first column, object class categories; second column, Federal budget; next column(s), non-Federal budget(s); and last column, total budget.  The budget justification should be in a narrative form.

Personnel

Description:  Costs of employee salaries and wages.

Justification:  Identify the project director or principal investigator, if known at the time of application.   For each staff person, provide:  the title; time commitment to the project in months; time commitment to the project as a percentage or full-time equivalent; annual salary; grant salary; wage rates; etc.  Do not include the costs of consultants, personnel costs of delegate agencies, or of specific project(s) and/or businesses to be financed by the applicant.

Fringe Benefits

Description: Costs of employee fringe benefits unless treated as part of an approved indirect cost rate.

Justification: Provide a breakdown of the amounts and percentages that comprise fringe benefit costs such as health insurance, Federal Insurance Contributions Act (FICA) taxes, retirement insurance, taxes, etc.

Travel

Description: Costs of project-related travel by employees of the applicant organization.  (This item does not include costs of consultant travel). 

Justification:  For each trip show:  the total number of traveler(s); travel destination; duration of trip; per diem; mileage allowances, if privately owned vehicles will be used to travel out of town; and other transportation costs and subsistence allowances.  If appropriate for this project, travel costs for key staff to attend ACF-sponsored workshops should be detailed in the budget.

Equipment

Description:  "Equipment" means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost that equals or exceeds the lesser of:  (a) the capitalization level established by the organization for the financial statement purposes, or (b) $5,000. (Note: Acquisition cost means the net invoice unit price of an item of equipment, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in-transit insurance, freight, and installation, shall be included in, or excluded from, acquisition cost in accordance with the organization's regular written accounting practices.)

Justification: For each type of equipment requested provide: a description of the equipment; the cost per unit; the number of units; the total cost; and a plan for use on the project; as well as use and/or disposal of the equipment after the project ends. An applicant organization that uses its own definition for equipment should provide a copy of its policy, or section of its policy, that includes the equipment definition.

Supplies

Description:  Costs of all tangible personal property other than that included under the Equipment category.

Justification:  Specify general categories of supplies and their costs.  Show computations and provide other information that supports the amount requested.

Contractual

Description:  Costs of all contracts for services and goods except for those that belong under other categories such as equipment, supplies, construction, etc. Include third-party evaluation contracts, if applicable, and contracts with secondary recipient organizations, including delegate agencies and specific project(s) and/or businesses to be financed by the applicant.

Justification:  Demonstrate that all procurement transactions will be conducted in a manner to provide, to the maximum extent practical, open and free competition. Recipients and subrecipients, other than States that are required to use 45 C.F.R. Part 92 procedures, must justify any anticipated procurement action that is expected to be awarded without competition and exceeds the simplified acquisition threshold fixed at 41 U.S.C. § 403(11), currently set at $100,000.  Recipients may be required to make pre-award review and procurement documents, such as requests for proposals or invitations for bids, independent cost estimates, etc. available to ACF.

Note: Whenever the applicant intends to delegate part of the project to another agency, the applicant must provide a detailed budget and budget narrative for each delegate agency, by agency title, along with the same supporting information referred to in these instructions.

Other

Description:  Enter the total of all other costs.  Such costs, where applicable and appropriate, may include but are not limited to:  local travel; insurance; food; medical and dental costs (noncontractual); professional services costs; space and equipment rentals; printing and publication; computer use; training costs, such as tuition and stipends; staff development costs; and administrative costs.

Justification:  Provide computations, a narrative description and a justification for each cost under this category.

Indirect Charges

Description:  Total amount of indirect costs.  This category should be used only when the applicant currently has an indirect cost rate approved by the Department of Health and Human Services (HHS) or another cognizant Federal agency.

Justification:  An applicant that will charge indirect costs to the grant must enclose a copy of the current rate agreement.  If the applicant organization is in the process of initially developing or renegotiating a rate, upon notification that an award will be made, it should immediately develop a tentative indirect cost rate proposal based on its most recently completed fiscal year, in accordance with the cognizant agency's guidelines for establishing indirect cost rates, and submit it to the cognizant agency.  Applicants awaiting approval of their indirect cost proposals may also request indirect costs.  When an indirect cost rate is requested, those costs included in the indirect cost pool should not be charged as direct costs to the grant.  Also, if the applicant is requesting a rate that is less than what is allowed under the program, the authorized representative of the applicant organization must submit a signed acknowledgement that the applicant is accepting a lower rate than allowed.

Paperwork Reduction Disclaimer

As required by the Paperwork Reduction Act, 44 U.S.C. §§ 3501-3520, the public reporting burden for the Project Description is estimated to average 40 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection information. The Project Description information collection is approved under OMB control number 0970-0139, which expires 11/30/2012. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number.

IV.2. Content and Form of Application Submission

Application Submission Options

Electronic Submission via www.Grants.gov

  • Electronic applications must be submitted to www.Grants.gov by 11:59 p.m., ET, on the due date.
  • A DUNS Number and current registration at the Central Contractor Registry (CCR) are required.  DUNS and CCR registration are part of the www.Grants.gov registration process.  See “Get Registered” at http://grants.gov/applicants/get_registered.jsp.
  • ACF will not accept applications via facsimile or email.
  • The electronic application can be downloaded from www.Grants.gov.
  • It is to an applicant's advantage to submit their applications at least 24 hours in advance of the application due date and time in order to correct any failures found during the application validation check.
  • Electronic submission at www.Grants.gov is two-step process:
    • Submission by the due date and time; and
    • Application validation check.
  • Electronically submitted applications will not pass the validation check at Grants.gov if the AOR does not have a current CCR registration and electronic signature credentials. 
  • Read and observe all application submission requirements provided at http://www.grants.gov/applicants/apply_for_grants.jsp
  • Observe the formatting requirements and page limitations provided in the Section IV.2. Formatting ACF Applications section for electronic applications.
  • Carefully read and observe electronic file naming conventions provided in the application submission instructions at http://www.grants.gov/applicants/apply_for_grants.jsp.
  • Use only file formats supported by ACF.  See Section IV.2. Formatting ACF Applications.
  • Additional guidance on the submission of electronic applications can be found at http://www.grants.gov/assets/Organization_Steps_Complete_Registration.pdf
  • If applicants encounter any technical difficulties in using www.Grants.gov, contact the Grants.gov Contact Center at:1-800-518-4726, or by email at support@grants.gov, to report the problem and obtain assistance. Hours of Operation: 24 hours a day, 7 days a week. The Grants.gov Contact Center is closed on Federal holidays.
  • Applicants should retain Grants.gov Contact Center service ticket number(s) as they may be needed for future reference.
  • Applicants that submit their applications electronically should retain a hard copy of their application package.
  • Contact with the Grants.gov Contact Center prior to the listed due date and time does not ensure acceptance of your application.  If difficulties are encountered, the Grants Management Officer listed in Section VII. Agency Contacts will determine whether the submission issues are due to Grants.gov system errors or user error.

Application Validation at www.Grants.gov 

After an applicant submits an application, Grants.gov generates a submission receipt via email and also sets the application status to "Received." This receipt verifies the application has been successfully delivered to the Grants.gov system.

Next, Grants.gov verifies the submission is valid by ensuring it does not contain viruses, the funding opportunity announcement is still open, and that the applicant login and applicant DUNS number match. If the submission is valid, Grants.gov generates a submission validation receipt via email and sets the application status to "Validated."

If the application is not validated, the application status is set to "Rejected." The system sends a rejection email notification to the applicant and the applicant must re-submit the application package. See "What to Expect After Submitting" at www.Grants.gov for more information.

Each time an application is submitted, or re-submitted, via www.Grants.gov, the application will receive a new date and time stamp. Only those applications with on-time date and time stamps, which result in a validated application, and is transmitted to ACF, will be acknowledged.

Applicants will be provided with an acknowledgement from www.Grants.gov that the submitted application package has passed, or failed, a series of checks and validations. Applications that are submitted on time  that fail the validation check will not be transmitted to ACF and will not be acknowledged.

Request an Exemption from Required Electronic Application Submission

ACF recognizes that some applicants may have limited or no Internet access, and/or limited computer capacity, which may prohibit them from uploading large files to the Internet at www.Grants.gov. To accommodate such applicants, ACF offers an exemption from required electronic submission. The exemption will allow applicants to submit hard copy, paper applications by hand-delivery, applicant courier, overnight/express mail couriers, or by other representatives of the applicant. 

To receive an exemption from required electronic application submission, applicants must submit a written request to ACF stating that the applicant qualifies for the exemption for one of two reasons:

  • Lack of Internet access or Internet connection, or
  • Limited computer capacity that prevents the uploading of large documents (files) to the Internet at www.Grants.gov.  

Applicants may request and receive the exemption from required electronic application submission by either:

  • Submitting an email request to electronicappexemption@acf.hhs.gov, or
  • Sending a written request to the Office of Grants Management Contact listed in Section VII. Agency Contacts in this announcement.

An exemption is applicable to all applications submitted by the applicant organization during the Federal Fiscal Year (FFY) in which it is received. Applicants need only request an exemption once in a FFY. Applicants will need to request a new exemption from required electronic submission for any succeeding FFY.

Please Note: electronicappexemption@acf.hhs.gov may be used only to request an exemption from required application submission. All other inquiries must be directed to the appropriate Agency Contact listed in Section VII. of this announcement. Queries submitted to this email address that make requests for any reason other than a request for an exemption will not be acknowledged or answered.

Exemption requests by email to electronicappexemption@acf.hhs.gov and by postal mail must include:

  • Funding Opportunity Announcement Title,
  • Funding Opportunity Number (FON),
  • The listed Catalog of Federal Domestic Assistance (CFDA) number,
  • Name of Applicant Organization and DUNS Number,
  • AOR name and contact information,
  • Name and contact information of person to be contacted on matters involving the application, and
  • The reason for which the applicant is requesting an exemption from electronic application submission. The reason must be either the lack of Internet access or connection, or lack of computer capacity that prevents uploading large documents (files) to the Internet. 

Exemption requests must be received by ACF no later than two weeks before the application due date, that is, 14 calendar days prior to the application due date listed in the Overview and in Section IV.3. Submission Dates and Times. If the fourteenth calendar day falls on a weekend or Federal holiday, the due date for receipt of an exemption request will move to the next Federal business day that follows the weekend or Federal holiday.

Applicants may refer to Section VIII. Other Information for a checklist of application requirements that may be used in developing and organizing application materials.  Details concerning acknowledgment of received applications are available in Section IV.3. Submission Dates and Times of this announcement.

Paper Format Application Submission

An exemption is now required for the submission of paper applications. See "Request an Exemption from Required Electronic Application Submission."

Applicants with exemptions that submit their applications in paper format, by mail or delivery, must submit one original and two copies of the complete application with all attachments. The original and each of the two copies must include all required forms, certifications, assurances, and appendices, be signed by the AOR, and be unbound.  The original copy of the application must have original signature(s). See Section IV.6 of this announcement for address information for paper format application submissions.

Applications submitted in paper format must show a DUNS Number. A DUNS Number is a nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business entities.  A DUNS number may be acquired at no cost online at http://www.dnb.com.  To acquire a DUNS number by phone, contact the D&B Government Customer Response Center: U.S. and U.S Virgin Islands: 1-866-705-5711; Alaska and Puerto Rico: 1-800-234-3867 (Select Option 2, then Option 1).  Monday through Friday 7 a.m. to 8 p.m., CST.

As of October 1, 2010, all applicants for Federal grants and cooperative agreements, including those that apply in paper format, are required to have Central Contractor Registration (CCR).  CCR registration is also required for organizations that will receive subawards under Federal grants and cooperative agreements.  CCR registration may be made online at www.ccr.gov or by phone at 1-866-606-8220.

CCR registration must be updated annually from the date of the initial registration. CCR registration is required to be active throughout the period of award.  Lack of CCR registration will prevent ACF from making an award to a recommended applicant.

There is the possibility of heavy traffic at the CCR website on application due dates. Applicants are strongly encouraged to register at the CCR well in advance of the application due date. CCR registration must be active and maintained with current information at all times during which an organization has an active award or an application under consideration.


Applicants may refer to Section VIII. Other Information for a checklist of application requirements that may be used in developing and organizing application materials.  Details concerning acknowledgment of received applications are available in Section IV.3. Submission Dates and Times in this announcement.

IV.3. Submission Dates and Times

IV.3. Submission Dates and Times

Due Date for Applications: 07/10/2012

Explanation of Due Dates

The due date for receipt of applications is listed in the Overview section and in this section.  See Section III.3. Application Disqualification Factors.

Electronic Applications

The deadline for submission of electronic applications via www.Grants.gov is 11:59 p.m., ET, on the due date. Electronic applications submitted at 12:00 a.m., ET, on the day after the due date will be considered late and will be disqualified from competitive review and from funding under this announcement.

Applicants are required to submit their applications electronically via www.Grants.gov unless they received an exemption through the process described in Section IV.2. Request an Exemption from Required Electronic Application Submission. 

ACF does not accommodate transmission of applications by email or facsimile.

Instructions for electronic submission via www.Grants.gov are available at http://www.grants.gov/applicants/apply_for_grants.jsp.

Please note:

Applications submitted to www.Grants.gov at any time during the open application period, and prior to the due date and time that fail the Grants.gov validation check will not be received at ACF. These applications will not be acknowledged. Applications that fail the Grants.gov validation check will not be transmitted to ACF though they may have been submitted on time.

Each time an application is submitted via www.Grants.gov, the application will receive a new date and time-stamp. Only those applications with date and time-stamps that result in a validated application, which is transmitted to ACF, will be acknowledged. 

Mailed Paper Format Applications

The deadline for mailed paper applications is 4:30 p.m., ET, on the due date. Mailed paper applications received after the due date and deadline time will be considered late and will be disqualified from competitive review and from funding under this announcement.

Paper format application submissions will be disqualified if the applicant organization has not received an exemption through the process described in Section IV.2. Request an Exemption from Required Electronic Application Submission.

Hand-Delivered Paper Format Applications

Applications that are hand-delivered by applicants, applicant couriers, by overnight/express mail couriers, or other representatives of the applicant must be received on, or before, the due date listed in the Overview and in this section. These applications must be delivered between the hours of 8:00 a.m. and 4:30 p.m., ET, Monday through Friday (excluding Federal holidays). Applications should be delivered to the address provided in Section IV.6.Other Submission Requirements.

Hand-delivered paper applications received after the due date and deadline time will be considered late and will be disqualified from competitive review and from funding under this announcement.

Hand-delivered paper format application submissions will be disqualified if the applicant organization has not received an exemption through the process described in Section IV.2. Request an Exemption from Required Electronic Application Submission.

No appeals will be considered for applications classified as late under the following circumstances: 

  • Applications submitted electronically via www.Grants.gov are considered late when they are dated and time-stamped after the deadline of 11:59 p.m., ET, on the due date.
  • Paper format applications received by mail or hand-delivery after 4:30 p.m., ET, on the due date will be classified as late and will be disqualified.
  • Paper format applications received from applicant organizations that were not approved for an exemption from required electronic application submission under the process described in Section IV.2. Request an Exemption from Required Electronic Submission will be disqualified.

Extensions and/or Waiving Due Date and Receipt Time Requirements

ACF may extend an application due date and receipt time when circumstances make it impossible for applicants to submit their applications on time. These events include natural disasters (floods, hurricanes, tornados, etc.), or when there are widespread disruptions of electrical service, or mail service, or in other rare cases. The determination to extend or waive due date and/or receipt time requirements rests with the Grants Management Officer listed as the Office of Grants Management Contact in Section VII. Agency Contacts.


Acknowledgement from
www.Grants.gov of an electronic application's submission:

Applicants will receive an initial email upon submission of their application to www.Grants.gov. This email will provide a Grants.gov Tracking Number. Applicants should refer to this tracking number in all communication with Grants.gov. The email will also provide a date and time stamp, which serves as the official record of the application's submission. The date and time-stamp must reflect a submission time on, or before, 11:59 p.m., ET, on the application due date. Receipt of this email does not indicate that the application is accepted or that is has passed the validation check.

Each time an application is submitted, or resubmitted, via www.Grants.gov, the application will receive a new date and time-stamp. Only those applications with on-time date and time-stamps that result in a validated application, which is transmitted to ACF, will be acknowledged.

Applicants will be provided with an acknowledgement from www.Grants.gov that the submitted application package has passed, or failed, a series of checks and validations. Applications that are submitted on time that fail the validation check will not be transmitted to ACF and will not be acknowledged.

See "What to Expect After Submitting" at www.Grants.gov for more information.

Acknowledgement from ACF of an electronic application's submission:

Applicants will be sent additional email(s) from ACF acknowledging that the application has been retrieved from www.Grants.gov by ACF. Receipt of these emails is not an indication that the application is accepted for competition.

Acknowledgement from ACF of a paper format (hard copy) application's submission:

ACF will not provide acknowledgement of receipt of hard copy application packages submitted via mail or courier services.

IV.4. Intergovernmental Review of Federal Programs (SPOC)

IV.4. Intergovernmental Review of Federal Programs

This program is not subject to Executive Order (E.O.) 12372, "Intergovernmental Review of Federal Programs," or 45 CFR Part 100, "Intergovernmental Review of Department of Health and Human Services Programs and Activities." No action is required of applicants under this announcement with regard to E.O. 12372.
IV.5. Funding Restrictions

IV.5. Funding Restrictions

Costs of organized fund raising, including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions, are considered unallowable costs under grants or cooperative agreements awarded under this funding opportunity announcement.

Grant awards will not allow reimbursement of pre-award costs.
Construction is not an allowable activity or expenditure under this grant award.
Purchase of real property is not an allowable activity or expenditure under this grant award.
IV.6. Other Submission Requirements

IV.6. Other Submission Requirements

Submit paper applications to one of the following addresses. See Section IV.2. Request an Exemption from Required Electronic Application Submission.

Submission By Mail

CB Operations Center
c/o Lux Consulting Group
8405 Colesville Road, Suite 600
Silver Spring, MD 20910

Hand Delivery

CB Operations Center
c/o Lux Consulting Group
8405 Colesville Road, Suite 600
Silver Spring, MD 20910

Electronic Submission

See Section IV.2 for application requirements and for guidance when submitting applications electronically via http://www.Grants.gov.

For all submissions, see Section IV.3 for information on due dates and times.

V. Application Review Information

V.1. Criteria

Applications competing for financial assistance will be reviewed and evaluated using the criteria described in this section. The corresponding point values indicate the relative importance placed on each review criterion. Points will be allocated based on the extent to which the application proposal addresses each of the criteria listed. Applicants should address these criteria in their application materials, particularly in the project description and budget justification, as they are the basis upon which competing applications will be judged during the objective review. The required elements of the project description and budget justification may be found in Section IV.2 of this announcement.
 
Objectives and Need for Assistance Maximum Points: 20

In reviewing the objectives and need for assistance, reviewers will consider the extent to which:

  1. The application clearly demonstrates an understanding of the requirements of the title IV-E program and this funding opportunity announcement, and makes clear how the proposed project will enable the applicant to meet those requirements.
  2. The application provides a brief description of the child welfare services program currently operated by the tribe, including the types of services provided (e.g., child protective services, in-home services, foster care services, adoption services, etc.), and scope of the existing program.
  3. The application presents a clear vision of the how the title IV-E program will benefit children and families involved in the tribe's child welfare program and provides estimates of the number of children likely to benefit from title IV-E foster care, adoption assistance, and/or guardianship assistance payments.
  4. The application includes a clear statement of the goals (end results of an effective project) and objectives (measurable steps for reaching these goals) for the proposed title IV-E plan development grant. These goals and objectives will effectively lead to the development or refinement of systems, policies and procedures that must be in place in order for the tribe to submit an approvable title IV-E plan.
  5. The application clearly demonstrates that the applicant has a thorough understanding of the areas it must address (e.g., data collection systems, case review systems, etc.) in order to be prepared to submit a title IV-E plan and implement a title IV-E program. The applicant addresses its current capacity in each of these areas and makes clear why it proposes to use grant funds to address these areas.
  6. The application provides evidence that the proposed project, if successfully implemented, would likely lead to the submission of an approvable title IV-E plan and contribute to the knowledge base on building tribal capacity to implement a title IV-E program. The applicant provides the date by which the Tribe expects to submit a title IV-E plan to the Administration for Children and Families (ACF).
  7. The population or geographic service area or areas in which the tribe proposes to operate the title IV-E program is identified and adequately described, including, if applicable, the State boundaries in which the service areas are contained or overlap.
Approach Maximum Points: 50

In reviewing the approach, reviewers will consider the extent to which:

  1. The application clearly identifies and describes the areas (such as case planning and review systems, data collection systems, cost allocation methodologies, quality assurance systems, courts, etc.) it intends to address through the grant.
  2. For each area the applicant proposes to use grant funds, the application describes a clear plan to meet the applicant's goals, including major tasks to be achieved and proposed timelines for completing these tasks.
  3. The timeline for implementing the proposed project, including major milestones and target dates, is comprehensive and reasonable. The proposed project would lead to the applicant being able to develop and submit an approvable IV-E plan within 2 years of grant award.
  4. The application addresses any existing title IV-E agreements with States or agreements the tribe is in the process of negotiating with a State. If applicable, the proposal provides a brief description of what is covered by those title IV-E agreements and which services and title IV-E procedures are currently performed by the State and which by the tribe. The applicant indicates whether these agreements are intended to remain in effect while a tribe operates its own title IV-E plan directly, or whether such agreements will be renegotiated (modified), or terminated.
  5. The application describes the roles and responsibilities of any collaborating agencies in carrying out activities under the grant, and includes letters of commitment.
  6. The application demonstrates that the applicant has a thorough understanding of the challenges in carrying out proposed grant activities and in developing an approvable title IV-E plan within 2 years. The applicant provides a sound plan for overcoming these challenges.
  7. The proposed project is likely to lead to the successful development of an approvable title IV-E plan and would enhance the capacity of the applicant to provide child welfare services to the target population.
  8. The specific activities to be conducted under the proposed project are appropriate and are described in detail.
Organizational Profiles Maximum Points: 20

In reviewing the organizational profiles, reviewers will consider the extent to which:

  1. The applicant organization and its staff have sufficient experience to successfully complete the proposed project. The applicant's history and relationship with the targeted community would assist in the effective implementation of the proposed project. The applicant has experience in developing collaborative working agreements with other relevant agencies. The applicant organization's capabilities and experience relative to this project, including experience with administration, development, implementation, management, and evaluation of similar projects, would enable them to implement the proposed project effectively.
  2. If the applicant represents a consortium of partner agencies, their background and experience would support the planning and implementation of the proposed project. There are letters of commitment from each partner authorizing the applicant to apply on behalf of the consortium and agreeing to participate if the proposal is funded.
  3. The proposed project director and key project staff possess sufficient relevant knowledge, experience, and capabilities to implement and manage a project of this size, scope, and complexity effectively. The role, responsibilities, and time commitments of each proposed project staff position, including consultants, subcontractors, and/or partners, are clearly defined and appropriate to the successful implementation of the proposed project.
  4. There is a sound management plan for achieving the objectives of the proposed project on time and within budget, including clearly defined responsibilities, timelines, and milestones for accomplishing project tasks and ensuring quality. The plan clearly defines the role and responsibilities of the lead agency. The plan clearly describes the effective management and coordination of activities carried out by any partners, subcontractors, and consultants (if appropriate). There would be a mutually beneficial relationship between the proposed project and other work planned, anticipated, or underway with Federal assistance by the applicant.
Budget and Budget Justification Maximum Points: 10

In reviewing the budget and budget justification, reviewers will consider the extent to which:

  1. The applicant provides a line-item budget (not to exceed a total of $300,000). There is a budget justification (in narrative form) explaining how grant funds would be spent over a period of up to 24 months from issuance.
  2. The costs of the proposed project are reasonable and programmatically justified, in view of the targeted population and community, the activities to be conducted, and the expected results and benefits.
  3. The applicant's fiscal controls and accounting procedures would ensure prudent use, proper and timely disbursement, and accurate accounting of funds received under this program announcement. 
V.2. & V.3. Review and Selection Process
V.2. Review and Selection Process

No grant award will be made under this announcement on the basis of an incomplete application.  No grant award will be made to an applicant that does not have an active CCR registration (www.ccr.gov or 1-866-606-8220).
 
Initial ACF Screening

Each application will be screened to determine whether it meets one of the following disqualification criteria as described in Section III.3. Application Disqualification Factors

  • Applications that are designated as late according to Section IV.3. Submission Dates and Times,
  • Applications that are submitted in paper format without prior approval of an exemption from required electronic submission (Section IV.2. Request an Exemption from Required Electronic Application Submission), or
  • Applications with requests that exceed the award ceiling stated in Section II. Award Information

For those applications that have been disqualified under the initial ACF screening, notice will be provided by postal mail or by email. See Section IV.3. Explanation of Due Dates for information on Grants.gov's and ACF's acknowledgment of received applications.

Objective Review and Results

Applications competing for financial assistance will be reviewed and evaluated by objective review panels using the criteria described in Section V.1. Criteria of this announcement. Each panel is composed of experts with knowledge and experience in the area under review. Generally, review panels include three reviewers and one chairperson.

Results of the competitive objective review are taken into consideration by ACF in the selection of projects for funding; however, objective review scores and rankings are not binding. They are one element in the decision-making process.

ACF may elect not to fund applicants with management or financial problems that would indicate an inability to successfully complete the proposed project. Applications may be funded in whole or in part. Successful applicants may be funded at an amount lower than that requested.  ACF reserves the right to consider preferences to fund organizations serving emerging, unserved, or under-served populations, including those populations located in pockets of poverty. ACF will also consider the geographic distribution of Federal funds in its award decisions.

Please refer to Section IV.2. of this announcement for information on non-Federal reviewers in the review process.

Approved but Unfunded Applications

Applications recommended for approval that were not funded under the competition because of the lack of available funds may be held over by ACF and reconsidered in a subsequent review cycle if a future competition under the program area is planned.  These applications will be held over for a period of up to one year and will be recompeted for funding with all other competing applications in the next available review cycle.  For those applications that have been deemed as approved but unfunded, notice will be given of such determination by postal mail.

 
V.3. Anticipated Announcement and Award Dates
Announcement of awards and the disposition of applications will be provided to applicants at a later date.
VI. Award Administration Information
VI.1. Award Notices

Successful applicants will be notified through the issuance of a Notice of Award (NoA) that sets forth the amount of funds granted, the terms and conditions of the grant, the effective date of the grant, the budget period for which initial support will be given, the non-Federal share to be provided (if applicable), and the total project period for which support is contemplated. The NoA will be signed by the Grants Officer and transmitted via postal mail or email. Following the finalization of funding decisions, organizations whose applications will not be funded will be notified by letter signed by the cognizant Program Office head. Any other correspondence that announces to a Principal Investigator, or a Project Director, that an application was selected is not an authorization to begin performance. 

Project costs that are incurred prior to the receipt of the NoA are at the recipient's risk and may be reimbursed only to the extent that they are considered allowable as approved pre-award costs. Information on allowable pre-award costs and the time period under which they may be incurred is available in Section IV.5. Funding Restrictions.

 
VI.2. Administrative and National Policy Requirements

Awards issued under this announcement are subject to the uniform administrative requirements and cost principles of 45 C.F.R. Part 74 (Awards And Subawards To Institutions Of Higher Education, Hospitals, Other Nonprofit Organizations, And Commercial Organizations) or 45 C.F.R. Part 92 (Grants And Cooperative Agreements To State, Local, And Tribal Governments).  The Code of Federal Regulations (C.F.R.) is available at http://www.gpo.gov.

An application funded with the release of Federal funds through a grant award does not constitute, or imply, compliance with Federal regulations.  Funded organizations are responsible for ensuring that their activities comply with all applicable Federal regulations.

Prohibition Against Profit

Grantees are subject to the limitations set forth in 45 C.F.R. Part 74, Subpart E-Special Provisions for Awards to Commercial Organizations (45 C.F.R.  Part 74.81_Prohibition against profit), which states that, "... no HHS funds may be paid as profit to any recipient even if the recipient is a commercial organization.  Profit is any amount in excess of allowable direct and indirect costs." 

Equal Treatment for Faith-Based Organizations

Grantees are also subject to the requirements of 45 C.F.R. Part 87.1(c), Equal Treatment for Faith-Based Organizations, which says, "Organizations that receive direct financial assistance from the [Health and Human Services] Department under any Department program may not engage in inherently religious activities such as religious instruction, worship, or proselytization as part of the programs or services funded with direct financial assistance from the Department."  Therefore, organizations must take steps to completely separate the presentation of any program with religious content from the presentation of the Federally funded program by time or location in such a way that it is clear that the two programs are separate and distinct. If separating the two programs by time but presenting them in the same location, one program must completely end before the other program begins.

A faith-based organization receiving HHS funds retains its independence from Federal, State, and local governments, and may continue to carry out its mission, including the definition, practice, and expression of its religious beliefs. For example, a faith-based organization may use space in its facilities to provide secular programs or services funded with Federal funds without removing religious art, icons, scriptures, or other religious symbols. In addition, a faith-based organization that receives Federal funds retains its authority over its internal governance, and it may retain religious terms in its organization's name, select its board members on a religious basis, and include religious references in its organization's mission statements and other governing documents in accordance with all program requirements, statutes, and other applicable requirements governing the conduct of HHS funded activities. 

Regulations pertaining to the Equal Treatment for Faith-Based Organizations, which includes the prohibition against Federal funding of inherently religious activities, Understanding the Regulations Related to the Faith-Based and Neighborhood Partnerships Initiative" are available at http://www.hhs.gov/partnerships/about/regulations/. Additional information, resources, and tools for faith-based organizations is available through The Center for Faith-based and Neighborhood Partnerships website at http://www.hhs.gov/partnerships/index.html and at the Administration for Children & Families: Toolkit for Faith-based and Community Organizations.

Award Term and Condition under the Trafficking Victims Protection Act of 2000

Awards issued under this announcement are subject to the requirements of Section 106 (g) of the Trafficking Victims Protection Act of 2000, as amended (22 U.S.C. § 7104).  For the full text of the award term, go to http://www.acf.hhs.gov/grants/award_term.html.  If you are unable to access this link, please contact the Grants Management Contact identified in Section VII. Agency Contacts of this announcement to obtain a copy of the term.

Requirements for Drug-Free Workplace

The Drug-Free Workplace Act of 1988 (41 U.S.C. § 8102 et seq.) requires that all organizations receiving grants from any Federal agency agree to maintain a drug-free workplace. By signing the application, the Authorizing Official agrees that the grantee will provide a drug-free workplace and will comply with the requirement to notify ACF if an employee is convicted of violating a criminal drug statute. Failure to comply with these requirements may be cause for debarment. Government wide requirements for Drug-Free Workplace for Financial Assistance are found in 2 C.F.R. part 182; HHS implementing regulations are set forth in 2 C.F.R. part 382.400. All recipients of ACF grant funds must comply with the requirements in Subpart B - Requirements for Recipients Other Than Individuals, 2 C.F.R. part 382.225. The rule is available at Requirements for Drug-Free Workplace.

Debarment and Suspension

HHS regulations published in 2 CFR part 376 implement the governmentwide debarment and suspension system guidance (2 CFR part 180) for HHS' non-procurement programs and activities. "Non-procurement transactions" include, among other things, grants, cooperative agreements, scholarships, fellowships, and loans. ACF implements the HHS Debarment and Suspension regulations as a term and condition of award. Grantees may decide the method and frequency by which this determination is made and may check the Excluded Parties List System (EPLS) located at https://www.epls.gov/, although checking the EPLS is not required. More information is available at http://www.acf.hhs.gov/grants/grants_resources.html.

Pro-Children Act

The Pro-Children Act of 2001, 20 U.S.C. §§ 7181 through 7184, imposes restrictions on smoking in facilities where federally funded children's services are provided. HHS grants are subject to these requirements only if they meet the Act's specified coverage.  The Act specifies that smoking is prohibited in any indoor facility (owned, leased, or contracted for) used for the routine or regular provision of kindergarten, elementary, or secondary education or library services to children under the age of 18.  In addition, smoking is prohibited in any indoor facility or portion of a facility (owned, leased, or contracted for) used for the routine or regular provision of federally funded health care, day care, or early childhood development, including Head Start services to children under the age of 18.  The statutory prohibition also applies if such facilities are constructed, operated, or maintained with Federal funds.  The statute does not apply to children's services provided in private residences, facilities funded solely by Medicare or Medicaid funds, portions of facilities used for inpatient drug or alcohol treatment, or facilities where WIC coupons are redeemed.  Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $1,000 per violation and/or the imposition of an administrative compliance order on the responsible entity.

HHS Grants Policy Statement

The HHS Grants Policy Statement (HHS GPS) is the Department of Health and Human Services' single policy guide for discretionary grants and cooperative agreements.  ACF grant awards are subject to the requirements of the HHS GPS, which covers basic grants processes, standard terms and conditions, and points of contact, as well as important agency-specific requirements.  Appendices to the HHS GPS include a glossary of terms and a list of standard abbreviations for ease of reference.  The general terms and conditions in the HHS GPS will apply as indicated unless there are statutory, regulatory, or award-specific requirements to the contrary that are specified in the Notice of Award (NoA). The HHS GPS is available at http://www.acf.hhs.gov/grants/grants_related.html

VI.3. Reporting

Grantees under this funding opportunity announcement will be required to submit performance progress and financial reports periodically throughout the project period. The frequency of required reporting is listed later in this section.  Final reports may be submitted in hard copy to the Grants Management Office Contact listed in Section VII. Agency Contacts of this announcement.  Instructions on submission of reports electronically will be provided with award documents.

Performance Progress Reports (PPR)

ACF grantees are required to submit the SF-PPR Cover Page. ACF Program Offices that utilize reporting forms or formats in addition to, or instead of, the SF-PPR have listed the reporting requirements later in this section.

Grant award documents will inform grantees of the appropriate performance progress report form or format to use.  Grantees should consult their award documents to determine the appropriate performance progress report format required under their award.  Performance progress reports are due 30 days after the end of the reporting period.

Final program performance reports are due 90 days after the close of the project period.  The SF-PPR may be found at http://www.acf.hhs.gov/grants/grants_resources.html

Federal Financial Reports (FFR)

As of February 1, 2011, HHS began the transition from use of the SF-269, Financial Status Report (Short Form or Long Form) to the use of the SF-425 Federal Financial Report for expenditure reporting. SF-269s will no longer be accepted for expenditure reports due after that date. If an SF-269 is submitted, the ACF will return it and require the recipient to complete the SF-425.

The transition strategy is allowing individual HHS Operating Divisions to select--from a limited number of options--the approach that best fits their programs and business process. This transition does not affect completion or submission of the cash reporting to the HHS Division of Payment Management's Payment Management System (PMS). The primary features of this transition for recipients are that OPDIVs that previously required electronic submission of the SF-269 will receive the SF-425 expenditure reports electronically and, until further notice, OPDIVs that have been receiving expenditure reports in hard copy will continue to do so.

All expenditure reports will be due on one of the standard due dates by which cash reporting is required to be submitted to PMS or at the end of a calendar quarter as determined by the Operating Division. As a result, a recipient that receives awards from more than one OPDIV may be subject to more than one approach, but will not be required to change its current means of submission or be subjected to more than eight standard due dates.

Beginning with budget periods which end from January 1 - March 31, 2011, and for all budget periods thereafter, all affected ACF grantees will be required to submit an SF-425 report as frequently as is required in the terms and conditions of their award using due dates for reports to PMS.
 

For budget periods ending in the months of:

The FFR (SF-425) is due to ACF on:

January 01 through March 31

April 30

April 01 through June 30

July 30

July 01 through September 30

October 30

October 01 through December 31

January 30


Fillable versions of the SF-425 form in Adobe PDF and MS-Excel formats, along with instructions, are available at http://www.whitehouse.gov/omb/grants_forms, www.forms.gov, and on the ACF Funding Opportunity Website Forms page.

Further instructions will be provided, as necessary, with award terms and conditions that will address specific reporting periods and due dates on an award-by-award basis. Additional information on frequency of reporting is available on the ACF Funding Opportunities website at http://www.acf.hhs.gov/grants/msg_sf425.html.

For planning purposes, reporting periods for awards made under this announcement are as follows:

 
Program Progress Reports: Semi-Annually
Financial Reports: Semi-Annually

Awards issued as a result of this funding opportunity may be subject to the Transparency Act subaward and executive compensation reporting requirements of 2 C.F.R. Part 170.  See ACF's Award Term for Federal Financial Accountability and Transparency Act (FFATA) Subaward and Executive Compensation Reporting Requirement implementing this requirement and additional award applicability information.

SF-428 Tangible Property Report and SF-429 Real Property Status Report


As of April 1, 2012, the Administration for Children and Families will begin requiring the use of the SF-428 (Tangible Personal Property Form) as well as the SF-429 (Real Property Status Report).


The SF-428 is a standard form to be used by awarding agencies to collect information related to tangible personal property (equipment and supplies) when required by a Federal financial assistance award. The form consists of the cover sheet (SF-428) and three attachments to be used as required: Annual Report; Final (Award Closeout) Report and a Disposition Request/Report. A Supplemental Sheet, SF-428S, may be used to provide detailed individual item information.


The SF-429 is a standard report to be used by recipients of Federal financial assistance to report real property status (Attachment A) or to request agency instructions on real property (Attachments B, C) that was/will be provided as Government Furnished Property (GFP) or acquired (i.e., purchased or constructed) in whole or in part under a Federal financial assistance award (i.e., grant, cooperative agreement, etc.). This includes real property that was improved using Federal funds and real property that was donated to a Federal project in the form of a match or cost share donation. This report is to be used for awards that establish a Federal Interest on real property.


Beginning with budget periods ending September 30, 2012 and for all budget periods thereafter, all ACF grantees will be required to submit (as applicable) an SF-428 and SF-429 report as frequently as is required in the terms and conditions of their award.


The forms are available at http://www.whitehouse.gov/omb/grants_forms.

VII. Agency Contacts

Program Office Contact

Eileen West
Children's Bureau
Portals Building
1250 Maryland Ave SW
WASHINGTON, DC 20024
Phone: (202) 205-8438
Fax: (919) 968-8879
Email: eileen.west@acf.hhs.gov
 

Office of Grants Management Contact

Daphne Weeden
Director
Division of Discretionary Grants
CB Operations Center
c/o Lux Consulting Group
8405 Colesville Road, Suite 600
Silver Spring, MD 20910
Phone: (866) 796-1591
Email: cb@luxcg.com
 

Federal Relay Service:

Hearing-impaired and speech-impaired callers may contact the Federal Relay Service for assistance at 1-800-877-8339 (TTY - Text Telephone or ASCII - American Standard Code For Information Interchange).

VIII. Other Information

Reference Websites


U.S. Department of Health and Human Services (HHS) on the Internet http://www.hhs.gov/.

Administration for Children and Families (ACF) on the Internet http://www.acf.hhs.gov/.

Administration for Children and Families - ACF Funding Opportunities homepage  http://www.acf.hhs.gov/grants/.

Catalog of Federal Domestic Assistance (C.F.D.A.) https://www.cfda.gov/.

Code of Federal Regulations (C.F.R.)  http://www.gpo.gov.  

United States Code (U.S.C)  http://www.gpoaccess.gov/uscode/ .

All required Standard Forms, assurances, and certifications are available on the ACF Forms page at http://www.acf.hhs.gov/grants/grants_resources.html.

Grants.gov Forms Repository webpage at http://www.grants.gov/agencies/aforms_repository_information.jsp.

Versions of other Standard Forms (SFs) are available on the Office of Management and Budget (OMB) Grants Management Forms web site at http://www.whitehouse.gov/omb/grants_forms/.

For information regarding accessibility issues, visit the Grants.gov Accessibility Compliance Page at http://www07.grants.gov/aboutgrants/accessibility_compliance.jsp.

Sign up to receive notification of ACF Funding Opportunities at www.Grants.gov http://www.grants.gov/applicants/email_subscription.jsp.

Application Checklist

Applicants may use the checklist below as a guide when preparing your application package.
 
What to Submit Where Found When to Submit

SF-424A - Budget Information - Non-Construction Programs

and

SF-424B - Assurances - Non-Construction Programs

Referenced in Section IV.2. and found at http:// www.acf.hhs.gov /grants/grants_resources.html.

Submission is due by the application due date found in the Overview and in Section IV.3. Submission Dates and Times.

Certification Regarding Lobbying

Referenced in Section IV.2. of the announcement and found at http:// www.acf.hhs.gov /grants/grants_resources.html

Submission is due with the application package. If it is not submitted with the application package, it may also be submitted prior to the award of a grant.

SF-LLL - Disclosure of Lobbying Activities

"Disclosure Form to Report Lobbying" is referenced in Section IV.2. and found at http:// www.acf.hhs.gov /grants/grants_resources.html.

Submission of this form is required if any funds have been paid, or will be paid, to any person for influencing, or attempting to influence, an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this commitment providing for the United States to insure or guarantee a loan.

If submission of this form is applicable, it is due prior at the time of application.  It may also be submitted prior to the award of a grant.

SF-424 - Application for Federal Assistance

and

SF-P/PSL - Project/Performance Site Location(s)

Referenced in Section IV.2. and found at http:// www.acf.hhs.gov/ grants/grants_resources.html and at the Grants.gov Forms Repository at http://www.grants.gov/ agencies/ aforms_repository_information.jsp.

Submission is due by the application due date found in the Overview and in Section IV.3. Submission Dates and Times.

Table of Contents

Referenced in Section IV.2. The Project Description.  This is an element of the Project Description and will usually be counted in page limitations listed in Section IV.2. Formatting Requirements.

Submission is due as part of the Project Description by the application due date found in the Overview and in Section IV.3. Submission Dates and Times.

Project Summary/Abstract

Referenced in Section IV.2. The Project Description of the announcement.  It is an element of the Project Description and will be counted in page limitations that are stated in Section IV.2. Formatting Requirements.

Submission is due by the application due date found in the Overview and in Section IV.3. Submission Dates and Times.

The Project Description

Referenced in Section IV.2. The Project Description.  This is the title for the project narrative that describes the applicant's plan for the project.

Submission is due by the application due date found in the Overview and in Section IV.3. Submission Dates and Times.

The Project Budget and Budget Justification

Referenced in Section IV.2. The Project Budget and Budget Justification of the announcement.

Submission of the Project Budget is required on the appropriate Standard Form (424A or 424C).  The Budget Justification is a separate document that may be no longer than 10 pages and is due by the application due date found in the Overview and in Section IV.3. Submission Dates and Times.

Third-Party Agreements

Referenced in Section IV.2. of the announcement under "Project Description."

If available, submission is due by the application due date found in the Overview and in Section IV.3.  If not available at the time of application submission, due by the time of award.

Appendices