[Federal Register: April 25, 2005 (Volume 70, Number 78)]
[Notices]
[Page 21221-21229]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr25ap05-48]
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DEPARTMENT OF HEALTH AND HUMAN SERVICES
Administration for Children and Families
Office of Financial Services, Division of Financial Integrity
Funding Opportunity Title: Public Assistance Reporting Information
System (PARIS) State Partnership Grants.
Announcement Type: Initial.
Funding Opportunity Number: HHS-2005-ACF-OA-TA-0017.
CFDA Number: 93.647.
Due Date for Applications: Application is due June 24, 2005.
Executive Summary: The Consolidated Appropriations Act, 2005 (House
of Representatives H.R. 4818--November 19, 2004) as a part of the
Departments of Labor, Health and Human Services (HHS), and Education
and Related Agencies Appropriations Act, 2005, pursuant to Public Law
108-447 has appropriated funds to support a wide range of activities
intended to encourage additional states to join the PARIS Project and
to evaluate its effectiveness. Activities funded under this
appropriation will be carried out under Section 1110 of the Social
Security Act.
To implement the program and to expand the number of participating
jurisdictions, the Administration for Children and Families is issuing
this grant announcement. Its purpose is to increase states'
participation in the PARIS Project through Partnerships between Member
states and Partner states (See Section III.1. Additional Information on
Eligibility) resulting in increased matches and a reduction in improper
payments.
I. Funding Opportunity Description
PARIS is a voluntary project for those states willing to share
public assistance data among a like-minded group of states that wish to
maintain program integrity and detect and deter improper payments. The
PARIS Project has been operational and matches have been performed
every quarter since August 1999. Using the Social Security Number as
the key, the match process compares payouts made by states under
various benefit programs (for example, Temporary Assistance for Needy
Families (TANF), Medicaid and Food Stamps) against various data bases.
There are three parts of the PARIS match process: (1) The Veterans
Administration (VA) database match which determines if a client is
collecting VA benefits; (2) the Interstate match where participating
states during a particular quarter match against each other (which
determines if a client is collecting benefits in more than one state)
and (3) the Federal match, which determines whether anyone receiving
public assistance benefits is also collecting a payment as a U.S.
Federal or military employee in the form of a retirement pension or as
a current member of the military or civilian workforce. The PARIS
computer facility performs the PARIS match and provides any hits to the
appropriate state, where state staff can verify the data and follow
pertinent procedures for notice and opportunity to contest. No
permanent database is created for PARIS and all electronic data
submissions from all sources are destroyed after each quarterly match
run. Participating states are not charged for any costs associated with
the matching process. The number of states with signed PARIS agreements
is twenty-six (26).
The purpose of this grant announcement is (1) to encourage new
states to join PARIS (e.g., sign a PARIS agreement and participate in
the PARIS matches) and (2) to provide financial assistance to support a
partnership between a Member state currently participating in PARIS and
a Partner state, a state currently not participating in the PARIS
Project. Either a Member state or a Partner state may initiate the
development of an application. By expanding the population of the
current PARIS base, more matches may result in greater dollar savings
for participant states. This partnership between the two states shall
facilitate the establishment of Information Technology (IT) policies
and procedures for PARIS implementation in the Partner state. Further,
it is intended to enhance the Partner state's capacity to participate
in the PARIS Project on a regular basis after the Grant is completed
(at least once a year, but preferably more). During the course of the
grant period, the Member and Partner states must participate in the
PARIS Project at least during the quarterly match in November 2005 and
February 2006 in order to allow enough time for the states to follow-up
on the match data identifying
[[Page 21222]]
potential improper payments and allow an evaluation contractor adequate
time to assess the effectiveness of PARIS.
After evaluation of all grant applications, and if chosen for an
award, the Member state will be awarded a grant under which it will act
as a fiduciary agent to the Partner state. The Member state will be
responsible for all funding that is provided to its Partner state and
will reimburse funding provided hereunder, as costs are incurred, for
specific items delineated in its approved grant application budget and
in accordance with HHS fiscal and grants management requirements.
The financial assistance will be available to aid Partner states in
defraying costs of establishing a new IT capacity to produce PARIS
input data in accordance with prescribed parameters, hiring additional
staff with PARIS-related duties, cooperating with the evaluation
contractor who will be evaluating the cost-effectiveness of the PARIS
Project, and working in a professional manner with its Member state and
the other selected awardees.
A number of parameters must be considered by the applicants to
participate in the competition and to be considered for an award:
(1) The Partnership agreement must be signed by both states.
Generally, this is accomplished by an authorized state official
(Secretary of Department, Director of Fraud Office, etc., depending
where the PARIS Project will be based in the state).
(2) The two states must agree to provide PARIS match results and
data on resulting benefits, savings and/or cost effectiveness to the
Federal PARIS Project Manager as well as to a separate ACF contractor
who will be evaluating PARIS. The states must take care not to release
any information considered non-releasable under any relevant Federal
statutes such as the Privacy Act or terms and conditions of the PARIS
agreement, or in violation of any state laws within the applicable
jurisdictions.
(3) The Member state must provide a proposed budget that includes
the resources and associated costs it believes are necessary to have
its Partner state participate in the match process. This proposed
budget will be evaluated for adequacy, reasonableness and to ensure
that implementation of the partnership will be both operationally
effective and successful. ACF anticipates that the Partner state will
have a greater need for financial assistance than the Member state.
Examples of the type of activities Partner and Member states may
consider under these grants include: Development of data with respect
to cost efficiency in cooperation with the evaluation contractor;
Partner state coding issues; Staff time and consultations between
Member states and Partner states; Travel to support grant activities;
Follow-up on ``red flags'' identified through the Match Process; and
Partner state systems development analysis and IT-related changes to
accommodate the PARIS Project. This list should not be considered
limiting or all-inclusive but merely illustrative. Proposed budgets
should include the cost of any travel-related expenses between the
Member and Partner states. A two-day PARIS conference followed by a
one-day workshop is planned. The purpose of the workshop is to assemble
all the selected grant award applicants in one venue to share
expectations, address any issues/questions about the process and ensure
that expected results are attained. This meeting will focus on
orientation to the PARIS Project and related challenges, similarities
and differences of states selected under this grant announcement.
Funding for this conference and workshop shall be provided separately
under an ACF logistics contract. However, applicants selected for award
under this announcement should plan on attending both the conference
and workshop.
(4) The location of the Partner state selected by the Member state
will be examined to determine the appropriateness of the selection. It
is recommended that Member states look to their borders (contiguous
states) for those states that are NOT members of the PARIS community.
(5) For Member states to be eligible for this funding opportunity
they must have participated in at least two of the last six PARIS
matches (from November 2003 through February 2005).
(6) Applicants are cautioned that the ceiling for each grant award
is $150,000. Applications exceeding the $150,000 threshold will be
considered non-responsive and will not be eligible for funding under
this announcement.
(7) One application must be submitted for each partnership grant.
Member states may submit up to two applications under this grant
announcement.
(8) The Partner state must enroll in the PARIS Project and provide
a copy of the PARIS agreement with the grant application to document
Partner state consent by the closing date of the grants announcement.
See the following link for a copy of the PARIS agreement: http://www.acf.hhs.gov/nhsitrc/Aurl.jsp?pageID=sampleparismoa
.
(9) When participating in the matches, the Partner state must
submit its data electronically through Connect-Direct to the Defense
Manpower Data Center in Monterey, California, the official PARIS
computer facility.
(10) At a minimum, an award recipient, the Member and Partner
states must participate in the Veterans and Interstate Match. States
are encouraged to participate in any additional matches available. The
Member and Partner states must submit Medicaid data (at a minimum) when
submitting their quarterly match input. States are encouraged to submit
Food Stamp and Temporary Assistance to Needy Families (TANF) data also.
(11) If one is scheduled, representatives from both Member and
Partner states must participate in a Public Forum and present results
obtained.
Member states should have a thorough knowledge of the PARIS
Project, its procedures and intricacies of both submitting data and
analyzing the resulting output. Expected outcomes from the partnership
must include:
(1) Facilitating the development, support and maintenance of the
PARIS Project in the Partner state to ensure that a process is firmly
established to strengthen and support the viability of the matching
process and the potential to save funding;
(2) Conducting a needs assessment of required services, and if
necessary, recommending alternatives for how they might be achieved;
(3) Developing internal operating controls and procedures related
to the PARIS program in the Partner state;
(4) Facilitating networks, IT hardware, software and available
resources employing best practices needed to implement PARIS in the
Partner state;
(5) Coordinating the analysis of matching data to ensure that the
cost benefits of the investment will be attained;
(6) Promoting the meaningful participation of the Partner state in
providing the necessary input to ensure that the appropriate data has
been gathered to match in accordance with the PARIS website's specific
directives;
(7) Enhancing the capacity of the Partner state to become an active
participant in the PARIS Project not only for the quarterly matches
during the course of the grant's project period but thereafter;
(8) The Member state is expected to train, assist and monitor the
Partner state's input into the quarterly matches.
This list is meant to be illustrative, not exhaustive of the type
of issues the Member state should address when preparing the
application.
[[Page 21223]]
Additional information concerning the PARIS Project and its
operation is available from the website (http://www.acf.hhs.gov/paris) or by
calling the Federal contacts listed in this grants announcement.
Background Information
The Office of Financial Services (OFS), Office of Administration,
Administration for Children and Families (ACF), is responsible for the
operational aspects of the PARIS Project, a national program. OFS has
ultimate responsibility for developing, interpreting and disseminating
ACF's grant management policies. OFS fulfills this mission by providing
financial management leadership and conducting activities to ensure the
most effective use of ACF funding. OFS intends to closely monitor the
progress of all grant activities.
PARIS assists states in formulating methodologies for identifying
and decreasing improper payments. PARIS helps states validate that the
individuals/families receiving benefits under the public assistance
programs administered by ACF, the Centers for Medicare & Medicaid
Services and the Food and Nutrition Service are eligible and provides
data that assists in case determinations. Approved applicants must be
willing to work closely with Federal and contractor staff to
coordinate, assist or evaluate the activities of this venture in
providing technical assistance.
II. Award Information
Funding Instrument Type: Grant.
Anticipated Total Priority Area Funding per Project Period:
$1,200,000.
Anticipated Number of Awards: 1 to 8.
Ceiling on Amount of Individual Awards per Project Period:
$150,000.
Floor on Amount of Individual Awards per Project Period: None.
Average Projected Award Amount per Project Period: $150,000.
Length of Project Periods: 12-month project and budget period.
III. Eligibility Information
1. Eligible Applicants
State governments.
Additional Information on Eligibility:
In the context of this grant announcement, a member state of PARIS
must have participated in at least two of the last six quarterly
matches from November 2003 through February 2005. The following States
meet this eligibility factor: CT, DC, DE, FL, IL, KS, KY, MA, MD, MO,
MS, NC, NE, NJ, NY, PA, PR, RI, TN, UT, VA and WA., and only these
Member states may submit applications under this grant announcement.
Any state not defined as a Member state may be considered a Partner
state. The application must include the Partnership agreement as well
as the appropriate signed PARIS agreement for the Partner state. A
state is defined as any state within the United States of America, its
territories and the District of Columbia. Eligible applicable agencies
are encouraged to apply. (Please reference Section III.3 Other).
2. Cost Sharing/Matching
None.
3. Other
Any Member state may submit no more than two Partnership grant
applications. All applications will be reviewed to ensure that
accessible transportation exists between the capitols of the Member
state and the proposed Partner state and to the amount of funding
requested for the Member state versus the Partner state.
All applicants must have a Dun & Bradstreet number. On June 27,
2003, the Office of Management and Budget published in the Federal
Register a new Federal policy applicable to all Federal grant
applicants. The policy requires Federal grant applicants to provide a
Dun & Bradstreet Data Universal Numbering System (DUNS) number when
applying for Federal grants or cooperative agreements on or after
October 1, 2003. The DUNS number will be required whether an applicant
is submitting a paper application or using the governmentwide
electronic portal (http://www.Grants.gov). A DUNS number will be 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, submitted on or after October 1, 2003.
Please ensure that your organization has a DUNS number. You may
acquire a DUNS number at no cost by calling the dedicated toll-free
DUNS number request line on 1-866-705-5711 or you may request a number
on-line at http://www.dnb.com.
Disqualification Factors
Applications that exceed the ceiling amount will be considered non-
responsive and not be considered for funding under this announcement.
Applications that fail to satisfy the deadline requirements
referenced in Section IV.3 will be considered non-responsive and not be
considered for funding under this announcement.
The following additional factors will cause an application to be
considered non-responsive and not be considered for funding under this
announcement:
Applications that are not submitted by a Member state.
Applications that fail to include a written Partnership agreement
between the Member state and Partner state.
Applications that fail to provide a signed PARIS agreement by the
Partner state.
Applications that fail to specify at least two of the last six
quarterly PARIS matches from November 2003 through February 2005 in
which the Member state has participated.
Applications received by any applicant exceeding the two
application limit per applicant.
Please reference Section III.1 Additional Information on
Eligibility.
IV. Application and Submission Information
1. Address To Request Application Package
Administration for Children and Families, Office of Financial
Services/Division of Financial Integrity, Mark Graboyes, 370 L'Enfant
Promenade, SW., 6th Floor East, Washington, DC 20047. Phone: 202-401-
7237. Email: mgraboyes@acf.hhs.gov.
2. Content and Form of Application Submission
Applications must contain a partnership agreement from the Partner
state indicating its agreement to team with the Member state for
purposes of this grant.
You may submit your application to ACF in either electronic or
paper format.
To submit an application electronically, please use the http://www.Grants.gov/Apply
site. If you use Grants.gov, you will be able to
download a copy of the application package, complete it off-line, and
then upload and submit the application via the Grants.gov site. ACF
will not accept grant applications via email or facsimile transmission.
Please note the following if you plan to submit your application
electronically via Grants.gov:
Electronic submission is voluntary, but strongly
encouraged.
When you enter the Grants.gov site, you will find
information about submitting an application electronically through the
site, as well as the hours of operation. We strongly recommend that you
do not wait until the application deadline date to begin the
application process through Grants.gov.
We recommend you visit Grants.gov at least 30 days prior
to filing your
[[Page 21224]]
application to fully understand the process and requirements. We
encourage applicants who submit electronically to submit well before
the closing date and time so that if difficulties are encountered an
applicant can still send in a hard copy overnight. If you encounter
difficulties, please contact the Grants.gov Help Desk at 1-800-518-4276
to report the problem and obtain assistance with the system.
To use Grants.gov, you, as the applicant, must have a DUNS
number and register in the Central Contractor Registry (CCR). You
should allow a minimum of five days to complete the CCR registration.
You will not receive additional point value because you
submit a grant application in electronic format, nor will we penalize
you if you submit an application in paper format.
You may submit all documents electronically, including all
information typically included on the SF 424 and all necessary
assurances and certifications.
Your application must comply with any page limitation
requirements described in this program announcement.
After you electronically submit your application, you will
receive an automatic acknowledgement from Grants.gov that contains a
Grants.gov tracking number. The Administration for Children and
Families will retrieve your application from Grants.gov.
We may request that you provide original signatures on
forms at a later date.
You may access the electronic application for this program
on http://www.Grants.gov.
You must search for the downloadable application package
by the CFDA number.
Note that this application requires proof of an agreement between
the PARIS Member state and its Partner state as well as a signed PARIS
agreement (available on the PARIS website). If submitting
electronically, these agreements should be scanned and attached as an
``Other'' document in Grants.gov.
Applicants that are submitting their application in paper format
should submit an original and two copies of the complete application.
The original and each of the two copies must include all required
forms, certifications, assurances, and appendices, be signed by an
authorized representative, have original signatures and be submitted
unbound.
Standard Forms and Certifications
The project description should include all the information
requirements described in the specific evaluation criteria outlined in
the program announcement under Section V Application Review
Information. In addition to the project description, the applicant
needs to complete all the standard forms required for making
applications for awards under this announcement.
Applicants seeking financial assistance under this announcement
must file the Standard Form (SF) 424, Application for Federal
Assistance; SF-424A, Budget Information--Non-Construction Programs; SF-
424B, Assurances--Non-Construction Programs. The forms may be
reproduced for use in submitting applications. Applicants must sign and
return the standard forms with their application.
Applicants must furnish prior to award an executed copy of the
Standard Form LLL, Certification Regarding Lobbying, when applying for
an award in excess of $100,000. Applicants who have used non-Federal
funds for lobbying activities in connection with receiving assistance
under this announcement shall complete a disclosure form, if
applicable, with their applications (approved by the Office of
Management and Budget under control number 0348-0046). Applicants must
sign and return the certification with their application.
Applicants must also understand they will be held accountable for
the smoking prohibition included within Public Law 103-227, Title XII
Environmental Tobacco Smoke (also known as the PRO-KIDS Act of 1994). A
copy of the Federal Register notice which implements the smoking
prohibition is included with forms. By signing and submitting the
application, applicants are providing the certification and need not
mail back the certification with the application.
Applicants must make the appropriate certification of their
compliance with all Federal statutes relating to nondiscrimination. By
signing and submitting the applications, applicants are providing the
certification and need not mail back the certification form. Complete
the standard forms and the associated certifications and assurances
based on the instructions on the forms. The forms and certifications
may be found at: http://www.acf.hhs.gov/programs/ofs/forms.htm.
Please see Section V.1, for instructions on preparing the full
project description.
3. Submission Dates and Times
Due Date for Applications: June 24, 2005.
Explanation of Due Dates
The closing time and date for receipt of applications is referenced
above. Applications received after 4:30 p.m. eastern time on the
closing date will be classified as late.
Deadline: Applications shall be considered as meeting an announced
deadline if they are received on or before the deadline time and date
referenced in Section IV.6. Applicants are responsible for ensuring
applications are mailed or submitted electronically well in advance of
the application due date.
Applications hand carried by applicants, applicant couriers, other
representatives of the applicant, or by overnight/express mail couriers
shall be considered as meeting an announced deadline if they are
received on or before the deadline date, between the hours of 8 a.m.
and 4:30 p.m., eastern time, at the address referenced in Section
IV.6., between Monday and Friday (excluding Federal holidays).
ACF cannot accommodate transmission of applications by facsimile.
Therefore, applications transmitted to ACF by fax will not be accepted
regardless of date or time of submission and time of receipt.
Receipt acknowledgement for application packages will not be
provided to applicants who submit their package via mail, courier
services, or by hand delivery. However, applicants will receive an
electronic acknowledgement for applications that are submitted via
http://www.Grants.gov.
Late Applications: Applications that do not meet the criteria above
are considered late applications. ACF shall notify each late applicant
that its application will not be considered in the current competition.
Any application received after 4:30 p.m. eastern time on the
deadline date will not be considered for competition.
Applicants using express/overnight mail services should allow two
working days prior to the deadline date for receipt of applications.
Applicants are cautioned that express/overnight mail services do not
always deliver as agreed.
Extension of deadlines: ACF may extend application deadlines when
circumstances such as acts of God (floods, hurricanes, etc.) occur, or
when there are widespread disruptions of mail service, or in other rare
cases. A determination to extend or waive deadline requirements rests
with the Chief Grants Management Officer.
Checklist
You may use the checklist below as a guide when preparing your
application package.
[[Page 21225]]
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Required form or
What to submit Required content format When to submit
----------------------------------------------------------------------------------------------------------------
Project Abstract.............. See Sections IV.2 and Found in Sections IV.2 By application due date.
V. and V.
Project Description........... See Sections IV.2 and Found in Sections IV.2 By application due date.
V. and V.
Budget Narrative/Justification See Sections IV.2 and Found in Sections IV.2 By application due date.
V. and V.
SF424......................... See Section IV.2...... See http:// By application due date.
http://www.acf.hhs.gov/
programs/ofs/
forms.htm.
SF-LLL Certification Regarding See Section IV.2...... See http:// By date of award.
Lobbying. http://www.acf.hhs.gov/
programs/ofs/
forms.htm.
Certification Regarding See Section IV.2...... See http:// By date of award.
Environmental Tobacco Smoke. http://www.acf.hhs.gov/
programs/ofs/
forms.htm.
Assurances.................... See Section IV.2...... See http://www.acf/hhs/ By date of award.
gov/programs/ofs/
forms.htm.
Table of Contents............. See Section IV.2...... Found in Section IV.2. By application due date.
SF424A........................ See Section IV.2...... See http:// By application due date.
http://www.acf.hhs.gov/
programs/ofs/
forms.htm.
PARIS Agreement............... See Sections I and Agreement between By application due date.
III.3. state and PARIS
Project.
Partnership Agreement......... See Sections I and Agreement between By application due date.
III.3. Member and Partner
states.
SF424B........................ See Section IV.2...... See http:// By application due date.
http://www.acf.hhs.gov/
programs/ofs/
forms.htm.
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4. Intergovernmental Review
State Single Point of Contact (SPOC)
This program is covered under Executive Order 12372,
``Intergovernmental Review of Federal Programs,'' and 45 CFR Part 100,
``Intergovernmental Review of Department of Health and Human Services
Programs and Activities.'' Under the Order, states may design their own
processes for reviewing and commenting on proposed Federal assistance
under covered programs.
As of October 1, 2004, the following jurisdictions have elected to
participate in the Executive Order process: Arkansas, California,
Delaware, District of Columbia, Florida, Georgia, Illinois, Iowa,
Kentucky, Maine, Maryland, Michigan, Mississippi, Missouri, Nevada, New
Hampshire, New Mexico, New York, North Dakota, Rhode Island, South
Carolina, Texas, Utah, West Virginia, Wisconsin, American Samoa, Guam,
North Mariana Islands, Puerto Rico and Virgin Islands. As these
jurisdictions have elected to participate in the Executive Order
process, they have established SPOCs. Applicants from participating
jurisdictions should contact their SPOC, as soon as possible, to alert
them of prospective applications and receive instructions. Applicants
must submit all required materials, if any, to the SPOC and indicate
the date of this submittal (or the date of contact if no submittal is
required) on the Standard Form 424, item 16a. Under 45 CFR 100.8(a)(2).
A SPOC has 60 days from the application deadline to comment on
proposed new or competing continuation awards. SPOCs are encouraged to
eliminate the submission of routine endorsements as official
recommendations. Additionally, SPOCs are requested to clearly
differentiate between mere advisory comments and those official state
process recommendations which may trigger the ``accommodate or
explain'' rule.
When comments are submitted directly to ACF, they should be
addressed to the U.S. Department of Health and Human Services,
Administration for Children and Families, Office of Grants Management,
Division of Discretionary Grants, 370 L'Enfant Promenade SW., 4th
floor, Washington, DC 20447.
Although the remaining jurisdictions have chosen not to participate
in the process, entities that meet the eligibility requirements of the
program are still eligible to apply for a grant even if a state,
Territory, Commonwealth, etc. does not have a SPOC. Therefore,
applicants from these jurisdictions, or for projects administered by
Federally-recognized Indian Tribes, need take no action in regard to
E.O. 12372.
The official list, including addresses, of the jurisdictions that
have elected to participate in E.O. 12372 can be found on the following
URL: http://www.whitehouse.gov/omb/grants/spoc.html.
5. Funding Restrictions
Grant awards will not allow reimbursement of pre-award costs.
There is no construction allowed on this project. Foreign travel is
prohibited. Equipment purchases are not allowed, although software, if
necessary to support PARIS data development and analysis, may be
acquired by the Partner state.
6. Other Submission Requirements
Submission by Mail: An applicant must provide an original
application with all attachments, signed by an authorized
representative and two copies. Please see Section IV.3 for an
explanation of due dates. Applications should be mailed to:
Administration for Children and Families, Office of Grants Management,
Attn: Daphne Weeden, 370 L'Enfant Promenade, SW., 4th Floor East,
Aerospace Center, Washington, DC 20447.
Hand Delivery: An applicant must provide an original application
with all attachments signed by an authorized representative and two
copies. The application must be received at the address below by 4:30
p.m. eastern time on or before the closing date. Applications that are
hand delivered will be accepted between the hours of 8 a.m. to 4:30
p.m. eastern time, Monday through Friday. Applications should be
delivered to: Administration for Children and Families, Office of
Grants Management, Attn: Daphne Weeden, 370 L'Enfant Promenade, SW.,
4th Floor East, Aerospace Center, Washington, DC 20447.
Electronic Submission: http://www.Grants.gov. Please see Section
IV.2 for guidelines and requirements when submitting applications
electronically.
V. Application Review Information
The Paperwork Reduction Act of 1995 (Pub. L. 104-13)
Public reporting burden for this collection of information is
estimated to average 15 hours per response, including the time for
reviewing instructions, gathering and maintaining the data needed and
reviewing the collection information.
[[Page 21226]]
The project description is approved under OMB control number 0970-
0139 which expires 4/30/2007.
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.
1. Criteria
The following are instructions and guidelines on how to prepare the
``project summary/abstract'' and ``full project description'' sections
of the application. Under the evaluation criteria section, note that
each criterion is preceded by the generic evaluation requirement under
the ACF Uniform Project Description (UPD).
Part I--The Project Description Overview
Purpose
The project description provides a major means by which an
application is evaluated and ranked to compete with other applications
for available assistance. The project description should be concise and
complete and 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 your project
description, information 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 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. Pages should be numbered and a table of contents should be
included for easy reference.
Introduction
Applicants 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 text options give a broad overview of what your project
description should include while the evaluation criteria identifies the
measures that will be used to evaluate applications.
Project Summary/Abstract
Provide a summary of the project description (a page or less) with
reference to the funding request.
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 must be demonstrated and the principal and subordinate
objectives of the project must be clearly 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 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 program announcement.
Results or Benefits Expected
Identify the results and benefits to be derived.
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 others. 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
accomplishments 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.
Evaluation
Provide a narrative addressing how the conduct of the project and
the results of the project will be evaluated. In addressing the
evaluation of results, state how you will determine the extent to which
the project has achieved its stated objectives and the extent to which
the accomplishment of objectives can be attributed to the project.
Discuss the criteria to be used to evaluate results, and explain the
methodology that will be used to determine if the needs identified and
discussed are being met and if the project results and benefits are
being achieved. With respect to the conduct of the project, define the
procedures to be employed to determine whether the project is being
conducted in a manner consistent with the work plan presented and
discuss the impact of the project's various activities on the project's
effectiveness.
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.
Additional Information
Following are requests for additional information that need to be
included in the application:
Staff and Position Data
Provide a biographical sketch and job description for each key
person appointed. Job descriptions for each vacant key position should
be included as well. As new key staff is appointed, biographical
sketches will also be required.
Plan for Project Continuance Beyond Grant Support
Provide a plan for securing resources and continuing project
activities after Federal assistance has ended.
Business Plan
When Federal grant funds will be used to make an equity investment,
provide a business plan. The business plan shall include:
Organizational Profiles
Provide information on the applicant organization(s) and
cooperating partners, such as organizational charts, financial
statements, audit reports or statements from CPAs/Licensed Public
Accountants, Employer Identification Numbers, names of bond carriers,
contact persons and telephone numbers, child care licenses and other
documentation of professional accreditation, information on compliance
with Federal/State/local government standards, documentation of
experience in the program area, and other pertinent information. If the
applicant is a non-profit organization,
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submit proof of non-profit status in its application.
The non-profit agency can accomplish this by providing: (a) A
reference to the applicant organization's listing in the Internal
Revenue Service's (IRS) most recent list of tax-exempt organizations
described in the IRS Code; (b) a copy of a currently valid IRS tax
exemption certificate, (c) a statement from a state taxing body, state
attorney general, or other appropriate state official certifying that
the applicant organization has a non-profit status and that none of the
net earnings accrue to any private shareholders or individuals; (d) a
certified copy of the organization's certificate of incorporation or
similar document that clearly establishes non-profit status, (e) any of
the items immediately above for a state or national parent organization
and a statement signed by the parent organization that the applicant
organization is a local non-profit affiliate.
Dissemination Plan
Provide a plan for distributing reports and other project outputs
to colleagues and the public. Applicants must provide a description of
the kind, 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 scope of work to be performed, work schedules,
remuneration, and other terms and conditions that structure or define
the relationship.
Letters of Support
Provide statements from community, public and commercial leaders
that support the project proposed for funding. All submissions should
be included in the application or by application deadline.
Budget and Budget Justification
Provide a budget with line item detail and detailed calculations
for each budget object class identified on the Budget Information form.
Detailed calculations must include estimation methods, quantities, unit
costs, and other similar quantitative detail sufficient for the
calculation to be duplicated. Also include a breakout by the funding
sources identified in Block 15 of the SF-424.
Provide a narrative budget justification that describes how the
categorical costs are derived. Discuss the necessity, reasonableness,
and allocability of the proposed costs.
General
Use the following guidelines for preparing the budget and budget
justification. Both Federal and non-Federal resources shall be detailed
and justified in the budget and narrative justification. ``Federal
resources'' refers only to the ACF grant for which you are applying.
``Non-Federal resources'' are all other 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 a
narrative.
Personnel
Description: Costs of employee salaries and wages.
Justification: Identify the project director or principal
investigator, if known. 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 or personnel
costs of delegate agencies or of specific project(s) 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, FICA,
retirement insurance, taxes, etc.
Travel
Description: Costs of project-related travel by employees of the
applicant organization (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, and other transportation costs
and subsistence allowances. Travel costs for key staff to attend ACF-
sponsored workshops should be detailed in the budget.
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 which 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) 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 Part 92 procedures, must justify any
anticipated procurement action that is expected to be awarded without
competition and exceed the simplified acquisition threshold fixed at 41
U.S.C. 403(11) (currently set at $100,000).
Recipients might be required to make available to ACF pre-award
review and procurement documents, such as request for proposals or
invitations for bids, independent cost estimates, etc.
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 required supporting information referred to in
these instructions.
Other
Enter the total of all other costs. Such costs, where applicable
and appropriate, may include but are not limited to 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
[[Page 21228]]
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 also be charged as direct costs to the grant.
Also, if the applicant is requesting a rate which 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.
Total Direct Charges, Total Indirect Charges, Total Project Costs
Evaluation Criteria:
The following evaluation criteria appear in weighted descending
order. The corresponding score values indicate the relative importance
that ACF places on each evaluation criterion; however, applicants need
not develop their applications precisely according to the order
presented. Application components may be organized such that a reviewer
will be able to follow a seamless and logical flow of information
(i.e., from a broad overview of the project to more detailed
information about how it will be conducted).
In considering how applicants will carry out the responsibilities
addressed under this announcement, competing applications for financial
assistance will be reviewed and evaluated against the following
criteria:
Results or Benefits Expected 25 Points
The application will be evaluated in terms of the extent to which
it identifies results and benefits to be derived and the anticipated
contributions to the advancement of the PARIS Project. The application
will be evaluated on the extent to which it clearly describes project
benefits and results as they relate to the objectives of the project
and provide a basis as to what extent the project will build on current
practice and best practices to contribute to the continuing success of
the PARIS Project.
Objectives and Need for Assistance 25 Points
The application will be evaluated in terms of the extent to which
it describes the context of the proposed demonstration project,
including the environment and magnitude of the Member-Partner state
relationship and what will be resolved and the needs to be addressed.
Applications requesting funds should include a summary/abstract of the
project goals and projected accomplishments during the grant's period
of performance.
Approach 25 Points
Applications will be evaluated in terms of the extent to which they
include a plan that (1) reflects an understanding of the
characteristics, needs and services that are available from the PARIS
Project and the potential for helping its Partner state achieve
provision of services that directly address the fulfillment of the
PARIS Project; (2) is appropriate and feasible; (3) can be reliably
evaluated; (4) if successfully implemented, can be sustained after
Federal funding has ceased.
Budget and Budget Justification 10 Points
Adequacy and reasonableness of proposed budget for accomplishing
all program objectives.
Geographic Location 10 Points
Proximity of PARIS Member state and its Partner state. Member
states are encouraged to look to their contiguous states (which might
reduce travel and per-diem expenses depending on the location of their
state capitols) or other states where accessible transportation exists
to help ensure that the majority of grant funds are utilized for costs
other than travel.
Third-Party Agreements 5 Points
Application includes signed written agreement between PARIS Member
state and its Partner state that fully describes roles and
responsibilities of each and evidences their agreement to support the
PARIS Evaluation contractor during the project period.
2. Review and Selection Process
No grant award will be made under this announcement on the basis of
an incomplete application.
If an insufficient number of acceptable applications, as determined
by ACF, are received under this program announcement ACF has the option
of negotiating and awarding grant amounts higher than the $150,000
award ceiling set forth in this announcement among those applicants who
have submitted acceptable applications.
Initial Screening: Each application submitted will be screened to
determine whether it was received by the closing date and time.
Applications received by the closing date and time will be reviewed
for completeness and conformity with the requirements listed in this
announcement. Late applications or those exceeding the funding limit
will be returned to the applicants with a notation that they were
unacceptable and will not be reviewed.
Evaluation of Applications: Applications that pass the initial
screening will be reviewed and rated by a panel based on the program
elements and review criteria presented in relevant sections of this
program announcement.
The review criteria are designed to enable the review panel to
assess the quality of a proposed project and determine the likelihood
of its success. The criteria are closely related to each other and are
considered as a whole in judging the overall quality of an application.
The review panel awards points only to applications that are responsive
to the program elements and relevant review criteria within the context
of this program announcement.
ACF will use the reviewer scores when considering competing
applications. Reviewer scores will weigh heavily in funding decisions,
but will not be the only factors considered. Applications generally
will be considered in order of the average scores assigned by the
review panel. Because other important factors are taken into
consideration, highly ranked applications are not guaranteed funding.
These other considerations include, for example: Comments of reviewers
and government officials; staff evaluation and input; amount and
duration of the grant requested and the proposed project's consistency
and harmony with the goals of the PARIS Project; geographic
distribution of applications; previous program performance of
applicants; compliance with grant terms under previous HHS grants;
previous audit findings; and applicant's progress in resolving any
final audit disallowance on previous ACF or other Federal agency
grants.
Applications that are approved but unfunded may be held over for
funding in the next funding cycle, pending the availability of funds,
for a period not to exceed one year.
3. Anticipated Announcement and Award Dates
It is anticipated that the grant awards will be awarded in the
fourth quarter of FY2005.
VI. Award Administration Information
1. Award Notices
The successful applicants will be notified through the issuance of
a
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Financial Assistance Award document which 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, and the total project
period for which support is contemplated. The Financial Assistance
Award will be signed by the Grants Officer and transmitted via postal
mail.
Organizations whose applications will not be funded will be
notified in writing.
2. Administrative and National Policy Requirements
Grantees are subject to the requirements in 45 CFR Part 92
(governmental).
Direct Federal grants, subaward funds, or contracts under this
Program shall not be used to support inherently religious activities
such as religious instruction, worship, or proselytization. Therefore,
organizations must take steps to separate, in time or location, their
inherently religious activities from the services funded under this
Program. Regulations pertaining to the prohibition of Federal funds for
inherently religious activities can be found on the HHS web site at:
http://www.os.dhhs.gov/fbci/waisgate21.pdf
3. Reporting Requirements
Program Progress Reports: Quarterly
Financial Reports: Quarterly
Grantees will be required to submit program progress and financial
reports (SF 269) throughout the project period. Program progress and
financial reports are due 30 days after the reporting period. In
addition, final programmatic and financial reports are due 90 days
after the close of the project period.
VII. Agency Contacts
Program Office Contact: Administration for Children and Families,
Office of Financial Services/Division of Financial Integrity, Attn:
Mark Graboyes, 370 L' Enfant Promenade, SW., 6th Floor East, Aerospace
Center, Washington, DC 20447. Phone: 202-401-7237. Email:
mgraboyes@acf.hhs.gov.
Grants Management Office Contact: Administration for Children and
Families, Office of Grants Management, Attn: Daphne Weeden, 370 L'
Enfant Promenade, SW., 4th Floor East, Aerospace Center, Washington, DC
20447. Phone: 202-401-4575. Email: dweeden@acf.hhs.gov.
VIII. Other Information
Notice: Beginning with FY2006, ACF will no longer publish grant
announcements in the Federal Register. Beginning October 1, 2005,
applicants will be able to find a synopsis of all ACF grant
opportunities and apply electronically for opportunities via:
http://www.Grants.gov. Applicants will also be able to find the complete text
of all ACF grant announcements on the ACF web site located at: http://www.acf.hhs.gov/grants/index.html
.
Please reference Section IV.3 for details about acknowledgement of
received applications.
Dated: April 19, 2005.
Curtis L. Coy,
Director, Office of Administration, Administration for Children and
Families.
[FR Doc. 05-8218 Filed 4-22-05; 8:45 am]
BILLING CODE 4184-01-P