Attachments and Forms Attachment a application for Federal Assistance Attachment b administrative Requirement Terms and Conditions Attachment c application Package Checklist


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Fiscal Year 2014



Fiscal Year 2014 Supplemental Nutrition Assistance Program (SNAP) Process and Technology Improvement Grants



Request For Applications

The Catalog of Federal Domestic Assistance (CFDA) is 10.580.


Requests for applications are due no later than 11:59 p.m. (EDT) on May 22, 2014.

TABLE OF CONTENTS



Authorization 3
Purpose 3
Who May Apply 3

Eligible Entities 4

Fiscal Year 2014 Priorities 4

Number of Applications 5

Letters of Commitment or Endorsement 5
Funding and Duration 6
Uses of Funds 7

Allowable Uses of Funds 7
Application Review and Grant Award Process 7
Screening and Review Process 7

Technical Evaluation Criteria and Weights 8

Suggested Format 10

Selection of Grant Applications 10

Determination of Award Amounts 10

Award Notification and Issuance of Funds 11

Record Keeping and Reporting Requirements 11
Application Procedures 12
Application Due Dates 12

Submission of Application 12

Application Format 13

Debriefing Requests 14

Questions 14

Attachments and Forms


Attachment A - Application for Federal Assistance

Attachment B - Administrative Requirement Terms and Conditions

Attachment C - Application Package Checklist

AUTHORIZATION



The Food and Nutrition Act of 2008, as amended, authorized the Food and Nutrition Service (FNS) to award $5 million in grants to State agencies*; public health or educational entities; or private nonprofit entities such as community-based or faith-based organizations, food banks, or other emergency feeding organizations, for projects aimed at simplifying the Supplemental Nutrition Assistance Program (SNAP) application and eligibility determination systems or improving access to SNAP benefits by eligible households.
THIS SOLICITATION IS CONTINGENT UPON THE AVAILABILITY OF FUNDS.
* Throughout this RFA the term “State agencies” refers to the agencies of the 50 States, the District of Columbia, the Virgin Islands, and Guam that administer SNAP.




PURPOSE



The purpose of this grant competition is to support efforts by State agencies and their community-based and faith-based partners to develop and implement:


  • Simple SNAP application and eligibility determination systems; or

  • Measures to improve access to SNAP benefits by eligible applicants.


This RFA seeks diverse proposals that would make the entire process easier and more efficient for applicants and participants.
Grant proposals should focus on improving the quality and efficiency of operations and processes within the SNAP office. Specifically, FNS is interested in initiatives that use new technologies or examine office processes in order to improve application processing timeliness for initial applications or re-certifications. In addition, FNS is also interested in proposals that aim to increase the effectiveness of employment and training (E&T) activities.
We encourage potential applicants to carefully read the five review criteria listed in the RFA. These criteria outline the qualities FNS expects successful proposals to have; they will also guide the reviewers’ evaluation of proposals.


WHO MAY APPLY



The entities eligible to receive grants under this competition are:


  • The 53 State agencies that administer the SNAP1;

  • State or local governments1;




  • Agencies providing health or welfare services2;



  • Public health or educational entities2; and




  • Private non-profit entities2 such as community-based or faith-based organizations, food banks, or other emergency feeding organizations.


1 State agencies and State and local governments should have the necessary approvals of state officials (such as councils or legislatures) of funding prior to submitting the application. Applicants should also acknowledge in their application that all necessary approvals for funding have been obtained.
2 Non-profit organizations are required to submit a copy of the IRS Determination Letter, form 501(c)(3) or proof of application for exempt status under section 501(c)(3) of the Internal Revenue Code, a list of their Board of Directors if applicable, and their most recent audited financial statements signed by the Treasurer or the Treasurer of the board. Educational entities are also required to submit their most recent financial statements signed by the Treasurer or Treasurer of the board. Applications submitted without these will be considered non-responsive and eliminated from consideration. All corporations, including non-profit corporations are required to complete the attached representation regarding felony convictions and tax delinquency.

Fiscal Year 2014 Priorities
The grant competition described in this RFA specifically encourages applicants respond to the priorities described below.


  1. Workflow Analysis and Process Management


With rising caseloads, low staffing levels and diminished funding, State agencies need to examine office processes and identify and implement efficiencies to meet the increased demands of administering SNAP. FNS is interested in funding projects that examine office processes and identify and implement efficiencies, for example, through specialization of tasks, caseload sharing, or other such initiatives. These projects can include partnerships with vendors or contractors on business process re-engineering (BPR) techniques or train-the-trainer programs to achieve efficiencies. FNS also encourages projects with partnerships with private non-profit organizations (such as food banks or other non-profits) to review and re-engineer SNAP business processes. FNS will fund the costs of conducting a BPR process analysis on local office procedures as well as the costs of implementing efficiencies that are identified through a BPR process. Using BPR, State agencies have identified and implemented approaches to achieve office efficiencies such as: creating a two-track triage team for low–risk and higher-risk applications; forming paperwork and processing teams or maintenance teams for handling case re-certifications and changes; using specialized case workers, who focus on complicated policy areas, such as immigration; establishing specialized units to focus exclusively on verifying documents so caseworkers have time for interviews and customers can get in and out of the office quickly. States have contracted with vendors/contractors for document verification using data matching that provide faster and more complete verification information. For this priority, the proposal should focus on one or more local offices as opposed to the State agency.


  1. Technology Improvements


In response to today’s challenges, FNS supports technological strategies that can improve client services and save States valuable time and money. To that end, the FNS is interested in funding projects that use technology to achieve procedural changes (such as, electronic application filing, document imaging, telephone interviews, web-based access to case status information) to simplify the enrollment process, facilitate reporting requirements and improve client retention. We invite proposals that allow workers to spend less time on data entry, reduce the number of telephone calls (especially about simple matters such as case status), or result in fewer documents lost (for example through document imaging). Technology can reach populations that have difficulty visiting the local offices and thereby improve access. For example, some States have service centers or kiosks with computers and internet access so clients can apply for benefits or check the status of their applications if they do not have access to a personal computer. This may lead to increased access because State agencies can identify potentially eligible participants and decrease the amount of staff time necessary for each case. Other technological strategies include, but are not limited to: increased phone capacities, call centers, real-time data access services, and online-case access/status for clients. Implementation of technological strategies can be a result of a BPR process as described above.


  1. Employment and Training


SNAP Employment and Training (E&T) services help move work-ready adults into employment, offer re-training opportunities to the recently unemployed, and help participants with low education or literacy levels achieve milestones that move them closer toward economic independence. From its conception, the purpose of the E&T Program has been to help SNAP households gain skills, training, work, or experience that will increase self-sufficiency. FNS is interested in funding projects that lead to greater efficiencies and improved outcomes of E&T programs. These could include, but are not limited to, improving job retention among participants, increasing the number of components in a State E&T program and providing wrap around support services that link E&T participants to other community resources to ensure success. In addition, FNS will also consider funding projects that apply BPR and new technology to the administration of the E&T program. These could include, but are not limited to, proposals that examine and implement new processes to connect work-ready SNAP participants with existing E&T activities and job placements, technology updates that improve the programs administration, or improving reporting measures to evaluate the effectiveness of E&T activities.



Number of Applications
As mentioned above, FNS has designed this grant competition to give State agencies control over the submission of applications involving their operations via the mechanism of “Letters of Commitment or Endorsement.” If State agencies submit more than one application each, or enter into more than one partnership each, FNS encourages them to make explicit in each application its relationship to any others. State agencies that submit more than one application should consider carefully the allocation of time stated in each application. State agencies with more than one partner organization may wish to consider submitting a single application designed to make sub-grants to the partner organizations. Proposals forwarded by any given State agency should request funding for distinct, non-overlapping activities.

Letters of Commitment or Endorsement
FNS recognizes that the grant proposals responding to this RFA will directly affect State agency operations. Therefore, if the grant proposal is from an entity other than a State agency, it must show that a State agency strongly endorses or is intimately involved in the proposed project in order to be considered.

Please refer to the two types of letters described below to determine which is appropriate to submit with the proposal. Please note that State agencies are able to submit an application on their own as well as partner with another organization. Please refer to the section above on Number of Applications. Applications submitted without a letter of commitment or a letter of endorsement will be considered non-responsive and eliminated from consideration. FNS will not consider additions or revisions to applications once they are received. Therefore, applicants must include the letter of commitment or letter of endorsement with their application package to be considered for funding. Such letters may be addressed to the FNS Grant Officer.
A Letter of Commitment is required if the grant proposal is from a State agency working in partnership with another organization(s). The letter(s) of commitment must describe:

  • the organization’s role in the project,

  • the amount of time it intends to commit to the project and an attestation that it will cooperate with the grant applicant in implementing the project, and

  • must be provided on the respective organization’s letter head and be signed by an authorizing individual.

A Letter of Endorsement is required if an applicant is not partnering with a State agency. The State agency’s letter of endorsement must:

  • explain that the State agency is aware of the projected impact on its system and is supportive of the proposed project, and

  • be on the respective State agency’s letterhead and be signed by an authorizing official.



FUNDING AND DURATION



Up to $5 million is available in Fiscal Year (FY) 2014 for the SNAP Process and Technology Improvement Grants. FNS will award the grants through a competitive process. FNS plans to announce the grant awards to the selected grantees no later than September 30, 2014. Grantees will be allowed to use the grant funds for the duration of the project period. The grants will be funded for the period September 30, 2014 through August 31, 2017. The number of grants awarded varies from year to year and could be larger or smaller depending on the quality and nature of the grants received. FNS reminds applicants that the submission of a proposal does not guarantee funding. Funding for approved grants will be provided through the Grant Award/Letter of Credit process, in the same manner as other funds, upon receipt of a properly executed Grant Agreement and subject to the availability of funding. All Program Process and Technology Improvement Grant funds must be obligated and all activities under the Grant must be completed by August 31, 2017.
If the activities funded under this grant are part of a larger eligibility system project with total projected costs exceeding $5 million, an Advance Planning Document (APD) must be submitted and approved prior to the expenditure of these grant funds. Guidance on the APD process can be found at www.fns.usda.gov/apd/. Applicants also need to be reminded that if the proposed project funded with this grant benefits other programs in addition to SNAP then the costs must be allocated appropriately between all of the benefiting programs. This grant funding can only be used for SNAP’s share of the costs.

USES OF FUNDS



Allowable Uses of Funds

Funds from this RFA are for new projects and shall not be used for the ongoing cost of carrying out an existing project. Also, FNS reserves the right to request information on all contractual awards and costs after the award of the grantee’s contract. Furthermore, projects predicated on waiving SNAP regulations are not allowable and will not be considered for funding. However, if during the grant period, a State agency determines a waiver is needed, the State may apply for one but there is no guarantee FNS will approve the waiver.

Program Process and Technology Improvement Grants do not support projects that devote more than 25 percent of the requested grant funds to outreach activities, such as informational materials, pure application assistance, screening/pre-qualifying applicants - or whose purpose is to attract or recruit SNAP applicants.

APPLICATION REVIEW AND GRANT AWARD PROCESS



Screening and Review Process

FNS will screen all applications that meet the published deadline for submission to ensure their completeness and conformity to the requirements of this announcement. Application packages are required to be complete upon submission. FNS will not consider additions or revisions to applications once they are received under any circumstances. Applications that are fully responsive to the initial screening requirements will be reviewed competitively and scored based upon the five evaluation criteria and weights listed below. One or more review panels may be comprised of United States Department of Agriculture staff, other federal agency staff, and other individuals committed to furthering the goals of the SNAP. The review panel will evaluate each grant application on how well it addresses each grant evaluation criteria. The resulting scores will provide a ranking of applications according to technical merit for use by selecting official.
Technical Evaluation Criteria and Weights
1. Soundness or Merit of Project Design (40 points)
Problem analysis: The proposal clearly describes the problem to be solved and provides evidence that the proposed approach is well-suited to solve the identified issue.
Impact:

  • The proposal demonstrates a direct effect on the SNAP process and provides evidence that the changes would benefit the applicant/recipient.

  • It shows a clear progression from idea to practice in a State agency or County office.

  • It describes the impact the project is expected to make. Impact can be described in terms of the degree of improvement applicants/participants are expected to experience while going through the application/certification process, the number of participants finding employment as a result of participating in E&T activities, the percentage of a State agency’s or County office’s participant caseload that is expected to benefit, or the size of positive impact on a specific population such as elderly applicants.


Quality: The proposal shows thought, analysis, clarity, and the use of relevant facts and knowledge.
Sustainability: The proposal shows that the project has the potential to be transferred successfully to other State agencies or statewide and that the project has the potential to be sustained after the grant period ends.
Letters of Commitment or Endorsement: The application includes letters of commitment or endorsement that clearly outline either the State’s endorsement or partnership by following the guidelines found on page 6 of this RFA.
Innovation: The application proposes innovative development of new or revised State or County SNAP application processing or certification systems, or portions thereof.
Feasibility: The application proposes projects that are capable of being accomplished and likely to be implemented.

2. Budget Appropriateness and Economic Efficiency (25 points)
Budget: The proposal includes:

  • A line item budget See Attachment C - Application Package Checklist to assure each category is addressed in the budget.

  • A narrative that demonstrates how funds will be spent, by whom and for what purpose

  • The narrative should provide enough detail for reviewers to easily understand how costs were determined and how they relate to the goals and objectives of the project. There should be adequate justification for budget costs based on current industry costs/standards. Information on costs should be obtained from applicable organizations or from online sources.

  • Additionally, a copy of the approved negotiated indirect cost rate agreement must be attached if indirect costs are shown as a budget expense to the project.

  • If applicable, the budget must show how the costs are allocated among the benefiting programs and demonstrate that this grant is only going to fund SNAP’s share.

  • If desired, a tiered budget and narrative that describes adjustments the applicant would make if it were awarded funding at different levels (only the primary budget will be analyzed against this criterion).


Efficiency: The proposal is cost effective – it demonstrates that the anticipated results are commensurate with the cost of the project.

Contractual and Consultant Costs: Proposals who wish to hire a consultant or contract work out must provide the following information:



Consultants name and description of service

  • Itemized list of all direct costs and fees

    • Salaries must have the number of personnel including the position title

    • Specialty and specialized qualifications as appropriate to the salary

    • Number of estimated hours times hourly wage

    • All expenses and fees directly related to the proposed services to be rendered to the project


Applicants that are required to issue a bid should provide a narrative explaining the requirement and provide a reasonable estimate of Contractual and Consultant Costs.

NOTE: Proposal submissions which omit the required budget forms, budget narratives and/or line item descriptions will not receive the full point value for this criterion. Therefore, applicants should recognize that a well-written budget narrative which justifies the proposed project expenditures assists the reviewers during the review process.
3. Organizational Experience, Staff Capability and Management (15 points)
Credibility: The proposal establishes the applying organization’s credibility and capabilities.
Oversight: The proposal demonstrates that effective and consistent oversight by qualified project managers will be implemented throughout the project.
Communication: The proposal demonstrates that effective communication will exist within the organization and, if applicable, with partnering organizations. The proposal includes an organizational chart of the proposed project.
Staff: The proposal identifies the project director or manager and other key staff. The proposal includes resumes that demonstrate that the proposed staff has the appropriate technical and experiential backgrounds for their proposed roles. If the applicant is unable to identify the project director or manager and key staff, it must include with the application package job descriptions for positions that must be advertised. Applicants should address their contingency or back-up plans in the event of key staff departures.
Time Commitment: The proposal outlines the amount of time and effort the project director or manager, key staff, and, if applicable, partnering organizations, will contribute to the project.
4. Implementation and Evaluation (15 points)
Timeline: The proposal includes a project timeline that outlines proposed tasks and demonstrates that sufficient time is allotted for each activity.
Evaluation: The proposal describes a well-thought-out, organized review and evaluation process that will measure whether the goals of the project have been met. The evaluation should focus on measuring the impact the project seeks to make. Please be sure to include information on who will measure the goals of the project, how the goals will be measured, when the goals will be measured and what the organization will be measuring.
5. Presentation (5 points)
Quality: The application is well-presented, well-written and void of grammatical errors.
Format: The application is single-sided, on 8½ by 11 inch paper. Type size is at least 12 point and margins are at least one inch. The project follows the suggested format. The application must not exceed 25 pages, including attachments such as resumes, and budget, but excluding mandatory forms and certifications (i. e. SF-424, SF-424A, SF-424B, additional forms/requirements for non-profit organizations). The proposal must include the cover letter followed by the table of contents with page numbers and in the order prescribed below.
Suggested format to describe project
For ease of review, we ask that project descriptions be similarly organized under the headings below. Please be as clear and concise as possible when writing your proposal.
To maximize your score, be sure to include all information required under these headings as specified under the heading Technical Evaluation Criteria and Weight.
Executive Summary (if page limitations allow)

Table of Contents (if page limitations allow)


  1. Soundness or Merit of Project Design




  1. Budget Appropriateness and Economic Efficiency




  1. Organizational Experience, Staff Capability and Management




  1. Implementation and Evaluation



Selection of Grant Applications
After the panel evaluates and scores the grant applications, FNS will rank them by score, starting with the highest score and make recommendations to the selecting official. The selecting official will consider the panel recommendations. In general, awards will be based on rank funding order. However, FNS reserves the right to fund out of rank order to achieve agency priorities (such as to grant an award to an entity that includes a joint effort between a State agency and a community-based or faith-based organization, demographic, or socioeconomic diversity, etc.). If the panel review indicates that FNS has received few or no technically acceptable proposals, the selecting official may determine that FNS will make no awards, or commit less than the $5 million set aside for this purpose.
As mentioned above, FNS is interested in funding projects that address priorities specified on pages 4 and 5 of this RFA. However, FNS reserves the right to award grants to several such entities, or not to award any grants to such entities if it does not receive acceptable applications.
Determination of Award Amounts
If an application has been selected for funding and the budget submission is realistic and well- supported, the application will be funded at the level requested. However, FNS reserves the right to fund applications at a lesser amount if it judges that the application can be implemented with less, or if Federal funding is not sufficient to fully fund all applications that merit awards.
Award Notification and Issuance of Funds

FNS will notify selected State agencies or organizations in writing in September 2014. Funding of applications will be provided through the grant award/letter of credit process upon receipt of a properly executed grant agreement and subject to the availability of funding. The Department of Agriculture (USDA) expects to make funds available to the grantee in advance of need.

RECORD KEEPING AND REPORTING REQUIREMENTS



Required Recordkeeping and Reporting Requirements
Quarterly Progress Reports—Quarterly progress reports must be submitted to FNS. These progress reports must provide a description of the activities conducted during the reporting period, major accomplishments with completion dates and budget information, deviations from the proposed plan, difficulties encountered, solutions developed to overcome difficulties, and major planned activities for the next quarter. These reports are due 30 days after the end of each calendar quarter. More detailed specifications for the quarterly progress report content and submission will be included in the agreement.
Final ReportA report of up to 25 pages must be submitted within 90 days of the expiration of the grant period. This report will be composed of a short Executive Summary and the following:

  • A project description including a concise summary of the major accomplishments, the difficulties encountered, and the solutions developed to resolve the difficulties; and

  • A discussion of the project results and lessons learned.

Copies of any deliverables, media or publicity releases/articles and links to materials on websites also should be included or papers resulting from the grant should be attached to the final report. All products should include an acknowledgement of the source of funding. The Federal awarding agency reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for Federal Government purposes, the copyright in any work developed under a grant, sub-grant, or contract under a grant or sub-grant or any rights of copyright to which a grantee, sub-grantee, or a contractor purchases ownership with grant support.
Financial Status Reports – The Recipient will be required to enter the SF-425 reports into the Food Program Reporting System (FPRS) quarterly. The awardee must obtain e-authentication certification, access to FPRS, and post the SF-425 data on-line. More detailed specifications for the report will be included in the agreement.
The final financial status report will be due December 31, 2017.

Applicants chosen for award will also be required to ensure that all sub-contractors and sub-grantees are neither excluded nor disqualified under the suspension and debarment rules found at 7 CFR sec. 3017.300 by doing any one of the following:

  • Checking the Excluded Parties List found at the System for Award Management www.SAM.gov;

  • Collecting a certification that the entity is neither excluded nor disqualified. Since a Federal certification form is no longer available, the grantee or sub-grantee electing this method must devise its own;

  • Including a clause to this effect in the sub-grant agreement and in any procurement contract expected to equal or exceed $25,000, awarded by the grantee or a sub-grantee under its grant or sub-grant;

  • Sub-grantee and contractors must obtain a DUNS Number. All Federal Government awards are required to have a DUNS number. To obtain a DUNS number, contact Dun and Bradstreet at 1-866-705-5711 or visit their website at https://eupdate.dnb.com/requestoptions.asp. There is no charge for a DUNS number. The DUNS number serves as a means of tracking and identifying applications for Federal assistance and is required on all applications for Federal assistance..


Note: FNS may request additional information from the grantee or require the grantee to complete additional forms at any time during the grant solicitation process.

APPLICATION PROCEDURES
Application Due Date

Please be aware that the grants.gov system provides several confirmation notices; applicants should ensure receipt of confirmation that the application was accepted. Please begin the enrollment process at least 2 weeks before the application due date.
Electronic Submission: The complete application must be uploaded on www.grants.gov by 11:59 PM, Eastern Standard Time on May 22, 2014. Applications received after the deadline date will be deemed ineligible and will not be reviewed or considered. USDA will not consider any additions or revisions to an application once it is received. USDA will not accept mailed, faxed, or hand-delivered applications.
SUBMISSION OF APPLICATION

Applications MUST be submitted electronically through www.grants.gov.

In order to submit an application via grants.gov, applicants must have obtained a Data Universal Numbering System (DUNS) number and registered in both the new Systems for Award Management (SAM) and on grants.gov. The applicant is strongly advised to allow ample time to initiate the grants.gov application submission process. All applicants must have current System for Award Management (SAM) status at the time of application submission and throughout the duration of a federal award in accordance with 2 CFR Part 25. Please visit the following websites to obtain additional information on how to obtain a DUNS number (www.dnb.com) and register in SAM (https://www.sam.gov/portal/public/SAM/).
What is SAM? The System for Award Management (SAM) is combining federal procurement systems and the Catalog of Federal Domestic Assistance (CFDA) into one new system. This consolidation is being done in phases. The first phase of SAM incorporated the functionality from several systems, including CCR.
For additional information regarding SAM see the following link:

https://www.acquisition.gov/SAM_Guides/Quick%20Guide%20for%20Grants%20Registrations%20v1.pdf
Below is additional information that should assist the applicant through this process:

DUNS Number: In order to obtain or confirm a DUNS number, contact Dun and Bradstreet via the internet at http://fedgov.dnb.com/webform or by calling 1-888-814-1435, Monday thru Friday, 8am-9pm EST. There is no fee associated with obtaining a DUNS number. It may take several days to obtain a DUNS number.
SAM Registration: For applicant organizations that were previously registered in the CCR, relevant applicant information is already in SAM; set up a SAM account as necessary to update any information. To register in SAM, the applicant’s DUNS number, Tax ID Number (TIN), and taxpayer name (as it appears on the applicant’s last tax return) are all required. Registration should take 3-5 days. Applicants that do not receive confirmation that SAM registration is complete should contact SAM at https://www.fsd.gov/app/answers/list.
Grants.gov Registration: In order to apply for a grant, applicants must have completed the above registrations and registered on grants.gov. The grants.gov registration process can be accessed at www.grants.govapplicants/get_registered.jsp. Generally, the registration process takes between 3-5 business days.
If you are a new grants.gov user, please ensure that your organization’s Point of Contact (POC) has designated you as an Authorized Organization Representative (AOR). If you are not designated as an AOR, you will be unable to submit your application into grants.gov.

Applicants should allow ample time to complete the necessary steps on grants.gov.

Special Instructions/Notices:

In review, in order to make an electronic submission, applicants must:

  1. Obtain a DUNS number

    1. http://fedgov.dnb.com/webform or 1-888-814-1435

    2. There is no fee associated with obtaining a DUNS number.

    3. It may take several days to obtain a DUNS number.

  2. Register in SAM

    1. https://www.sam.gov/portal/public/SAM/

    2. Must have organization’s DUNS, entity’s Tax ID Number (TIN), and taxpayer name (as it appears on last tax return).

  3. Register in grants.gov

    1. www.grants.govapplicants/get_registered.jsp

    2. Generally, the registration process takes between 3-5 business days.

    3. Must have DUNS and be registered in SAM.
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