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1890 FACILITIES GRANT PROGRAM. National Extension and Research Administrative Officers’ Conference (NERAOC) May 22 - 25, 2011. National Institute of Food and Agriculture Office of Extramural Programs Award Management Branch Session No. 11 May 23, 2011 Adriene Woodin, Section Leader.

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1890 facilities grant program


National Extension and Research

Administrative Officers’ Conference


May 22 - 25, 2011

National Institute of Food and AgricultureOffice of Extramural ProgramsAward Management BranchSession No. 11May 23, 2011Adriene Woodin, Section Leader

Topics for discussion
Topics for Discussion

  • Authorized Representative’s (AR) Statement of Certification

  • Proposal/Award Objectives

  • Requests for Approvals

  • No-Cost Extension (NCE)Requests

  • Project and Construction Management Costs

Topics for discussion cont d
Topics for Discussion (Cont’d)

  • Pre-construction Environmental Assessment

  • Emergency Acquisitions

  • Annual Performance Reports

  • Timely Completion

  • Grant Close-out

  • Continuing Responsibilities

Proposal award objectives
Proposal/Award Objectives

  • Objectives should be reasonable and attainable for the funding provided.

  • Delete those objectives that are obsolete and/or unattainable (requires NIFA approval).

Ar statement of certification
AR Statement of Certification

  • This document is to be submitted when requesting NIFA’s approval for A/E Services and Contractual Arrangements.

  • See: Article 14. Bid Guarantees and Bonding of the Special Terms & Conditions – C.

Requests for approval
Requests for Approval

  • Allow a minimum of 30-days for NIFA approval when submitting post-award action requests.

  • Including all required information in the request will help expedite the approval process.

  • Requests may be sent via email as a PDF attachment

No cost extension nce requests
No-Cost Extension (NCE) Requests

  • All grants must be kept current and NCE requests must be submitted prior to expiration of award.

  • Requests must contain all information required for an extension.

Nce requests cont d
NCE Requests (Cont’d)

  • Expired awards will not be “revived”.

  • Funds remaining on expired grants will be de-obligated and returned to U.S. Treasury.

  • Final reports will be required.

Project management costs
Project Management Costs

  • Administrative or project oversight, including participation in or supervision of bid, negotiation, or contract administration processes are Unallowable Project Costs.

  • See Article 8. Project Costs of the Special Terms & Conditions – C.

Construction management costs
Construction Management Costs

  • Construction Management Costs specific to on-site supervision and inspection of construction activities to check quality and quantity of work in progress is allowable.

Construction management costs cont d
Construction Management Costs (cont’d)

  • Construction Manager must be qualified by education, training, or experience

  • Requests for Construction Manager salary costs must be tied directly to an on-going construction project

    • Include the amount of time involvement

Pre construction environment assessments pea
Pre-Construction Environment Assessments (PEA)

  • A PEA is required for the construction or renovation of physical facilities.

  • PEA approval required before construction contractors are hired.

    • Project costs would be unallowable if PEA is not completed.

Pre construction environmental assessments cont d
Pre-Construction Environmental Assessments (Cont’d)

  • Due to complexity of the PEA document, considerable time may be needed for NIFA’s review.

  • The PEA must be prepared by an independent third party such as an A-E firm.

Pre construction environmental assessments cont d1
Pre-Construction Environmental Assessments (Cont’d)

Requests for NIFA review of a PEA should:

  • Identify the current and past names of the facility in the request (if applicable).

  • Identify the Fiscal Year(s) and Objective(s) it is related to.

  • Contain your Authorized Representative’s signature.

Pre construction environmental assessments cont d2
Pre-Construction Environmental Assessments (Cont’d)

  • References:

    • Article 9. Environmental Requirements of the Special Terms and Conditions – C.

    • Section 1502.10 of the National Environmental Policy Act (NEPA) of 1969.

Emergency acquisitions
Emergency Acquisitions

  • Allows up to 10% of the annual appropriation amount for emergency acquisitions, repairs, and small expenditures related to advertising and bid costs.

  • Emergency Acquisition Funds are not cumulative from year to year.

Emergency acquisitions cont d
Emergency Acquisitions(Cont’d)

  • If emergency situation goes beyond the approved scope of work as stated in the five-year plan, NIFA review and approval is required.

  • NIFA must be notified within 90 days of the incurring emergency expenditures.

Emergency acquisitions cont d1
Emergency Acquisitions(Cont’d)

  • Non-compliance of these guidelines may forfeit institution’s use of this provision for future grant awards.

  • NIFA maintains the right to withdraw this provision for an institution at its discretion.

Annual performance reports
Annual Performance Reports

  • Applications for renewal funds should contain the Annual report for the grant being renewed.

  • Separate Annual Reports are required for all other open awards. Do not include these reports with your funding application.

  • Post-award approvals and new funds will be withheld for any overdue or incomplete annual reports.

Annual performance reports1
Annual Performance Reports

  • Annual performance reports are used for NIFA Congressional reporting .

    • Accurate and up-to-date reporting is important.

  • Refer to Article 12. Performance Monitoring and Reporting, Special Terms and Conditions – C for full requirements and formatting.

Timely completion
Timely Completion

  • Many Facilities grants from Fiscal Years 88, 93, 98, and 03 remain open:

    • Two 1988 awards – 18 years since last funding

    • Five 1993 awards – 14 years since last funding

    • Over half of the 1998 projects have not been completed – 8 years since last funding

    • Only one 2003 grant has been completed and closed

Timely completion1
Timely Completion

  • It is important to follow proposed project time-lines to complete activities:

    • Open projects are reported to Congress.

    • Jeopardizes future funds for Program.

    • Appears funds/Program are not needed.

  • What are the issues which preclude timely completion of projects?

Grant close out
Grant Close-out

  • Final Performance and Financial Reports

    • Due within 90 days after grant expiration.

    • Refer to Article 26. Grant Closeout in the Special Terms and Conditions – C for full requirements and report formatting

Continuing responsibilities

  • Real Property – use or disposition of property after award close-out shall continue to conform to Program Authorizing Language

  • Records Retention – grant records shall be maintained and available for inspection for a period of three years after NIFA acceptance of final reports and award close-out

Contact us

  • Darlene Brown, Grants Specialist – (202) 401-4189, (AL-GA)

    [email protected]

  • Barbara Dodson, Grants Specialist – (202) 401-0327, (KY- NC)

  • [email protected]

  • Jeffrey Jacobs, Grants Specialist – (202) 690-5717, (OK-WV)

    [email protected]

  • Rochelle McCrea, Team Leader – (202) 401-2880

    [email protected]

  • Duane Alphs, Team Leader – (202) 401-4326

    [email protected]

  • Adriene Woodin, Branch Chief – (202)-401-4320

    [email protected]

    Fax numbers: (202) 401-3237 or (202) 401-1804 or (202) 401-6271

Mailing information

  • Express Mail:

    Awards Management Branch


    800 9th Street, SW, Room _____

    Washington, DC 20024

  • Regular Mail:

    Awards Management Branch


    1400 Independence Avenue, SW, Mail Stop 2271

    Washington, DC 20250