1. 1890 FACILITIES GRANT PROGRAM National Extension and Research Administrative Officers’ Conference (NERAOC) May 22 - 25, 2011

2. National Institute of Food and Agriculture Office of Extramural Programs Award Management Branch Session No. 11 May 23, 2011 Adriene Woodin, Section Leader

3. 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

4. Topics for Discussion (Cont’d)  Pre-construction Environmental Assessment  Emergency Acquisitions  Annual Performance Reports  Timely Completion  Grant Close-out  Continuing Responsibilities

5. 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).

6. 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.

7. 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

8. 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.

9. 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.

10. 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.

11. 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.

12. 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

13. 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.

14. 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.

15. 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.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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.

21. 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.

22. 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

23. 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?

24. 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

25. 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

26. CONTACT US  Darlene Brown, Grants Specialist – (202) 401-4189, (AL-GA) dmbrown@NIFA.usda.gov  Barbara Dodson, Grants Specialist – (202) 401-0327, (KY- NC)  bdodson@NIFA.usda.gov bdodson@NIFA.usda.gov  Jeffrey Jacobs, Grants Specialist – (202) 690-5717, (OK-WV) jjacobs@NIFA.usda.gov  Rochelle McCrea, Team Leader – (202) 401-2880 rmccrea@NIFA.usda.gov  Duane Alphs, Team Leader – (202) 401-4326 dalphs@NIFA.usda.gov  Adriene Woodin, Branch Chief – (202)-401-4320 awoodin@NIFA.usda.gov Fax numbers: (202) 401-3237 or (202) 401-1804 or (202) 401-6271

27. MAILING INFORMATION  Express Mail: Awards Management Branch NIFA-USDA 800 9 th Street, SW, Room _____ Washington, DC 20024  Regular Mail: Awards Management Branch NIFA-USDA 1400 Independence Avenue, SW, Mail Stop 2271 Washington, DC 20250

28. Questions