# Presentation: 911844

## Grants Officer Representative

- GUIDE TO THE GRANT PROCESS

## I.  For Competitive Grants:

- Draft an RFP
- Send draft RFP to AQM, Grants Team Leader for clearance
- Post on grants.gov
- Receive submission of applications/proposals
- Hold Review Panel(s) with AQM representative on panel(s) to assist with any questions that may come up that pertain to the rules and regulations (OMB Circulars) of grants
- Selection of recipients

## Pre-award determinations (prior to notifying recipient)

- Debarred and suspended list (_[http://epls.gov/](http://epls.gov/)__)_
**STOP: **If this is a for-profit, they must go through one more set of approvals with the Office of the Procurement Executive.  Your Grant Specialist will work with you on this.

## III. Electronic Submission of Grant Package

- Action Memo- Program Analyst submits to AQM
- Provide to Program Analyst for the Action Memo:
- The total approved funding amount
- Your office symbol, phone number, fax number, and e-mail address
- Estimated period of performance
- Description of action, including: name of the organization/recipient, title of the project
- The recipient’s point of contact information (separate programmatic and administrative if different) See sample action memo for details.
- The recipient’s authorized signatory (if different from the point of contact ) and all of his/her contact information
- The recipient’s DUNS and Tax ID number

## More Action Memo Info

- The recipient’s DUNS and Tax ID number
- Statutory Authority
- Confirmation that the debarred, suspended and anti-terrorism list has been checked
- Source justification.  If non-competitive, provide sole-source justification in accordance with Grant Policy Directive no. 5. (_[http://](http://aopefa.a.state.gov/content.asp?content_id=76&menu_id=69)__[aopefa.a.state.gov/content.asp?content_id](http://aopefa.a.state.gov/content.asp?content_id=76&menu_id=69)__[=76&menu_id=69](http://aopefa.a.state.gov/content.asp?content_id=76&menu_id=69)_)
- Confirmation that you have reviewed the budget to make sure it corresponds with program expenditures.
- Reporting requirements
- Congressional Notification

## More Action Memo Info From the Organization

- Recipient’s Proposal
- Statement of work:   a paragraph or two with background information about the program, a list of short term goals and a list of long term goals- THIS USUALLY GOES DIRECTLY INTO THE AGREEMENT.
- Recipient’s Budget (as detailed as possible)
- Recipient’s Negotiated Indirect Rate Agreement (NICRA)
- If the organization has a NICRA, then it must be submitted with each grant package.

## IV. Initiate purchase request process 

- Provide your financial office with the Contact & Financial Information for them to establish the grant in the system early so that it’s ready to go when everything is signed and completed.

## V.   After the grant package and requisition are received, AQM will:

- Carefully review all submitted information .  This includes a detailed analysis of the budget submission.  Grant specialist may be required to work with Recipient on negotiation and or clarification of budget line items in accordance with the OMB circulars.
- Determine the proper vehicle (grant, cooperative agreement, contract)
- Draft grant agreement document – this includes the DS-1909 cover page and the terms and conditions.
- After all conditions have been met and negotiations are complete, the grants officer will sign the grant document and send it to the recipient for counter-signature
- Once the grant agreement is signed by both parties,  AQM will send the DS-1909, a copy of the grant and, if applicable, the final approved budget to both Program Analyst and the GOR

## VI. Grants Officer Representative (GOR) Memo

- In accordance with DRL policy, GOR training is required. See OPE website for course details: _[http://](http://aopefa.a.state.gov/content.asp?content_id=4&menu_id=69)__[aopefa.a.state.gov/content.asp?content_id](http://aopefa.a.state.gov/content.asp?content_id=4&menu_id=69)__[=4&menu_id=69](http://aopefa.a.state.gov/content.asp?content_id=4&menu_id=69)_
- The GOR Memo delegates specific authorities to the GOR and explains responsibilities and limitations.
- Carefully review memo and acknowledge receipt and understanding of GOR duties by signing and returning the signed copy to AQM.
- This is an official memo that will be placed in the official grant file.
- If there is a change in the GOR, please notify AQM.  A re-delegation of authority must occur.

## VII. Post Award  (while the project is on-going)

**Changes to the grant agreement:**
- All change requests must be submitted simultaneously to both the grant specialist, Program Analyst and the GOR.  Requests can be submitted by mail or email.
- The grant specialist, Program Analyst, and GOR should work closely together as a team to determine if an official amendment is required.

## Common requests for changes include:

- Budget reallocation:
- In accordance with Provision VI of the grant agreement document:
*“**Grantee is permitted to move up to 15% of program funds over the life of the grant without consulting the Grants Officer.  Grantee may not move funds between program and administrative expenses without the written consent of the Grants Officer.”*
- Extension of the period of performance
- Request for additional budget line items
- The grant specialist will have final determination of allowability and reasonableness of requested change.
- All official responses regarding requests must come from AQM .

## What changes will likely not be approved?

- Changes that have no relation to the original scope of the program
- Transfer of money for a different program
- Request for extensions after the grant has already expired

## VIII. Close-out

- Final programmatic and financial reports should be submitted, to the grant specialist, Program Analyst, and GOR, within 90 calendar days after the expiration of the grant agreement.
- If the recipient has unexpended funds after the project has been completed, the funds must be returned to the Department and de-obligated.
- Equipment disposition:
*“**Upon completion of the Grant, the Recipient shall submit in writing within 30 working days a list of all non-expendable personal property acquired during the Grant performance.  This list shall include, at a minimum: a description of the property; manufacturer's serial number, model number, or other identification number; and location, use and condition of the property*.”
- The grant specialist will provide disposition instructions for all non-expendable personal property acquired with assistance funds having a unit cost of $5,000 or more after the period of the grant has ended

## Thank You DRL!