February 7, 2023

RAIL

MOVING AMERICA FORWARD

Presented by:

Jenny Zeng • John Winkle

Federal-State Partnership for Intercity Passenger Rail Grant 

Program Information Session #3 — Project Narrative and SOW
2

FRA Presenters

Ryan Arbuckle

Transportation Industry 

Analyst, Rail Program 

Policy and Performance 

Division

John Winkle

Senior Grants 

Management Specialist,

Grant and Loan Program 

Development Division

Jenny Zeng

Transportation Industry 

Analyst, Rail Program 

Policy and Performance 

Division
3

• Overview of the competitive grant process

• Components of the narrative

• Tools and Resources 

• Q & A 

1

2

3

4

Agenda
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FRA Competitive/Discretionary Grant Review Process 

Intake

• Is this project 

eligible?

• Is the applicant 

eligible?

Evaluation

• What are the 

project 

benefits? Is it a 

capital rail 

project for new, 

expanded, or 

improved IPR 

service?

• Is the applicant 

capable of 

carrying out this 

project?

Selection

• Projects are 

selected based 

on their ability 

to meet 

selection and 

evaluation 

criteria

Announcement

• FRA press 

release 

announces 

selections 6 to 7 

months 

following 

application 

due date

Project Narrative 

and SOW!
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Best Practices—

Project Narrative
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Narratives and Lifecycle Stages

• Structure your narrative according to your 

respective track. Make it clear that you 

have completed the appropriate 

prerequisites for the track you are applying 

for.

• Ensure your narrative fully communicates 

the scope and benefits of your track and is 

supported by evidence

• Applicants are not restricted from applying 

to multiple tracks (i.e., Track 2 + Track 3 

Grant Application)

Track 1: Project 

Planning

Track 2: Project 

Development

Track 3: Full 

Design/Construction
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 Structure your project narrative 

in accordance with the outline 

specified in the Notice of Funding 

Opportunity (NOFO)

 Include all elements identified in 

the outline

 Follow the instructions for 

each element

 Adhere to 25-page limit – Cover 

Page does not count against limit

Project Narrative Outline

Best Practices – Project Narrative

I. Cover Page

II. Project Summary

III. Project Funding

IV. Applicant Eligibility Criteria

V. Project Eligibility Criteria

VI. Detailed Project Description

VII. Project Location

VIII. Grade Crossing Information, if applicable

IX. Evaluation and Selection Criteria

X. Project Implementation and Management

XI. Environmental Readiness
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Best Practices – Project Narrative

 Use a table or create a list:

 Project Name

 Lead Applicant Name/Project Sponsor

 Funding Requested

 Proposed Match

 Total Project Cost

 Did you submit for a previous grant? Tell us 

which program.

 Project Lifecycle Stage

 Intercity Passenger Rail Service(s) 

Benefiting from the Project (incl. any Long 

Distance Service

Cover Page

 For shared-benefit projects, identify the Commuter 

Rail Passenger Transportation service(s) benefiting 

from the project

 Infrastructure Owner(s) of Project Assets

 City(-ies), State(s) location

 Congressional District
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Best Practices – Project Narrative

Project Summary

 Briefly describe the project in 

4 to 6 sentences

• Tell us what your project is, where it is, how much money you are requesting, and why. Include 

application Track/Lifecycle Stage you are applying for. 

 Don’t start off by confusing reviewers ― keep it simple

 Don’t frontload all your information
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Best Practices – Project Narrative

 TABLES are always welcome

• Only include eligible costs

 Specify each source of 

non-Federal match

• Supporting Documentation

• Provide details about in-kind match

• Indicate public- vs. private-sector match 

 Identify if the proposed match will not be available until a certain date or 

if funds must be spent by a deadline

• State Competitive Funding or other competitive Federal sources

 Major Capital Projects

• Annualized budget in year of expenditure dollars

• Specify intent to seek Phased Funding Agreement (PFA)

Project Funding

Task/Component Cost Percentage

Preliminary 

Engineering 

$XX 50%

NEPA $XX 50%

Total Cost $XXX 100%

Funding Source Amount Percentage

FSP Grant Request $XX 80%

Local Funding $XX 10%

State Funding $XX 5%

Railroad Co. 

Funding - Private

$XX 5%

Total Match $XXX 100%
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Best Practices – Project Narrative

Applicant and Project Eligibility 

Look at the 

NOFO 

• Match Project to 

eligible project type 

• Match Applicant to 

eligible applicant 

type

Make your 

case

• Describe how 

your project 

meets the 

criteria and how 

you meet the 

criteria

References

• Supporting 

Documentation

• Citations and 

Hyperlinks
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Best Practices – Project Narrative

 Thoroughly discuss the transportation 

challenges and benefits

 Include data to support project benefits

 Describe how project components are 

related and will be sequenced

 Include photographs or diagrams

 Identify all host railroads, operators, and 

beneficiaries

• Daily, weekly, or annual train count

• Current ridership data, delays 

Detailed Project Description

v. Project Description

Picture of Project

Location of Project 

Area

Simple description of challenges and proposed solution. 

Relevant history OF project.

• These XX grade crossings are slowing trains and we 

want to create a grade separation

Summary of Qualitative and Quantitative benefits of this 

project.

• XXX trip times will be decreased by this project

Summary of who benefits.

• Town residents

• Emergency Services

• Freight

Host Railroad – status of negotiations

• Draft negotiation document,

• Summary of ongoing conversations, demonstration of 

support

Don’t let this be the 

only time you talk 

about benefits
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Best Practices – Project Narrative

 Identify cities, counties, and states where project is 

located

• Congressional districts of project location

 Include a map of the project

• Multiple if necessary

 Identify railroad mileposts

 Geospatial data – longitude and latitude 

 Demographic Data ONLY if applicable 

• Justice40

• Equity

Project Location
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Best Practices – Project Narrative

 Cite specific DOT National Grade 

Crossing Inventory information, 

including:

• Railroad that owns infrastructure

• Primary railroad operator

• DOT crossing inventory number

• Roadway at the crossing

Grade Crossing Information
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Best Practices – Project Narrative

Evaluation and Selection Criteria

Project 

Benefits

Effects on system and service performance, including as measured by applicable metrics set 

forth in part 273 of title 49, Code of Federal Regulations (or successor regulations);

Effects on safety, competitiveness, reliability, trip or transit time, greenhouse gas emissions, 

and resilience

Anticipated positive economic and employment impacts, including development in areas 

near passenger stations, historic districts, or other opportunity zones

Efficiencies from improved connections with other modes

Ability to meet existing or anticipated demand

Whether the project services historically unconnected or under-connected communities

Technical 

Merits

SOW tasks and subtasks outlined are appropriate

Project has completed necessary Capital Project Lifecycle prerequisites and demonstrates 

strong project readiness

Technical Qualifications and Experience of Personnel

Business plan considers potential private sector participation

The legal, financial, and technical capacity to carry out the project

Project is consistent with planning guidance and documents

 Quantitative and Qualitative

• Relevant Benefits only –

don’t digress to other 

projects

 Address each component

• Address it again!

• Separate out each section –

don’t bunch
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Best Practices – Project Narrative

 Highlight applicant’s past experiences managing and overseeing similar projects, 

including FRA- or DOT-funded projects

• RAISE (TIGER, BUILD) or CRISI

• Federal Transit Administration (FTA) grants

• State Grants

• Management of Local Funding

 Describe expected arrangements for project contracting, contract oversight, changeorder management, risk management, and conformance with Federal requirements 

for progress reporting

• Experience with intercity passenger rail – GREAT!

• Major Capital Projects’ Project Management Plans have additional 

requirements and must include the following: 

• Project planning and concept design, environment, design management, 

project delivery, construction management, construction close out, start 

up and revenue operation, real estate acquisition and management, and 

rolling stock acquisition and management

Project Implementation & Management

 Assume your reviewer has 

never heard of you!

BUILD: Better Utilizing Investments to Leverage 

Development Program

CRISI: Consolidated Rail Infrastructure and Safety 

Improvements Grant Program

RAISE: Rebuilding American Infrastructure with 

Sustainability and Equity Grants

TIGER: Transportation Investment Generating 

Economic Recovery Program (FY 2009-2000)
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Best Practices – Project Narrative

 If NEPA is complete: Provide copy 

of NEPA document or link

 If NEPA is not started: Provide 

detailed project description and 

description of setting/land use, 

with visuals

 If NEPA is underway: Provide 

current status, expected 

completion date, and type of 

document

Environmental Readiness

• The amount/kinds of environmental information 

and documentation you're typically expected to 

provide as part of your application depends on 

which track of the FSP-National program (1, 2, or 

3) you're applying under

• Environmental review must be completed and 

approved by FRA prior to construction

• FRA may be able to adopt environmental 

documents prepared by/for other Federal 

agencies
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• Keep it simple and straight forward

o More information is good....as long as it’s relevant

• Supporting Documentation – submission vs. hyperlink

o Repetition is key – don’t sell yourself short 

• No detective work

o Benefits, costs, scope, project stage

o Qualitative and quantitative 

• No assumptions

o Location

o Technical experience

o Project

In Summary...Help Your Reviewer
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I. Cover Page

• Developing SF 424 Project Titles

II. Project Summary

• FY21 FSP SOGR Selections

III. Project Funding

• Capital Cost Estimating Guidance

• FRA Budget Tool

IV. Applicant Eligibility Criteria

• FSP-National NOFO; FSP-NEC NOFO

V. Project Eligibility Criteria

• FSP-National NOFO; FSP-NEC NOFO

VI. Detailed Project Description

• Guidance on Development and Implementation of 

Railroad Capital Projects

Narrative Tools

VII. Project Location

• Justice40 Census Tracts 

• Congressional Districts 

• Rural Eligibility

• FRA Safety GIS Map

VIII. Grade Crossing Information

• Grade Crossing Inventory

IX. Evaluation and Selection Criteria

• FSP-National NOFO

• Metrics and Minimum Standards for IPR Operations

X. Project Implementation and Management

• FRA Reporting

• FRA Statement of Work Templates 

• FRA Project Development Resources

XI. Environmental Readiness

• FRA CE Worksheet

• FRA CE Companion Guide

• FRA NEPA Procedures 

• FRA YouTube Recording on NEPA and Competitive Grants
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Best Practices—

Statement of Work
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Overview of Statement of Work – Purpose and Uses Two-Fold

• Review the NOFO for 

specific instructions on

preparing the SOW. The 

NOFO provides links to 

four FRA templates that 

you can download from

the FRA website.*

• Maintain the format and

structure of the 

templates. This will 

improve the quality of 

the grant application 

and set up the grant for 

success during project 

delivery!

Grant Application

• The Statement of 

Work is one of the 

key documents 

contained in the 

Grant Agreement, 

the guiding 

document for 

project execution 

and grant 

management 

during the project 

delivery phase!

Project Delivery

• What is the Statement of Work and 

how is it used throughout the grant 

lifecycle?

• Purpose: The SOW is a description 

of the work that will be completed 

under the grant agreement.

Drafting and finalizing the SOW is a 

key step toward receiving a grant 

award. *

*https://railroads.dot.gov/grantsloans/grant-administration/statements-work
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Components of the Statement of Work – Template Page 1
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Components of the Statement of Work – Outline

 Structure your Statement of Work 

in accordance with the NOFO 

instructions

 NOFO provides links to four FRA 

templates which are available for 

download – SOW, Schedule, 

Budget, and Performance 

Measures

 Include all elements identified in 

the templates

Statement of Work Outline

I. Authority

II. Background

III. Objective

IV. Project Location

V. Description of Work

VI. Project Coordination

VII. Project Management
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Components of Statement of Work – Description of Work

Task 1 Deliverables

• Detailed Project Work Plan, Budget, and Schedule

• Project Agreements (if applicable)

Detailed Project Work Plan Detailed Project Budget Detailed Project Schedule

• Activities and steps necessary to

complete the tasks outlined in the 

Statement of Work (SOW)

• Include information about the

project management approach

• Address quality assurance and

quality control procedures

V. Description of Work: Task 1

• Consistent with the Approved

Project Budget, but with 

greater detail

• Include the environmental

class of action

• A schedule of the activities and 

steps necessary to complete 

the tasks outlined in the SOW

o Include Grantee and

agency review durations
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Components of Statement of Work – Description of Work

V. DESCRIPTION OF WORK (continued)

• Task 2: [insert task name] i.e., Engineering

Design;

use Subtasks as needed

• [insert a description of the task and the deliverables that will be completed under the task]

• Task 2 Deliverables:

• [insert names of required deliverablesto be completed under thistask] i.e., Final Design Plans and Cost Estimates

• Task 3: [insert task name] i.e., Construction use Subtasks as needed

• Task 3 Deliverables:

• Task 4: [insert task name] i.e., Project Administration

• Task 4 Deliverables:

• Final Performance Report (the final deliverable listed in the “description of work” section of the SOW must be the

Final Performance Report. This report must be submitted within 120 days of the end of the grant’s period of

performance and should describe the cumulative activities of the project, including a complete description of the

Grantee’s achievements with respect to the project objectives and milestones)
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Project Schedule, Budget, and Performance Measures
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Project Schedule, Budget, and Performance Measures
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Project Schedule, Budget, and Performance Measures
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 See FRA’s Statements of Work webpage:

https://railroads.dot.gov/grants-loans/

grant-administration/statements-work

 Use templates for the 

o SOW (Attachment 2)

o Schedule (Attachment 3) 

o Budget (Attachment 4)

o Performance Measures 

(Attachment 5)

Best Practices ― Statement of Work
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 Organize the scope of work into 

discrete and logically sequenced tasks

 Provide appropriate timing for tasks  Identify the deliverables required to 

communicate progress and 

completion of tasks to FRA

 Check the budget to ensure numbers 

are consistent with cost information 

submitted in forms and other areas of 

the application

Best Practices ― Statement of Work
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• Capital Cost Estimating Guidance:

o https://railroads.dot.gov/rail-network-development/

training-guidance/capital-cost-estimating-guidance

• Utilize FRA’s Standard Cost Categories as a way to organize 

the scope of work and budget

o https://railroads.dot.gov/elibrary/mp-33-scc-worksheets

• Ensure consistency among the project narrative, statement of 

work, benefit-cost analysis, and other application materials

Best Practices ― Statement of Work
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QUESTIONS?
Contact Us

Federal Railroad Administration

1200 New Jersey Avenue, SE

Washington, DC 20590

Connect with us USDOTFRA

FRA-NOFO-Support@dot.gov

FRA Competitive Discretionary Grant Programs

Webpage https://www.fra.dot.gov/grants