Prescott Grant FAQs
- Application Instructions and Proposal Requirements
- Deadlines
- Eligibility
- Project Participants
- Project Budget and Supporting Documentation
- Research Permits
- Screening, Review, and Selection Procedures
Application Instructions and Proposal Requirements
Q: Are there any changes from last year's solicitation?
A: Yes. The National and regional funding priorities and categories have changed in the FY2010 funding solicitation. We encourage applicants who have previously submitted a proposal to read the entire solicitation document before preparing a proposal for the FY2010 competition.
Q: Where can I find instructions and guidance regarding how to complete the grant application forms?
A: On our website:
- Federal Funding Opportunity describing the FY2010 solicitation
- Federal Register notice announcing the 2010 grant cycle
- cost share calculator
- addresses for submitting proposals
- forms and application materials (on Grants.Gov)
Since this is a competitive program, NMFS and NOAA employees cannot provide assistance in conceptualizing, developing, or structuring proposals, or write letters of support for any proposal.
However, NMFS or NOAA employees may provide information to applicants on appropriate analytical techniques, including costs and time lines for such analyses. For activities that involve collaboration with current NOAA programs that include, but are not limited to, the National Marine Mammal Tissue Bank (NMMTB) or laboratories conducting analysis of tissues for contaminants, the National Institute of Standards and Technology or NOAA employees can write a letter verifying that they are collaborating with the project, or that the organization or individual applying is trained to participate in the NMMTB or is currently participating in the National Marine Analytical Quality Assurance Program.
Q: How many grants can I apply for? How many can I receive?
A: There is no limit on the number of proposals that you can apply for as the same eligible participant or researcher during the 2010 annual cycle. Multiple proposals submitted must clearly identify different projects and must be successful in the competitive review process.
Eligible stranding network participants can receive no more than two awards for FY2010 as an organization. The two awards must be for projects that are clearly separate in their objectives, goals, and budget requests.
If you are applying as an eligible researcher, but not independently authorized under the MMPA Sections 104, 109(h), or 112(c), or the National Contingency Plan for Response to Marine Mammal Unusual Mortality Events, you can only receive one award for FY2010.
Q: On Standard Form 424, Number 8: What type of application is it? Is it still a "new" application if I am continuing activities from a previous Prescott grant?
A: All Prescott awards are considered "New" even if the work is a continuation of previously funded work. Each application is reviewed through the entire competitive process each year, and so the applications are "new."
Q: On Standard Form 424, Number 13: Must start and end dates be exactly one calendar year (12 months)?
A: No . The Grant period for 2010 awards may be up to three (3) years to complete the proposed work. However, each award can only be $100,000 in Federal funds. A start date no earlier than July 1, 2010 should be selected.
Q: On Standard Form 424, Number 13: Must start and end dates be on certain days of the month?
A: Yes . The start date must be on the first of the month and the end date must be the last day of the month. No other days of the month can be used for the project start or end dates.
Q: What is the format that must be used for the project description?
A: The Federal Funding Opportunity outlines the narrative and describes the information that should be included.
Q: What needs to be included in the Organizational Summary?
A: The Federal Funding Opportunity describes what needs to be included in the summary.
Q: Can I submit a similar proposal to last year's awarded proposal as long as it doesn't overlap the award period of the existing award?
A: Yes. However, you will still check "New" on Block 8 of the SF-424. Your proposal will be reviewed and competed with all other proposals received in the 2010 cycle; therefore we cannot guarantee funding. In addition, if your project is selected for funding, we will verify that all reports required under any existing award agreement(s) have been submitted to NOAA before receipt of additional funds is authorized.
Q: How early can I submit my Prescott Grant Proposal? If I submit my proposal early, can it be reviewed to ensure that I have provided all the information required?
A: You can submit your Grant Proposal at any time after the solicitation has been published. The proposal must have been postmarked by October 5, 2009. We strongly recommend early submission of proposals in the event that we have the resources to pre-screen (pre-screening is not guaranteed). Note that there will be no extensions of the deadline for proposal revisions and that any revised proposals subject to pre- screening must be re-submitted by the original submission deadline. Our ability to pre-screen is dependent upon the submission deadline and the availability of resources. Only those proposals satisfying all of the basic requirements after the deadline will enter the full evaluation phase of the review process.
Q: I am starting a brand-new marine mammal stranding response and/or rehabilitation facility. Am I eligible to apply for Prescott funds?
A: Category B1 for the FY2010 competition promotes funding for "fledgling" organizations, i.e., those in existence for less than 3 years in an area of geographic need. Please note that any organizations applying under Category B1 should be authorized to conduct stranding network activities as of the date of application (no later than October 5, 2009), either through a Stranding Agreement from the applicable NMFS Region, or under MMPA Section 109(h) authority. In addition, you must provide an eligibility letter from the NMFS Regional Stranding Coordinator that explicitly states that your organization is authorized, and is in an area with no pre-existing coverage.
Q: If I am a researcher that has been participating in the stranding network over the past 3 years through collaboration with LOA holders, what must I do to show that I am eligible for Prescott funds?
A: You must have a current authorization letter(s) from the appropriate Regional Administrator for the region(s) from which you are receiving parts and or samples collected from stranded marine mammals (if applicable), and you must include either a Letter of Agreement holder, a 109(h) responder, or a Northwest Region participant as a co-Investigator on your project. A letter from the co-Investigator confirming their intent to participate in your project as a co-Investigator must be included in the Supporting Documentation section of the proposal package.
The letter from the Regional Administrator authorizes you to receive and possess parts and/or samples of stranded marine mammals collected by Stranding Network participants that are transferred to you for purposes of scientific research.
Q: How many Principal Investigators can be named on a project?
A: One. Each project must have one, and only one, Principal Investigator. This person assumes the ultimate authority for the successful completion of the project. However, there may be unlimited Co-Investigators or Collaborators named on a project.
Project Budget and Supporting Documentation:
Q: What type of financial information should I provide in my budget justification?
A: Specific guidance on writing the budget narrative justification is provided on our website.
Q: What are indirect costs?
A: Indirect costs are overhead costs for basic operational functions of a facility, organization, or business (e.g., lights, rent, water, insurance). If the applicant currently has a negotiated indirect cost rate with a Federal government agency (i.e., "cognizant agency"), an amount for indirect costs can be included in the budget. Indirect costs can be included in both the Federal and non-Federal cost shares as long as the method of calculation is clear and certain rules are followed. For the Prescott program, the Federal share of the indirect costs cannot exceed 25% of the total proposed direct costs. If the approved indirect cost rate is greater than 25% of the total proposed direct cost, the amount above the 25% level can be used as matching costs. If indirect costs are included, the package should include a copy of the current, approved, negotiated indirect cost agreement with the Federal government.
Q: What is a "cognizant agency" and how do I obtain a negotiated indirect cost rate agreement? Must I already have this agreement when I submit my proposal?
A: To simplify relations between Federal grantees and awarding agencies, the Office of Management and Budget (OMB) established the "cognizant agency" concept, under which a single Federal agency represents all others in dealing with grantees in common areas. The "cognizant agency" reviews and approves a grantee's indirect cost rates. There are exceptions (listed below), but in general, your "cognizant agency" is the Federal agency that has provided the most grant funds to you currently or in the past. For non-profit organizations, this is determined by calculating which Federal agency provided or provides the most grant funding.
A list of cognizant agency assignments for some State agencies, cities and counties was published in the Federal Register on January 6, 1986 (51 FR 552). The Department of Health and Human Services (HHS) may be the cognizant agency for all States and most cities. The Department of the Interior is the cognizant agency for all Indian tribal governments. For hospitals, HHS serves as the main cognizant agency.
Indirect cost rates approved by a cognizant agency must be accepted by other granting agencies, unless specific program regulations restrict the recovery of indirect costs. For the Prescott Grant Program, there is no restriction on the amount of indirect costs that can be recovered.
NOAA recommends that if indirect costs are included in the budget that a copy of an approved rate agreement from the cognizant agency be provided in the proposal package to assist in the review of the proposal. However, if the applicant is still in the process of obtaining or updating an indirect cost rate agreement, then we ask you to include in your proposal package a copy of the transmittal letter and supporting documentation sent to the cognizant agency in order to establish a new rate. If you have never received a Federal grant, you should contact the Department of Commerce, Office of Acquisition Management and Financial Assistance (DOC/OAMFA) via their web site before you submit your proposal package to the Prescott Grant Program. They will be able to help you determine what documents you must submit to obtain an indirect cost rate with the Department of Commerce.
Q: Exactly what is the highest amount of Federal funds that can be awarded for any one grant? How much must the applicant include in matching funds?
A: The highest amount of Federal funds that can be awarded for any one grant is $100,000. The applicant must match up to 25% of the TOTAL project costs - NOT JUST the Federal costs. If the Federal portion (75% of the total costs of the project) is $100,000, the applicant's matching costs must be at least $33,334 (25% of $133,334). Match amounts must be in whole dollars - if the 25% results in cents, please round up (for example, a calculated 25% match of $24,414.29 should be rounded up to $24,415). Applicants are encouraged to use the cost share calculator found on this website in determining matching funds.
Q: Can you provide further guidance on what costs are allowed as part of the non-Federal match (i.e., cost share)?
A: Here are some general guidelines for calculating non-Federal matches:
By definition, all contributions are cash because they represent direct costs to the applicant. "In kind" contributions are non-cash contributions from third parties (i.e., anyone other than the applicant).
Non-Federal contributions towards a match, including cash and third party in-kind, are acceptable when such contributions for matches meet all of the following criteria:
- Are verifiable from the applicant's records (i.e. a log of volunteer hours, copies of donation receipts, etc.)
- Are not included as non-Federal matching contributions for any other Federally-assisted project or program (including other Prescott awards).
- Are necessary and reasonable for accomplishment of project objectives.
- Are allowable under the Federal grants administrative requirements and Federal cost principles. For further explanation of the Federal grants requirements and cost principles, please refer to the Grants Management Circulars website or call a Fisheries Specialist in the NOAA Grants Management Division (301 713-0922).
- Are not paid by the Federal government under another award, except where authorized.
Values for applicant contributions of services and property are established in accordance with the applicable cost principles. Call a Fisheries Specialist in the Grants Management Division if you have questions about cost principles (301 713-0922). Unrecovered indirect costs may be included as part of non-Federal matching only with the prior approval of the Grants Officer.
Volunteer services furnished by professional and technical personnel, consultants, and other skilled and unskilled labor may be counted as non-Federal matching if the service is an integral and necessary part of an approved project. Rates for volunteer services shall be consistent with those paid for similar work in the recipient's organization (documentation of consistent salaries is helpful and may be necessary). Paid fringe benefits that are reasonable may also be included in the valuation. Volunteer services have to be documented and supported by the same methods used by the recipient for paid employees. When an employer (other than the grant recipient) furnishes the services of an employee (e.g., a university professor is allowed to conduct activities as the research director of a private stranding network organization during his work hours), these services shall be valued at the employee's regular rate of pay (plus an amount of fringe benefits that are reasonable, but exclusive of overhead costs), provided these services are in the same skill for which the employee is normally paid.
Supplies may be donated as non-Federal matching and can include such items as expendable equipment, office supplies, laboratory supplies or workshop and classroom supplies. The value assessed has to be reasonable and may not exceed fair market value at the time of the donation.
Equipment may also be donated as non-Federal matching and may not exceed its fair market value. In addition, loaned equipment may not exceed its fair rental value at time of donation.
If space is donated as part of the non-Federal match, the cost cannot exceed the fair rental value of comparable space as established by an independent appraisal of comparable space and facilities.
Q: What kind of "construction costs" can be included in a proposal for a Prescott Grant?
A: For the Prescott Grant Program allowable costs for construction include build-outs, alterations, upgrades and renovations to facilities. If construction costs are included, the proposal must answer the following questions that will allow the program office to determine whether the proposed costs are allowable, reasonable, and necessary:
- Is the type of construction/renovation allowed under this program?
- Is the construction/renovation described?
- Is the method of cost calculation described?
- Are the proposed costs presented in sufficient detail, including the following narratives: a list of work to be performed; a cost detail by task or work order contemplated; and a spending plan with time lines for entire proposed project period.
- Is the work being done by the applicant or outside contractors?
- Is there a need for the type of work/costs being proposed?
- Is there a narrative of cost estimates? Is there documentation to support cost estimates?
- Are the costs justified, reasonable and allowable? Verify costs proposed to quotes received. (Generally, the presence of more than one bid facilitates program evaluation of reasonableness.)
In addition, if contractual (or subgrant) arrangements will be used to fulfill all or part of the construction work, the following checklist should be used in development of the proposal:
- Is each contract or subgrant listed as a separate item? Separate budgets are required for subgrants or contracts regardless of the dollar value.
- Are the products/services to be acquired described along with the applicability of each to the project?
- Do the costs appear reasonable?
- Are any sole source contracts contemplated?
- If yes, is a sole source justification included with the application which describes why the proposed sole source entity is the only source capable of meeting the applicant's project needs?
- Are disallowed costs excluded?
- Contingency or miscellaneous charges cannot be included.
- Are there contracts with non-US organizations?
Q: The non-Federal match, or cost share, can consist of in-kind services and cash. What does "in-kind cost share" mean?
A: An in-kind cost share is a non-cash contribution, donated or loaned, by a third party to the applicant which the applicant is using as part of their non-Federal match. In general, the value of in-kind services or property used to fulfill a non-Federal match will be the fair market value of the services or property. Thus, the value is determined by the cost of obtaining such services or property if they had not been donated, or of obtaining such services or property for the period of the loan. The applicant must document the in-kind services or property used to fulfill the non-Federal match and give a dollar amount for all in-kind contributions. If we decide to fund a proposal, we will require strict accounting of the in-kind contributions within the total non-Federal match included in the award document. The Grants Officer (i.e., the Department of Commerce official responsible for all business management and administrative aspects of a grant and with delegated authority to award, amend, administer, close out, suspend, and/or terminate awards) is the final approving authority for the award, including the budget and any non-Federal matching proposals.
If you need a research permit, please apply through NMFS Permit Program.
Screening, Review, and Selection Procedures:
Q: How will the funds be equitably distributed among the NMFS Regions?
A: Funds will be equitably distributed among NMFS Regions based on recommendations of the merit review process and additional policy factors. A merit review panel, consisting of Federal representatives from each NMFS stranding region, MMHSRP staff, and the Marine Mammal Commission and the U.S. Fish and Wildlife Service if possible, will evaluate technical review comments, numeric ranking of proposals by the technical reviewers, application materials, stranding statistics by region (i.e., geographic need for proposed projects), environmental documentation provided under NEPA, and the number of applications received by region and by funding year. Equitable distribution will be determined by review of proposals by stranding region using the best available data on episodic, anomalous or unusual stranding events, average annual strandings and mortalities, sizes of marine mammal populations within each region, and number of applications received. Merit reviewers will also consider the actual stranding statistics per region for the previous 5 non-El Nino years and for the last El Nino year. After proposals are prioritized within the regions using the best available data, preference will be given to facilities within each region that have established records for rescuing or rehabilitating sick or stranded marine mammals and whose activities are planned so that they minimize any potential adverse impacts on the environment. The merit review team will prepare a written justification for any recommendations for funding that fall outside the numerical ranking (average weighted scores from the technical review), and for any cost adjustments.
