Grant Application Guide

Applications submitted in response to this FOA must consist of three separate and distinct parts:

1. Project Budget, composed of the SF-424A and Budget Narrative
2. Project Narrative
3. Attachments to the Project Narrative

You must ensure that the funding amount requested is consistent across all parts and sub-parts of the application.

1. Project Budget

You must complete the SF-424A Budget Information Form (refer to Attachment I). In preparing the Budget Information Form, you must provide a concise narrative to support the budget request, explained in detail below.

Budget Narrative

The Budget Narrative must provide a description of costs associated with each line item on the SF-424A.

Each category should include the total estimated cost for the period of performance. Use the following guidance for preparing the Budget Narrative.

Please note that Equipment and Construction are not allowable for this opportunity.

Personnel: List all staff positions by title (including individuals hired by an employment contract) including the roles and responsibilities. For each position, give the annual salary, the percentage of time devoted to the project, and the amount of each position’s salary funded by the award.

Fringe Benefits: Provide a breakdown of the amounts and percentages that comprise fringe benefit costs, such as health insurance, FICA, retirement, etc.

Equipment: Equipment costs are not allowed.

Travel: Is an allowable cost included in your administrative budget and would need to be reasonable and justified in the budget narrative. 

Supplies: Identify the cost of supplies (e.g., general office supplies, desk/chairs, laptops/printers, other specialty items) in the detailed budget per category.  Except for general office supplies, list the item, quantity, and the unit cost per item. Supplies include all tangible personal property other than “equipment” (see 2 CFR Part 200.1 for the definition of Supplies).

Contractual: Under the Contractual line item, delineate contracts and subawards separately. Contracts are defined according to 2 CFR Part 200.1 as a legal instrument by which a non-federal entity purchases property or services needed to carry out the project or program under a federal award. A subaward, defined by 2 CFR Part 200.1 means an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a federal award received by the passthrough entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a federal program.

For each proposed contract and subaward, specify the purpose and activities to be provided, and the estimated cost.

Construction: Construction costs are not allowed.

Other: Provide clear and specific detail, including costs, for each item so that we can determine whether the costs are necessary, reasonable, and allocable. List items, such as stipends or incentives, not covered elsewhere.

Indirect Costs: If you include an amount for indirect costs (through a Negotiated Indirect Cost Rate Agreement or De Minimis) on the SF-424A budget form, then include one of the following:

• If you have a Negotiated Indirect Cost Rate Agreement (NICRA), provide an explanation of how the indirect costs are calculated. This explanation should include which portion of each line item, along with the associated costs, are included in your cost allocation base. Also, provide a current version of the NICRA; or
• If you intend to claim indirect costs using the 15 percent de minimis rate, please confirm that your organization meets the requirements as described in 2 CFR Part 200.414(f). Clearly state that your organization does not have a current negotiated (including provisional) rate, and is not one described in 2 CFR Part 200, Appendix VII(D)(1)(b).

Applicants choosing to claim indirect costs using the minimum rate must use Modified Total Direct Costs (as defined by Department of Labor [DOL] below) as their cost allocation base. Provide an explanation of which portion of each line item, along with the associated costs, are included in your cost allocation base.  Note that there are various items not included in the calculation of Modified Total Direct Costs. See the definitions below to assist you in your calculation.

Modified Total Direct Cost (MTDC) Definition: To avoid serious inequity in the distribution of indirect costs, DOL defines MTDC as all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward or subcontract (regardless of the period of performance of the subawards or subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward or subcontract more than $50,000.

You will also note that participant support costs are not included in modified total direct costs. Participant support costs are defined below.

2 CFR Part 200.1 Participant Support Cost means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects.

2. Project Narrative

The Project Narrative must demonstrate your capability to implement the funding opportunity project in accordance with the provisions of this Announcement. It provides a comprehensive framework and description of all aspects of the proposed project. It must be succinct, self-explanatory, and well-organized so that reviewers can understand the proposed project.

The Project Narrative is limited to 10 double-spaced single-sided 8.5 x 11-inch pages with 12-point text font and 1-inch margins. You must number the Project Narrative beginning with page number 1.

Materials submitted beyond the specified page limit will not be considered during the application review process.

The following instructions provide all the information needed to complete the Project Narrative. Carefully read and consider each section and include all required information in your Project Narrative. The agency will evaluate the Project Narrative using the evaluation criteria identified in Section V.A. You must use the same section headers identified below for each section of the Project Narrative.

Note: Full points will not be given for simply repeating the requirements stated below or elsewhere in the Announcement. To receive full points, the applicant must describe, in their own words, the process or procedures their institution will use and what evidence is available to show those processes are effective for meeting the stated requirement.

Statement of Need (Up to 10 Points)

Identify and describe the proposed service area of the project that aligns with the appropriate geographic scope of the selected track and explain the rationale for the proposed service area of the project. (5 points)

Describe the target population to be served and the industry using LMI. (5 points)

Expected Outcomes and Outputs (Up to 22 Points)

Performance Outcome Measures (12 points)

• Total number of participants. (4 points)
• Total number of priority participants (4 points)
• Total number of targeted industries used for work experience, citing specific LMI sources. (LMI sources can be found in the FAQ.) (4 points)

System or Process for Tracking, Collecting, and Reporting Participant Data (10 points)

• Provide specific details about the procedures in place for collecting the performance outcome measures, tracking indicators, and other participant data such as demographic information, training provided for soft skills, and other information. (2 points)
• Grantee or their designated grant partner must establish and document the eligibility of all participants (2 points)
• Create a satisfaction survey for participants and employers, whose results will be sent to TDLWD. (6 points)

Project Design (Up to 22 Points)

Applicants must clearly and thoroughly identify the proposed methods that the project will use to assist individuals participating in the work experience initiative. In each criterion below, applicants must describe their rationale for taking the proposed approach over others, identify any potential barriers, and describe how the project will overcome those barriers.

Worker-Centered Partnership (12 points)

Scoring for this criterion is based on the description of the worker-centered partnership model and how all partners will collaborate to meet the criteria outlined in the FOA.

• Provide a comprehensive description of the worker-centered partnerships, including identifying all partners (employers, workforce development entities, and others). Applicants must describe partner roles and thoroughly and convincingly explain how each partner will support the development of the program design. (6 points)
• Document the active roles of all partners. This includes a clear and thorough description of the capacity and role of all partners involved such as the commitments of employer partners to hire program participants. This description must be consistent with the required letters of commitment, partnership agreements, memoranda of understanding, or other documentation. (6 points)

Soft Skills (4 Points)

All awardees must provide structured soft skills instruction, delivered by the awardee organization, approved program staff, or employer. Required competencies include (but are not limited to):

• Workplace professionalism and behavior
• Communication (verbal, written, digital)
• Time management and attendance
• Teamwork and conflict resolution
• Problem-solving and adaptability

Soft skills instruction must be provided for all participants, which may occur before placement, during work experience, or both, and must be planned, documented and reported.

Project Work Plan and Timeline (6 Points)

Scoring under this criterion is based on a clear and complete overview of project goals and targets, milestones, key activities, and key partners of the proposed program.

Applicants must present a timeline in a table format that provides an overview of the work plan for the project proposed. The work plan should include an overview of goals, activities, key milestones (including short-term, mid-term, and long-term milestones), targets, and timelines that capture the employment activities and partners involved in achieving them. The work plan must be submitted as a separate attachment and does not count against the page limit of the Project Narrative. The work plan must include all the following:

• Project goals, which are the overarching achievements that will be pursued.
• Milestones, which are key markers of awardees progress; these are typically expressed in the form of an action or event marking a significant change or stage in development.
• Key activities, including timeframes for development or modification of programs, and/or participant enrollment in work experience; and key partners identified for key activities.

Organizational, Administrative, and Fiscal Capacity (Up to 18 Points)

Capacity of Lead Applicant, Partnership Structure, and Administrative Controls and Systems

• Applicants must provide a detailed description describing the lead applicant’s ability and experience as the employer of record ensuring all wages are in line with program requirements including federal and state taxes, workers compensation, benefits, and other employment withholdings.  An individual participant shall not receive more than the maximum benefit of $3,000 for work experience inclusive of all wages and withholdings. Any subcontractor or staffing agency utilized must be disclosed. (10 points)
• Applicants must provide a detailed organizational chart that identifies the lead applicant and partners. The chart must describe the structure of the relationships of all partners involved in the project. The chart must also identify the proposed project’s staffing plan to illustrate that partners have the capacity to support the lead applicant to carry out the proposed project. (2 points)
• Applicants must provide a detailed description demonstrating the lead applicant’s capacity to effectively manage each component of the program, including a project management plan and a communications plan for efficient and effective management of the project with all partners and staff; and demonstrating its capacity to establish effective procurement processes, systems, and procedures and those of any partners that will be providing any services or conducting any activities under the funding opportunity (if applicable). Applicants that have subrecipients must describe their processes and procedures for effectively managing these entities. (6 points)

Past Performance – Programmatic Capability (Up to 18 Points)

Applicants will receive points based on past performance data. Applicants must use the information below and provide the applicable past performance information.

• Applicants must provide a full description of the lead applicant’s prior experience with implementing an effective program similar in scope. This could include evidence of existing sector partnerships, prior experience in taking employment and training programs to scale, and the number of participants served in prior programs, which can include prior experience in YEP. (10 points)
• Demonstrate that partners have experience in deploying employment and training programs, including classroom training, work-based learning programs, internships, mentorships, or externships within the proposed industry, and in enrolling participants in employment and training programs, including providing supportive services, securing employment placements, and/or wage increases. (2 points)
• Applicants must provide a past performance chart that shows the performance outcome measures achieved and spending rate analysis (during the original period of performance) for a grant initiative completed in the past five years from the closing date of this announcement using the chart format described below. There are different chart format instructions depending on past grant experience. Applicants must use the information below to determine which instructions are applicable to their organization. Failure to provide a past performance chart as an attachment will result in zero points awarded for this rating factor.  (6 points as specified below)

The chart below must be signed by the grantor, or a letter must be provided from the grantor verifying the data provided in response to the requested performance outcome measures achieved and spending rate analysis. Grantees that fail to provide a chart signed by the grantor (or a chart accompanied by a letter signed by the grantor) will result in zero points being awarded for the Past Performance – Programmatic Capability criterion (10 points). This letter must be on grantor letterhead and contain contact information for the grantor.

Performance Outcome Measures Achieved (4 Points)

Applicants will receive points based on past performance measures demonstrated in the performance chart as follows:

• Applicants achieving 80% or above on all performance measures for their most recently completed grant will receive 4 points for this subsection.
• Applicants achieving 80% or above on three performance measures for their most recently completed grant will receive 3 points for this subsection.
• Applicants achieving 80% or above on two performance measures for their most recently completed grant will receive 2 points for this subsection.
• Applicants achieving 80% or above on one performance measure for their most recently completed grant will receive 1 point for this subsection.
• Applicants that did not achieve 80% or above on any performance measure or where performance measures cannot be verified for their most recently completed grant will receive 0 points for this subsection.

Spending Rate Analysis (2 Points):

Applicants must submit, as part of the Past Performance Chart described above, the total grant amount and the percentage of grant funds spent during the original period of performance for the grant as identified through the Past Performance Chart Instructions specified above.

Applicants will receive points for their spending rate, as demonstrated in the chart they provide in the Spending Rate Analysis section, as follows:

• Applicants that expended at least 98 percent of the grant funds for their most recently completed grant will receive 2 points.
• Applicants that expended at least 80 percent but less than 98 percent of the grant funds for their most recently completed grant will receive 1 point.
• Applicants that expended less than 80 percent of the grant funds for their most recently completed grant will receive 0 points.

Below is a sample format for the chart:

Funding Opportunity Project Name: (All grants)
Grant Lead:
Grantor Contact - Name, Title, Email Address, and Telephone Number: (Federal or non-Federal grants only - non-Federal grants must also include signature)
Funding Amount and Project Period of Performance: (All grants)
Project Information/Grant Objectives: (Federal or non-Federal grants) 
Population Served: 

Performance Outcome Measures Achieved: (All grants) 

Spending Rate Analysis: (All grants)

Budget and Budget Narrative (Up to 2 Points)

The Budget and Budget Narrative will be used to evaluate this section. Please see Section IV.A.1 for information on the requirements. The Budget and Budget Narrative do not count against the page limit requirements for the Project Narrative.

Applicants must describe the following:

• How the budget is reasonable and feasible based on the activities outlined in the Project Narrative
• How the proposed expenditures will support the grant project’s development or scaling of worker-centered sector strategy programs to train individuals in middle- to high-skilled occupations in advanced manufacturing; information technology; and professional, scientific, and technical services that support energy, transportation, or broadband infrastructure sectors while advancing job quality; and
• How key personnel have been allocated time necessary to achieve project results.

Priority Consideration: Smaller and Rural Communities (2 points)

Applicants that demonstrate in their application that they are serving smaller and/or rural communities will receive two priority consideration points toward their overall application score. Applicants will not receive additional points for multiple smaller/rural community areas within the proposed physical service area.

Smaller/Rural Communities – For the purposes of this grant program smaller and rural communities include:

1. All non-metro counties.
2. All metro census tracts with Rural-Urban Commuting Area (RUCA) codes 4-10.
3. Large area metro census tracts of at least 400 square miles in area with population density of 35 or less per square mile with RUCA codes 2-3.
4. All outlying metro counties without an Urbanized Area (UA) to be rural.
5. Any federally recognized Indian Tribe.

To receive points applicants must describe the following:

Clearly identify any of the counties in the proposed service area that meet the above definition smaller/rural communities. (2 points)

In addition to the Project Narrative, you must submit attachments. You must clearly label all attachments. We will exclude only those attachments listed below from the page limit. The Budget and Budget Narrative do not count against the page limit requirements for the Project Narrative.

You must not include additional materials such as resumés or general letters of support. You must submit your application in one package because documents received separately will be tracked separately and will not be attached to the application for review.

Save all files with descriptive file names of 50 characters or fewer and use only standard characters in file names: A-Z, a-z, 0-9, and underscore (_). File names may not include special characters (e.g. &,–,*,%,/,#), periods (.), blank spaces, or accent marks, and must be unique (e.g., no other attachment may have the same file name). You may use an underscore (example: My_Attached_File.pdf) to separate a file name.

Required Attachments

Abstract

You must submit an up to two-page abstract summarizing the proposed project including, but not limited to, the scope of the project and proposed outcomes. Omission of the abstract will not result in your application being disqualified; the lack of the required information in the abstract, however, may impact scoring. Should you be selected for an award, the information provided in your abstract may be published to a public facing website as a summary of your project. The abstract must include the following:

• Lead applicant organization name
• Lead applicant entity organization type
• Lead applicant location (city and state)
• Names of partners
• Geographic scope: local/regional, statewide, or national
  • A description of the area to be served, and identification of the specific location(s) where grant services will be provided: (e.g., cities, counties, or state(s))
  • Identify if the area to be served includes smaller and/or rural communities as defined in the FOA
• Target population(s) to be served
• Subrecipient roles: List all subrecipients and the roles (activities) they will fill in the proposed project. Roles should be aligned to proposed workplan.
• Public contact information

Requested Attachments

We request the following attachments, but their omission will not cause us to disqualify the application. The omission of the attachment will, however, impact scoring unless otherwise noted.

1. Past Performance Documentation

• This attachment must include both the Chart of Past Performance and the Grantor Verification Letter (if the chart is not signed by the Grantor).
• These documents must be uploaded as an attachment to the application package and labeled “Past Performance.”

2. Letters of Commitment, MOUs, or Partnership Agreements

Submit signed and dated letters of commitment, memoranda of understanding, partnership agreements, or other types of signed agreements between the applicant and partner organizations and/or sub-grantees that propose to provide services to support the program model and lead to the identified outcomes. See Section III.A.2.

These letters must be uploaded as an attachment to the application package and labeled “Letters of Commitment.”

3. Smaller and Rural Communities Documentation

If the applicant is proposing to serve smaller or rural communities for priority consideration, they must provide supporting data/documentation including the information source(s) utilized.