Rural Business-Cooperative Service, USDA.
Notice.
The Rural Energy for America Program, formerly section 9006 under the 2002 Farm Bill, is composed of several types of grants and guaranteed loan programs. These are: Guaranteed loans and grants for the development/construction of renewable energy systems and for energy efficiency improvement projects; grants for conducting energy audits; grants for conducting renewable energy development assistance; and grants for conducting renewable energy feasibility studies.
The Agency is implementing the Rural Energy for America Program (REAP) for Fiscal Year 2010 through the publication of three REAP notices:
• Renewable energy system and energy efficiency improvement grants and guaranteed loans;
• Energy audit and renewable energy development assistance grants; and
• Renewable energy feasibility study grants.
This REAP notice announces the availability of $2.4 million for fiscal year (FY) 2010 to units of State, tribal, or local government; instrumentalities of a State, tribal, or local government; land-grant colleges and universities and other institutions of higher education, including 1994 Land Grant Colleges
Lastly, the Agency intends to publish a proposed rule that will revise the current program, in large part to conform with the requirements set out by the 2008 Farm Bill, at 7 CFR 4280, subpart B to include renewable energy feasibility study grants, and that will add a new subpart C to address energy audit and renewable energy development assistance grants. Together, these two subparts will represent the Rural Energy for America Program as authorized under section 9007 of the Farm Security and Rural Investment Act of 2002 as amended by section 9001 of the Food, Energy, and Conservation Act of 2008. The Agency anticipates publishing final regulations to operate the Rural Energy for America Program in fiscal year 2011.
Applications for grants must be submitted on paper or electronically no later than 4:30 p.m., local time July 26, 2010. Neither complete nor incomplete applications received after this date and time will be considered for funding in FY 2010, regardless of the postmark on the application.
Application materials may be obtained by contacting one of Rural Development's Energy Coordinators or by downloading through
Submit electronic applications at
Telephone numbers listed are not toll-free.
For information about this Notice, please contact the Energy Branch, USDA Rural Development, STOP 3225, Room 6870, 1400 Independence Avenue, SW., Washington, DC 20250–3225. Telephone: (202) 720–1400.
For assistance on energy audit and renewable energy development assistance grants, please contact the applicable Rural Development Energy Coordinator, as provided in the
In accordance with the Paperwork Reduction Act of 1995, the information collection requirements associated with energy audit and renewable energy development assistance grants, as covered in this REAP notice, has been approved by the Office of Management and Budget (OMB) under OMB Control Number 0570–0059.
The information collection requirements associated with renewable energy system and energy efficiency improvement grants and guaranteed loans and with renewable energy feasibility study grants, which will be addressed in their respective REAP notices, have also been approved by OMB under OMB Control Number 0570–0050 and OMB Control Number 0570–0061, respectively. When the Agency publishes the proposed rule for REAP, it will consolidate the information collection requirements associated with this REAP notice and the other two REAP notices into a single information collection package for OMB approval.
A.
B.
C.
(i) Materials, pre-commercial thinnings, or invasive species from National Forest System land and public lands (as defined in section 103 of the Federal Land Policy and Management Act of 1976 (43 U.S.C. 1702)) that:
(A) Are byproducts of preventive treatments that are removed to reduce hazardous fuels; to reduce or contain disease or insect infestation; or to restore ecosystem health;
(B) would not otherwise be used for higher-value products; and
(C) are harvested in accordance with applicable law and land management plans and the requirements for old-growth maintenance, restoration, and management direction of paragraphs (e)(2), (e)(3), and (e)(4) and large-tree retention of subsection (f) of section 102 of the Healthy Forests Restoration Act of 2003 (16 U.S.C. 6512); or
(ii) any organic matter that is available on a renewable or recurring basis from non-Federal land or land belonging to an Indian or Indian tribe that is held in trust by the United States or subject to a restriction against alienation imposed by the United States, including:
(A) renewable plant material, including feed grains; other agricultural commodities; other plants and trees; and algae; and
(B) waste material, including crop residue; other vegetative waste material (including wood waste and wood residues); animal waste and byproducts (including fats, oils, greases, and manure); and food waste and yard waste.
(i) a wind, solar, renewable biomass, ocean (including tidal, wave, current, and thermal), geothermal or hydroelectric source; or
(ii) hydrogen derived from renewable biomass or water using wind, solar, ocean (including tidal, wave, current, and thermal), geothermal or hydroelectric energy sources.
A.
Based on the quality of the applications received under this REAP notice, the Agency reserves the right, at its discretion, to move funds from this Notice to fund applications received under the other two REAP notices. Conversely, the Agency may, at its discretion, move money for the other two REAP notices to fund applications received under this REAP notice if the quality and number of applicants merits it. The Agency's ability to move funds is subject to the limitation contained in section 9007(c)(3)(B) of the Farm Security and Rural Investment Act of 2002, which limits funding for feasibility studies to not exceed more than 10 percent of the funds made available to carry out the total amount made available under the renewable energy system and energy efficiency improvements REAP notice and the feasibility study REAP notice.
B.
C.
D.
Eligibility requirements for energy audit and renewable energy development assistance grants under the Rural Energy for America Program are:
A.
(1)
(i) A unit of State, tribal, or local government;
(ii) A land-grant college or university or other institution of higher education;
(iii) A rural electric cooperative;
(iv) A public power entity; or
(v) An instrumentality of a State, tribal, or local government.
(2)
(i) If the applicant is an individual, the applicant must be a citizen or national of the United States (U.S.), the Republic of Palau, the Federated States of Micronesia, the Republic of the
(ii) If the applicant is an entity other than an individual, the applicant must be at least 51 percent owned by persons who are either citizens or nationals of the U.S., the Republic of Palau, the Federated States of Micronesia, the Republic of the Marshall Islands, or American Samoa, or legally admitted permanent residents residing in the U.S. This paragraph is not applicable if the entity is owned solely by members of an immediate family. In such instance, if at least one of the immediate family members is a citizen or national, as defined in paragraph (2)(i) of this section, then the entity is eligible.
(3)
(4)
(5)
B.
To be eligible for an energy audit or a renewable energy development assistance grant, the grant funds for a project must be used by the grant recipient to assist agricultural producers or rural small businesses in one or both of the purposes specified in paragraphs (1) and (2) below and shall also comply with paragraph (3) and, if applicable, paragraph (4).
(1) Grant funds may be used to conduct and promote energy audits that meet the requirements of the energy audit as defined in this Notice. Energy audits must:
(i) Include a narrative description of the facility or process being audited; its energy system(s) and usage; its activity profile; and the price per unit of energy (electricity, natural gas, propane, fuel oil, renewable energy, etc.) paid by the customer over the previous 12 months from the date of the audit. Any energy conversion data should be based on use and source.
(ii) List specific information regarding all potential energy-saving opportunities and the associated cost.
(iii) Discuss the possible interactions of the potential improvements with existing energy systems.
(A) Estimate the annual energy and energy costs savings expected from each possible improvement recommended for the potential project.
(B) Estimate all direct and attendant indirect costs of each improvement.
(C) Rank potential improvement measures by cost-effectiveness.
(iv) Provide a narrative summary of the potential improvement and its ability to provide needed benefits, including a discussion of nonenergy benefits such as project reliability and durability.
(A) Provide preliminary specifications for critical components.
(B) Provide preliminary drawings of project layout, including any related structural changes.
(C) Document baseline data compared to projected consumption, together with any explanatory notes. When appropriate, show before-and-after data in terms of consumption per unit of production, time or area. Include at least 1 year's bills for those energy sources/fuel types affected by this project. Also submit utility rate schedules, if appropriate.
(D) Identify significant changes in future related operations and maintenance costs, including person-hours.
(E) Describe explicitly how outcomes will be measured annually.
(2) Grant funds may be used to conduct and promote renewable energy development assistance by providing to agricultural producers and rural small businesses recommendations and information on how to improve the energy efficiency of their operations and to use renewable energy technologies and resources in their operations.
(3) Energy audit assistance and renewable energy development assistance can be provided only to facilities located in rural areas.
(4) For the purposes of this Notice, only small hydropower projects are eligible for energy audits and renewable energy development assistance. Per consultation with the U.S. Department of Energy, the Agency is defining small hydropower as having a rated power of 30 megawatts or less, which includes hydropower projects commonly referred to as “micro-hydropower” and “mini-hydropower.”
Applicants may obtain applications from the applicable Rural Development Energy Coordinators, as provided in the Addresses section of this Notice. Applicants planning to apply electronically must visit
Applicants must submit an original and one copy of the application to the Rural Development State Office in the State in which the applicant's principal office is located. Applicants must submit complete applications, consisting of the following elements, in order to be considered:
(1) Form SF–424, Application for Federal Assistance;
(2) Form SF–424A, Budget Information—Non-Construction Programs;
(3) Form SF–424B, Assurances—Non-Construction Programs;
(4) If an entity, copies of applicant's organizational documents showing the applicant's legal existence and authority to perform the activities under the grant;
(5) A proposed scope of work, including a description of the proposed project, details of the proposed activities to be accomplished and timeframes for completion of each task, the number of months duration of the project, and the estimated time it will take from grant approval to beginning of project implementation. A written narrative to be used as the scope of work which includes, at a minimum, the following items:
(i) An Executive Summary;
(ii) The plan and schedule for implementation;
(iii) The anticipated number of agricultural producers and/or rural small businesses to be served;
(iv) An itemized budget—compute total cost per rural small business or agricultural producer served—matching funds should be clearly identified as cash;
(v) The geographic scope of the proposed project;
(vi) Applicant experience as follows:
(A) If applying for a Renewable Energy Development Assistance grant, the applicant's experience in completing similar renewable energy development assistance activities, including the number of similar projects the applicant has performed and the number of years the applicant has been performing a similar service;
(B) If applying for an Energy Audit grant, the number of energy audits and
(C) For all applicants, the amount of experience in administering energy audit, renewable energy development assistance, or similar activities using State or Federal support;
(vii) Applicant's resources, including personnel, finances, and technology, to complete what is proposed. If submitting in multiple states, resources must be sufficient to complete all projects;
(viii) Leveraging and commitment of other sources of funding being brought to the project (in addition to the required 25 percent contribution from the agricultural producer or rural small business for the cost of an energy audit). Leveraged funds should be clearly identified as cash and by source. Written documentation/confirmation from the party committing a specific amount of leveraged funds is required;
(ix) Outreach activities/marketing efforts specific to conducting energy audit and renewable energy development assistance including:
(A) Project title;
(B) Goals of the project;
(C) Identified need;
(D) Target audience;
(E) Timeline and type of activities/action plan; and
(F) Marketing strategies;
(x) Method and rationale used to select the areas and businesses that will receive the service;
(xi) Brief description of how the work will be performed, including whether organizational staff, consultants, or contractors will be used;
(6) The most recent financial audit (not more than 18 months old) of the entity, or subdivision thereof, that will be performing the proposed work. If such an audit is not available, the latest financial information that shows the financial capacity of the entity, or subdivision thereof, to perform the proposed work. Such information may include, but is not limited to, the most recent year-end balance sheet, income statement, and other appropriate data that identify the entity's resources;
(7) A Dunn and Bradstreet Data Universal Numbering System (DUNS) number; and
(8) Intergovernmental review comments from the State Single Point of Contact, or evidence that the State has elected not to review the project under Executive Order 12372.
Complete applications must be received in the appropriate USDA Rural Development State Office no later than 4:30 p.m. local time July 26, 2010 to be considered for funding in FY 2010. Neither incomplete applications nor complete applications received after this date and time will be considered, regardless of the postmark on the application.
Applicants may submit their applications either to the Rural Development Energy Coordinator in the State in which the applicant's principal office is located or via
The Rural Energy for America Program is subject to the provisions of the Executive Order 12372, which requires intergovernmental consultation with State and local officials.
Grant funds awarded for energy audit and renewable energy development assistance projects may be used only to pay eligible project costs, as described in paragraph (1) below. Grant funds awarded for energy audits and renewable energy development assistance projects are prohibited from being used to pay costs associated with the items listed in paragraph (2) below.
(1)
(i) Salaries directly or indirectly related to the project;
(ii) Travel expenses directly related to conducting energy audits or renewable energy development assistance;
(iii) Office supplies (e.g., paper, pens, file folders); and
(iv) Administrative expenses, up to a maximum of 5 percent of the grant, which include but are not limited to:
(A) Utilities;
(B) Office space;
(C) Operation expenses of office and other project-related equipment (
(D) Expenses for outreach and marketing of the energy audit and renewable energy development assistance activities, including associated travel expenses.
(2)
(i) Pay for any construction-related activities;
(ii) Purchase equipment;
(iii) Pay any costs of preparing the application package for funding under this Notice;
(iv) Pay any costs of the project incurred prior to the application date of the grant made under this Notice;
(v) Fund political or lobbying activities;
(vi) Pay for assistance to any private business enterprise which does not meet the requirements of paragraph III.A(2) of this Notice; and
(vii) Pay any judgment or debt owed to the United States.
(3)
(i)
(ii)
This section identifies the process and procedures the Agency will use to process and select applications, award grants, and administer grants.
(1)
(2)
(3)
(4)
(5)
(6)
(i)
(A) If the applicant proposes to use at least 51 percent of the awarded funding to employ internal, qualified auditors and/or renewable energy specialists for program implementation, up to 10 points will be awarded as follows:
(
(
(B) If the applicant proposes to use less than 51 percent of the awarded funding to employ internal, qualified auditors and/or renewable energy specialists for program implementation, zero points will be awarded.
(ii)
(A) If the applicant proposes to use none of the grant funds for Administrative Expenses, 10 points will be awarded.
(B) If the applicant proposes to use a portion (up to 5 percent) of the grant funds for Administrative Expenses, zero points will be awarded.
(iii)
(A) More than 3 years of experience, 15 points will be awarded.
(B) At least 2 years and up to and including 3 years of experience, 10 points will be awarded.
(C) At least 1 year but less than 2 years of experience, 5 points will be awarded.
(D) Less than 1 year of experience, zero points will be awarded.
(iv)
(A) If the applicant's proposed or existing rural service area is State-wide or includes all or parts of multiple states, and the marketing and outreach plan has identified needs throughout that service area, 10 points will be awarded.
(B) If the applicant's proposed or existing rural service area consists of multiple counties in a single State and the marketing and outreach plan has identified needs throughout that service area, 7.5 points will be awarded.
(C) If the applicant's rural service area consists of a single county or municipality and the marketing and outreach plan has identified needs throughout that service area, 5 points will be awarded.
(v)
(A) If the applicant plans to provide audits to ultimate recipients with average audit costs of $1,000 or less, 15 points will be awarded.
(B) If the applicant plans to provide audits to ultimate recipients with average audit costs over $1,000 but less than $1,500, 10 points will be awarded.
(C) If the applicant plans to provide audits to ultimate recipients with average audit costs of at least $1,500 but less than $2,000, 5 points will be awarded.
(vi)
(A) If the applicant has an existing program that can demonstrate the achievement of energy savings with the agricultural producers and/or rural small businesses it has served, 13 points will be awarded.
(B) If the applicant provides evidence that it has received awards in recognition of its renewable energy, energy savings, or energy-based technical assistance, up to 12 points will be awarded based on number of awards and rigorousness of the competition for each award.
(vii)
(
(
(
(
(
(viii)
(A) If the applicant proposes to leverage grant funding with 50 percent or more in non-State and non-federal government matching funds for the subject grant, and has a written commitment for those funds, 5 points will be awarded.
(B) If the applicant proposes to leverage grant funding with less than 50 percent but more than 20 percent in non-State and non-federal government matching funds for the subject grant, and has a written commitment for those funds, 2 points will be awarded.
(C) If the applicant proposes less than 20 percent in non-State and non-federal government matching funds, zero points will be awarded.
Applications will be scored by the State Offices and submitted to the National Office for review.
(1)
(2)
(3)
(i) Using the ranking created under paragraph B(2) of this section, the Agency will consider the score an application has received compared to the scores of other ranked applications, with higher scoring applications receiving first consideration for funding.
(ii) If after the majority of applications have been funded, insufficient funds remain to fund the next highest scoring application, the Agency may elect to
(iii) The Agency will notify, in writing, applicants whose applications have been selected for funding.
(4)
(5)
(1)
(2)
(1)
(2)
(3)
(A) Form RD 1942–46;
(B) Form AD–1047, “Certification Regarding Debarment, Suspension, and Other Responsibility Matters—Primary Covered Transactions”;
(C) Form AD–1048, “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transactions,” including certification from any person or entity that the applicant does business with as a result of this government assistance that they are not debarred or suspended from government assistance;
(D) Form AD–1049, “Certification Regarding Drug-Free Workplace Requirements (Grants) Alternative I—For Grantees Other Than Individuals”;
(E) Form SF–LLL, “Disclosure Form to Report Lobbying” or Exhibit A–1 of RD Instruction 1940–Q, “Certification for Contracts, Grants, and Loans”; and
(F) Form RD 400–4, “Assurance Agreement.”
(4)
(i) The applicant will be sent a copy of the executed Form RD 1940–1, the approved scope of work, and a grant agreement (published at the end of this Notice). The grant will be considered closed on the obligation date.
(ii) The grantee must abide by all requirements contained in the Grant Agreement, this Notice, and any other applicable Federal statutes or regulations. Failure to follow these requirements may result in termination of the grant and adoption of other available remedies.
The Agency will determine, based on the applicable Departmental regulations, whether disbursement of a grant will be by advance or reimbursement. A SF–270, “Request for Advance or Reimbursement,” must be completed by the grantee and submitted to the Agency no more often than monthly to request either advance or reimbursement of funds. Upon receipt of a properly completed SF–270, the funds will be requested through the field office terminal system. Ordinarily, payment will be made within 30 days after receipt of a proper request for advance or reimbursement.
Funds remaining after all costs incident to the basic project have been paid or provided for are to be handled as specified in this section.
(1) Remaining funds are not to include grantee contributions.
(2) Remaining funds may be used based on prior approval by the Agency for eligible grant purposes, provided:
(i) the use will not result in major changes to the project;
(ii) the purpose of the grant remains the same; and
(iii) the project remains within its original scope.
(3) Grant funds not expended within 24 months from date of the grant agreement will be cancelled by the Agency. Prior to the actual cancellation, the Agency will notify the grantee, in writing, of the Agency's intent to cancel the remaining funds.
(1)
(2)
(3)
(i)
(A) A comparison of actual accomplishments to the objectives established for that period (e.g., the number of audits performed, number of recipients of renewable energy development assistance);
(B) A list of recipients, each recipient's location, and each recipient's North American Industry Classification System code;
(C) Problems, delays, or adverse conditions, if any, that have in the past or will in the future affect attainment of overall project objectives, prevent meeting time schedules or objectives, or preclude the attainment of particular project work elements during established time periods. This disclosure shall be accompanied by a statement of the action taken or planned to resolve the situation;
(D) Percentage of financial resources expended on contractors; and
(E) Objectives and timetable established for the next reporting period.
(ii)
(A) For energy audit projects, the final performance report must provide complete information regarding:
(
(
(
(
(
(
(B) For renewable energy development assistance projects, the final performance report must provide complete information regarding:
(
(
(
(
(4)
(5)
(1) The grantee will provide for Financial Management Systems that will include:
(i) Accurate, current, and complete disclosure of the financial result of each grant.
(ii) Records that identify adequately the source and application of funds for grant-supporting activities, together with documentation to support the records. Those records shall contain information pertaining to grant awards and authorizations, obligations, unobligated balances, assets, liabilities, outlays, and income.
(iii) Effective control over and accountability for all funds. Grantee shall adequately safeguard all such assets and shall ensure that funds are used solely for authorized purposes.
(2) The grantee will retain financial records, supporting documents, statistical records, and all other records pertinent to the grant for a period of at least 3 years after completion of grant activities except that the records shall be retained beyond the 3-year period if audit findings have not been resolved or if directed by the United States. Microfilm copies may be substituted in lieu of original records. The Agency and the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the grantee which are pertinent to the specific grant for the purpose of making audit, examination, excerpts, and transcripts.
Grantees must provide an annual audit in accordance with 7 CFR part 3052.
Grants will be serviced in accordance with Departmental regulations and 7 CFR part 1951, subparts E and O. Grantees will permit periodic inspection of the project operations by a representative of the Agency.
The Grantee shall obtain prior Agency approval for any change to the scope or objectives of the approved project. Failure to obtain prior approval of changes to the scope of work or budget may result in suspension, termination, and recovery of grant funds.
Subject to Agency approval, an obligation of funds established for a grantee may be transferred to a different (substituted) grantee provided:
(1) The substituted grantee
(i) is eligible;
(ii) has a close and genuine relationship with the original grantee; and
(iii) has the authority to receive the assistance approved for the original grantee; and
(2) The need, purpose(s), and scope of the project for which the Agency funds will be used remain substantially unchanged.
In addition to the requirements specified in the Departmental regulations, failure to submit satisfactory reports on time under the provisions of Section V.G., Monitoring and Reporting Project Performance, may result in the suspension or termination of a grant. The provisions of this section apply to grants and sub-grants.
If an applicant is determined by the Agency to be eligible for participation, the Agency will notify the applicant in writing. If an applicant is determined by the Agency to be ineligible, the Agency will notify the applicant, in writing, as to the reason(s) the applicant was rejected. Such applicant will have review and appeal rights as specified in this Section.
(1)
(2)
Except as specified in paragraphs (1) through (3) below, the Administrator may make exceptions to any requirement or provision of this Notice, if such exception is in the best interests of the Federal Government and is otherwise not in conflict with applicable laws.
(1)
(2)
(3)
No member of or delegate to Congress shall receive any share or part of this grant or any benefit that may arise therefrom; but this provision shall not be construed to bar as a contractor under the grant a publicly held corporation whose ownership might include a member of Congress.
All grants made under this subpart are subject to the requirements of 7 CFR part 1940, subpart G. Applications for financial assistance for planning purposes or management and feasibility studies are categorically excluded from the environmental review process by 7 CFR 1940.310(e)(1).
Energy audit and renewable energy development assistance projects funded under this Notice are subject to the provisions of the Departmental regulations, as applicable, which are incorporated by reference herein.
For assistance on energy audit and renewable energy development assistance grants, please contact the applicable Rural Development Energy Coordinator, as provided in the Addresses section of this Notice.
USDA prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or part of an individual's income is derived from any public assistance program. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication of program information (braille, large print, audiotape, etc.) should contact USDA's TARGET Center at (202) 720–2600 (voice and TDD). To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW., Washington, DC 20250–9410 or call (800) 795–3272 (voice) or (202) 720–6382 (TDD). “USDA is an equal opportunity provider and employer.”
All grants made under this Notice are subject to title VI of the Civil Rights Act of 1964, 7 CFR part 1901, subpart E, and Section 504 of the Rehabilitation Act of 1973.
This Grant Agreement (Agreement) is a contract for receipt of grant funds of $______, under the Rural Energy for America program, Title IX, Section 9001 of the Food, Conservation, and Energy Act of 2008 (Pub.L. 110–234), between __________(Grantee) and the United States of America acting through Rural Development, Department of Agriculture (Grantor). All references herein to “Project” refer to an energy audit project and/or renewable energy development assistance project identified in the scope of work submitted with the application. Should actual project costs be lower than projected in the scope of work, the final amount of the grant may be adjusted.
Grantee assures Grantor that Grantee is in compliance with and will comply in the course of the Agreement with all applicable laws, regulations, Executive Orders, and other generally applicable requirements, including those contained in the Departmental regulations as codified in 7 CFR parts 3000 through 3099, including but not necessarily limited to 7 CFR parts 3015 through 3019, 7 CFR part 3021, and 7 CFR part 3052, and successor regulations to these parts, which are incorporated into this agreement by reference, any applicable Notices published in the
Grantee and Grantor agree to all of the terms and provisions of any policy or regulations promulgated under Title IX, Section 9001 of the Food, Conservation, and Energy Act of 2008. Any application submitted by Grantee for this grant, including any attachments or amendments, is incorporated and included as part of this Agreement. Any changes to these documents or this Agreement must be approved in writing by Grantor.
Grantor may suspend and/or terminate the grant in whole, or in part, at any time before the date of completion, whenever it is determined that Grantee has failed to comply with the conditions of this Agreement.
Grantee will use grant funds and leveraged funds only for the purposes and tasks included in the application and budget approved by Grantor. The approved Budget and approved use of funds are further described in the Grantor Letter of Conditions and amendments or supplements thereto. Any uses not provided for in the approved budget must be approved in writing by Grantor.
Grantee will comply with Executive Order 12898, Title VI of the Civil Rights Act of 1964, and Section 504 of the Rehabilitation Act of 1973. This shall include collection and maintenance of data on the race, sex, disability, and national origin of Grantee's membership/ownership and employees. These data must be available to Grantor in its conduct of Civil Rights Compliance Reviews, which will be conducted prior to grant closing and 3 years later, unless the final disbursement of grant funds has occurred prior to that date.
1. Grantee will provide a Financial Management System in accordance with Departmental regulations as codified in 7 CFR parts 3000 through 3099, including but not necessarily limited to 7 CFR parts 3015 through 3019, 7 CFR part 3021, and 7 CFR part 3052, and successor regulations to these parts, including but not limited to:
(i) Records that identify adequately the source and application of funds for grant-supported activities. Those records shall contain information pertaining to grant awards and authorizations, obligations, unobligated balances, assets, liabilities, outlays, and income;
(ii) Effective control over and accountability for all funds, property, and other assets. Grantees shall adequately safeguard all such assets and ensure that they are used solely for authorized purposes;
(iii) Accounting records prepared in accordance with generally accepted accounting principles (GAAP) and supported by source documentation; and
(iv) Grantee tracking of fund usage and records that show matching funds and grant funds are used proportionally. Grantee will provide verifiable documentation regarding matching funds usage, i.e., bank statements or copies of funding obligations from the matching source.
2. Grantee will retain financial records, supporting documents, statistical records, and all other records pertinent to the grant for a period of at least 3 years after completion of grant activities, except that the records shall be retained beyond the 3-year period if audit findings have not been resolved or if directed by the United States. Grantor and the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of Grantee which are pertinent to the grant for the purpose of making audits, examinations, excerpts, and transcripts.
Grantee will comply with the applicable procurement requirements of 7 CFR part 3015 regarding standards of conduct, open and free competition, access to contractor records, and equal employment opportunity requirements.
1. Grantee will after grant approval through project completion:
(i) Provide periodic reports as required by Grantor. A federal financial report and a project performance report will be required on a semiannual basis (due 30 working days after end of the semiannual period). For the purposes of this grant, semiannual periods end on June 30 and December 31. The federal financial report must show how grant funds and leveraged funds have been used to date and project the funds needed and their purposes for the next quarter. Grantee shall constantly monitor performance to ensure that time schedules are being met and projected goals by time periods are being accomplished. The project performance reports shall include the following:
(A)
(
(
(
(
(
(B)
(
(
(
2. Grantee will, after project completion:
(i) Allow Grantor access to the records and performance information obtained under the scope of the project; and
(ii) One year after submittal of the final semiannual performance report, Grantee will provide Grantor a final status report on the number of projects that are proceeding with one or all of Grantee's recommendations, including the amount of energy saved and the amount of renewable energy generated, as applicable.
Unless required by funding partners to be provided on a pro rata basis with other funding sources, grant funds will be disbursed after all other funding sources have been expended.
1. Requests for reimbursement may be submitted monthly or more frequently if authorized to do so by Grantor. Ordinarily, payment will be made within 30 days after receipt of a proper request for reimbursement.
2. Grantee shall not request reimbursement for the Federal share of amounts withheld from contractors to ensure satisfactory completion of work until after it makes those payments.
3. Payment shall be made by electronic funds transfer.
4. Standard Form 270, “Request for Advance or Reimbursement,” or other format prescribed by Grantor shall be used to request Grant reimbursements.
Grant funds not expended within 24 months from date of this agreement will be cancelled by Grantor. Prior to the actual cancellation, Grantor will notify Grantee, in writing, of Grantor's intent to cancel the remaining funds.