>>Lizana Pierce: Good morning or good afternoon, depending on where you are and welcome to the webinar. This informational webinars for people interested in applying to the Department of Energy's Office of Indian Energy Funding Opportunity Announcement or FOA. Entitled Clean Energy Technology Deployment on Tribal Lands 2022, which was issued November 1st. The intent of this webinars to cover the basic aspects of the funding opportunity announcement, otherwise known as [inaudible], and highlight essential details about the application process.
Including the types of applications sought, who is eligible to apply, cost share and other requirements, what the application needs to contain, how to ask questions, and how applications will be reviewed and selected for funding. Before we begin, I'd like to draw your attention to the email address TribalGrants@hq.doe.gov on the lower right-hand side of this slide. This is the official mailbox to direct all of your questions to during the entire follow up process.
Please do not contact DOE, DOE laboratory staff or contractors directly with any questions including myself, as all questions must be in writing. The reason for that is, for only accepting questions in writing is to ensure you receive a formal response, and so that everyone has the benefit of that same response. Because if you have a question, other potential applicants likely have a similar question as well. Please note that we will not have a question answer session as part of this webinar.
Please capture all of your questions as they come up and send them via email to TribalGrants@hq.doe.gov. Also, in the subject line of your email, please include the following number, DEE-FOA-0002774. Unless a similar question has been asked, responses to questions received at this mailbox will be posted to the frequently asked questions, or FAQ webpage for this follow up on IE-Exchange website. We'll go over that a little bit more detail.
Responses to your questions will typically be posted within three business days or as soon as we could get to them after receipt. Before submitting your question, we ask you to please check the FAQs webpage on IE-Exchange website to see if a similar question has already been answered. In submitting your questions, please be careful not to include any language that might be business sensitive or proprietary confidential.
Now we will amend the questions so that they are generic and don't identify the tribe or the specific details about the project, or that kind of thing before we post them. Also, your participation in this webinar is completely voluntary. There is no particular advantages or disadvantages to application evaluation process with respect to your participation in the webinar today.
Also note that if there are any inconsistencies between the funding opportunity announcement, this presentation or statements from DOD or other personnel, the FOA document is the controlling document, and applicants should rely solely on the FOA language or seek clarification by sending your questions to TribalGrants@firstname.lastname@example.org. These slides and an audio recording of the webinar will be posted in the next week or so, and you will be notified when that material is available so let's get started. Next slide, please.
For those I haven't met before, my name is Lizana Pierce. I am a senior engineer with the Department of Energy and the deployment supervisor for the Office of Indian Energy Policy Programs, otherwise known simply as the Office of Indian Energy. I've been working in clean energy for the last 25 plus years, and specifically with Indian tribes and Alaska Native communities since the late 1990s, I guess that kind of ages me.
In my current position as deployment supervisor, I support the Department of Energy's Office of Indian Energy by executing the deployment program, which is comprised of financial assistance typically through competitive grants, technical assistance at no cost to the requesting tribe or tribal entity, and education capacity building. Additionally, I managed the national funding opportunity announces sometimes back as Project Officer for some of the grants.
Implement outreach to our website and email newsletters, and oversee the support from our laboratory and TA providers. I also have with me Tweedie Doe, who's lead a project officer with the office. She's also duty station in Colorado. I'll start the webinar and because there's so much information, we may slop off periodically. Oh, next slide, please and Tweedie, would you introduce yourself?
>>Tweedie Doe: I would be happy to, Lizana. Hello, everyone and thank you so much for joining us today. I am very fortunate to work with Lizana and our very fabulous team of people at the Office of Indian Energy, for nearly half of my 13 plus years at the Department of Energy. I also get to work with some of our grant recipients, and I do hope that I will get to work with some of you out there on our future project. Sit back, relax and get ready to learn all about this funding opportunity announcement. Back to you Lizana.
>>Lizana Pierce: Thank you Tweedie. Next slide, please. Before we get started, I did want to give you a brief introduction to the Office of Indian Energy. Next slide, oh, there we go. As advocated for and by the tribe, and incorporated into the Energy Act of 2005. The Office of Indian Energy was stood up in 2011 as one of about a dozen assistant secretarial level offices within the Department of Energy.
Specifically, the office is authorized under the Energy Policy Act, or EPEC of 2005 is charged by Congress to promote Indian energy development, efficiency and use, reduce or stabilize energy costs, enhance and strengthen Indian tribal energy economic infrastructure, and bring electric power and services to Indian lands and homes. To aid us at accomplishing this mission, the office receives insights on issues affecting energy and infrastructure development on tribal lands.
Help guide us through the Indian country energy and infrastructure working group, comprised of a number of tribal leaders across the country. To the right of this slide are just a few of the examples of tribal energy projects that we've had the pleasure to have co-funded over the years. Next slide, please. The office is comprised of 14 federal staff duty station in Washington, DC, Golden, Colorado and Anchorage, Alaska. Seems we have quite a lag between the slides, sorry about that.
We also have some limited contractor support headquarters, and a contractor team in Golden, Colorado supporting financial assistance grants and agreements across the nation. For the competitive grants we also have support through the Golden field office for the grant’s management, financial assistance group and legal and NEPA support. We also receive support from the National Renewable Energy Laboratory, Sandia National Laboratories and other local technical assistance providers. Next slide, please.
Although this isn't a picture of the entire team, it was taken in April, 2022 so it includes many of those within the office, both federal and contractor. This picture and the names of all of those within the picture are on my contact us page on the website, so I won't go through them here. Next slide, please. More about the deployment program, as I said to achieve our mission and address barriers, the Office of Indian Energy offers financial assistance typically through competitive grants.
Technical assistance offered at no charge to Indian tribes and tribal entities, and education capacity building. These three prongs are intended to assist Indian tribes and tribal entities overcome the unique regulatory technical and economic challenges to developing their best energy resources, if and how they so choose. Next slide, please. Between 2010 and 2021, we saw that Indian energy has invested over $114 million dollars in more than 200 tribal energy projects across the contiguous 48 states and Alaska.
These projects with cost share are valued at nearly $200 million. Through these grants, the Office of Indian Energy continues its efforts in partnership with state and communities to maximize the deployment of clean energy solutions for the benefit of American Indians and Alaskan Native communities. The deployment of energy projects in these communities has had some real tangible impacts which I'll detail on the next slide.
By the way, this slide shows the tribal energy project database on our website, it's an interactive map. We also have a sortable table, where you can get project summaries, presentations, and if they're completed, find reports on each of the projects identified here. Next slide, please. As I said, of the $114 million invested by the office, about 75% or $85 million has been invested in energy hardware installations or deployment projects.
These projects valued at $160 million with [inaudible], have resulted into some real tangible results for over 100 American Indian, Alaskan Native communities. Those positive impacts include cumulatively more than 43 megawatts of new generation, with a 10-megawatt hours of battery storage, over $13.7 million saved every year, year after year. Resulting in an estimate of nearly $300 million saved over the life of those systems.
About three and a half dollars say for every DOE dollar invested, which is huge. These projects have affected over 8600 tribal buildings within Indian country. Again, more pictures, projects we've had the pleasure to fund and I won't go over these here, you will get a copy of the slides so you could get the details there. Next slide, please. Before we discuss the funding opportunity, I want to walk you through the IHH website where you'll find a filler document, application forms and templates and frequently asked questions.
The IE-Exchange website is that IE-exchange.energy.gov. Once you're on that page, you can click funding opportunities in the left navigation. Scroll down the list until you find the funding opportunity announcement of interest, in this case 2774. Clicking on that number in the list will take you to the section of the web page specific as shown on the slide. As you can see in slide the exchange IE-Exchange website, a section specific to this includes a brief summary and other key information.
Directly to the FOA, summary is at the bottom of the slide. My apologies for the legibility, but at least it gives you an idea of the webpage with screenshots. To apply for the FOA, start by registering an IE-Exchange by clicking on the apply button shown in the left of the slide. During that registration process, you'll receive a control number that will be assigned, you need to retain this number as that will be used as an identifier and is required on all of your application documents.
Note also that there are manuals on the site which will provide you more directions on registering, [inaudible] an application. Next slide, please. As you can see from this screenshot, which is a little bit lower on the webpage, the FOA document itself is available for download. The application forms and templates are also available, note that the application form and the templates for this FOA on IE-Exchange represent only a portion of the documents required for complete application.
The many the documents required for complete application have no specific format, in order to be generated by the applicant. We have contact information for submitting questions regarding the FOA and for IE-Exchange support. There's also a link to the frequently asked questions or FAQ webpage specific to this FOA, and there are also general non-FOA specific FAQs are available on the website as well in the left nav.
The submission deadline is February 9th, 2023, at five o'clock Eastern. Remember that is Eastern, so please plan accordingly and adjust for whichever time zone you are located. If the application forms and templates are not shown, you will need to click on the view application forms and templates hyperlink, and the list of forms and templates will be revealed. I'll show you that on the next slide.
Remember these are only a portion of the documents required for complete application, the remaining documents you'll need to complete, have no specific format and they'll be generated by the applicant and we'll go over that in detail later in presentation. Next slide, please. Here we go, once you click on the view application forms, the templates you'll see the various forms and templates that need to be included in your application, along with the other self-generated documents.
These forms include the application for federal assistance, SF 424. This is a fillable PDF form, and must be signed by an authorized representative of the applicant. The summary slide template, it's a PowerPoint slide and tends to summarize your proposed project. Tactical volume template, this is a Microsoft Word template and instructions to aid you in completing your project proposal, if you will.
A work plan template, which is the Microsoft Word template and structures to be used in preparing the required project work plan for your proposed project. We have an eligibility statements and evidence, which is a Microsoft blue template for information related to your applicant eligibility and land status eligibility, and evidence required to support DOE legibility determination. This must also be signed by an authorized representative of the applicant.
In addition, there is a budget justification workbook. This is a multi-tab Microsoft Excel workbook for capturing budget details for the applicant. If applicable, a recipient budget justification workbook where those participants who meet the threshold requirements, and we'll discuss the budget for the thresholds in more detail a little bit later. There's a budget support template. This is also a Microsoft Word template that includes additional information and documentation to support your proposed budget.
This also must be signed by an authorized representative of the applicant. Then there's also a cost share reduction request template and instruction, which is a Microsoft Word document to calculate your eligibility request reduction in the cost share from 20% to 10%. That must also be signed by an authorized representative of the applicant. The [inaudible] document is the applicant registration certifications.
This also is a Microsoft Word document for certifying by an authorized representative, that the applicant has registered in the various systems that are needed to provide for and to receive a reward under the follow up. This also must be signed by an authorized representative. Lastly, there's the disclosure of lobbying activities, the SFLLL Word document, that must be signed by an authorized representative regarding lobbying activities.
If this doesn't apply to you, please just indicate not applicable, sign date and include part of the application, there are more details on instructions of the public documents. As I said, all other documents to complete your application don't have a specific format and are generated by the applicant for a complete list. Of those, see the table on pages 34, 35 and 36 of the FOA document. At the bottom of the slide you also see the link to the frequently asked questions or the FAQs webpage, which we'll discuss on the next slide.
Next slide, please. Responses to all FOA related questions received in our email box TribalGrants@hq.doe.gov, will be posted on the frequently asked questions or FAQ webpage specific to this follow up on IE-Exchange website. Please check this page periodically as questions or responses will continue to be posted throughout the entire time as [inaudible] was open. Please also check this page before submitting the questions, as a similar question may have already been answered.
Could also see the questions and answers page accessible in the left navigation or non-FOA specific questions. Next slide, please. I also wanted to let you know that we have developed two user guides, one on IE-Exchange and the other on the login and registration process, including the two-factor authentication process which is new. You could access these manuals by clicking on manual, on the left navigation as shown.
Each has numerous screenshots to help you navigate the registration application process, so please make use of these resources. Let us know if there's anything that would improve on these resources, as we really want them to be as useful to you as possible. Next slide, please. Now on to the funding opportunity announcement or FOA. On the cover of the FOA document you'll find the key dates, the FOA has already been posted, that was November 1st and we're conducting the FOA information webinar now.
Applications are due on IE-Exchange website no later than five o'clock Eastern on February 9th, 2023, and note that the closing time again is five o'clock Eastern. Please plan accordingly. Please note that DOE will not extend the submission deadline for applicants that fail to submit required information due to server or connection congestion. IE-Exchange is also designed to enforce the deadlines specific to the [inaudible]. The apply and submit buttons may be disabled at the defined submission deadline.
Therefore, please ensure you begin uploading your complete application at least 48 hours in advance of the submission deadline to assure you beat that, allowing at least an hour to upload all your documents. Note that once the application is submitted in IE-Exchange, you can revise and update it all the way up until the deadline. You can submit it at any time, prior to February 9th and continually update it as you deem appropriate.
DOE does anticipate notifying applicants selected for negotiation of award in late spring or early summer of 2023, and making awards approximately 90 days after receipt of any requests of supplemental information. Each and every applicant will receive a notification letter by email to the tactical and administrative points of contact as updated in IE-Exchange. Notification letters will state whether the application is determined to be non-compliant, which means incomplete or late.
ineligible, which does not meet the eligibility requirements, which are documented beginning on page 23 of the following documents. Non-responses as defined in section 1C under application, specifically not of interest beginning at the bottom of page 20 on the FOA document. Those applications not selected for funding, selection for funding is postponed or not selected for funding but designated as an alternate or selected for negotiation award, every applicant will be notified. Next slide, please.
Even though we will go through much of the information contained in the funding opportunity announcement in this webinar, I would urge you to read the FOA and then read it again. There's a lot of information. Next slide, please. To apply for this FOA, applicants must register, create an account and submit all required application documents in IE-Exchange at the URL shown.
As I said a control number will be assigned during the registration process in the IE-Exchange, and you need to retain this number and it is required on all application documents. The IE-Exchange registration process does not have a delay. However, the remaining registration requirements could take several weeks to process, and are required prior to submitting an application. We have the certification which is authorized representatives must certify that these registrations are complete and include that certification as part of your application.
Also, all applications that are lacking a unique entity identifier, UEI number which replaced the Data Universal Numbering System the DUNS number. I know, somehow feel sorry for entities doing business with the federal government. Or if you haven't registered with the SAM, System for Award Management System at connect or Grants.gov you should complete those registrations as soon as possible, some of them do have delays. You will also need to register in Grants.email@example.com so that you'll receive automatic updates when amendments, or when or if amendments to the FOA are made.
If any, note that applications will only be accepted through IE-Exchange not from Grants.gov. Next slide, please. Regarding registrations, the IE-Exchange registration as I said, does not have a delay. However, some of these other ones could take several weeks to process. All potential applicants lacking UEI number, are not yet registered in SAM or FedConnect, must complete those registrations prior to submitting an application. Please see Part IV B of the FOA beginning on page 64 of the document, for information on how to register in the above system.
It is really important that you register in these other systems as soon as possible. They need to be completed prior to submitting applications, it can take some time. As I said, an authorized representative must certify that all these registrations have been completed and include that certification as part of the application. The applicant registration certification template is available under Application Forms and Templates for the FOA on IE-Exchange at IE-Exchange.energy.gov. Next slide, please.
All applicants are strongly encouraged to carefully read the funding opportunity announcement and read it again, and adhere to the state of submission requirements. This presentation is just summarizing the contents of the FOA, however if there are any inconsistencies between the funding opportunity announcement in this presentation, or statements from DOE or other personnel, the FOA document is the controlling document and applicants should rely solely on the FOA language or seek clarification.
If you believe there are any inconsistencies, please contact us by sending an email to TribalGrants@hq.doe.gov. Next slide, please. I know this is going to be really long, lots of information guides. The agenda for this webinar is shown here, first we'll provide the funding opportunity overview. Office of Indian Energy requirements for this FOA, required application documents, talk about the topic areas, discuss application specifically not of interest. Award information, we'll go over who's eligible, the cost share requirements and how to submit cost share reduction requests.
Discuss the content and form of a complete application, the application eligibility requirements, and merit review is selection criteria and process, registration requirements which we've touched on already. How to submit an application and your points of contact, how to submit questions which we will talk about repeatedly throughout the presentation, best practices and then closing comments. Just a reminder that we will not have a question and answer session as part of this webinar, please capture your questions and send them via email to TribalGrants@hq.doe.gov.
Additionally, the slides and the audio recording for this webinar will be posted in the next week or so, and you'll receive an email notification of where those are located. If there's any inconsistencies as we said before, please rely solely on the FOA language in FOA document or seek clarification. Next slide, please. We'll begin by talking about the funding opportunity overview and the Office of Indian Energy requirements. Next slide, please. We have the funding opportunity overview beginning on page one of the FOA document.
Includes key information on this FOA, information is summarized on this in the next few slides. We'll go over this information in more detail as part of the presentation, but is provided here as the summary. There are three topic areas under which you can submit an application as described in the FOA summary, and we will discuss each topic area in more detail. Approximately 20 million in federal funds is available, we anticipate between five and 15 awards. I'll give you just a moment to read through the slide. Next slide, please. Continued on this slide, is additional key information relative to this FOA.
As indicated, depending on whether your proposed project is facility scale or community scale, the FOA establishes minimum and maximum amounts of DOE funding per award. For facility scale projects, DOE funding per individual award is still less than 100,000 to a maximum of 2 million which applies to topic area one and topic area 3A. For community scale projects, from no less than 250,000 to a maximum of $4 million, which class the topic area two and topic area 3B. For those familiar with previous funding opportunities through the Office of Indian Energy the maximum amount per word has doubled under this FOA.
Award on this FOA will be a grant, with a grant period of four months, approximately two to four years including a mandatory 12-month verification period. However, you will define or propose the duration of the grant. But you will need to include that 12-month verification period in your application. Next slide, please. Continued here on the next few slides, there's additional key information. We'll go over the eligible applicant requirements in more detail.
Please note however, that DOE will not make eligibility determinations for potential applicants prior to the date of which application to this FOA must be submitted. You may ask clarifying questions relative to FOA but DOE will not determine whether an applicant or specific project is eligible during this application preparation stage. As such, the decision of whether to submit an application in response to the [inaudible] solely with the applicant. Next slide, please.
As I indicated before, 20% cost share of the total allowable costs of the project is required. The total allowable cost of the project is the sum of the DOE share, and the recipient share of the allowable cost. That's the total cost of the entire project. For instance, if a proposed project is estimated to cost a total of 500,000, required cost share would be $100,000 or 20% of the total project costs, 500,000.
However, if requested by the applicant as part of its application, a cost share reduction to not less than 10% may be considered based on poverty rate, and medium household income of the tribal community relative to the statewide median household income. You can see section III.B.2, an application form from templates for the FOA IE-Exchange. Template includes instructions on calculating that eligibility for cost share and on [inaudible] request for reduced cost share.
In addition to the ability to consider geographic technological diversity, the optimum use of DOE funding to achieve programmatic objectives. The election official may through the application program policy factors, can also give additional consideration to applications or funding to whether the proposed project serves the tribal community with high energy costs. Whether the proposed project serves tribal communities not connected to the traditional centralized electric power grid, or applicants who have not previously received the grant from DOE, Office of Indian Energy.
Next slide, please. Furthermore, the DOE Office of Indian Energy may upon request provide technical assistance to all eligible applicants who apply into the FOA, and whose applications are comprehensively reviewed and not selected for negotiation. Such technical assistance, although available to everyone will be provided on a priority basis over those who requested it, and that do not apply to the FOA. Also, be aware that you may submit more than one application to this FOA, including more than one application under a particular topic area.
Provided each application is for a distinctly different project, and each application is addressed as only one topic area. Each application must have a distinct title, a unit control number as assigned during the IE change registration process, and be readily distinguishable. Each application must be limited to a single unique and distinct project. Unrelated projects cannot be consolidated into a single application. Also note that we don't do concept papers it's not required, and we're only accepting complete application. Next slide, please.
As mentioned previously, applications will only be accepted through IE-Exchange, and required forms and templates are available under this particular FOA and IE-Exchange as previously discussed. The forms and templates are available under application forms and templates. Remember, these forms and templates represent only a portion of the documents required to complete your application. The remaining documents have no specific format and are to be generated by the applicant.
Further into the presentation, we'll go through all those documents that comprise a complete application. As was previously discussed, DOE will notify all applicants of its eligibility and selection determinations via notification letter sent by email. A notification letter will inform applicants with eligible applications if its application was selected for award negotiations or not. As applications will also receive written feedback at the time of verification, ineligible applications will not be reviewed or considered for award.
If they're determined to be ineligible, the contracting officer will send a notification letter by email, stating the basis upon which the application was deemed ineligible and not considered for the review. Next slide, please. We'll go over some requirements of the Office of the Indian Energy, I know this is really long, so just bear with me. The requirements included on pages three through five of the FOA document are listed on the side of this slide, and they're not all inclusive.
They cannot exclusively be relied upon as they do not reflect all the evaluation factors and requirements of the FOA. Applicants must read the entire FOA to determine the complete set of requirements under this FOA. First, we have pre-award costs. Except for pre-award costs with prior DOE approval, only cost share contributions made during the period of performance of the grant if awarded, can be considered. Any costs incurred prior to award selection, cannot be considered as cost share or for reimbursement by DOE.
Regarding eligibility statements and evidence, as previously mentioned, all applicants are required to submit eligibility statements and provide evidence of the applicant and land status eligibility to support DOE's eligibility determination. Also, statements of commitment and cost sharing. The statements of commitment and cost sharing will be discussed in greater detail later in the presentation. However, all applicants are required to submit an applicant tribal council resolution, or declaration of commitment and cost sharing file.
Which must include a statement of commitment and cost sharing by the applicant. For Indian tribes, that statement must take the form of an executed tribal council resolution or last, can be at reach from corporations or village corporations, intertribal corporations and tribal energy development organization. The statement of commitment and cost sharing may be in the form of declaration or resolution, signed by an authorized representative able to commit that entity.
In addition, letters of commitment and cost sharing are required from all other project participants, excluding vendors, we'll define that a little bit later. Those are to be provided then to the participant letters of commitment and cost sharing file. Please see the FOA for instances where a format other than a Tribal Council resolution will be accepted from a participating Indian tribe. Letters of support, letters of support by anyone not participating in the [inaudible] are not required or desired, and should not be included in your application.
Post award payment, payment will be made electronically on a reimbursement basis through the Automated Clearing House or ACH, and provided the requisite support is provided. We normally try to reimburse within seven to 10 days, however reimbursement could take up to 30 days. Please see the FOA for more details on invoicing and reimbursement. Post award requirements, selected applicants will be required to document progress and quarterly report, and project outcomes in the comprehensive final report.
As well as percent as an annual program review to be held each fall in Colorado. Travel costs for this annual review usually lasts one week in duration, plus travel days must be included for each year of your grants in the proposed budget, including the year of the initial award is anticipated. Equipment title and vested interests, these are things that we think are important for you to know about the application and about accepting grant award from the Office of Indian Energy.
Subject to the conditions provided in 2 CFR 203 13 titled New Equipment required under a federal award, will conditionally vest upon acquisition with the nonfederal entity. The nonfederal entity cannot [inaudible] this project property without approval of the federal [inaudible] agency, and must follow the requirements of 2 CFR 203 13 before disposing of the equipment. We'll talk a little bit more about this later as well.
Note that if the federal share of the financial assistance agreement is more than $1 million, pursuant to the requirements of 2 CFR 910 360 before, all profit recipients must properly record Uniform Commercial Code, UCC financing statements for all equipment. With an acquisition cost per unit of 5000 or more purchasing whole, or in part with federal funds. This is FOA for profit entities only so be aware. Cost share, so every cost share contribution must be allowable under the applicable federal cost share principle, as described in section 3B of the FOA.
In addition, cost share must be available or accessible at the time of commission of the application you're committing to that cost share, at the time of application you must have available cannot be based on some future events. Next slide, please. Then next we're going to discuss the required application documents briefly, next slide, please. The content and form of an application will be covered in detail later. However, the summary of each of the required application documents is included here, and on the next slide, and section four of the FOA document which begins on page 32.
I'd recommend that you use table three, required application documents, beginning on page 34 through 36 of the FOA document, as a checklist when you're preparing your application. Remember, forms and templates can be found IE-Exchange under Application Forms and Templates for the FOA. All other required application documents are applicant generated. Next slide, please. This is the remaining required application documents shown here and I said, we'll go over in detail a bit later.
Note that you can submit an application any time before the due date, and that you'll be able to update it as needed up until that deadline, February 9th. Please allow sufficient time and ensure you have uploaded all required documents, and that your application is complete prior to that due date and time. Just remember that if there are any inconsistencies between the funding opportunity announcement, this presentation statements from DOE has a [inaudible].
The FOA document is a controlling document, and applicants should rely solely on that FOA language or seek clarification by sending an email to TribalGrants@hq.doe.gov. Again, these slides and an audio recording will be available. We think in about a week or so, and you'll be notified when they are available and the link and where to find them. Next slide, please. Next, we're going to talk about topic areas. Just a quick reminder, no question and answer session as part of this webinar.
Send your questions to TribalGrants@hq.doe.gov, look at the FAQ webpage on IE-Exchange to see if maybe your questions is answered. Next slide, please. This Funding Opportunity Announcement or FOA, builds on efforts by DOE to accelerate the deployment of energy infrastructure on tribal lands. As I said before, between 2010 and 2021 DOE Office of Indian Energy invested over $114 million dollars, more than 200 tribal energy projects across the contiguous 48 states and Alaska.
These projects with [inaudible] are valued at nearly $200 million. Next slide, please. Under this FOA, eligible applicants include Indian tribe, which for this FOA includes Alaska Native regional corporations and village corporations, intertribal organizations, and tribal energy development organization and on whose tribal lands projects will be located. Note that this is statutorily defined who's eligible by law by Congress, as designated who's eligible for funding, so we don't have a lot of discretion.
Note that applications can also be submitted on behalf of an Indian tribe or tribes, by an authorized tribal organization provided evidence of that authority is supplied as part of the application. Definitions and eligibility are included under section 3B of the FOA document, and we'll go over the definitions of each of these eligible entities a little bit later in the presentation. Next slide, please. This slide summarizes the topic areas. Topic area one and topic area three are for clean energy technology deployment on tribal building, like on a facility scale basis.
Whereas topic area two and topic area 3B, are for clean energy technology deployment on a community scale. Specifically, topic area one is for the installation of clean energy generating systems and energy efficiency measures on tribal buildings. There are three sub topic areas, one for the installation of clean energy generating system, one for the installation of a single or multiple energy efficiency measure. Lastly, for the combination of energy generating systems and at least one energy efficiency measure.
Note that the change from prior FOA is that under topic area 1B a single energy efficiency measure can be proposed, however previously, we only allowed multiple energy efficiency measures to be included. Proposed installations may be for either existing tribal buildings, or new tribal buildings that are currently being constructed or plan to be constructed during the proposed grant period. We'll define tribal buildings on a subsequent slide.
Topic area two is for the deployment of community scale clean energy generating system, or community energy storage. For purposes of topic area two, community of scale means serving a substantial number of total buildings within a community, or a substantial portion of the community's energy load or an entire tribal community. For the purposes of this FOA, a substantial sample or considerable amount, please see appendix A of the FOA documents with definition of community.
Under topic area three, the DOE Office of Indian Energy is soliciting applications to [inaudible] integrated energy systems or autonomous operation, independent of the traditional centralized electric power grid. To power either single or multiple essential tribal buildings during emergency situations, which is topic area 3A or to power a substantial number of essential tribal buildings for tribal community resilience, topic area 3B.
For purposes of topic area 3B, community scale means serving a substantial number of essential tribal facilities within a community, or a substantial portion of the communities’ energy load for an entire tribal community. For topic area two and topic area 3B, an explanation of how the proposed project meets the community scale requirements as required as part of the technical volume. It specifically must address the substantial aspect of the proposed project, and we'll go over some definitions in the next few slides. Next slide, please.
This table is also on page 11 of the FOA document, it provides the key information matrix of the key information for each of the topic areas. Note that the requirements reflected in this table are summary of the requirements and may not be inclusive, and you cannot rely exclusively if they do not reflect all the requirements for each topic area. Applicants must read the entire FOA document to determine the complete requirements for each topic area. Either see a more detailed description of each topic area under section 1B of the FOA document.
Again, note if there's any inconsistency, this presentation or whatever from DOE or other people tell you, a FOA is the controlling document and you must rely solely on that FOA language or seek clarification. We previously discussed the topic areas briefly, the ones that are intended for facility scale and community scale. This table also identifies the topic areas intended for systems that are grid connected or not.
Except for project proposing energy efficiency measures under topic area 1B, projects proposed under this FOA intended for tribal buildings that are either grid connected. Where for purposes of this fellow beings connected to the traditional centralized electric power grids, or connected to an integrated energy system that operates autonomously from the grid, which is not connected to the traditional centralized electric grid.
For those interested in projects that are totally electrified, being the not [inaudible] of the grid, or an integrated energy system autonomous from the grid, please see the other FOA we have out now which is powering on electrify tribal buildings 2022. That FOA number is DEE FOA 0002771, and consider attending the webinar for that FOA on Thursday, December 1st, at one o'clock mountain.
You will also notice from the matrix that commercially proven more technology at the far right of matrix is a requirement for all topic areas and all technology. Additionally, a 12-month verification period is also required as part of any project proposed for this FOA. Per the table, a comprehensive feasibility study is required for all topic areas except topic area 1B, which requires an energy audit or an industrial energy assessment.
Topic area 1C, which requires both a comprehensive feasibility study and an energy audit or industrial energy assessment, as it includes both generating systems and energy efficiency measures. Next slide, please. As we said, this FOA is intended for either grid connected projects or projects connected to an integrated energy system that operates autonomously from the traditional centralized electric grid.
Next, we want to go over some definitions. Grid connected for purposes of this FOA means connected to the traditional centralized electric grid, which is the main power grids in the continental United States including the Eastern Interconnected System, Eastern Interconnect, Western Interconnected System, the Western Interconnect and the Texas Interconnected System, which is also called the Texas Interconnect.
As well as the interconnected grid system in Alaska that connects Anchorage, Fairbanks and the Kenai Peninsula. Projects proposed after topic area 1A, 1C, topic area 2, our intent is solely for clean energy generating systems that are grid connected. Projects proposed that their topic areas B, can be for tribal buildings that are either grid connected or not grid connected. Projects proposed under topic area three can be for either integrated energy systems that are normally grid connected, but can disconnect the function autonomously, from the centralized electric power grid.
Or integrated energy systems that normally operate autonomously, they're not connected as you find in Alaska. Next slide, please. Thank you. Purposes of this FOA, tribal buildings can be a single or multiple, tribal building or building located on tribal lands, where the eligible tribal entity has or has been granted certain rights or duty. Specifically, the ability to exercise authority, direction and control of the project.
Note that ownership could be private, collective or common, and some of these rights and duties may be held different parties. Tribal buildings are those where the eligible entity has the authority to augment or modify the building to where the building is owned by the tribal entity or tribal members or tribal organizations, or the eligible entity has a long-term lease, which as a minimum is for the useful life of the proposed project.
Tribal building may include but are not limited to tribal members home, schools, community buildings, clinics, hospitals, tribal government buildings, fire stations, police stations, radio stations, [inaudible], utility facilities, such as wastewater, and water systems or tribal businesses. As mentioned earlier, proposed installations could be for either existing tribal buildings or new tribal buildings that are either currently being constructed, or planned to be to track your during the proposed grant period. Next slide, please.
Specific topic area three, integrated energy system for economist’s operation, essential tribal buildings for purposes of this FOA are those tribal buildings necessary while providing essential services. Such as, that if interrupted would endanger the life, health or personal safety of the whole or part of the tribal community. Such essential services could include but are not limited to emergency facilities or shelters, hospitals, medical services, fire services, police services, water wastewater [inaudible], communication, electricity, natural gas, telecommunications, telephone, radio, television broadcasting, internet connectivity, and broadband and transportation.
Please see the definitions under appendix eight. Next slide, please. Clean energy generated systems for the purposes of these folks this FOA includes renewable energy systems, or combined heat and power system using renewable fuels such as biomass, biogas, renewable natural gas, or renewable hydrogen. Energy efficiency measures for purposes of the FOA means the implementation of either building efficiency measures, or industrial process efficiency measures.
Energy storage systems that include but are not limited to batteries, pumped hydro power, flywheels compressed air energy storage or thermal energy storage system. [inaudible] receive definitions for all of these terms under Appendix A of the FOA document. For topic area 2B, which is the community scale energy storage, used scale energy storage is intended to provide backup power during outages, increased electric distribution system reliability, which means reducing the frequency of both momentary and sustained outages.
Reducing the duration of the outages, and reducing operational and maintenance costs associated with the outage management. Or providing energy time shifting storing power, when it is least expensive and using the stored power during peak demand, the prices are highest. Under topic area 2B community storage systems are not intended to be combined with energy generation systems. Next slide, please.
More definitions, integrated energy systems must at a minimum include energy generating systems as we justified, controls the management system and may include energy storage. For topic area 3A, an integrated energy system must power a single or multiple central tribal building during emergency situations. Which means a situation that poses an immediate risk to [inaudible] property environment, and requires urgent intervention or [inaudible] situation. We discuss the types of buildings that are included previously.
For topic area 3B, an integrated energy system must power a substantial number of essential tribal buildings within a community, or a substantial portion of the community's energy load for an entire tribal community. For community resilience, where substantial purposes of [inaudible] or considerable amount. Again, all definitions are in Appendix A of the FOA. Next slide, please.
Interconnection infrastructure such as the distribution system circuit, circuit breakers, switchgear, busbar, distribution lines, distribution transformers, capacitors, voltage regulators, meters, utility pole, may be proposed under topic area 2A to topic area 3B. Provided the proposed interconnection infrastructure is the central to the proposed project. If you do propose it, you must include the justification as to why it's essential, must be addressed as part of the technical volume in your application.
Note that in order for that proposed infrastructure to be eligible, not only must be essential, but the land on which that infrastructure is proposed must be either a tribal land or the necessary site access such as right-of-way agreement must have been obtained prior to submitting the application. You have to have site access. Next slide, please. Next on the agenda, we're going to talk about applications not of interest on this FOA.
Just a reminder, we will not have question and answer sessions part of the webinar, send your questions to TribalGrants@hq.doe.gov, at the FOA number 2774 [inaudible], plus an audio recorded webinar will be available, we'll let you know via email. Again, if there are any inconsistencies the FOA document is the controlling document, and should be relied upon solely, or you must seek clarification. Next slide, please.
Next, we're going to go through a whole list of things that are not of interest, and if proceeds will be deemed nonresponsive and will not be reviewed or considered for funding. As the intent of the FOA is for the deployment of hardware, energy hardware, applications that fall outside the technical parameters is section 1B of the FOA document are not of interest.
Applications proposing studies, design and engineering excluding the final design an engineering, or development which pre-construction activities or any other activity which does not directly result in the installation of equipment to generate electricity or heating or cooling, reduce energy use or enhance energy storage and delivery are not of interest. Applications proposing the evaluation of product marketing opportunity, assessment of manufacturing opportunities.
Research design and engineering excluding the final design and engineering applications proposing product development or the construction of manufacturing facilities for building will not be considered. Next slide, please. To continue, applications proposing a cost of construction for building or structure such as carports or [inaudible]. Only the incremental costs associated with the installation of the clean energy generating system, energy storage.
Integrated energy system for energy efficiencies will be considered allocable to the proposed DOE funded project, not a cost of constructing the building or structure. Unless those structures are integral to the proposed project. Any application that has already taken irreversible actions regarding the DOE funded project are not of interest. Note that the proposed DOE funded project consists of only the installation of clean energy generating systems, integrated energy system,
Community energy storage or energy efficiency measures including irreversible actions related to the construction of buildings structures such as carport, the buildings or structures are being built specifically to enable the DOE funded project. Irreversible actions relative to the proposed DOE funded project may include but are not limited to, site clearing, equipment or system purchase or installation, building renovation and building retrofits. If you take these actions, they are irreversible and are not of interest. Next slide, please.
Applications proposing energy conservation are not of interest, where that's defined as a means of decreasing energy consumption by using less or going without. These are usually involve the behavioral change as opposed to, and may include the use of monitors or other indicators to induce that behavior. These behavioral conservation measures are not of interest. We're looking for energy efficiency measures, technology that reduce the consumption of electricity.
Applications for commercial or utility scale projects intended solely for revenue generation through the export of electricity off tribal lands for commercial sales, are not of interest. However, if a proposed energy generating system meets the requirements under topic 2A, community scale energy generation system, a portion of the electricity may be sold provided that revenue from the sale of that electricity must benefit the eligible entity and the tribal community. Next slide, please.
Yes, there's more. Applications proposing conventional energy generating devices are not of interest, unless a conventional energy generation device is used solely as a dispatchable standby power source. A conventional energy generating device is only eligible as dispatchable standby power and only under topic area 3. Applications proposing the use of material supplies or equipment which are not commercially proven and warrantied are not of interest.
Applications proposing the deployment of an integrated energy system or energy infrastructure to fight electric buildings, which otherwise would be unelectrified are not of interest. Unelectrified in this case is buildings not connected to the traditional centralized electric power grid, or not connected to an integrated energy system operated independent of a traditional centralized electric power grid i.e. micro grid. For those kinds of projects you need to see the powering on electrified tribal buildings FOA that apply.
But they will not be accepted under this FOA. Next slide, please. Also, applications exclusively proposing to deploy energy infrastructure are not of interest. As we mentioned, interconnection infrastructure may be considered, but only if it is essential to the project and it's either on tribal lands or necessary site access such as right-of-way agreements have been obtained prior to the application process. Applications proposing construction as a primary activity are not of interest.
For purposes of this FOA construction is defined as but not limited to building, erecting, altering, remodeling, repairing a particular building or structure or making major renovations or additions to existing buildings or structures. Construction does not include the installation of equipment such as energy generators systems, energy efficiency measures, energy storage, energy infrastructure, or integrated energy systems or activities ancillary to those installations.
Projects that include construction as a primary activity will not be considered under this FOA, unless such activities integral to meeting the objectives of the FOA and only with prior written authorization from the contracting officer. Next slide, please. Okay, we're over that, those things not of interest. Next, we're going to discuss about key award information. Next slide, please. The information included on the slides also includes as part of the executive summary beginning on page one of the FOA.
As we said previously, DOE expects to make approximately $20 million in federal funds available. We anticipate 5 to 15 awards under this FOA. Awards are anticipated to be two to four years in length, including the 12-month verification period. Please note that there are different restrictions on the minimum and maximum amount of DOE funding per award to be requested under each topic area.
For facility scale projects, which is topic area 1 and topic area 3A, the DOE funding per individual award varies to no less than 100,000 to a maximum of 2,000,000. For community scale projects which is topic area 2, the topic area 3B DOE funding per individual award varies to no less than 250,000 to a maximum of 4 million. Next slide, please. Next, we're going to discuss eligibility. Next slide, please. Award definitions, remember that one of the files that will be a part of your application is the eligibility statements of evidence file.
You're required to complete the template provided and provide evidence to support DOE's electability determination. You can find a Microsoft Word template, under Application Forms and Templates on IE-Exchange. Note that the use of the template is not required. However, the information included in the template is required. Also, as I stated before, DOE will not make sufficiency determinations prior to an application being submitted, we will not determine whether an applicant is eligible or an application is eligible.
Eligibility for award under this funding opportunity announcement is restricted to an Indian tribe, which also includes Alaska Native regional corporations and village corporations, intertribal organizations and tribal energy development organizations and on whose tribal lands those projects will be located. As I mentioned before, eligibility is determined by Congress, by statute, by law and that's for funding from the Office of Indian Energy.
Other entities to be discussed in upcoming slides can submit an application on behalf of an Indian tribe or tribes, provided evidence of that authority included and we'll discuss that a little bit more. Next slide, please. Okay, more definition. The definition of Indian tribe is as shown on the slide. Note that eligible Indian tribes are both federally recognized as listed in Indian entities recognized and eligible to receive services from the United States Bureau of Indian Affairs.
This list is published by the Department of Interior, BIA, Bureau of Indian Affairs in the Federal Register on January 28th, 2022. I'll give you a moment just read through that definition. Remember that for purposes of this FOA, Indian tribe also includes Alaska Native regional [inaudible] and village corporations as defined in or established pursuant to the Alaskan Native Claims Settlement Act. For purposes of this FOA, the Alaska Native Regional Corporation, [inaudible] one of the 15 Alaska Native Regional corps.
As defined established pursuant to ANCSA, the Alaska Native Claims Settlement Act. The Alaska Native Village Corporation or village corporation [inaudible] Alaska Native Village Corporation organized under laws of the state of Alaska, as a business for profit or nonprofit corporation. To hold, invest, manage and or distribute plans, property funds, or other rights and assets for and on behalf of the native village. As defined and in established pursuant to the Alaska Native Claims Settlement Act.
A tribal consortium as defined means a group of tribal Indian tribe, as previously defined that have chosen to submit a single application. Under this FOA, a tribal consortium is eligible that provided the application submitted by single Indian tribe who represents the consortium of Indian tribes. Applications may also be submitted on behalf of an Indian tribe by an authorized tribal organization. As I mentioned before, provided evidence of that authority is included as part of the application.
The definition of tribal organization means that per Public Law 115-245 is the meaning given a term in section four of the Indian Self Determination Education Assistance Act. Specifically, tribal organization means the recognized governing body of any Indian tribe, any legally established organization of Indians which is controlled sanctioned or chartered by such a governing body.
Or which is democratically elected by the adult members of the Indian community to be served by such organization in which includes the maximum participation of Indians in all phases of its activities. Provided that in any case, where contractors [inaudible] or grant made to an organization to perform services benefiting more than one Indian tribe, the approval of each such Indian tribe shall be a prerequisite to the [inaudible] on making such a grantor agreement.
Mouthful, all those definitions again are in Appendix A of the FOA document. Next slide, please. The second type of applicant eligible to apply is the intertribal organization. Intertribal organization as defined for purposes of this FOA, means any organization comprised of two or more Indian tribes, established under congressional state or tribal law to act on behalf participating Indian tribes.
Intertribal organization may include but it’s not limited to inter-tribal councils, regional tribal organizations or associations, Alaska regional development organizations and tribal Federations. Next slide, please. In addition to Indian tribes and intertribal organizations, tribal energy development organizations are also eligible in and of itself to apply to the FOA. I'm just going to give you a minute to read that.
Basically, the tribal energy development organization is that enterprise, partnership, consortium, corporation or other type of business organization that the [inaudible] development of energy resources is wholly owned by an Indian tribe. [inaudible] section 17 corporations and organizations formed of the Oklahoma Indian Welfare Act. The organization must have the written consent of the governing bodies of all Indian tribes participating in the organization.
Or an organization could be a partnership, joint venture, Limited Liability Company or other unincorporated association or entity that is established to develop Indian energy resources. As all the applicant eligibility is prescribed by law, by statute, a project must also be on tribal lands and we'll go through that definition because there has been some changes from the Energy Act of 2020. Next slide, please.
For this FOA, tribal lands means Indian lands which we'll go over, lands held in fee simple which means their purchase are owned by the tribe or the intertribal organization, or tribal energy development organization or other eligible applicant. Lands held under long term land lease, which meant that the minimum fee for the useful life of the proposed project life of the system, by an eligible applicant.
Or land that was conveyed to a native corporation pursuant to the Alaska Native Claims Settlement Act, and subsequently conveyed to another entity provided that entity is either a native village or tribal government entity, or the land is held, invested, managed for or on behalf of a native village or tribal government entity. Next slide, please. Indian land, again as defined by FOA.
Under our statute, is any land which was located within the boundaries of an Indian reservation, land not located within the boundaries of an Indian reservation, pueblo or rancheria, title which is held in trust or by an Indian tribe or individual subject to the restrictions against [inaudible] the United States, or by an independent Indian community. Indian land also includes for purposes of this FOA, a land that was conveyed by the United States to the Native Corporation pursuant to the Alaska Native Claims Settlement Act.
Or that was conveyed by the United States to a native corporation in exchange for such land. This is new, any land located in a census tract for which the majority of residents are Native, as defined by the Alaska Native Claims Settlement Act, or any land located in the census tract in which the majority of residents or persons are enrolled members of a federally recognized tribe or village. The last D and E are expansions of the tribal land definition that we were constrained to by law. Next slide, please. Thank you.
For purposes this of this FOA, Indian reservation is defined here and under the Energy Policy Act of 2005. I will give you just a moment to read through that. Again, all definitions are in appendix A of the FOA. Pretty standard definition. Next slide, please. As we mentioned before, DOE will not make eligibility determinations for potential applicants, or applicant proposed projects or applications prior to the date which the applications are submitted.
The decision on whether to submit an application in response to this FOA is solely with the applicant. I want to remind you, we're not going to have questions and answers so please send all of to TribalGrants@hq.doe.gov. We'll get you an official answer and post it on IE-Exchange, after that the FAQ webpage. The audio recording and slides will be made available to you as well. Next slide, please. I did want to bring to your attention another new requirement.
The Buy America requirement, that is applicable to all federally assisted projects which involve infrastructure work undertaken by applicable recipient type. Require that all iron, steel and manufacturing products used in the infrastructure work are produced in the United States. All construction materials used in infrastructure work are manufactured in the United States. Whether a given project must apply this requirement about Buy America requirement, is project specific and it's dependent upon several factors.
Such as the recipient entity type, whether the work involves infrastructure, as that term is defined in Section 70914 of the Bipartisan Infrastructure Law, and whether the infrastructure in question is publicly owned or serves the public function. Applicants are strongly encouraged to consult Appendix C of this FOA, to determine whether their projects may have to apply this requirement.
Or to make an early termination as to the need of waiver, as well as to determine what impact if any, this requirement may have on your proposed project selected. Next slide, please. Okay, we're going to talk about cost share requirements. Just another reminder, if there are any inconsistencies between funding opportunity announcements in this presentation, statements from DOE or other personnel, the FOA document is the controlling document.
Applicants should rely solely on the FOA language or seek clarifications by submitting your questions to TribalGrant@hq.doe.gov. Next slide, please. Exciting, we have the ability to reduce the cost share from what was previously required by statute, by law by 50%. Unless DOE approved, the requested cost share reduction, a 20% cost share of the total allowable cost of the project is required. Will be, say allowable, total allowable cost of the project.
That's the total cost of the project, the data we share as well as the recipient share. For example, if the requested DOE costs are 800,000, a cost share would be 200,000 or 20% of the total project cost, in this case being a million dollars. It is not 20% of the DOE requested amount. Again, cost share is 20% of total project costs, which in this example would be a million dollars. Please also refer to Section 3B for instances where federal funds may be permissible or use the as cost share.
Such as the Indian Self Determination Act, tribal self-governance on data agreements, self-determination contract funding, [inaudible] funding, [inaudible] funding. The requirements if you are going to propose using those funds will be required. But there are a lot of funds provided to tribes that may be able to be used as nonfederal cost share. See also on how to calculate cost share, Appendix B as the FOA. Next slide, please.
An applicant may request a reduction in cost share from 20% to 10% based on two factors, and this is all in the forms of templates for reduction, cost share reduction request template and has instructions there as well. These two factors would be poverty rate of the tribal community is at least 20% based on census bureau My Tribal Area data. Or the medium household income of the tribal community does not exceed 80% of the statewide median household income based on census data, My Tribal Area's ACS data profiles by state.
All the instructions are in the template. Although the applicant is only required to meet one of those two factors be eligible, we do request that you complete the calculations for both those factors. If the applicant does not qualify, a cost share reduction based on that census data, the applicant has the option to use self-reported data for poverty rate and median household income of the tribal community or communities, where the project will be located.
You'll need to see the alternate data option instructions in the cost share redemption request template for those instructions. To submit a cost share reduction request, see Section III B.2 of the FOA document, and the cost share reduction request template and instructions under the Application Forms and Templates on IE-Exchange. When requesting cost share reduction, if you do request the reduction to 10% and you've calculated that you're eligible, the application must be completed based on that reduced cost share.
However, if DOE does not approve the request, then applicant will be required to meet the minimum 20% cost share. I hope that makes sense. But the instructions on the FOA should help you. Next slide, please. Oh, [inaudible] cost share here. All cost share must come from non-Federal sources unless otherwise allowed by law, which we went over a whole slew of federal funds that potentially could be used to cost share.
Note that except under limited situations and only with prior approval, DOE approval, all cost share must be made during the period of performance of grants. the start and the finish of the grant period. Section 3B of the FOA provides additional information on all these cost share types, allowability, verifications and payments and so forth. I urge you to look at that. Cost share that also be available or accessible at the time you submit the application. A written assurance or commitment must be provided as part of your application.
It's a binding guarantee that funds are available or with respect for use of equipment, contributed labor or on recover or accessible. Note that the cost share commitments cannot be dependent on a future event like receiving a grant, obtaining a loan or securing an investor or something down the road in the future. Next slide, please. Although the cost share requirement applies to the project as a whole, including all the work performed by members of the project team other than the applicant, or recipient and if an award is made.
The recipient if an award is made is ultimately and legally responsible for the entire amount of the cost share if the award is made, and they must commit to that entirety of that cost share. In addition, if an award is made cost share will be verified once [inaudible], documentation for all costs or evidence of expenditures associated with the project would be required for each and every request for reimbursement from DOE for DOE portion of those costs.
I mean, all the documentation is for not only DOE's portion, but also for the cost share, again everything is for the total project costs. DOE requires recipients to contribute the cost share amount incrementally over the life of the award or on an invoice by invoice basis. In limited circumstances however, where is in the government's interest the DOE contracting officer may approve a request by the recipient to meet its cost share on a less frequent basis. I hope that makes sense. Next slide, please.
Again, the total budget must include the federal share and nonfederal cost share combined, that's the total project costs. All those costs must be verifiable from the recipient’s records, and be necessary and reasonable for the accomplishment of the proposed project. Every cost share contribution must be reviewed and approved in advance by the contracting officer and incorporated in the budget before expenditures can be incurred. You have to have an approved award before those funds will be recognized for those contributions during that grant project period.
Next slide, please. On a final note, all sources of costs share are considered part of the total project costs. If selected for funding, the cost share dollars will be scrutinized under the same federal regulations as the federal dollars requested for the project. All the funds are federalized, yes, I made that up I don't think that word exists. But hopefully it gives you the idea that we're going to look at all, whether it's DOE or cost share, we're going to apply the same allowability, allocability [inaudible] requirements.
Specifically, all costs whether they be requested for reimbursement from DOE or contributed cost share will require the same level of documentation to support those costs, as well as undergo the same level of review to determine their allowability, and allocability and [inaudible]. Again, we're not going to have a question answer session as part of this webinar, send your questions to TribalGrants@hq.doe.gov to get an official response. All the slides and audio recording will be made available to you. Next slide, please.
Cost share must be allowable, it must be verifiable at the time of submission of the application. Please refer to this chart for your entities applicable cost principle. It's imperative that you follow the applicable cost principle recreating your budget for the application. Next slide, please. Thank you. Cost share can be provided in cash or in-kind contributions. It can be provided by the recipient or sub awardees, which are either sub recipient or a funder or third party. We'll talk about those definitions.
Allowable in-kind contributions may include but are not limited to, the contribution of time, unrecovered indirect costs and recovered facility and administrative costs which is another indirect cost. Rental value of buildings, land or equipment, not the purchase price. That's part of the Code of Federal Regulations, just a rental value during the grant period of performance is eligible, value of a service or other resources or third party contributions.
Again, only the rental or lease value of buildings land or equipment, and only those during the project period are allowable, not the purchase price. Next slide, please. Be aware that there are items that are considered unallowable costs. If a cost is considered unallowable, it cannot be requested from DOE or counted as cost share. This slide provides some examples of those cost share that are unallowable, and you can see more examples on page 29 as a follow up. I'll give you just a moment to read through those.
Also, take note that generally any cost before or after the DOE grant period cannot be considered as cost share. Next slide, please. I better talk quicker. I know this a lot of information. Next, we're going to talk about the content and form of the application, what needs to be included for a complete application. We went through a list of documents, we're going to go through those in a little bit more detail. Next slide, please. Next on to the content and form of an application.
Remember, each of the files shown on this slide and the next are required for complete application. A similar table is included this part of the executive summary, pages six and seven. I don't think that's true, they're included on page 34, 35, 36 of the FOA. I would urge you to use that table as a checklist, when you're preparing and uploading your application to ensure that you have a complete application. Please bear with me, as we're covering a lot of information on each of these documents.
As we said, the application for federal assistance the SF-424 is the formal application for funding. This form must be signed by an authorized representative of the applicant, and by signing the authorized representative is making certain certifications and assurances. Therefore, the form must be either digitally or manually [inaudible] and scanned before being uploaded as part of your application. Typed signatures do not constitute a digital signature.
Again, all the forms and templates can be obtained from IE-Exchange, under Application Forms and Templates. All the other elements will be self-generated by the applicant. The next one is a summary slide, a PowerPoint slide, the [inaudible] quick facts of your proposed project. The slide content requirements are provided in the FOA and the template is part of [inaudible] on IE-Exchange. The technical volume is your key submission document describing your proposed project and addressing the merit review criteria.
The technical volume must not exceed 15 pages excluding the cover page, the table of contents, we'll only review the first 15 pages. To see the technical volume template which is new, on IE-Exchange includes the format and instructions, hopefully it'll make it a little easier for applicants. Basically, the technical volume should include the cover page, that's not counted against the 15-page limit, table of contents. Again, that's not counted against the page limit.
We'd like an executive summary, project description, outcomes, roles, responsibilities, capabilities and commitment. The next document will be the workplan, the workplan is not part of the technical volume but is included as a separate file. Again, we provide [inaudible] a template with instructions. The work plan must not exceed five pages excluding the milestone table, and you can see the template for instructions. The fifth document is the eligibility statement and evidence, we've talked about that a number of times.
All applicants are required to submit an eligibility statement, documents provide evidence of applicant and land status eligibility, support the DOE eligibility determination. It's a Microsoft Word template, and you can find it on IE-Exchange under the Application Forms and Template. As with all the templates, the use of the eligibility statements and evidence is not required, but the information in that template is.
Note that the eligibility statements and evidence must be signed by an authorized representative, either digitally or manually, ink and stamp before being uploaded. Typed signatures do not constitute a digital signature. All applicants are also required to submit an Applicant Tribal Council Resolution or declaration of commitment and cost sharing depending on who's the applicant. This is to include statement of commitment and cost sharing by the applicant.
You can see page 39 of the FOA for more specifics, on what that needs to include. Specifically, for Indian tribes that statement that commitment and cost sharing must be in the form of an executed Tribal Council Resolution, unless the Indian tribe does not have a tribal council. If the Indian tribe does not have a tribal council, a statement of commitment and cost sharing file, cost sharing may be in the format other than a Tribal Council Resolution.
But it must include evidence of that statutory or other legal authority authorizing that form of commitment in lieu of a Tribal Council Resolution. For Alaska Native regional corporations or village corporations, intertribal organizations and tribal energy development organizations, their statement of commitment and cost sharing could be in the form of a declaration or resolution depending on the entity. Remember, cost share must be available and accessible at the time of submission of the application.
Written assurance for that commitment must be provided at the time that you apply. The written assurance is a binding guarantee that funds are available with respect to the use of equipment, contributed labor hours or unrecovered indirect costs, that it's accessible. As we said before, cost share commitments cannot be dependent on some future event, such as receiving a grant, obtaining a loan, securing an investor, etc. The recipient after an award is made is ultimately legal responsible for the entire amount of that cost share.
The entirety of that cost share must be in that cost share commitment. Again, please see the instructions on page 39 for those commitments. The participant letter of commitments and cost sharing file needs to include letters of commitment and cost sharing, from all of our project participants excluding vendors. The letters must be specific to the FOA and as the cost share is being committed include a statement of the total amount and the type of the cost share being committed, and the detailed estimate of that cash value, or the basis of the cost contributions.
Remember, letters of support from anyone not participating the project are not required or desired, and should not be included in your application. See pages 42 and 43 of the FOA documents, and for more on that. Under the resume file, all applicants are required to provide a resume for the business contact, the applicants business contact, and the applicants project manager, and each key person proposed including tribal staff as part of the project.
A key person would be any individual who contributes in a substantive measurable way to the execution of the project. Each of those resumes must not exceed two pages, save them all in single file and upload with your application. Next is the budget justification workbook. Again, there's a template, is required and must include both the funds being requested from DOE as well as proposed cost share. Let me repeat, a budget and budget justification must reflect all project costs, DOE and cost share.
The form itself is a multi-tab Microsoft Excel workbook. In addition to the proposed cost, the form requests the basis of estimate for those costs, whether they be quotes or estimates or published prices, those kinds of things. The form can be downloaded from IE-Exchange. Remember, the table of all these application documents on page 34 the FOA [inaudible] as a checklist. Next slide, please. These are the remaining application components, the documents. Again, there's a lot of information.
Applicants must provide a separate budget justification workbook for each sub recipient that is expected to perform work estimated to be more than 250,000 or 25% of the total work effort, whichever is less. Sub recipient as a sub awardee is providing cost share, or has the best of interest in the proposed project, beyond providing goods and services. If none of the proposed sub recipients meet the threshold, the sub recipient budget justification form is not required.
Instead a file stating that those sub recipients are being supposed, are being [inaudible] and therefore the sub recipient budget workbook is not being provided here. But you will still have an attachment. Even if it doesn't apply, we'll have just a statement document stating that. Vendor budget information should not be included as part of the subrecipient budget justification but rather, as part of the applicant’s budget support under contractual.
A vendor is an entity contracted to provide goods and services within normal business operations, who provide similar goods and services to any different purchaser or operates in a competitive environment, and they don't provide cost share. Those would be under contractual, under the applicant’s total project budget justification workbook. The 11th component is going to be a budget support file.
All applicants are required to submit support for their budget, including indirect rate agreements, breakdown and [inaudible] cost, basis of cost estimate documentation like if you do have a quote, or a published price as used as part of your budget that would be included there. Any other relevant supplemental information, and there is a template for that. It's on IE-Exchange under Application Forms and Templates. Again, this template is not required, but the information in it is required.
The 12th item would be the cost share reduction request that we spoke about. There's a template and instructions on how to calculate that. You would calculate it using available census data to see if you would apply cost reduction from a 20% to a 10% cost share. If not, you also have the option to provide self-reported data. Again, that's all in the instructions. If cost share is not being requested for some reason, we just need the statements that effect and that file uploaded, in lieu of the cost share reduction request for [inaudible].
The 13th is registration certifications. We've discussed these numerous times, that all of these registration requirements are required prior to submitting an application, and it must be certified by an authorized representative. We're getting closer but bear with me. All of the details for this are included under section 4C of the FOA document. The 14th is the Lobbying Disclosure of Lobbying Activities form, SF-LLL which basically says the recipients and sub recipients may not use any federal funds to influence or attempt to influence.
Directly or indirectly, congressional action on any legislative or appropriation matters. All applicants are required to complete and submit the SF-LLL, and disclose if any nonfederal funds have been paid or will be paid to any person for influencing or attempting to influence any of the following in connection with your application. Enough to employ a federal government, member of Congress or an officer or employee of Congress or an employee of a member Congress.
If no federal funds are being paid, or will be paid for any person influencing or attempting to influence any of the above in connection with this specific application, indicate none, sign, date and upload the forms part of the application. The 15th component of the application would be the site and resource maps and graphic files. All applicants must submit the file and you can include any graphics or supplemental information, maps, photographs, other visuals, a location of the buildings, etc.
If you choose not to include any supplemental information, you just need to include a document stating that you have no additional site, resource map, geographic information, the specifics on what that document needs to say are included in the follow up. Getting closer, the next is the study and analyses file, all applicants again, you'll submit either a file or statement that you don't have one for every component of the application.
The studies and analysis file would include your comprehensive suitability study and or energy audits or Industrial Assessment, specific to whichever topic area that you are submitting to. These submissions must at a minimum include energy audits or energy assessment for topic area 1B, topic area 1C, a feasibility study or studies for topic area 1A, 1C, topic area 2 and topic area 3. Other supporting studies and analysis should also be included here. Any background information should be included, the site and resource map, the graphic file.
We have the design and engineering file. All applicants must provide at the [inaudible] file, the copies of hardware performance specifications, warranty, engineering drawing, any other designs or engineering data to supplement the technical volume. The requisite material and equipment list for any of the energy efficiency measures should also be included here. If you choose not to provide any supplemental information beyond the technical volume, we just need to file [inaudible] back and the specific language is that we would like is in the FOA document. Okay, lastly, economics file.
Hello, can you hear me now?
>>Speaker 1: We can hear you again Lizana.
>>Lizana Pierce: Great. I'm so sorry. I guess my phone decided that we were done. Anyway, I apologize. I don't know where, I lost everybody but we are running a little bit late so hopefully, I'm going to talk quickly and bear with me. Again, remember that all of this will be recorded and the slides available as well.
>>Speaker 1: You were just introducing the economics file.
>>Lizana Pierce: Okay, thank you. Yeah, going back, so the economic file is the last document for a complete application. It should include at a minimum a cash flow analysis, unless that's already in your technical part. If it is and you choose not to submit any supplemental information, then you can upload a file that states that no additional information has been provided as an attachment. Those instructions are in the FOA documents.
Again, I want to ensure you're submitting all those required components, I would again urge you to use the table on page 34 as a checklist. You can submit an application any time before the due date, and you'll be able to update that as needed before the deadline. Please allow sufficient time, if everybody [inaudible] internet issues, congestion issues may not bode well, I would urge you to plan accordingly. Next slide, too.
Yeah, I know we're running late, I apologize. But again, all of this information will be made available to you. I'm actually not talk about applicant eligibility requirements. Next slide, please. As previously mentioned, applications must be submitted no later than five o'clock Eastern. Remember Eastern Time on February 9th, 2023. Once submitted, DOE will conduct an eligibility review of all the applications, this will include if the applicant an eligible applicant, eligible entity per section 3A of the FOA.
The cost share requirement been satisfied per section 3B of the FOA, does the application comply with content format submission requirements under section 4A and section 4C. Whether the applicant successfully uploaded all required documents and clicked submit by the deadline, whether the proposed project is responsive to the intent of the FOA per section one and section 3B. If the application meets the other eligibility requirements identified in section three of the FOA.
Again, DOE is not going to make eligibility determinations prior to receiving applications. The decision on whether to submit an application lie solely with the applicant, in other words, DOE will not advise you or make a determination on whether your entity or your proposed project are eligible. Please don't seek advice from any DOE employee, contractor or laboratory staff. All questions again, regarding the FOA especially if you want an official response, which is the only one that counts, send an email to TribalGrants@hq.doe.gov or check the FAQ web page.
Next slide, please. Okay, merit review and selection criteria. Next slide. The merit review and selection process consists of a series of reviews, including the initial eligibility review, vigorous technical review, and programmatic review. The rigorous technical reviews are conducted by reviewers that are experts in the subject matter of the FOA, and ultimately the selection official considers the recommendations of those reviewers along with other considerations.
Such as program policy factors, which we'll discuss to make selection decisions. Next slide, please. This slide just reflects the multi-tiered review process that each application undergoes. Again, with the eligibility review, and [inaudible] application is an applicant are determined eligible. The application undergoes a comprehensive technical review, consisting of an independent review by subject experts who provide rating, and go through the strengths and weaknesses.
Relative to that, after the independent review concludes the Federal Consensus Board begins its review, the Federal Consensus Board primary responsibility is determining the technical merit of the application. This is inherently a government function, it makes selection recommendations based on technical merit. In other words, it determines the selection range.
Following the Federal Consensus Board, a merit review advisory report is produced which describes how the merit review was conducted, set forth the Federal Consensus Board technical ranking, addresses the FOA specific program policy factors and any other selection factors set forth in the FOA. Finally, the selection official reviews all of that information, considers the recommendations of the federal consensus for [inaudible] program policy factors, if he or she chooses, make selection decisions for negotiation of the award.
Next slide, please. Okay, the criteria and technical merit review criteria, there are four criteria which include goals and objectives, which will be weighted at 10%. Project description outcomes weighted at 50%, roles, responsibilities, capabilities and commitments weighted at 30% and your work plan which again there's a template for, at 10%. You do want to consider these weights when you're preparing your application.
Section 5A of the FOA document beginning on page 56 identifies that technical review criteria upon which your application will be reviewed, and we'll go through that briefly on the next few slides. I apologize that we're running over. On this slide and on page 56 of the FOA document you're going to see criteria one, goals and objectives on the three-sub criterion. This includes clarity and completeness of the executive summary, extent to which the proposed project includes economic and other benefits to the Indian tribe and tribal community.
Soundness of the discussion of the need for an impact of DOE funding for the proposed project, and implications if it's not funded. Remember the technical volume template and instructions are provided on IE-Exchange, we'll walk you through the contents of the technical volume. You also want to look at the review criterion when you're developing that, you should consider the weights and [inaudible] valuation criteria. Next slide, please. Criterion two. Next slide. Maybe just a little lag here, there we go.
Is the project description outcomes weighted 50%, this is the [inaudible] of your application, if you will. What will be considered here is the clarity and completeness of your detailed project description, technical viability of the proposed project, economic viability and the significance of outcome. Note that under this criterion, the mandatory feasibility study and or energy audits or audits will be reviewed to assess that technical viability along with the engineering and economic file.
I'll give you just a second, [inaudible] the sub criterion here. Next slide, please. Okay, the other two factors under sub criteria in the criterion two are economic viability, as well as significance of outcome. As mentioned, the economic file must supplement the technical volume, [inaudible] assessing the economic viability of the proposed project. Next slide, please. The third criteria roles, responsibilities, capabilities and commitment. It's going to weigh at that 30%.
This criterion here's the soundness of the project management approach and to demonstrate its level of commitment of the applicant, each participating organization. Next slide, please. Criterion four is weighted at 10%, and that's the workplan, we gave you a template and instruction to what's going to be considered.
Here's the clarity and completeness of the narrative description text, and more text of the tasks that you propose to complete your project, and the likelihood of achieving project objectives through the logical task structure. Again, there's a template for that, next slide, please. The selection official may consider a merit review recommendations, program policy factors and the amount of funds available in arriving at his or her selection decisions under this FOA. Next slide, please.
There are a number of what we call program policy factors. That may be used in coming to final selection decisions, program policy factors are included here and on page 58 of the FOA document. In no particular order, they include geographic distribution, technology, diversity, the degree to which the proposed project optimizes the use of available funding. [inaudible] a proposed project serves the tribal community with high energy costs. Tribal community is not connected to the tribal earned traditional [inaudible] tribes electric power grids.
For instance, those that are operating under microgrids such as a village in Alaska, and the applicants who have not previously received grant funds from the Office of Indian Energy. These are factors that may or may not be considered in coming to those selection decisions. Next slide, please. Registration requirements, I think I'm going to try to go through this pretty quickly because I think we've discussed this a number of times. Okay, as we said, you need to register, create an account in IE-Exchange, this will allow you to register or apply to any open FOAs.
You will get a control number during that process, you need to include it on every application document. The IE-Exchange registration does not have a delay, but some of these others do. Again, an authorized representative or the applicant will need to certify that all of these are completed at the time you submit your application. You need to include a Unique Entity Identifier, UEI number, this replaced the DUNS number and this you will received during the SAM registration or renewal process.
The SAM or System for Award Management or registration process needs to be completed. You will also be designating an electronic business point of contact, an EBiz POC and obtaining a special password called an MPIM and obtaining the UEI number which will be needed. Okay, you also need to register in FedConnect, FedConnect is where you actually receive word documents if one is so made, or amendments or those kinds of things. That registration is required before you submit an application.
There is a really good guide, ready set go guide for FedConnect, it'll help you through that process. Then there's also grants.gov. Remember no applications will be submitted through grants.gov, only through IE-Exchange. However, if there are amendments to the FOA, that's where you will be notified. Again, an authorized representative will need to certify that these registrations are completed. Next slide, please. Application submission points of contact, we're getting to the very end. Oh, my goodness, I'm so sorry we're so late, I will talk quick.
As we said, all applications must be submitted through IE-Exchange. DOE will not review or consider application submitted through any other means. Please see the IE applicate guide under manual, it's a step by steps, got lots of screenshots. Hopefully it's helpful to you. There's ways to improve it, let us know. We also have created the IE-Exchange registration login guide, there's a new multi factor login process. Again, lots of screenshots that explain how that login process works. Next slide.
Okay, key submission points, check entries in IE-Exchange submission could be deemed ineligible due to incorrect entries. We strongly encourage applicants that one or two days prior to deadline, to ensure that all the components are uploaded to avoid any technical issues. Make sure at each stage after you push the submit button, so if you apply early and if you make changes to that, you need to push it again. Because it will unsubmit your application and then you'll need to submit anything that's been revised.
I would recommend that you also print out your IE-Exchange confirmation page at each step during the application process. This includes the applications control number which you'll need on your application documents. The system in IE-Exchange is designed to enforce the deadline, the submit button disappear. Also, if you have experienced any problems, you can contact the Exchange helpdesk and they may be able to assist you.
The office [inaudible] is not able to assist with technical issues associated with the system, [inaudible] of your application. Again, contact the Exchange helpdesk. I would also strongly encourage you to keep records and or documentation including screenshots of any issues you experienced in submitting your application and any efforts you made to resolve those issues. In the event of a late submission, documentation may be factored into whether your application is considered. Next slide, please.
On page 72 of the FOA, please keep in mind that all information provided by the applicant must, to the greatest extent possible exclude Personally Identifiable Information, PII. Specifically, applicants should screen the resumes to ensure that there's not any PII information, cell phone numbers, personal email or security numbers. In short, PIIs not essential to the application should not be included. Next slide, please. Applicants must designate primary and backup points of contact in IE-Exchange.
This is whom DOE will communicate with during the process. These will be the contacts that will be used to notify applicants of whether their application was deemed nonresponsive, noncompliant, unsuccessful or selected, or negotiation [inaudible]. Next slide, please. I'm trying to go fast. Okay, going to talk about the FOA related questions. Next slide. For questions regarding the FOA, send an email to TribalGrants@hq.doe, we've talked about that repeatedly.
I urge you to check the Frequently Asked Questions FAQ webpage, to see if your questions may have already been answered. We will attempt to answer your questions within three business days, and you will be notified when a response to your question is posted. Next slide. For problems logging into IE-Exchange or uploading and submitting applications, email the Exchange helpdesk at Exchangehelp@hq.doe.gov. Include the full name and number and subject line.
It's also accessible on the website, the help desk. I'd also recommend if you're having difficulties at the IE-Exchange application applicant guide, really could be a potential good resource for you and not the [inaudible] the manuals on the website. FOA specific questions again, if you go to TribalGrants@hq.doe.gov. Also, remember to check the non-FOA specific questions, those are more general kinds of questions regarding Funding Opportunity Announcements. Next slide, please.
Best Practices, okay we're coming to the end here. In closing just a few recommendations, please download the Funding Opportunity Announcement and read it thoroughly, that you understand all the steps and requirements to submitting application. Do not rely solely on this webinar. If you're considering submitting an application, please register in IE-Exchange as soon as possible, and obtain that control number because that's going to have to be on every document of your application.
Check the Frequently Asked Questions and the non-FOA specific questions and answers as well. Okay, and then closing, next slide, please. Next slide. Okay, a few final comments for those that are still hanging with us. Hopefully, the webinar has answered some of your questions, provided [inaudible] the FOA and the process. I know we've gone pretty quick this last bit, lot of information, I apologize. However, again if you have questions, send them to TribalGrants@hq.doe.gov, we'll get you an answer posted as soon as possible.
Those are the only responses that are official and will be honored. Now again, asking people or depending on this webinar, you need to get an official response, this is for your benefit. Again, if you have a question other people do too, so this is a competitive process and we want to make sure that the responses are open to everyone. We will only accept applications through IE-Exchange. Remember, registering @grants.gov means that you'll receive notices if there's any amendments to the FOA.
But we will not accept applications through grants.gov. Consider and I know it's tough, submitting your application early, you can always check, make sure everything's right before the deadline. I'd also invite you to join the Office of Indian Energy email list. To join, you can see the main page of our website @energy.gov/indianenergy. By subscribing you'll receive information on this funding opportunity, funding opportunities through DOE and other agencies, training opportunities, webinars and upcoming events.
For information on previously funded tribal projects, you can see projects on our website and the top navigation. We also have a list of other current funding opportunities not only through our office DOE, but other agencies as well. We do offer technical assistance at no cost to tribal entity, so check it out on the technical assistance page. Again, just to remind you, the slides and this audio recording will be posted and you'll be notified when that's available and where to find it.
Just finally as a reminder, your participation in this webinar is completely voluntary. There are no particular advantages or disadvantages to the application, evaluation process with respect to your participation in this webinar today. Again, finally, if there's any inconsistencies between this Funding Opportunity Announcement, this presentation or statements by DOE or other personnel, the FOA document is the controlling document. You should rely solely on that or seek clarifications, again an official response through the FAQ webpage.
You can always join us on social media, Facebook, Twitter, and our website. Next slide, please. Thank you so much everyone for your interest and for your attention during this webinar. Have a wonderful afternoon and again, apologize [inaudible] longer than expected. But this does conclude today's webinar. Thank you. Goodbye.
[End of Audio]
The U.S. Department of Energy's Office of Indian Energy conducted an informational webinar to provide information on the Funding Opportunity Announcement (FOA) to potential applicants. In addition to describing the FOA in detail, information was provided on who is eligible to apply, what an application needs to include, cost share and other requirements, how to ask questions, and how applications will be selected for funding.