James Jensen: Good morning or good afternoon, wherever you may be, and welcome to the webinar for DOE's Funding Opportunity Announcement entitled Energy Infrastructure Deployment on Tribal Lands 2018 – FOA number DEFOA001847. I am James Jensen, a contractor for Western Area Power Administration's Renewable Resource Program, and I will be assisting with today's webinar. Let's go over some event details. Today's webinar will be recorded and ______ used for this purpose. The audio recording and Power Point slides will be available in a week or two.
You will be notified once those are posted on the Office of Indian website. Be aware that questions will not be entertained during this webinar. As this is a competitive opportunity, all questions need to be submitted in writing. So, please submit your questions via e-mail directly to the following e-mail address – TribalGrants@hq.doe.gov. And that e-mail address is located in the lower right corner of the screen and also will be shared multiple times throughout the presentation.
We will try to keep this webinar to no more than two hours. Our speaker today is Tweedie Doe, who will be briefing you on the Funding Opportunity Announcement. Tweedie is a present officer for DOE's Office of Indian Energy. We will start the webinar now. Tweedie, the floor is yours.
Tweedie Doe: Thank you, James. Good morning or afternoon, depending on where you are, and welcome to the webinar today. This informational webinar is for people interested in applying to the Department of Energy's Office of Indian Energy's Funding Opportunity Announcement entitled Energy Infrastructure Deployment on Tribal Lands 2018, which was issued February 16, 2018. As stated, my name is Tweedie Doe, and I am a project officer for the Office of Indian Energy Policy and Programs, also known as Office of Indian Energy. I've been working in the energy field for about a dozen years, and with the Department of Energy for the past eight and a half years.
Under the Office of Indian Energy, I am tasked with overseeing financial assistance awards. Please note that I will be presenting on behalf of Lizana Pierce today. You may notice her name referenced in this presentation. The intent of this webinar is to cover the basic aspects of the Funding Opportunity Announcement otherwise known as FOA, 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 e-mail address on the lower right-hand side of this cover page.
This is the official mailbox to direct all off your questions to during the entire FOA process. Please, do not contact DOE or DOE laboratories staff or contractor directly with any questions – including me or Lizana Pierce – as all questions must be in writing. The reason for only accepting questions in writing is to ensure you receive a formal response, and so everyone has that benefit of that same response. Because if you have a question, other potential applicants will likely have similar questions. As we will not have a question and answer session as part of this webinar, please capture your questions as they come up, and send them via e-mail to TribalGrants@hq.doe.gov.
In the subject line of your e-mail, please include the FOA number DE-FOA-0001847. Unless a similar question has been asked, responses to questions received at this mailbox will be posted through the "Frequently Asked Questions" web page for this FOA on the EERE Exchange website. Response to your questions will typically be posted within three business days after receipt. Before submitting a question, please check the FAQ web page on the EERE Exchange website to see if a similar question has already been answered. In submitting a question, please be careful not to include any language that might be business sensitive, proprietary, or confidential.
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 the webinar today. These slides and an audio recording of this webinar will be posted in the next week or so. As a registrant of the webinar, you will be notified when this material is available on the Office of Indian Energy website. You may want to download the FOA document now for reference, as I will be referencing specific pages during the webinar.
So, let's get started. Next slide, please. Before we discuss the Funding Opportunity Announcement itself, I want to talk to you through the EERE Exchange site and where you can find the FOA document itself, application forms, and frequently asked questions. The EERE Exchange website is at EERE-exchange.energy.gov. Once on that page, scroll down the list until you locate this FOA number, which is, again, DE-FOA-0001847.
Clicking the FOA number in the FOA list will take you to the section of the web page specific to this FOA, as shown on the slide. As you can see in this slide of the EERE Exchange website, the section specific to this FOA includes a brief summary and other key information. The direct link to this FOA summary is at the bottom of this slide. My apologies for the legibility of this slide; the screen shot will be expanded on the next flew slides. Next slide, please.
As you can see from this screen shot, the EERE Exchange summary for this FOA includes the FOA document itself, required application documents, contact information for submitting questions regarding this FOA, and for EERE Exchange support. A link to the "Frequently Asked Questions" web page and the submission deadline of April 19, 2018 at 5:00 PM Eastern time. Remember, this is Eastern time, so, please plan accordingly and adjust for whichever time zone you are located. If the application documents are not shown, you need to click on the "View Required Application Documents" link under "Required Application Documents." Once the "View Required Application Documents" link is clicked, a list of required application documents will be revealed, which I'll show you on the next slide.
Next slide, please. As you can see, once you click on "View Required Application Documents" under "Required Application Documents" you'll see the various forms that need to be included as part of your application. Note that these are not the entirety of forms and documents that compose a complete application. The forms on exchange only comprise part of the application, and in and of themselves, do not make a complete application. Further into the presentation, we'll go through all the elements that comprise a complete application.
The forms include one – the application for federal assistance, which is SF424, a fillable PDF form; two – budget justification, IE335, which is a multi-tap, Microsoft Excel workbook for capturing budget detail; three – summary slide templates, a Power Point slide intended to summarize your proposed project; four – work plan – a Microsoft Word template to be used in preparing the work plan for your proposed project; five – project metrics data file; an Excel file to capture key information on your project; and six – energy savings calculations – a multiple tap, Microsoft Excel workbook for calculating energy savings – note that this is only required for those applying to topic area one; and number seven – disclosure of lobbying activities, SSFLL, a Word document.
If this does not apply to you, please indicate, "Not applicable", sign, date, and include, as part of the application. All other components comprising a complete application are self-generated. For a complete list of the application content, see the table on pages 26 and 27 of the FOA document. Next slide, please. The answers to all FOA related questions received in our e-mail box – Tribalgrants@hq.doe.gov – will be posted on the "Frequently Asked Questions" webpage, specific to this FOA on the EERE Exchange website.
This slide shows an example of the FAQ web page. Please check this page periodically, as questions and answers will continue to be posted throughout the entire time the FOA is open. Please, also check this page before submitting a question, as similar questions may have already been answered. Next slide, please. This slide shows the anticipated schedule for the FOA, which is also on the cover page of the FOA document.
The FOA has already been posted, and we are conducting the FOA informational webinar now. All applications are due on the EERE Exchange website no later than 5:00 PM Eastern on April 19, 2018. Note that the closing time, again, is 5:00 PM Eastern time. Remember, this is Eastern time. So, please plan accordingly and adjust for whichever time zone you are located.
Please, note that DOE will not extend the submission deadline for applicants that fail to submit required information due to server connection congestion. Also, EERE Exchange is designed to enforce the deadline specified in this FOA. 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 ensure you meet that deadline, and allow at least 1 hour to submit an application. Note that once the application is submitted in EERE Exchange, you may revise or update the application up until the deadline. DOE anticipates notifying applicants selected for negotiation of awards this summer, and making awards approximately 90 days after receipt of any requested supplemental information.
Each and every applicant will receive a notification letter by e-mail to the technical and administrative points of contact designated by the applicant in EERE Exchange. Notification letters will state whether the application is determined to be non-compliant and incomplete or late application or ineligible, which does not meet the eligibility requirements beginning on page 21 of the FOA document; non-responsive, as defined under section 1.C applications specifically not of interest, beginning on the bottom of page 18 of the FOA document; not selected for funding or selection for funding is postponed or not selected for funding, but designated as an alternate; or selected for negotiation toward an award.
The notification letter will state the basis upon which those decisions were made. Next slide, please. To apply to this FOA, applicants must register and submit applications through EERE Exchange at the URL shown here. As previously discussed, frequently asked questions – or FAQs – for this FOA can be found on the FAQ page specific to this FOA. Please, also consider registering in Grants.gov at www.grants.gov so that you'll receive automatic updates when amendments to this FOA are posted, if any.
Note that applications will only be accepted through EERE Exchange and not through Grants.gov. Next slide, please. The EERE Exchange registration does not have a delay, however, the remaining registration requirements could take several weeks to process and are necessary for a potential applicant to receive an award under this FOA. Although not required in order to submit an application through the EERE Exchange site, all potential applicants lacking a DUNS number or not yet registered in SAM or FedConnect, should complete those registrations as soon as possible. Please, see part 6.B of the FOA beginning on page 63 of the FOA 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, as an award cannot be made without those registrations. In fact, we recently had a situation where we were unable to make an award because the SAM's registration had not been completed in the fiscal year and was looming. Thankfully, the registration was completed just in time for an award to be made before the fiscal year end. Next slide, please. All applicants are strongly encouraged to carefully read the Funding Opportunity Announcement DEFOA001847 up here to the stated submission requirements.
This presentation summarizes the contents of the FOA, however, if there any inconsistencies between the FOA and this presentation or statements from DOE or other personnel, the FOA is the controlling document and applicants should rely solely on the FOA language or seek clarification from DOE. If you believe there is an inconsistency, please contact us by sending an e-mail to Tribalgrants@hq.DOE.gov. Next slide, please. The agenda for this webinar is as shown. First, we'll provide a summary of the FOA; then we'll discuss applications specific not of interest; discuss award information, go over who is eligible to apply; cost sharing requirements; discuss the content and form of a complete application; application eligibility requirements; the Merit Review and Selection criteria and process; registration requirements; how to submit an application and your points of contacts; how to submit questions; and best practices, and we'll do a closing.
Next slide, please. The FOA Executive Summary, beginning on page one of the FOA document includes key information on the FOA. This information is summarized on this and the next two slides. We'll go over this information as part of this presentation, but it is provided here as a summary. There are three topic areas under which you can submit an application as described in the top row of the table.
Note that unlike previous FOAs, our office has issued this FOA as fuel and technology neutral. We anticipate 6 to 15 awards, and each topic area, depending on whether the proposed projects are facilities scaled or communities scaled, have different minimum and maximum award thresholds. I'll give you just a moment to read through the slide. Next slide, please. Continued on this slide and the next is additional key information relative to this Funding Opportunity Announcement.
Awards under this FOA will be grants with a period performance of each award agreement to be 1 to 2 years, but no longer than 3, including the mandatory 12-month verification period. We will go over the eligible applicant requirements in detail on subsequent slides, so, I'll forgo an explanation now. Please note, however, that DOE will not make eligibility determinations for potential applicants prior to the date on which applications to this FOA must be submitted. You may ask clarifying questions relative to the FOA, but DOE will not determine whether an applicant or a specific project is eligible during the application preparation stage of the process. Next slide, please.
Note that per statute, there is a 50 percent cost share requirement – meaning 50 percent of the total allowable cost of the project must be provided as cost share. The total cost of the project is the sum of the DOE share and the recipients share of allowable cost. For instance, if a proposed project is estimated to cost a total of $500,000.00, the required cost share would be $250,000.00 or 50 percent of the total project cost of $500,000.00. Also, be aware that you may submit more application through this FOA or more than one application to a particular topic area provided each application is for a distinctively different project and addresses only one topic area. Each application must have a distinct title, unique control number, as assigned by EERE Exchange during the registration process, and be readily distinguishable.
Next slide, please. The Department of Energy's Office of Indian Energy assists in addressing the staggering gaps and barriers for Indian tribes which, for this FOA, include Alaska native regional corporations and village corporations and tribal energy resource development organizations interested in developing their vast, undeveloped energy resources. Specifically, the office is charged with one – promoting Indian tribal energy development efficiency and use; two – reducing, or stabilizing energy costs; three – enhancing and strengthening Indian tribal energy and economic infrastructure relating to natural resource development and electrification, and four – bringing electrical power and service to Indian land and the homes of tribal members located on Indian lands or acquired, constructed, or improved in whole or in part with federal funds. For more information on the Office of Indian Energy policy and programs, please see our website at www.Energy.gov/IndianEnergy. Next slide, please.
This Funding Opportunity Announcement – or again, FOA – builds on efforts by DOE to accelerate the deployment of energy infrastructure on tribal lands. Between 2002 and 2017, DOE invested nearly $78 million in 250 tribal energy projects implemented across the contiguous 48 states and Alaska. These projects, valued at over $150 million, are leveraged by over $73 million in recipient cost share. Next slide, please. Specifically, under this FOA, DOE's Office of Indian Energy is soliciting applications to one – install energy efficiency measures and/or energy generating systems for tribal building – topic area one; or two – deploy community scaled energy generating systems on tribal land – topic area two; or three – install energy systems for autonomous operation – topic area three.
Topic area one includes three sub-topic areas, and topic area three includes two sub-topic areas, which we'll go over in subsequent slides. As indicated previously, this FOA is different than previous FOAs issued by our office, in that it is fuel and technology neutral. As such, in addition to building and industrial process efficiencies, DOE is seeking applications for energy generating systems, which, under this FOA, include combined heat and power systems, conventional distributed generation systems, and renewable energy systems. Additionally, under topic area three, DOE is seeking applications for energy systems that provide power for essential tribal loads – may include, but are not limited to, energy generating systems, energy storage systems, and/or controlled and management systems. See Appendix A for definitions. Also, per statute, only one Indian tribe, which, for purposes of this FOA, include Alaska native regional corporations and village corporations and two, tribal energy resource and development organizations are eligible to apply under this FOA.
However, in future slides, we will address who and how different entities might be able to submit an application on behalf of an Indian tribe or tribes. Next slide, please. Under topic area one, energy efficiency measures and/or energy generating systems for tribal buildings DOE is soliciting applications for the deployment of the following energy efficiency measures and clean energy systems on tribal buildings – specifically, under topic area 1A, deep energy retrofits; under topic area 1B, energy generating systems; and, under topic area 1C, the combination of energy efficiency measures and energy generating systems. Energy efficiency measures, for purposes of this FOA, can be for the implementation of either one – building efficiencies, or two – industrial process efficiencies. Building efficiency may include such measures as building envelope improvements; the installation of energy efficient equipment; high efficiency lighting; efficient appliance; air ceiling; high R-value installation; high efficiency windows; efficient heating systems; and ground or air source heat pumps.
Whereas, industrial processes efficiencies may include such measures as insulating piping, the installation of higher efficiency equipment minimizing air leaks, and adding or optimizing controls. See the full definitions in Appendix A of the FOA document. Note that for purposes of this FOA, energy efficiency is not the same as energy conservation, which is not eligible under this FOA. Specifically, "energy conservation", for purposes of this FOA, means "Decreasing energy consumption by using less of an energy service or going without an energy service to save energy." Energy conservation typically involves a behavioral change, and may include meters or other indicators to induce that behavioral change.
If energy conservation is proposed in response to topic area 1A, the application will be deemed non-responsive and will not be reviewed or considered. For topic area 1B and 1C, energy generating systems include one – combined heat and power systems; two – conventional distributed generation systems; and three – renewable energy systems. Note that combined heat and power systems, for purpose of this FOA, may be fueled by any fuel source. Conventional distributed generation systems would consist of combustion engines or combustion or steam turbines, and renewable energy systems, for purposes of this FOA, can include systems for electric power generation and/or heating or cooling systems. Please see the full definitions under Appendix A of the FOA document.
All proposed installations must be for either one – existing tribally owned or controlled buildings, or two – tribally owned or controlled buildings that are currently being constructed or planned to be constructed during the proposed grant period. Tribal buildings may include, but are not limited to, tribal member homes, schools, community buildings, clinics/hospitals, tribal government buildings, fire stations, police stations, radio stations, washeterias, utility facilities – such as water, waste water systems – tribal casinos, or tribal businesses. Note that projects proposed under topic area 1B and topic area 1C are intended for energy generating systems that are grid connected and provide power directly to individual or multiple tribal buildings, where grid connected means energy systems that operate connected and synchronous with the traditional centralized electric power grid.
To be eligible, applications under any of the topic area must, one – provide an options analysis to demonstrate that the other options were considered, and that the propose retrofits best meets the overall tribal objective, and two – use commercially proven, warrantied technology. See the definition of "commercially proven and warrantied" under Appendix A of the FOA document. An option analysis, for purposes of this FOA, is systematic assessment and evaluation of possible alternative approaches available for achieving specific energy objectives and determine which of the options are the most effective and provides the best solution to achieve those objectives. Such analysis is intended to explore all feasible technology alternatives – for example, conventional technologies, renewable technologies, energy efficiency measures, and provide evidence that the proposed project choice can actually be implemented and is the best option available among all feasible alternatives.
For topic area 1A and 1C, applications must also, one – be based on energy audits or industrial energy assessments for the proposed EEMs – or energy efficiency measures – and those energy audits for industrial energy assessments must be provided as part of the applications; and two – include an estimate of the energy saved annually – the amount, cost, and percentage – through the propose EEM based on actual energy used for existing building and projected savings for buildings currently being constructed or planned to be constructed during the proposed grant period. For applications submitted under topic area 1B and 1C, they must also, one – be based on a feasibility study that demonstrates the availability of the resource and the viability of the proposed energy generating system, and the feasibility study must be provided as part of the application; and two – include an estimate of the energy displaced annually – amount, cost, and percentage – through the proposed energy generating systems based on actual energy used for existing buildings an projected savings for buildings currently being constructed or planned to be constructed during the proposed grant period.
Next slide, please. Under topic area two, DOE is seeking applications for the deployment of community scaled energy generating systems on tribal lands to provide electricity and/or heating or cooling to a substantial number of buildings, or to an entire tribal community. For purposes of this topic area, a community scaled project means, "A project serving a substantial number of the total buildings within a community and/or providing a substantial percentage of the total community energy load." Projects proposed under topic area two are intended solely for energy generating systems that are grid connected – where grid connected means, "Energy systems that operate connected to and synchronous with the traditional centralized electric power grid."
To be eligible under topic area two, applications must, one – provide an options analysis to demonstrate that other options were considered and that the proposed energy generating system best meets the overall tribal objectives; two – be based on a feasibility study that demonstrates the availability of the resource and the viability of the proposed energy generating systems – and the feasibility study must be provided as part of the application; three – include an estimate of energy generated annually – amount, cost, and percentage – be a minimum of 100 kilowatt rated capacity – or, for heating or cooling, the btu equivalent affect a substantial number of buildings within a tribal community – no less than three buildings – and use commercially proven warranty technology.
Please see the definition of "commercially proven and warrantied" under Appendix A. Note that as part of technical volume, an explanation and rationale as to how the proposed projects meets the community scale requirement, specifically addressing the substantial element, is required. See section 4.C.4. Next slide, please. Under topic area three, DOE is soliciting applications to install energy systems for autonomous operation to power, one – a single or multiple essential tribal loads during emergency situations – topic area 3A – or to power a substantial number of essential loads or tribal community resilience – topic area 3B.
Projects proposed under topic area three are intended to be for either one – energy systems that are normally grid connected but can disconnect and function autonomously, or two – energy systems that normally operate independent of the traditional centralized electric power grid. Eligible energy systems under topic are three must, as a minimum, provide power for essential tribal loads and may include, but are not limited to, energy generating systems, energy storage systems, and/or controls and management systems where energy generating systems include one – combined heat and power systems; two – conventional distributed generation systems; and three – renewable energy systems. Two – energy storage systems include, but are not limited to, batteries, pumped hydro power, flywheels, compressed air energy storage, or thermal energy storage systems. Three – controls and management systems include, but are not limited to, supervisory control and data acquisition systems, power and frequency controllers, voltage regulators, power protection systems. Please see the full definitions under Appendix A of the FOA document.
Essential tribal loads, for purposes of this FOA, are those power loads necessary for providing essential services where essential services means "services that, if interrupted, would endanger the life, health, personal safety of the whole or part of the tribal community." Such essential services include, but are not limited to, emergency facilities or shelters; hospitals or medical services; fire services; police services; water or waste water; sewage; communications; electricity; natural gas; telecommunications – including telephone, radio, or television broadcasting; internet connectivity and broadband speeds; and transportation. Next slide, please. Under topic area 3A, DOE is soliciting applications to install energy systems for autonomous operation to power a single or multiple essential tribal loads during emergency situations. To be eligible under topic area 3A, applications must be based on an emergency plan that identifies vulnerabilities, establishes goals, identifies essential loads, and identifies and prioritizes strategies.
And that plan must be provided as part of the application. Two – provide an options analysis that demonstrates that other options were considered and that the proposed energy system best meets the overall tribal objectives; three demonstrate the ability of the proposed energy system to disconnect from the electric power grid and function autonomously during emergency situations; and four – use commercially proven warrantied technology. Next slide, please. Under topic area 3B, DOE is soliciting applications to install energy systems for autonomous operation to power a substantial number of essential tribal loads for tribal community resilience. "Resilience", for purposes of this FOA, means "The ability to anticipate, prepare for, and adapt to changing conditions and withstand, respond to, and recover rapidly form an energy disruption through adaptable and holistic planning and technical solutions."
Additionally, the proposed energy system should increase the reliability of the existing system and make that system more robust. For purposes of this topic area, a community scale project means "A project serving a substantial number of the essential tribal loads." No less than three within a tribal community or the entire tribal community. To be eligible under topic area 3B, applications must, one – be based on an energy resiliency plan that identifies vulnerabilities, establishes goals, identifies essential loads, and identifies and prioritizes strategies, and that plan must be provided as part of the application; two – provide an options analysis that demonstrates that the other options were considered and that the proposed energy system best meets the overall objectives; three – effect a substantial number of essential loads within a tribal community – no less than three; four demonstrates the ability of the proposed energy system disconnect from the electric power grid and function autonomously; and five – use commercially proven warrantied technology. Again, please see the definition of "commercially proven and warrantied" under Appendix A.
Note that as part of the technical volume, an explanation and rationale as to how the proposed project meets the community scale requirements – specifically addressing the substantial element – will be required. See section 4.C.4. Next slide, please. The types of applications on this and the next two slides are specifically not of interest and will be deemed non-responsive and will not be reviewed or considered. As the intent of this FOA is the development of energy infrastructure, activities that do not result in generation of electricity and/or heating or cooling, or a reduction in energy use, are not eligible.
Also, the construction of a building or buildings or structures – such as car ports – are not eligible. Only the incremental cost associated with the equipment installation will be considered. I'll give you a moment just to read the slide. All right. Next slide, please.
Any application where the applicant has already taken irreversible action regarding the proposed DOE funded projects are not of interest. Note that the proposed DOE funded project consists of only the installation of energy generating systems, energy systems and/or the installation and energy efficiency measures, not the construction of a building or structure such as a car port. Irreversible actions relative to the proposed DOE funded project only may include, but are not limited to, site clearing, ground breaking, equipment or system purchase or installation, building renovation, and building retrofits. Next slide, please. Applications proposing energy conservation are specifically not of interest.
Neither are applications for commercial or utility scale projects intended solely for profit through the export of electricity off tribal lands for commercial sales or applications proposing the use of materials, supplies, or equipment which are not commercially proven and warrantied. Next slide, please. The award information included on this slide is also included as part of the executive summary on pages one and two of the FOA document. DOE expects to make approximately $5.5 million to $11.5 million in federal funding available for new awards under this FOA, subject to the availability of appropriated funds. The actual level funding, if any, depends on congressional appropriations.
DOE anticipates making approximately 6 to 15 awards under this FOA. DOE may issue awards in one multiple or none of the following topic areas. Please note that there are different restrictions on the minimum and maximum amount of DOE funding to be requested under each topic area. Under topic area one – energy efficiency measures and/or energy generating system for tribal building. DOE anticipates making 2 to 5 awards with DOE funding per individual award varying from no less than $50,000.00 to a maximum of $500,000.00.
Under topic area 2, which is community scaled energy generating systems deployment, DOE anticipates making 2 to 5 awards with DOE funding per individual awards varying from no less than $250,000.00 to a maximum of $1 million. Under topic area 3, energy systems for autonomous operations – DOE anticipates making 2 to 5 awards with DOE funding per individual award under topic area 3A – powering essential tribal loads – varying from no less than $50,000.00 to a maximum of $500,000.00. And DOE funding per individual award under area 3B, which is tribal community resilience – varying from no less than $250,000.00 to a maximum of $1 million. Next slide, please. Now, we'll go over eligibility information.
Eligibility for award under this Funding Opportunity Announcement is restricted to one – an Indian tribe, or two – tribal energy resource development organization and on whose Indian land the projects will be located. Although only one – Indian tribe, which includes Alaska native regional corporations and village corporations – and two – tribal energy resource development organizations are eligible under this FOA, other entities to be discussed on an upcoming slide may be able to submit an application on behalf of an Indian tribe or tribes provided they provide documentation that authorizes them to submit on behalf of an Indian tribe or tribes. Next slide. The definition of "Indian tribe" is as shown. I'll give you a moment to read through the definition.
Note that an Indian tribe, for purposes of this FOA, includes Alaska native regional corporations and village corporations as defined here, and that an eligible Indian tribe, band, nation, or other organized group or community – including Alaska native villages – must be federally recognized as listed in Indian entities recognized and eligible to receive services from the United States Bureau of Indian Affairs, published by the Department of Interiors Bureau of Indian Affairs in the federal register on January 30, 2018 83FR4235, as supplemented by the Thomasina E. Jordan Indian Tribes of Virginia Federal Recognition Act of 2017, signed into law on January 29, 2018 or otherwise, the 573 federally recognized Indian tribes eligible under this FOA include the 567 Indian tribes and Alaska native villages recognized and eligible to receive services per the BIA list published on January 30, 2018, plus the 6 Virginia Indian tribes recognized by statute on January 29, 2018.
Note that the revised BIA list published last month did not increase the number of Indian tribes in Alaska native villages, but rather was issued to correct an update need. Also, under this announcement, a tribal consortium is eligible to submit an application provided the application is submitted by a single Indian tribe representing the consortium. For purposes of this FOA, a "tribal consortium" means "A group of Indian tribes that have chosen to submit a single application." Next slide, please. Thank you.
As previously indicated, although only Indian tribes, which include Alaska native regional corporations and village corporations and tribal energy resource development organizations are eligible to apply under this FOA, tribal organizations and inter-tribal organizations may submit an application on behalf of an Indian tribe or tribes, provided they provide documentation that authorizes them to submit on behalf of an Indian tribe or tribes. Although I don't need to read this slide for you, I do want to ensure any entity defined under this FOA as a tribal organization understand the requirements. As stated here, a "tribal organization", for purposes of this announcement, means "Any legally established organization of an Indian tribe which is controlled, sanctioned, or chartered by the recognized governing body of that Indian tribe."
A tribal organization may include, but is not limited to, sub-division or instrumentality of an Indian tribe established under congressional state or tribal law to act on behalf of an Indian tribe. Evidence of the authority for a tribal organization to submit an application on behalf of an Indian tribe or tribes, may include, but is not limited to, a constitution, resolution, ordinance, executive order, charter, or other legal documentation. Please note that DOE will determine the sufficiency of the authorization based on the evidence submitted as part of the application. Note that DOE will not make eligibility determinations prior to the date on which applications to this FOA must be submitted. Next slide, please.
As with tribal organizations, inter-tribal organizations, as defined here and in the FOA, may submit an application on behalf of an Indian tribe or tribes provided evidence of that authority is provided as part of the application. Note that inter-tribal organizations may include, but are not limited to, inter-tribal council, regional tribal organizations or associations, Alaska regional development organizations, and tribal federations. And evidence may include, but is not limited to, a resolution, ordinance, executive order, charter, public law 93-638 contract, self-governance compact, or other legal documentation. And again – DOE will not make sufficiency determinations prior to an application being submitted.
Next slide, please. In addition to Indian tribe, tribal energy resource development organizations are eligible applicants. I'll give you a minute to review the definition here. Projects must also be on Indian land to be eligible. Please see page 23 or Appendix A for a complete definition.
Next slide. To be eligible, proposed projects must also be on tribal lands as defined here. Specifically, tribal lands, for purposes of this FOA, include Indian land – we'll go over that in more detail on the next slide. Lands held in fee simple – purchased or owned by an Indian tribe; tribal energy resource development organization or other eligible applicant; lands held under a long-term land lease, as a minimum for the useful life of the proposed project by an Indian tribe, tribal energy resource development organization or other eligible applicant. Note that this varies from previous FOAs in that land held under any long-term lease is eligible, whereas under previous FOAs, only land held under a federal land lease was eligible. And land that was conveyed to a native corporation pursuant to the ANCSA and subsequently, conveyed to another entity, provided that entity is either a native village or tribal governmental entity or the land is held, invested, managed for on behalf of a native village or tribal governmental entity.
Note that the statement of commitment required as part of the application will need to include a description of land proposed for the project indicating whether the land is held in trust, held in fee simple owned, under a land lease or conveyed through ANCSA, or subsequently conveyed and by whom, and for leases from whom. For purposes of this FOA, tribal land is as defined here and on page 23 of the FOA document. Next slide, please. And, for purposes of this FOA, Indian land and Indian reservation are defined as shown on this slide and on pages 23 and 24 of the FOA document. I'll give you a moment to read those definitions.
Next slide, please. Questions regarding eligibility. DOE will not make eligibility determinations for potential applicants prior to the date on which application to this FOA must be submitted. The decision of whether to submit an application in response to this FOA lies solely with the applicant. Next slide, please. Next, onto cost sharing.
Per statute, the required cost share under this FOA must be at least 50 percent of the total allowable cost of the project, where total allowable cost of the project is the sum of the DOE share and the recipient's share of allowable cost. For example – if the requested DOE costs are $250,000.00, the cost share would be $250,000.00 or 50 percent of the total proposed project cost of $500,000.00, not 50 percent of the DOE requested amount. Again, cost share is 50 percent of the total project cost, which, in this example are $500,000.00. To assist applicants in calculating proper cost share amounts, DOE has included additional cost share information in Appendix B of this FOA. Note that except under limited situations and only with prior DOE approval, all cost share must be made during the period of performance of the grant.
Section 3.B of the FOA provides additional information on cost share types, allowability, verification, and payment. Next slide, please. First of all, my apologies for the readability of this slide. As previously stated, all cost share must come from non-federal sources unless otherwise allowed by law, included here and on pages 25 and 26 of the FOA and a few instances where federal funds can be used as non-federal cost share. Specifically, funding under the Indian Self-Determination Act, Tribal Self-Governance Funding Agreement, Self-Determination Contract Funding, Compact Funding, and NAHASDA funding can be used as non-federal cost share.
If the funds being proposed as non-federal cost share under this FOA are from federal source, allowed by law, the applicant must one – specifically identify those funds in the application, and two – provide, as part of the application, evidence of the authority that allows those funds to be used as non-federal cost share. Next slide, please. The total budget included in an application must include both federal and non-federal cost share, which combined, reflect the total project cost proposed. All costs must be verifiable from the recipients' records and deemed necessary and reasonable for the accomplishment of the proposed project. And, as all sources of cost share are considered part of the total project cost, if selected for funding, the cost share dollars will be scrutinized under the same federal regulations as federal dollars requested for the project.
Next slide. Cost share must be allowable and must be verifiable at the time of submission of the application. Please, refer to this chart for your entities applicable cost principles. It is imperative that you follow the applicable cost principles when creating your budget for the application. Next slide, please.
Cost share can be provided in cash or as in-kind contributions. It can be provided by the recipient, sub-contractors, or a third party. Allowable in-kind contributions may include, but are not limited to, contribution of time; un-recovered indirect costs; un-recovered facilities and administrative costs; rental value of buildings or equipment – not the purchase price; and value of a service, other resource, or third party in kind contribution. Next slide, please. Be aware that there are items that are considered un-allowable cost share.
If a cost is considered un-allowable, it cannot be requested from DOE or counted as cost share. This slide provides some examples of cost share that is un-allowable. I'll give you a moment to read through the slide. Please, take note of the fourth and fifth bullet. Generally, any cost before or after the DOE grant period cannot be considered cost share.
Next slide, please. If an award is made, cost share must be provided on an invoice by invoice basis at, as a minimum, the percentage negotiated. As an example of cost share on an invoice by invoice basis, if an award is executed and an entity is requesting reimbursement of $50,000.00 and the cost share is 50 percent, then the cost share reflected on that invoice must be at least $50,000.00 or 50 percent of the expenditures of $100,000.00. However, if you are not able to provide the cost share on an invoice by invoice basis, you may request a waiver from the DOE contracting officer. Such a request would be made after notification of selection if selected and prior to award.
Next slide, please. Next, on the content and format of an application. Applications must include one – an application for federal assistance, which is form SF424. The application for federal assistance is a formal application form for funding. The form must be signed by an authorized representative of the applicant.
By signing, the authorized representative is making certain certifications and assurances, and therefore, the form must be printed, signed, and scanned before being uploaded as part of your application. Note that all forms can be obtained from the EERE Exchange web page under the "Required Application Documents". By clicking "Required Application Documents", hyperlinks to the FOA forms are revealed, and then, can be downloaded, completed, and uploaded as part of your application. Application must include – number two – a summary abstract for public release. Applicants are required to submit a one-page summary of the proposed project for public release.
There is not a specific format, however, page 33 of the FOA document provides a list of information that should be included. Three – a summary slide – a single Power Point slide that provides quick facts about the proposed project. Slide content requirements are provided in the FOA and a template provided as part of the required application documents on EERE Exchange. Four – the technical volume is the key submission described the proposed project and addressing the merit review criteria. The technical volume must not exceed 15 pages, excluding the cover page and table of contents.
As DOE will only review the first 15 pages, see the table on pages 35 through 44 of the FOA document for specific content and format of the technical volume. Briefly, though, technical volume should include, one – a cover page; see instruction on page 35. The cover page is not counted against the 15-page limit. Two – table of contents. Again, not counted against the page limit.
Three – executive summary; four – project description and outcomes; and five – roles, responsibilities, capabilities, and commitment. Next, work plan. The work plan is not a part of the technical volume, but to be included as an attachment. The work plan should describe the work to be accomplished and how the applicant will achieve project milestones. The work plan must not exceed five pages, excluding the milestones table.
See pages 44 and 46 of the FOA for specific content. Also, be aware that the work plan template, which includes instructions and examples, has been provided on the EERE Exchange web page under the "Required Application Documents". Appendix C of the FOA also provides detail instructions. We'll discuss the attachment on the next slide. Next slide, please.
The table on page 31 of the FOA document provides a summary of the content for a complete application. I recommend you use this table as a checklist when preparing an application. During the submittal of your application in EERE Exchange, files are denoted as required or optional. Be aware that files designated as optional on this slide and in EERE Exchange, may actually be necessary to complete your application and to fully address the merit review criteria. We'll briefly go through each of the attachments, so bear with me as there is a lot of data.
Attachments to your application may include one – Project Metrics Data file. This is a required file. This file needs to include specific project related data including the type of technology; payback period of the project; expected cost savings; type of building; number of building installed at capacity; cost per installed watt; square feet of building space affected; electricity reliability data; electricity access information; environmental impacts; possible jobs created; and other questions. A Microsoft Excel template has been provided in EERE Exchange. Number two – the Site and Resources Maps and Graphics file.
This attachment is optional but may be used to supply any graphics to supplement the technical volume, including maps, photographs, or other visuals of the project location or buildings affected by the proposed project. Any other relevant background or supplemental data, excluding the options analysis or other required studies and plans, may also be included here. Number three – Options Analysis. This is a required attachment for all applications. All applicants are required to submit an options analysis to demonstrate that other options were considered and that the proposed energy generating system or systems best meet the overall tribal objectives.
More can be found beginning on page 47 of the FOA document, and we'll define this further on a subsequent slide. Number four – Studies and Plans. This attachment is required as part of all applications. Under this attachment, include documents such as specifically required for each topic area to include energy audits and/or energy assessments for topic area 1A and topic area 1C, feasibility studies for topic area 1B, topic area 1C, and topic area 2, an emergency plan for topic area 3A, and an energy resiliency plan for topic area 3B. Any other relevant background or supplemental data may be included under the Site and Resource Map and Graphics file. Number five – the Design and Engineering file.
This is an optional file, but may be needed to complete your application. Under this attachment, supply copies of any hardware performance specifications; warranties; engineering drawings; and any other design or engineering data to supplement the technical volume. The requisite material and/or equipment list for any proposed energy efficiency measures should be included here. Number six – the Economics file. Again, this is denoted as optional, but may be needed to complete your application.
Under this attachment, you may include supplemental data to support the economic analysis including, as a minimum, a cash flow analysis, unless included as part of the technical volume. Number seven – the Statement of Commitment and Cost Sharing file is a required attachment. It should include a statement of commitment and cost share by the applicant and all other project participants, excluding vendors. It is required as part of the application. For Indian tribes, that statement of commitment must be in the form of an executed tribal council resolution, unless an Indian tribe provides a commitment in a format other than a tribal council resolution, and evidence of the statutory or other legal authority authorizing that form of commitment in lieu of a tribal council resolution accompanies that commitment.
Such evidence must establish that the commitment submitted carries the same level of tribal leadership commitment as a tribal council resolution. For tribal energy resource development organizations, Alaska native regional corporations, or village corporations, the statement of commitment may be in the form of a declaration or resolution signed by an authorized representative able to commit the entity. If an application is being submitted on behalf of Indian tribes by an authorized tribal organization or inter-tribal organization, evidence of that authority is required as part of the application, along with a declaration or resolution from the tribal organization or inter-tribal organization, and a letter of commitment from all other project participants. Evidence of the authority to submit an application on behalf of Indian tribe may include, but is not limited to, a constitution, resolution, ordinance, executive order, charter, public law 93-638 Contract, Self-governance compact or other legal documentation. Please see full definition under section 3.A – "Eligible Applicants".
For all other project participants, a letter of commitment must be provided as part of the application. All tribal council resolutions, declarations, resolutions, and letters of commitment must be specific to this FOA and include a statement of the level and type of cost share commitments. Failure to submit the appropriate tribal council resolutions, declarations, resolutions, and letters of commitment with your application may result in your application not being reviewed or considered. Statements of commitment by applicants must, one – authorize the submittal of applications; two – commit to the proposed project; three – include a description of buildings and/or land proposed for the proposed project, indicating whether the buildings and/or land is held in trust, held in fee simple, which is owned, and specifically, by whom – an Indian tribe, tribal energy resource development organization or other eligible applicant; or under a long-term land lease as minimum for the useful life of the proposed project, and specifically, by whom – an Indian tribe, tribal energy resource development organization or other eligible applicant and from whom.
Four – identify the amount and source of cost share; and five – include a statement of commitment for the requisite cost share. See more on cost sharing below. Letters of support by anyone not participating in the proposed project are not required or desired and should not be provided as part of the application. For more on statement of commitment and cost sharing, please see pages 47 through 49 of the FOA document. Nine – the Subcontract Plans file is only required if a project participant – for example, consultants, contractors, or vendors – have not been identified.
The plan should include a description of the selection process to be employed, statement of work for the proposed participant, and the criteria to be used for selection. The subcontract plan may be supplemented by excerpts of the applicant's Procurement Policy and Procedures document. 10 – the Resume file is required. A resume is required for each key person proposed, including the applicant's technical contact; business contact; tribal staff; consultants; subcontractor representative; or other key people. A key person is any individual who contributes in a substantive, measurable way to the execution of the project.
Each resume must not exceed two pages. Save all resumes into a single file for uploading with your application. Again, note that files designated as optional in this table and in EERE Exchange may actually be necessary to complete your application and to fully address the merit review criteria. All right. Moving on.
Number 11 – which is the Budget Justification Workbook, or form IE3-35, is a required form and must include both the funds being requested from DOE as well as those proposed as cost share. Let me repeat that – the budget and budget justification must reflect all project costs, regardless of whether those funds are being requested from DOE or provided as cost share. The form itself is a multi-tap Microsoft Excel spreadsheet. In addition to the proposed cost, the form requests the basis of estimates for the cost being proposed. The form can be downloaded from the EERE Exchange website under the "Required Application Documents".
All right. Number 12 – applicants must provide a separate budget justification – again, form IE3-35 – for each sub-awardee, which is the sub-recipient or subcontractor – excluding vendors – that is expected to perform work estimated to be more than $250,000.00 or 25 percent of the total work effort, whichever is less. Remember – the budget justification must address the total cost for that effort from the perspective of the sub-awardee doing the work, and include both the funds being requested from DOE, as well as those proposed as cost share. Number 13 – the Budget Support file is an optional file. The file, if submitted, may include any additional supporting documentation such as indirect rate agreements; breakdown of fringe costs; vendor quotes; or other relevant supplemental budget information.
Number 14 – the Disclosure of Lobby Activities – form SFLLL – is required to be submitted regardless of whether funds are being paid or will be paid for influencing or attempting to influence persons in connection with this application. Recipients and sub-recipients may not use any federal funds to influence or attempt to influence directly or indirectly congressional action or any legislative or appropriation matters. All applicants are required to complete and submit SFLLL – disclosure of lobbying activities – and disclose if any non-federal 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.
One – officer or employee of any federal agency; two – a member of congress; three – an officer or employee of congress; or four – an employee of a member of congress. If no non-federal funds have been paid or will be paid to any person for influencing or attempting to influence any of the above in connection with your application, indicate "None" and sign and date the form. This form is available under the "Required Application Documents" on EERE Exchange. All right. Number 15 – all work under DOE funding agreements must be performed in the United States.
This requirement does not apply to the purchase of supplies or equipment, so a waiver would not be required for foreign purchases of these items. However, the recipient, if an award is made, should make every effort to purchase supplies and equipment within the United States. If work is to be performed outside the United States, a waiver must be requested. For more information on the content of the waiver, see section 4.8.3, beginning on page 53 of the FOA document. To ensure you are submitting a complete application, again, I would urge you to use the table beginning on page 31 of the FOA document as a checklist.
Note that you may submit an application at any time before the due date, and that you will be able to update, as needed, up until the deadline. Please allow sufficient time to ensure you have uploaded all required documents, and that your application is complete prior to the due date and time. Next slide, please. As we previously pointed out, applicants must submit applications no later than 5:00 PM Eastern time on April 19, 2018. Note that the deadline of 5:00 PM is Eastern time.
Please, plan accordingly and adjust for your time zone. Once submitted, DOE will conduct an eligibility review. An application will be deemed eligible only if one – the applicant is an eligible entity and located on tribal land. Refer to section 3.8 of the FOA, beginning on page 21 of the FOA document. Two – another eligibility requirement is cost share. See section 3.B, beginning on page 24 of the FOA document.
The required cost share must be at least 50 percent of the total allowable cost of the project. Remember, the sum of both the DOE share and recipient share of allowable cost equals the total allowable cost of the project. The application is eligible if it complies with the content and form requirements, and the applicant successfully uploaded all required documents and clicked the "Submit" button in EERE Exchange by the deadline – in other words, a complete application submitted by the deadline. See section 3.C on page 28 of the FOA. Four – and an application is eligible if the proposed project is responsive to the intent of the FOA. See section 1 and section 3.D of the FOA.
Specifically, any applications not responsive to the intent of the FOA, as described in section 1.A and 1.B, or identified as specifically not of interest as described in section 1.C, will be deemed non-responsive and not reviewed or considered. And five – the applicant is eligible if it meets the eligibility requirements listed in section three of the FOA. Please, be aware that DOE will not make eligibility determinations prior to the date on which applications are due. The decision whether to submit an application is response to this FOA lies solely with the applicant. In other words, DOE will not advise you or make a determination on whether your entity or your proposed projects are eligible.
So, please, do not seek advice from any DOE employee, DOE contractor, or laboratory staff. Next slide, please. The Merit Review and Selection process consists of a series of reviews, including an initial eligibility review, rigorous technical review, and programmatic review. Rigorous technical reviews are conducted by reviewers that are experts in the subject matter of the FOA. Ultimately, the Selection Official considers the recommendations of the reviewers, along with other considerations such as program policy factors, to make selection decisions.
Next, please. This slide reflects the multi-tiered review process that I just discussed. You can see on the top, eligibility review is the start, once your application is submitted, followed by independent review completed by independent reviewers. Once that is done, it goes into the independent reviewing meeting process. Those recommendations get forwarded to the federal consensus board for a technical merit review.
Once that process is completed, the recommendations go to the Selection Official, who applies program policy factors as necessary, and then, the completion is the Selection Official makes the selections for negotiation of award. Next slide, please. All right. Next, we'll go over the merit review criteria or what your application will be reviewed against. The four criterion are goals and objectives weighted at 10 percent; options analysis weighted at 10 percent; project description and outcomes weighted at 35 percent; roles, responsibilities, capabilities, and commitment, weighted at 25 percent; and the work plan weighted at 20 percent.
Please see pages 57 through 59 of the FOA document for the technical merit review criteria if you are following along in the FOA document. Also, note that the content of the technical volume is described in the table on pages 35 through 44 of the FOA document, and the content of the work plan described in the table beginning on page 44. These tables follow this same order and describe the required content on which this criteria will be applied. I'll give you a minute to read through this slide. Next slide, please.
Criteria two – options analysis is weighted at 10 percent. The rating will be based on the credibility of the options analysis that demonstrates that other options were considered and that the proposed project best meets the overall tribal objectives. As indicated previously, all applicants are required to submit an options analysis to demonstrate that other options were considered, and that the proposed energy generating system best meets the overall tribal objectives. The options analysis, for purposes of this FOA, is a systematic assessment and evaluation of possible alternative approaches available for achieving specific energy objectives and determining which of the options are the most effective and provides the best solution to achieve those objectives. Such an analysis is intended to explore all feasible technology alternatives – for example, conventional technologies; renewable technologies; energy efficiency measures – and provide evidence that the proposed project choice can actually be implemented and is the best option available among all feasible alternatives.
No specific format is prescribed for the analysis. Next slide, please. Criterion three – or the project description and outcomes – is weighted at 35 percent and includes 4 sub-criteria. One – clarity and completeness of the detailed project description; and two – technical viability of the proposed project; three – economic viability of the proposed project; and four – outcomes. Note that the last three sub-criteria include multiple elements that that criterion will be reviewed against.
I'll give you a moment to read through the sub-criteria on this slide and the next. Next slide, please. And here are the last two sub-criteria that comprise criterion three, and just a moment to read through these sub-criteria. Next slide. The fourth criterion – roles, responsibilities, capabilities, and commitment – is weighted at 25 percent and includes soundness of the project management approach and two – demonstrated level of commitment of the applicant and each participating organization as evidence by past energy related efforts and commitments to the proposed project as evidence by letters of commitment.
Again, I'll give you just a moment to read through the sub-criteria. Next slide, please. The fifth and final criterion is the work plan and is weighted at 20 percent. Work plans will be reviewed based on the clarity and completeness of the narrative description of each activity necessary to complete the project and two – the likelihood of achieving project objectives through a logical task structure. Next slide, please.
All right. Next, onto section on factors. Sorry – selections. The Selection Official may consider the merit review recommendations, program policy factors, and the amount of funds available in arriving at selection decisions under this FOA. Next slide, please.
After the technical merit review, the Selection Official may consider the program policy factors shown here to come to a final selection decision. The program policy factors are included here and on pages 59 and 60 of the FOA document. I'll give you a moment to read through the program policy factors. Note that in addition to geographic and technology diversity, the Selection Official can consider the degree to which the proposed project optimizes the use of available DOE funding to achieve programmatic objectives and whether the proposed project serves tribal communities with high energy costs and/or – for topic area three – those not connected to the traditional centralized electrical power grid. Next slide, please.
To apply to the FOA, applicants must register with and submit application materials through EERE Exchange at the URL listed there. A control number will be assigned while registering in EERE Exchange. Retain this number, as it will be used as an identifier and required on all application documents. The EERE Exchange registration does not have a delay, however, the remaining registration requirements in the table could take several weeks to process and are necessary for a potential applicant to receive an award under this FOA. Therefore, although not required in order to submit an application through the EERE Exchange site, all potential applicants lacking a DUNS number or not yet registered with SAM or FedConnect, should complete those registrations as soon as possible, as if selected, an award cannot be made without these registrations.
The DUNS number – obtain a Dun & Bradstreet Data Universal Number System number through the website link shown there; SAM – which stands for System for Awards Management registered with SAM designating an electronic business point of contact – E-biz point of contact – and obtaining a special password called an M-pin are important steps in SAM registration. SAM registration must be updated annually. This system includes banking information that allows for the reimbursement of costs. FedConnect. Register in FedConnect to create an organization account.
Your organization's SAM's M-pin, obtained during the SAM registration, is required to register in FedConnect. For more information about the SAM M-pin or other registration requirements, review the FedConnect Ready, Set, Go guide, which can be obtained from the FedConnect site. Note that all documents associated with any award will only be available through the FedConnect system, and therefore, is required if an award is to be made.
Grants.gov – register in Grants.gov to receive automatic updates when amendments to this FOA are posted. However, please note that applications will not be accepted through Grants.gov. For more on these registrations, please see pages 63 and 64 of the FOA document. Next slide, please. All required submissions must come through EERE Exchange system.
DOE will not review or consider applications submitted through any other means. Please, see the user's guide for applying to the Department of Energy Funding Opportunity Announcements found on EERE Exchange under "Manuals". It is a step by step guide including screen shots on how to register and how to submit an application into EERE Exchange. Please note that for this FOA, there are no pre-application documents such as concept papers or letters of intent, nor will you be able to reply to reviewer comments as reviewer comments will not be provided to applicants until after selections have been made. So, please, disregard those sections of the EERE Exchange user's guide.
Next slide, please. Next, onto key information regarding submission of an application. Check entries in the EERE Exchange. Submissions could be deemed ineligible due to an incorrect entry. DOE strongly encourages applicants to submit applications one to two days prior to the deadline to allow for full upload of application documents, and to avoid any potential technical glitches with EERE Exchange.
Make sure you push the "Submit" button. Any changes you've made after you've pushed the "Submit" button will un-submit your application and you will need to push the "Submit" button again. For your records, print out the EERE Exchange confirmation page at each step, which contains the application's control number. Applicants that experience issues with submission prior to the FOA deadline should contact the Exchange Help Desk for assistance. This is EERE-ExchangeSupport@hq.doe.gov.
The Exchange Help Desk, and/or the EERE Exchange system administrators, can assist applicants in resolving issues. The Office of Indian Energy is not able to assist with technical issues associated with EERE Exchange system or the submittal of an application. Applicants that experience issues with submissions that result in late submissions should also contact the Exchange Help Desk for assistance. The Exchange Help Desk and/or the EERE Exchange system administrators may be able to assist. I also strongly encourage you to keep records and/or documentations – including screen shots – of any issues you experience in submitting your application and any efforts made to resolve those issues.
Next slide, please. In addition, per page 72 of the FOA, please keep in mind the following in regard to protected personally identifiable information when submitting your application. All information provided by the applicant must, to the greatest extent possible, exclude personally identifiable information – PII. The term "personally identifiable information" refers to information which can be used to distinguish or trace an individual's identify such as their name, social security number, biometric record, et cetera, alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual – such as date and place of birth, mother's maiden name, et cetera. Please see OMB Memorandum M-0716, dated May 22, 2007, found at this URL.
By way of example, applicants must screen resumes to ensure that they do not contain PII such as personal addresses, phones, cell numbers, personal e-mails, and/or social security numbers. In short, if the PII is not essential to the application, it should not be in the application. Next slide, please. Applicants must designate primary and backup points of contact in EERE Exchange with whom DOE will communicate during the process. Remember, these are the contacts that will be used to notify applicants of whether their application was deemed non-responsive, non-compliant, unsuccessful, or selected for negotiation of an award.
It is imperative that the applicant or selectee be responsive during award negotiations and meet negotiation deadlines. Failure to do so may result in cancellation of further award negotiations and rescission of the selection. Next slide. For questions regarding the FOA, send an e-mail to TribalGrants@hq.doe.gov. However, before submitting a question, I urge you to check the Frequently Asked Questions – FAQ page – on EERE Exchange to see if your question has already been answered. We will notify you when a response to your question is posted.
Next, please. Contact EERE-Exchangesupport @hq.doe.gov for problems logging into EERE Exchange or uploading and submitting application documents to EERE Exchange. Specific questions regarding the FOA itself should be sent to TribalGrants@hq.doe.gov. Please, include the FOA number in the subject line. In closing, a few recommendations.
Please, download the Funding Opportunity Announcement and read it thoroughly so you understand all the steps and requirements for submitting an application. Do not rely solely on this webinar. If you are considering submitting an application, please register in EERE Exchange as soon as possible to obtain a control number. This control number must be included on all application documents. Check the frequently asked questions on EERE Exchange periodically for any supplemental information or amendments to the FOA.
And, a few final comments. Hopefully, we've answered some of your questions and provided an overview of the FOA, and in the process. As mentioned previously, this presentation was prepared by Lizana Pierce specifically for this FOA. If you have any questions, please send us an e-mail at TribalGrants@hq.doe.gov. Please, do not ask me, Lizana Pierce, any other Office of Indian Energy staff, contractors, or laboratory personnel about the eligibility of your project or any other questions related to this FOA, as only the formal responses posted under FAQ on the EERE website will be honored.
The purpose of accepting only written questions is that typically, if you have a question, someone else will have the same question. Also, this ensures that everyone has the same information relative to this competitive opportunity. Remember, registering on Grants.gov means you'll receive e-mail notices of any amendments to the FOA, but applications will not be accepted through Grants.gov. Consider submitting your application early. You can always revise or update the files up until the application deadline.
I'd also like to invite you to join the Office of Indian Energy's e-mail list. To join, see the main page of our website at www.Energy.gov/Indianenergy. By subscribing, you'll receive any information on this funding opportunity, funding opportunities through other agencies, training opportunities, webinars, and other upcoming events. For information on previously funded tribal energy projects, see "Projects" on our website. For a list of other open funding opportunities, see "Funding".
The Office of Indian Energy also offers free technical assistance. If interested, please check out the "Technical Assistance" section of the website and submit a request. These slides and an audio recording of this webinar will be posted in the next week or so. As a registrant of the webinar, you'll receive an e-mail when this material is available. Note that if there are any inconsistencies between the Funding Opportunity Announcement, this presentation, or statements from DOE or other personnel, the FOA document is the controlling document, and applicants should rely solely on that FOA language or seek clarification by sending your questions to TribalGrants@hq.doe.gov.
Thank you, again, for your attention and have a wonderful afternoon. This concludes today's webinar.
James Jensen: Thank you, Tweedie, and everyone who attended this webinar. Remember, you will be notified when the audio recording and Power Points are available, which is expected in about a week or two. We hope this webinar has been useful. Any questions regarding the Funding Opportunity Announcement can be sent to the e-mail address TribalGrants@hq.doe.gov. Thank you, again, for attending, and this concludes today's webinar. Goodbye.
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