texas department of agriculture€¦ · web viewall submissions must be sent in microsoft word or...

TEXAS DEPARTMENT OF AGRICULTURE2013 PARALLEL PATHWAYS TO SUCCESS

REQUEST FOR APPLICATION

Request for ApplicationI. Statement of Purpose........................................................................................................1

II. Projected Timeline of Events..........................................................................................1

III. Eligibility.......................................................................................................................1

IV. Grantee Responsibilities and Accountability................................................................1

V. Funding Parameters........................................................................................................2

VI. Term of Funding or Duration of Projects......................................................................2

VII. Proposal Requirements.................................................................................................2

VIII. Budget Information.....................................................................................................3

IX. Evaluation of Proposals.................................................................................................4

X. Reporting Requirement...................................................................................................4

XI. Deadline for Submission of Responses.........................................................................5

XII. Contact Information.....................................................................................................5

XIII. TDA Administrative Information...............................................................................5

XIV. General Compliance Information ..............................................................................6

Application Form GTBD-103

2013 Application.................................................................................................................1

Project Narrative

Project Narrative..................................................................................................................1

Needs Assessment...............................................................................................................2

Budget Narrative..................................................................................................................3

Please read all materials before preparing and submitting the application. Failure to follow the instructions and requirements described in this Request for Application (RFA) may result in the disqualification of the application.

TODD STAPLES, COMMISSIONER

2013 Parallel Pathways to SuccessGrant Program

I. Statement of PurposeThe Texas Department of Agriculture (TDA) is requesting applications for the Parallel Pathways to Success Grant Program. The program requires grant recipients to provide matching funds equal to or greater than the TDA grant award (1:1 match ratio). The purpose of this grant is to align educational resources with workforce needs by supporting the development of programs that offer rural high school students a more flexible education system with a focus on job training. Students will have the opportunity to concurrently earn a high school diploma and vocational skills certifications or college credit towards an Associate’s or Bachelor’s degree.

II. Projected Timeline of EventsApplication Availability June 2013Application Deadline July 11, 2013Award Announcements August 2013Start Date of Project August 31, 2013End Date of Project May 31, 2015

III. EligibilityGrant applications/proposals/ will be accepted from an accredited high school, institution of higher learning, chamber of commerce, economic development commission or similar organization located in the state of Texas. Partnerships are encouraged; however, a single entity must be designated as the official applicant.

Applicants must demonstrate a benefit to students in rural areas in Texas. TDA defines “rural areas” as municipalities with a population of less than 50,000, and counties that have a non-metropolitan population of less than 200,000.

IV. Grantee Responsibilities and AccountabilitySelected applicants (grantees) will be responsible for the conduct of the project supported by the Parallel Pathways to Success Grant Program and for the results achieved. Each grantee shall monitor the day-to-day performance of the grant project to assure adherence to statutes, regulations, and grant terms and conditions. The grantee must carry out the activities described in the approved scope of work.

The grantee will be accountable for documenting the use of grant funds and must ensure funds are used solely for authorized purposes. This includes both TDA awarded funds and funds used to achieve the required match. The grantee must ensure:

• Funds are used only for activities covered by the approved project.• Funds are not used in violation of the restrictions and prohibitions of applicable statutes.• All budget and performance reports are completed in a timely manner.

Each grantee must ensure they have an adequate accounting system in place and good internal controls to ensure expenditures and reimbursements are reported and maintained for three (3) years after the conclusion of the project, or longer if required by TDA.

Trade and Business Development – GrantsParallel Pathways to Success Grant ProgramMay 2013 RFP Page 1


V. Funding ParametersIt is anticipated that selected applications will be funded in a range of $75,000 to $125,000. Grantees will be required to provide a non- federal or state funding match of not less than $1 for each $1 of state funds received through this grant. Budgets, including level of match will be reviewed in the competitive evaluation process. Grantees must have the financial capability to pay all costs up-front.

Awards are subject to the availability of funds. If funds are not appropriated or collected for this purpose, applicants will be informed accordingly.

VI. Term of Funding or Duration of ProjectsA Notice of grant award is anticipated to be made by August 2013. All approved projects have an anticipated start date of August 31, 2013 and must be completed by May 31, 2015.

VII. Application RequirementsTo be considered, applications must be complete and include all of the following information. Application and information can be downloaded from the Grants Office section under the Grants and Services tab at www.TexasAgriculture.gov.

1. Application Form GTBD-103. (not counted in your page limit)a) Applicant organization information. This is the lead organization that will be the

recipient of funds and be held accountable for reporting and project performance.b) Project Coordinator. This should be the individual who can answer questions about

the project’s activities and performance.c) Authorized official. This is the person legally able to bind the organization in

contracts or agreements.d) Budget summary. Include information based on the categories provided for the entire

project, both grant and matching funds. Matching funds must be documented on the budget submission form and reported on a quarterly basis.

e) Certifications. The authorized official must agree to all certifications presented. The authorized official must sign the application.

2. Project Proposal. This section provides a comprehensive framework and description of all aspects of the proposed project. Each proposal may not exceed six (6) pages (not including supporting documents). Proposals must address the following information:a) Partner Organizations—Please list all entities providing support to this project. A

signed cooperative agreement between grantee and each partner organization will be required.

b) Project Background – Information about the primary applicant’s qualifications to meet grant program goals, including history and development of the proposed project, and how it has served the needs of the students in its community, if applicable.

c) Project Summary – Briefly summarize the program for which you are requesting funding. (Max 200 words)

d) Project Description. Details about how the program will function; criteria for acceptance into program; what the program will offer students (curriculum, degrees or certificates).


http://www.texasagriculture.gov/


e) Project Results. Anticipated results of the program and how this will benefit the local community and/or Texas. Results should be quantifiably measurable.

f) Project Oversight. Who will be providing oversight? Provide qualifications of the person overseeing the project. How will oversight be performed?

g) Project Commitment. Provide information on the persons, groups or organizations in support of this project and explain how that support will be demonstrated.

3. Needs assessment. In order to assist in strengthening alternative education systems, TDA must have a clear picture and understanding of the need. This section should describe the environment and needs that will be addressed through the Parallel Pathways to Success Grant Program.

4. Quantifiable Information. The number of students that will benefit from the program will be considered during the review process. Grantees will be required to document on quarterly performance reports the number of students participating in the program. Selected grantees will be held accountable for meeting the numbers projected in the approved project application. Any reduction to that amount may result in a reduction of in the grant award.

5. Budget narrative. Provide details about the amounts requested for each budget line item. The budget justification should specifically describe how each item will support the achievement of proposed objectives. Do not use this section to expand on the project narrative. Differentiate between costs that will utilize state funding and those which will utilize matching funds.

VIII. Budget Information 1. Payment. This grant will be paid on a cost reimbursement basis after proportionate matching funds have been documented and expended. Grantees will be required to submit payment requests quarterly, but no more frequently than monthly in order to show significant financial and programmatic progress. Payment requests must include sufficient documentation that details each expense. Documentation may include, but is not limited to: detailed information regarding personnel, or copies of invoices.

2. Payment Schedule: Upon timely receipt of payment requests and documentation, approved reimbursement of up to 90% of the total grant award will be paid prior to submission of the Final Performance Report.

The remaining 10% will only be disbursed once all reporting requirements have been met, including, but not limited to, the final periodic report (if applicable) and the Final Performance Report.

3. Eligible Expenses. Generally, expenses that are necessary and reasonable for proper and efficient performance and administration of a project are eligible. Examples of eligible expenditures are:

a) Personnel costs – both salary and benefits;



b) Supplies and direct operating expenses – items that costs less than $5,000 per unit with a useful life of less than one year, office supplies, postage, telecommunications, printing, etc. that are directly related to the project activities;

c) Other expenses – any expenses that do not fall into the above categories; d) Contracts – agreements made with other educational institutions or private parties to

perform a portion of the award; ande) Indirect expenses – Applicants who request indirect cost will be required to submit an

indirect cost proposal to be considered allowable. Indirect costs are limited to 10% of direct costs.

6. Ineligible Expenses. Expenses that are prohibited by state or federal law are ineligible. Examples of these expenditures include, but are not limited to the following:

a) Alcoholic beverages;b) Entertainment;c) Tips;d) Contributions, charitable or political;e) Expenses falling outside of the contract period;f) Expenses for expenditures not listed in the project budget or that fail to meet the

intent of the program; g) Tangible personal property costing over $5,000 per unit and having a useful life

over one year; andh) Expenses that are not adequately documented.

7. Matching Funds– This grant requires a funding match equal to or greater than the total grant amount awarded. Demonstration of supporting or leveraged funds in excess of the minimum grant match will be considered during the review process. Matching funds must be documented on the budget submission form and reported on a quarterly basis. Selected grantees will be held accountable for meeting the level of match proposed in the approved application. Any reduction to that amount will cause a proportionate reduction in the grant award and must be approved in writing by TDA.

IX. Evaluation of ProposalsTDA will conduct an administrative review to determine whether the applicant was responsive to the requirements of this RFA. In addition, a review team including external experts and/or stakeholders will competitively review all proposals to evaluate (evaluation sheet for details):

1. the feasibility of the objectives; 2. the ability to bridge the gap to higher education and workforce readiness for rural high

school students;3. the sustainability of the project;4. the number of students estimated to receive certificates and/or college credit;5. the requested budget in relation to expected benefits; and6. the level of matching funds.

Weighted averages may also be taken in consideration during the evaluation process.



X. Reporting RequirementApproved projects will be required to submit periodic performance reports. Reporting timelines will incorporated into the grant agreement. As part of TDA's ongoing monitoring of grant funds, grantees must demonstrate progress toward achieving project goals. Failure to comply with reporting requirements may result in the withholding of requests for reimbursement and/or termination of the award.

Performance Reports must be in a narrative format, no more than three (3) pages in length, and detail the accomplishments of the project objectives for that period.

The Final Performance Report is due sixty (60) days after project completion, or termination of the Grant Agreement, whichever occurs first. This report must be in a narrative format prescribed by TDA.

XI. Deadline for Submission of ResponsesThe complete application packet including the proposal with signatures must be received by Thursday, July 11, 2013. It is the applicant’s responsibility to submit all materials necessary for evaluation early enough to ensure timely delivery. Hand-delivered, mailed, faxed or emailed applications must be RECEIVED by TDA by close of business (5:30 p.m.) on Thursday, July 11, 2013. Late or incomplete proposals will not be accepted.

TDA will send an acknowledgement receipt by email indicating the application was received.

XII. Contact InformationComplete proposal narrative and application with signature must be submitted to:

Physical Address:Ms. Mindy Fryer, Grants SpecialistTexas Department of Agriculture1700 North Congress AvenueAustin, Texas 78701

Electronic Versions:Fax: (888) 223-9048

Mailing Address:Ms. Mindy Fryer, Grants SpecialistTexas Department of AgricultureP.O. Box 12847Austin, Texas 78711

Email: [email protected]

The e-mail subject line must contain the RFA title as indicated above. The respondent is solely responsible for ensuring that their complete electronic bid is sent to, and actually received by, TDA in a timely manner and at the proper destination server.

IMPORTANT NOTE: TDA recommends a limit on the attachments to 10MB each. This may result in sending multiple e-mails for the submission of all documentation contained in a response. All submissions must be sent in Microsoft Word or other Word compatible format or as .PDF files. Unreadable submissions may be deemed unresponsive and will not be reviewed for funding consideration.



TDA takes no responsibility for electronic bids that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any TDA anti-virus or other security software.

For questions regarding submission of the proposal and/or TDA requirements, please contact Mindy Fryer, grants specialist, at (512) 463-6908, or by email at [email protected].

XIII. General InformationSelected applicants will receive a Notice of Grant Award (NGA) letter and an official Grant Agreement from TDA. The NGA is not legally binding until a grant agreement is fully executed.

TDA reserves the right to fund projects partially or fully. TDA reserves the right to negotiate individual elements of any proposal and to reject any and all proposals. Where more than one proposal is acceptable for funding, TDA may request cooperation between grantees or revisions/adjustments to a proposal in order to avoid duplication and to realize the maximum benefit to the state. Selected projects will receive funding on a cost-reimbursement basis.

TDA reserves the right to reject all applications and is not liable for costs incurred by the Applicant in the development, submission, or review of the application; costs incurred by the Applicant prior to the effective date of grant agreement.

Right to Amend or Terminate ProgramTDA reserves the right to alter, amend, or clarify any provisions, terms, or conditions of this program or any grant awarded as a result thereof, or to terminate this program at any time prior to the execution of an agreement, if TDA deems any such action to be in the best interest of TDA and of the State of Texas. The decision of TDA will be administratively final in this regard.

Proprietary Information/Public InformationThe Applicant is responsible for clearly designating any portion of the application that contains proprietary information and must state the reason(s) the information is designated as such. Marking the entire application as proprietary is not acceptable and will not be honored. In the event that a public information request for the application is received, TDA shall review the information deemed proprietary and submit a request for opinion to the Office of the Attorney General for determination in accord with the Public Information Act, Chapter 552 of the Texas Government Code. Applicants are advised to consult with their legal counsel regarding disclosure issues and to take appropriate precautions to safeguard trade secrets or any other proprietary information.

All applications submitted under this program are subject to release as public information, unless the application or specific parts of any such application can be shown to be exempt from the Texas Public Information Act, Chapter 552 of the Government Code.

Conflict of InterestThe Applicant is required to disclose any existing or potential conflicts of interest relative to this grant program. Failure to disclose any such relationship may result in the Applicant’s disqualification or termination of agreement. Trade and Business Development – GrantsParallel Pathways to Success Grant ProgramMay 2013 RFP Page 6


XIV. General Compliance Information 1. Grantees must comply with TDA’s reporting requirements and financial procedures

outlined in the grant agreement. Any delegation by the Grantee to a subcontractor regarding any duties and responsibilities imposed by the grant award must be approved in advance by TDA and shall not relieve the Grantee of its responsibilities to TDA for their performance.

2. All grant awards are subject to the availability of funds appropriated and authorized by the Texas Legislature.

3. Grantees must remain in full compliance with state and federal laws and regulations. Non-compliance may result in termination of the grant or ineligibility for reimbursement of expenses.

4. Grantees must keep a separate bookkeeping account with a complete record of all expenditures relating to the project. Records shall be maintained for three (3) years after the completion of the project, or as otherwise agreed upon with TDA. TDA and the Texas State Auditor’s Office (SAO) reserve the right to examine all books, documents, records, and accounts relating to the project at any time throughout the duration of the agreement and for three years immediately following completion of the project. If any litigation, claim, negotiation, audit or other action is initiated prior to the expiration of the retention period, then the records must be retained until authorized by TDA. TDA and the SAO shall have access to the physical locations related to project activities.

5. If the Grantee has a financial audit performed during the time the Grantee is receiving funds from TDA, upon request, TDA shall have access to information about the audit, including the audit transmittal letter, management letter, and any schedules in which the Grantee’s funds are included.

6. Grantees must comply with Texas Government Code, Chapter 783, Uniform Grant and Contract Management, and the Uniform Grant Management Standards (UGMS), 2 CFR 215, 2 CFR 220, 2 CFR 225, and 2 CFR 230, if applicable.


TEXAS DEPARTMENT OF AGRICULTUREPARALLEL PATHWAYS TO SUCCESS

2013 Application

Application must be received by: July 11, 2013. Late or incomplete applications will not be considered. This is a competitive grant program, not all applications will receive funding.

SECTION 1 – APPLICANT INFORMATIONLegal Organization Name (If selected, will serve as Lead organization & recipient of funds)

County

Mailing Address

City

State

Zip

Physical Address (If different from above) City

State

Zip

Federal Tax Identification Number: (must be nine (9) digits) -

SECTION 2 – CONTACT PERSONNEL

A. PROJECT COORDINATOR This person should be able to answer day-to-day questions about the grant project.

Mr. Dr.

Ms. Other _________________

Position Title

First Name Last Name

Mailing Address City State Zip

Phone No. Alt Contact No. E-mail Address

( ) - ( ) - B. AUTHORIZED OFFICIAL This person is authorized to enter into legal agreements on behalf of the organization. This person’s name will appear on the grant agreement for signature.

Mr. Dr.

Ms. Other _________________

Position Title

First Name Last Name

Mailing Address City State Zip

Phone No. Fax No. E-mail Address

( ) - ( ) -

Trade and Business Development – GrantsParallel Pathways to Success Grant ProgramMay 2013 Application Page 1

TODD STAPLES, COMMISSIONER GTBD-103

[FOR TDA USE ONLY]

File No. _________

Date Rec. ________

SECTION 3 – BUDGET SUMMARYPROJECT BUDGET- Provide a summary of the funds being requested. A detailed description will be required in the project narrative below.

2013-2014School Year


Personnel $ $

Supplies $ $

Equipment $ $

Other $ $

Contractual $ $

Indirect (limited to 10% of the total direct costs) $ $

TOTAL FUNDS REQUESTED $ $ MATCHING FUNDS- Provide sources of matching funds as well as a description of what matching funds may be used for. Additional sheets may be attached if needed. See RFA for information on allowable matching sources/uses.



External Sources (Private, Commercial, etc.) $ $

$ $

$ $

Higher Education Funds $ $

$ $

TOTAL SUPPORTING FUNDS * $ $ * Selected grantees will be held accountable for meeting the level of match proposed in the approved application. Any reduction to that amount will cause a proportionate reduction in the grant award and must be approved in writing by TDA.

SECTION 4 –CertificationsBy signing below, applicant:

(1) certifies that all information provided in connection with this application is true and correct;(2) acknowledges that any misrepresentation or false statement made by applicant or an authorized agent of applicant in

connection with this application, whether intentional or not, will constitute grounds for denial of this application and may be the subject of substantial civil and/or criminal liability and sanctions;

(3) acknowledges that acceptance of funds in connection with this application acts as acceptance of the authority of the Texas Department of Agriculture (TDA), or any successor agency, the State Auditor’s Office (SAO), or any successor agency to conduct an investigation in connection with those funds, and applicant further agrees to cooperate fully with TDA or its successors, SAO or its successor in the conduct of the audit or investigation, including allowing TDA and/or SAO to inspect applicant’s premises and providing all records requested during the grant period and for at least three years after the grant has terminated; and

(4) certifies that he or she is authorized to submit this application and to make the preceding certifications and acknowledgements on behalf of applicant.

Notice of Penalties: The penalty for knowingly making false statements or false entries, or attempts to secure money through fraudulent means, may include fines and/or incarceration and/or forfeiture of funds.

SECTION 4 – Authorized Official’s Signature (Person listed in section 2B.)Printed Name Signature Date

X________________________________ / /

This application becomes public record and is subject to disclosure. With few exceptions, you have the right to request and be informed about the information that the State of Texas collects about you. You are entitled to receive and review the information upon request. You also have the right to ask the state agency to correct any information that is determined to be incorrect. (Reference: Texas Government Code, Sections 552.021, 552.023, and 559.004.)

Trade and Business Development – GrantsParallel Pathways to Success Grant ProgramMay 2013 Application Page 2

TEXAS DEPARTMENT OF AGRICULTUREPARALLEL PATHWAYS TO SUCCESS

PROJECT NARRATIVE

Partner Organizations: List the organization name of the primary applicant that plans to oversee the project. Provide the list name of all other organizations that may serve as partners in execution, oversight, and/or administration of the grant.

Primary Applicant:

Other Partners:

Project BackgroundInformation about the primary applicant’s qualifications to meet grant program goals, including history and development of the proposed project and how it has served the needs of the students in its community, if applicable.

Project Summary Brief summary of the program/activity and how funds will be used. (Limit 200 words)

Project Description Provide a detailed description/work plan of the program/activity. Include a concise outline of how the program will function. Be sure to include what the program will offer students including curriculum, any degrees or certificates offered, recruitment plans, and criteria for acceptance into program. Supporting documentation may be attached to the application as needed.

Project Results Provide a detailed description of how quantifiable results will be demonstrated by the project/activity. Indicate how the expected results and their anticipated contribution to students will meet the need of the workforce in Texas.

Project OversightList the person, (name, title) and qualifications who will oversee the project activities. How will oversight be performed to ensure all project activities and results are being achieved?

Project Commitment.List stakeholders, outside of the applicant organization, that will support the implementation of this project. How will these groups demonstrate their support?

Trade and Business Development – GrantsParallel Pathways to Success Grant ProgramMay 2013 Narrative Page 1

TODD STAPLES,

NEEDS ASSESSMENT AND QUANTIFIABLE INFORMATIONProject must show a direct benefit to rural areas. A rural area includes municipalities under 50,000 in population, and counties that have a non-metropolitan population under 200,000.

Population: Provide the population of the community(ies) directly impacted by the project.

Student Demographics: Provide a brief description of students the program will reach, including but not limited to ISD, grade levels, student populations, etc.

Workforce: Describe the availability, distribution and shortages with the local workforce. List any major employers in your area that may benefit from or contribute to this program. List any barriers that reinforce your community’s need for training programs.

Additional Information: Provide any additional information to justify the community’s need for these funds.

Success Quantification: Include the organization’s specific goals, targets and benchmarks, as well as performance measures for determining success of the program.

All applicants are required to complete the following information. A program does not have to be operational at the time of the application; however, this fact will be considered when reviewing a project’s sustainability.

Applicant will use funding to: ☐ create ☐ sustain* ☐ expand*

the program. (select only one)

*If funding is requested to sustain or expand the program, applicant must complete the 2012/2013 column. All applicants must complete the 2013/2014 and 2014/2015 columns the table below.

** Selected grantees will be held accountable for meeting the numbers projected in the approved project application. *Actual

NumbersEstimated Numbers

Estimated Numbers

2012/2013 school year



Number of students active in the program**

-Number of students participating ONLY in vocational skills training

-Number of students participating ONLY in activities/courses resulting in college credit

-Number of students participating in BOTH vocational skills training and activities resulting in college credit

Total number of students participating in the program


*Actual Numbers

Estimated Numbers

Estimated Numbers




Number of program graduates**

-Number of students graduating with ONLY vocational skill certifications

-Number of students graduating with ONLY college credits

-Number of students graduating with BOTH vocational skill certifications and college credits

Total number of graduating students participating in the program

BUDGET NARRATIVE

Please provide detail about the budget categories listed in Section C of Form GTBD-103. This section should reflect the total budget.

Personnel ($ ) For each employee or project participant, indicate their position or title, the percent of full time equivalents (FTE), and the corresponding salary for the FTE. Those not directly employed by the applying entity should be listed as subcontractors or consultants in the “Contractual” category.

Fringe Benefits ($ ) List all positions mentioned in Personnel that are eligible for benefits, indicate the type of benefit, rate of calculation of each benefit, and resulting calculated amounts.

Supplies ($ ) Provide an itemized list of any materials needed to accomplish the project. Be sure to include quantity of items and the total dollar amount for each item.

Contractual ($ ) Provide a description of the services each contract covers. Indicate if the cost is a flat rate fee or hourly rate and indicate the flat rate fee or hourly rate to be applied.

Other ($ ) Provide detailed descriptions of other costs such as conferences or meetings, communications, speaker/trainer fees, publication costs, and data collection, and other budgeted costs associated with the project.

Equipment ($ ) This category includes items of property having a useful life of more than one year and an acquisition cost of $5,000 or more. If the cost is under $5,000, include these items under SUPPLIES. List separately each item of equipment, its intended use, and its cost. TDA must provide written approval prior to the


expenditure/purchase of capital equipment. The written approval shall supplement the approved executed grant agreement.

Indirect ($ )Indicate percent of indirect costs. Applicants who request reimbursement for indirect costs will be required to submit an indirect cost proposal. Indirect costs are limited to 10% of total direct costs.


texas department of agriculture€¦ · web viewall submissions must be sent in microsoft word or...

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