Q: When does our project officially start? (aka award date)

A: The date your agreement was issued to you can be found in block 7 of page 1 of your Assistance Agreement.

Q: How do we identify the city's agreement number?

A: The award number can be found in block 1 on page 1 of your Assistance Agreement.

Q: How do we accept the award?

A: Once you access the documents on Fedconnect and select the “Acknowledge” button, you have essentially accepted the award. We do not require a hard copy with signature. The award is effective when the DOE Contracting Officer signs the Assistance Agreement.

Q: What does PMP stand for?

A: Project Management Plan. (First Deliverable due within 45 days of your award date)

Q: What should be included in my PMP?

A: The PMP is a tool to help you manage your spending and project progression through budget tables, timelines, etc. For further information, a template is available on this site. Contact your DOE Project Officer for more detail or examples.

Q: What should be in Table 1 of Section 5 (Funding and Costing Profile) in my PMP?

A: Enter the totals for each budget category exactly as they are shown on the SF-424A included in your award documentation.

Q: What does WDP stand for?

A: Workforce Development Plan (2nd Deliverable; due within 45 days of your award date)

Q: What should be included in my WDP?

A: The WDP should discuss job creation/retention and your training goals, such as course topics and targeted audience. For further information, a template is available on this site. Contact your DOE Project Officer for more detail or examples.

Q: What does SOPO stand for?

A: Statement of Project Objectives. This document, which shall be included in the PMP, defines your project objects, tasks, and deliverables for your grant.

Q: Do I need to include a new or different SOPO in my PMP?

A: No. You can copy and paste the SOPO provided with your award package into the last section of the PMP.

Q: Do you have a list of qualified consultants to develop these plans and can you provide the list?

A: DOE does not keep a list nor is it able to suggest consultants related to energy assurance.

Q: Can we get help writing the RFP?

A: DOE cannot provide assistance writing or reviewing the RFP. You may coordinate with your state and/or other LEAP cities for this activity, at your discretion.

Q: Can we put together a preliminary RFP or do we need to wait until approved?

A: When/how you write your RFP is at your discretion. Just be aware of and adhere to the Limitation of Funding restriction in the Terms and Conditions of your grant agreement. You cannot expend more than 20% of your total grant amount in the time before the PMP and WDP have been approved by your DOE Project Officer.

Q: How many risks do we need to identify in the risk management section?

A: DOE would like you to identify as many potential risks as necessary to successfully prepare for and manage your project. If you would like examples please contact your DOE Project Officer.

Q: How soon can we enter into a contract with vendors?

A: Please consult the Terms and Conditions of your grant agreement for the Limitation of Funding clause. Essentially, you cannot incur costs equaling more than 20% of your total grant award before the first two deliverables (PMP and WDP) are approved by your DOE Project Officer.

Q: What is the method of approval for the first two Deliverables?

A: There is no official letter or other paperwork for approval needed to lift the 20% funding restriction. You will simply receive an email from your DOE Project Officer stating approval of the documents. Please note that your Project Officer may ask for revisions before initial approval.

Q: How will the funds be disbursed?

A: You will either be selected for the ASAP (Automated Standard Application for Payments) advanced drawdown account or standard invoicing. This will be illustrated on page 2 of your Assistance Agreement. For more information please consult your financial office or DOE Project Officer.

Q: On job creation/retention, can we use the numbers/information that is required in the ARRA quarterly reports?

A: Yes. You can use the same calculations for the Workforce Development Plan (WDP). However, we ask that in your WDP you classify creation and retention separately and provide detailed information on your hiring/retaining approach (e.g., position title, grant responsibilities, percentage of time spent on grant activities for each individual, etc.)

Q: Can we work with other LEAP cities?

A: Yes, we encourage collaboration with other LEAP cities and states involved in the energy assurance planning grant. Ask your DOE Project Officer for contact information.

Q: Where do I submit deliverables and other reporting requirements such as the PMP?

A: Deliverables should be submitted via the EERE-PMC website. Screen shots and instructions are in the NETL presentation available on this site. If you need further assistance please contact your DOE Project Officer.

Q: Do I need to create an account on the EERE-PMC website?

A: No. You only need to input your award number, name, email, and telephone number to upload required reporting documents.

Q: What assistance is available on the tabletop exercises?

A: PTI and DOE will provide guidance at a later date. You are free to collaborate with any other state or city agencies to exercise your energy assurance plan.

Q: Can I move dollars around between budget categories and/or expenditure timeframe?

A: Yes. Please contact your Project Officer with details concerning your intentions before doing so. If you intend to re-categorize more than 10% of your total grant amount it will require prior approval from the DOE Contracting Officer and an official modification to your assistance agreement.

Q: Do all of our federal grant funds need to be spent by the last day of our project period?

A: Please refer to 10 C.F.R. 600.250 Closeout Procedures. Consult your DOE Project Officer for more detail.

Q: When are the first reports due, in accordance with the Grant reporting requirements?

A: The first two deliverables are the PMP and WDP, which are due within 45 days of your award date to the EERE-PMC website. The first set of quarterly reports is made up of the Progress Report and SF-425 for the current quarter (April/May/June), and is due no later than July 30, 2010 to the EERE-PMC website. The first ARRA 1512 report for the current quarter is due no later than COB July 10, 2010 on www.federalreporting.gov. For more information consult Attachment 3 (Federal Assistance Reporting Checklist) of the Assistance Agreement or call your DOE Project Officer.

Q: For ARRA reporting, what CFDA code, TAS code, and Agency Numbers should we choose when submitting through www.federalreporting.gov?

A: Use CFDA No. 81.122: This can be found in block 4 on page 1 of your Assistance Agreement. Use 89-0328 for the TAS code: This can be found on the bottom of page 2 of your Assistance Agreement. Use 8900 for the Agency Codes. Additional guidance and reporting information is available at this link.

Q: When will our funds be available?

A: Your federal grant funds are fully obligated and available in the ASAP account (if applicable) or available via invoicing per the Terms and Conditions of your Assistance Agreement on the first day of your project period. Please note the Limitation of Funding restriction: The Recipient is not authorized to expend more than 20% of obligated funds until the first two deliverables are approved by your DOE Project Officer.