FY 2005 HOPE VI Revitalization NOFA

Frequently Asked Questions (FAQ) Set #2

1. Are there any FAQs or tips on how to use grants.gov?

Yes. Please review the FAQs posted at the following URLs on the HUD website: http://www.hud.gov/offices/adm/grants/egrants/grantsgovfaqs.pdf and http://www.hud.gov/offices/adm/grants/egrants/faqs52305.pdf.
Applicants also may consult the FAQ link at the top of the Grants.gov webpage. Additionally, on the "Apply for Grants" section of the Grants.gov website (http://www.grants.gov/Apply), links to tips on application submission ("Application Submission Tips") and error messages ("Application Error Tips") are posted on the left-hand side of the webpage under the header "Tips and Tools." Please note additional helpful information posted here such as "Convert Documents to PDF" and "Download PureEdge Viewer." Applicants should also review any alerts posted under the "Alerts" header, also found on the left-hand side of the page.

2. Do I have to be registered for Grants.gov in order to submit an application?

Yes. There are two separate and distinct grants.gov registrations that you must complete. In order to register, go to Grants.gov, and then to the "Get Started" webpage. First, the applicant entity that will officially submit the HOPE VI application must be registered in Grants.gov in order to submit a HOPE VI application. This first registration is for the Central Contractor Registry (CCR). The CCR is the primary vendor database for the U.S. Federal Government. It includes contractors, grantees, public housing authorities, local governments, etc. CCR validates applicant information and electronically shares the secure and encrypted data with the Federal agencies' finance offices to facilitate paperless payments through Electronic Funds Transfer (EFT). The CCR stores your organizational information, allowing Grants.gov to verify your identity and to pre-fill organizational information on your grant applications. Second, you must also register your Authorized Organization Representative (AOR). The AOR is the person that officially submits and takes responsibility for the grant application on behalf of a company, organization, institution, or government, no matter who is actually using the AOR's grants.gov ID and password. The AOR has the authority to sign grant applications and the required certifications and/or assurances that are necessary to fulfill the requirements of the application process. To submit electronic grant applications, you must be fully authorized by your organization, i.e., been given status as an Authorized Organization Representative (AOR). You can easily check your status by logging into Grants.gov by accessing the Applicant link at the top of the Grants.gov webpage screen. If you have registered your user name and password with Grants.gov, you will be able to log in. After logging in, access the 'Manage Profile' link. Your status, located below your title, will state: "AOR - request sent" or "AOR - Approved". If your status is 'AOR - request sent', you cannot yet submit grant applications. You may correct this by contacting your E-Business Point of Contact (POC). He or she will need to login by accessing the Ebiz link at the top of the screen. They will need your organization's DUNs number and MPIN (Marketing Partner ID), to approve you as an AOR. Grants.gov customer support resources will help you find answers to your questions.

3. Are there any limitations to my Internet connection that may affect my ability to submit my application?

HOPE VI applications are very large and will take a long while to upload to grants.gov. It is suggested that you use a broadband connection. Both dial-up and broadband connections may have 'time-outs,' where the connection is cut off by the Internet Service Provider (ISP) after a specific amount of time. Many dial-up ISPs have half-hour or one-hour time-outs. Even though your Broadband connection is supposed to be permanently on, your ISP may use 'IP address lease times.' This allows the ISP to turn off IP addresses that they think are not being used and use the addresses for other customers. Lease times may run from one hour to several days or months. If your lease time is less than 24 hours, you may want an IT person to develop a work-around for you or send a signal to (ping) your ISP every few minutes during your upload to grants.gov.

4. One section of the HOPE VI Revitalization NOFA states that my files should be in DOC, XLS and PDF format. Another section of the NOFA states that narrative should be in ASCII. What format should my files be in?

For the HOPE VI NOFAs, HUD prefers that narrative files be in the DOC format, although ASCII is acceptable. DOC files keep their formatting (margins, etc.). ASCII files are simple text files that lose formatting. HOPE VI applications are complex and the loss of formatting may cause a loss of clarity in your narrative. Form files that were in XLS when they were downloaded from grants.gov should remain in XLS format after being filled in. PDF should be used where third-party signatures are required, where documents were originated by organizations other than the applicant, and where most convenient, e.g., drawings.

5. Can you explain the defect prevalence report discussed under the rating factor V.A.1.i., "Regular Maintenance"?

Prevalence Report data exist at HUD. The number and type of defects have been collected by REAC through the PHAS annual inspection for several years. REAC Prevalence Reports have been generated on an as needed basis for well over a year. This information was so popular with HUD Field Offices and PHAs that the functionality was automated in January 2005. This will enable REAC to furnish the defect information to the PHAs in a timely and efficient manner. Even if a particular PHA has not received its latest report as of the HOPE VI submission date (the report cannot be generated until all of the PHA's developments have been inspected), there is no reason for concern. In general, this report is provided for information purposes only and does not affect the PHAS rating. For the HOPE VI NOFA, REAC will generate the "total projected maintenance defect count per unit" metric in-house by comparing the PHA's most recent bin of inspections (any reporting period) vs. the previous (any reporting period) to ascertain if progress is being made. For an example of the report PHAs receive, "Comparison of the TOP 20 Observed Defects (Projected)," please click here. Of the three types of defects included in this report; maintenance, capital, and EHS/LT (Emergency), only the maintenance defects will be included for the Rating Factor. In terms of scoring, the NOFA rating factor V.A.1.i.(a) and (b) states: "(a) You will receive 2 points if your projected number of regular maintenance defects per unit has improved. (b) You will receive 0 points if your projected number of regular maintenance defects per unit has not improved."