Administration

General Grant Administration

Federal legislation states that the Northern Border Regional Commission, "shall enhance the capacity of, and provide support for, local development districts (LDD) in its region." To fulfill this obligation and ensure that Federal funds are expended appropriately NBRC provides training to both its grantees and its LDD partners.

LDD's are knowledgeable about other Federal and State programs that help fund economic and community development projects. They are aware of local concerns as most engage in regional economic development planning of varying degrees.  All are expected to be proļ¬cient in administering Commission funds for grantees.

LDDs are compensated for their administrative work based on the following formula: 5% of the first $100,000 awarded and 1% of all dollars in excess of $100,000. By example, a $250,000 award would include $6,500 in LDD project administration fees, thereby making $243,500 available for the purpose of the award. This does not apply in the State of VT, as detailed below.

Each NBRC award is required to utilize an LDD for grant administration assistance, unless they are a State agency or have requested and received waiver request approval from NBRC.  In VT, Grantees do not need to budget for technical assistance, as the State of VT reduces its annual Economic Infrastructure Development allocation, to pay for an LDD assistance program.  LDDs in VT are compensated for their administrative work based on the same formula described above. Grantees in all states are required to provide an executed LDD contract as part of the documentation necessary to receive a Notice to Proceed.

NOTICE TO PROCEED

No work may begin on this project until an official Notice-to-Proceed is issued by NBRC. No NBRC or matching funds can be committed or expended prior to the issuance of a Notice to Proceed. 

The following items must be completed and submitted to NBRC prior to issuance of a Notice-to-Proceed:

  1. Completed Standard Form 3881 (Automated Clearing House (ACH) Vendor/Miscellaneous Payment Enrollment Form)
  2. Fully Executed NBRC Grant Agreement
  3. Executed NBRC Grant Administration and Compliance Manual Acknowledgment of Receipt Form
  4. Documentation of non-NBRC matching funds form (NBRC Form 1002) listing the total amount of funding and each funding source, together with letters of commitment for each funding source
  5. Signed contract with LDD for grant administration services or documentation of approved LDD waiver from NBRC. (This requirement is not applicable to an agency of State Government)
  6. All NEPA required documentation

These documents should be attached as separate files to an e-mail and sent to admin@nbrc.gov. If the required documents have previously been provided to NBRC, they do not need to be resubmitted.  NBRC must have all these documents in our files before a Notice to Proceed will be issued.  The Grant Agreement number must be in the subject line of the email.

If your project will be utilizing NBRC funds to purchase equipment, grantees are required to file aa Tangible Personal Property Report (SF428-S) annually, at award closeout (SF-428-B) and, to report/ request a disposition (SF428-C).  While the SF428-S is not required to receive a Notice to Proceed, grantees should understand their responsibilities and requirements as it relates to the utilization of NBRC funds for personal property.

If your project will be utilizing NBRC funds to acquire and/or improve real property, grantees are required to file a Real Property Status Report (SF429-A) and, to protect the Federal interest in real property that has been constructed or has undergone major renovation with NBRC funds, the grantee must also record a Notice of Federal Interest (NFI) in the appropriate official records of the jurisdiction in which the property is located.  While the SF429-A and Notice of Federal Interest are not required to receive a Notice to Proceed, grantees should understand their responsibilities and requirements as it relates to the utilization of NBRC funds for real property.

Please see NBRC’s Grant Administration and Compliance Manual for additional information on the Notice to Proceed as well as utilizing NBRC funds for personal property or real property.

Other Grant Administration Materials:

Grant Administration Compliance Manual

Change of Contact Information

SF270 Request of Reimbursement (necessary to receive funding) 
Performance Progress Reports (Due January 31, April 30, July 30, October 31)
SF425 Financial Reporting Form (Due October 31, annually, and 45 days after the close of the project)

*If you have any issues opening the forms in your web-browser, please right click and select "save linked file as", download then open the saved file.

Closeout Checklist for EID
GPRA Close out Form (Due at close out of project and three years after closeout)

Equipment Purchase Documentation: TANGIBLE PERSONAL PROPERTY REPORT

Real Property Documentation:  (General Reporting) SF-429-A