Grant Matching Fund Pilot Program FAQ

Application

Why are you no longer accepting applications?

We are no longer accepting applications because of the unforeseen budgetary impacts due to the COVID-19 public health crisis. If the GMF pilot program is funded at a later date, this webpage will be updated and applications will again be accepted.

How do I save my GMF pilot program application?

Your application will save automatically as you complete it, and you can change your answers on any survey page until you complete the survey. When you return to the survey, you can pick up where you left off and edit your previous responses until you click the done button. In order for this setting to work properly, you must use the same device and web browser you used to start your GMF pilot program application because a cookie is stored in your browser that remembers your application responses.

Why do some application questions have character limits?

Some application questions have character limits in order to discourage lengthy submissions and to ease the burden on external reviewers. Having character limits also ensures that applications are evaluated based on a similar amount of information.

My team is part of a much larger organization, and we have different missions and goals. How do I answer the application's questions?

Your applicant organization should correspond to your DUNS number for any federal application, which may be a department, division, or team―not a parent organization (i.e., the State of Nevada, Clark County, etc.). The mission and goals should correspond to your specific applicant organization.

Will I be prompted if I leave a question blank on the online application?

Though all application questions are mandatory, it may be possible for an applicant to submit an application with a partially complete answer. Applicants are encouraged to prepare their application materials in advance, read all the application questions carefully, and review all the pages of their application thoroughly prior to submitting their application.

What if there are multiple applicants and partners? Who should apply to the GMF pilot program?

You may be collaborating with several partners in pursuing a grant opportunity that has a required match. However, there can only be one lead applicant applying to the GMF pilot program. This lead applicant will be the one to certify that the applicant requires either a full or partial match from the GMF pilot program, and has exhausted all possible sources of match.

How often are applications reviewed?

Applications are reviewed on a rolling basis. The whole GMF pilot program application takes 10 business days from the submission of the GMF application to the issuance of the letter of commitment if approved.

Does an application need to be in alignment with the state's strategy or align with what the state is trying to achieve?

An application does not need to be in alignment with the state's strategy or align with what the state is trying to achieve. Instead, the application must be in alignment with the organization's documented priorities.

Where do I find the pre-application video?

You must watch this mandatory pre-application video before starting the application.

I am a special district government; what organization type should I choose in the application?

Local government includes any special district government organizations, including health districts and school districts.

Do I need to submit my federal or nongovernmental grant proposal with my GMF pilot program match application?

Your federal or nongovernmental grant proposal is not submitted with your GMF pilot program application. After your GMF pilot program has been approved, you will need to submit your narrative, budget, and budget narrative (if applicable) to the Grant Office for a review and edit prior to submitting it to the funding organization.

How often can I submit an application to the GMF pilot program?

You may reapply for all corrected applications for the same grant opportunity and for all eligible grant opportunities. If you apply to the GMF pilot program more than once, you will need to clear your browser’s cookies in order to start a new GMF pilot program application.

Who signs the self-certification form and why?

The self-certification form is signed by the organization’s business and financial leaders. They are certifying that the organization is eligible, and that the organization has exhausted all potential sources for the required match.

If our business leader and financial leader are unavailable to sign the self-certification form, are any other individuals authorized to sign the form on their behalf?

The form does allow for the authorized agency representative with signatory authority to sign for either the business leader or financial leader.

How do I calculate my total project costs?

The total project costs is the sum of your federal/nongovernmental funding request amount and the total required match amount. For example, if the total federal/nongovernmental funding request is $100,000, and the required match is 10% ($10,000), then your total project cost of your proposed program will be $110,000.

What are the character limits for the application questions?

Based on the question, the character limits for application questions vary from 1,000 to 2,000 characters.

Based on how an applicant responds to the application questions, will the online application automatically disqualify them?

Yes, based on how an applicant responds to specific application questions, they could be automatically disqualified.

How often do you accept applications?

Applications are accepted on an ongoing basis throughout the year.

What is the difference between federal direct funding and federal pass-through funding?

A federal direct is an award made by a federal agency directly to a non-federal entity. The federal government allows grant recipients to act as pass-through entities in order to provide funding to other recipients. The pass-through entity receives federal funds which it “passes on” or “passes through” to other recipients.

Can I apply to the GMF pilot program for a federal pass-through grant opportunity?

No, you cannot apply to the GMF pilot program for a federal pass-through opportunity. You can only apply to for a federal direct funding and/or nongovernmental funding.

Can I submit other materials or information with my application?

No, no additional materials or documents will be accepted. Only required supporting documents will be considered as part of the GMF pilot program application.

How can I get a copy of my submitted GMF pilot program application?

To get a copy of your submitted GMF pilot program application, please contact the GMF pilot program manager at (775) 684-0155 or grantmatching@admin.nv.gov.

Is there a cost to apply to the GMF pilot program?

There is no cost to apply to the GMF pilot program.

I am applying for several grant opportunities with match requirements. Am I able to apply to the GMF pilot program for these grant opportunities?

You can apply to the GMF pilot program as many times as you identify federal or nongovernmental grant opportunities with matching requirements. If approved, you may receive multiple GMF match awards for multiple federal or nongovernmental grant awards. Please note, you must always apply to the GMF pilot program as the means of last resort and must have exhausted all other possible sources of match.

If an organization already is an approved vendor with the State, do they need to re-register for purposes of the GMF pilot program?

They will not have to re-apply as a vendor for the GMF pilot program as long as they have an active status and all their information is up to date.

Can I pre-qualify for the GMF pilot program application?

No, you cannot pre-qualify for the GMF pilot program. You must to fill out the online application once you have identified your grant opportunity with a required match and exhausted all possible sources of match. The NOFO must be active at time of application to the GMF pilot program.

Why is there an option for "other" organization on the application?

Citizens, businesses, and other organizations not specified in Assembly Bill 489 are not eligible for the GMF pilot program.

My organization is based outside of Nevada, and my program may or may not be operating in Nevada. Am I eligible to apply to the GMF pilot progam?

The GMF pilot program will only provide match funds for federal or nongovernmental grant opportunities where the grant-funded services takes place in Nevada.

Why do I have to have a DUNS number or UEI?

A D-U-N-S number (Data Universal Numbering System) or a UEI (Unique Entity Identifier) are the official identifiers for entities doing business with the government.

Currently, organizations register through Dun & Bradstreet to request their D-U-N-S number, which is required to apply for federal grant applications. Beginning December 2020, the D-U-N-S number will no longer be the official identifier for entities doing business with the government. A UEI will become the official identifier. As part of the GMF pilot program match award process, a risk assessment will be conducted as required by Nevada grant policy. The D-U-N-S/UEI is required information to allow the risk assessment to be conducted and allow the applicant organization to go forward with the process. Even if an applicant organization is not applying for federal funds, the D-U-N-S number or UEI is a requirement of the GMF pilot program.


Approved Applications

Will you provide a letter of approval or acknowledgement that the applicant has been approved for a match award?

A letter of commitment will be issued noting that a grant match award is contingent on the award of the federal/nongovernmental grant and Interim Finance Committee authorization, if applicable.

If an applicant is approved for the full match request but then doesn't get awarded the federal or nongovernmental grant, what happens to those approved match funds?

If an applicant is approved for an award from the GMF pilot program and then does not get the federal or nongovernmental grant, the match funds that were committed will be unencumbered and will be available to other applicants.

My GMF pilot program application has been approved for a match fund award. However, what if I end up securing a possible match from either an internal or external source? Will this affect my approved match from the GMF?

Yes, it is your responsibility to inform the GMF pilot program if you have managed to secure a possible match source after you have been successfully approved and/or awarded by the GMF pilot program. In such cases, your total approved/awarded GMF match award may be reduced or eliminated.

I was approved for GMF pilot program match funding and then my program changed while I was drafting my proposal. What should I do?

You must immediately notify the GMF pilot program manager. Your programmatic changes may have an impact on your approval.

What do I need to do for the Interim Finance Committee (IFC) process?

You may be requested to provide additional information or documentation during the IFC authorization process. It is a public meeting. You could always choose to attend and provide public comment in support of the authorization of your award.

Definitions

What does "documented priorities" mean in the application?

Documented priorities means the agency has a written record of having worked towards these priorities. If a website or online resource is not available to demonstrate an organization's mission or vision, other acceptable forms of documentation include a strategic plan, annual report, press coverage (e.g., newspaper articles), organizational bylaws, business plan, etc. Social media is an acceptable form of documented online.

What do you mean by my organization's "scope of services?"

Services your organization is currently providing.

What is meant by a grant program that builds capacity for future grant opportunities?

An example can includes planning grants. Not all grants are meant to build capacity for future grant dollars. Sometimes grants, like those for natural disasters, are a one-time use awarded to help meet a specific goal, and once that goal is met, the program is over. Not all projects are undertaken in order to provide the need for future money.

What is meant by a grant opportunity that helps an organization sustain a program?

Sustaining a program refers to the continuation or maintenance of a set of activities and resources. Program design best practices encourage grant applicants to find creative strategies for program sustainability beyond only finding alternative funding revenues (e.g. beginning to build program income so the program sustains itself).

What is a "frontier community?"

A variety of methodologies for describing frontier communities exist. In general, frontier community is a sparsely populated area that are geographically isolated from population centers and services and often lack resources and infrastructure. The GMF pilot program is using the definition consistent with the Nevada State Office of Rural Health, which defines frontier communities on a county by county basis. In Nevada, frontier communities include the following counties: Churchill, Elko, Esmeralda, Eureka, Humboldt, Lander, Lincoln, Mineral, Nye, Pershing, and White Pine.

What does "underserved" mean?

Underserved means those Nevadans who are facing barriers that make it difficult to communicate, access, or receive needed services.

What does it mean to "add services?"

Adding services encompasses both new or expanded services or activities that your organization will provide.

What is the difference between a business leader and a financial leader?

A business leader is the administrator, chief executive office (CEO) or director within an organization; whereas the financial leader is the department finance office or Governor's Finance Office for state agencies, controller/comptroller for local governments; and chief financial officer (CFO) for tribal governments and nonprofit organizations.

What is the difference between cash and in-kind match?

In-kind refers to the value of non-cash contributions that may be in the form of real property, equipment, supplies, services and other expendable property; this can include the value of volunteer time or salaries of partner organizations. Cash refers to the available funds in your most recent legislatively approved or approved organizational operating budget (including staff salaries), partner contributions, or third-party donations and match.

What is meant by emergency match?

Emergency match is when an anticipated form of match does not come through after an award by a federal or nongovernmental agency is made. The GMF pilot program cannot be used to back-fill lost sources of match that were guaranteed when an award was issued.

What is the difference between a mandatory/formula grant and a discretionary/competitive grant?

A mandatory grant is awarded under the requirements and amount (or based on a formula) in statute. These take the form of block grants and entitlement programs. A discretionary grant is one that is awarded through a competitive process and calls for applications issued through a notice of funding opportunity (NOFO).

What is an example of a mandatory grant?

Examples of mandatory grants include the Department of Housing and Urban Development's Community Development and Block Grant, Department of Health and Human Services' Child Care and Development Block Grant, Medicaid, and Department of Labor's Federal-State Unemployment Insurance Program.

What is an example of a discretionary grant?

Examples of discretionary grants include the Department of Education's GEAR UP, Department of Health and Human Service's System of Care, and the Environmental Protection Agency's Wetland Program Development.

Help

Does the Grant Office provide technical assistance?

Yes, the GMF pilot program manager will provide technical assistance.

What do I do if I cannot access the internet to view the pre-application video, access program materials, or apply online?

Use community resources that are available (e.g., library, municipality, etc.). Contact the GMF pilot program manager at 775.684.0155 to have program materials mailed to you on a USB drive.

Match

How can I know if I’ve exhausted all sources of match?

You have exhausted all sources of match if you are unable to acquire match funds from within your organizational operating budget, which includes staff salaries, or from your partners’ budgets. If the grant opportunity includes in-kind match as an option, you must explore all possible in-kind match prior to seeking cash match from the GMF pilot program. If you need technical assistance regarding match, contact the GMF pilot program manager.

What documentation do I need to submit to show that I have exhausted all sources of available match?

The self-certification form needs to be signed by both the business and finance leaders of the applicant organization to verify that the organization has exhausted all possible sources of match. Additionally, the applicant must demonstrate in the application how they have explored all possible match sources.

If we have money in our budget that we could possibly use for match, does that mean we haven't exhausted all sources of match?

Yes, your organization budget is considered a source of match. This would mean that all potential match sources have not been exhausted.

I have $100,000 donation for a match but the match requirement is $150,000. Can this program cover the remaining $50,000?

In this example, you can apply to the GMF pilot program for the remaining $50,000 required match balance (this is known as a partial match request).

How do I calculate the percentage of match I'm asking for?

For the amount of match required by your funding opportunity (application question 11), use the method indicated in the NOFO. For the amount of match requested from the GMF pilot program (application question 12), calculate your match based on the funding request (option one below). If you need help calculating the match figures for your application, please contact the GMF pilot program manager for technical assistance.

 

There are several options that funding organizations may use. We'll provide examples of two of the more common options. The first option is based on a percentage of the funding request and the second option is based on a percentage of the total project cost (or total award).


Option One
This example includes a notice of funding opportunity that requires a 20% match. You are requesting $500,000 from the funding agency. The required match is calculated by multiplying $500,000 by the 20% (or .20). This equals a required match of $100,000. Your organization can come up with $70,000 of the $100,000, which means $30,000 in match is needed from the GMF pilot program. To calculate this percentage, take the match needed as a percentage of the funding request. What that means is to take $30,000 divided by $500,000 which equals 0.06, which is 6%. You would request 6% match from the GMF pilot program. In this example, your project cost (or total award) is $600,000 which equals the funding request of $500,000 plus the match of $100,000.

Option Two
This example's notice of funding opportunity requires a 20% match. You are planning a project or program that will cost $675,000. This is your total project cost (or total award). The required match is calculated by multiplying $675,000 by the 20% (or .20). This equals a required match of $135,000. The amount you would request from the funding organization is the difference, or $675,000 minus $135,000 which equals $540,000.



Where can I go for more information about match?

The U.S. Dept. of Labor's WorkforceGPS match training module specifically about cost sharing/matching requirements and leveraging resources.

Will matching funds be available up front if my federal grant indicates I must expend any match before I can drawdown any federal funds?

Yes, match funds will be available up front, and applicants need to follow the federal or nongovernmental grant's guidelines with regard to match spending and cost allocation. Expenses should be reported as either being paid with federal/nongovernmental dollars or match dollars.

Does my letter of commitment documenting partial match from another source need to be in a particular format?

No, no particular format is required, though we suggest that the letter be on letterhead, include the amount of the match commitment, and the name of the funding opportunity. If you need a sample of a letter of commitment, please contact the GMF pilot program manager.

Is there a limit to the match fund request in the GMF pilot program?

You can only request 50% or less match from the GMF pilot program.

I have been awarded a grant that requires a match. Am I eligible to apply to the GMF pilot program for the required match?

You may apply to the GMF pilot program even if you have received an award for a grant that requires if allowed by the conditions of the federal or nongovermental funding opportunity. However, if you have already accepted the award, then you are ineligible to apply to the GMF pilot program. Additionally, before applying to the GMF pilot program, you must exhaust all other sources of match.

Program

What is the overall purpose of the GMF pilot program?

The overall purpose of the GMF pilot program is to reduce the number of organizations that are passing on grant opportunities due to a lack of available match funds and to help increase the amount of grant funding coming into Nevada.

Are there specific types of programs the GMF pilot program will fund?

The GMF pilot program will fund any type of program when the organization has applied, been found eligible, and approved for a match award.

Does the GMF pilot program have budget limitations or a certain threshold for a match request based on the request of the overall program?

The GMF pilot program does not have any budget limitations or a threshold for a match request. A prequalified and approved application will be awarded the match amount requested if funding is available.

What is the GMF appropriation being used for?

The GMF appropriation made by Senate Bill 528 in the amount of $1 million will be used to fund approved match requests for those organizations that are found eligible.

Where can I find AB 489 and SB 528?

Assembly Bill 489 (AB 489) created the GMF pilot program and Senate Bill 528 (SB 528) appropriated $1 million to fund the grants awarded by the pilot program through June 30, 2021.

Are certain types of organizations or agencies given funding priority?

There are no organizations or agencies that are given funding priority. The GMF pilot program will fund any type of program when the organization has applied, been found eligible, and approved for a match award. However, the Assembly Bill 489 states priority will be given to grant opportunities that add services to constituents, aligns with the documented priorities of the agency, addresses the needs of underserved or frontier communities, helps build capacity for future grant opportunities, and enables an organization to sustain the grant in its next budget.

Is the GMF pilot program intended only for federal funding or for foundation funding?

Applications for both direct federal and nongovernmental organiation funding, including foundation grants, are accepted. Federal pass-through grants are ineligible.

Why is the GMF pilot program accepting applications on a first-come, first-served ongoing basis?

Applications are accepted on a first-come, first-served ongoing basis and are evaluated on a case by case basis. They are not pooled together and evaluated against each other. This is because federal and nongovernmental grant opportunities are released on an ongoing basis with application due dates occurring throughout the year.

Why aren't you able to provide a multi-year commitment for match?

Based on the grant requirements and the timing of the GMF pilot program application, in some cases, we will issue qualified match awards disbursed over multi-year grants. However, all GMF pilot program match funds must be expended by June 30, 2021.

Do GMF pilot program funds re-set every fiscal year?

The $1 million appropriation from Senate Bill 528 is for the 2020-2021 biennium and future funds will be available if appropriated by the 2021 Legislature.

Can the GMF match funds be used for administrative purposes?

The GMF pilot program provides match funds. Any spending restrictions on funding come from the federal/nongovernmental grant and not the GMF pilot program.

Is a review and edit of the proposal required?

Yes, after the review team members have approved an application, it is mandatory that the Grant Office provide a review and edit to strengthen the grant proposal prior to submission. This review and edit can happen prior to or in tandem with a GMF pilot program application.

Will the GMF pilot program approve two applications for the same federal or nongovernmental funding opportunity?

If we receive applications for the same funding opportunity where collaboration between applicants may make an application from Nevada more competitive, we will engage both applicants to suggest they work together on a single proposal. Two applications to the GMF pilot program for the same funding opportunity will not be competing against each other; each will be evaluated on its own merits with the federal or nongovernmental agency making the ultimate determination on which applicant is awarded.

Can I apply to the GMF pilot program for a state-issued grant opportunity with a match requirement?

No, you cannot apply to the GMF pilot program for a grant opportunity issued by a state agency, whether as a state grant or a federal pass-through grant. The purpose of the GMF pilot program is to bring in new grant dollars into Nevada.

Review

Where can I find the review criteria that's being used to evaluate my application?

The review criteria can be found on the GMF pilot program webpage.

Do applications undergo a technical review?

Yes, the GMF pilot program manager will first conduct a technical review to make sure that the information submitted in the application is complete and consistent. Applications that are incomplete or have inconsistent information will fail the technical review and will not be evaluated by the review team.

What happens if I fail the technical review?

The GMF pilot program manager will reach out to the application's point of contact to resolve any inconsistencies within the application. Every effort will be made to ensure that applications are quickly corrected in order to pass the technical review and be forwarded to the review team for evaluation. However, applications with errors may require more than 10 business days for a match funding decision.

How is my GMF pilot program application evaluated?

Though the review team is not evaluating an applicant’s federal or nongovernmental organization grant proposal, it is evaluating the organization’s suitability for matching funds based on their answers about their organization, the grant opportunity, and the applicant organization’s proposed program. Each GMF pilot program application is being evaluated on its own merit, and not competitively against other applicants. The review team will only be able to see the GMF pilot program application and the supporting documents. The review team will use a scale ranging from excellent to unsatisfactory (excellent, strong, average, basic, weak, and unsatisfactory) to evaluate applications.

How many points does my application need to have to be approved for funding?

A minimum passing score of 60 is generated from the averaged scores of the three assigned review team members.

If two organizations apply for the same grant opportunity, are you going to review and evaluate them side by side and compare them to see which one is approved and which one isn't?

If two organizations apply for the GMF pilot program for the same funding opportunity, they will not be evaluated competitively against each other.

Do reviewers have access to the supporting documentation uploaded with the GMF application?

Review team members will be provided the GMF application and all supporting documents that were submitted.

What constitutes a conflict of interest? What would disqualify an individual from being a reviewer?

Conflicts of interest can be actual, potential, or perceived. They can relate to professional organizations and associations, boards and councils, employment, or any other involvement that could be a conflict of interest for the reviewer. The reviewer would be disqualified from reviewing only the GMF pilot program application the conflict pertained to. The reviewer would not be disqualified from future review opportunities.

Are review team comments and scores provided to the applicants?

Applicants may request a copy their application scores and comments from the GMF pilot program manager.

Does the review team make the final funding decision?

The averaged score of the three review team members will be compared to the required 60 points to determine if an applicant organization is approved for a grant match award. Only the scores of review team determine the final funding decision.

Are review team members meeting in person or are they conducting review committee evaluations via telephone, videoconference, etc.?

Review team members will individually complete their evaluation and scoring documents and then send them to the GMF pilot program manager for averaging.

How many reviewers will be assigned to review each GMF application submitted?

There will be three external review team members assigned to each GMF application.

Is there an appeal process if I don’t agree with the GMF pilot program funding decision?

Yes, there is a secondary review process available if an applicant’s average score did not achieve the minimum passing score of 60 points. To pursue a secondary review, applicants must make the request in writing within three business days after the written notification of the adverse determination is emailed. Only one secondary evaluation review is allowed for each GMF pilot program application received. Applicants are not allowed to modify their application in any way prior to the secondary review.

Timeline

When does an organization apply to the GMF pilot program?

An organization should apply to the GMF pilot program as soon as possible.

What is the timeline for processing a GMF pilot program match request from application to award?

You will have an answer within 10 business days of application submission if your GMF application is approved or not. The award is contingent on the applicant following the program requirements, possible Interim Finance Committee authorization, and the award of the federal or nongovernmental grant for which the match is required.

What is the timeline for the Grant Office to review and edit the federal/nongovernmental grant proposal?

The processing timeline for the review and edit of the federal/nongovernmental grant application is three (3) to five (5) business days. It can be performed at any time during the process, and you can submit your draft with the GMF application if you have it ready. The review and edit must be done prior to being submitted so please plan to submit with enough time before the federal or nongovernmental organization deadline.

Why do I only have until June 30, 2021 to spend my match funds?

State funds are available only on a biennial funding cycle. The current biennium ends June 30, 2021.

Do applicant organizations need to go to the Interim Finance Committee (IFC) to accept grant awards?

The GMF program manager will go to the IFC for authorization of the transfer of money from the GMF on behalf of each applicant, if applicable. Additionally, any state agency must appear before the IFC to accept a federal grant award greater than $150,000 or a nongovernmental organization grant award greater than $20,000 and/or to accept the grant match award, per work program regulations.

How quickly will the GMF pilot program approved matching funds be available once the federal or nongovernmental grant award has been received?

Grant Office will follow the Administrative Services Division's process of disbursing funds to successful applicants. In some cases where the total grant award is greater than the established threshold, authorization from the Interim Finance Committee is required.