Instructions for Filling Out

the

PTFP Application Form



Some Basics


    Use Standard Form SF-424 to submit basic information.

    Details are submitted on special PTFP forms — pages PTFP-2, PTFP-4, and PTFP-5.

    All applications must be signed. Signatures go on page 1b of the SF-424 (Application for Federal Assistance), on the SF-424B (Assurances), and on the CD-511 (Certification Regarding Lobbying).

          Unsigned applications have to be rejected.

   An original and five copies of your application, including all attachments, must be submitted to PTFP.

   Put one copy of the application in a six-panel folder arranged as explained in “Assembling the Application” at the end of the instructions for your type of project.

          PTFP will send you a free six-panel folder on request. Call 202-482-5802, fax 202-482-2156, or email ptfp@ntia.doc.gov. PTFP must have your request at least two weeks before the Closing Date.

          If you want to supply your own six-panel folder, please use an ACCO #ACC-15036, Oxford ESS-920025RCP2, or equivalent.

    Put the other five copies in plain manila file folders. Label them with your organization’s name and fasten them with binder clips.

          Mark one of these copies “Original.”

          Signatures in the copy marked “Original” must be originals, preferably in a color ink other than black, and dated.

    Your application must be received at the PTFP office by 5:00 PM, Eastern Time, on the Closing Date.

          Note that anything sent via the United States Postal Service (including "overnight" and “Express Mail”) is subject to delivery delays due to mail security procedures at the Department of Commerce. We urge you to consider submitting your application by other means, such as alternate commercial delivery carriers. You should also consider possible delays in delivery caused by the weather and allow for such delays in sending your application.

 

Application for Federal Assistance
Standard Form 424

The completed SF-424 actually will be the first three pages of your application.

 

    ☛     PTFP strongly recommends that you use the on-line fillable version of the SF-424, which you will find at www.ntia.doc.gov/ptfp/application/appform.htm. It has the instructions, some items are pre-filled, and selection boxes help you complete others. If you enter all equipment you are requesting with the costs, the online system will automatically calculate totals and put the dollar amounts in the correct places in the forms.

    ☛     You may want to print out these instructions to use as a checklist as you go.

____    1.   Type of Submission: Check “Application.”

____    2.   Type of Application: Check “New” if you are preparing the first submission of this project in this grant cycle. Check “Revision” if PTFP has requested changes in your application.

____    3.   Date Received: Leave blank for PTFP use.

____    4.   Applicant Identifier: Complete the box if your organization has assigned a number or other identifier to the project.

____    5a. Federal Entity Identifier: Leave blank for PTFP use.

____    5b. Federal Award Identifier: Leave blank for PTFP use.

____    6.   Date Received by State: Use if your state participates in the Single Point of Contact process (see No. 19, below).

____    7.   State Application Identifier: Insert number assigned under the Single Point of Contact process if applicable.

____    8.   Applicant Information:

                  a.  Legal Name: Enter the legal name of the organization responsible for any award.

                  b. Enter Employer’s Identification Number (EIN) assigned by the Internal Revenue Service. (It will be redacted prior to any disclosure to the public.)

                  c.  Enter the DUNS number assigned to your organization by Dun and Bradstreet, Inc. You may obtain a DUNS number at no cost by calling the toll-free DUNS request telephone, 1-866-705-5711, or via the Internet at fedgov.dnb.com/webform. A DUNS number is required on all applications.

                  d. Address: Please enter a street address because a P.O. Box number cannot be used for over-night delivery, which PTFP uses to send out grant awards and other documents.

                  e.  Organizational Unit: If your organization uses Department and/or Division designations, enter them as appropriate.

                  f.  Name and contact information of person to be contacted on matters involving this application: Enter name, title, telephone number, fax number and e-mail address of the person PTFP should contact on all non-engineering matters related to this application and who will be responsible for your project if it is funded.

____    9.   Type of Applicant: In the first space, enter the letter from the list below that best describes the applicant organization. If you wish, you may further describe your organization by entering an additional letter in each of the other spaces.

A. State Government

N. Nonprofit without 501(C)(3) IRS status

B. County Government

O. Private Institution of Higher Education

C. City or Township Government

P. Individual

D. Special District Government

Q. For-Profit Organization (other than Small Business)

F. U.S. Territory or Possession

R. Small Business

G. Independent School District

S. Hispanic-Serving Institution

H. Public/State controlled Institution of Higher Education

T. Historically Black Colleges and Universities (HBCUs)

I. Indian/Native American Tribal Government (Federally recognized)

U. Tribally Controlled Colleges and Universities (TCCUs)

J. Indian/Native American Tribal Government (other than Federally recognized)

V. Alaska Native and Native Hawaiian Serving Institutions

K. Indian/Native American Tribally Designated Organization

W. Non-domestic (non-US) Entity

L. Public/Indian Housing Authority

X. Other (specify)

M. Nonprofit with 501(C)(3) IRS status

 

____    10.   Name of Federal Agency: Enter “NTIA”.

____    11.   Catalog of Federal Domestic Assistance Number: Enter “11.550”. Under CFDA title, enter “PTFP”.

____    12.   Funding Opportunity Number/Title: Enter “Public Telecommunications Facilities Program”.

____    13.   Competition Identification Number/Title: Leave blank.

____    14.   Areas Affected by Project (Cities, Counties, States, etc.): List the largest political units affected by the project.

____    15.   Descriptive Title of Applicant’s Project: Enter “Construction Project” . (PTFP uses the term “construction” to mean the purchase of telecommunications equipment for a telecommunications project) or “Planning Project,” as appropriate.

____    16.   Congressional Districts of:

                    ____    a. Applicant. Enter the number of the Congressional District that includes the applicant’s headquarters; this can be only one number.

                    ____    b. Program/Project. Enter the numbers of all Congressional Districts in all states that would be reached by the proposed project. If a state has only one Congressional District, enter “1”.

____    17.   Proposed Project and End Dates: For the start date, enter “10/01/11”. For the end date, use six-month increments to estimate the completion date of your project (e.g., 9/30/12, 3/31/13, or 9/30/13).

____    18.   Estimated Funding ($): Boxes “a,” “b,” and “g” summarize your request for funding from Standard Form 424A, the Budget Form, which is discussed below.

                   ____    Box “a,” Federal. PTFP (Federal) share. For construction project applications, box “a”cannot exceed 75% of the total in box “g” (not even by 1¢).

This item is automatically completed for applicants requesting a Construction grant and using PTFP’s online fillable form:
1. First, complete the PTFP-2 Form
2. Second, enter all equipment costs using the Equipment Tab
3.Third, click on the Budget tab and enter the Federal amount on Line B1.

PLANNING APPLICANTS: Review the planning guidance, below, regarding the Standard Form 424A, the Budget Form.

                    ____    Box “b,” Applicant. Applicant’s share

                                Note: Leave boxes “c,” “d,” “e,” and “f” blank.

                    ____    Box “g,” total may include only eligible costs.

____   19.    Is Application Subject to Review by State Executive Order 12372 Process?

                    ____     If your state participates in the State Single Point of Contact (SPOC) review process under Executive Order 12372, check box “a” and enter the date you send a copy of the application to the state office. (A list of SPOC offices is available through the Office of Management and Budget home page at http://www.whitehouse.gov/ombgrants_spoc.)

                    ____     If your state does not participate, check “b” or “c” as appropriate.

____   20.    Is the Applicant Delinquent on Any Federal Debt? (If “Yes”, provide explanation.) This question applies to the entire applicant organization, not to the authorized representative or to an individual department. Categories of debt include, but are not limited to, delinquent audit related debts, loans, and Federal taxes. Check the appropriate box. Attach an explanation if required.

____   21.    The authorized representative of your organization must be able to check the “I AGREE” box.

Authorized Representative: Fill in the boxes as indicated. The application must be signed by an authorized representative of the applicant organization. A copy of its governing body’s authorization for the individual to sign this application must be on file in the applicant’s office and available for inspection.

PTFP REQUIRES ORIGINAL SIGNATURES ON ALL APPLICATIONS, preferably in a color ink other than black.

 

Standard Form 424A — Budget Information — Non-Construction Programs
This form is required from all applicants. It is discussed after the PTFP-2.

Standard Form 424B — Assurances — Non-Construction Programs
This form is required from all applicants. It is discussed below
in the section on Exhibits.

 

 

 

Project Information Form

Page PTFP-2

The completed PTFP-2 will be page 2 of your application.

 

    ☛       As with the SF-424, PTFP recommends that you use the on-line fillable version of the PTFP-2 Form, which is at www.ntia.doc.gov/ptfp/application/appform.htm. Follow these instructions: to complete the PTFP-2 Form.

 

____    22. Applicant Name. Enter legal name from page 1, item 5, SF-424.

____    23. Reactivation. If this is a reactivation of an application deferred from last year’s PTFP grant cycle; enter “Y” in item 23a and last year’s application number in 23b.

(Note: The PTFP Final Rules permit only two reactivations of a deferred application, for a total of three years consideration; see §2301.9.

____    24. Enter the call letters and frequency (or channel number, as appropriate) of the public radio or television station that is the subject of this application. Use the main station call letters if the application is for a translator or multiple facilities. If the facility has no call letters, please enter “N/A.” The call letters will be included in all correspondence regarding the application.

____    25. Prior PTFP grants. If the applicant has received a prior PTFP grant, check “Yes” and enter a recent grant number for identification. If not, check “No”.

____    26. Enter letters to classify the project. Enter “C” (Construction) or “P” (Planning); “R” (Radio), “T” (Television), or “RT” (Radio/Television), as appropriate; and “B” (Broadcast), “N” (Nonbroadcast) or “BN” (Broadcast/Nonbroadcast), as appropriate. Applications may combine elements of radio and television but rarely combine broadcast and nonbroadcast.

____    27. Priority/Category. Enter the Priority or Category listed in §2301.4 of the PTFP Rules or the Federal Funding Opportunity Notice under which you request the application be reviewed.

Note that PTFP reserves the right to change the priority/category during its review of the application.

____    28. For New Broadcast stations, repeaters and translator applications. Number of people served by the project. Please explain and document the following in Exhibit D:

FIRST signal: Enter the number of people who currently receive no public radio or TV signal from any station and who will receive their first public radio or TV signal as a result of this project.

ADDED signal: Enter the number of people who will receive their second (or third, etc.) public radio or TV signal as a result of this project.

____    29. Engineering contact information. Enter the information for the person PTFP should contact on engineering matters related to this application.

____    30. Summary of Application. State the objective of your application in one brief sentence; e.g., “Anytown University seeks funding assistance to replace the transmitter, antenna, and transmission line of public radio station WANY.”

                 Supporting arguments and justifications for your project go in the Narrative and Exhibits, not here.

____    31. FCC Authorizations. If a new FCC authorization is required to complete your project, provide the following information for each approval required:

                  ____    FCC Community of license.

                  ____    Channel # (e.g., “89.9” for FM, “9” for TV, etc.)

                  ____    FCC File number (e.g. “BPED040898AB”).

                  ____    Common name used when referencing the transmission site in other parts of the application (e.g., “Northwest National Forest”, “Old McDonald Farm”, “Central Broadcasting”).

                  ____    Indicate by placing a “Y” or “N” in the appropriate space whether your organization owns or leases the transmission site. If site rights are pending, place a “P” in the appropriate space.

____    32. Other Sources of Funding. Indicate whether funding to support this project has been or will be sought from any other Federal program or the Corporation for Public Broadcasting (CPB).

Please note that PTFP will not accept applications that contain equipment for which funds have or will be requested from CPB or another Federally funded program. Acceptable support could include funding to support programing or staff needed to operate the equipment as well as funding for other equipment integral for the operation of the PTFP requested equipment.

                   ____    Please provide information about funding from other Federal programs or CPB in the program narrative.

____    33. CPB Qualification. Check “Y” or “N” to indicate whether your organization currently receives, or anticipates receiving, financial assistance from the Corporation for Public Broadcasting (CPB).

Please note: In order to receive a PTFP grant, your organization does NOT have to receive financial assistance from CPB.

____    34. Similar Public Telecommunications Facilities within Project Service Area. List all acceptable signals of other public telecommunications facilities of the same type as the subject of this application.

(You are not required to provide exact contours of other stations, only to list those stations that can be viewed or heard within the service area of the proposed project.)

                  ____    TV If this application is for a television project, list all public TV stations providing a Grade B signal within the project’s service area.

                  ____    Radio If this application is for a radio project, list all other public radio stations that provide a 1 mv/m signal within the project’s service area.

____    35. Station Operations. Indicate the number of full-time paid employees, part-time paid employees, and volunteers currently on the staff of the organizational unit for which the project is intended.

                   ____    Show also the total hours worked by an average staff member in each category in an average week. Then show comparable numbers projected for when the new facilities are in operation.

                   ____    Indicate the current operating budget, if any, and projected budget for the first year of operation following construction of the proposed facilities.

 

 

Application for Federal Assistance
Standard Form 424A
Budget Information — Non-Construction Programs

The first page of the 424A will be page 3 of your completed application. It is

the standard budget form now used by all Federal grant programs.

 

    Budget Information Instructions for PTFP Construction Applications

    ☛       If you use the on-line fillable version of the Application Form, the system automatically fills out the SF-424A for Construction Applicants.

          Submit only page 1 of the SF-424A. Complete only Section B, columns 1 and 5 under item 6, “Object Class Categories.”

          Put the total for all equipment, including contractor installation costs, in columns 1 and 5 on line 6d, Equipment. This amount should equal the total of all PTFP-4 (equipment list) pages submitted.

          Place all other eligible costs in columns 1 and 5 on line 6h, Other.

          Attach a page to the SF 424A detailing the other eligible costs, and that provides sufficient explanation in order to establish the need for the funds, the basis for figures used and how they were calculated, per the following example:

 

Engineer

Conduct site evaluations, perform engineering studies, meet with station Board and prepare FCC applications

125 hours

$100 per hour

$12,500

 

          Show totals in columns 1 and 5 on line 6k, totals.

 

    Budget Information Instructions for PTFP Planning Applications

          The SF424A Budget Form for Planning Applications in NOT automated. A web version can be found here. Complete the Form as follows:

             ____ Submit only page 1 of the SF-424A. Complete only Section B, columns 1 and 5 under item 6, “Object Class Categories.”

             ____ Complete Lines 6a-6k, as appropriate for your project.

All costs included in the proposed project should be broken down into the categories listed. Enter the totals for each category in columns 1 and 5 on the appropriate line on the form. Attach a Budget Detail and Budget Narrative to the SF-424A.

                6a Personnel. List each employee, full-time equivalency, and payment.

                6b Fringe Benefits. List fringe benefits and method of calculating benefits.

                6c Travel. Break down travel into local and overnight, with projected areas of travel and costs.

                6d Equipment. Equipment may include office equipment to support the planning function, but cannot include equipment to establish a telecommunications facility.

                 6e Supplies. List supplies projected to support the planning activity.

                6f Contractual. List contractors, such as consultants, amount to be paid, and basis for rate charged.

                 6g Construction. Leave blank; construction costs are not funded.

                6h Other. List any additional eligible expenses required to support the planning activity.

                6i  Subtotal of columns 1 and 5.

                6j  Indirect Costs. Enter Indirect Costs charged to the project. Document the indirect rate in the Budget Narrative.

                6k Total of columns 1 and 5, including indirect charges requested. Whole dollars only.

          Print the SF424A Form and insert it as Page 3 your application.

          Transfer the Total (line 6K) to line 18(g) of the SF424 Form. Place your request (Federal Share) in line 18(a) and your local matching share (Applicant Share) in line 18(b).

          Budget Detail. You must also attach a budget detail that provides a line item breakdown of project costs within each budget category. See the following example, where each category is detailed by “Line Item”, “Federal Support,” “Matching Support,” and “Total.”

 

Category

Line Item

Federal

Support

Matching

Support

Total

Contractual

Engineer to prepare FCC application

$10,000

$2,500

$12,500

Attorney to prepare FCC application 

$2,000

$2,000

$4,000

Contractual Subtotal

 

$12,000

$4,500

$16,500

 

          Budget Narrative. You must attach a budget narrative that provides sufficient explanation of each budget category in order to establish the need for the funds in each category, and the basis for figures used and how they were calculated, per the following example:

 

Engineer

Conduct site evaluations, perform engineering studies, meet with station Board and prepare FCC applications

125 hours

$100 per hour

$12,500

 

    Start date to obligate Federal funds. No funds from the Federal share of the total project cost may be obligated until the Grant Award Period start date. PTFP Award Periods usually begin October 1. PTFP considers money to be obligated when the Applicant enters into any sort of binding commitment to spend the money. This means the formal acceptance of a bid offering or the issuance of a purchase order.

After the Closing Date, the applicant may, at its own risk, obligate non-Federal matching funds for the acquisition of proposed equipment. If you obligate the local match before a grant is formally awarded, you face two primary risks:

            1.   You may not be offered a grant award, or

            2.   Negotiations may reduce the amount of the total project cost, and if you have obligated funds in excess of the negotiated local match, the Federal share will be correspondingly reduced, or an eventual award may be reduced or terminated.

 

 

Eligible Equipment Form
Page PTFP-4

The PTFP-4 form will be page 4 of your completed Construction Project application.

 

☛ Planning Applications do not include the Equipment Form.

 

    Complete the left side of this Form. When you use the on-line fillable version of the Application Form, the system transfers the total to the SF-424A (Budget Information).

 

    Make photocopies of the form and use as many pages as necessary to list all of the equipment categories requested. Retain a blank original in case PTFP requests revisions.

    Please number multiple pages PTFP-4-1, PTFP-4-2, PTFP-4-3, etc.

    Before you complete the Equipment Request portion (left side) of this form, you should review PTFP’s list of eligible and ineligible equipment and project costs here.

    Multiple sites. If the requested equipment will be placed at several sites, enter the equipment for each location on a separate page. Identify the location for each page on the top line.

    Enter only one equipment category on a page. Arrange the equipment requested into the categories described below.

    Check one of the four boxes in the top block to indicate the category of equipment requested on each page.

      A.   Dissemination Equipment. Includes antennas, towers, transmitters, STLs, translators, cable/ITFS distribution systems, and equipment required for transmission of a broadcast signal or delivery of non-broadcast programing to the audience.

      B.  Origination Equipment. Includes master control equipment for production of television or radio programs, including such items as cameras, microphones, turntables, recorders, switching equipment, consoles, mixers, editing systems, signal processors, production lighting equipment, and other items necessary for production of broadcast-quality programing.

      C.  Interconnection Equipment. Includes microwave, fiber, and satellite equipment.

      D.  Test Equipment Includes test items necessary for good engineering practice or

Other eligible equipment. Specify any other eligible equipment not included under the other categories, such as specialized receivers used by handicapped groups (i.e., sub-carrier [SCA] receivers, caption decoders, and similar equipment).

    Identify all major items required for the project. Proposed acquisition of multiple items grouped together for one price must be categorized sufficiently to provide assurance that no ineligible items are included.

    In the column headed Item, place a general description of the equipment item in question; examples would be “studio cameras”, “video production switcher”, or “audio console”.

    In the column headed Description, place the manufacturer and model number of the item. (This information indicates only the level of quality of the item. After competitive bidding, different manufacturers and models are commonly purchased.)

    The column headed Cost should include the total cost for that item..

          Do not enter eligible Non-equipment Costs on this page. They should be included on the Budget Form, SF-424A, line 6h Other with an attached explanation.

 

General Information

    Ownership of equipment.

Generally, equipment listed as part of the proposed project cannot be owned by the applicant, nor can any funds be obligated towards its purchase, before the PTFP closing date for the year the application is (or was) first submitted to PTFP. Inclusion of equipment purchased prior to the closing date will be considered on a case-by-case basis only when clear and compelling justification is provided to NTIA. Obligating funds — either in whole or in part — for equipment before the Closing Date is considered ownership or acquisition of equipment. In like manner, accepting title to donated equipment prior to the Closing Date is considered ownership or acquisition of equipment.

    Installation Costs.

      NTIA support for installation costs depends on what is to be installed and by whom:

          Transmission Equipment. NTIA strongly favors the use of either manufacturer or professional contractor personnel for the installation of transmission equipment and commonly funds these costs.

          Master Control, On-Air and Production Control, and Production Equipment. NTIA will support appropriate costs if you use an integrator to design and install your system and to be responsible for documentation and proper communication between items of equipment, such as servers, routing switchers, automation, and audio and/or video storage devices. NTIA will also support appropriate costs if professional contractors to supplement staff installers are used for the installation of such equipment.

          Staff installation. NTIA will rarely support staff installation costs. NTIA will take into account a demonstration of exceptional need for support of such installation, in which case cost estimates should be based on existing wage scales.

          List installation costs separately on the lines “Contractor installation” and “Staff installation.”

          Include installation costs on the PTFP-4 form and in line 6d of the SF-424A form.

    Donated Equipment.

Items of donated equipment that are part of the proposed project should be listed within the proper categories along with items to be acquired with grant funds. Place the fair market value of donated items in the “request” section. As noted above, you may take title to donated equipment prior to the closing date only upon presentation and acceptance by NTIA of clear and compelling justification.

If donated equipment is to be used for the local match, your application should include a certified appraisal from a qualified, independent engineer as to the age, fair market value, and remaining useful life of the donated items. In addition, you must include a letter from the donor confirming the donation. Attach the appraisal document and the donation letter to Exhibit B.

 

 

EXHIBITS

 

Please see the instructions for your type of project for directions on completing Exhibits A through Z plus Exhibit AA. Click on the appropriate link below to find instructional guidelines for your type of project.

 

                        Broadcast Activation and Extension

                        Nonbroadcast Facility Activation and Extension

                        Broadcast Equipment Replacement, Improvement or Augmentation

                        Broadcast Planning

                        Nonbroadcast Planning

 




Last Updated: 01/31/2011