Guidelines for Preparing an Application for
Nonbroadcast Facility Activation and Extension Projects
This section takes you step-by-step through the process of preparing a PTFP application for the activation or extension of a nonbroadcast facility. It includes instructions for the Application Form, plus guidelines for completing and submitting your entire application.
We suggest you print out a copy of these Guidelines as you begin preparing your application. The material is in checklist form and if you keep it next to you as you work, it will help you to avoid overlooking anything that is required. Later, you can use it as a final check to be sure your application is truly complete. (Do not send this checklist to PTFP.)
We recommend that you use the online fillable version of the Application Form, which you will find at www.ntia.doc.gov/ptfp/application/appform.htm. It provides the instructions, with some items pre-filled and selection boxes to help you complete others. You can enter all equipment you are requesting with the costs, and the online system will automatically calculate totals and carry the dollar amounts to the appropriate sections of the forms. Once completed, you can finalize the form and print it out for signing, duplication, and submission.
Whether you are a PTFP first-timer or an experienced veteran, you need to read this material carefullyin order to avoid mistakes in completing the forms and to avoid omitting information that may be crucial for a complete and accurate evaluation of your application.
____ You must use Federal government Standard Forms to submit basic information. Details of your request are submitted on special PTFP pages and in written narratives. What follows explains what information goes where and takes you through completing an application.
____ Be sure the special PTFP pages are the ones that expire 12/31/2009 (the date is printed on the bottom of each page). Applications submitted on forms with an earlier date must be returned unprocessed.
____ An original and five copies of all material must be submitted to PTFP.
____ Submit one copy of the application in the six-panel folder supplied by NTIA/PTFP (or an equivalent folder). 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. To allow time for your folder to be delivered, we need to 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.)
____ Submit the remaining five copies in plain manila file folders labeled with your organization’s name and secured with binder clips. Label one of these copies “Original.”
____ All applications must be signed. Signatures are required on page 1b of the SF-424, Application for Federal Assistance; on the SF-424B, Assurances; and on the CD-511, Certification Regarding Lobbying.
____ Signatures in the copy labeled “Original” must be original, preferably in a color ink other than black, and dated.
____ Arrange the material in all copies as described in the “Assembling the Application” instructions near the end of these guidelines.
____ Send your application so that it will be received at the PTFP office by 5:00 PM, Eastern Time, on the Closing Date.
☞ Be aware 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.
____ Scope of Project. Each distinct project should be a separate application.
____ Submit separate requests if you propose facilities that are not related, integrated, or connected in any way.
____ If the facilities you are requesting are integrated into an infrastructure or a network, then one application should be submitted.
____ Site Names and FCC Applications. A site is often known by more than one name; all references in an application to a given site should be clear and consistent. Reviewers must be able to identify each site in multi-site applications and relate any FCC applications to the project as described in the Narrative or to sites shown on a map. Be sure that the reviewers can easily verify that all necessary FCC applications or permits are contained in the application. We suggest that you use the same name for all references to a given site, that you add a label or note to each document, or that you cross reference the sites in the Narrative or in an Exhibit, e.g., “Old Town microwave site (McDonald Farm site)”.
____ Previous Planning Grant: If your construction application was preceded by a PTFP-supported Planning Grant for the proposed facility, you must include an executive summary of the Final Report in one of the Optional Exhibits of your application.
____ Deferred Applications: If you are reactivating an application that did not receive a grant award in the last grant cycle, you must submit a complete application. You should examine very critically what was submitted before to see if it can be strengthened.
Application for Federal Assistance
Standard Form 424
The completed SF-424 will be pages 1, 1a, 1b (plus 1c, the explanation
page, if needed) of your application.
☞ We recommend 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 provides the instructions, with some items pre-filled and selection boxes to help you complete others. If you elect to print out the Application Form and manually type in the information, follow these instructions:
____ 1. Type of Submission: Check “Application.”
____ 2. Type of Application: Check “New” if 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 name of 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 www.dunandbradstreet.com. 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 |
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 |
|
____ 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.)
____ 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”. If a project would reach all Congressional Districts in a state, enter “all”.
____ 17. Proposed Project Start and End Dates: For the start date, enter “10/01/08”. For the end date, use six-month increments to estimate the completion date of your project (e.g., 9/30/09, 3/31/10, or 9/30/10).
____ 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¢).
____ 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 Under Executive Order 12372 Process?
____ If your state participates in the review process under Executive Order 12372, check box “a” and enter the date you send a copy of the application to the state office. (This refers to the State Single Point of Contact process, which is discussed at the end of these Guidelines.)
____ 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 an ink color 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
Nonbroadcast Activation and Extension Projects
PTFP-2 Form
The completed PTFP-2 will be page 2 of your application.
☞ As with the SF-424, we recommend that you use the on-line fillable version of the PTFP-2 Form, which is at www.ntia.doc.gov/ptfp/application/appform.htm. It provides the instructions, with some items pre-filled and selection boxes to help you complete others. If you elect to print out the Application Form and manually type in the information, follow these instructions:
____ 22. Applicant Name. Enter legal name from page 1, item 8, 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 Enter “N/A.”
____ 25. Prior PTFP grants. If your organization received a prior PTFP grant, check “Yes” and enter the grant number for identification. If not, check “No”.
___ 26. Enter letters to classify the project. Enter “C”; “R”, “T”, or “RT”, as appropriate; and “N”.
See “Scope of Project,” above, for suggestions for structuring multi-project applications.
____ 27. Priority/Category. Enter “SA”, which stands for Special Applications, the category for all nonbroadcast projects.
Note that PTFP reserves the right to change the priority/category during its review of the application.
____ 28. Number of people served by the project. Please explain and document the following in an Exhibit:
FIRST service: Enter the number of people who will receive a first public nonbroadcast service as a result of this project.
ADDED service: Enter the number of people who will receive a second (or third, etc.) public nonbroadcast service 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 extend its nonbroadcast instructional service to five additional sites.”
☞ 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.,”A1-A4” for EBS (ITFS), “Ku-band” for satellite, 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.
This support could include funding to support programing or staff needed to operate the equipment as well as funding for the same equipment requested from PTFP, or funding for other equipment integral for the operation of the PTFP requested equipment.
____ Please provide information about funding from other Federal programs.
____ 33. CPB Qualification. Indicate if 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 is the subject of this application.
____ EBS (ITFS) If this application is for an EBS (ITFS) project, list all other EBS (ITFS) facilities that serve the project’s service area.
____ 35. 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.
☞ If you use the on-line fillable version of the Application Form, the system automatically fills out the SF-424A. If you elect to print out the Application Form and manually type in the information, follow these instructions:
____ You should submit only page 1 of the SF-424A. Complete only Section B, columns 1 and 5 under item 6, “Object Class Categories.”
____ Place 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 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.
____ Obligation of funds.
PTFP considers money to be obligated when an 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.
Applicants are not permitted to obligate any monies from the eventual Federal share of a grant’s Total Project Cost before the project Award Period begins. PTFP Award Periods begin October 1.
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
PTFP-4 Form
☞ The PTFP-4 form will be page 4 of your completed application.
Complete the left side of this Form.
____ 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 delivery of non-broadcast programing to the audience.
B. Origination Equipment. Includes 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.
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.
____ 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.
____ 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, the 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.
Program Narrative for
Nonbroadcast Activation and Extension Projects
Six Evaluation Criteria
☞ You must prepare a Narrative to address the six evaluation criteria contained in Section 2301.17 of the PTFP Rules and that are discussed in this section. The criteria are:
1. Applicant Qualifications
2. Project Objectives
3. Urgency
4. Technical Qualifications
5. Financial Qualifications
6. Involvement of Women and Minorities
____ Your Narrative should begin with an introduction that serves as an Executive Summary of your project. It should be a brief, straightforward statement of what you propose to accomplish. No supporting arguments and justifications should be included here; they go in the sections that follow.
____ You should then address the six evaluation criteria in separate sections of the Narrative. We recommend that you address them in the order that follows and that you label each section with the name of the criterion being discussed to help the reviewers who evaluate your application.
____ Several of the evaluation criteria should also be addressed in Exhibits, as explained below.
____ The Narrative is limited to a total of five pages for the Executive Summary and the first five criteria, but you may make as much use as you wish of Optional Exhibits to provide a detailed explanation of any subject. You should give cross-references to the Optional Exhibits in which you provide additional information.
☞ There is no page limit on your response to the sixth criterion, “Involvement of Women and Minorities.”
Applicant Qualifications
____ Indicate at the beginning of the Narrative if your organization is a government entity, an Indian Tribe, or a non-profit organization that has received a prior grant from PTFP.
____ If your organization is a government entity, an Indian Tribe, or a non-profit organization that has received a prior PTFP grant, no further documentation of eligibility is required at this time.
____ If yours is a non-profit organization that has never received a PTFP grant, you must supply certified copies of your (1) articles of incorporation, (2) by-laws, and (3) IRS 501(c)(3) letter in Exhibit G.
___ Your Narrative should include . . .
___ your organization’s staffing levels and capabilities available to construct the proposed facility and operate and maintain it in the future;
___ content resources committed to the project; and
___ your organization’s prior experience in providing distance learning service.
___ You should also . . .
___ discuss any affiliations you have with media or educational organizations;
___ include documentation of community organizations committed to your project in Exhibit E,
___ describe any consultants you have identified to assist in the project; and
___ discuss the background of the members of your Board of Directors, including their media or business experience if yours is a newly organized non-profit entity.
___ Is your organization experienced in distance learning? If not, what source of the appropriate expertise will it have available to assist it in the operation of the new facility?
___ How will your organization oversee the operation of a new facility? Will it have an advisory board or committee? If so, how will its members be chosen? Will there be any participation by the general public?
___ In sum, your Program Narrative should demonstrate that your organization has the experience and resources necessary to complete construction of the proposed facility and to maintain and operate it in the future.
Project Objectives
____ Your discussion of this criterion should begin with a description of your project.
____ What is its purpose? Who will benefit from its operation?
____ PTFP cannot consider Nonbroadcast Applications that propose projects to replace, improve, or upgrade equipment.
____ You should make a compelling case as to how the proposal will meet unserved needs of the community concerned, including a discussion of . . .
▫ any needs assessment you conducted or that has been provided to your organization, and
▫ other means of communication your organization considered before deciding on the facility proposed in your application.
____ You should discuss how the project has been planned or coordinated with any telecommunications services in the service area or with local, regional, or state telecommunications agencies. If no coordination has taken place, you should explain why.
____ You must indicate the cost for any continuing interconnection service charges (e.g., telephone line usage charges or satellite transponder charges) that might be associated with your proposed system that are not eligible for PTFP support. You must also discuss how you will raise the funds to pay for those charges.
____ We cannot emphasize strongly enough the importance of your providing documentation of thorough planning. Few distance learning applications have remained competitive without evidence of a comprehensive needs assessment having been performed for the proposed system.
____ We urge you to create as many Optional Exhibits as necessary to provide the fullest possible coverage — complete with whatever supporting documentation might be called for — of the subjects discussed in the remainder of this section. The following are representative of the kinds of points that you should cover in your application:
▫ Your application may be strengthened if your proposed system reaches out beyond your academic institution and brings instructional programming to other community institutions as well (e.g., business firms, medical facilities, or local governments).
▫ You should clarify the capabilities of your proposed system (e.g., two-way video; one-way video with no interactivity or with interactivity by telephone line; audio-only supplemented by print materials or by special teacher visits; etc).
▫ You are encouraged to consider the use of digital technologies in proposing unique or innovative distance learning projects for funding in this year’s grant round. Examples of innovative digital applications include projects . . .
▪ which use broadband technologies for distance learning,
▪ which distribute educational or informational programming via Direct Broadcast Satellite technologies,
▪ which provide multi-media content using the digital television transmission infrastructure of a television broadcast station and delivered through a method that is not a typical broadcast channel, or
▪ which incorporate video, voice, graphics, and data capabilities for online distance learning services.
____ You must justify a request of more than a 50% Federal share of the total project cost.
____ You should make clear what audiences are to be reached. What is the degree of interactivity, if any, with each audience? What documentation is there to demonstrate that the target audience(s) will participate? Provide numbers, if available. Be as specific as possible as to how the instructional programming to be transmitted to the various audiences will contribute to the learning/curriculum needs of those audiences.
____ Discuss the number of hours a day your proposed system will operate. How many channels will you use? What uses could you make of the unused time/channels, preferably by non-commercial services?
____ Does your proposed system offer the prospect of future growth or expansion?
____ What other educational/instructional services—especially with like facilities—are already operating in, or planned for, your area? Why cannot your proposed system use existing services/facilities?
____ Indicate what coordination you have accomplished with other distance learning systems nearby your proposed system. We have in mind especially state or regional systems. You should indicate what steps you have taken to ensure that your system will be fully interoperable with these neighboring systems.
____ Indicate how you intend to accomplish staffing for the construction and continued operation of the facility. Discuss in detail your project’s staffing requirements. How many individuals, if any, will be added to your present staff to operate the proposed system?
____ Explain how you intend to train users of the proposed system to cope with the distinctive demands of distance learning. (Please note, however, that training costs are not eligible for PTFP assistance.) We are not referring here to maintaining the equipment, although that is certainly important. Rather, we have in mind helping instructors prepare for and present their classes via educational technology. Competence in this area cannot be taken for granted. We want to know what steps you will take to ensure that this specialized competence is developed.
____ You should provide a compelling case that justifies funding the proposed project during the current grant cycle. The distance learning projects PTFP funds generally include both an urgent need for service and a unique opportunity to provide substantial potential benefits to the target audience. Your Narrative, therefore, should address both the urgency of the needs of the intended audience as well as any circumstances that might make it especially desirable that we fund the project during the current grant cycle.
____ You might explain what the prospective distance learning audiences would lose if your proposed services were not to be made available to them. For example, the audiences might be deprived of convenient opportunities to be properly prepared for college entrance examinations, or for academic success once in college, or for advancement in their professions or careers.
____ Documentation of the urgency of nonbroadcast activations or extensions can take many forms and may include . . .
▫ the number of people to receive the distance learning service;
▫ the results of needs assessment of the intended audience;
▫ documentation that the intended target audience is eager for service and is supportive of the application (this is sometimes documented in Exhibit E by letters, copies of petitions, resolutions from governmental bodies, etc.);
▫ documentation that relevant groups/educational institutions intend to actively participate in the project (place such documentation in Exhibit E also);
▫ fulfillment of a legislative initiative; or
▫ the presence of unique circumstances such as the availability of a local partner or of matching funds that may be withdrawn after the current grant cycle.
____ The equipment you wish to purchase with a grant must be listed on the equipment page(s) PTFP-4 of the Application Form.
____ In Exhibit A, page PTFP-5 of the Application Form, you must provide an inventory of the equipment you presently own that is similar to that requested. The exhibit should give an inventory only of equipment that corresponds to the equipment requested or is closely associated with it. If you have no equipment to list, you should include the form and check the “NA” box.
____ This part of the Narrative should give an overview of the technical aspects of your project with a full discussion of the details in Exhibit B, “Equipment Justification.”
____ In exceptional circumstances you may be permitted to include as eligible costs equipment that was purchased prior to the PTFP closing date. (See §2301.6(b)(2)). We will consider inclusion of equipment purchased prior to the closing date on a case-by-case basis.
____ You must show when the equipment was acquired and what compelled you to purchase the equipment prior to the PTFP Closing Date.
____ Describe the engineering resources that will be available for (a) the construction of the proposed facility and (b) the long-term maintenance of the equipment for its operation and continued useful life.
Evaluation Criterion 5
Financial Qualifications
____ One of your greatest challenges will be obtaining the necessary local funds. You should describe your organization’s history and demonstrated ability to raise operating and capital funds.
____ PTFP cannot fund many costs involved in setting up a facility, such as building construction and/or renovation and land improvements.
____ You will need funds to pay for staff and operating costs the construction phase of your project.
____ You should discuss the funds you currently have available as well as identify funds committed or pledged by others to the construction or operation of the proposed facility.
____ Since the Federal government retains a 10-year interest in all equipment funded by PTFP, we are interested in the long term financial viability of your project.
____ You should, therefore, present a business plan as to how you will raise funds necessary to complete the construction of your proposed facility and pay for its continued operation.
____ You should explain how you expect to raise the funds to pay all of the costs mentioned.
____ You should provide documentation in Exhibit E of local support that has been committed, with dollar-commitment estimates, even if the commitment is conditioned on completion of the project.
____ If you expect to get financial support from state or local governments, you should put documentation in Exhibit E showing that the support actually will be provided if the facility is constructed.
____ Also put in Exhibit E or an Optional Exhibit any other documentation you have to show that your financial expectations are realistic.
____ Response to this Evaluation Criterion should be included as part of the Program Narrative, but it is not subject to the five-page limitation.
____ In accordance with 392(f) of the Act, the Agency will give special consideration to applications that foster ownership of, operation of, and participation in public telecommunications entities by minorities and women. NTIA has not established any minimum minority or women participation requirements for special consideration in PTFP evaluations in order to carry out the objectives of the statute. Rather, NTIA believes that the Congressional intent can be achieved in a fair and flexible manner by taking into account all factual circumstances that might lead to special consideration.
____ The PTFP Rules, in §2301.5, provide the following clarifications about special consideration.
“Ownership and operation of” includes the holding of management and other positions in the entity, especially those concerned with programing decisions and day-to-day operation and management.
“Participation” may be shown by the entity's involvement of women and minorities in public telecommunications through its programing strategies as meeting the needs and interests of those groups
“Minorities” include American Indians or Alaska natives; Asian or Pacific Islanders; Hispanics; and Blacks, not of Hispanic Origin.
Employment of minorities or women is not the only way in which NTIA may assess whether an application promotes significant diversity in the ownership of, operation of, and participation in, public telecommunications entities by minorities and women. NTIA is also interested in outreach efforts, audience development, and programing strategies. One stated purpose of this program is to respond to the educational, cultural and related programing needs of diverse groups.
____ Applicants should provide a narrative (with supporting documentation when necessary) that documents the participation of women and minorities in the facility’s ownership and management, especially those concerned with programing decisions and day-to-day operation and management. In preparing their material, applicants should take care to clarify whether they are discussing women, minorities (minorities can be considered as a single group, but the predominant group should be identified as such), or a combination of women and minorities (where the predominant group/gender should be identified, and applicants should express whether they are discussing women or minorities in the case of an individual who is a female minority).
EXHIBITS
Nonbroadcast Activation and Extension Projects
☞ The Importance of Legibility. All materials need to be legible.
Exhibit A: Inventory
____ Use the form on page PTFP-5 to tell PTFP about other related equipment for this facility that is (1) owned, (2) on order as of the date of the application, or (3) authorized by a prior PTFP award but not yet ordered.
Related equipment refers to equipment similar to that requested in this application (i.e., provide inventory of all existing VTRs, if VTRs are requested), or is closely associated with the requested equipment (e.g., an inventory of all microwave equipment that would feed a signal to a requested site). DO NOT PROVIDE A FULL FACILITY INVENTORY.
This facility. Provide inventory information only for the facility that is the subject of this application, not the inventory of all the facilities you operate.
____ If you are applying for new distance learning facilities, you should include an inventory of any similar facilities your institution operates, such as distance learning classrooms, satellite facilities, etc.
____ If you do not have applicable equipment, include the form with the “NA” box checked.
____ Please number multiple pages this way: PTFP-5-1, PTFP-5-2, etc.
Exhibit B: Justification of Equipment Requested
____ You should explain in this exhibit how the equipment requested is necessary to achieve the objectives of the project. You should describe the technical configuration of the project and explain how the requested equipment will fit with the operation of the proposed facility (e.g., discuss the number of studios in relation to staff size, amount of locally produced programing, number of engineers and equipment maintenance).
____ You should demonstrate that the proposed costs reflect the most efficient use of Federal funds in achieving the project objectives. You should also demonstrate that the equipment requested meets current industry performance standards (and FCC standards, if applicable).
____ If donated equipment is to be included in the project, the donation must be made after the
PTFP Closing Date, and you must supply certification by a qualified, independent engineer of
the fair market and the remaining useful life of the donated item(s). You must also
include a letter from the donor confirming the donation. Attach the appraisal document and
the donation letter to this exhibit. Exhibit C: Five-Year Equipment Plan ____The statute authorizing PTFP requires construction applicants to submit “a 5-year plan
outlining the applicant’s projected facilities requirements and the projected costs of such
facilities requirements.” ____ You must provide a five-year equipment plan that places your current application in the
context of your facility’s long-term objectives. ____ We do not specify a format for the plan. ____ You should make it as long as needed to provide an adequate response to the requirement.
One or two pages are usually enough. ☞ Note that — because it is a statutory requirement — application reviewers usually reduce the
scores they give to individual applications if a 5-year plan is not included. Exhibit D: Maps ____ If your application is for a multi-location project, include maps for ease of identification. ___ If your application includes maps, make sure that location names are clear and the same on the
maps, in the Narrative, in FCC documents, etc. ___ If you include maps, make sure that they are legible in all copies of your application. Exhibit E: Letters of Support ____ It is extremely important that distance learning projects provide full documentation of support
from residents, community organizations, and local groups within the proposed service area of
the project. This documentation usually takes the form of letters of support that are placed in
Exhibit E or one of the Optional Exhibits. ____ You may forward support letters at any time, even after the Closing Date, but please
understand that letters received by PTFP more than three or four days after the Closing Date
may not be seen by application reviewers because the applications probably will be in their
hands by then. ☞ If you obtain letters of support from members of Congress addressed to the Department of
Commerce, NTIA, or PTFP, you should be sure the originals of those letters are mailed
separately to the addressees. The originals should not be included in the application folders.
You should place copies of the letters in this exhibit for consideration by the reviewers. Exhibit F: Distribution Agreements ____ If your application project involves the leasing of channel space or the use of designated
channel space (as with a cable television system), please include in this Exhibit all
documentation relevant to such channel usage. In the case of cable TV distribution, you
would ideally have use of an entire channel dedicated to its service. ____ If you propose to use a shared-time system, then you should make clear what control you will
have over the hours during which you have access to the system. This is especially important
if—as is frequently the case with ITFS projects—the other user is to be a commercial entity.
You should place this documentation in this Exhibit. Exhibit G: Proof of Eligibility ____ Indicate in the Narrative whether your organization is a government, Indian Tribe, or non-profit organization that has received a prior PTFP grant. ____ If yours is a non-profit organization that has never received a PTFP grant, supply in this
exhibit certified copies of the following: ____ its Articles of Incorporation papers as filed with the state, ____ its By-Laws, and ____ IRS 501(c)(3) non-profit letter or other evidence of non-profit status. Exhibits H - Z ____ These are Optional Exhibits that you may use to submit materials not specifically required by
PTFP or to supplement parts of your application. (Please note that such materials should be
limited to items related directly to the proposed project. A year’s worth of teacher’s guides,
for example, usually adds nothing but weight and bulk to an application.) ____ Please do NOT send recordings of any kind. Any received will be destroyed without being
considered. ____ If you include several optional exhibits, please provide a Table of Contents for them. ____ Be sure to cross-reference optional exhibits from the appropriate places in the Program or
Technical Narratives.