Legislative ARPA Funding Request - Independent Colleges
All documentation prior to the distribution of legislative ARPA funds must be submitted through this platform. For any concerns with file size or technical issues, please email Erin.Starr1@ks.gov or at 785-260-5464.
FY 23 Private & Independent College Grant Program
Global challenges along with accelerating technology development and adoption are creating systemic changes in the workplace requiring new academic initiatives to develop Kansas’ future workforce. Academic institutions must rapidly adapt to these new demands through strategic use of resources resulting in graduates with the skillsets to operate in emerging environments.
The Kansas Department of Commerce (KDC) is seeking applications from private and independent colleges that have a presence in Kanas for projects that will attract and retain students, as well as build the state workforce through increased enrollment. Applications should clearly demonstrate linkage between the project, industry demand, student training and student recruitment.
Letters were distributed to all eligible private and independent colleges requesting a notice of intent to apply for the funding opportunity and requested a confirmation of the 3:1 (private money: grant funds) minimum matching commitment. Allocation amounts were calculated based on Fall 2021 Full Time Enrollment Reports provided by the Kansas Independent College Association.
Private & Independent College Grants Timeline
September 15, 2022 - Notice of Award
September 20 & 22, 2022 – Informational Webinars hosted
November 10, 2022 – Application Guidance Issued
November 10, 2022 – Application Posted for Submission
December 12, 2022 – Application Submission Deadline
July 1, 2022, to September 30, 2024 - Period of Performance
Use of Funds
Grant funds may be used for project design, land purchases, building acquisition, site preparation, construction costs, and equipment. Additionally, program costs will be permitted as allowable expenditures, including but not limited to software, staffing, materials, and program deliverables. Note that program costs should provide an economic impact to the local community. This list is not exhaustive, but all projects must be used solely for project expenses approved in submitted application and budget, as well as support KDC’s workforce development mission. KDC aims to ensure the state’s workforce is equipped to meet industry needs and to help create economic success for Kansas residents and businesses.
Educational institutions may charge up to 5% on grant administration costs.
No project may undermine any public health effort to stop the spread of COVID-19, and all expenditures will comply with applicable provisions of the American Rescue Plan Act (ARPA) and any relevant Kansas state law. This includes only certain requirements of the Uniform Guidance (2CFR200) that apply to this funding opportunity: Subpart A, B, C, and F and a subset of the requirements in subparts D and E. Regarding Subpart D, the following requirements apply: 200.300 Statutory and national policy requirements, 200.302 Financial management, 200.303 Internal controls, 200.328 Financial reporting, 200.329 Monitoring and reporting program performance, 200.334 – 200.338 Record Retention and Access. Treasury advises that recipients should not deviate from their established practices and policies regarding the incurrence of costs, and that they should expend and account for the funds in accordance with laws and procedures for expending and accounting for the recipient’s own funds. As this project is issued by the KDC it will require the most stringent procurement policy stipulations be followed between the organization’s own policies and Kansas State Procurement Policy (KSA 75-3739). In determining whether a cost is allowable the following factors and requirements apply from Subpart E: 200.400(a) - (c), and (e) Policy guide, 200.403(a), (c), (d), (g), and (h) Factors affecting allowability of costs, 200.404(e) Reasonable costs.
The U.S. Department of the Treasury Coronavirus Local Fiscal Recovery Fund Award Terms and Conditions are applicable to this award.
Match Requirement
For purposes of the Private and Independent College Grants, the required match will consist of Private funds to federal funds on a $3 of private moneys to $1 of ARPA moneys basis.[1]
The availability of the match must be certified by the chief executive officer of the private or independent college before expenditure of funds. Private money matches shall not be existing college funds and shall be new moneys. All matching funds must be expended within the period of performance.
“Private moneys” are defined as direct investment or philanthropic gifts by individuals, non-profit or for-profit organizations, foundations, or corporations. These funds cannot be derived from federal or state sources. Local government funds are acceptable if the funds were not derived from a federal or state source and are appropriated exclusively for the proposed project. Debt serviced with revenue from private monies is not allowed. Philanthropic contribution or investment of real property may be considered private monies, based on fair market value said property, so long as the property is part of the proposed project. In-kind contributions and tuition revenue are prohibited.
“New moneys” are defined as funds received by the institution no earlier than July 1, 2022, and the funds are dedicated to the approved project either by the donor or the institution.
Disbursement Method:
Grant funds will be advanced proportional to the proof of private matching funds in the following manner: The first disbursement of funds will be 50% of the institution's allocation after 50% of the total required match is documented as available (All match commitment documentation must clearly identify the dollar amount, the source(s) of the funds, the proposed uses that comply with the requirements of this notice, and be signed by the authorized official.) The institution will submit sufficient records to demonstrate compliance with the requirements of the agreement (competitive procurement, proof of cost (invoices) and proof of payment (canceled checks or bank statements)) for the advanced award amount and the proportional percent (50%) private matching funds prior to the release of the second disbursement.
The second disbursement will be advanced similar to the first. After the submission of the remaining match funding documentation, the second 50% of the allocation will be disbursed. Sufficient records are required for 100% of the total project budget, and failure to do so will result in repayment.
Example: An institution is allocated an award of $100,000, and the required match is $300,000. The total project budget is $400,000. Upon execution of the agreement and documentation is submitted that 50% of the match ($150,000) is available, 50% of the award ($50,000) will be advanced to the institution. Once the first 50% of the total project budget is expended and proof of cost and payment are submitted and approved, the second disbursement of $50,000 will be advanced following the submission of the remaining match commitment documentation ($150,000).
Application Checklist:
· Complete ARPA FUNDS COMMERCE APPLICATION, signed by authorized official
Imagery including site plans, artist renditions, construction documents, masterplan images, etc., may be included as an addendum to the Project Overview
· Complete ARPA SFRF Grant Administration Plan & Budget
Project Budget and Timeline (GAP) including state allocation and nonstate moneys. Required budget lines include site and building acquisition costs, site prep, construction costs, equipment, consultant fees and operating costs.
· Matching Funds Documentation
· Letter of application approval by the institution’s chief executive officer.
· Active Entity Registration and UEI from SAM.gov
· Proof of Property Ownership
· Documentation of Procurement Process –
All procurement for services or purchases exceeding $5,000 must be procured under the existing policy of the institution. A copy of the existing policy must be submitted in the Documentation of Procurement Process section within the Submittable form.
· Proof of Permits
· Proof of Insurance
· Environmental Review
· IRS Form W-9
· Kansas Boycott Certification Form
· Kansas Agreement to Sexual Harassment Policy
· Executed Award Agreement (to be provided following the receipt and approval of all necessary documentation)
Resources
https://covid.ks.gov/compliance-resource-library-job-aids/
Authorization
2022 Session Laws Chapter 81, Sec.28 (h), page 1036
Private and independent college project grant.......................................................................$10,000,000
Provided, That expenditures from the private and independent college project grant account shall be used by the above agency for the purpose of funding projects at private and independent colleges that have a physical presence in Kansas: Provided further, That expenditures from this account for such projects shall be made only upon certification by the chief executive officer of such institution to the director of accounts and reports that private moneys are available to match the expenditure of state moneys on a $3 of private moneys to $1 of state moneys basis: Provided however, That such private money matches shall not be existing college funds and shall be new moneys.
2022 Session Laws Chapter 97, Sec 10(h), pages 1643-1644
(h) During the fiscal year ending June 30, 2023, in addition to the other purposes for which expenditures may be made from the private and independent college project grant account of the American rescue plan – state fiscal relief federal fund (252-00-3756) of the governor’s department for fiscal year 2023 as authorized by section 28(f) of 2022 House Substitute for Substitute for Senate Bill No. 267, this or other appropriation act of the 2022 regular session of the legislature, expenditures of $200,000 shall be made from such account for fiscal year 2023 for the Benedictine college engineering program: Provided, however, That such expenditures shall be made only upon certification by the chief executive officer of Benedictine college to the director of accounts and reports that private moneys are available to match the expenditure of state moneys on a $1 of private moneys to $1 of state moneys basis: Provided further, That such private money matches shall not be existing college funds and shall be new moneys.