A fixed amount award is a type of Federal financial assistance under which OCED provides a specific level of support using milestones to implement the project. OCED may use fixed amount awards when project scopes have measurable goals and objectives and if adequate data is available to establish the amount of the awards based on a reasonable estimate of actual cost. Currently, OCED is using grants for all its fixed amount awards.
During negotiations, OCED and the selectee review and finalize the project milestones, the proposed budget, and supporting plans and documents. The complexity of the project, the selectee’s responses, and OCED’s reviews will all impact the negotiation timeline.
Milestones Overview
How are project activities organized?
Project activities are organized by milestones. Milestones may be based on the completion of a task, deliverable, or other goal of the proposed project activity. Milestones and their completion must be measurable and verifiable. Under the milestone payment structure, the milestone triggering payment and the amount of the payment are agreed to in advance and set out in the award.
What information must each individual milestone contain?
Every individual milestone will contain the following information:
- Milestone Number: The milestone number facilitates tracking for OCED and recipients particularly when there are multiple deliverables associated with a single milestone. The milestone number must be included on recipient invoices.
- Milestone Description: A brief description of the task, deliverable, or goal to be accomplished.
- Verification Method: A description of how the recipient will demonstrate the completion of the task, deliverable, or goal. Verification may include analysis by OCED of written documents (e.g., reports, vouchers, training sign-up sheets, contracts with subcontractors, permits), photos, videos, or any other means designed to ensure that activities are satisfactorily completed.
- Payment Amount: The dollar amount of each payment that OCED will make when the recipient completes the milestone.
- Completion Date: The estimated completion date for the milestone. Specifics of milestone timing and allowable flexibility should be detailed in the milestone schedule.
Document Submission Overview
OCED requires additional documents to support award negotiations. These templates are provided as a convenient method of collecting the information, but the selectee may use the format of their choice, provided all the required information is submitted.
What information am I required to submit during award negotiations?
OCED will request the following information over the course of award negotiations to support different topic reviews. The selectee will have to submit the following information either using the templates below or in a format of their choosing:
- Pre-Award Support: Information: This template contains information that is necessary for OCED’s pre-award process, such as the organization contacts, potential conflicts of interest, and assurances and certifications.
- Environmental Considerations Summary: The information the selectee provides in this template helps OCED determine the appropriate level review required by the National Environmental Policy Act (NEPA).
- Pre-Award Organizational and Financial Management Questionnaire and List of Required Documentation: This template helps OCED gather information about a selectee’s internal policies and procedures and directs the selectee as to what documents they must submit for review. The Pre-Award Organization Review begins immediately after selection announcements are made. It is not an audit. The Review assesses the selectee’s ability to adequately manage Federal funds and ensures the selectee has appropriate internal controls, financial management systems, and policies and procedures. During the review, an OCED Cost Analyst reviews the submitted documents and tracks submissions. The Cost Analyst follows up with the selectee organization if needed and answers any questions and provides support. The Cost Analyst informs the selectee when the Review is complete. The Cost Analyst provides the results of the Pre-Award Organization Review to the Grants and Agreements Officer who then provides feedback or recommendations to the selectee.
How do I submit documents to OCED?
The selectee will submit required information and documents to OCED using Box for Federal Government. The selection letter specifies where to upload each document in the Box workspace.
Box for Federal Government provides a secure and efficient way to transfer, share and/or collaborate on documents in a centralized location. This version of the web-based commercial file sharing platform is hosted on a U.S. government cloud server that meets all requirements for securely sharing and storing “controlled unclassified information,” which includes confidential business information.
OCED developed the following guidance document to assist selectee personnel in creating free, individual Box accounts.
What other information may be requested?
OCED may request that the selectee submit additional information during the negotiations process. These guidance documents may assist with gathering needed information.
Guidance on Updates to Previously Submitted Information
OCED may request updates to documents originally submitted in the application package.
- Current and Pending Support Disclosure Guidance: The selectee may have to submit updates to its previously submitted current and pending support disclosures; this document assists them in preparing the information.
Budget and Financial Management Related Guidance
- Recipient Initiated Audit Guidance: A general overview of recipient-initiated audits: what they are, the different types, and when they are required.
- Federal Award Readiness Self-Assessment: The Federal Award Readiness Self-Assessment assists selectees and recipients ensure they have adequate policies and procedures in place to successfully manage a Federal award, in a self-guided assessment format. It outlines the requirements stated in 2 CFR 200 Subpart D – Post Federal Award Requirements and in 2 CFR 910 Subpart D—Post Award Federal Requirements for For-Profit Entities and provides guiding questions to help an organization determine if their policy or procedure addresses the Federal requirements.
- Certifications and Representations Guidance: This guidance document provides information about government-wide and Department of Energy-specific certifications and representations that generally apply to OCED applications.
- Cybersecurity Plan Guidance: OCED requires all selectees submit an acceptable Cybersecurity Plan prior to receiving funding; this guidance contains an overview of what information to include in the Plan.
- Environmental Information Guidance: An overview of the information requested in the environmental documents, so OCED ensures compliance with NEPA and related regulatory requirements.
- Guidance on Preparation of the Environmental Information Volume: A detailed guidance on the expected content of an environmental information volume (EIV), submitted to DOE to provide comprehensive environmental information on a project. An overview of the key points that should be considered to facilitate the deployment of clean energy technologies.
- OCED Procurement Guidance: An overview of federal procurement standards that OCED award recipients must follow for the acquisition of property or services using federal funds. For a quick visual aid, check out the Procurement Standards Diagram.
- Subaward and Contract Review Guidance: An overview of the differences between subawards and contracts, along with their roles and responsibilities.
Award Terms and Conditions
The OCED fixed amount award terms and conditions are determined by statutory, regulatory, and policy requirements, as well as the circumstances of each individual award. The selectee will have to apply the terms and conditions of the award to all subrecipients (and contractors, as appropriate). The award terms will consist of the Fixed Amount Award Standard Terms and Conditions and the Fixed Amount Award Program and Award-Specific Terms and Conditions, which will be developed during negotiations.
Refer to OCED Award Negotiations sections National Policy Requirements Matrix, Policies and Regulations, and Grants Policy Resources for additional information.