FY 2026 Commercial Motor Vehicle High Priority Enforcement Training and Support Grant Program (HP-ETS)

(Revised) FY 2026 Commercial Motor Vehicle High Priority Enforcement Training and Support Grant Program (HP-ETS) Grant Program NOFO

Notice of Funding Opportunity
Summary Information
Federal Agency Name: U.S. Department of Transportation (USDOT) Federal Motor
Carrier Safety Administration (FMCSA)
1200 New Jersey Avenue SE
West Building, Washington, DC 20590
Funding Opportunity Title: Commercial Motor Vehicle High Priority Enforcement Training
and Support Grant Program (HP-ETS) Grant Program
Announcement Type: Initial
Funding Opportunity Number: FM-ETS-26-001
Assistance Listing: 20.243
Key Dates: Application Due Date – April 24, 2026
5:00pm EST
Executive Summary: The objective of the HP-ETS grant program is to train non-
Federal employees who conduct CMV enforcement activities
in accordance with Federal Motor Carrier Safety Regulations
(FMCSR), Hazardous Materials Regulations (HMR), and the
Commercial Vehicle Safety Alliance’s (CVSA) Out-of-Service
criteria [1]; and to develop related training materials to
increase awareness and education on CMV safety and
otherwise improve CMV safety.
[1] As required by Section 5202 of the Fixing America’s
Surface Transportation (FAST) Act of 2015, FMCSA has
adopted via policy the roadside inspectors’ certification
standards as developed and maintained by the Commercial
Vehicle Safety Alliance (CVSA) Operational Policy 4 –
Inspector Training and Certification.
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Point of Contact: Financial application concerns:
Tiffany Boyd
240-948-8780
Tiffany.Boyd@dot.gov
Programmatic application concerns:
Jeanette Staton
202-366-9426
Jeanette.Staton@dot.gov

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Table of Contents
SECTION A – PROGRAM DESCRIPTION ..................................................................... 4
SECTION B – FEDERAL AWARD INFORMATION ..................................................... 10
SECTION C – ELIGIBILITY INFORMATION ................................................................ 12
SECTION D – APPLICATION AND SUBMISSION INFORMATION ............................ 13
SECTION E – APPLICATION REVIEW INFORMATION .............................................. 20
SECTION F – AWARD NOTICES ................................................................................. 25
SECTION G – POST-AWARD REQUIREMENTS AND ADMINISTRATION ................ 25
SECTION H – FEDERAL AWARDING AGENCY CONTACTS ..................................... 29
SECTION I – OTHER INFORMATION .......................................................................... 30
APPENDIX A – APPLICATION PACKAGE REQUIREMENT CHECKLIST ................ 31
APPENDIX B – BUDGET NARRATIVE GUIDANCE ................................................... 35
APPENDIX C – CURRICULUM AND INSTRUCTOR DEVELOPMENT ........................44
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SECTION A – PROGRAM DESCRIPTION
Overview and Authorizing Statutes and Regulations
The U.S. Department of Transportation’s Federal Motor Carrier Safety Administration (FMCSA)
announces the Fiscal Year (FY) 2026 Commercial Motor Vehicle High Priority Enforcement Training
and Support (HP-ETS) Notice of Funding Opportunity (NOFO) to solicit applications from eligible
entities to support HP-ETS program activities.
The HP-ETS grant program is governed by 49 U.S.C. §§ 31102(l)(5) and 31104, as modified by
Sections 23001(b) and 23005 of the Infrastructure Investment and Jobs Act, Public Law 117-58 (2021).
FMCSA intends to make up to three awards totaling $5,000,000 $10,000,000 in FY 2026 under this
opportunity as cooperative agreements as defined under 2 CFR § 200.24.
To the extent permitted by law and to the extent applicable, priority will be given to grant applications
in accordance with DOT Order – Ensuring Reliance upon Sound Economic Analysis in Department of
Transportation Policies, Program, and Activities.
This NOFO provides important information about the HP-ETS program, highlighting the critical required
information related to preparing and submitting an application.
The Federal Assistance Listing is 20.243.
HP-ETS Purpose and Eligibility
As the lead government agency responsible for the regulation and safety oversight of commercial motor
vehicles (CMV), FMCSA may award HP-ETS funds for the development and delivery of motor carrier
safety training to non-Federal employees.
The objectives of the HP-ETS grant program are (1) to train non-Federal employees who conduct CMV
enforcement activities in accordance with Federal Motor Carrier Safety Regulations (FMCSR),
Hazardous Materials Regulations (HMR), and the Commercial Vehicle Safety Alliance’s (CVSA) Out-of-
Service criteria,1 and (2) to develop related training materials to increase awareness and education on
CMV safety and otherwise improve CMV safety.
HP-ETS
FMCSA may award HP-ETS funds only to nonprofit organizations that have:
i. Expertise in conducting CMV enforcement and compliance training programs for non-Federal
employees; and
ii. The ability to influence and involve a target population of CMV safety enforcement employees in
a training program.
Please note: No for-profit businesses may apply under this NOFO.
HP-ETS Award Performance Goals and Indicators
FMCSA will measure the effectiveness of HP-ETS awards against performance goals. Performance
1 As required by Section 5202 of the Fixing America’s Surface Transportation (FAST) Act of 2015, FMCSA has adopted via
policy the roadside inspectors’ certification standards as developed and maintained by the Commercial Vehicle Safety
Alliance (CVSA) Operational Policy 4 – Inspector Training and Certification.
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goals will include, but are not limited to, the following:
• CMV Safety Improvement: Indicators will include the number of training courses conducted
and number of personnel certified to conduct CMV safety and enforcement efforts (inspections,
investigations, audits, etc.).
• Innovative Approach: Indicators for the effectiveness of different delivery methods and the
effectiveness of novel techniques and approaches (program design, use of technology, etc.) to
enhance learning and knowledge retention will be drawn from, but not limited to, surveys,
instructor evaluations, and standardized exam scores.
Consideration for Funding
HP-ETS funds are awarded through a competitive grant process and no assurance of funding is
implied, nor should it be inferred.
FMCSA will consider applications for funding that demonstrate how the applicants will provide
comprehensive training to non-Federal personnel in the CMV safety areas identified within this NOFO.
As noted, funds under the HP-ETS will only be awarded to non-profit entities as defined in this
document; not for-profit businesses may apply under this NOFO.
General
Applicants seeking funding under the HP-ETS must include detailed descriptions outlining the following
components within their application.
a. Delivery Methods: Describe the delivery method(s) for each course, including whether the
course will be offered via Instructor-Led Training (ILT), Virtual Instructor-Led Training (VILT),
Web-based training (WBT), or a combination of these options.
b. Curriculum Development: Describe how the development of curricula and supporting
materials will be accomplished for each delivery method.
c. Key Personnel and Instructors: Applications must include the experience and subject matter
expertise of core personnel in the design, development, and delivery of curricula and
instructional materials for adult learners across course delivery methods (ILT, VILT, WBT).
d. Student Examinations, Record Retention and Reporting: Describe the process that will be
utilized to provide electronic examinations, track results, and report all associated information to
FMCSA.
Curriculum Development
Curriculum development is defined as the process of selecting, organizing, executing, and evaluating
the learning experiences on the basis of the needs, abilities, and interest of learners.
Organizations seeking funding under HP-ETS must describe the instructional design process that will
be utilized in the development, delivery and assessment of courses funded under this NOFO. In
addition, applicants must describe the method of course evaluation that will be employed to assess the
student reaction to, and effectiveness of, each course included within the application. Examples of
instructional system design and program evaluation are provided below. Applicants may elect to use
these, or other equivalent models, to achieve the required objectives within this NOFO.
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• ADDIE Model of Design: https://connectdot.connectsolutions.com/addiemodelsop/
• Kirkpatrick Model of Evaluation: https://connectdot.connectsolutions.com/kirkpatrick/
Regardless of the model utilized, applicants must be sure to clearly identify, explain, and justify their
approach in the proposal.
Please see Appendix C for additional information and resources on course objectives, curriculum
design standards, and the style guides for current training and certification courses provided by FMCSA
via its National Training Center (NTC). All courses funded under this NOFO must adhere to Federal
Law Enforcement Training Accreditation (FLETA) standards. More information on FLETA may be
obtained at https://www.fleta.gov/.
Please Note: Any proposed modification(s) to curricula and/or materials must be approved by FMCSA
prior to implementation.
Required Courses
The training of non-Federal personnel is crucial to the effectiveness of national CMV safety
enforcement and compliance efforts. To ensure that non-Federal personnel conducting safety activities
are properly trained and comply with Federal certification and recertification requirements referenced in
49 CFR 350.207(a)(6), applicants are strongly encouraged to submit proposals that comprehensively
address all training needs including, but not limited to, inspections, motorcoaches, hazardous materials,
new entrant safety audits, and investigatory activities. FMCSA’s current certification requirements may
be found at https://www.fmcsa.dot.gov/certification.
FMCSA has traditionally offered 10 courses covering the three knowledge categories of Inspections
(including Motorcoaches); Hazardous Materials; and Investigative/Audit. Awardees will be given the
option of utilizing the currently available FMCSA course materials listed below, modifying existing
FMCSA materials, or developing their own (adhering to the already established objectives). Applicants
should detail in their proposal which option they choose to utilize to provide accurate budget estimates.
Please Note: Any proposed modification(s) to curricula and/or materials must be approved by FMCSA
prior to implementation.
The full list of FMCSA certification courses may be found in the table below. When developing activity
and budget estimates relating to training courses, organizations must consider the volume and
frequency of training needed to adequately address demand. To aid with this requirement, the table
below outlines the number of course offerings (mostly in-person) experienced by FMCSA in FY 2024
for the 10 courses covering the previously identified training categories.
Inspection North American Standard Part A
Courses 1,767 Students in FY 2024
https://fmcsa.lms.dot.gov/course/north-american-standard-part
North American Standard Part A (Alaska)
No Students in FY 2024
https://fmcsa.lms.dot.gov/course/north-american-standard-part-alaska
North American Standard Part B
1,266 Students in FY 2024
https://fmcsa.lms.dot.gov/course/north-american-standard-part-b
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Passenger Carrier Vehicle Inspection
336 Students in FY 2024
https://fmcsa.lms.dot.gov/course/passenger-carrier-vehicle-inspection-pcvi
Hazardous General Hazardous Materials
Materials 719 Students in FY 2024
Courses https://fmcsa.lms.dot.gov/course/general-hazardous-materials
Cargo Tank Inspection
576 Students in FY 2024
https://fmcsa.lms.dot.gov/course/cargo-tank-inspection
Advanced Roadside for Hazardous Materials
No Students in FY 2024
https://fmcsa.lms.dot.gov/course/advanced-roadside-hm
Other Bulk Packaging
575 Students in FY 2024
https://fmcsa.lms.dot.gov/course/advanced-explosives
Investigative Investigative Safety Analysis
Courses 78 Students in FY 2024
https://fmcsa.lms.dot.gov/course/investigative-safety-analysis
New Entrant Safety Audit
80 Students in FY 2024
https://fmcsa.lms.dot.gov/course/new-entrant-safety-audit-course
Optional Courses
In addition to the above required certification courses, applicants may propose training covering other
areas relating to CMV safety and enforcement efforts. For example, organizations may include
submissions for the creation and deployment of training in the areas of human trafficking, CMV traffic
enforcement, interdiction, or other areas as identified by the applicant. When proposing additional
training offerings, applicants must include relevant data to support the need for these additional training
courses to improve CMV enforcement and/or safety.
Please note that all courses funded under this NOFO must adhere to Federal requirements regarding
accessibility by persons with disabilities. Applicants must ensure that this effort and cost is included in
their proposal.
Delivery Methods
Please see Appendix C for additional information on course delivery methods.
Web-based Training (WBT) - for the purpose of this NOFO, is defined as training which utilizes the
internet for self-paced study as the instructional delivery method. Curriculum and related materials
developed for this method will be considered as new development only, since existing FMCSA course
materials are not available.
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Instructor-Led Training (ILT) - for the purpose of this NOFO, this methodology involves face- to-face,
in-person training delivered in a classroom, in the presence of an instructor or facilitator. The topical
focus may be either hands-on use of a computer workstation or academic-style lecture and discussion.
This methodology may be used as a component in a “blended” approach utilizing alternative
methodologies.
Virtual Instructor-Led Training (VILT) - for the purpose of this NOFO, this methodology involves face-
to-face instructor-led training delivered virtually, in the presence of an instructor or facilitator. The
topical focus may be either hands-on use of a computer workstation (e.g., using the Integrated library
System( ILS)) or academic-style lecture and discussion (e.g., FRBR concepts(Functional Requirements
for Bibliographic Records)). This methodology may be used as a component in a “blended” approach
utilizing alternative methodologies.
Key Personnel and Instructors Qualifications
Key Personnel
Applicants must list the key personnel (program manager, instructional designer, multimedia developer,
and exam administrator) responsible for execution of the proposed activities, including details on their
qualifications and responsibilities in relation to the project. These key personnel must include, at a
minimum, individuals with sufficient experience in instructional system design, multimedia development,
audio/visual production, and exam administration. Resumes outlining professional qualifications of
these individuals may be attached to the application in lieu of descriptions in the narrative. Applicants
must ensure this information includes key personnel’s experience with ILT, VILT, and/or WBT content
delivery methodologies.
Example job descriptions are included below as a reference. Applicants may elect to utilize their own
position definitions as appropriate as long as the core requirements indicated above are met.
https://connectdot.cosocloud.com/position-job-descriptions
Instructor Qualifications
Instructor training and qualifications are critical to the success of any training program. To ensure that
students are being provided the best possible learning environment, applicants must outline the process
that will be utilized to select instructors, instructor trainers, and other staff responsible for the delivery of
learning content.
Please note that instructors utilized by the grantee must be non-Federal instructors who have
successfully completed the FMCSA Instructor Development Program (IDP) and who maintain all FMCSA-
required instructor certifications. The IDP is Federal Law Enforcement Training Accreditation (FLETA)
certified. More information on FLETA may be found at https://www.fleta.gov/.
Student Examinations, Record Retention and Reporting
An assessment and/or examination to measure a student’s knowledge, skill, and ability upon
completion of instructional courses is essential. In addition, the safe and secure retention of appropriate
student records and reporting of measurable outcomes are crucial to the successful execution of an
award.
Student Examination
For the purpose of this NOFO, applicants must articulate within their proposal how student
examinations and assessments (upon completion of a course) will be designed, developed,
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implemented, and delivered. Organizations must include a description of their secure online exam
platform within their proposal. Examination definitions specific to this NOFO include:
• Course Exam - written examination taken at the completion of the course to demonstrate
proficiency. To be aligned with current requirements for Federal personnel, non-Federal
students must score a minimum of 80% to pass an exam.
• Re-Exam – written examination taken to demonstrate proficiency when a student has not
successfully passed the Course Exam. The student may attempt one Re-Exam and must score
a minimum of 80% to pass. A student who does not pass the Re-Exam must complete the
course again and pass the written examination with a score of 80% or higher to demonstrate
proficiency.
• Challenge – written examination to demonstrate proficiency in a disciple when a student has
allowed their certification in that discipline to lapse. Students may challenge for each specific
discipline once.
As noted, if a student does not pass a written examination with a score of 80% or higher, the student
will be required to retake the course and pass the written examination with a score of 80% or higher.
Applicants are encouraged to propose an examination and assessment process that aligns with the
current FMCSA model for certification courses. A list of learning objectives, item matrices, and other
information pertinent to this model may be found in Appendix C.
Please note: Any course examination modifications must be approved by FMCSA prior to
administration.
Record Retention Requirements
The retention of comprehensive student records in a secure, but accessible, electronic format is a
requirement under this NOFO. FMCSA’s Learning Management System (LMS) will be the official
repository for all training information. The recipient must either provide an interface to FMCSA’s LMS
(without using Federal funds) or input all required information directly into FMCSA’s LMS.
In developing proposals in response to this NOFO, applicants must detail how they will address this
requirement. A list of potential training record content is included in Appendix C as a reference.
Applicants who are awarded funds under this NOFO must submit a record retention policy to FMCSA
for approval post-award.
Reporting
The successful awardee must collect and report data in accordance with specific performance
measures.
Organizations will be expected to submit reports on a schedule outlined post-award. Applicants must
ensure that the systems and processes they propose within their application can provide data in areas
including, but not limited to, the number of courses, registrations, students, exam results (passing and
failing), certifications/re-certifications approved, and other areas as identified by FMCSA-post- award.
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SECTION B – FEDERAL AWARD INFORMATION
Funding and Number of Awards
FMCSA anticipates making up to three awards totaling $5,000,000 $10,000,000, subject to the
availability of funds, to applicants under this NOFO.
FMCSA will limit Federal funding to a maximum total amount of $5,000,000 $10,000,000.
Type of Award
Awards under this NOFO will be issued as cooperative agreements.
Degree of Federal Involvement
In accordance with 31 U.S.C. § 6305, FMCSA will award a cooperative agreement when substantial
involvement between FMCSA and the recipient is anticipated when carrying out the activity.
For this funding opportunity, substantial involvement includes, but is not limited to:
• FMCSA will administer an Instructor Development Program. In addition, FMCSA will monitor
and retain all documentation for certified instructors.
• Project initiation meeting to establish broad objectives and timetables to complete activities as
provided in the original application.
• Joint development and FMCSA’s prior approval of education materials, reports, etc. as listed in
the original application and as part of an approved project.
• FMCSA will assign Subject Matter Experts to monitor courses; provide technical assistance to
the recipient; assist with the exchange of ideas and information as necessary and permissible;
and perform other actions relating to the monitoring of performance activities under this award.
• FMCSA will assign Master Instructors to conduct Instructor evaluations.
• FMCSA must have access to the recipient’s LMS and file-sharing system specific to this NOFO.
• FMCSA’s LMS will be the official repository for all training information. The recipient must either
provide an interface to FMCSA’s LMS (without using Federal funds) or input all required
information directly into FMCSA’s LMS.
• Joint development and FMCSA’s prior approval of grantee policies relating to waivers from class
attendance, examinations or other special circumstances.
The recipient also agrees to designate a project manager or key point of contact to work with FMCSA
and act as a liaison between the awardee and the Federal Government.
FMCSA will further outline the nature of Federal involvement at the time of award and include additional
details, as relevant, in the award documentation.
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Period of Performance
The period of performance is the Federal fiscal year in which the award is made plus four additional fiscal
years.
Please note: As required in Section D (2)(ii)(c) of this NOFO, applicants must provide a detailed 15 27-
month project timeline inclusive of an initial 3-month transition period, dates, tasks, milestones, and
project end-date associated with meeting the performance objectives.
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SECTION C – ELIGIBILITY INFORMATION
Eligible Applicants
HP-ETS awards are available only to nonprofit organizations that have:
• Expertise in conducting a training program for non-Federal employees; and
• The ability to reach and involve in a training program a target population of commercial motor
vehicle safety enforcement and compliance employees.
Nonprofit organizations may apply for HP-ETS projects related to training non-Federal employees who
conduct commercial motor vehicle enforcement activities and development of related training materials.
For-profit organizations are NOT eligible entities.
Cost-Sharing and Matching Requirements
FMCSA will not require a matching share for awards under this NOFO.
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SECTION D – APPLICATION AND SUBMISSION INFORMATION
Address to Request Application Package
Potential applicants may obtain all forms at http://www.grants.gov. Applicants may also request paper
copies of materials at:
Email: FMCSA_GrantMgmtHelpdesk@dot.gov
Mail: U. S. Department of Transportation
Federal Motor Carrier Safety Administration
Grants Management Office (MC-BG)
1200 New Jersey Ave, SE
Washington, DC 20590
Content and Form of Application Submissions
Application packages must contain the below elements, and all applicable documentation described in
Appendix A, to be considered for an award. Appendix B contains example formats that may, but are not
required to be, used.
Formatting
The application must follow the format and limitation stated below:
a. Application must be prepared in 8 1/2 x 11-inch format.
b. Margins (Top, Bottom, Right and Left) no smaller than 1 inch on all pages (Header and Footer
are allowed in the margins).
c. Times New Roman 12pt. font must be used for all text, including tables and graphs.
d. Application must be submitted in a format readable by Microsoft (MS) Word, Excel, or in text-
searchable PDF formats (as applicable).
e. The application narrative is limited to 35 total pages (5-page limit per narrative section, NOT
per project). FMCSA will not read or consider any materials beyond the specified page limit in
the application review process. NOTE: The 35-page total limit applies only to the narrative
sections. Submission of documentation and forms described in Appendix A will not count
against the application page limit.
Narrative Section Requirements
Application narrative packages are limited to 35 total pages (5-page limit for each narrative section
listed below). This 35-page limit is per application, not per project. Submission of all required SF-
forms, key contact, attachment forms, and indirect cost (IDC) agreements do not count against the
page limitation. While supplemental attachments are allowed, the application’s project and budget
narratives must include all required information. The narrative sections must indicate when a
supplemental attachment needs to be referenced.
To learn more about requirements and for assistance with writing a successful narrative, please refer to
the Best Practices document, which includes examples of each section below.
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The application must include the following sections in consecutive order for each of the
proposed projects:
a. Brief Introduction – up to 5 page maximum
Provide a description of the purposes for the project. This section must include the intended
outcome(s) of the proposed project.
b. Performance Objectives – no more than 5 pages
Provide a description of the applicant’s anticipated quantifiable performance objective(s). These
objectives can be measured in numbers, percentages, or other forms that accurately measure
the outputs and outcomes the applicant anticipates will result from implementing the strategies
and activities proposed based on NOFO requirements. Objectives must be SMART: Specific,
Measurable, Achievable, Realistic, and Time Bound. Please note that applicants must include
expected performance objectives for each project included in the application.
When creating performance objectives in response to the NOFO, applicants should consider
objective examples for each of the courses that will be delivered. Examples include but are not
limited to the number of students trained in each course, what development projects will be
undertaken, etc.
c. Project Activity Plan – up to 5 page maximum
Provide a description of the activities the applicant will conduct to address the training
requirements identified within the proposal and how the performance objective(s) and
outcome(s) will be achieved. The description must include specific strategies relating to the
initial transition period, course development, implementation, evaluation, and other areas
highlighted in Section A of this NOFO. Information must include: (1) Personnel summary
inclusive of the number of personnel assigned to the project, their percentage of time dedicated
to the project, and total number of hours needed to complete the project. (2) Level of effort
summary inclusive of the number and frequency of activities, number of courses provided, types
of courses provided. (3) A detailed 15-month project timeline inclusive of an initial 3-month
transition period, dates, tasks, milestones and project end-date associated with meeting the
performance objectives. Please note that applicants must carefully read Section A to ensure
that all required areas are addressed within their Project Activity Plan.
d. Performance Measurement Plan – up to 5 page maximum
Provide a description of how the applicant will measure progress towards achieving the
performance objective(s). The measurement must include quantifiable and measurable
outcomes and outputs (for example number of students trained, number of courses offered,
number pass/failed, etc.). The measures must include specific targets/benchmarks that can be
reported in the quarterly progress report and annual outcomes which will gauge the progress
being made on achieving the objectives and activities identified for each project.
e. Reporting Plan – up to 5 page maximum
Provide a description of the applicant’s method for ongoing monitoring of the progress of the
project. This should include who will conduct the monitoring, the frequency with which it will be
carried out, and how and to whom reports will be made as defined in Section A (c) - Reporting.
Each report shall provide concise statements concerning activities relevant to the project,
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including activity and performance metrics directly relating to the performance of grant activities
during that period. Applicants must state, as specifically as possible, what metrics they
anticipate reporting within this section of their application.
f. Budget Narrative – up to 5 page maximum
Provide a description, by budget category (object class), that details the costs necessary to
complete the proposed projects. A well-written budget narrative ensures that the applicant has
properly documented proposed costs. To allow reviewers to evaluate the reasonableness,
necessity, and allocability of all costs, budget narratives must include budget justifications
broken out by individual objectives. The level of detail must be sufficient to justify the funding
requested. Please do not give bundled cost for expenses such as travel, equipment, supplies,
conferences, etc. For example, travel cost must be broken out to show per person itemized cost
of airfare, lodging, miles, etc.
The budget narrative must match the SF-424A Budget Categories Columns. DO NOT include cents
for Federal costs on the SF-424, SF-424A, and budget narrative.
The budget narrative must reflect the allocability of project activities to the grant. Budgets must reflect
the appropriate Federal amounts, as stated under the priorities in Section A (4) of this NOFO. FMCSA
may adjust the applicant’s budget, which will require an updated SF-424, SF-424A, and budget
narrative to be provided post-award.
For instructions on completing the SF-424 and SF-424A, please go to Grants.gov,
https://www.grants.gov/web/grants/forms/sf-424-family.html.
The below section provides exceptions to the SF-424 and SF-424A forms instructions and highlights
key areas.
Budget narrative template is included with the HP-ETS application package on Grants.gov. Applicants
are strongly encouraged to use the template to aid with developing a responsive budget
narrative.
Please refer to the following links for cost eligibility information:
• MCSAP Comprehensive Policy
• Code of Federal Regulations - 2 CFR 200 Uniform Administrative Requirements
SF-424 and SF-424A
SF-424, Item (8), Entry (f) – Must reflect the first and last name (required); prefix, middle name, suffix,
title. The individual listed here is designated by the applicant entity as the point of contact (POC) for
matters involving this application. It is critical that the applicant correctly designate and list its intended
POC, in addition to the authorized representative/signatory listed under Item (21), as these names will
be used to generate the Notice of Grant Agreement (NGA).
SF-424, Item (12) – Must reflect the Funding Opportunity Number and title of the opportunity under
which assistance is requested, as found in the program announcement.
SF-424, Item (18) – Entry (a) must reflect the total estimated Federal funding requested to complete
the project plan. As no match/cost sharing is required under this NOFO, enter “0” in Entry (b). Entry
(g) must equal the total project amount, which is the sum of entries (a) and (b). The value of in-kind
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contributions should be included on the appropriate lines, as applicable. All costs must be rounded to
the nearest whole dollar amount.
SF-424A, Section A - Budget Summary – Must reflect the Federal share in column (e), and the total
cost per project in column (g). Each project in the application will be shown on lines (1) through (4), as
applicable with the total for each column on line 5. Note line 5 columns (e), (f), and (g) must reconcile
with SF-424 field 18, as described above. All costs must be rounded to the nearest whole dollar
amount.
SF-424A, Section B - Budget Categories - Capture the total amount per object class categories, as
applicable. In columns (1) through (4), enter the titles, that match narrative title, for each of the
proposed projects that match the title in Section A and the project plan.
Please note, the SF-424A covers the life of the project costs, and not just the first year (as stipulated in
the SF-424A instructions). Section B must be completed. All costs must be rounded to the nearest
whole dollar amount.
For full instructions on completing these forms, please go to:
https://www.Grants.gov/web/grants/forms/sf-424-family.html.
Unique Entity Identifier and System for Award Management
(SAM)
The applicant must:
i. Be registered in the System for Award Management (SAM) before submitting an application at
https://www.sam.gov;
ii. Obtain and use a unique entity identifier (UEI) created in SAM.gov; and
iii. Accept the financial assistance certifications and representations required for (non-Federal
entities) during the SAM.gov registration and/or renewal process per 2 CFR § 200.209.
The applicant must maintain an active SAM registration with current information at all times during
which it has an active Federal award or an application under consideration. To remain registered in the
SAM database after the initial registration, the applicant is required to review and update the
registration at least every 12 months from the date of initial registration or subsequently update its
information in the SAM database to ensure it is current, accurate, and complete.
If an applicant has not fully complied with these requirements by the time FMCSA is ready to make a
Federal award, FMCSA may determine that the applicant is not qualified to receive a Federal award
and use that determination as a basis for making a Federal award to another applicant.
Submission Dates and Times
Deadline
FULL AND COMPLETE APPLICATIONS FOR HP-ETS Financial Assistance ARE DUE ON April 24,
2026 by 5:00 pm EST. Once Grants.gov has received your submission, you will receive email
messages to advise you of the progress of your application through the system. Over the next two
business days, you should receive two emails: (1) confirming application receipt by the Grants.gov
system; and (2) indicating that the application has either been successfully validated by Grants.gov
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prior to transmission to FMCSA or has been rejected due to errors. The applicant assumes all
responsibility for a timely and complete application submission. See
https://www.grants.gov/applicants/apply-for-grants.html for more information related to submitting the
application on Grants.gov.
Consideration of Applications
Only applicants who comply with all submission deadline requirements described in this NOFO and
electronically submit valid applications through Grants.gov will be eligible for consideration of award.
Applicants are strongly encouraged to make submissions well in advance of the deadline.
Late Applications
FMCSA will not consider a late application except under extraordinary circumstances. A late application
will be accepted only if there is a large-scale natural disaster or a significant Grants.gov system issue
that threatens the timely submission of a grant application. Problems with computer systems at the
applicant organization (excluding verified cyber-attacks), failure to follow the application instructions, or
failure to submit or complete the program application or complete required registrations by the
submission deadline are not considered extraordinary circumstances.
Intergovernmental Review
The This funding opportunity are is subject to Executive Order 12372, “Intergovernmental Review of
Federal Programs.” The States with a Single Point of Contact (SPOC) and therefore a requirements to
comply with E.O. 12372 are listed at the Office of Management and Budget’s website:
https://www.whitehouse.gov/omb/
Funding Restrictions
HP-ETS funds are awarded through a competitive evaluation process and are not guaranteed. All
funding decisions will be made based on meeting the requirements of the NOFO, FMCSA’s national
priorities, and the merits of the respective applications.
All cost elements of an application must be necessary, reasonable, allocable, and allowable to
accomplish the objective(s) of the project. Cost eligibility standards are described in the applicable cost
principles and administrative requirements:
• MCSAP Comprehensive Policy
• Code of Federal Regulations - 2 CFR 200 Uniform Administrative Requirements
In accordance with the provisions of 49 CFR Parts 350.415 and 350.417 and the Federal Uniform
Administrative Requirements Cost Principles, the eligibility of all expenditures is subject to review by
FMCSA.
FMCSA is not obligated to approve costs incurred outside the award period of performance. These
costs are incurred at the sole risk of the applicant and impose no obligation on FMCSA to make an
award or to increase the amount of the approved budget.
FMCSA will not provide reimbursement for indirect costs (IDCs) if an approved IDC rate agreement was
not in place for the period of time when the IDC expenses were incurred. If claiming IDC charges, the
grant recipient must include an active approved IDC agreement with the application submitted for
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funding. Should the grant recipient fail to provide an approved agreement during the pre-award phase
and a grant is awarded, the grant recipient will have 90 days from the date of award acceptance to
provide a copy of the IDC agreement. If FMCSA does not receive the required documentation within the
allocated time frame, the grant recipient will not be reimbursed for indirect charges for that fiscal year.
Once an approved rate is provided to FMCSA, the grant recipient will then be allowed to claim IDCs in
the fiscal year following the fiscal year of the award. 2 CFR Part 200.414(c).
Any non-Federal entity that does not have a current negotiated (including provisional) rate, except for
those non-Federal entities described in appendix VII of 2 CFR Part 200, may elect to charge a de
minimis rate of 10% of modified total direct costs, which may be used indefinitely. No documentation is
required to justify the 10% de minimis IDC rate. 2 CFR Part 200.414(f).
All FMCSA grant programs are cost reimbursable, which means that grant recipients must first incur
costs before submitting a request for reimbursement to FMCSA for costs associated with approved
activities identified in the cooperative agreement. Recipients will be reimbursed by FMCSA for actual
costs incurred provided that the costs are reasonable, approved, allowable, and allocable in
accordance with the OMB regulations and FMCSA policy, within the approved budget, and supported
by documentation. Recipients must request reimbursement at least once each quarter.
Consistent with 2 CFR 200.458, as applicable, FMCSA will only approve pre-award costs if such
costs are incurred pursuant to the negotiation and in anticipation of the cooperative agreement and if
such costs are necessary for efficient and timely performance of the scope of work. Under 2 CFR
200.458, grant recipients must seek written approval from FMCSA for pre-award activities to be
eligible for reimbursement under the grant. Activities initiated prior to the execution of a grant or
without FMCSA’s written approval may be ineligible for reimbursement.
Grant recipients must submit requests for reimbursement electronically through the Delphi eInvoicing
System (iSupplier). Additional information is available at: https://www.transportation.gov/cfo/delphi-
einvoicing-system.
FMCSA will not provide reimbursement for salary-related bonus payments, either as a direct or IDC.
Bonus costs are not a necessary expense under FMCSA awards. See 2 CFR Part 200, Subpart E; 2
CFR Parts 200.403 – 200.405.
Other Submission Requirements
Applications must be submitted electronically via https://www.grants.gov as described above in this
section. In the event of system problems or technical difficulties with the application submittal, please
call 1-800-518-4726 or email support@grants.gov 24 hours a day, 7 days a week (closed on Federal
holidays). To submit an application through Grants.gov, applicants must:
i. Create a username and password;
ii. Establish an E-Business POC in order to respond to the registration emails; and
iii. Establish at least one Authorized Organization Representative (AOR).
Please note the registration process in Grants.gov usually takes 2-4 business weeks to complete.
FMCSA will not consider late applications due to failure to register or comply with Grants.gov
requirements.
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Funds, Sources and Uses of Project Funds
Project budgets should show how different funding sources will share in each activity and present the
data in dollars and percentages. The budget should identify other Federal funds the applicant is
applying for, has been awarded, or intends to use. Funding sources should be grouped into three
categories: non-Federal, current HP-ETS application, and other Federal. The budget should identify
specific amounts for each funding source.
Sharing of Application Information
The Department may share application information within the Department or with other Federal
agencies if the Department determines that sharing is relevant to the respective program’s objectives.
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SECTION E – APPLICATION REVIEW INFORMATION
Criteria
Eligibility Criteria
FMCSA will first screen all applications received by the due date to determine if the application is
eligible. In addition to the eligibility criteria under Section C, FMCSA will review the application for the
below criteria.
Application Eligibility Criteria Instructions
Deadline submission was met Section D.3.i
Applicant eligibility was met Section A.2, C.1 & E.1
SAM Registration Section D.2.ii
SF-424 Application for Federal Assistance Section D.2.ii
SF-424 includes a UEI Section D.2.iii
SF-424A, Budget Information Form Section E.1.ii
Budget Narrative D.2.ii
Application/Project Narrative D.2.ii
Any other applicable Grants.gov document Appendix A
or attachment listed in Appendix A
Does the application include a draft Section D.7. & F.2.
Title VI Compliance Plan and
Assurance, or an updated previously
approved Plan that was provided to
FMCSA OCR for review, comments,
and/or edits?
Merit Evaluation Criteria
FMCSA subject matter experts will review all eligible applications using the following Merit Evaluation
Criteria: Technical Merit Criteria; Budget Cost Analysis Criteria; Program-Specific Criteria; Past
Performance Criteria; and Other Review Information.
Technical Merit
The criteria are related to the technical and programmatic merit of an application. FMCSA will consider
the extent to which the applications:
• Utilize a data-driven approach to clearly articulate the problem(s) the project(s) seek to address;
• Include components that address specific HP-ETS national priorities;
• Include proposed methodology that meets the stated objectives of the NOFO;
• Propose work that identifies and/or makes progress on new/existing concepts;
• Propose work that fully addresses the national training needs of non-Federal personnel and is
based on sound principles to measure performance and gauge project success;
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• Include staffing resource allocations sufficient to achieve the program objectives;
• Demonstrate appropriateness, rationale, and completeness of the proposed statement of project
objectives;
• Include clearly identified quantifiable performance objectives and measurements, such as the
number and types of courses to be offered, frequency of course offerings, student enrollment
targets, pass/fail rates, etc.;
• Represent a diversity of technical approaches and support innovation in course delivery
methods;
• Include efforts that are complementary and not duplicative, which, when taken together, will best
achieve the programs objectives; and
• Provide different kinds and sizes of organizations to provide a balanced programmatic effort and
a variety of different technical perspectives.
Budget/Cost Analysis Criteria
Budget-related criteria include: whether costs are allowable in accordance with Federal grant
requirements; the appropriateness and reasonableness of the budget estimate; and the
reasonableness and feasibility of the schedule relative to the application timeline. The budget should
describe specific activities that support the objective(s) of the program.
FMCSA will evaluate applications and other information, including, but not limited to, the following:
• Elements of work included in the application have associated budget costs and, conversely, all
elements in the applicant’s budget have corresponding work elements included in the
application.
• Costs are allowable, allocable, necessary, and reasonable per 2 CFR Part 200.
• Costs in a particular cost category have been properly identified as allowable, with the
necessary detail for its use, and are not duplicative to the other budget line items..
• All equipment, training, and travel components are clearly linked to the project objective(s) and
are necessary to adequately compensate, equip, train, and enable personnel to conduct the
activities included in the project plan.
• A suspension and debarment review that included a review of the applicant and a check against
the records in SAM ensures that the applicant is not suspended or debarred and does not have
any unpaid Federal tax liability. Please note that an applicant, at its option, may review
information in the designated integrity and performance systems accessible through SAM and
comment on any information about itself that a Federal awarding agency previously entered and
is currently in the designated integrity and performance system accessible through SAM.
• Any applicant-included comments, which FMCSA will review, in addition to the other information
in the designated integrity and performance system, in making a judgment about the applicant's
integrity, business ethics, and record of performance under Federal awards when completing
the review of risk posed by applicants as described in 2 CFR Part 200.206 (Federal awarding
agency review of risk posed by applicants).
• An evaluation of the applicant’s Single Audit in accordance with OMB Uniform Guidance Audit
Requirements 2 CFR Part 200 Subpart F, grantees shall provide copies of the audit reports to
the Federal Audit Clearinghouse (FAC) (see 2 CFR Part 200.512 (b)). This is only applicable
and Federally mandated to recipients that expended $750,000 or more in Federal awards during
their fiscal year. FMCSA may, at its discretion, request further information and/or conduct an
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audit to confirm compliance as indicated on the SF-LLL – Disclosure of Lobbying Activities form,
as provided for in the United States Code or the Code of Federal Regulations.
Program-Specific Criteria
The application must indicate how the applicant intends to carry out training activities that address the
certification needs of non-Federal personnel responsible for CMV safety and enforcement activities in
alignment with FMCSA safety priorities and statutory requirements that will likely achieve successful
completion within the award’s period of performance.
This relates to program-specific policy areas such as statutory references, published policy documents,
etc., that may factor into an award recommendation.
HP-ETS program-specific factors may include, but are not limited to:
• The extent to which the project(s) proposes and supports the delivery of training courses that
comprehensively address the certification and training requirements of all non-Federal
personnel engaged in commercial motor vehicle safety inspections, hazardous materials
enforcement, and investigatory activities.
• The extent to which the project proposes a method(s) of curriculum design and course
evaluation that meets or exceeds industry best practices for adult learners in a professional
certification course.
• The extent to which a project proposes multiple methods of course delivery and evaluation,
supported by appropriately qualified and experienced key personnel.
• The extent to which any contractors or sub-awardees that the applicant will use to implement
and manage this effort are similarly qualified and experienced in implementing projects of similar
design or magnitude.
• The extent to which an application demonstrates an effective approach to instructor selection,
training, and evaluation.
• The extent to which a proposal describes an applicant’s approach to course assessment,
student examination, and record retention that adheres to Federal and industry standards/best
practices and is responsive to the need for data sharing and regular communication between
the applicant and FMCSA.
Past Performance Criteria
Applicants that have previously received FMCSA grant funding will be evaluated in part on their past
ability to complete prior awards on time, their compliance with those grant terms and conditions,
including review of any financial and performance quarterly reports, and the results of any FMCSA
grant monitoring activities, to include budget execution, original budget vs. final budget, and
unexpended balances.
Applicants who have not previously received grant funding from FMCSA are not subject to this review,
and their applications will not be eliminated from funding consideration for failure to show past
performance.
FMCSA will evaluate applications and past performance to determine the extent to which:
• The applicant used Generally Accepted Accounting Principles as a guide to review prior
personnel and budgetary practices, and past performance to judge if the proposed expenditures
are reasonable and necessary to conduct the proposed projects and if costs are allowable
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under applicable Federal regulations.
• The applicant successfully performs and manages current project tasks (e.g., within budget and
on schedule).
• There are any issues or findings from monitoring activities (e.g., audit, program, or process
reviews) where the applicant violated the grant terms and conditions.
• The applicant’s previous performance and financial reports were submitted late, incomplete, or
incorrect; and/or the applicant has consistently requested additional time to complete the
reports.
• Whether the recipient has high undelivered order (UDO) balances from prior grants awarded for
similar activities.
Other Selection Considerations
After applying the above criteria, FMCSA will take into account the following key Departmental
objectives:
• DOT Order 2100.7: The Department intends to apply principles from the DOT Order 2100.7,
Ensuring Reliance Upon Sound Economic Analysis in DOT’s Policies, Programs and Activities
when evaluating applications and making award selections. To the maximum extent permitted
by law, FMCSA will prioritize projects that are in alignment with the principles outlined in DOT
Order 2100.7.
• Families First: Additionally, FMCSA will prioritize projects that align with the Administration's
focus on the American family and ensuring a more seamless travel experience.
Review and Selection Process
Review Process
FMCSA will review all eligible applications received by the application deadline according to the merit
evaluation criteria outlined in the sections above. The review and selection process will consist of an
intake/eligibility criteria review, a technical and budget review, a program office review, and final
selection. During the technical and budget review, FMCSA technical and financial staff members
evaluate applications, applying the evaluation criteria, and submit their assessments to the program
office. Then, the program office will consider the results of the evaluations according to the technical
merit, budget review/cost analysis, program-specific, past performance, and other review criteria,
described in the sections above, and assign ratings as described below. The program office will
recommend the initial selection of projects for the FMCSA Administrator’s review. Finally, the FMCSA
Administrator will select awards for approval.
Ratings
FMCSA prioritizes applications using the ratings shown below based on the applicability of the merit
evaluation criteria and other preferences to the application.
• Highly Responsive: Applicant fully addresses all aspects of the merit evaluation criteria,
convincingly demonstrates that it will meet requirements identified in the NOFO and
demonstrates minimal or no weaknesses.
• Responsive: Applicant addresses most aspects of the merit evaluation criteria and
demonstrates the ability to meet the requirements identified in the NOFO, but the application
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contains weaknesses. These weaknesses may be addressed by recommending the award and
including a specific programmatic or administrative post-award term and condition, or a
reduction to the requested funding. Applicant otherwise fully addresses all aspects of the criteria
and demonstrates the likelihood of meeting the Government’s requirements.
• Not Responsive: Applicant does not sufficiently address the merit evaluation criteria and/or
failed to submit required documentation. For example, the application is missing a budget, the
project narrative lacks a clearly defined problem statement, has missing objectives, an
insufficiently detailed activity plan, etc. The information the applicant has presented indicates a
strong likelihood of failure to meet the Government’s requirements and/or adherence to
application submission requirements.
Applicant Information
As determined necessary to support the evaluation and selection process, FMCSA may conduct
discussions with applicants to clarify elements of the technical and budget applications, seek additional
information as to whether the project can be completed with a reduced award, and request additional
detailed and itemized cost information, such as the SF-424, SF-424A, project plans, and budget
narratives.
Additional Information: Risk Assessment
Prior to award, each selected applicant will be subject to a risk assessment, as required by 2 CFR Part
200.206. Depending on the level and severity of FMCSA’s risk assessment findings, FMCSA may
determine that the applicant is not qualified to receive the award. FMCSA may also impose additional
grant award terms and conditions above its customary general terms and conditions.
The risk assessment is conducted in several parts:
• A debarment and suspension review that includes a check against the records in SAM (currently
the Federal Awardee Performance and Integrity Information System).
• An applicant, at its option, may review information in the designated integrity and performance
systems accessible through SAM and comment on any information about itself that a Federal
awarding agency previously entered and is currently in the designated integrity and
performance system accessible through SAM.
• FMCSA will consider any comments by the applicant, in addition to the other information in the
designated integrity and performance system, in making a judgment about the applicant’s
integrity, business ethics, and record of performance under Federal awards when completing
the review of risk posed by applicants as described in 2 CFR Part 200.206,.
• An evaluation of the applicant’s Single Audit in accordance with OMB Uniform Guidance Audit
Requirements 2 CFR Part 200 Subpart F, if applicable. FMCSA may, at its discretion, request
further information and/or conduct an audit to confirm compliance as indicated on the SF-LLL –
Disclosure of Lobbying Activities form, as provided for in the United States Code or the Code of
Federal Regulations.
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SECTION F – AWARD NOTICES
Federal Award Notices
Following the evaluation outlined in Section E, the Notice of Grant Agreement (NGA) signed by
FMCSA’s Grant Officer is the authorizing financial assistance document. The NGA will be sent through
GrantSolutions, and it must be accepted by the recipient as soon as possible. FMCSA may approve full
or partial funding of a grant application. The NGA issued to the recipient will specify whether the award
is a grant or a cooperative agreement and will include any specific award terms and conditions, if
applicable.
After the application review process, FMCSA may need to contact the applicant with additional
questions or for clarification of the application’s components. This contact between applicants and
FMCSA does not constitute any assurance that funding will be awarded. FMCSA also reserves the right
to determine the amount of awarded funding, including but not limited to factors such as reductions in
the scope of work, funding level, period, or method of support, prior to recommending any project for
funding. Although the process is intended to be collaborative, FMCSA reserves the right to make final
decisions on all awards. If being considered for funding, applicants may be required to submit an
updated SF-424, SF-424A, supplemental budget, or project narrative based on a partial or modified
grant recommendation.
Applicants chosen for grant funding are formally notified electronically by FMCSA’s grant management
system (www.grantsolutions.gov) before the grant’s execution. FMCSA cannot award grants or release
information concerning applications recommended for funding until approval is obtained from the
Secretary of Transportation. Further, FMCSA cannot award grants until the enactment of authorizing
legislation, an appropriations act, budget authority, and apportionment from OMB. FMCSA may issue
partial funding awards up to the level authorized.
Acceptance of the grant award constitutes the recipient’s agreement to comply with all applicable
statutes, regulations, executive orders, OMB circulars, and terms and conditions of the award, including
the reporting requirements shown below.
FMCSA will send a letter to notify those who were not funded with suggestions for how applications can
be improved for the next grant cycle. FMCSA does not have an appeal process for unsuccessful
applications for competitive grant funds.
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SECTION G – POST-AWARD REQUIREMENTS AND
ADMINISTRATION
1
Administrative and National Policy Requirements
All awards will be administered pursuant to the Uniform Administrative Requirements, Cost
Principles and Audit Requirements for Federal Awards found in 2 CFR part 200, as adopted by
DOT at 2 CFR part 1201. Federal wage rate requirements included in subchapter IV of chapter 31 of
title 40, U.S.C., apply to all projects receiving funds under this program, and apply to all parts of the
project, whether funded with HP-ETS grant funds, other Federal funds, or non-Federal funds. In
connection with any program or activity conducted with or benefiting from funds awarded under this
notice, recipients of funds must comply with all applicable requirements of Federal law, including,
without limitation, the Constitution of the United States; the conditions of performance, non-
discrimination requirements, and other assurances made applicable to the award of funds in
accordance with regulations of the Department of Transportation; and applicable Federal financial
assistance and contracting principles promulgated by the Office of Management and Budget. In
complying with these requirements, recipients, in particular, must ensure that no concession
agreements are denied or other contracting decisions made on the basis of speech or other activities
protected by the First Amendment. If DOT determines that a recipient has failed to comply with
applicable Federal requirements, DOT may terminate the award of funds and disallow previously
incurred costs, requiring the recipient to reimburse any expended award funds. Additionally, applicable
Federal laws, rules and regulations of the relevant operating administration administering the project
will apply to the projects that receive HP-ETS grant awards, including planning requirements, Service
Outcome Agreements, Stakeholder Agreements, Buy America compliance, and other requirements
under DOT’s other highway, transit, rail, and port grant programs. For projects that are eligible under
HP-ETS but are not eligible under DOT’s other programs or projects that are eligible under multiple
DOT programs, the HP-ETS program will determine the appropriate requirements to ensure the project
is delivered consistent with program and Department goals. In particular, Executive Order 14005 directs
the Executive Branch Departments and agencies to maximize the use of goods, products, and
materials produced in, and services offered in, the United States through the terms and conditions of
Federal financial assistance awards. If selected for an award, grant recipients must be prepared to
demonstrate how they will maximize the use of domestic goods, products, and materials in constructing
their project. HP-ETS grant projects involving vehicle acquisition must involve only vehicles that comply
with applicable Federal Motor Vehicle Safety Standards and Federal Motor Carriers Safety Regulations,
or vehicles that are exempt from Federal Motor Vehicle Safety Standards or Federal Motor Carrier
Safety Regulations in a manner that allows for the legal acquisition and deployment of the vehicle or
vehicles.
Additional provisions that apply to this solicitation and/or awards made under this solicitation, including
but not limited to those related to SAM, and administrative capability, can be found in the grants.gov
application package under the “Related Documents” tab. Applicants are strongly encouraged to review
all documents when preparing applications. Contact the POC listed in the overview of the funding
notification if you have questions on these provisions.
Compliance with Federal Laws and Policies
Except where prohibited by court order, the applicant assures and certifies, with respect to any
application and awarded Project under this NOFO, that it will comply with all applicable Federal laws,
regulations, executive orders, policies, guidelines, and requirements as they relate to the application,
acceptance, and use of Federal funds.
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Domestic Preference Requirements
As expressed in Executive Order 14005, Ensuring the Future Is Made in All of America by All of
America’s Workers (86 FR 7475)23, the Executive Branch should maximize, consistent with law, the
use of goods, products, and materials produced in, and services offered in, the United States. HP-ETS
Grants projects that are considered “projects for infrastructure” will be subject to the domestic
preference requirements at § 70914(a) of the Build America, Buy America (BABA) Act, Pub. L. No. 117-
58, div. G, tit. IX, subtitle. A, 135 Stat. 429, 1294 (2021) and Office of Management and Budget (OMB)
Memorandum M-22-11, “Initial Implementation Guidance on Application of Buy America Preference in
Federal Financial Assistance Programs for Infrastructure.” Projects that are not considered “projects for
infrastructure” will be subject to requirements of the Buy American Act, Pub. L. No. 72–428, as codified
at 41 U.S.C. §§ 8301–8303. Note that when using HP-ETS Grants funds, Buy America (49 U.S.C.
5323(j) (formerly sec. 165 of the Surface Transportation Assistance Act of 1982 (Pub. L. 97-424))
provisions do not apply. After funding decisions are made by the Department, the FMCSA Grants
Management Office will coordinate with grant recipients on whether their projects are designated as
“projects for infrastructure.”
Civil Rights and Title VI
As a condition of a grant award, grant recipients should demonstrate that the recipient has a plan for
compliance with civil rights obligations and nondiscrimination laws, including Title VI of the Civil Rights
Act of 1964 and implementing regulations (49 CFR § 21), the Americans with Disabilities Act of 1990
(ADA), and Section 504 of the Rehabilitation Act, all other civil rights requirements, and accompanying
regulations. This should include a current Title VI plan, completed Community Participation Plan, and a
plan to address any legacy infrastructure or facilities that are not compliant with ADA standards. DOT’s
and FMCSA’s Office of Civil Rights may work with awarded grant recipients to ensure full compliance
with Federal civil rights requirements. (ADA) FMCSA’s
Except where prohibited by court order, pursuant to Executive Order 14173, Ending Illegal
Discrimination and Restoring Merit-Based Opportunity, as a condition of grant award, each Recipient
must agree that its compliance in all respects with all applicable Federal anti-discrimination laws is
material to the government’s payment decisions for purposes of section 3729(b)(4) of title 31, United
States Code. Except where prohibited by court order, pursuant to Executive Order 14173, Ending
Illegal Discrimination and Restoring Merit- Based Opportunity, as a condition of grant award, each
Recipient must certify that it does not operate any programs promoting diversity, equity, and inclusion
(DEI) initiatives that violate any applicable Federal anti-discrimination laws.
Program Requirements Critical Infrastructure Security, Cybersecurity, and Resilience
It is the policy of the United States to strengthen the security and resilience of its critical infrastructure
against all hazards, including both physical and cyber threats, consistent with the - National Security
Memorandum on Critical Infrastructure Security and Resilience (NSM-22). Each applicant selected for
Federal funding under this notice must demonstrate, prior to the signing of the grant agreement, efforts
to consider and address physical and cyber security risks relevant to the transportation mode and type
and scale of the project. Projects that have not appropriately considered and addressed physical and
cyber security and resilience in their planning, design, and project oversight, as determined by the
Department of Homeland Security, will be required to do so before receiving funds.
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Compliance with Federal Law and Policies
The applicant assures and certifies, with respect to any application and awarded Project under this
NOFO, that it will comply with all applicable Federal laws, regulations, executive orders, policies,
guidelines, and requirements as they relate to the application, acceptance, and use of Federal funds
and will cooperate with Federal officials in the enforcement of Federal law, including cooperating with
and not impeding U.S. Immigration and Customs Enforcement (ICE) and other Federal offices and
components of the Department of Homeland Security in the enforcement of Federal law.
Performance and Program Evaluation
As a condition of grant award, grant recipients may be required to participate in an evaluation
undertaken by DOT or another agency or partner. The evaluation may take different forms such as an
implementation assessment across grant recipients, an impact and/or outcomes analysis of all or
selected sites within or across grant recipients, or a benefit/cost analysis or assessment of return on
investment. DOT may require applicants to collect data elements to aid the evaluation. As a part of the
evaluation, as a condition of award, grant recipients must agree to: (1) make records available to the
evaluation contractor or DOT staff; (2) provide access to program records, and any other relevant
documents to calculate costs and benefits; (3) in the case of an impact analysis, facilitate the access to
relevant information as requested, and; (4) follow evaluation procedures as specified by the evaluation
contractor or DOT staff.
Recipients and subrecipients are also encouraged to incorporate program evaluation, including
associated data collection activities from the outset of their program design and implementation, to
meaningfully document and measure their progress towards meeting an agency priority goal(s). Title I
of the Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act), P. L. 115-435 (2019)
urges Federal awarding agencies and Federal assistance recipients and subrecipients to use program
evaluation as a critical tool to learn, to improve delivery, and to elevate program service and delivery
across the program lifecycle. Evaluation means “an assessment using systematic data collection and
analysis of one or more programs, policies, and organizations intended to assess their effectiveness
and efficiency.” See 5 U.S.C. § 311. Credible program evaluation activities are implemented with
relevance and utility, rigor, independence and objectivity, transparency, and ethics. See OMB Circular
A-11, Part 6 Section 290.
For grant recipients receiving an award, evaluation costs are allowable costs (either as direct or
indirect), unless prohibited by statute or regulation, and such costs may include the personnel and
equipment needed for data infrastructure and expertise in data analysis, performance, and evaluation.
See 2 CFR § 200.
Reporting
The cooperative agreement terms and conditions outline the reporting requirements that the recipient
must meet after the award. Reporting responsibilities include quarterly program performance reports
using the Performance Progress Report (SF-PPR) and quarterly financial status using the Federal
Financial Report (SF-425, also known as the FFR). Recipients must submit financial and performance
reports electronically through GrantSolutions; contact the points of contact listed in the overview of the
funding notification for additional information.
If the cumulative total value of all your currently active grants and other awards is more than
$10,000,000, you must comply with the post-award reporting requirements reflected in Appendix XII of
2 CFR Part 200.
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SECTION H – FEDERAL AWARDING AGENCY CONTACTS
For questions about this NOFO, please contact FMCSA’s Grants Management Office:
Email: FMCSA_GrantMgmtHelpdesk@dot.gov
Mail: U. S. Department of Transportation
Federal Motor Carrier Safety Administration
Grants Management Office (MC-BG)
1200 New Jersey Ave, SE
Washington, DC 20590
Office hours: 9 a.m. to 5 p.m., Eastern Time
Monday through Friday, except Federal holidays.
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SECTION I – OTHER INFORMATION
This NOFO is intended for informational purposes and reflects current planning. If there is any
inconsistency between the information contained in this NOFO and the terms of any resulting funding
agreement, the terms of the funding agreement are controlling. Additionally, FMCSA may make
changes or additions to this NOFO. All changes will be announced through Grants.gov. We encourage
you to sign up for Grants.gov emails to be notified of the changes at:
http://www.Grants.gov/web/grants/manage-subscriptions.html.
FMCSA plans to conduct an informational web-based conference for all prospective applicants. During
this conference, FMCSA staff will review NOFO requirements at a high level; share best practices and
lessons learned; and answer questions from prospective applicants as allowed by FMCSA policy.
Please check for updates using the Funding Opportunity Number assigned to this award at:
www.grants.gov or subscribe to email notifications, as described above.
For a general overview of the grants management cycle, FMCSA has developed grant resources for its
applicants. These resources are available at: https://ai.fmcsa.dot.gov/Grants/GrantManagement.aspx.
In addition, links to best practices and tips for completing a grant application can be found below:
• HP Grant Best Practices
• HP Grant Resource Guide
The following attachments have been added to Grants.gov under this announcement. These
attachments are available in Grants.gov under the “Related Documents” tab.
• Appendix A: Application Package Requirements Checklist
• Appendix B: Fiscal Year (FY) 2025 Budget Template
• Appendix C: Curriculum and Instructor Development
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APPENDIX A – APPLICATION PACKAGE REQUIREMENT
CHECKLIST
Below is a non-exhaustive list of documents necessary for a responsive grant application. This list is
intended to assist applicants in compiling their application. However, because the required documents
may differ slightly based on the nature of the grant application, applicants should not rely solely on this
checklist and must still read the entire NOFO to ensure that they have included all required documents.
FMCSA reserves the right to request additional documentation or information to confirm compliance
with applicable laws.
Document Description
Document Name Submit in:
and Location Information
Project narrative must include:
Brief Introduction; Performance
Objective; Project Activity Plan;
Performance Measurement
Project Narrative Grants.gov
Plan; Reporting Plan; and
Budget Narrative. For detailed
requirements review Section
D Narrative Requirements.
Provide a description of the
expenses by budget category
which match the application’s
SF-424a Budget Categories
columns for each project.
Must include a detailed
justification for the costs
necessary to complete the
proposed project. The level of
detail should be sufficient for
the reviewer to evaluate
expenses are necessary,
reasonable, allowable and
allocable as established by 2
Budget Narrative Grants.gov
CFR part 200). All line items
must be rounded to the
nearest whole dollar amount.
For detailed requirements
review Section D Narrative
Requirements.
Applicants are strongly
encouraged to use the
budget narrative template
included in the HP-ETS
application package on
Grants.gov.
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Required standard application
form for all requests for
Federal assistance. Form
requests contact information
for: (1) Lead Principal
Investigator or Program
SF-424 Application for Federal Director (program/project
Grants.gov
Assistance manager) [enter in Box 8f]; and
(2) Authorized Representative
(AR) Official (authorized
signer) [enter in AR section
following Box 21]. Available in
the Grants.gov application
package.
Required standard budget form
SF-424A Budget Information for requests for Federal
for Non- Construction assistance. Available in the Grants.gov
Programs Grants.gov application
package.
Standard assurances form
associated with accepting
Federal assistance funds. This
document indicates that the
organization is in substantial
SF-424B Assurances for Non-
compliance with various Grants.gov
Construction Programs
programs, regulations, and
Federal laws for a non-
construction program.
Available in the Grants.gov
application package.
Required form that allows
organizations to indicate that
they do not engage in lobbying
Lobbying Form Grants.gov
activities. Available in the
Grants.gov application
package.
Standard form to report their
SF-LLL Disclosure of Lobbying lobbying activities if applicable.
Grants.gov
Activities (if applicable) Available in the Grants.gov
application package.
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Required for additional
contacts that are NOT already
on the SF-424 form for the
GrantSolutions roles of:
Authorized Representative
Official (authorized signer);
Principal Investigator or
Program Director
(program/project manager);
and Financial Official (person
Key Contacts Form who files FFR’s in Grants.gov
GrantSolutions)
NOTE: If more than one
individual is designated in
the same role, one individual
must be identified as
primary. Review the
instructions. Available in the
Grants.gov application
package.
Form used to submit
supplemental attachments to
Attachment Form support the grant application. Grants.gov
Available in the Grants.gov
application package.
Applicant’s signed current
approved indirect cost (IDC)
rate from the cognizant
Federal agency or letter of
renewal to cognizant agency
for rate establishment or
adjustment. If claiming IDCs,
the grant recipient must
include an active approved
IDC agreement with the
application submitted for
Indirect Cost Rate funding. Should the grant
Agreement (If Indirect Costs recipient fail to provide an
Grants.gov
are included in approved agreement during
applicant budget) the pre-award phase and a
grant is awarded, the grant
recipient will have 90 days
from the date of award
acceptance to provide a
copy of the IDC agreement. If
we do not receive the
required documentation
within the allocated time
frame, the grant recipient
will not be reimbursed for
Indirect charges for that
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fiscal year. Once an
approved rate is provided to
FMCSA, the grant recipient
will then, be allowed to claim
Indirect cost in the following
fiscal year of the award. 2
CFR § 200.414 (c).
Any non-Federal entity that
does not have a current
negotiated (including
provisional) rate, except for
those non–Federal entities
described in appendix VII to
2 CFR part 200, paragraph
D.1.b, may elect to charge a
de minimis rate of 10% of
modified total direct costs,
which may be used
indefinitely. No
documentation is required to
justify the 10% de minimis
indirect cost rate. 2 CFR §
200.414(f).
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APPENDIX B – BUDGET NARRATIVE GUIDANCE
What is a Budget Narrative?
The budget narrative explains the “what,” “how,” and “why” of each line-item cost to carry out grant
project goals, objectives, and activities. A budget narrative explains each budget component that
supports the costs of the proposed work and should describe why each budget item is required to
achieve the proposed project goals and objectives. It should also explain in detail how budget costs
were calculated to support the cost being reasonable and allocable. Objectives must be SMART:
Specific, Measurable, Achievable, Realistic, and Time Bound.
The budget narrative should be clear, specific, detailed, and mathematically correct. Be sure to round
all requested Federal funds and match to the nearest whole dollar. Please ensure the budget narrative
totals match the SF-424A budget categories by project that is being requested.
FMCSA reviews the budget narrative to confirm that costs are allowable, allocable, necessary, and
reasonable. A well-developed budget narrative is also an effective management tool; a budget that
doesn’t represent a project’s needs makes it difficult to recommend for funding and to assess financial
performance over the life of the project. The budget narrative serves a number of critical functions:
• Describes your need for or the necessity of an expense, and what cost allocation base is being
used if it benefits more than ETS purposes;
• Documents how reasonable the request is and conveys your judgment as well as the feasibility
of the project based on available and proposed resources;
• Helps FMCSA review high-risk cost items to determine funding; and
• Describes how much of each cost will be provided by Federal funding. Include this information
in the narrative section for each type of cost.
Budget Narrative Template
Budget narrative template is included with the HP-ETS application package on Grants.gov. Applicants
are strongly encouraged to use the template to aid with developing a responsive budget narrative.
What Costs are included in a Budget Narrative?
Personnel: Personnel costs are employee salaries working directly on a grant project. Include costs for
only those personnel employed by your organization. Individuals not employed by your organization
will be classified as either a sub-grantee or contractor. See the contractual object class section for
additional information.
Below is a sample personnel budget narrative. FMCSA evaluates the personnel budget narrative to
determine whether the proposed number of personnel is appropriate and includes sufficient staffing to
meet the project objectives. The proposed effort should be consistent with the effort required by the
project plan. The labor mix should be consistent with the caliber of effort – professional/
nonprofessional/clerical – required by the grant project plan. FMCSA also reviews the personnel budget
to determine whether or not the salary ranges proposed are reasonable.
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Sample Personnel Budget Narrative
Work
# of % of Hourly
Position(s) Year Total Cost
Staff Time Rate
Hours
Supervisor 1 100 2,080 $28.00 $58,240
Staff member (Full-Time) 1 100 2,080 $19.00 $39,520
Staff member (Part-Time) 10 50 2,080 $19.00 $197,600
Total Cost for Personnel: $295,360
Total FTE Personnel 7
The Supervisor oversees activities of the project. She or he spends 100 percent of the time implementing
this project, supervising staff, and conducting activities to meet the objectives of this project. Activities
include: supervising daily operation of projects and staff, providing staff training/technical assistance,
coordinating staff work schedule/assignments, ensuring data entry, tracking and following-up on
procedures to meet quality assurance, and tracking policy to ensure compliance. There are 11 staff
members (1 full-time, 10 part-time) who provide additional program support. Each is paid an hourly wage
of $19; part-time staff members will average 50 percent of their time on grant activities. The full-time staff
member wages equal $39,520 annually, with the part-time (10) staff members averaging 1,040 hours or
50 percent on grant activities @ $19,760 per year for a cumulative total (for all 10 part-time staff members)
of $197,600.
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Fringe Benefits. Fringe benefits are allowances and services provided by employers to their
employees as compensation in addition to regular salaries and wages. Fringe benefits include, but are
not limited to, the costs of leave (vacation, family-related, sick or military), employee insurance,
pensions, and unemployment benefit plans. The costs of fringe benefits are allowable under 2 CFR
200.431 provided that the benefits are reasonable and are required by law, a non-Federal entity-
employee agreement, or written policy of the non-Federal entity. FMCSA will only reimburse fringe
costs for personnel and only for the percentage of time they devote to the project. Some helpful tips:
• Explain how the fringe benefit amount is calculated (e.g., actual fringe benefits, rate approved
by the Health and Human Services Statewide Cost Allocation Plan or cognizant agency).
Explain what is included in the benefit package.
• Do not combine the fringe benefit costs with direct salaries and wages in the personnel
category.
Below is a sample fringe benefit budget narrative. Note that the personnel in the personnel budget
narrative should be reflected in the fringe benefits budget narrative. The level of personnel participation
(full-time or part-time) must also correspond to the fringe charged.
Sample Fringe Benefits Budget Narrative
Fringe % of Annual
Position(s) Total Cost
Rate Time Salary
Supervisor 16.72% 100 $58,240 $9,738
Staff Member (full time) 16.72% 100 $39,520 $6,608
Staff Member (part-time) 16.72% 50 $39,520 $3,304
Sub-Total Fringe Benefits $19,650
Fringe benefits include cost of health insurance, retirement, workers’ compensation, and unemployment
benefit plans. It is calculated at the average rate of 16.72 percent as recognized by the cognizant agency.
This rate is applied to the average hourly rate of $28 per supervisor and $19 per staff member, with a
projected 2,080 hours worked annually for each. The 1 part-time staff member will average 50 percent
working on the program or an average of 1,040 hours.
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Travel. Travel costs include field work activities or travel to professional meetings. FMCSA reviews the
travel budget to ensure that amounts are reasonable based on the level of effort described in the
project plan and alignment with 2 CFR § 200.475. Some helpful tips:
• Include estimates for unforeseen travel such as possible FMCSA required meetings, with
estimated costs of attendance.
• Explain the reason for travel expenses for project personnel (staff training, field interviews,
advisory group meeting, etc.) and, if known, identify the location/destination of travel.
• Do not include payroll, fringe, or other costs listed as part of the travel. For example, payroll is
included in Personnel, fringe is included in Fringe, and fuel costs are included in Other.
• Travel cost must not be bundled but must show how total was determined by itemizing cost for
airline, lodging, taxi, etc.
• Reminder: Travel conducted by consultants/contractors or guest travel should be accounted for
and itemized under Contractual Budget Category.
Below is a sample travel budget narrative. Costs for employee attendance at conferences, such as
with FMCSA, can be put into the budget without the need to break out what the daily cost will be;
however, when vouchered, costs should be reported as actuals. Expenses must be auditable (i.e.,
backed up by actual days on the road, State per diem costs, hotel expenses, and any allowable
miscellaneous costs).
Sample Travel Cost Budget Narrative
Purpose # of Staff Days Total Cost
Routine Travel 10 10 $4,600
San Diego Conference 15 5 $28,410
Total Cost for Travel: $33,010
Costs represent necessary travel funds for staff members to perform their assigned duties for X (describe
the activities to support the project plan). Reimbursement is based upon the current State per diem and
rules. The per diem rate for each day is $46. (NOTE: Travel by contractors should be included as part of
the contract’s cost.) [Training, course or meeting title] in San Diego for 15 staff members with an average
cost per person of $600 for airfare or $9,000; $204 State-approved per diem or $3,060; $290 for hotel
accommodation or $4,350; and $800 for registration fees or $12,000; for a total of $28,410. Airfare for
training in Arlington, VA for 3 persons with an average airfare cost (per person) of $900 x 3 persons =
$2,700.
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Equipment: Equipment is tangible personal property with a useful life of more than one year and a unit
acquisition cost that equals or exceeds the lesser of the capitalization threshold established by the non-
Federal entity or $10,000. FMCSA evaluates the need for the equipment (e.g., ratio of employees to
equipment) in the budget narrative and how it supports project activities. FMCSA also evaluates the
extent to which the equipment is being used to support more than one cost objective. If it does, FMCSA
reviews the cost to ensure the expenses have been properly allocated. Additionally, FMCSA reviews
past performance information to determine if the same equipment for the project/program was
purchased in previous years. If the same equipment was previously purchased for the same
project/program in previous years, the applicant must explain the need for the additional equipment.
Some helpful tips: If your capitalization threshold is less than $10,000, indicate in the narrative the
threshold level to support it was properly categorized. Items costing less than $10,000 each should be
categorized as supplies or other, depending on the item.
• Explain the purpose and use of each item of equipment. Prorate the costs, if applicable.
• Common purchases like a computer system (when purchased as a package – keyboard,
monitor, and hard drive as a single unit) are considered equipment if the total cost of each of
those units exceeds the threshold. If these same items are purchased individually (not as a
package) and each component is below the threshold, list these costs as supplies.
• Do not bundle expenses. Itemize based on number of items, per unit cost and detailed
justification.
• When developing your budget, analyze the cost/benefit of purchasing versus leasing equipment,
particularly high-cost items, and those subject to rapid technical obsolescence. List rented or
leased equipment costs in the contractual or the other object class, depending on your
procurement method. See the guidance under the other object class for additional information.
Sample Equipment Cost Budget Narrative
# of Cost per
Item Name Total Cost
Items Item
Vehicles 3 $30,000 $90,000
Total Cost for Equipment: $90,000
The Applicant requests 3 new vehicles to perform covert monitoring as replacements for vehicles that have
reached their useful life as determined by the State’s vehicle replacement policy. These vehicles will only
be used for grant eligible purposes and are needed to achieve the activities proposed in the application.
The cost for purchasing the vehicles is approximately $30,000 each based on the State’s procurement
contract. (If requesting an SUV, please explain why it’s necessary to meet the objectives of the project
plan.)
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Supplies: Supplies are tangible personal property other than equipment. FMCSA evaluates supply
costs to ensure that enough detail is provided to enable an informed reader to understand that the cost
is reasonable. For example, an applicant does not need to provide details on the number of paper clips
that it will purchase. At the same time, FMCSA cannot accept an amount for office supplies that would
equal, for example, $8,000 a year per person without further clarification. Some helpful tips:
• A good way to document supplies is to indicate the approximate expenditure of the unit as a
whole (e.g., office supplies for the unit cost $XX per month).
• Remember to include a quantity and unit cost for larger cost supply items such as computers
and printers.
Sample Supplies Cost Budget Narrative
Unit of Cost per
Item Name # of Units/Items Total Cost
Measurement Unit
General office supplies 12 month $39 $468
Laptop computers 12 each $2,000 $24,000
Sub-Total Supplies $24,468
General office supplies include paper, printer ink, etc., for 26 staff members in the program. These 26 staff
members require supplies that are estimated at $39 per month for 12 months. Ten part-time staff members
require laptop computers, which will be used only to fulfill project activities. These staff members perform
assigned duties as described in the project’s narrative. There are 10 part-time staff members needing
laptops; the extra two laptops are requested for replacement purposes.
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Contractual: A contract is a legal instrument by which a recipient purchases property or services
necessary to carry out the Federal project.
FMCSA reviews the contractual budget narrative to ensure it contains sufficient descriptive information
about what specific costs (products and/or services) would be charged to the grant, a rationale for how
those costs were derived, and the applicability and necessity of each to the grant.
A helpful tip: Include the name of the vendor/subrecipient, if known. If not, indicate that the selection is
pending and an estimated timeframe when the vendor/sub-grant recipient will be selected. In the
application, the most important component of the contractual budget narrative is the purpose of the
contract/sub award and how the cost was estimated or derived (i.e., estimated number of hours,
estimated hourly rate).
Guidance for Contract Costs: A contractor is one who provides goods and services within normal
business operations; provides similar goods or services to many different purchasers; normally
operates in a competitive environment; provides goods or services that are ancillary (but necessary) to
the operation of the Federal program. A contractor is not subject to Federal compliance requirements
as a result of the grant, though similar requirements may apply for other reasons.
For example, contractual costs could include training, maintenance contracts, or other service contracts
except those which belong in different object classes such as equipment or supplies (depending upon
your organization’s policy). The term “procurement” is used to identify the process of acquiring goods
and services from sources outside of the grant recipient organization.
When procuring goods and services under a Federal award, an organization must follow the
procurement standards at 2 CFR §§ 200.317 - 200.326 and same policies and procedures it uses for
procurements for its non-Federal funds. Non-competitive procurements should only be used in limited
circumstances and should be a last resort.
Non-competitive procurements must comply with 2 CFR § 200.320(c).
Guidance for Subrecipient Costs: A subaward is an award provided by the recipient (also known as a
pass-through entity or prime recipient) to a subrecipient. Characteristics of a subrecipient include that
the subrecipient has its performance measured in relation to whether objectives of a Federal program
were met; a sub-recipient is responsible for programmatic decision making; is responsible for
adherence to applicable Federal program requirements specified in the Federal award; and (in
accordance with its agreement) uses the Federal funds to carry out a program for a public purpose
specified in authorizing statute, as opposed to providing goods or services for the benefit of the pass-
through entity. For more information on determining subrecipients, see 2 CFR 200.331.
A subaward may be provided through any form of legal agreement, including an agreement that the
pass-through entity considers a contract. Federal regulations require that all sub-grant recipients obtain
and maintain a unique entity identifier (UEI) number and continue to maintain active System for Award
Management registration at all times during an active Federal award.
Below is a sample contractual budget narrative for contractor costs. If you intend to provide funding to
another organization as a subaward, provide a new object class budget narrative and line-item budget
for each sub-grant recipient organization.
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Sample Contractual Cost Budget Narrative
Description of Services Total Cost
Contract services for programming: 800 hours @ $250 $200,000
Total Cost for Contractual: $200,000
Contract services for programming include an assessment of the data timeliness and quality of State data
systems; in addition, the contractor oversees the development of plans to implement improvements to the
system that support the State’s programs. The contractor will install the necessary software and ensure that it
is compatible with all existing platforms.
Other: Other costs are costs that do not fit within any of the other object class categories. Typical costs
in this category include professional services and rent for space (note: purchase of building and
space are not allowable) used to conduct occasional project activities, utilities, and printing costs.
FMCSA reviews Other costs to determine whether these costs are consistent with the proposed work
plan, are necessary to complete the approved work plan, and are not duplicative of costs included in
the indirect cost amount. FMCSA also evaluates the costs to ensure that no unallowable costs, such as
entertainment expenses, are included.
A lease is considered Other cost when you are not the prime on the contract; rather, you are partnering
with a different agency in your State or using a shared utility, facility or other services purchased
through the State for one or more agencies. A lease is considered a contractual cost when you directly
engage, and form a contract with, a vendor.
Some helpful tips:
• Group Other object class costs whenever possible (e.g., space, rental, communication, printing,
maintenance) in the budget and explain how they support the grant activities.
• Ensure that other costs such as professional services, audit, postage, printing, and facilities
expenses are not already accounted for in either your indirect cost rate agreement or cost
allocation plan.
Below is a sample Other budget narrative.
Sample Other Cost Budget Narrative
# of Cost
Unit of
Item Name Unit/ Per Total Cost
Measurement
Items Unit
Printing materials 1000 Item .50 $500
Total Cost for Other: $500
Printed materials are used during outreach activities and at national stakeholder meetings. The average cost
per unit is $0.50.
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Indirect Costs: Indirect costs (IDC) are costs incurred for common or joint objectives that benefit more
than one project but are not easily or accurately allocable to more than one project. They may be
administrative and/or operational. FMCSA reviews IDC rates to ensure the rate is valid, calculations
are correct in the budget, and that the rate is applied to the appropriate base.
Remember to include your IDC rate agreement with your application in Grants.gov if your project’s
budget will include IDCs. If your rate will not be approved by the application due date, attach the letter
of renewal or letter of request that you sent to your cognizant agency. This documentation is used as a
placeholder until the rate is approved. Recipients may not receive reimbursement for IDCs until the rate
is approved.
To support the budgeted indirect costs, provide the calculations that were used to derive the amount,
such as the base to which the indirect cost rate was applied, the type of rate (i.e. provisional, fixed, pre-
determined or de minimis), the rate (e.g. 3.5%), and the total amount. Applicants should use the
terminology employed in their IDC agreement/letter submitted with their application.
Sample Indirect Cost Budget Narrative
Type of Rate: Base of
Rate
(provisional, fixed or pre-determined Budgeted Total IDC Cost
percentage
rate) amount
General & Administrative (G&A) 3.5% $10,000 $350
Overhead 5.0% $12,000 $600
Total Cost for Other: $950.00
See attached IDC agreement, DOJ is cognizant agency, to support the rates used in budgeting.
The G&A base of $10,000 is Labor+Fringe benefits. The overhead base is $12,000, which is labor, fringe and
other direct costs.
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APPENDIX C – CURRICULUM AND INSTRUCTOR DEVELOPMENT
Below is additional information relating to instructional design, course objectives, and other areas that
applicants may reference in completing their application in response to this NOFO.
Curriculum Development and Course Objectives
Objectives for current training and certification courses offered by FMCSA
• CMV safety inspections in accordance with the North American Standard Inspection
Procedures. https://connectdot.connectsolutions.com/lvl1-insp/
• CMV passenger-carrying vehicle safety inspections in accordance with the North American
Standard Level I Passenger Carrier Vehicle Inspection Procedures.
https://connectdot.connectsolutions.com/pc-insp/
• Inspections of hazardous materials shipments for compliance during roadside safety
inspection or at the motor carrier’s or shipper’s principal place of business.
https://connectdot.connectsolutions.com/hm-insp/
• Motor Carrier Safety Investigations in accordance with the FMCSR and HMR.
https://www.fmcsa.dot.gov/content/investigative-safety-analysis
• New Entrant Safety Audits in accordance with the FMCSR and HMR.
https://www.fmcsa.dot.gov/carrier-safety/new-entrant/new-entrant-online-training
Curriculum Development
For the purpose of this NOFO, applicants may propose using and/or updating FMCSA’s existing
curriculum when completing their application. New development or updates to FMCSA materials must
be done using design and evaluation models equivalent to the ADDIE Model of Design and the
Kirkpatrick Model of Evaluation. Applicants are encouraged to review applicable copyright laws
involving the use of third-party materials.
Please note, as mentioned in the NOFO, all new development and updates to existing curriculum and
instructional materials must be approved by FMCSA prior to use.
• A copy of FMCSA’s style guide may be found here for reference:
https://connectdot.connectsolutions.com/ntcstyleguide2-4/
Delivery Methods
Web-based Training - for the purpose of this NOFO, is defined as training which utilizes the internet
for self-paced study as the instructional delivery method. This is considered new development only
existing course materials are not available.
Considerations for utilization of this method may include the following:
• Secure online platform for delivery
• Secure server which follows industry protocols. FMCSA Standards are included here:
https://connectdot.connectsolutions.com/fmcsasecureserver/
• Secure log in
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• Technical Assistance availability
• Web Team support
• System Administrator, Developer, Support staff
• Record retention and reporting capabilities
• 508 Compliant for all applications and products
• Ongoing Quality Assurance Program
• User account support
• Online exam
• Real-time exam results
• Equivalent web-based and instructor-led training outcomes
Instructor-Led Training - for the purpose of this NOFO, this methodology involves face-to-face in-
person training delivered in a classroom, in the presence of an instructor or facilitator. The topical focus
may be either hands-on use of a computer workstation (e.g., using the Integrated Library System(ILS))
or academic-style lecture and discussion (e.g., FRBR concepts (Functional Requirements for
Bibliographic Records)). This methodology may be used as a component in a “blended” approach
utilizing alternative methodologies.
• https://connectdot.connectsolutions.com/instmethods/
Potential instructor-led training and classroom environment needs are listed below This list is not
comprehensive.
• Instructors must be graduates of FMCSA Instructor Development Program
• Classroom environment must have the appropriate training space and equipment and must
conform with OSHA regulatory requirements. https://www.osha.gov/
• Course materials must be current version and made available to instructors and students.
• Process for the reporting of allegations, adjudication, and redress of student and/or instructor
misconduct.
• Written policy must be in place advising instructors and students of suspension or
discontinuation of training (e.g., inclement weather) and/or cancellation of course.
• Adherence to FMCSA policy on instructor and student class attendance.
https://connectdot.connectsolutions.com/attendancepcy/
Virtual Instructor-Led Training - For the purpose of this NOFO, this methodology involves face-to-
face instructor-led training delivered virtually, in the presence of an instructor or facilitator. The topical
focus may be either hands-on use of a computer workstation (e.g., using the ILS) or academic-style
lecture and discussion (e.g., FRBR concepts (Functional Requirements for Bibliographic Records)).
This methodology may be used as a component in a “blended” approach utilizing alternative
methodologies.
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Instructor Development Program
a. FMCSA Instructor Development Program Manual https://connectdot.connectsolutions.com/idp-
manual/
b. FMCSA Memorandum: Certification Policy for Employees Who Perform Inspections,
Investigations and Safety Audits Certification of Safety Auditors, Safety Investigators and
Driver/Vehicle Inspectors | FMCSA (dot.gov)
Student Examinations
Below is information on the current student examination approach utilized by FMCSA. Applicants must
include an examination methodology as outlined in Section A. Applicants may consider this approach
when submitting their proposal.
• Include 100 questions with multiple choice answers for course exam, re-exam, or challenge
exams, with the questions randomly selected from an exam bank of 175 questions. Include
alternate versions for re-exam and challenge exams.
• Be completed within 3-hours.
• Be calibrated to FMCSA minimum passing score of 80%; results to students will only show
“pass or fail.” Numeric score must not be released.
Please note that examinations must receive final approval from FMCSA before being administered by
an awardee.
Training Records
As outlined in this NOFO, accurate and complete instructional records are of critical importance.
FMCSA recommends that applicants consider the following when drafting their proposal(s):
• Curriculum content of course instructed.
• Listing of all instructional personnel utilized for course instruction.
• Inclusive dates of the training course.
• Roster of student participants per course.
• Electronic version of completion certificate per student.
• Student survey results for each course delivered.
• Verification of prerequisite requirements per student.
• Documented results for all course exams, reexams, and challenges completed per course.
• Make all course related materials available to FMCSA using an electronic delivery method.
• Instructor/student guides, toolboxes, PowerPoint decks, etc.
• Lesson Plans
• Course Syllabus, calendar, videos
• Examinations
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FY 2026 Budget Template-Discretionary Programs

Fiscal Year (FY) 2026 Budget Template

The Federal Motor Carrier Safety Administration (FMCSA) encourages the use of this template by applicants to aid with developing a responsive budget narrative.

Budget Narrative

Provide a description of the expenses by budget category which match the application’s SF-424a Budget Category columns for each project. Narrative must include a detailed justification for the costs necessary to complete the proposed project. The level of detail should be sufficient for the reviewer to evaluate expenses are necessary, reasonable, allowable, and allocable as established by 2 C.F.R. part 200 and FMCSA’s MCSAP Comprehensive Policy (MCP). Expenses must be itemized to demonstrate how the total cost was determined. For example, Travel cost must not be bundled but must show how total was determined by itemizing cost for airline, lodging, taxi, etc. All line items must be rounded to the nearest whole dollar amount.

Personnel costs are employee salaries working directly on a grant project. Include costs for only those personnel employed by your organization. Individuals not employed by your organization will be classified as either a sub-grantee or contractor. See the contractual object class section for additional information.

Fringe benefits are allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages. Fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick or military), employee insurance, pensions, and unemployment benefit plans. The costs of fringe benefits are allowable under 2 CFR 200.431 provided that the benefits are reasonable and are required by law, a non-Federal entity-employee agreement, or written policy of the non-Federal entity. The FMCSA will only reimburse fringe costs for personnel and only for the percentage of time they devote to the project. Explain how the fringe benefit amount is calculated (e.g., actual fringe benefits, rate approved by the Health and Human Services Statewide Cost Allocation Plan or cognizant agency). Explain what is included in the benefit package. Do not combine the fringe benefit costs with direct salaries and wages in the personnel category.

Travel costs include field work activities or travel to professional meetings. The FMCSA reviews the travel budget to ensure that amounts are reasonable based on the level of effort described in the project plan and alignment with 2 CFR § 200.475. Please include estimates for unforeseen travel such as possible FMCSA required meetings, with estimated costs of attendance. Explain the reason for travel expenses for project personnel (staff training, field interviews, advisory group meeting, etc.) and, if known, identify the location/destination of travel. Do not include payroll, fringe, or other costs listed as part of the travel. For example, payroll is included in Personnel, fringe is included in Fringe and fuel costs are included in Other. Travel cost must not be bundled and should show how total was determined by itemizing cost for airfare, lodging, ground transportation, per diem, etc. Reminder: Travel conducted by consultants/contractors or guest travel should be accounted for and itemized under Contractual Budget Category.

Equipment is tangible personal property with a useful life of more than one year and a per unit cost of the lesser of the capitalization threshold established by the non-Federal entity or $10,000. The FMCSA evaluates the need for the equipment (e.g., ratio of employees to equipment) in the budget narrative and how it supports project activities. The FMCSA also evaluates the extent to which the equipment is being used to support more than one cost objective. If it does, FMCSA reviews the cost to ensure the expenses have been properly allocated. Additionally, FMCSA reviews past performance information to determine if the same equipment for the project/program was purchased in previous years. If the same equipment was previously purchased for the same project/program in previous years, the applicant must explain the need for the additional equipment. If the applicant’s capitalization threshold is less than $10,000, please state in narrative the threshold level to support it was properly categorized.

Supplies are tangible personal property other than equipment. The FMCSA evaluates supplies costs to ensure a sufficient level of detail that would allow an informed reader to understand the standard office supplies are reasonable. FMCSA will not accept a bundle amount for general office supplies.

Contractual costs are associated with a legal instrument by which a recipient purchases property or services necessary to carry out the Federal project.

The FMCSA reviews the contractual budget narrative to ensure it contains sufficient descriptive information about what specific costs (products and/or services) would be charged to the grant, a rationale for how those costs were derived, and the applicability and necessity of each to the grant.

Include the name of the vendor/subrecipient, if known. If not, indicate that the selection is pending and an estimated timeframe when the vendor/sub-grant recipient will be selected. In the application, the most important component of the contractual budget narrative is the purpose of the contract/sub grant and how the cost was estimated/derived.

Guidance for Contract Costs:

A contractor is one who provides goods and services within normal business operations; provides similar goods or services to many different purchasers; normally operates in a competitive environment; provides goods or services that are ancillary (but necessary) to the operation of the Federal program. A contractor is not subject to Federal compliance requirements as a result of the grant, though similar requirements may apply for other reasons.

For example, contractual costs could include training, maintenance contracts, or other service contracts except those which belong in different object classes such as equipment or supplies (depending upon your organization’s policy). The term “procurement” is used to identify the process of acquiring goods and services from sources outside of the grant recipient organization. When procuring goods and services under a Federal award, an organization must follow the procurement standards at 2 CFR §§ 200.317 - 200.326 and same policies and procedures it uses for procurements for its non-Federal funds. Non-competitive procurements should only be used in limited circumstances and should be a last resort.
Non-competitive procurements must comply with 2 CFR § 200.320(c).

Guidance for Subrecipient Costs:

A subaward is an award provided by the recipient (also known as a pass-through entity or prime recipient) to a subrecipient. Characteristics of a subrecipient include that the subrecipient has its performance measured in relation to whether objectives of a Federal program were met; has responsibility for programmatic decision making; is responsible for adherence to applicable Federal program requirements specified in the Federal award; and (in accordance with its agreement) uses the Federal funds to carry out a program for a public purpose specified in authorizing statute, as opposed to providing goods or services for the benefit of the pass-through entity. For more information in determining subrecipients see 2 CFR 200.331.

A subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract. Federal regulations require that all sub-grant recipients obtain and maintain an active System for Award Management registration at all times during an active Federal award.

If you intend to provide funding to another organization as a subaward, provide a new object class budget narrative and line-item budget for each sub-grant recipient organization.

Other costs are expenses that do not fit within any of the other object class categories. Typical costs in this category include, but not limited to, professional services, audit, postage, printing, and facilities expenses such as rent and utilities (note: CDLPI grant program: rent, lease and purchase of building and space are not allowable) used to conduct project activities. The FMCSA evaluates the costs to ensure that no unallowable costs, such as entertainment expenses, are included.

A lease is considered Other cost when you are not the prime on the contract; rather, you are partnering with a different agency in your State or using a shared utility, facility or other services purchased through the State for one or more agencies. A lease is considered a contractual cost when you directly engage, and form a contract with, a vendor.

Group Other object class costs whenever possible (e.g., space, rental, communication, printing, maintenance) in the budget and explain how they support the grant activities. Other costs must show how totals were determined by itemizing costs in the budget narrative justification.

Ensure that costs such as professional services, audit, postage, printing, and facilities expenses are not already accounted for in either your indirect cost rate agreement or cost allocation plan.

Indirect Costs: Indirect costs are costs incurred for common or joint objectives that benefit more than one project but are not easily or accurately allocable to more than one project. They may be administrative and/or operational. The FMCSA reviews indirect cost rates to ensure the rate is valid, calculations are correct in the budget, and that the rate is applied to the appropriate base.

Remember to include your indirect cost rate agreement with your application in Grants.gov if your project’s budget will include indirect costs. If your rate will not be approved by the application due date, attach the letter of renewal or letter of request that you sent to your cognizant agency. This documentation is used as a placeholder until the rate is approved. Recipients may not receive reimbursement for indirect costs until the rate is approved.

To support the budgeted indirect costs, provide the calculations that were used to derive the amount, such as the base to which the indirect cost rate was applied, the rate, and the total amount.

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FY 2026 Title VI Program Assurance

The United States Department of Transportation

Standard Title VI/Non-Discrimination Assurances

DOT Order No. 1050.2A

The (Title of Recipient) (herein referred to as the “Recipient”), HEREBY AGREES THAT, as a condition to receiving any Federal financial assistance from the United States Department of Transportation (DOT), through the Federal Motor Carrier Safety Administration (FMCSA), is subject to and will comply with the following:

Statutory/Regulatory Authorities

Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 Stat. 252), (prohibits discrimination on the basis of race, color, national origin);

Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);

Title IX of the Education Amendments of 1972, as amended, (20 U.S.C. § 1681 et seq.), (prohibits discrimination on the basis of sex in education programs or activities);

Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability);

The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);

Americans with Disabilities Act of 1990, as amended, (42 U.S.C. § 12101 et seq.), (prohibits discrimination on the basis of disability);

49 C.F.R. Part 21, including any amendments thereto (entitled Nondiscrimination In Federally-Assisted Programs Of The Department Of Transportation—Effectuation Of Title VI Of The Civil Rights Act Of 1964);

49 C.F.R. Part 27 (entitled Nondiscrimination On The Basis Of Disability In Programs Or Activities Receiving Federal Financial Assistance);

49 C.F.R. Part 28 (entitled Enforcement Of Nondiscrimination On The Basis Of Handicap In Programs Or Activities Conducted By The Department Of Transportation);

49 C.F.R. Part 37 (entitled Transportation Services For Individuals With Disabilities (ADA));

49 C.F.R. Part 303 (FMCSA’s Title VI/Nondiscrimination Regulation);

28 C.F.R. Part 35 (entitled Discrimination On The Basis Of Disability In State And Local Government Services);

28 C.F.R. section 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);

The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.

General Assurances

In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:

“No person in the United States shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the Recipient receives Federal financial assistance from DOT, including the FMCSA.”

The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI and other Non-discrimination requirements (The Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973) by restoring the broad, institutional-wide scope and coverage of these non-discrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally-assisted.

Specific Assurances

More specifically, and without limiting the above general Assurances, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted FMCSA Program:

The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 C.F.R. Part 21.23 (b) and 21.23 (e), including any amendments thereto, will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations;

The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with the FMCSA Program and, in adapted form, in all proposals for negotiated agreements regardless of funding source:

“The (Title of Recipient), in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, age, or disability, in consideration for an award.”;

The Recipient will insert the clauses of Appendix A and E of this Assurance in every contract or agreement subject to the Acts and the Regulations;

The Recipient will insert the clauses of Appendix B of this Assurance, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient;

That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith;

That where the Recipient receives Federal financial assistance in the form, or for the acquisition of real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property;

That the Recipient will include the clauses set forth in Appendix C and Appendix D of this Assurance, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:

for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and

for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.

That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:

the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or

the period during which the Recipient retains ownership or possession of the property.

The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub-grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.

The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.

By signing this ASSURANCE, [Name of the recipient] also agrees to comply (and require any sub-recipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing the FMCSA access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by the FMCSA. You must keep records, reports, and submit the material for review upon request to FMCSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.

[Name of Recipient] gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the Department of Transportation under the FMCSA Program. This ASSURANCE is binding on [insert State], other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors’, transferees, successors in interest, and any other participants in the FMCSA Program. The person (s) signing below is authorized to sign this ASSURANCE on behalf of the Recipient.

____________________________________________________

(Name of Recipient)

by_____________________________________________________

(Signature of Authorized Official)

DATED_________________________________

APPENDIX A

During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees as follows:

Compliance with Regulations: The contractor (hereinafter includes consultants) will comply with the Acts and the Regulations relative to Nondiscrimination in Federally-assisted programs of the U.S. Department of Transportation, Federal Motor Carrier Safety Administration (FMCSA), as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.

Nondiscrimination: The contractor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, national origin, sex, age, or disability, in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The contractor will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations as set forth in Appendix E, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 C.F.R. Part 21, including any amendments thereto.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the contractor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the contractor of the contractor’s obligations under this contract and the Acts and the Regulations relative to Non-discrimination on the grounds of race, color, national origin, sex, age, or disability.

Information and Reports: The contractor will provide all information and reports required by the Acts, the Regulations and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or the FMCSA to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of a contractor is in the exclusive possession of another who fails or refuses to furnish the information, the contractor will so certify to the Recipient or the FMCSA, as appropriate, and will set forth what efforts it has made to obtain the information.

Sanctions for Noncompliance: In the event of a contractor’s noncompliance with the Non-discrimination provisions of this contract, the Recipient will impose such contract sanctions as it or the FMCSA may determine to be appropriate, including, but not limited to:

withholding payments to the contractor under the contract until the contractor complies; and/or

cancelling, terminating, or suspending a contract, in whole or in part.

Incorporation of Provisions: The contractor will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The contractor will take action with respect to any subcontract or procurement as the Recipient or the FMCSA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the contractor becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the contractor may request the Recipient to enter into any litigation to protect the interests of the Recipient. In addition, the contractor may request the United States to enter into the litigation to protect the interests of the United States.

CLAUSES FOR DEEDS TRANSFERING UNITED STATES PROPERTY

APPENDIX B

The following clauses will be included in deeds effecting or recording the transfer of real property, structures, or improvements thereon, or granting interest therein from the United States pursuant to the provisions of Assurance 4:

NOW, THEREFORE, the Department of Transportation as authorized by law and upon the condition that the (Title of Recipient) will accept title to the lands and maintain the project constructed thereon in accordance with (Name of Appropriate Legislative Authority), the Regulations for the Administration of Federal Motor Carrier Safety Administration (FMCSA) Program, and the policies and procedures prescribed by the FMCSA of the Department of Transportation in accordance and in compliance with all requirements imposed by Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, part 21, Non-discrimination in Federally-assisted programs of the Department of Transportation, including any amendments thereto, pertaining to and effectuating the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252; 42 U.S.C. § 2000d to 2000d-4), does hereby remise, release, quitclaim and convey unto the (Title of Recipient) all the right, title and interest of the Department of Transportation in and to said lands described in Exhibit “A” attached hereto and made a part hereof.

(HABENDUM CLAUSE)

TO HAVE AND TO HOLD said lands and interests therein unto (Title of Recipient) and its successors forever, subject, however, to the covenants, conditions, restrictions and reservations herein contained as follows, which will remain in effect for the period during which the real property or structures are used for a purpose for which Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits and will be binding on the (Title of Recipient), its successors and assigns.

The (Title of Recipient), in consideration of the conveyance of said lands and interests in lands, does hereby covenant and agree as a covenant running with the land for itself, its successors and assigns, that (1) no person will on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination with regard to any facility located wholly or in part on, over, or under such lands hereby conveyed [,] [and] (2) that the (Title of Recipient) will use the lands and interests in lands and interests in lands so conveyed, in compliance with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, part 21, Non-discrimination in Federally-assisted programs of the Department of Transportation, including any amendments thereto, Effectuation of Title VI of the Civil Rights Act of 1964, and as said Regulations and Acts may be amended, and (3) that in the event of breach of any of the above-mentioned non-discrimination conditions, the Department will have a right to enter or re-enter said lands and facilities on said land, and that above described land and facilities will thereon revert to and vest in and become the absolute property of the Department of Transportation and its assigns as such interest existed prior to this instruction.

(*Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to effectuate the purpose of Title VI.)

CLAUSES FOR TRANSFER OF REAL PROPERTY ACQUIRED OR IMPROVED UNDER THE ACTIVITY, FACILITY OR PROGRAM

APPENDIX C

The following clauses will be included in deeds, licenses, leases, permits, or similar instruments entered into by the (Title of Recipient) pursuant to the provisions of Assurance 7(a):

The (grantee, lessee, permittee, etc. as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby covenant and agree [in the case of deeds and leases add “as a covenant running with the land”] that:

In the event facilities are constructed, maintained, or otherwise operated on the property described in this (deed, license, lease, permit, etc.) for a purpose for which a Department of Transportation activity, facility, or program is extended or for another purpose involving the provision of similar services or benefits, the (grantee, licensee, lessee, permittee, etc.) will maintain and operate such facilities and services in compliance with all requirements imposed by the Acts and Regulations (as may be amended) such that no person on the grounds of race, color, national origin, sex, age, or disability, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities.

With respect to licenses, leases, permits, etc., in the event of breach of any of the above Non-discrimination covenants, (Title of Recipient) will have the right to terminate the (lease, license, permit, etc.) and to enter, re-enter, and repossess said lands and facilities thereon, and hold the same as if the (lease, license, permit, etc.) had never been made or issued.*

With respect to a deed, in the event of breach of any of the above Non-discrimination covenants, the (Title of Recipient) will have the right to enter or re-enter the lands and facilities thereon, and the above described lands and facilities will there upon revert to and vest in and become the absolute property of the (Title of Recipient) and its assigns.*

(*Reverter clause and related language to be used only when it is determined that such a clause is necessary to effectuate the purpose of Title VI.)

CLAUSES FOR CONSTRUCTION/USE/ACCESS TO REAL PROPERTY ACQUIRED UNDER THE ACTIVITY, FACILITY OR PROGRAM

APPENDIX D

The following clauses will be included in deeds, licenses, permits, or similar instruments/ agreements entered into by (Title of Recipient) pursuant to the provisions of Assurance 7(b):

The (grantee, licensee, permittee, etc., as appropriate) for himself/herself, his/her heirs, personal representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby covenant and agree (in the case of deeds and leases add, “as a covenant running with the land”) that (1) no person on the ground of race, color, national origin, sex, age, or disability, will be excluded from participation in, denied the benefits of, or be otherwise subjected to discrimination in the use of said facilities, (2) that in the construction of any improvements on, over, or under such land, and the furnishing of services thereon, no person on the ground of race, color, national origin, sex, age, or disability, will be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination, (3) that the (grantee, licensee, lessee, permittee, etc.) will use the premises in compliance with all other requirements imposed by or pursuant to the Acts and Regulations, as amended, set forth in this Assurance.

With respect to (licenses, leases, permits, etc.), in the event of breach of any of the above Non-discrimination covenants, (Title of Recipient) will have the right to terminate the (license, permit, etc., as appropriate) and to enter or re-enter and repossess said land and the facilities thereon, and hold the same as if said (license, permit, etc., as appropriate) had never been made or issued.*

With respect to deeds, in the event of breach of any of the above Non-discrimination covenants, (Title of Recipient) will there upon revert to and vest in and become the absolute property of (Title of Recipient) and its assigns.*

(*Reverter clause and related language to be used only when it is determined that such a clause is necessary to effectuate the purpose of Title VI.)

APPENDIX E

During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the “contractor”) agrees to comply with the following non-discrimination statutes and authorities; including but not limited to:

Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. § 2000d et seq.), (prohibits discrimination on the basis of race, color, national origin), as implemented by 49 C.F.R. Part 21.1 et seq., including any amendments thereto, and 49 C.F.R. part 303;

The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601) (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);

Federal-Aid Highway Act of 1973 (23 U.S.C. § 324 et seq.) (prohibits discrimination on the basis of sex);

Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794 et seq.) (prohibits discrimination on the basis of disability); and 49 C.F.R. part 27;

The Age Discrimination Act of 1975, as amended (42 U.S.C. § 6101 et seq.) (prohibits discrimination on the basis of age);

Airport and Airway Improvement Act of 1982 (Pub. L. 97-248 (1982)), as amended (prohibits discrimination based on race, creed, color, national origin, or sex);

The Civil Rights Restoration Act of 1987 (102 Stat. 28) (“….which restore[d] the broad scope of coverage and to clarify the application of title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, and title VI of the Civil Rights Act of 1964.”);

Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131 -- 12189), as implemented by Department of Justice regulations at 28 C.F.R. parts 35 and 36, and Department of Transportation regulations at 49 C.F.R. parts 37 and 38;

The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. § 1681 et seq).

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Notice to all FY26 HP-ETS Applicants

Notice to all FY 2026 Commercial Motor Vehicle High Priority Enforcement Training and
Support Grant Program (HP-ETS) Grant Program Applicants
Revised Notice of Funding Opportunity posted on Grants.gov
April 1, 2026
Please be advised, as of April 1, 2026, the FY 2026 Commercial Motor Vehicle High Priority
Enforcement Training and Support Grant Program (HP-ETS) Grant Program, Notice of Funding
Opportunity (NOFO) was revised. The revised NOFO is now uploaded within the Grants.gov
grant opportunity posting, under Funding Opportunity Number: FM-ETS-26-001, CFDA
Number: 20.243, and Competition ID Number: FM-ETS-26-001-123188. The revised
funding opportunity will supersede any previous funding opportunity posted on/before
April 1, 2026.

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Title VI FY 2026 Compliance Plan Checklist

FFY 2026 FMCSA APPLICANT TITLE VI PROGRAM

COMPLIANCE PLAN CHECKLIST

Purpose

Each U.S. Department of Transportation Federal Motor Carrier Safety Administration (FMCSA) Grant Applicant is responsible for submitting an approved Title VI Program Compliance Plan to the FMCSA Office of Civil Rights (OCR) with the Grant application. All OCR comments must be addressed prior to the Grant application submission. The FMCSA Grant Applicant is required to annually update and submit the updated Title VI Program Compliance Plan to FMCSA OCR for review and approval.

Title VI Program Compliance Plan: Elements

Policy Statement –

The Policy Statement shall include the following:

Applicant’s commitment to comply with 49 C.F.R. part 21 and 49 C.F.R. part 303;

Identification of an Agency-wide Title VI Program Coordinator;

A reference to the Title VI Program Assurance;

Delegation of sufficient responsibility and authority to the Title VI Program Coordinator and Bureau/Division/Office Managers to effectively implement the Agency’s Title VI Program; and

Signature (and date) of the Applicant’s CEO.

FMCSA Title VI Program Assurance –

Insert the CEO-signed Title VI Program Assurance here or reference Assurance as Attachment A, Exhibit A, etc.

Description of Federal-Aid Programs –

The Applicant will describe the Federal-Aid Program for which it is applying and will identify how this Program impacts members of the public. This will include the benefits or services to the public that are provided by the Program, emphasizing benefits to minority groups.

Notification to Beneficiaries/Participants –

FMCSA has developed a template entitled “Public Notice of Title VI Program Rights” which it provides to all applicants. The Applicant will fill-in where prompted the requested contact information. The Applicant will then post the Public Notice of Title VI Program Rights in all public-accessed facilities and upload it to its website where members of the Public may access it. The Applicant will include the weblink to the Public Notice of Title VI Program Rights in this section of the Plan.

Sub-Recipient Compliance Reports –

If an Applicant intends to or is presently providing Federal funding to another entity, the Applicant is responsible for monitoring the entity’s (i.e., Sub-Grantee of Federal funding) compliance with Title VI Program requirements. The Applicant will require of the FMCSA Sub-Grantee submission of a Title VI Program Compliance Plan using this Checklist as the format for the Plan. The Applicant is responsible for reviewing and accepting/approving the Sub-Grantee’s Title VI Program Compliance Plan. The Sub-Grantee is required to update and submit its Title VI Program Compliance Plan to the Applicant for review and acceptance/approval annually.

Training –

The Applicant shall describe its procedure for conducting periodic Title VI Program training to its personnel. Training should include using the Title VI Program Policy Statement and power-point presentation (in-person, web-based, etc.), how often, and by whom. The Applicant should provide the Title VI Program training to its personnel either annually or every-other-year. The Applicant shall maintain a training record of personnel receiving the Title VI Program training and will submit to FMCSA OCR upon request. If the Applicant updates the existing Title VI Program training, it shall submit to FMCSA OCR the updated Title VI Program material for review and comments.

Access to Records –

An Applicant is responsible for ensuring that all records relating to the effective implementation of Title VI Program requirements are available for review by the FMCSA. The draft Plan should describe how these documents are made available to FMCSA staff either through periodic submission and/or upon request. A document request by FMCSA will generally occur when it is conducting a pre-award review (i.e., annually-updated Plan), post-award compliance review and/or complaint investigation.

Complaint Disposition Process –

The Applicant is responsible for implementing timely and effective Title VI Program Complaint Disposition procedures.

The Applicant shall define steps to be followed by Applicant staff and especially Applicant’s Title VI Program Coordinator, including:

Complaint Disposition (including intake);

Investigation planning;

Conducting the Investigation;

Writing Investigation;

Ultimate disposition of the complaint.

This will include complaints filed against the Applicant and against Sub-Recipients of the Applicant. Sample documents should be included or referenced in this section.

The Applicant shall maintain a Title VI Complaint Log to include the following information:

name of complainant;

identification by demography (i.e., race, color, national origin, etc.);

allegation(s);

complaint date;

date of Report of Investigation;

determination made and date;

and any other relevant information as deemed appropriate.

The Applicant shall make the Complaint Log available to the FMCSA upon request.

Status of Corrective Actions Implemented by Applicant to Address Deficiencies Previously Identified During a Title VI Program Compliance Review –

If FMCSA OCR or any other state, local or federal agency is conducting or has previously conducted a Title VI Program compliance review of the Applicant within the last five years and identified deficiencies, the Applicant shall reference the Title VI Program Compliance Review Report, identify the deficiencies, and provide a status report regarding the progress made developing and implementing corrective actions to address the deficiencies. If the compliance review was conducted by another agency, please provide a copy of the Report.

Community Participation Process –

This section of the Plan is applicable to all FMCSA State Partners that provide services/activities to the public. FMCSA interprets this to apply to all motorist licensure/motor vehicle registration-related services/activities (including knowledge tests, skills tests, etc.). FMCSA is not aware of any enforcement-related activities (i.e. motor carrier compliance reviews, safety inspections, etc.) that fall under this requirement. Therefore, for State Partners that do not provide/conduct motorist licensure/motor vehicle registration-related services/activities, please include this section and state that this section is not applicable.

For State Partners that do provide/conduct motorist licensure/motor vehicle registration-related services/activities, please define procedures to accomplish the following:

In the event that a State Partner will be increasing or decreasing the number of public-accessed facilities and/or the services provided/activities conducted at certain public-accessed facilities, the State Partner is required to conduct an evaluation of the impacts to members of the Public to determine what outreach to the members of the Public (if any) may be necessary to inform them of the change in availability of activities/services and/or facilities. In the event of a proposed increase of activities/services and/or facilities, minimal outreach to the public (if any) will most likely be determined by the State Partner to be sufficient. However, in the event of a decrease of activities/services and/or facilities, the State Partner will at a minimum consider the following questions:

Is the decrease localized, regional, or state-wide?

Are there other facilities or methods of conducting activities/services (i.e., applying for licenses/registrations or renewals on-line, activities/services at County facilities or available through other 3rd-Party Testers, etc.) available in the local or regional area?

The answers to these questions will then lead to the determination by the State Partner as to how extensive and intensive the outreach/Notice to the Public will need to be.  If the impact is local or regional and there are other methods of obtaining the services in the area, then the outreach may be as simple as a notice to the Public regarding the change and identification of other available methods to obtain those services.  In the event that multiple facilities regionally or state-wide will be affected and there will be a marked diminution of available facilities and services offered, then the State Partner may determine that an intensive outreach effort to include meetings will be necessary to notify and then solicit feedback regarding the impact of the proposed changes. In the event that the State Partner determines that an intensive outreach effort is necessary, the following is applicable –

Prepare a Stakeholders List. This Stakeholders List is to identify both affected customers (both benefited and burdened by the program) and any advocacy groups, churches, community-based organizations, other advisory bodies, etc. The list should also include demographic information for affected customers regarding race, color, national origin (including Limited English Proficient individuals), sex, age, disability.

The Stakeholders List must be sufficiently inclusive to ensure that the news of the proposed change(s) is communicated to the greatest number of customers;

Plan Public Meetings. Determine an effective number of Public Meetings to hold in strategically-significant areas and at appropriate times to reach the greatest number of customers. Determine the method for and communicate news of the Public Meeting(s) to the greatest number of customers via hard copy publications (i.e., newspapers, newsletters, posters, etc.), electronic media (i.e., website, social media to include Facebook, twitter, etc.), and stakeholder groups listed above.

Publicize Proposed Changes. Determine how to communicate the news of the proposed change(s) to the greatest number of customers via hard copy publications (i.e., newspapers, newsletters, posters, etc.), electronic media (i.e., website, social media to include Facebook, twitter, etc.), and stakeholder groups listed above. This news should be communicated in an accessible and inclusive manner (including foreign language translations, if necessary) that promotes effective public participation and is free of linguistic, cultural, economic or historical barriers.

Conduct the Public Meetings. Ensure that reasonable time is provided for attendees to provide comments regarding the proposed change(s);

Review and Analysis. At the conclusion of the outreach effort, review the comments and analyze the impacts to all customers (regardless of a customer’s race, color, national origin, sex, age, or disability) regarding their ability to access the facilities/services both prior to the proposed change(s) and following the proposed change(s). This analysis is required to be sufficiently detailed so that the ultimate conclusion as to how the proposed change(s) will impact customers is well-documented;

Written Report. Prepare a detailed record to capture all aspects of the outreach effort;

Submission to FMCSA. Submit the record to FMCSA. Please note that FMCSA reserves the right to offer comments as deemed appropriate following a review of the record;

Implement the change(s);

Monitor Feedback. Monitor customer communications for a period of time (i.e., six months, one year) for reactions to the change;

Re-Evaluate. Be prepared to adjust the change(s) as appropriate dependent upon the actual impact to customers;

Adjust. Adjust the change(s) as appropriate dependent upon the actual impact to customers.

Notification of Title VI Program Protections. Notify beneficiaries of protections available to them under the Title VI Program. Notify the public of procedures for filing a Title VI complaint. Please refer to the Notification to Beneficiaries/Participants section of this Plan regarding how to implement this requirement.

The steps taken to accomplish the preceding will be as comprehensive and intensive as is required by the nature of the proposed change(s). For example, the effort required for an increase in the number of public-accessed facilities may not be as comprehensive and intensive as the decrease of public-accessed facilities and/or decrease of services provided at identified locations;

This requirement for Community Participation outreach is not intended to be developed separate and apart from the outreach process that a State Partner may already use at present. If a State Partner has an existing Community Participation outreach approach, the State Partner will review the existing approach and will revise the existing approach to address any of the requirements not presently addressed from this section.

Commercial Motor Vehicle Inspection Selection & Unbiased Enforcement Policies –

This section is applicable to Applicants which conduct commercial motor vehicle (CMV) safety inspections (and possibly safety audits of commercial motor carriers) and traffic enforcement activities. If the Applicant does not conduct these activities, please indicate that this section is not applicable to the Applicant. If the Applicant does conduct these activities, please include the following:

Insert a statement indicating following:

Applicant has developed a CMV inspection selection policy or has reviewed an existing policy and has referenced the Commercial Vehicle Safety Alliance’s Operational Policy #13 (“Selecting Vehicles for Inspection”) during the development of the policy;

Identify objective criteria used by personnel to determine when to conduct a CMV safety inspection;

Indicate that the Applicant’s CEO has signed/approved the policy and provide the date of the policy;

Submit the policy to the FMCSA Office of Civil Rights;

Insert a statement indicating that the Applicant has developed an Unbiased Enforcement policy which includes references to the following:

CEO-signed FMCSA Title VI Program Assurance (and identifies the protected groups which are identified under the FMCSA Title VI Program);

Public Notice of Title VI Program Rights (include the weblink to the Public Notice);

Complaint disposition including coordination with the Applicant’s Title VI Program Coordinator;

Title VI Program training for personnel (including the FMCSA Enforcement Memorandum MC-SEE-2025-0001) conducted annually or every-other-year;

Periodic monitoring by the Applicant of the effective implementation of this policy;

Indicate that the Applicant’s CEO has signed/approved the policy and provide the date of the policy;

Submit the policy to the FMCSA Office of Civil Rights.