Following a BOA grant award announcement, the following activities need to occur to successfully begin the project: conduct an organizational meeting with the DOS to finalize the project work plan and budget; obtain an executed contract; receive advance payment; and kick-off the project with a public meeting.
A DOS regional representative will contact the grantee to schedule an initial organizational meeting to discuss rolling out the project and to further develop and finalize the project work plan, associated budget and other items such as public participation, roles and responsibilities, consultants and reimbursement.
Following a grant award announcement, the Department of State’s Fiscal/Contract Office assembles a contract, inclusive of the agreed upon work plan and budget, resulting from the organizational meeting described above. Approval of the contract takes approximately three to four months, and requires a local signature by the grantee, DOS signature, and approvals by the Attorney General and Office of the State Comptroller. DOS sends the approved, fully executed contract to grantee.
Grantees are advised that they should not request the project consultant to commence work until there is an executed state contract. Without an executed contract, DOS cannot guarantee payment.
Grantees should refer to the BOA Payment Guidance and Request Form, provided with their executed contract, for detailed instructions on requesting reimbursement.
Grantees should conduct two meetings to further advance their project. If the grantee elects to hire a project management consultant, the procurement of the consultant should precede the meetings below.