Understand the importance of grant obligations and match requirements.

Stephanie Pollack stressed the importance of getting grant funds obligated quickly–either through a contract or subaward–to secure funds in the event of funding being recalled during future budget negotiations. Additionally, she noted that cities should identify how they will meet the local funding match requirements before applying to a grant because contracts cannot be completed until the awardee submits evidence of how they will provide matching funds. This issue can often slow down grant agreements. You can learn more about match requirements by reviewing DOT’s resources.

Leverage phased obligation and pre-award authority.

Stephanie Pollack also discussed how phased obligation and pre-award authority can be used to expedite the grant agreement process. With phased obligation, grantees can secure smaller amounts of funding for pre-construction activities such as permitting, design, and NEPA compliance. Phased obligation is also helpful in meeting local match requirements, as grantees are only required to provide the match for their current phase. Alternatively, pre-award authority allows grantees to start certain activities before the final agreement is finalized by pre-approving certain expenses. However, it is important to note that that pre-award authority does not protect funds from rescission.

Manage risks with environmental approvals.

If your project is not eligible for a categorical exclusion and your grant suggests phasing based on NEPA approval, carefully evaluate whether completing the NEPA process first is more beneficial to obligate the entire grant. You can use resources like the Volpe Center’s Project Delivery Toolkit for NEPA guidance, which varies by agency, and reach out to your federal contacts for additional support.

Stay informed and access external support.

Brandt Hertenstein and Michelle Roos recommend participating in learning opportunities or leveraging available tools and resources to navigate the complexities of grant agreements. These can include cohort-based sessions or one-on-one support, such as those provided by the Local Infrastructure Hub or the Environmental Protection Network.

Prepare for and streamline internal processes.

Jake Brower, Krista Shouse-Jones, and Allison Anderson shared the importance of communication and conducting internal meetings to ensure that all stakeholders are aligned on project budgets, deadlines, and match rules before receiving an award agreement. They also noted that it is important to foster clear and regular communication with your federal point of contact to ensure there is a shared understanding of project requirements, especially as you navigate compliance and NEPA processes.

Resources Shared During the Webinar and in Discussion: 

• Strategies to streamline your grant agreement process
• Volpe Center – Project Delivery Toolbox
• USDOT Grant Funding and Match Requirements
• Environmental Protection Network’s Pro Bono Capacity-Building Technical Assistance Program
• Environmental Protection Network’s Pro Bono Resources to Help you Get your Award from EPA

Local Infrastructure Hub Bootcamp Materials

The Local Infrastructure Hub is here to support cities in accessing Bipartisan Infrastructure Law (BIL) funding and communicating the success of BIL-funded projects through a mix of webinars, practical tools and templates. Our webinars and Grant Application Bootcamps can guide you through different application processes and actionable steps to submit a strong application.

Register for our Local Infrastructure Hub Bootcamps now to receive technical assistance for city staff on relevant tools and templates that can be applied to grant applications; learn how to build community engagement plans and leverage community assets; understand how to effectively incorporate data into the grant application process; and construct a strong budget and grant narrative.