Grant Management & Administrative Services

For the grant fiscal years 2007 Supplemental through 2011, the Merchants Exchange has gained direct experience in grant management and administration as the designated Fiduciary Agent and Direct Recipient for the Port Security Grant Program funds for the Columbia-Willamette-Snake River Port Area. The Merchants Exchange is offering our experience in grant management and administration as a service to all grant funding applicants.

 

Our practices have been proven through the successful application and award to FY-2012, 2013, 2014 and 2015 PSGP applicants. Our knowledge and skill in grant management and administration is further evident in our FEMA Region X Financial Monitoring Reports that resulted in zero findings.

 

Seize the opportunity to reduce the administrative responsibilities associated with being the steward of federal funds and focus on the core operations of your project or investment. The Merchants Exchange stays current on changing regulations, providing programmatic and financial compliance for grant recipients.

 

The Merchants Exchange’s grant services are not limited to the Port Security Grant Program, we also have direct experience managing Department of Transportation grants. The Federal grant administrative requirements and regulations can be uniformly applied to most all Federal and State grant programs. Additional opportunities include the Assistance to Firefighters Grants (AFG), Staffing for Adequate Fire and Emergency Response Grants (SAFER) and Fire Prevention and Safety Grants (FP&S) programs. Information about these and other funding opportunities can be found through the links below.

 


 

Strengthening Your Organization by Increasing Grant Funding and

Proactively Managing the Grant Application and Award Process 

 


 

Paying for Grant Management & Administrative Expenses

 

Historically, grant recipients may use up to 5% of their award for management and administration activities.

 

Contact us today for service pricing information and to begin the grant application process.

 

Katrina Dahlke

Accounting & Grants Specialist

(503) 220-2095 Direct

(503) 295-3660 Fax

dahlke@pdxmex.com

 


 

 

Services Provided

 

Application

In connection with the development of a grant funding application, The Merchants Exchange is able to consult and advise on the application, administrative, and management matters. Application services included, but are not limited to, the following:

  • Serve as the point of contact between the funding applicant and the grant-making agency with respect to the grant funding application process;
  • Serve as the point of contact between the funding applicant and regional review groups (e.g. USCG COTP, Area Maritime Security Committee) regarding the grant funding application process;
  • Provide guidance to funding applicant regarding the application packet, typically consisting of Standard Form SF-424, an Investment Justification, and a Budget Detail worksheet;
  • Provide guidance to funding applicant regarding the Cost-Match Waiver request process, if applicable;
  • Submit the application to the grant-making agency on behalf of the funding applicant;
  • Submit a Cost-Match Waiver request to the grant-making agency, if applicable;
  • Provide weekly updates regarding the funding application progress to the funding applicant;
  • Attend meetings relating to the application at the request of the funding applicant.

Post-Award

Upon award of the funds, the Merchants Exchange is responsible for the post-award grant administration of the project, with input and at the direction from the funding applicant Authorizing Official or from any committee or person delegated such authority by the Authorizing Official.

 

The Merchants Exchange will designate a person to serve as the Project Grant Administrator and such other staff as required to effectively administer the project for the funding recipient.

 

As part of the grant management and administration, the Merchants Exchange administrative services include, but are not limited to, the following:

  • Attend conferences and events as appropriate;
  • Provide written minutes or notes of meetings as appropriate;
  • Prepare and/or finalize personalized letters, special responses/ mailings and or phone calls to project contractors and the grant-making agency, as instructed by the Authorizing Official;
  • Act as an additional point of contact for the project contractors; review and follow-up on project delivery schedule;
  • Provide the Authorizing Official and the grant-making agency with regular updates of the project development;
  • Ensure that funding recipient complies with all filing and reporting requirements under the Award Package Agreement Articles between the funding recipient and the grant-making agency, by preparing and timely submitting such filings and reports, subject to approval and timely response by the Authorizing Official; and
  • Maintain files and archive materials.

As part of the Grant Management & Administration, the Merchants Exchange bookkeeping services include, but are not limited to, the following: 

  • Assist in establishing financial record keeping system to accurately document and monitor the project, in accordance with the requirements of the Award Package Agreement Articles between funding recipient and the grant-making agency;
  • Review the funding recipient's financial record keeping system for accurate financial records including accounts receivable and accounts payable documentation, in accordance with the requirements of the Award Package Agreement Articles between funding recipient and the grant-making agency;
  • Ensure that the funding recipient complies with all filing and reporting requirements under the Award Package Agreement Articles between the funding recipient and the grant-making agency, by preparing and timely submitting such filings and reports, subject to approval and timely response by the Authorizing Official; and
  • Maintain all files and archive material.

The Merchants Exchange also provides special services as requested. These special services are paid at an agreed hourly rate.  Such services are authorized by the Authorizing Official, or such other person delegated such authority by the Authorizing Official.

 

For more information please contact Katrina Dahlke at (503) 220-2095 or dahlke@pdxmex.com.

 


 

Resource Links

 

Port Security Grant Program Homepage

 

Other Grant Opportunities

 

Fiscal Year 2012 Port Security Grant Program Homepage

Fiscal Year 2013 Port Security Grant Program Homepage

Fiscal Year 2014 Port Security Grant Program Homepage

Fiscal Year 2015 Port Security Grant Program Homepage

Fiscal Year 2016 Port Security Grant Program Homepage

 

Merchants Exchange FY 2016 PSGP Tri-Fold Announcement