Basic Agency Resources

• Sample Basic Agency Letter
  ARC construction project applications must include a letter from the applicant's designated basic agency stating the agency's willingness to administer the project if it is approved by ARC. The letter must include the ARC grant amount, the total matching funds amount, the total project cost, and the primary basic agency contact(s) for project and financial management of the grant.
• Basic Agency Monitoring Report Instructions
  The Basic Agency Monitoring Report (BAMR) must be completed through ARCnet, ARC's online grant management system. It includes data on construction progress, financial drawdowns to date, and project performance measures to date. Basic agencies can ask grantees and local development district (LDD) staff to help provide this information. However, a representative of the basic agency must certify that the information provided in the BAMR is accurate and up to date. When grantees enter data and sign the BAMR form, ARCnet will notify the basic agency by email; the agency can then certify and submit the BAMR form to ARC. Basic agency project coordinators can view a list of their ARC projects on ARCnet.
• BAMR Instructional Video
  A recorded demonstration of how to complete a Basic Agency Monitoring Report.
• Amendment Forms Instructions
  Basic agencies can make project amendments during the course of completing the BAMR form, including revising the current end date on file with ARC, requesting a budget modification, or changing the original ARC-approved match rate. The amendment form instructions explain how to complete minor and major basic agency amendments using forms on ARCnet.
  Minor Amendments
  Basic agencies, on behalf of grantees, can approve the following amendments through ARCnet (these amendments do not require ARC final approval):
    –Time extensions of up to three years beyond the original project end date.
    –Minor budget changes (up to cumulative change of less than 10 percent of
      the total project budget).
Major Amendments
Basic agencies can request the following amendments through ARCnet (these amendments require final ARC approval):
  –Changes in a project's approved match rate.
  –Major changes in project scope or budget (cumulative change of more than
    10 percent of the total project budget).
• Basic Agency Contacts Directory Instructions
  ARC maintains a contacts directory page on ARCnet for each Registered State Basic Agency (RSBA) and for each state or regional office of a federal basic agency administering an ARC construction grant. Contacts listed have access to all of the online project files for the grants their basic agency is administering. (ARCnet access is required to complete a Basic Agency Monitoring Report (BAMR) form, request an amendment or budget modification, or initiate a payment drawdown from the Automated Standard Application Payment (ASAP) system.) To update contact information or add new contacts to the directory, follow the contacts directory instructions.

• How to Become a Registered State Basic Agency
  To administer ARC construction projects, a state agency must first apply to ARC to become a registered state basic agency (RSBA). The first step in the process is to prepare and submit to ARC a Program Design Proposal (PDP) and a draft Memorandum of Understanding (MOU) outlining the agency's administrative procedures for ARC construction projects. Sample templates of the RSBA Program Design Proposal and Memorandum of Understanding are provided below. For more information on the RSBA application process, see ARC's State Basic Agency Manual.
  Program Design Proposal template
  Memorandum of Understanding template
• ARC State Basic Agency Manual
  This manual explains the steps a state agency must follow to become a Registered State Basic Agency (RSBA) and provides guidance on managing ARC construction projects throughout the project life cycle.
• Automated Standard Application Payment (ASAP) Process
  The ASAP process gives RSBAs access to the ARC grant amount throughout the project period. After a construction project is approved, ARC creates an account in the ASAP system specific to that project. Once the project and its ASAP account are certified by the General Services Administration, ARC's fiscal agent (the RSBA project manager) can log into ASAP, using their Recipient ID and grant number to view the project account. The RSBA must provide written notification to ARC before it can draw down funds through the ASAP system.
• ASAP Drawdown Request Form Instructions
  Once a grantee submits a complete and correct payment request to the RSBA, the RSBA must complete and sign an ASAP Drawdown Request Form prior to drawing funds from the ASAP payment system.
• ASAP Drawdown Request Form Instructional Video
  A recorded demonstration of how to complete the ASAP drawdown request form in ARCnet.
• ARCnet "How-To" Guides for Grantees
  When managing ARC construction projects, RSBA staff might need to assist with some common ARCnet issues confronted by grantees. The guidance below will help RSBA staff navigate updating project contacts and assisting with the electronic execution of an ARC grant agreement.
  How to Create an ARC Project Contact Account
  How to Manage Project Contacts in ARCnet
  How to Sign an Electronic Grant Agreement