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Fiscal Year 2009 Request for Proposals for the Pollution Prevention Grant Program - Attachments

RFP Supplement

FY 2009 P2 Grant RFP

Supplement to P2 Grant RFP - Q&As on the Requirement to Provide Estimates of Outcomes for Proposed Grant and Cooperative Agreement Projects and To Track Progress


Instructions for Submitting a Proposal Through Grants.Gov

I. Important Information for Applying Electronically: The electronic submission of your proposal must be made by an official representative within your institution who is registered with Grants.gov and is authorized to sign applications for Federal assistance. For more information, go to http://www.grants.gov and click on "Get Registered" on the left side of the page.

Note: The registration process may take a week or longer to complete. If your organization is not currently registered with Grants.gov, please encourage your office to designate an AOR and ask that individual to begin the registration process as soon as possible.

A. How to Apply: To begin, go to http://www.grants.gov and click on the "Apply for Grants." Then click on "Apply Step 1: Download a Grant Application Package" to download the application package. To apply through Grants.gov you must use Adobe Reader applications and download the compatible Adobe Reader version (Adobe Reader applications are available to download for free on the Grants.gov website). For more information on Adobe Reader, please visit the Help section on Grants.gov at http://www.grants.gov/help/help.jsp or http://www.grants.gov/aboutgrants/program_status.jsp). Once you have downloaded the viewer, you may retrieve the application package by entering the Funding Opportunity Number - EPA HQ-OPPT-09-01, or the CFDA number that applies to this announcement - CFDA 66.708, in the appropriate field. You may also be able to access the application package by clicking on the Application button at the top right of the synopsis page for this announcement on http://www.grants.gov (to find the synopsis page, go to http://www.grants.gov and click on the "Find Grant Opportunities" button on the left side of the page and then go to Search Opportunities and use the Browse by Agency feature to find EPA opportunities).

II. Proposal Submission Deadline: Your organization's AOR must submit your complete proposal electronically to EPA through Grants.gov (http://www.grants.gov). Proposals must be date stamped no later than 11:59 Eastern Standard Time (EST) on Friday, April 17, 2009. Please submit all proposal materials as described below and in Section IV.D of this RFP.

III. Proposal Materials: The proposal package is described in Section IV.D of this RFP. Proposals must be prepared as stated in Section IV and include the following documents:

  1. Application for Federal Assistance (SF-424) http://www.epa.gov/ogd/AppKit/form/SF424.pdf (PDF) (6 pp, 163K, About PDF);

  2. Key Contacts Form (5700-54) www.epa.gov/ogd/forms/forms.htm;

  3. Cover Page;

  4. Narrative Proposal (i.e., the Project Narrative and all components of the Work Plan - the project strategy, environmental measures, budget detail and the project timeline); and,

  5. Letters of Support

    Note: Proposals must contain items 1 - 5 listed above. The Narrative Proposal cannot exceed 10 single spaced pages - excess pages will not be reviewed. Instructions for what to include for items 1-5 are provided in Section IV.D of the announcement.

IV. Proposal Preparation and Submission Instructions: Documents 1 - 5 listed above must be submitted as part of the proposal package and should appear in the "Mandatory Documents" box on the Grants.gov Grant Application Package page.

To submit Documents 1 and 2 click on the appropriate form and then click "Open Form" below. To create the form, follow the instructions below.

  1. The fields that must be completed will be highlighted in yellow.

  2. Optional fields and completed fields will be displayed in white.

  3. If you enter an invalid response or incomplete information in a field, you will receive an error message.

  4. When you have finished filling out each form, click "Save."

  5. When you return to the electronic Grant Application Package page, click on the form you just completed, and then click on the box that says, "Move Form to Submission List."

  6. This action will move the document over to the box that says, "Mandatory Completed Documents for Submission."

Note: If additional pages are needed to list the Key Contacts, you may attach additional pages to the electronic application package by using the "Other Attachments Form" in the "Optional Documents" box.

To submit documents 3, 4 and 5 you will also need to attach electronic files. To attach the electronic files follow the instructions below.

  1. First, prepare your Narrative Proposal as described in Section IV.D.3 of the announcement. The Narrative Proposal includes the Project Narrative and all components of the Work Plan - the project strategy, environmental measures, budget detail, and the project timeline). Then save the document to your computer as an MS Word or a WordPerfect file. EPA prefers to receive the document in MS Word, but a document prepared in WordPerfect will also be accepted.

  2. When you are ready to attach the Narrative Proposal to the application package, click on "Project Narrative Attachment Form," and open the form.

  3. Click "Add Mandatory Project Narrative File," and then attach your Narrative Proposal (previously saved to your computer) using the browse window that appears.

  4. You may then click "View Mandatory Project Narrative File" to view it.

  5. Enter a brief descriptive title of your project in the space beside "Mandatory Project Narrative File Filename;" the filename should be no more than 40 characters long.

  6. To attach the Cover Page and Letters of Support click "Add Optional Project Narrative File" and proceed as before. Prepare your Cover Page as described in Section IV.D.3 of the announcement.

  7. When you have finished attaching the necessary documents, click "Close Form."

  8. When you return to the "Grant Application Package" page, select the "Project Narrative Attachment Form" and click "Move Form to Submission List."

  9. The form should now appear in the box that says, "Mandatory Completed Documents for Submission."

V. Saving Your Work: When you have finished filling out all of the forms and have attached the necessary files, they should appear in one of the "Completed Documents for Submission" boxes. For each document click the "Save" button that appears at the top of the web page. It is recommended that you save the document a second time, using a different name, since this will make it easier to submit an amended package later if necessary. Please use the following format when saving your file: "Applicant Name - FY09 - Assoc Prog Supp - 1st Submission" or "Applicant Name - FY 09 Assoc Prog Supp - Back-up Submission."

If it becomes necessary to submit an amended proposal, then the name of the 2nd submission should be changed to "Applicant Name - FY09 Assoc Prog Supp - 2nd Submission."

Once your proposal package has been completed and saved, send it to your AOR for submission to EPA through Grants.gov. Please advise your AOR to close all other software programs before attempting to submit the proposal package through Grants.gov.

In the "Application Filing Name" box, your AOR should enter your organization's name (abbreviate where possible), the fiscal year (i.e., FY 09), and the grant category (e.g., Assoc Prog Supp). The filing name should not exceed 40 characters. From the "Grant Application Package" page, your AOR may submit the proposal package by clicking the "Submit" button that appears at the top of the page. The AOR will then be asked to verify the agency and funding opportunity number for which the application package is being submitted.

VI. Technical Assistance: If problems occur during the submission process, the AOR should reboot his/her computer before trying to resubmit the proposal package. It may be necessary to turn off the computer (not just restart it) before attempting to resubmit the package. If the AOR continues to experience submission problems, he/she may contact Grants.gov for assistance by phone at 1-800-518-4726 or email at support@grants.gov or contact the Regional P2 contact listed in Section VII of this announcement.

VII. Confirmation of Your Submission: Proposal packages submitted through Grants.gov will be time/date stamped electronically. If you have not received a confirmation of receipt from EPA (not from grants.gov) within 30 days of the proposal deadline, please contact the Regional P2 contact listed in Section VII. Failure to do so may result in your proposal not being reviewed. Please Note: Applicants are strongly advised to send an e-mail notification to their EPA Regional contact noting that a P2 Grant proposal was submitted through Grants.gov.

VIII. Information for Submitting an Application Package through Grants.gov: Submitters of proposals that merit further consideration based on the evaluation criteria described in Section V of this RFP will be asked by the applicable Regional P2 Coordinator to submit a grant application. Only those applicants who are asked to complete an application package will be considered for an award. Applicants who are contacted by the Region will receive an e-mail containing the application deadline and applicable instructions for submitting a complete application package through Grants.gov. Only complete application packages will be considered for funding.

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Sample Cover Page

[Grant Program Title] FY 09 Pollution Prevention Grant Program
[Funding Opportunity Number] EPA-HQ-OPPT-09-01

[Proposal Title] NH DES Pollution Prevention Program

[Short Project Description - fewer than 300 characters]
The proposed project will provide on-site technical assistance to the marina sector, manage an Environmental Leadership Program for small businesses, and develop tools and workshops to assist manufacturers "green" their supply chain.

Total Project Funding: $160,000

Requested Funding: $80,000

Mary Thomas
NH DES Grants Office
New Hampshire DES
29 Hazen Drive, P.O. Box 123
Concord, NH 03302
Tel: 603-712-7754
Fax: 603-712-7763
Email: mary.thomas@state.nh.us
John Doe
Pollution Prevention Program
New Hampshire DES
29 Hazen Drive, P.O. Box 95
Concord, NH 03302
Fax: 603-712-7765
Tel: 603-712-7755
Email: john.doe@state.nh.us
Contact information should include a primary grant contact (the person responsible for implementing the grant project) and, if desired, an administrative contact (the person responsible for submitting the grant proposal).

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Guidance for Submitting Expected P2 Outcome Information

I. Introduction: Sections I.B.7 and 8 of the RFP describe why and how applicants must provide quantitative estimates of expected outcomes and outputs of project activities in their proposals. To assist applicants with P2 measurement requirements, Section II of this guidance provides a description of what to include in the grant proposal and provides a sample explanation of how to present the information. Section III provides a description of how to calculate expected outcome results, and Section IV provides background information describing P2 outcome categories, data collection methods and a procedure for calculating expected P2 outcomes.

II. Description of Expected P2 Measurement Information: To meet measurement requirements, the proposal should include at least one P2 project that results in numeric P2 outcomes within the project's timeframe. The proposal should include the following measurement elements (items 1- 4 listed below) for each P2 project that is expected to be measured for numeric outcome results.

A. Measurement Elements - the necessary components to include in the proposal:

  1. Project Overview: A short list of the project's characteristics, which include the:

    • Project title;
    • Outputs;
    • Behavioral Measures;
    • Partners; and,
    • Target Sector
  2. Data Collection: A description of the relevant data collection methods, e.g., surveys, pre/post tests, the participant reporting arrangements, etc.

  3. Expected P2 Outcomes: Numeric estimates of expected pollution prevention outcomes per project.

  4. Calculation of Expected Outcome Results: A description of the equations, and methodologies used to calculate the estimated pollution prevention results.

B. Documenting Information - how to present information on measurement elements.

  1. Project Overview: The Project Overview section provides a "snap shot" of the proposed project by providing brief responses in the following five areas:

    • Project Title;
    • Outputs;
    • Behavioral Measures;
    • Partners; and,
    • Target Sector

    A sample explanation is provided below:

    • Project title: Green Hotels Program;
    • Outputs: The project will organize 5 three-hour workshops followed by on-site environmental audits and technical assistance for up to 10 participating facilities;
    • Behavioral Measures: Number of workshop attendees that join the Green Hotel Program;
    • Partners: State Hotel and Motel Association, State Visitors and Tourist Bureau; and,
    • Sectors: Hotel and hospitality businesses
  2. Data Collection: By writing a short description of the data collection method, applicants take a proactive approach towards measurement by selecting the most appropriate data collection tool(s) and thinking through the logistics of the measurement process. As described in Section II.A, Background Information for Expected P2 Outcomes below, data collection tools include surveys (mail, fax, email, Internet, and phone) and observed data (on-site revisits, pre/post tests, and reviews of self-reported data).

    Note: The steps to institute measurement (i.e., measurement planning, data collection, data analysis and reporting) should also be reflected in the Budget Detail and the Project Timeline. A sample explanation is provided below.

    • Data Collection Description: The data collection effort for the Green Hotel Project will begin with a pre/post survey conduct at each of the projects five workshops. The survey will assess the change in the level of environmental awareness of workshop participants and collect baseline facility information. P2 outcome measures will be collected as part of a voluntary program in which participating hotels will receive technical assistance from P2 staff and, in return, provide self-reported data for pounds of pollution prevented, energy and water conserved, and dollars saved.

  3. Expected P2 Outcomes: The following table is a sample showing how to present expected P2 outcome information in an acceptable format. As illustrated in the table, the "Green Hotels Project" expects to yield numeric P2 outcomes from the listed "P2 Efforts." The number of "Pounds of Pollutants Reduced" is totaled in column (g). The underlying calculation for each expected outcome is described below in Section C, "Calculation of Expected Outcome Results."

    Note: Refer to Section II.B below for references to outcome categories, including pounds of pollution prevented, millions of BTU (mBTUs) conserved, gallons of water conserved, and dollars saved.

Table 1 Estimated P2 Outcomes for the Green Hotels Project


Pounds of Hazardous Materials Reduced Resources Conserved and Dollars Saved

  Resources Conserved and Dollars Saved
P2 Efforts
Haz. Inputs
Haz Waste.
Air Poll.
(e)Waste Water (f)
Total Lbs

Solid Waste
(In FY 2010 MMTC02e)
1. Water conservation                 50,000 $6,844
2. Green cleaning       500            
3. Organic lawn care         200          
4. Efficient Lighting               170    
Total:       500 200     170 50,000 $6,844

III. Calculating Expected Outcome Results

A. Preparing calculations of expected outcome results - Proposals will need to include the following information: underlying assumptions, factors, and the logic used to calculate the expected P2 grant outcomes.

The sample explanations that follow cover the first two P2 efforts listed in Table 1 above (i.e., water conservation and green cleaning).

  1. Water Conservation: Four workshops will reach an expected audience of 50 hotels. Of these, 5 hotels, representing approximately 500 bed spaces, are expected to adopt water efficiency practices within two years. A typical U.S. hotel uses 100 gallons of water per day per occupied room (water used for toilet, bathing, hygiene and laundry). Assuming a 50 percent occupancy rate, the 5 participating hotels use approximately 9,125,000 gallons of water per year. New water-efficient shower and faucet fixtures combined with an "Eco Linen" program are expected to result in a savings of 15 percent or 1,368,750 gallons conserved per year. With water and sewer rates at approximately $5.00 per 1,000 gallons, the estimated cost savings are $6,844.

  2. Green Cleaning: It is expected that a total of five hotels will provide self-reported data on the amount of green cleaning products that are converted to environmentally preferable cleaners. It is estimated that, on average, each hotel room requires the use of two pounds of cleaning products per year for a total annual usage of 1,000 pounds for 500 rooms. It is expected that the participating hotels will convert half of their cleaning products to green cleaners within two years. Furthermore, assuming 50 percent occupancy rate, it is expected that a shift to green cleaner will result in 250 pounds of in-product source reduction per year.

IV. Background Information for Expected P2 Outcomes: The three sections that follow describe P2 outcome categories, data collection methods, and provide a process for calculating expected P2 outcomes.

A. Description of Data Collection Methods

  1. Pre/Post-Test: Before conducting the pollution prevention assistance activity (e.g., workshops, training sessions), consider testing attendee knowledge of the subject you plan to cover. At the end of the assistance activity, retest the participants to determine changes in understanding of the materials presented. Similarly, you can assess behavioral practices at the facility before a workshop and practices reported in a follow-up survey to identify changes made. Pre/post-tests can also help you improve your pollution prevention assistance materials by revealing areas where key messages did not come across.

  2. Telephone Survey: A telephone survey is a standard set of questions asked to potential respondents over the telephone. These surveys, used alone or in combination with mail or online surveys allow you to ask follow-up or clarifying questions, potentially resulting in better data than a mailed survey. Telephone surveys work best if the list of potential respondents is a manageable number (e.g., less than 50 respondents). To reduce costs, some regions have hired college students to make the call-backs.

  3. Mail/Email/Fax Survey: A mail, email, or fax survey is a set of questions sent to potential respondents with a request that they voluntarily respond. These surveys enable you to reach a large number of potential respondents, and may be the best option where there are more than 50 recipients. However, mail/email/fax surveys can provide ambiguous results, since it is not easy to immediately follow up and clarify unclear, conflicting, or unexpected responses. Similarly, a limited level of detail is obtained, as respondents will generally not spend the time to write long answers to open-ended questions.

  4. Online Survey: An online survey is a set of questions posted on a Web site or list server. These surveys have the potential to reach a large number of respondents. For surveys on Web sites, you can reach users that might otherwise be unknown to you. Many respondents like online surveys because they can respond at their convenience and they do not need to worry about losing a survey or mailing it back. As with mail surveys, however, the online survey may provide only limited detail as respondents might not want to spend time typing in a longer response. In addition, without follow-up, there is potential for ambiguity or conflicting results, as with the mail survey.

    Note: Pre/post-tests, telephone surveys, mail/email/fax surveys, and online surveys are exempt from the Paperwork Reduction Act (PRA) if administered under a grant agreement. However, the PRA is applicable if administered as part of a cooperative agreement with EPA.

  5. On-site Revisit: Onsite revisits involve returning to facilities that previously received an assistance visit. Revisiting facilities can provide excellent data since you can use direct observation to make assessments and because facilities are likely to spend the necessary time to answer questions while you are on site. In addition, the revisit itself might spur additional compliance assistance or pollution prevention activities.

  6. Self-Reported Data: Facilities may provide self-reported data that sheds light on their environmental performance. This could include in-house data such as energy and water bills, material and waste management receipts, permits, and Toxic Release Inventory (TRI) forms. Facilities may also supply source reduction information as part of a voluntary environmental program, such as an annual pollution prevention awards program, an ongoing environmental recognition program, or other voluntary partnerships.

B. Description of the P2 Outcome Categories

Applicants are encouraged to use the reporting format (refer to Table 1 above) for expected P2 outcome measures. As outlined below, the use of this format clearly identifies the key measurement categories that meet EPA's measurement and reporting needs.

  1. P2 Efforts [column (a)]: Lists the source reduction activities that are expected to yield P2 outcome results. For grants with multiple projects, at least one project must be included. In the example listed above, a "Green Hotels Program" conducts four P2 activities that exhibit expected outcome measures.

  2. Pounds of Hazardous Materials Reduced: The four categories that comprise "Hazardous Materials Reduced" are described below. Column (f) sums the total pounds of pollutants prevented. Reductions are achieved through source reduction efforts, including in-process recycling. Measurements are expressed in pounds/year.

    • Hazardous Inputs and Wastes [columns (b & c)]: The measure for hazardous inputs and waste refers to state and/or Federally-listed hazardous wastes or toxic wastes meeting the criteria for ignitability, toxicity, corrosiveness or reactivity. This could include hazardous materials used as process inputs (chemical ingredients, paints, and solvents), hazardous products applied to land (such as pesticides and nutrients not applied, etc) and hazardous wastes. Excluded: non-hazardous waste (solid waste, construction debris, packaging, paper, glass and aluminum cans).

    • Air Pollutants [column (d)]: The measure for air pollutants are considered to include the release of any of the following: toxic air emissions (this includes CAA 112b hazardous air pollutants (HAPs), Toxic Release Inventory (TRI), and others), nitrogen oxides (NOx), sulfur oxides (SOx), particulate matter (PM) and Volatile Organic Compounds (VOCs). This criterion takes in account pollutants to air, including NOx and SOx from boilers, but excludes NOx or SOx from utilities (due to cap and trade limitations).

    • Waste Water [column (e)]: Waste water refers to biochemical oxygen demand (BOD), chemical oxygen demand (COD), toxics, nutrients, non-filterable total suspended solids (TSS), contaminants in storm water and pathogens discharged to sewer systems, septic systems, injection wells, and ground water. Pounds of waste water are calculated by estimating the quantity of contaminant rather than the quantity of water.

    • Total pounds [column f]: The number of total pounds accumulated from the P2 efforts noted in the table refers to water conservation, green cleaning, organic lawn care and, efficient lighting.

  3. Resources Conserved and Dollars Saved: The four categories that comprise "Resources Conserved and Dollars Saved" are described below.

  4. Solid Waste [column g]: Solid waste refers to non-liquid, non-soluble materials ranging from municipal garbage to industrial wastes, including sewage sludge, agricultural refuse, demolition wastes, packaging, and mining residues.

  5. mBTUs [column (h)]: This column refers to mBTUs reduced, conserved, or offset through source reduction efforts.

  6. MMTCO2e [column (h)]: This column refers to Million Metric Tons of Carbon Dioxide Equivalent. For additional information on metrics for expressing greenhouse gas emissions, please go to: http://www.epa.gov/OMS/climate/420f05002.htm

  7. Gallons [column (i)]: This column lists the reduction in gallons of incoming raw water from outside sources through the implementation of P2 activity. Reductions can occur for operations, facility use and grounds maintenance.

  8. Note: If you expect reductions in pounds of hazardous materials from practices that reduce wastewater, gallons of wastewater reduced can equal gallons of water saved.

  9. Dollars [column (j)]: This column lists the financial savings in dollars derived from the outcome of implementing a P2 activity (including materials, labor, energy, machinery, administrative, waste management, or other process costs).

    Note: EPA will be issuing a P2 cost calculator that can be used by the grantees to calculate these benefits.

C. Calculation of Pollution Prevention Outcomes

The following steps can be followed to estimate expected pollution prevention outcomes.

  1. Establish a Baseline: Baseline performance information represents the current status of the target audience or sector and provides a frame of reference for measuring the success of the intended pollution prevention project. Baseline information can be expressed in terms of the amount of pollution generated over a period of time (e.g., pounds of pollution per year); the amount of material, products, water, and/or energy used over a given time (e.g., kW hours consumed per year); and amount of dollars spent over a given time (e.g., dollars spent per year). Baseline information can be established by: 1) using relevant databases, records, reports, and studies; 2) surveying the facility or target audience; and, 3) using pre-existing baseline information.

    Here are some examples:

    • A manufacturer generates about 4,000 gallons/month of oil wastewater from washing operations used to clean machined, metal parts for a cost of $0.40/gallon; and

    • On average, hospitals use between 250 and 400 gallons of water per day per bed.

  2. Determine the Efficiency of the P2 Effort: Identify the expected source reduction benefit of the P2 practice, product or technology. This benefit should be expressed in terms of pollution reduced, energy saved, water conserved, and costs avoided. This efficiency factor should come from reliable sources or sound analysis.

    Here are some examples:

    • High-solid auto body paints reduce VOC emissions by up to 75 percent;

    • Manufacturing one ton of office paper with 100 percent recycled contents can save nearly 3,000 kilowatt hours when compared to the manufacture of virgin paper;

    • ENERGY STAR qualified transformer can save $100-300 each year at an electricity rate of $0.075 cents per kWh;

    • Ergonomic high volume, low pressure (HVLP) guns result in paint savings of up to 50 percent over conventional air spray guns, and savings of 35 percent over conventional HVLP guns; and,

    • Ultrafiltration (UF) membrane technology can reduce the volume of oily wastewater by at least 80 percent by separating out clean water from the oily solution.

  3. Estimate the Degree of Impact: Estimate the degree to which the P2 objectives will be implemented by the target audience. First, gauge the percentage of expected participation. Second, determine the degree to which participants will adopt P2 suggestions.

    Here are some examples:

    • If representatives from 30 marinas attend a workshop, 10 marinas are expected to implement suggested P2 practices within a two-year period. Of these, half are expected to install a high-efficiency spray gun for painting operations; and

    • Six of the ten facilities participating in an environmental management system (EMS) user-group are expected to complete their EMS by the end of the year.

    • Note: By identifying the target audience's performance baseline, the expected efficiency of the P2 Effort, and the degree of impact, you will have all the elements to estimate expected P2 outcomes.

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Project Timeline Samples

The following sample of timelines offer different approaches for documenting a schedule of major project activities and milestones. Please note that timelines also need to account for measurement tasks, including: measurement planning, data collection efforts, and data analysis and reporting (refer to Section I.B.9).

Sample 1

Timeline for Multiple Projects
Project Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Greening the Government X X X X X X X X X X X X
Partnership Activities X     X     X     X    
Mercury Collection     X     X     X     X

Pollution Reduction Measurement

  X   X   X   X   X   X
Prepare Reports           X           X
Measurement X X         X     X X X

Sample 2

Milestone Table
Task by Objective   Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Objective 1
Task 1
Livestock Industry Assistance
Design and implement management plans        
Objective 2
Task 1
Initiate P2 measurement strategy                    
Objective 2
Task 2
Collect data from participants                  
Objective 2
Task 2
Analyze data                  
Objective 3
Task 1
Present findings at national conference                      
Objective 4
Task 1
Prepare interim and final reports                    

Sample 3

Activity Timeline
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep
Pre-workshop testing Workshop Post-workshop testing Analyze data          
      On-site technical assistance Collect and analyze data      
  Piloting to old companies       Piloting to new companies      
Measurement Planning             Data collection and analysis  
        Prepare progress report         Prepare Final Report

Sample 4

Interim Report
Summary of Deliverables and Activities
Task Timeline Status
a. Advisory Committee Conference Calls Monthly Ongoing
b. Progress Reports Quarterly Ongoing
Task 1: Education and Outreach
a. Develop Outreach Strategy October - November 2009 Completed
b. Develop & Disseminate Outreach Materials November 2009 - June 2010 Ongoing
c. Develop & Pilot Industry Mentoring Program November 2009 - December 2009 Ongoing
Task 2: On-Site Outreach
a. Conduct 10 onsite visits June 2010 - June 2011 Ongoing
b. Mail P2 suggestions July 2010 - August 2010 Ongoing
c. Conduct follow-up calls October 2010 - April 2011 Pending
d. Compile survey data and metrics October 2010 - August 2011 Pending
Task 3: Measurement and Reporting
a. Plan measurement strategy October 2009 Completed
b. Mid-year report March 15, 2010 Pending
c. Analyze Output and Outcome Measures September 2010 - November 2011 Pending
d. Prepare Final Report November - December 2011 Pending

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Budget Detail Guidance and Example

Applicants must provide a detailed cost justification for the estimated budget amounts reflected in Section B of the SF-424A application form. The Budget Detail allows the EPA project officer to determine if the costs are reasonable and necessary. To comply with Cost Sharing and Matching Requirements, the itemized budget must indicate the project costs paid by the applicant, EPA, and/or other partners. A description of Object Class Categories and a sample budget is provided below.

Description of Object Class Categories

Personnel: Indicate salaries and wages, by job title, of all individuals who will be supplemented with the grant funds.

Fringe Benefits: Indicate all mandated and voluntary benefits to be supplemented with the grant funds.

Travel: Indicate the number of individuals traveling, destination of travel, number of trips, and reason for travel.

Equipment: EPA regulation and policy define equipment as tangible, non-expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit (40 CFR 31.3). The figure of $5,000 would represent the total cost of the equipment purchase (or of the lease). Note that not all funding programs allow for the purchase of equipment and some programs encourage leasing rather than purchasing equipment. If your project requires the purchase of equipment, you are encouraged to check with the Regional P2 Coordinator prior to submitting your proposal to ensure that the equipment purchases are allowable.

Supplies: Indicate any tangible personal property, other than equipment, that will be purchased to support the project.

Contractual: Indicate any proposed contractual items that are reasonable and necessary to carry out the project's objectives.

Other: Indicate general (miscellaneous) expenses necessary to carry out the objectives stated in the Work Plan.

Total Direct Charges: Summary of all costs associated with each line item category.

Indirect Costs: The organization must provide documentation of a Federally-approved indirect cost rate (percentage) reflective of the proposed project/grant period. The applicant should indicate if the organization is in negotiations with an appropriate Federal agency to obtain a new rate.

Total amount of funds requested from EPA and total match: Add direct and indirect costs.

Total cost of project: Add the total amount requested from EPA and the total amount of funds provided as a match for an overall project cost.

Measurement: The category of "measurement" is not an Object Class Category; nonetheless, grant conditions require the inclusion of a short description of applicable measurement costs to complete the budget detail. A sample description has been included at the bottom of the Sample Budget Detail.

Sample of Budget Detail

Line Item Detailed Description EPA Funds Match
Personnel Project Manager @ $15/hr x 40hrs/wk x12 weeks
Project Assistant @ $10/hr x 20hrs/wk x 12 weeks.


Fringe Benefits Health Insurance-
1 FTE @ $35/month x 12/months
Dental - 1 FTE @ $40/mo x 12/months


Travel Site visit to XYZ Watershed
Local travel mileage - 1000 miles x $0.36 Meeting with project partners
Air fare for 1 person to Denver

Per diem for 2 days @$40/day for 1 person
Hotel for 1 night for 1 person






Equipment   $0 $0 $0
Supplies 100 pamphlets for community members @ $2 each
Computer equipment
Contractual Training for 50 people @ $100 each

Water sample testing - 20 samples @ $75 each


Other Office needs (postage, phone, fax, etc.) $150 $150 $150
Total Direct Charges  

Indirect Charges 10% of Personnel salary

Grand Total  


Measurement: Expenditures to measure P2 outcomes include personnel costs of $500 to write and administer a survey and compile survey results. This includes time for the Project Manager ($15/hr x 20 hrs = $300) and the Project Assistant ($10/hr x 20hrs = $200).

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