Jump to main content.

FY '05 Request for Applications for Coordination of Regional P2 Information Centers

OVERVIEW

Sponsoring Agency and Office: U.S. Environmental Protection Agency, Office of Prevention, Pesticides and Toxic Substances, Office of Pollution Prevention and Toxics, Pollution Prevention Division

Funding Opportunity Title: Source Reduction Assistance Program: Request for Applications for Coordination of Regional P2 Information Centers

Announcement Type: New Solicitation for Fiscal Year 2005

Catalog of Federal Domestic Assistance (CFDA) Number: 66.717

OPPT Solicitation Number: 06/28/05 PPD

Application Submission Date: Hardcopy and emailed applications must be received no later than 4 pm EST on August 12, 2005.

Summary: EPA's Office of Pollution Prevention and Toxics expects to have approximately $100,000.00 available in fiscal year 2005, and additional funding in fiscal year 2006 to total $200,000.00 for both years, subject to the availability of funds at the time of award. The Office expects to fund one proposal for the coordination of the Pollution Prevention (P2) Information centers. These regional P2 information centers coordinate work among State and Local technical assistance providers to minimize duplication of effort and improve information collection, synthesis, dissemination, and training in promoting pollution prevention techniques. Coordination of these centers involves conference calls, meetings, minutes of discussions, priority setting, and monitoring work progress.

I. Funding Opportunity Description.

A. Background
In 1997 EPA awarded nine grants (under the Pollution Prevention Information Network) to establish new regional centers or give additional funds to existing centers to: (1) improve communication among regional centers, (2) minimize duplication of efforts in creating and disseminating P2 information, and (3) promote information standards to facilitate electronic P2 information dissemination nationwide. Over the past seven years, these regional centers have improved nationwide interaction on P2 information projects through monthly conference calls, biannual meetings, websites, listserves and databases. These grantees formed a group called the “Pollution Prevention Resource Exchange'' (P2Rx). More information about the P2Rx centers can be found on the Internet at: http://www.p2rx.org.

The network coordinator performs tasks such as: facilitating frequent communication, developing consensus, and organizing meetings among the centers. Skills needed to perform these tasks include: facilitation, organization, and consensus building skills.

B. Goals and Objectives
The purpose of this Request for Applications (RFA) is to provide support to the national network of regional pollution prevention (P2Rx) centers that collaborate to provide timely retrieval of pollution prevention (P2) information for State and Local technical assistance providers as well as medium and small businesses. These regional centers may also support State technical assistance programs in collecting and summarizing P2 measures to document the effectiveness of technical assistance. This RFA supports the EPA Strategic Plan objectives under Goal 5, Objective 5.2, sub-objectives 5.2.1 and 5.2.2 by promoting pollution prevention and environmental stewardship in local and state governments, small businesses and the public (see pages 114 and 115 of the EPA Strategic Plan 2003 -2008 http://www.epa.gov/ocfo/plan/2003sp.pdf).

C. Programmatic Criteria
The regional P2 information centers have identified three top areas to address in the next year or more: 1) improve communication and understanding of the centers’ products and services with State and Local environmental assistance providers, 2) increase web site usage by broadening the customer base for center services and 3) collect information on customer needs and respond with appropriate products and services. Applications must describe the strategy to address these priorities as well as the more routine tasks of coordination.

Since funding for the Pollution Prevention Information Network grants decreased in Fiscal Year 2005, the coordinator will play a strong role in helping the centers identify and track performance measures, which could be related to environmental outcomes. The regional P2 centers need to document their progress in areas such as: 1) reducing duplication of effort among State and Local technical assistance programs, as well as, among the regional centers, 2) customer satisfaction, and 3) identifying customer needs and developing the needed products or services. The coordinator will work with the centers to improve efficiency of the national network and identify low priority products that do not need to be maintained by the centers.

The network coordinator selected under this RFA will work with the current (out-going) coordinator, for at least three months to allow a smooth transition of services. Proposals must address how the applicant plans to leverage expertise and resources among the regional P2 information centers (also know as P2Rx). Past coordinators have always been associated with one of the regional centers, so the proposal should discuss how the applicant’s situation provides resources and expertise contributing to the accomplishment of the coordination tasks. Previous coordinators working with the regional P2 information centers have:

In order to comply with a new EPA policy order (Classification No.: 5700.7), proposals must include either output or outcome metrics or both types of metrics. Many of the tasks listed above (this section: I. C.) can be measured as outputs. The term "output" refers to the activity or effort and the associated work product related to an environmental or programmatic objective. Outputs are produced or provided over a period of time or by a specified date and must be measurable during the assistance agreement funding period. Examples of outputs for this program are: number of monthly conference calls, number of user sessions for the www.p2rx.org web site per month, number of outreach meetings, or standard data formats all the centers agree to use.

The term "outcome" means the result, effect or consequence that will occur from carrying out an activity that is related to an environmental or programmatic objective. Outcomes may be environmental, behavioral, or programmatic in nature but must be quantitative. Examples of outcomes specific to this program are: outreach to small businesses resulting in adoption of P2 projects to save energy or conserve water or use of web site information improves business owners understanding of P2 options for their business.

D. Statutory Authority.
This grant will be awarded using the following statutory authorities: Clean Air Act, Section 103(b), as amended; Clean Water Act, Section 104(b)(3), as amended; Federal Insecticide, Fungicide, and Rodenticide Act, Section 20, as amended; Safe Drinking Water Act, Section 1442 (a)(1) and (c), as amended; Solid Waste Disposal Act, Section 8001(a), as amended; and Toxic Substances Control Act, Section 10, as amended.

II. Award Information.

EPA will issue one award in the form of a cooperative agreement. The proposal may cost up to $100,000.00 per year, for a period of up to two years resulting in a total Federal cost of $200,000.00 for two years, subject to the availability of funds. Only one grant will be awarded. Previously, EPA has awarded assistance agreements in the range of $80,000.00 to $120,000.00 per year for similar activities. Additional funding for a second year of PPIN coordination activities may be made as an incremental award, subject to the availability of funds.

Partial Funding: EPA reserves the right to partially fund proposals by funding discrete activities, portions, or phases of the proposed project. If EPA decides to partially fund the proposal, it will do so in a manner that does not prejudice any applicants or affect the basis upon which the proposal/application, or portion thereof, was evaluated and selected for award, and that maintains the integrity of the competition and the evaluation/selection process. Partial funding will be based on the separate budget estimates for discrete activities, tasks or phases provided in the proposal. EPA reserves the right to reject all applications and make no awards as the result of this RFA.

III. Eligibility Information.

A. Eligible Applicants.
Assistance under this program is available to the fifty States, the District of Columbia, any territory or possession of the United States, local governments, city or township governments, independent school district governments, state controlled institutions of higher education, Federally-recognized tribal governments, non-profits (other than institutions of higher education), private institutions of higher education, and community-based grassroots organizations. Non-profit organizations must be able to demonstrate that they are eligible through documentation of nonprofit status provided by the U.S. Internal Revenue Service or their state of incorporation. Non-profit organizations described in Section 501(c)(4) of the Internal Revenue Code that engage in lobbying activities as defined in Section 3 of the Lobbying Disclosure Act of 1995 are not eligible to apply.
Eligibility will be used as a pass/fail criterion when evaluating proposals. Applicants who do not meet the eligibility criteria will not be considered.

B. Matching requirements.
EPA requires a minimum 5% match. The match may be issued in the form of cash and/or in-kind contributions, e.g., charges for real property and equipment or the value of goods and services directly benefitting the EPA funded project. This is a "threshold eligibility criteria". If an applicant does not provide at least 5% of the total project cost then the proposal will not be reviewed and the Agency will make no award.

C. Other Eligibility Criteria.
1. Applicable Regulations. State applicants and recipients of this grant program are subject to the requirements of 40 CFR Parts 31 and 35 Subpart A.

2. Federal Requirements. An applicant whose application is selected for federal funding must complete additional forms prior to award (see 40 CFR 30.12 and 31.10). In addition, successful applicants will be required to certify that they have not been debarred or suspended from participation in Federal assistance awards in accordance with 40 CFR Part 32.

3. Threshold Eligibility Factors. The EPA review panel will only score and rank applications that meet all of these threshold requirements described below. EPA will notify applicants, who do not meet threshold eligibility requirements, within 15 working days of the decision to reject the application.

a) Applicant eligibility. The applicant must demonstrate eligibility to receive assistance under this announcement as provided for in Section III A. Documentation of eligibility may be provided as an attachment that does not count against the 15 page limit.

b) Match. Applications must provide the required 5% match as described in Section III B.

c) Amount of Financial Assistance Requested. Applications may not request more than the amount of assistance described in Section II.

d) Administrative requirements. Applications must meet the administrative requirements (e.g., due dates and 15 page limit for proposal) described in Section IV B and must be received by August 12, 2005 as stated in Section IV C.

IV. Application and Submission Information.

A. Address to request application package and information.
Forms for grant applications may be obtained electronically at the following web site: http://www.epa.gov/ogd/AppKit/application.htm. Requests for forms or other questions should be made to: Beth Anderson, Pollution Prevention Division (7409M), Office of Pollution Prevention and Toxics, U.S. Environmental Protection Agency, 1200 Pennsylvania Ave. NW, Washington, DC 20460-0001, telephone number: (202) 564-8833; fax number: (202) 564-8899; e-mail address: anderson. beth@epa.gov.

B. Content and Form of Application Submission
There is an 15 page limit for each proposal. The detailed budget, milestones, resumes and key personnel sheet do not count against the 15 page limit. Proposals in excess of 15 pages will not be evaluated or considered for funding

1. SF-424 Application for Federal Assistance, with original signature, including:
SF-424 A, Budget by categories and indirect cost rate.
SF-424 B, Assurances for non-construction programs.

2. EPA Form 5700-49, Certification Regarding Debarment, Suspension and Other Responsibility Matters.

3. Certification Regarding Lobbying and SF LLL, Disclosure of Lobbying Activities, if applicable.

4. EPA Form 4700-4, Preaward Compliance Review.

5. Narrative Proposal Statement not to exceed 15 pages as specified above. The narrative proposal must address the criteria listed under V A, including: qualifications of key personnel, specialized experience, the technical approach or project strategy to addressing the top three center priorities, output and outcome measures, past performance and budget.

6. Detailed Budget and time line with milestones- does not count against the page limit.

7. One page Resumes must be included for key personnel and will not count against the page limit.

8. One page listing the key contact personnel who will be assigned to the project (and this page does not count against the page limit). The key contact list must contain the name, title, mailing address, phone number and e-mail address of the following personnel: Authorized representative: the individual who reviews and accepts awards and amendments, Payee: Individual authorized to accept payments, Administrative Contact: Individual to contact concerning administrative matters (e.g., indirect cost, rate computation and re-budgeting requests, etc.), and the Project Manager: Individual responsible for completing the proposed work.

9. DUNS Number Applicants should also be aware that the Office of Management and Budget (OMB) now requires grant applicants to provide a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number when applying for Federal grants or cooperative agreements. The DUNS number will supplement other identifiers required by statute or regulation, such as tax identification numbers. Applicants can receive a DUNS number by calling the toll- free DUNS Number request line at 1–866–705– 5711 or by using the web site at: http://www.dnb.com. Obtaining a DUNS number takes 30 business days and there is no cost unless the organization requests expedited (1-day) processing, which includes a fee. A revised version of form SF-424 will include the DUNS number or applicants can use the current SF-424 forms and enter the DUNS number in the Applicant Information address block.

C. Submission Dates and Times
1. Paper Copy Submissions
For paper copy submissions, the original and two (2) copies of the complete application must be sent by a delivery service to the address listed below. Paper copy submissions must be received no later than 4 PM Eastern Time on August 12, 2005.
US Environmental Protection Agency
East Building, Room 5213
1201 Constitution Ave. NW
Washington DC, 20004,
Attn. Beth Anderson
(202) 564- 8800
NOTE: Do NOT send applications vis US Postal Service mail of any type. Applications sent via US Postal Service WILL NOT be accepted.

2. Electronic Transmittal of Submissions
Electronic submissions may be e-mailed to anderson. beth@epa.gov. Electronic applications must be e-mailed no later than 4 PM Eastern Time on August 12, 2005. Forms must be submitted in Adobe Acrobat PDF format to maintain format integrity. The required documents are listed in section IV B. You must include your name, mailing address, an e-mail address and phone number. This ensures that you can be identified as the submitter of the application and allows EPA to contact you in case EPA cannot read your proposal due to technical difficulties.

D. Intergovernmental Review.
This program may be eligible for coverage under E.O. 12372, "Intergovernmental Review of Federal Programs." An applicant should consult the office or official designated as the single point of contact in his or her State for more information on the process the State requires to be followed in applying for assistance, if the State has selected the program for review. http://www.whitehouse.gov/omb/grants/spoc.html. Federally-recognized tribal governments are not required to comply with this procedure.

E. Funding Restrictions
EPA can only fund applications for expenses that are eligible under Section 10 of the Toxic Substances Control Act, and allowable under OMB Circular A-21, A-87, and A- 122 as applicable. In accordance with this guidance, the recipient must agree NOT to use assistance funds for lobbying, fund raising or political activities (such as lobbying members of Congress for other Federal grants, cooperative agreements or contracts). Construction is not an allowable activity and foreign travel is not permissible. The terms and conditions of the formal assistance agreement may put additional and specific limitations on the funding.

F. Other Submission Requirements.

1. Confidential Business Information
In accordance with 40 CFR 2.203, applicants may claim all or a portion of their application/proposal as confidential business information. EPA will evaluate confidentiality claims in accordance with 40 CFR Part 2. Applicants must clearly mark applications/proposals or portions of application/proposals they claim as confidential. If no claim of confidentiality is made, EPA is not required to make the inquiry to the applicant otherwise required by 40 CFR 2.204(c)(2) prior to disclosure.

2. Programmatic Capability
Applicants must submit information relating to programmatic capability (past perfomance) criteria to be evaluated under the ranking factors in Section V of this announcement. EPA will consider information provided by the applicant and may consider information from other sources, such as agency files.

V. Application Review Information

A. Criteria
Applications will be evaluated and ranked according to the following evaluation criteria:

1. Qualifications of Key Personnel The proposal identifies key personnel who will work on the project and demonstrates their availability, qualifications and experience. Applicants may attach one page resumes to their application. Resumes will not count against proposal page limits. (10 points)

2. Specialized Experience The proposal identifies experience in facilitating communication, achieving consensus, and resolving issues among regional centers. The proposal demonstrates: 1) experience working with State and Local representatives and 2) experience and understanding of web site design, innovation and maintenance for a nationally important web site. The proposal describes organizational experience in developing and carrying out a successful outreach strategy based on products designed to meet customer needs. The proposal describes report format and how measures will be collected to document outputs and outcomes of regional centers activities. (25 points)

3. Technical Approach The proposal describes a strategy to address the top three priorities identified by the P2 regional information centers: 1) improving communication and understanding of the centers’ products and services with State and Local environmental assistance providers, 2 ) increasing web site usage (at www.p2rx.org) by broadening the customer base for center services and 3) collecting information on customer needs, documenting responses to these needs, and measuring impact on customer knowledge and behavior. The proposal describes how tasks such as facilitating collaboration, promoting communication, coordinating work groups, and routine follow up on centers’ commitments will be approached. (20 points)

4. Output and Outcome Measures The proposal describes how data will be collected and reported for outputs and outcomes for all tasks in the proposal. The proposal describes organizational experience in meeting reporting requirements and providing acceptable final technical reports. Some examples of outputs are: monthly conference calls, meetings, improved communication among centers, increased number user sessions on a web site over a given period of time, etc. Outputs can be measured during the assistance agreement funding period. Examples of outcomes include: changes in knowledge or behavior, outreach to small businesses resulting in businesses adopting P2 projects, or amount of energy or water conserved by a facility as a result of P2 information. (25 points)

5. Past Performance The proposal describes past performance in effectively managing a Federal assistance award that was similar in size, scope and was completed successfully (or a non-Federal assistance award, if the applicant has no past experience on Federal assistance awards). This should include disclosure of audit findings, cost disallowances, special terms and conditions, or any adverse actions relating to past performance on a Federal assistance agreement (or non-Federal assistance agreement). Information other than that provided by the applicant may be used to evaluate the applicant’s past performance. Applicants with no past performance history in managing either a Federal or non-Federal assistance award will receive a neutral score for this factor. (10 points)

6. Detailed Budget The application includes a detailed budget indicating the cost of each task and matching funds. The budget and associated narrative of the application demonstrates effective and judicious use of Federal funds. (10 points)

B. Review Process and Technical Evaluation
Each eligible application with be evaluated and ranked by a panel of EPA and P2 regional information center representatives. The reviewers will base their evaluation on the criteria listed in Section V A. The review panel will submit reviewer comments and rankings to the Director of the Pollution Prevention Division. Final funding decisions will be made by the Director of the Office of Pollution Prevention and Toxics.

C. Anticipated Announcement of Awards.
All applicants will be notified by EPA Headquarters on whether or not the application has been selected for funding. The notification is not an authorization to begin performance. A notice signed by the Grants Administration Division is the authorizing document to the applicant to begin performance. EPA anticipates that the award will be announced by October 2005.

VI. Award Administration Information.

A. Award Notices.
Final selection of the award recipient will be made by the Office of Pollution Prevention and Toxics. Unsuccessful applicants will be notified by e-mail. Non-profit applicants that are recommended for funding will be subject to pre-award administrative capability reviews consistent with Sections 8.b, 8.c, and 9.d of EPA Order 5700.8 .

B. Administrative and National Policy Requirements.
The general award and administration process for assistance agreements are governed by the regulations at 40 CFR Part 30 (Grants and Agreements with Institutions of Higher Learning, Hospitals, and other Non-Profit Organizations) and 40 CFR Part 31 (States, Tribes, Interstate Agencies, and Local Governments).

1. Audits. Periodic audits should be made as part of the recipient's system of financial management and internal control to meet the terms and conditions of grants and other assistance agreements. In accordance with the provisions of OMB Circular No. A-133 ("Audits of States, Local Governments, and Nonprofit Organizations") non-federal entities that expend $500,000 or more within the State's fiscal year shall have an audit made for that year. State agencies that expend $500,000 or more within the State's fiscal year shall have an audit made in accordance with Federal laws and regulations governing the programs in which they participate.

2. Records. Financial records, including all documents to support entries on accounting records to substantiate charges to each assistance agreement, must be kept available to personnel authorized to examine EPA assistance agreement accounts. All records must be maintained for three years from the date of submission of the annual financial status report. If questions still remain, such as those raised as a result of an audit, related records should be retained until the matter is completely resolved.

C. Reporting
Project monitoring and reporting requirements can be found in 40 CFR 30.50 to 30.54, 40 CFR 31.40 to 31.45 and 40 CFR 40.160. In general, recipients are responsible for managing the day-to-day operations and activities supported by the assistance funding, to assure compliance with applicable Federal requirements, and for ensuring that established milestones and performance goals are achieved. Performance reports and financial reports must be submitted at least twice a year (30 days after the end of the first 6 months following the award). The final report is due 90 days after the assistance agreement has expired. Recipients will be required to report direct and indirect environmental results from the work accomplished under this award.

1. Uniform reporting requirements for institutions of higher education and other non- profit organizations Reporting must be consistent with the requirements of 40 CFR part 30.51 to 30.53.
Recipients should provide discussion of accomplishments as measured against proposal commitments; a discussion of cumulative effectiveness of the work performed under all proposal components; a discussion of existing and potential problem areas; and suggestions for improvement, including where feasible, schedules for making improvements. If evaluation reveals the recipient has not made sufficient progress under the proposal, the Project Officer and the recipient will negotiate a resolution. The recipient may request a review of the Project Officer’s decision under the dispute resolution process (40 CFR 30.63).

2. Uniform reporting requirement for state, local and tribal governments. Reporting must be consistent with the requirements of 40 CFR 31.40 to 31.45. Recipients should provide discussion of accomplishments as measured against proposal commitments; a discussion of cumulative effectiveness of the work performed under all proposal components; a discussion of existing and potential problem areas; and suggestions for improvement, including where feasible, schedules for making improvements. If evaluation reveals the recipient has not made sufficient progress under the proposal, the Project Officer and the recipient will negotiate a resolution. The recipient may request a review of the Project Officer's decision under the dispute resolution process (40 CFR, Part 31, subpart F).

D. Dispute Resolution Process
Assistance agreement competition-related disputes will be resolved in accordance with the dispute resolution procedures published in 70 FR (Federal Register) 3629, 3630 (January 26, 2005) which can be found at: http://a257.g.akamaitech.net/7/257/2422/01jan20051800/edocket.access.gpo.gov/2005/05-1371.htm Exit EPA Disclaimer.

VII. Agency Contact

Beth Anderson, Pollution Prevention Division (7409M), Office of Pollution Prevention and Toxics, U.S. Environmental Protection Agency, 1200 Pennsylvania Ave. NW, Washington, DC 20460-0001, telephone number: (202) 564-8833; fax number: (202) 564-8899; e-mail address: anderson. beth@epa.gov.

VIII. Other Information

A. Web Sites.
Information about current P2 information network grant program may be viewed at: www.epa.gov/oppt/p2home/pubs/grants/ppin/ppin.htm
Information about the current P2Rx centers may be viewed at www.p2rx.org
Other information on the P2Rx program manager activities and reports can be found on the links cited on this page: http://www.p2rx.org/AdminInfo/toc.cfm

Pollution Prevention Home | OPPT Home

Local Navigation

Jump to main content.