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

RFP Supplement

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

OVERVIEW

Sponsoring Agency and Office: Environmental Protection Agency, Office of Prevention, Pesticides and Toxic Substances, Office of Pollution Prevention and Toxics

Funding Opportunity Title: Fiscal Year 2009 Request for Proposals for the Pollution Prevention Grant Program

Announcement Type: Initial Announcement for Fiscal Year 2009

Catalog of Federal Domestic Assistance (CFDA) Number: 66.708

Funding Opportunity Number: EPA-HQ-OPPT-09-01

Submission Date: Hard copy proposals must be received by the applicable Regional P2 Program Coordinator noted in Section VII by Friday, April 17, 2009. Alternatively, applicants may submit electronic proposals through Grants.gov. Electronic proposals submitted through Grants.gov must be date stamped by 11:59 pm Eastern Daylight Time (EDT) on Friday, April 17, 2009. Proposals received after the submission date will not be considered (Refer to Section IV for additional information on submitting a proposal).

SUMMARY OF PROGRAM

The Pollution Prevention Grant Program supports State and Tribal technical assistance programs which help businesses identify better environmental strategies and solutions for reducing or eliminating waste at the source. EPA anticipates it will award approximately $4.1 million in total program funding during Fiscal Year (FY) 2009. Grants will be awarded and managed by each of EPA's 10 Regional Pollution Prevention Program Offices. Grant amounts awarded are dependent on the Congressional appropriations for this program and the quality of proposals received.

Eligible Applicants: Eligible applicants include the 50 States, the District of Columbia, the U.S. Virgin Islands, the Commonwealth of Puerto Rico, any territory or possession of the U.S., any agency or instrumentality of a State including State colleges or universities, and Federally-recognized Tribes and Intertribal Consortia that meet the requirements for treatment in a manner similar to a State as described in 40 CFR 35.663.

Local governments, private universities, private nonprofit organizations, private businesses, and individuals are ineligible to apply for funding.

The Request for Proposals includes the following sections and attachments:

Section I. Funding Opportunity Description
Section II. Award Information
Section III. Eligibility Information
Section IV. Proposal Submission Information
Section V. Proposal Review Information
Section VI. Award Administration Information
Section VII. Agency Contacts
Attachment A Instructions for Submitting a Proposal Through Grants.gov
Attachment B Sample Cover Page
Attachment C Guidance for Submitting Expected P2 Outcome Information
Attachment D Project Timeline Samples
Attachment E Sample Budget Detail Guidance and Example

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FULL TEXT OF ANNOUNCEMENT

I. Funding Opportunity Description: EPA is announcing the availability of Pollution Prevention (P2) Grants. Under the authority of the Pollution Prevention Act (PPA) of 1990, EPA anticipates that approximately $4.1 million will be available to support P2 Grants to States, State entities, i.e., State governmental agencies, State colleges or universities, Federally-recognized Tribes, and Intertribal Consortia during fiscal year (FY) 2009 (i.e., October 1, 2008 – September 30, 2009) for prevention activities that will be initiated and completed during FY 2009 – 2010. P2 Grant dollars are targeted to State and Tribal technical assistance programs that address the reduction or elimination of pollution by businesses across all environmental media: air, water and land.

EPA will award P2 Grants under the authority of Section 6605 of the PPA, Public Law 101-508, 42 U.S.C. 13104, 40 CFR 35.340 and 35.660. Applicants are strongly advised to carefully read this announcement as it provides important information on the program's requirements and goals, this year's national focus areas and regional priorities, the criteria used to evaluate proposals, the submission requirements, and the award selection process.

A. Purpose of Program: The goal of the P2 Grant Program is to assist businesses in adopting P2 practices that reduce pollution at its source, including the conservation of water and energy (refer to criteria for P2 in Section I.B.2). EPA is interested in supporting projects that reflect a comprehensive and coordinated approach toward implementing P2 practices on behalf of businesses within the State or Tribe. Previous grant applicants have demonstrated that businesses have ample opportunities to implement P2 and that source reduction is a cost-effective way of meeting or exceeding Federal and State regulatory requirements.

  1. Engaging Partners in P2 Grant Work: For the past 12 years, EPA has required P2 Grant applicants to identify major environmental assistance providers in their States and to work with these organizations to educate businesses on P2. EPA believes that applicants who develop strong relationships with other environmental assistance providers can greatly maximize their opportunity for securing State and Federal resources in the future by dedicating time to developing partnerships.

  2. Ways to Promote Partnerships: EPA continues to seek more cooperation among applicants and environmental and business assistance providers at the State level. These partnerships may include university-based technical assistance and cooperative extension programs, and other environmental assistance programs offered within the State. Partnerships are also encouraged between businesses trade organizations, federal programs and within regional and national programs such as with the Pollution Prevention Resource Exchange (P2Rx) Centers, EPA's Office of Enforcement and Compliance Assurance (OECA) Compliance Assistance Centers, EPA's Small Business Environmental Assistance Programs (SBEAPs), National Institute of Standards and Technology (NIST) programs, Department of Energy's (DOE) Industrial Assessment Centers, etc.

    By developing such partnerships applicants can leverage outside expertise. Also, forging these kinds of partnerships reduces the need for other environmental assistance providers to develop their own P2 expertise, which would otherwise result in a duplication of effort. Thus, applicants are encouraged to establish partnerships with environmental assistance providers and/or regional and national programs to seamlessly deliver P2 technical assistance.

    Note: EPA requires applicants to document their partnership work by providing a Letter of Support that is submitted on behalf of the applicant by the environmental assistance provider or the regional or national program. The Letter of Support documents a cash donation or an in-kind service that was contributed on behalf of the applicant's project by the partner. Under this competition, EPA will only consider Letters of Support. EPA will evaluate the Letters to determine the effective use of the partnership. (For more information, refer to Sections IV.D.5 and V.A.2.e )

B. Grant Program Requirements: This section summarizes applicable grant policies >and requirements that apply to proposals submitted under this RFP. Many of these requirements are also discussed in other sections of this announcement including Sections III, IV, and V.

  1. Eligible Applicants: Section 6605 of the PPA and applicable parts of 40 CFR Part 35, Subparts A and B (40 CFR 35.340 et seq. and 35.660 et seq.) authorize EPA to award grants to States, State entities, (i.e., any agency or instrumentality of a State including State colleges and universities), Federally-recognized Tribes and Intertribal Consortia to support projects that promote the use of P2/source reduction techniques by businesses.

    More specifically, eligible applicants in this RFP include the 50 States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, any territory of or possession of the U.S., any agency or instrumentality of a State, including State colleges and universities, and Federally-recognized Tribes and Intertribal Consortia that meet the requirements in 40 CFR 35.663.

    Local governments, private universities, private nonprofit, private businesses, and individuals are not eligible for funding under this announcement.

  2. General Criteria for P2 Grants: For purposes of this grant announcement, proposed project activities must meet the following criteria for P2 in order to be eligible for funding:

    1. Reduce the amount of any hazardous substance, pollutant, or contaminant entering any waste stream or otherwise released into the environment (including fugitive emissions) prior to recycling, treatment or disposal;

    2. Reduce the hazards to public health and the environment associated with the release of such substances, pollutants, or contaminants; or

    3. Reduce or eliminate the creation of pollutants through:

      • increased efficiency in the use of raw materials, energy, water, or other resources; or

      • protection of natural resources by conservation.

    P2 does not include any practice which alters the physical, chemical, or biological characteristics or the volume of a hazardous substance, pollutant, or contaminant through a process or activity which itself is not integral to and necessary for the production of a product or the providing of a service (refer to PPA Section 6603 and 40 CFR 35.343 and 35.662). Prevention includes what is commonly called “in-process recycling,” but not “out-of-process recycling”. Although recycling activities share many of the advantages of prevention (e.g., reducing the need for end-of-pipe treatment and promoting energy and resource conservation), they are a distinct and separate category and do not meet the criteria for pollution prevention as established by this grant program. For more information on recycling activities, please go to http://www.epa.gov/epawaste/conserve/rrr/recycle.htm#steps.

    Some examples of P2/source reduction projects or activities include: equipment or technology modifications, process or procedure modifications, reformulation or redesign of products, substitution of raw materials, and improvements in housekeeping, maintenance, training, or inventory control.

    For additional information about allowable grant activities, EPA provides a listing of past P2 grant summaries at http://www.epa.gov/p2/pubs/grants/index.htm.

  3. Regulatory Criteria for P2 Grants: As mandated in the U.S. Code of Federal Regulations (40 CFR 35.342 and 35.661, as applicable),proposals submitted under the P2 Grant Program must address, and will be evaluated on whether the proposal:

    1. Makes specific technical assistance available to businesses seeking information about source reduction opportunities, including funding for experts to provide on-site technical advice to businesses and to assist in the development of source reduction plans;

    2. Targets assistance to businesses for whom lack of information is an impediment to source reduction; and

    3. Provides training in source reduction techniques.

    Note: In addition to the three criteria noted above, proposals will also be evaluated on other criteria, which have been determined by the P2 program, please refer to Section V.A for complete information.

  4. Programmatic Capability: Applicants are required to describe their ability to successfully complete and achieve the goals of the proposed project(s). To do so, the applicant must address these topics:

    1. Experience Achieving Project Objectives: Describe how the applicant's organizational experience and resources support the successful completion of the proposed project. Also, describe if and how the applicant participates in the National Pollution Prevention Results Data System. The System collects P2 measures on a national basis and reflects the applicant's overall ability to measure and demonstrate P2 achievements. For more information go to: http://www.p2rx.org/services/measurement.cfm; and,

    2. Staff Qualifications: Describe how the applicant's staff has the qualifications and knowledge to successfully accomplish the proposed project.

  5. Cost Sharing and Matching Requirements: P2 Grant recipients, as required under Section 6605 of the PPA, must provide at least a 50 percent match of the total allowable project cost by the time of award to be considered eligible to receive funding. The Federal government will provide half of the total allowable cost of the project and the recipient will provide the other half. Cost sharing and matching contributions may include dollars, in-kind goods and services (such as volunteered time, photocopying, printing services, etc.) and/or third party contributions consistent with 40 CFR 31.24. In the detailed budget, the use of the matching funds must be documented.

    Note: Insular area applicants in the U.S. Virgin Islands, American Samoa, Guam and the Northern Mariana Islands are advised to contact the applicable Regional P2 contact in EPA Region 2 or 9 to determine if cost share requirements will be waived in all or in part, as authorized by the Omnibus Territories Act of 1977, as amended, 48 U.S.C. Section 1469a. Refer to Section VII to locate the applicable Regional P2 contact.

  6. Funding Period: EPA will reject proposals that include projects of more than three years.

  7. Alignment with EPA's Statutory Measurement Provisions and the Environmental Results Policy: To comply with the provisions of the PPA and EPA's Environmental Results Policy, grant applicants and recipients are required to estimate and report on the results of their project activities. As authorized under the PPA, (Section 6605 of the PPA, Public Law 101-508, 42 U.S.C. 13104) the Agency “shall establish appropriate means for measuring the effectiveness of the P2 Grant Program by promoting the use of source reduction techniques by businesses.” In addition, EPA's Environmental Results Policy (EPA Policy Order No. 5700.7) requires applicants to provide qualitative and quantitative estimates of expected outcomes and outputs of project activities in their proposals and develop a plan for measuring and tracking their progress towards achieving the expected outputs and outcomes.

    1. P2 Outcome Measures: The term “outcome,” as defined by the Agency, refers to the result, effect or consequence that will occur from carrying out an environmental program or activity that is related to an environmental or programmatic goal or objective. For EPA's National P2 Program, higher-level outcomes are environmental, or health-related in nature, and lower-level outcomes are behavioral in nature or economic and must be quantified.

      Examples of outcome measures expected to be achieved under assistance agreements awarded through this announcement include, but are not limited to:

      • Pounds of hazardous materials reduced;
      • British Thermal Units (BTUs) of energy conserved;
      • Gallons of water saved; and,
      • Dollars saved through P2 efforts.

      Note: In 2010, EPA is substituting a measure of million of metric tons of carbon dioxide equivalent (MMTCO2e) reduced for the measure of BTUs of energy conserved. Beginning this grant cycle, EPA is providing grantees with a calculator and associated guidance for computing MMTCO2e that converts BTUs and kilowatts of energy, pounds of chemicals with high global warming potential, and units of fuels to MMTCO2e. For this grant cycle, if grantees report results in units of energy, chemicals, or fuels, EPA will use the calculator to make the MMTCO2e conversions for tracking, in preparation for the switch to the MMTCO2e measure in 2010.

    2. P2 Output Measures: The term “output,” as defined by the Agency, refers to an environmental activity or effort and associated work product related to an environmental goal or objective that will be produced or provided over a period of time or by a specified date. Outputs may be quantitative or qualitative, and must be measurable during the assistance agreement funding period.

      Examples of output measures expected to be achieved under assistance agreements awarded through this announcement include, but are not limited to:

      • Number of stakeholder groups involved in the process;

      • Number of assistance visits;

      • Number of workshops, trainings and courses conducted; and,

      • Number of fact sheets developed or distributed.

  8. Work Plan Measurement Elements: To ensure that the environmental measurement strategy is fully incorporated into the proposal, applicants will need to submit a Work Plan that includes the following elements (for a description of the applicant's Work Plan refer to Section IV.D.4.b):

    1. Numeric estimates of expected P2 results per project;

    2. A description of the relevant data collection methods (e.g., surveys, pre/post tests, participant reporting arrangements);

    3. A description of the equations, factors and assumptions used to calculate the estimated pollution prevention results;

    4. An itemized budget that reflects the resources needed to pay for measurement and reporting activities. In some cases this may require 10-20 percent of the proposed budget; and,

    5. A project timeline that includes data collection and evaluation activities supporting environmental outcome measures.

  9. Alignment with EPA's Strategic Plan: EPA established a five-year Strategic Plan with long-term goals that project activities must commit to and work towards. The P2 program goals within the Agency's 2006-2011Strategic Plan are located in Goal 5: Objective 5.2: Improve Environmental Performance Through Pollution Prevention and Other Stewardship Practices, Sub-Objective 5.2.2: Promote Improved Environmental Performance Through Business and Community Innovation:

    “Through 2011, improve environmental performance with sustainable outcomes through sector-based approaches, performance-based programs, and assistance to small business.”

    To realize its long-term P2 goal, the Strategic Plan established the following four Strategic Targets:

    1. By 2011, reduce 4.5 billion pounds of hazardous materials cumulatively compared to the 2000 baseline of 44 million pounds reduced;

    2. By 2011, reduce, conserve, or offset 31.5 trillion BTUs cumulatively compared to the 2002 baseline of 0 BTUs reduced, conserved, or offset;

    3. By 2011, reduce water use by 19 billion gallons cumulatively compared to the 2000 baseline of 220 million gallons reduced; and,

    4. By 2011, save $791.9 million through pollution prevention improvements in business, institutional, and governmental costs cumulatively compared to the 2002 baseline of $0.0 saved.

    To comply with the EPA's Strategic Plan, grant proposals must adhere to the statutory measurement provisions and the environmental results policy described in Section I.B.7 by reporting on expected P2 outcome and output measures and project activities that directly support one or more of the four Strategic Targets listed above.

    For more information on EPA's Strategic Plan for P2, go to http://www.epa.gov/cfo/plan/2006/entire_report.pdf and scroll to page 133 to view Objective 5.2.2.

  10. Past Performance: Applicants are required to describe their past performance regarding grant management/performance and compliance with reporting requirements. To do so, the applicant must submit a list of Federally-funded agreements (assistance agreements include Federal grants and cooperative agreements, but not Federal contracts) similar in size, scope and relevance to the proposed project that they performed within the last three years (no more than 5 agreements, and preferably EPA agreements), and address the three items listed below for each such agreement.

    1. Experience Managing Grants: Describe the applicant's past performance in successfully completing and managing the agreements;

    2. Experience Meeting Reporting Requirements: Describe the applicant's history of meeting reporting requirements under the agreements including submission of acceptable final technical reports; and,

    3. Experience Reporting Expected Results: Describe whether the applicant adequately documented and/or reported on their progress towards achieving the expected results (i.e., outcomes and outputs) under the agreements. If such progress was not being made, indicate whether and how the applicant adequately documented and/or reported why not.

    Note: Applicants with no relevant or available past performance or reporting history will receive a neutral score for these factors in accordance with the evaluation process in Section V.

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C. National Focus of the FY 2009 P2 Grant Program: Under the P2 Grant program, pollution prevention has been a critical tool used to address major national and regional environmental issues. For years, the program has placed national focus on promoting multimedia P2, having States and Tribes commit to working toward their P2 program goals, and encouraging the promotion of partnerships. These focus areas have laid the framework for the P2 grant program and have contributed to shaping the program's mission. Today, with environmental issues evolving and climate change taking on a new sense of urgency, the P2 program as a whole is placing a priority on focusing on P2 strategies that can be used to address the challenges of climate change and promote sustainability. To create alignment with national program priorities, the P2 Grant program is highlighting climate change and sustainability as critical concerns. Grant proposals will be evaluated on whether the applicant addresses one or more of the following three national focal areas described below:

  1. Greenhouse Gas Reduction: Applicants must explain how their proposal will contribute toward reducing greenhouse gases (GHG) by promoting pollution prevention measures and activities.

    For purposes of this grant program, EPA considers greenhouse gases such as carbon dioxide as those that occur naturally and are emitted into the atmosphere through natural processes and human activities. Other GHG (e.g., fluorinated gases) are created and emitted solely through human activities. Greenhouse gas chemicals of common concern include:

    1. Carbon Dioxide (CO2): Carbon dioxide enters the atmosphere through the burning of fossil fuels (oil, natural gas, and coal), solid waste, trees and wood products, and is also emitted as a result of other chemical reactions (e.g., the manufacture of cement).

    2. Methane (CH4): Methane is emitted during the production and transport of coal, natural gas, and oil. Methane emissions also result from livestock and other agricultural practices and by the decay of organic waste in municipal solid waste landfills.

    3. Nitrous Oxide (N2O): Nitrous oxide is emitted during agricultural and industrial activities, as well as during combustion of fossil fuels and solid waste.

    4. Fluorinated Gases: Hydrofluorocarbons (HFCs), perfluorocarbons (PFCs), and sulfur hexafluoride (SF6) are synthetic chemicals compounds with high global warming potential (much higher than CO2, CH4, and N2O) that are used and released in a wide variety of commercial products and industrial processes (such as refrigerants, solvents, aerosol propellants, insulating foams, fire suppression agents, and heat transfer agents).

  2. Toxic and Hazardous Materials Reduction: Applicants must explain how their proposed P2 activities will reduce or eliminate the use of toxic and/or hazardous materials resulting in reduced risks to public health and the environment.

    For purposes of this grant program, EPA considers toxic and hazardous materials reduction as the reduction or elimination of in-process generation of toxic and/or hazardous materials, including process inputs, process by-products, and process wastes, releases and discharges.

  3. Resource Conservation: Applicants must demonstrate how their proposal will carry out P2 activities to reduce the use of raw materials, conserve energy, water or other resources. Resource conservation efforts should be linked to greenhouse gas reductions with appropriate calculations.

    For purposes of this grant program, EPA considers resource conservation as pollution prevention practices that can reduce the use of raw materials, energy, water or other resources and/or protects natural resources through conservation.

D. EPA Regional P2 Priorities: The following Regional P2 priorities are provided to highlight specific environmental issues/projects/programsthat are focal points within each EPA Regional P2 program.

Note: Applicants must submit proposals to the EPA Region where the project will take place (please refer to #IV). Grant proposals will be evaluated on whether the applicant addresses at least one of the priorities for the Region. For a list of States and/or territories represented by each EPA Region, please refer to Section VII.

Region 1

Region 2

Region 3

Region 4

Region 5

Region 6

Region 7

Region 8

Region 9

Region 10

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II. Award Information: EPA anticipates that in FY 2009 approximately $4.1 million will be available for P2 Grants to eligible applicants (refer to Section III) for prevention activities during FY 2009 - 2010. As in previous years, individual grant awards are expected to be in the range of $20,000-$180,000. In total, EPA receives approximately 200 grant proposals and issues approximately 60 awards each year. Grant amounts awarded are dependent on the Congressional appropriations for this program and the quality of proposals received. EPA reserves the right to reject all proposals and issue no awards under this announcement, or issue fewer awards than anticipated. All awards must be consistent with the applicable EPA regulations and grant policies.

In addition, EPA reserves the right to make additional awards under this announcement, consistent with Agency policy, if additional funding becomes available after the original selections. Any additional selections for awards will be made no later than six months from the date of the original selections.

A. Partial Funding: In appropriate circumstances, EPA reserves the right to partially fund proposals/applications by funding discrete portions or phases of proposed projects. If EPA decides to partially fund a proposal/application, 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 therefore maintains the integrity of the competition and selection process.

Note: In order to be considered for partial funding, the applicant's Work Plan must have clearly delineated activities or phases that include separate budget estimates for each activity/phase of the project. The completed proposal package thus must include a budget that estimates the costs for labor (by labor category), fringe benefits, travel, equipment, supplies, contractors, and for other direct costs and indirect costs. The budget must itemize these costs under each task identified in the Work Plan as well as for the entire proposed project, and must identify the activities (and corresponding estimated costs) covered by the match of 50 percent or more of the total allowable project cost.

B. Funding Restrictions: P2 Grant funds may only be used for the purposes set forth in the grant agreement and must be consistent with the statutory authority (Section 6605 of the PPA, Public Law 101-508, 42 U.S.C. 13104, 40 CFR 35.340; 35.660) of the P2 Grant Program (refer to Section I). Grant funds may not be used for matching funds for other Federal grants, lobbying, or intervention in Federal regulatory or adjudicatory proceedings. In addition, Federal funds may not be used to sue the Federal government or any other government entity. All costs identified in the budget must conform to applicable Federal cost principles contained in OMB Circular A-87; A-122; and A-21, as appropriate. EPA will subtract proposed ineligible costs from the final approved budget.

C. Type of Assistance Instrument to be Awarded: The funding for selected proposals will be in the form of a grant or cooperative agreement awarded under the PPA, Section 6605. EPA will award cooperative agreements for those projects in which EPA expects to have substantial technical interaction with the recipient throughout the performance of the project. For such projects, EPA may review and approve project phases, review and approve proposed subgrants and contracts, collaborate with the recipient on the scope of work and mode of operation of the project, closely monitor the recipient's performance, approve any proposed changes to the Work Plan and/or budget, approve qualifications of key personnel, and review and comment on reports prepared under the assistance agreement.

D. Proper use of P2 Grant Funds: To ensure the proper use of grant funds, the following requirements must be followed:

1. Subgrants, Subawards and Contracts. EPA will only award a P2 Grant to one recipient even if other eligible applicants are named as partners or co-applicants or members of a coalition or consortium. The recipient is accountable to EPA for the proper expenditure of funds.

Funding may be used to provide subgrants or subawards of financial assistance, which includes using subawards or subgrants to fund partnerships, provided the recipient complies with applicable requirements for subawards or subgrants including those contained in 40 CFR Part 31. Applicants must compete contracts for services and products, including consultant contracts, and conduct cost and price analyses, to the extent required by the procurement provisions of the regulations at 40 CFR Part 31. The regulations also contain limitations on consultant compensation. Applicants are not required to identify subawardees/subgrantees and/or contractors (including consultants) in their proposal/application. However, if they do, the fact that an applicant selected for award has named a specific subawardee/subgrantee, contractor, or consultant in the proposal/application that EPA selects for funding does not relieve the applicant of its obligation to comply with the subaward/subgrant and/or competitive procurement requirements as appropriate.

Note: Applicants may not award sole source contracts to consulting, engineering or other firms assisting applicants with the proposal solely based on the firm's role in preparing the proposal/application.

Successful applicants cannot use subgrants or subawards to avoid requirements in EPA grant regulations for competitive procurement by using these instruments to acquire commercial services or products from for-profit organizations to carry out the assistance agreement. The nature of the transaction between the recipient and the subawardee or subgrantee must be consistent with the standards for distinguishing between vendor transactions and subrecipient assistance under Subpart B Section .210 of OMB Circular A-133, and the definitions of the subaward in 40 CFR 30.2(ff) or the definitions of the subgrant in 40 CFR 31.3, as applicable. EPA will not be a party to these transactions. Applicants acquiring commercial goods or services must comply with the competitive procurement standards in 40 CFR 31.36 and cannot use a subaward/subgrant as the funding mechanism.

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III. Eligibility Information: Eligible applicants are identified in the paragraph below and must meet the threshold eligibility requirements described in Sections III.A and B below in order to receive funding consideration. States and Tribes that intend to include P2 Grant funds in Performance Partnership Grants (PPGs) should read the Special Eligibility Requirements described in Section III.D.

Eligible applicants include the 50 States, the District of Columbia, the U.S. Virgin Islands, the Commonwealth of Puerto Rico, any territory of or possession of the U.S., any agency or instrumentality of a State including State colleges or universities, and Federally-recognized Tribes and Intertribal Consortia that meet the requirements for treatment in a manner similar to a State as described in 40 CFR 35.663.

Local governments, private universities, private nonprofit organizations, private businesses, and individuals are not eligible for funding.

A. Threshold Program Requirements: Proposals from eligible applicants must demonstrate how they meet the Threshold Program Requirements identified below in order to receive funding consideration. Proposals that fail to meet all of the requirements will be rejected. Applicants deemed ineligible based on this section will be notified by EPA within 15 calendar days of the ineligibility decision:

  1. Proposed projects must be activities that apply the criteria of P2 Grants (Section I.B.2);

  2. Proposed projects must be no more than 3 years (Section I.B.6); and,

  3. Proposed projects must align with EPA's Strategic Plan (Section I.B.9).

B. Threshold Submission Requirements:

  1. Proposals must substantially comply with the proposal submission instructions and requirements set forth in Section IV of this RFP or they will be rejected. However, where a page limit is expressed in Section IV with respect to the Narrative Proposal (10 pages), pages in excess of the page limitation will not be reviewed.

  2. Proposals must be received by the Regional P2 Coordinator by hard copy, or through www.grants.gov on or before the proposal submission deadline provided in Section IV.A of this announcement. Applicants are responsible for ensuring that their proposal reaches the Regional P2 Coordinator listed in Section VII of this RFP by the submission deadline.

  3. Proposals received after the submission deadline will be considered late and returned to the sender without further consideration, unless the applicant can clearly demonstrate that it was late due to EPA mishandling.

    Note: For hard copy submissions only - where Section IV requires proposal receipt by a specific person/office by the submission deadline, receipt by the Agency mailroom is not sufficient. Applicants should confirm receipt of their proposal with the Regional P2 Coordinator identified in Section VII before the submission deadline - failure to do so may result in the proposal not being reviewed.

C. Cost Sharing and Matching Requirements: P2 Grant recipients, as required under Section 6605 of the PPA, must provide at least a 50 percent match of the total allowable project cost by the time of award to be considered eligible to receive funding. The Federal government will provide half of the total allowable cost of the project and the recipient will provide the other half. Cost sharing and matching contributions may include dollars, in-kind goods and services (such as volunteered time, photocopying and printing services, etc.) and/or third party contributions consistent with 40 CFR 31.24. In the detailed budget, the use of the matching funds must be documented.

Note: Insular area applicants in the U.S. Virgin Islands, American Samoa, Guam and the Northern Mariana Islands are advised to contact the applicable Regional P2 contact in EPA Region 2 or 9 to determine if cost share requirements will be waived in all or in part, as authorized by the Omnibus Territories Act of 1977, as amended, 48 U.S.C. Section 1469a. Refer to Section VII to locate the applicable Regional P2 contact.

D. Special Requirements for States and Tribes (with Performance Partnership Grants) and Insular Area Applicants: Due to their special status, applicants from States, Tribes and Insular Areas that intend to include P2 grant funds in a PPG should address the following requirements:

  1. P2 Grant Funds Included in State PPG: P2 Grant funds may be included in a PPG. State agencies that wish to include the funds from a competitive P2 Grant as part of their PPG must also include the Work Plan commitments of the P2 Grant in their PPG Work Plan. Refer to 40 CFR 35.138.

  2. Tribal Performance Partnership Grant: With respect to Tribal applicants, if a Tribe or Intertribal Consortium is selected for a P2 Grant and the Tribe includes the funds in a PPG awarded under 40 CFR Part 35, Subpart B, consultation with the Office of Pollution Prevention and Toxics is required if the Tribe proposes a PPG Work Plan that differs significantly from the P2 Work Plan selected for funding (refer to 40 CFR 35.535(b)). In addition, the required Tribal match for the P2 portion of the PPG will be reduced to 5 percent of the allowable P2 project cost for the first two years of the PPG agreement.

    After the first two years in which a Tribe or Intertribal Consortium receives a PPG, the Regional Administrator must determine through objective assessment whether the Tribe or the members of an Intertribal Consortium meet socioeconomic indicators that demonstrate the ability of the Tribe or the Intertribal Consortium to provide a cost share greater than five percent. If the Regional Administrator determines that the Tribe or the members of Intertribal Consortium meet such indicators, then the Regional Administrator shall increase the required cost share up to a maximum of 10 percent of the allowable cost of the proposal budget for each program with a cost share greater than five percent.

    Further, the Regional Administrator may waive the cost share required for a PPG upon request of the Tribe or Intertribal Consortium, if, based on an objective assessment of socioeconomic indicators, the Regional Administrator determines that meeting the cost share would impose undue hardship (refer to 40 CFR 35.536(d)).

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IV. Proposal Submission Information: The grant application process is a two-step process involving a grant proposal package, followed by an application package. First, the applicant submits a grant proposal that includes the following items: a Cover Page, a Narrative Proposal, a SF 424 form, Letters of Support, and Key Contact information. In Section D below instructions are provided for preparing each item and accessing the forms. Eligible proposals that merit further consideration based on the criteria provided in Section V will advance to the second phase.

Under the second phase, the applicant will be contacted by the Regional P2 program office and asked to submit an application package. Only those applicants who are asked to complete an application package will be considered for a P2 grant award. Application packages include additional Federal forms and supporting documentation. An application package should not be submitted at this time.

The following section provides important information on the submission deadline, the two types of proposal submission methods to use (hard copy or electronic), the format of the proposal, and the content to include in the proposal.

A. Submission Deadline: Hard copy proposals must be received by the applicable Regional P2 Program Coordinator noted in Section VII by Friday, April 17, 2009. Alternatively, applicants may submit electronic proposals through Grants.gov. Electronic proposals submitted through Grants.gov must be date stamped by 11:59 pm Eastern Daylight Time (EDT) on Friday, April 17, 2009. Proposals received after the submission date will not be considered (Refer to Section IV for additional information on submitting a proposal). EPA anticipates that final funding decisions will be made 180 days after the post date of this announcement.

B. Proposal Submission Methods: Applicants may choose to submit proposals by hard copy or electronically. If applying with a hard copy submission, please follow the instructions under "Hard Copy Submission" (refer to Section IV.E below). If applying electronically, please follow the appropriate instructions under "Electronic Submission" (refer to Section IV.F below). Alternatively, applicants may submit proposals through www.grants.gov.

C. Proposal Length and Format: Narrative Proposals as described in Section D.4 below must be no more than 10 single spaced pages (i.e., a page equals one side). Proposals longer than 10 pages will only be reviewed up to the page limit. Proposals must be readable in PDF, MS Word or Word Perfect WP6/7/8 for Windows in English.

D. Proposal Package Content: The proposal package contains the Cover Page, Federal Assistance Form (SF-424), Narrative Proposal, Letters of Support, and Key Contact information. The page limit applies to the Narrative Proposal only.

  1. Application for Federal Assistance (SF-424): To download the form go to http://www.epa.gov/ogd/AppKit/form/SF424.pdf (PDF) (6 pp, 163K, About PDF). When filling out form SF-424, applicants are required to provide a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number. Applicants may obtain a DUNS number by calling the toll-free DUNS number request line at 1-866-705-5711. Alternatively, applicants may also request a DUNS number online by going to http://fedgov.dnb.com/webform Exit EPA Disclaimer and following the instructions for a grant.

  2. Key Contacts Form (5700-54): To download the form go to www.epa.gov/ogd/forms/forms.htm. You are asked to identify the key personnel who will file and manage the paperwork, fund the project(s) and direct the Work Plan. The form does not count toward the page limit requirement. The form does not count toward the page limit requirement.

  3. Cover Page: The Cover Page contains the following information:

    1. Grant Program title;
    2. Funding opportunity number of the announcement;
    3. Title of proposal;
    4. Short description of the proposal;
    5. Total funding amount of the project;
    6. Requested funding amount of the project; and,
    7. Applicant's contact information (i.e., name of applicant, name of organization, mailing address, phone number, fax number, and e-mail address).
    8. Attachment B provides a sample Cover Page. The Cover Page does not count toward the page limit requirement.
  4. Narrative Proposal: The Narrative Proposal contains two parts - a and b noted below. The Narrative Proposal is subject to the proposal page limit as described above.

    1. Project Narrative: The Project Narrative must address how the proposal meets the Threshold Program Requirements described in Section III.A, and must also include information addressing Programmatic Capability (Section I.B.4) and Past Performance requirements (Section I.B.10) in order to receive an evaluation score as described in Section V.

    2. Work Plan: The Work Plan addresses the strategy, environmental measures, financial aspects, and time frame of the proposed project(s) as described below:
      1. Project Strategy: Describe the following issues for the proposed project(s):

        a. The environmental and health issue(s) defining the project(s), and explain how the project(s) will address one or more of the national focus areas (Section I.C) and one or more of the regional priorities (Section I.D);

        b. The target audience of the project(s); and,

        c. The use of technical assistance for the project(s).

      2. Environmental Measures: The following measurement information must be provided to describe the environmental results of the proposed project(s):

        a. Applicants will need to provide qualitative and quantitative estimates of expected outcomes and outputs of project activities in their Work Plan. (Refer to Section I.B.7 for examples of outcomes and outputs);

        b. A description of the relevant data collection methods (e.g., surveys, pre/post tests, participant reporting arrangements);

        c. Numeric estimates of expected pollution prevention results per project;

        d. A description of the equations, factors and assumptions used to calculate the estimated pollution prevention results; and,

        e. A plan for tracking the applicant's progress towards achieving the expected project outcomes and outputs (Section I.B.7).

        For proposals that include more than one project, the above measurement information must be provided for one or more of the proposed projects. Refer to Pre-proposal Assistance on Environmental Measurement (Section IV. H) for general guidance on measurement and to Attachment C for guidance on P2 outcome measurement and an acceptable format for providing estimates of environmental outcomes.

      3. Budget Detail: The budget must comply with the 50 percent Cost Sharing and Matching Requirements (Section I.B.5). The budget must also reflect the resources needed to pay for measurement and reporting activities. In some cases this may require 10-20 percent of the proposed budget. For an example of a detailed budget, refer to Attachment E.

        a. Management Fees: When formulating a budget applicants may not include management fees or similar charges in excess of the direct costs and indirect costs at the rate approved by their audit agency, or at the rate provided for in the terms of the assistance agreement negotiated with EPA. The term "management fees or similar charges" refers to expenses added to the direct costs in order to accumulate and reserve funds for ongoing business expenses, unforeseen liabilities, or for other similar costs that are not allowable under EPA grants or cooperative agreements. Management fees or similar charges may not be used to improve or expand the project funded under the grant or cooperative agreement, except to the extent authorized as a direct cost of carrying out the Work Plan.

        b. Compensation for Consultants: The use of EPA financial assistance compensation for consultants is limited to the daily equivalent of the rate paid to Federal employees at the ES-IV level (refer to 40 CFR Sections 30.27 B (b) and 31.36 (j)).

      4. Project Timeline: A project timeline of no longer than three years (Section I.B.6) should reflect key project tasks and deliverables as well as the data collection activities that capture environmental results (Section I.B.7). For an example of a Project Timeline, refer to Attachment D.

        Note: The applicant must also make sure the narrative proposal addresses all of the evaluation criteria identified in Section V to the extent they are not otherwise addressed above.

  5. Letters of Support: A Letter of Support clearly states the intent of the partner - one who will be engaged in the project by lending cash or in-kind services to the project. The Letters will be evaluated and viewed as part of the grant proposal package. The Letters will not count toward the page limit requirement.

    Note: Under this competition, EPA will only consider Letters of Support. Letters of Recommendation will not be reviewed or evaluated. For clarification, a Letter of Recommendation is a document offering approval of an activity. It describes an individual's or an association's involvement on or financial support of a project, but does not reflect intent to provide a service. Also, refer to Section V.A.2.e.

E. Hard Copy Submission: Applicants choosing to submit their proposal package by hard copy must send two complete copies to the appropriate Regional P2 Coordinator listed in Section VII. EPA strongly recommends that applicants use overnight delivery service or courier service as regular mail may be subject to unforeseeable delays. Proposals received after the submission date as noted in Section IV.A will not be evaluated or considered for funding. Proposals must be prepared in accordance with Section IV.C and D.

Note: For hard copy proposals only: Applicants are encouraged to send an e-mail to the Regional P2 Coordinator (listed in Section VII) to notify them that a hard copy proposal was submitted.

F. Electronic Submission: Applicants may choose to submit their proposal electronically through www.grants.gov. Proposals must be prepared as described in Section IV.C and D.

For Grants.gov submissions only: The electronic submission of your proposal package must be made by an official representative of your institution who is registered with Grants.gov and is authorized to sign applications for Federal assistance.

The electronic submission of your proposal package must be made by an official representative of 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-hand side of the web page and then click "Authorized Organization Representative (AOR)." Note that 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.

After the registration process is complete, your institution may begin the application process to submit a P2 Grant proposal. Proposal materials submitted through Grants.gov will be time/date stamped electronically.

To submit a proposal through Grants.gov, please refer to the instructions provided in Attachment A. If you experience technical difficulties while applying electronically, please call 1-800-518-4726 or email at support@grants.gov or contact the Regional P2 Coordinator listed in Section VII of this RFP.

G. Other Submission Requirements:

  1. Confidential Business Information: In accordance with 40 CFR 2.203, applicants may claim all or a portion of their proposal/application as confidential business information. EPA will evaluate confidentiality claims in accordance with 40 CFR Part 2. Applicants must clearly mark proposals/applications or portions thereof 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. Federal Requirements: If an applicant's proposal is preliminarily selected for potential Federal funding during the initial review process, the applicant will be contacted by the Regional P2 Coordinator and instructed to submit required application forms. All application forms must be filled out in their entirety, prior to being considered for an award (refer to 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 2 CFR Part 108.

  3. Intergovernmental Review: This grant program is eligible for coverage under E.O. 12372, "Intergovernmental Review of Federal Programs" and 40 CFR Part 29. 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 when applying for assistance, if the State has selected the program for review. If the State has not selected the program for review or the State does not have a single point of contact, applicants must coordinate directly with affected State, area-wide, regional, and local entities. If the applicant does not know who their single point of contact is, they are advised to call the EPA Headquarters Grant Policy Information and Training Branch at 202-564-5325 or refer to the State Single Point of Contact web site at http://www.whitehouse.gov/omb/grants_spoc/. Federally-recognized Tribal governments are not required to comply with this procedure.

H. Pre-proposal/Application Assistance and Proper Communication with Applicants:

In accordance with EPA's Assistance Agreement Competition Policy (EPA Order 5700.5A1), EPA staff will not meet with individual applicants to discuss draft proposals, provide informal comments on draft proposals, or provide advice to applicants on how to respond to ranking criteria. Applicants are responsible for the contents of their proposals and applications. However, consistent with the provisions in this RFP, EPA will respond to questions from applicants regarding threshold eligibility criteria, administrative issues related to the submission of the proposal, and requests for clarification about the announcement.

I. Pre-proposal Assistance on Environmental Measurement: EPA has prepared a set of written questions and answers on environmental measurement to help applicants understand why preparing, documenting and reporting environmental measurement data is important to their work; what things to measure; how to measure; and how EPA will evaluate measurement work. The questions and answers may be used to augment information provided under Attachment C - Guidance for Submitting Expected P2 Outcome Information.

Applicants are strongly encouraged to refer to the questions and answers as a resource when preparing their proposals. To view go to Q&As on the Requirements to Provide Estimates of Outcomes for Proposed Grant and Cooperative Agreement Projects and To Track Progress.

J. Consideration of an Applicant's Proposed Subawardees/Subgrantees and/or Contractors During the Evaluation Process: Section V of this RFP describes the evaluation criteria and evaluation process that will be used by EPA to make selections under this announcement. During this evaluation, except for those criteria that relate to the applicant's own qualifications (i.e., past performance and reporting history), the review panel may consider, as appropriate and relevant, the qualifications, expertise, and experience of:

  1. An applicant's named subawardees/subgrantees identified in the proposal/application if the applicant demonstrates in the proposal/application that if it receives an award that the subaward/subgrant will be properly awarded consistent with the applicable regulations in 40 CFR Parts 30 or 31. For example, applicants must not use subawards/subgrants to obtain commercial services or products from for-profit firms or individual consultants; and

  2. An applicant's named contractor(s), including consultants, identified in the proposal/application if the applicant demonstrates in the proposal/application that the contractor(s) was selected in compliance with the competitive Procurement Standards in 40 CFR Part 30 or 40 CFR 31.36 as appropriate. For example, an applicant must demonstrate that it selected the contractor(s) competitively or that a proper non-competitive sole-source award consistent with the regulations will be made to the contractor(s), that efforts were made to provide small and disadvantaged businesses with opportunities to compete, and that some form of cost or price analysis was conducted. EPA may not accept sole source justifications for contracts for services or products that are otherwise readily available in the commercial marketplace.

    Note: EPA will not consider the qualifications, experience, and expertise of named subawardees/subgrantees and/or named contractor(s) during the proposal/application evaluation process unless the applicant complies with these requirements.

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V. Proposal Review Information: This section describes the process and criteria for evaluating proposals. EPA will only evaluate proposals from eligible applicants that meet the Threshold Program Requirements and Submission Requirements in Sections III.A and B.

A. Evaluation Criteria: Proposals will be evaluated based on the criteria below. Proposals can receive a maximum score of 100 as stated below. Each criterion includes a cross-reference to the section of this announcement that is relevant to that criterion:

  1. Programmatic Capability and Past Performance [20 points]

    a. Programmatic Capability (Section I.B.4): Proposals will be evaluated based on the extent and quality to which the applicant clearly describes their organizational experience and resources to perform and support the successful completion of the proposed project(s). This includes their experience achieving project objectives, degree of participation in the National Pollution Prevention Results Data System (Section I.B.4.a) and staff qualifications (Section I.B.4.b.). [10 points]

    b. Past Performance (Section I.B.10): Proposals will be evaluated based on the factors described in Section I.B.10 including the extent and quality to which the applicant demonstrates it has successfully performed and managed Federally-funded assistance agreements (Federal grants and cooperative agreements and not contracts) of similar size, scope and relevance to the proposed project within the last three years and complied with reporting requirements under these agreement including submission of acceptable final technical reports. Also, EPA will evaluate the applicant's experience managing grants and cooperative agreements and meeting reporting requirements, as well as their past performance in reporting on expected results as identified in Section I.B.10. [10 points]

    Note: In evaluating applicants under this factor, EPA will consider the information provided by the applicant and may also consider relevant information from other sources including agency files and prior/current grantors (e.g., to verify and/or supplement the information supplied by the applicant).

    Applicants with no relevant or available past performance reporting history will receive a neutral score for this factor of 5 points.

  2. Work Plan [80 points]

    1. Project Strategy (Section I.B.3): The Project Strategy should be a realistic and thoughtful plan that promotes pollution prevention. When evaluating the Project Strategy, in accordance with the criteria for P2 Grants as described in 42 U.S.C. 13104(b) and 40 C.F.R. 35.342, 35.661, EPA will consider the following criteria: [30 Points - broken out below]

      1. Environmental and/or Public Health Concerns

        • How well does the project strategy focus on one or more of the National Focus areas for addressing environmental and health concerns (using source reduction to reduce greenhouse gas emissions, to reduce toxics and hazardous materials, and/or to conserve natural resources), as listed in Section I.C?

        • How well does the project strategy address one or more of the Regional Priorities listed in Section I.D?

        • How well does the project strategy define and address the environment and/or public health concerns, based on relevant environmental, economic, technical, scientific and social circumstances? [10 Points]

      2. Target Audience

        • How well has the target audience been identified and defined?

        • How well does the project strategy target businesses that need technical assistance, especially for businesses for whom the lack of information is an impediment to source reduction?

        • How well is the target audience prepared to accept technical assistance and implement the learned source reduction practices? [10 Points]

      3. Technical Assistance

        • How well does the project strategy provide technical assistance, including funding experts to provide on-site technical advice, training in source reduction techniques, and assisting in the development of source reduction plans).

        • How well does the technical assistance relate to achievable results?

        • How well does the project strategy establish realistic goals and objectives, and use an effective delivery method to reach the audience? [10 Points]

    2. Environmental Measures (Sections I.B.7 and 8): The extent and quality to which the Work Plan presents numeric estimates of expected pollution prevention results (outcomes and outputs) and describes a pragmatic effort to collect, calculate, and report pollution prevention measures. Also, to be evaluated will be the applicants plan for tracking and measuring its progress towards achieving the expected project outputs and outcomes. [20 points]

    3. Budget Detail (Section I.B.8.d): The extent to which the detailed budget presents estimated costs for each budget object class, broken down by project and funding source. Reviewers will also evaluate the detailed budget based on the extent to which the costs are reasonable and necessary. Note that the detailed budget must comply with cost share requirements (Section I.B.5) and must indicate the cost of environmental measurement activities (Section I.B.7). [10 points]

    4. Project Timeline: The extent to which the project timeline reflects key project tasks and deliverables as well as the data collection and evaluation activities supporting environmental outcome measures (Section I.B.7.a). Project schedules can be no longer than three years (Section I.B.6). [10 points]

    5. Partnerships (Sections I.A.1 and IV.D.4): The extent to which the Work Plan demonstrates the effective use of partnerships and describes the nature and extent of partnership activities. Applicants must provide a Letter of Support. EPA will only consider Letters of Support. For more information, refer to Section IV.D.5. [10 points]

B. Review and Selection Process:

  1. Review Process: Eligible proposals will be reviewed by the EPA Regional review panel. The review panel will be composed of EPA Regional P2 program staff and may include staff from other Regional program offices who may be able to offer technical expertise to the evaluation process. The evaluation process will be based on the evaluation criteria and scoring provided in Section V above. Each Region will draft evaluation forms to score and provide comments on the evaluations. The highest ranked proposals from each Region that merit further consideration will proceed to the next phase and will be asked to submit a full application package. When the Region determines that a proposal merits further consideration the applicant will be contacted by the Regional P2 Coordinator and instructed to submit a full grant application package.

  2. Selection Process: The highest ranked proposals from each Region will be recommended for funding and a listing of those proposals will be forwarded to the appropriate Regional Division Director or Senior Executive Service (SES) equivalent for review. Upon review, the applicants with the highest ranked proposals will receive written requests for full application packages. EPA anticipates that requests for application packages will be made by July 31, 2009.

  3. Selection Official: Complete application packages will be selected for funding by the Regional Division Director (or SES equivalent) in the Regional P2 program office. In making the selection decisions, the Regional Division Director (or SES equivalent) will consider the evaluation rankings and may consider geographic diversity and available funds. Selections will receive final concurrence by the Pollution Prevention Division Director in EPA Headquarters. EPA anticipates that final funding decisions will made by September 30, 2009.

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VI. Award Administration Information:

A. Award Announcements: After complete application packages have been reviewed and evaluated, applicants will be notified by the Regional P2 Coordinator regarding the outcome of their proposal, usually 60 - 90 days from the date of receipt.

B. 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://www.epa.gov/ogd/competition/resolution.htm. Copies of these procedures may be requested by contacting the appropriate Regional P2 Coordinator listed in Section VII.

C. Administrative Requirements:

  1. Award Management: Awards issued in FY 2009 will be managed by the appropriate Regional P2 program office.

  2. Quality Assurance and Quality Control (QA/QC): Certain quality assurance and/or quality control (QA/QC) and peer review requirements are applicable to the collection of environmental data. Environmental data are any measurements or information that describe environmental processes, location, or conditions; ecological or health effects and consequences; or the performance of environmental technology. Environmental data also include information collected directly from measurements, produced from models, and obtained from other sources such as data bases or published literature. Regulations pertaining to QA/QC requirements can be found in 40 CFR 30.54 and 31.45. Additional guidance can be found at http://www.epa.gov/quality/qa_docs.html#noeparqt.

    Applicants should allow sufficient time and resources to set up a Quality Management System for their proposed projects. If your organization does not have a Quality Management System in place, one must be developed. A Quality Management System would be the mechanism for managing the quality of environmental data collection, generation and use. To build a Quality Management System the applicant needs to develop a Quality Management Plan (QMP). A QMP is a document that describes the applicant's overall organization or program in terms of the organizational structure, policy and procedures, functional responsibilities of management and staff, lines of authority, and required interfaces for those planning, implementing, documenting, and assessing all activities conducted.

    For projects that produce environmental data, applicants will be required to develop a project-specific Quality Assurance Project Plan (QAPP) or functional equivalent. A QAPP is a document that describes project-specific information on quality assurance, quality control, and other technical activities that must be implemented to ensure that the results of the work performed will satisfy the stated performance criteria. A QAPP must be submitted and approved by EPA.

    Applicants for the FY 2009 P2 Grant Program are not required to submit a QAPP as part of their proposal or application package, but may be required at the time of award. Each P2 Grant award will contain a condition establishing a deadline for the grantee to submit acceptable quality assurance documentation to EPA.

  3. 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, State agencies that receive less than $500,000 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.

  4. 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 posed as a result of an audit, related records should be retained until the matter is completely resolved.

  5. Computers: Recipients who use P2 Grant funds to purchase desktop computers, or notebook computers must specify that such equipment is an Electronic Product Environmental Assessment Tool (EPEAT)-registered product with a rating of "bronze" or better. This specification requirement is consistent with EPA's role in the Federal Electronics Challenge, for more information go to http://www.epa.gov/fec.

  6. Other Applicable Regulations: State and Tribal applicants and recipients of P2 Grants are subject to the uniform administrative requirements provided in 40 CFR Parts 31, 34 and 35. The requirements cover pre-award, post-award, after-the- grant procedures and instructions for dispute resolution.

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VII. Agency Contacts: For further information, please contact the appropriate Regional P2 Program Coordinator.

REGIONAL P2 PROGRAM COORDINATORS

EPA Region 1
CT, MA, ME, NH, RI, VT

Robert Guillemin
1 Congress Street Suite 1100 (SPP)
Boston, MA 02114-2023
Phone: 617-918-1814
E-mail: guillemin.robert@epa.gov
Website: www.epa.gov/region1/assistance/p2/index.html

EPA Region 2
NJ, NY, PR, VI

Alex Peck
290 Broadway, 25th Floor (PSPMMB)
New York, NY 10007-1866
Phone: 212-637-3758
E-mail address: peck.alex@epa.gov
Website: >www.epa.gov/region02/p2/grants.htm

EPA Region 3
DC, DE, MD, PA, VA, WV

Mindee Osno
1650 Arch Street (3LC40)
Philadelphia, PA 19103-2029
Phone: 215-814-2074
E-mail: osno.mindee@epa.gov
Website: www.epa.gov/region03/grants/grantopp.htm

EPA Region 4
AL, FL, GA, KY, MS, NC, SC, TN

Suganthi Simon
61 Forsyth Street SW
Atlanta, GA 30303
Phone: 404-562-9384
E-mail: simon.suganthi@epa.gov
Website: wrrc.p2pays.org/P2GrantInfo.asp

EPA Region 5
IL, IN, OH, MI, MN, WI

Phil Kaplan
77 West Jackson Boulevard (DW-8J)
Chicago, IL 60604-3590
Phone: 312-353-4669
E-mail: kaplan.phil@epa.gov
Website: www.epa.gov/reg5rcra/wptdiv/p2pages/

EPA Region 6
AR, LA, NM, OK, TX

David Bond
1445 Ross Avenue, Suite 1200 (6EN-XP)
Dallas, TX 75202
Phone: 214-665-6431
E-mail: bond.david@epa.gov
Website: www.epa.gov/region06/6en/xp/enxp2d.htm

EPA Region 7
IA, KS, MO, NE

Marcus Rivas
901 N. 5th Street (ARTD/SWPP)
Kansas City, KS 66101
Phone: 913- 551-7669
E-mail: rivas.marcus@epa.gov
Website: www.epa.gov/region07/economics/r7_grant_opportunities.htm

EPA Region 8
CO, MT, ND, SD, UT, WY

Linda Walters
1595 Wynkoop Street Attn: 8P-P3T
Denver, CO 80202
Phone: 303-312-6385
E-mail: walters.linda@epa.gov
Website: www.epa.gov/region8/grants

EPA Region 9
AZ, CA, HI, NV, AS, GU

Jessica Counts-Arnold
75 Hawthorne Street (WST-7)
San Francisco, CA 94105
Phone: 415-972-3288
E-mail: counts-arnold.jessica@epa.gov
Website: www.epa.gov/region09/funding/index.html

EPA Region 10
AK, ID, OR, WA

Carolyn Gangmark
1200 Sixth Avenue Suite 900 (OEA-095)
Seattle, WA 98101
Phone: 206-553-4072
E-mail: gangmark.carolyn@epa.gov
Website: yosemite.epa.gov/R10/homepage.nsf/79794ef74873b5d48825650f006b2193/d7b3b0464224c1e88825661a0074635e?OpenDocument

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