Region 3's Brownfields Grantee Reporting Requirements: Forms and Templates

• ACRES Reporting
• All Appropriate Inquiries (AAI) Reporting Checklist
• Closeout
• Federal Financial Report SF 425
• Getting Started
• Mailing Address
• MBE/WBE Reports
• Payment Request
• Progress Reporting
• Property Approval
• Quality Assurance 
• Quarterly Progress Report

Getting Started

Learn about grantee guidelines for key tasks and concepts as well as process flow charts and check lists.

Property Approval

A Property Approval Questionnaire is due prior to use of grant funds on specific property. Submit to your Project Officer:

• Instructions for filling out form
• Questionnaire for Hazardous Substance Sites (docx) (September 2020)
• Questionnaire for Petroleum Sites (docx) (September 2020)

Quality Assurance

NOTE: All Quality Assurance documents are subject to review and approval by the EPA Region 3 Quality Assurance Branch. This process may take up to 45 days, plus additional time to finalize the document. Please plan accordingly, and submit the appropriate documents to your Project Officer in a timely manner. 

Quality Assurance Document Pre-Submittal Checklist (docx) (2021)

R3 Quality Assurance Signature Page Template (docx) (2021)

• Quality Management Plan (QMP) - due 90 days after the start of your grant period. 

  • EPA QA/R-2, EPA Requirements for Quality Management Plans

  • Checklist for Reviewing EPA Quality Management Plans

• Quality Assurance Project Plan (QAPP) - due prior to any field sampling or data collection activities
  • QAPP Template and Guidance (docx) (2021)
• Quality Assurance Program Plan (QAPrP) - in some instances this may be used instead of a QAPP. Check with your Project Officer to see which is appropriate for your grant type and projects. 
• Field Sampling Plan (FSP, also known as Sampling and Analysis Plan or SAP) - due prior to the initiation of each site sampling and analysis investigation. 
  • Field Sampling Plan Pre-Submittal Checklist (docx) (2021)
  • Site Specific Sampling and Analysis Plan Template

All Appropriate Inquiries (AAI) Reporting Checklist

A signed AAI checklist must be submitted to your Project Officer with each completed Phase I report.

• AAI Reporting Fact Sheet and Checklist

Progress Reporting

• Progress Reports should be submitted to your Project Officer on a quarterly basis: Jan 30, April 30, July 30, and October 30.
  • Assessment, Cleanup, RLF Templates
  • Job Training Template
  • Cleanup grant recipients are encouraged to submit via ACRES Reporting (see below).
     
• ACRES (Assessment, Cleanup, and Redevelopment Exchange System) Reporting
  • Current Users - Login to ACRES

  • New Users - Register for ACRES by clicking "One Time Registration"

  • All grantees are strongly encouraged to submit Property Profile forms via ACRES

• MBE/WBE Reports (under old MBE/WBE Program for grants awarded prior to May 2008) are due on an annual basis by October 30th of each year. A PDF of the files should be emailed to R3_MBE-WBE_Reports@epa.gov with a courtesy copy to your PO and the grants specialist (dupree.tanya@epa.gov). They can also be submitted to Hana Hyland with a courtesy copy to the Grants Specialist at the mailing address at the end of the page.
  • MBE/WBE Reporting Forms
     
• Federal Financial Report SF 425 should be submitted to US EPA Las Vegas Finance Center (LVFC) via email (LVFC-grants@epa.gov) or fax (702-798-8423). Luis Rivera (rivera.luise@epa.gov) can be reached at 702-798-2495.
  • Federal Financial Report SF 425

Payment Request

If your municipality or organization is registered in and use ASAP.gov for Federal government payments, you must request payment though this system.

Payment requests can be faxed to: 702-798-2495

Randy Juan (juan.randolph@epa.gov) can be reached at 702-798-2426

Closeout

Closeout reports must be submitted no later than 90 days after the end of the cooperative agreement period of performance.

Mailing Address

EPA Contact (Mail Code)
U.S. EPA
1650 Arch Street
Philadelphia, PA 19103-2029

EPA Contact Mail Codes:
Your Brownfields Project Officer:     3HS51
MBE/WBE Reporting:                             3DA10
Grant Specialist:                                       3PM70