Learn the Issues
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If we partner with another state, would we have the opportunity to apply for this grant on our own in future years? Can we apply again next year and if not, when would we be eligible to apply again?
In a partnership agreement, there is a lead applicant and the partner or partnering organization(s). The lead applicant cannot have more than four active Exchange Network assistance agreements as of December 31 of the prior calendar year (so 12/31/24 for FY25 grants). Therefore, you can apply in subsequent years as…
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Could two federally recognized Tribes in the same geographic region comprise an eligible partnership?
Yes, two different federally recognized Tribes in the same geographic region may apply for funding as an EN partnership, as these are two distinct governments. Additionally, a noneligible Tribe (e.g., one that is not federally recognized) may partner with an eligible one in the same geographic region, if the eligible…
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Are there any restrictions regarding the partnership with other agencies or entities?
There are multiple requirements as related to EN Partnerships that must be met to be considered for award. For example, eligible partners must be separate units of government; EPA will not consider partnerships formed from within a single state, territorial, or Tribal government as eligible. Please carefully read the eligibility…
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Is use of the contractor, Enfotech, and their products allowable for our project? Their product isn't freely shared, but other states that have purchased it will benefit from what we build. It will become part of the "off the shelf" system that others can use.
This is allowable, assuming the requirements for procuring a contractor as detailed within the SN are met; see SN Section 4B ‘Applicants Using Contractors’.
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Can you give an example of an allowable use of non-competitive procurement?
An existing relationship or a history of prior work completed by a contractor or vendor does not justify the use of non-competitive procurement. Similarly, proximity of a contracting firm to an applicant’s organization is not sufficient reasoning. One example of a potential valid use of non-competitive procurement may be: “After…
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Can you give more direction on the non-competitive procurement?
EPA approves noncompetitive or sole-source procurement only under very specific circumstances according to 2 CFR 320(c): The aggregate amount of the procurement transaction does not exceed the micro-purchase threshold (see paragraph (a)(1) of 2 CRF 200.320(c)); The procurement transaction can only be fulfilled by a single source; The public exigency…
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Can an applicant propose grant funds for inclusion on a known EN contract through in-kind funding?
In-kind grant support via an EPA contract is allowable; however, the availability of this option varies from EPA program to EPA program and is contingent upon there being an available EPA contract. EN Project Opportunities include a section on available in-kind funding; if this section is missing from the opportunity…
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Can you tell us how we might budget for IT costs provided by another office within our own agency that is a separate branch of the same government, as is required by our state/Tribal law?
The costs should be categorized under the cost category of ‘other’, but not as a subaward. This would truly be an ‘other’ cost, with a unique category: ‘central IT service’ or something similar to that. Then, if it is a lump sum cost, it should be included as one line…
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Contractors often provide estimates based on milestones e.g., data migration. Is it okay to provide that, rather than the hourly rate that the budget narrative requests that we use?
Our standard format for how contractual costs can be captured is hourly rate times the number of hours. If you are able to do so, please just work this table backwards to fit our standard rate. So, if the total amount is $30,000, you could put in an estimated [standard]…
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In how much detail should travel plans be budgeted for and can these costs be updated if plans change after the grant is awarded?
Applicants should provide details on proposed travel in your application to the best of their abilities, based on anticipated travel plans (location, duration, etc.) Changes that alter the cost of travel more than 10% of the original budgeted costs, will require a workplan update. To make this change, grantees can…
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Can the entirety of a proposed project’s budget just be contractor costs? Are there any additional requirements?
In the case that 100% of requested funds will be distributed as a contract or subaward, applicants must explain how these transactions will be managed in compliance with applicable Federal requirements without project funding for personnel costs. In other words, how will the applicant pay for management of the contract…
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The optional templates have tables that request similar information; is it okay to reference another table rather than repeat whole paragraphs or to not use these tables?
Though you are free to edit the optional tables as you see fit, please note that they relate directly to elements that are scored under our evaluation criteria. While the use of these tables does not guarantee a high score, they can help applicants to provide all the information that…
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What costs are restricted under the EN Grant Program?
The following costs are not allowable under the EN Grant program: Construction costs; Operations and maintenance of (1) previously developed or implemented EN projects and (2) flows, including minor schema updates for existing flows; Workshops and Conferences not initiated, advertised, and conducted for the benefit of the recipient and other…
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Can you explain more about the unallowable costs related to conferences and workshops and clarify if this includes travel to such events?
The restrictions around the funding of conferences and workshops fall into two categories: (1) the EN does not fund workshops or conferences that do not primarily benefit the applicant/any formal partners and (2) the EN does not fund workshops or conferences that primarily benefit the EPA. Costs related to hosting…
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What is the definition of ‘management fees’, as listed as an unallowable cost?
‘Management fees’ are expenses which exceed the direct costs and allowable indirect costs (per their indirect cost rate agreement). These costs are used to accommodate ongoing business expenses, unforeseen liabilities, and other similar expenses. These costs fall outside the scope of the proposed project and/or are unforeseeable. Management fee costs…
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For the Project Manager requirement -- we usually have someone in the Environmental Dept as the project manager and someone else in the Finance Dept deal with the financial end. Can we put two people down for this "Project Manager" requirement?
One person should be listed as the project manager within the project narrative and should match the contact as listed in the mandatory ‘key contact form’ attachment. When asked about project manager experience in section 3 of the project narrative, the applicant should include any relevant experience to budget and…
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Both project narrative sections 1 and 2 request information related to ‘business and/or administrative needs’; how does the requested information in these sections differ?
The first section of the project narrative asks for a list of some general business needs and administrative needs of the applicant organization that will be met through the proposed project. Then, in section two, it asks that those general needs be linked to the proposed goals. So, for each…
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Is the purchase of equipment allowed for this grant program?
Yes, the purchase of equipment is allowed. Equipment is tangible personal property (including information technology systems) having a useful life of more than one year and a cost that equals or exceeds $10,000 per unit. Necessary items that are less than $10,000 per unit should be categorized in the project…
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Does this grant cover personnel costs, including the hiring of a staff member?
EN grant funds may be used for personnel costs, including the hiring of staff to support the grant project, the hiring of an individual consultant, or the use of a contractor. Applicants should review Appendix E for more information on what to include in the application when a portion of…
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For Additional Attachment E: List of Prior Exchange Network Assistance Agreements, is this for EN grants or all EPA assistance agreements?
The EN Grant Program is only asking applicants to list past Exchange Network grants in the attachment ‘List of Prior EN Assistance Agreements’. Applicants should include a bulleted list of prior EN awards, with the grant number, fiscal year in which they were awarded, and, if available, the original project…