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This grant offering is now closed.
November 1, 2001 was the deadline for submitting questions regarding the
Reuse Assistance Grants. Please note that only the questions and answers listed
below apply to this grant offering.
Q. Do bids for equipment purchases and promotional materials need to be
submitted with the Grant or with Progress/Reimbursement documents?
A. As stated on page 23 of the application (under the Budget
Itemization instructions), recent quotes and estimates for all costs must be
provided with the application, and each quote/estimate must reference to which
Budget item it belongs to. The quotes must be attached following the Budget
Itemization Criteria. Additionally, for work done outside of the local public
agency, at least three (3) estimates must be attached. For work to be done by
the agency, the cost estimate from the Department performing the work must be
attached (e.g., 20 staff hours @ $50/hour).
Q. If a company wanted to sell the designs for equipment used for a reuse
program later to others to replicate the efficiencies of their operations, would
they be able to retain the copyright and/or patents on these designs if
developed under a Reuse Assistance Grant?
A. The Grantee assigns to the Board any and all rights, title,
(added comma) and interests to any copyrightable material or trademarkable
material created or developed in whole or in any part as a result of this
Agreement, including the right to register for copyright or trademark of such
materials. The Grantee shall require that its contractors and subcontractors
agree that all such materials shall be the property of the Board. Upon written
request by the Grantee, the Board may give, at (added comma and replaced a
with at) the Executive Director's sole discretion, written consent to the
Grantee to retain all or any part of the ownership of these rights. The Board
may (added the word may) grant (replaced grants with grant) to the Grantee a
royalty-free, nonexclusive, nontransferable license to reproduce, translate,
and distribute copies of the materials produced pursuant to the Grant
Agreement, for nonprofit purposes, and to have or permit others to do so on
the Grantee's behalf.
The Grantee assigns to the Board all rights, title, and interest in and to
each invention or discovery that may be capable of being patented, that is
conceived of or first actually reduced to practice in the course of or under
the Grant Agreement, or with the use of any grant funds. Upon written request
by the Grantee, the Board may give, at the Executive Director's sole
discretion, written consent to the Grantee to retain all or any part of the
ownership of these rights.
Q. According to
page 3 of the application, a local public agency is defined as "a city,
county, special district, or regional agency which has the authority to provide
solid waste handling services." What exactly does having the
"authority to provide solid waste handling services" mean?
A. Having the
authority to provide solid waste handling services means that the entity is,
among other things, subject to the provisions of Public Resources Code §§40000
et seq. Basically, an eligible applicant is an entity that is responsible for
furnishing solid waste services. Contact your proposed partner-entity; it will
be able to tell you if it comes within this definition.
Q. Are 501(c)(3) nonprofit agencies eligible to apply for the Reuse
Assistance Grants program?
A. Yes, 501(c)(3) nonprofit agencies are eligible to partner with a
local public agency to apply for a Reuse Assistance Grant.
Page 3 of the application states, "Any entity(ies) that seeks to
promote the concept of reuse and to establish new or expanded opportunities
for reuse in California ("qualified partner") may partner with individual
and/or regional applicants. It is up to the applicant to exercise its
discretion in determining the most appropriate entity to partner with. A
qualified partner may manage the grant program. It is, however, the individual
local public agency or lead agency for a regional program
("Grantee") that
is the responsible party under the grant agreement. The Grantee's
responsibilities include, but are not limited to, (1) responsibility for
supervising and administering the grant; (2) accountability for how the grant
funds are expended; and (3) responsibility for disbursing grant funds. Grant
partners will not receive funds directly from the Board and the partner is
not a party to the grant agreement."
While a local public agency may partner with any entity(ies) as described
above to apply for a Reuse Assistance Grant, it is the local public agency
that must be the applicant for the grant, as the local public agency is
responsible for administering the grant, and is accountable for how grant
funds are expended.
Q. Are private universities and school districts eligible for a Reuse Assistance Grant?
A. Universities and school districts are eligible to partner with a
local public agency (a city, county, special district, or regional agency that
has the authority to provide solid waste handling services) for a Reuse
Assistance Grant. The local public
agency will be the applicant for the grant, and therefore, if awarded the
grant, will be (1) responsible for administering the grant; (2) responsible for
disbursing grant funds; and (3) accountable for how the grant funds are
expended.
Q. If an organization has already received funding from the Board for a
reuse project, does this decrease the organization's chances of receiving a
Reuse Assistance Grant to fund additional reuse activities at this site?
A. As stated on page 3 of the application, "Receipt of a
previous grant award(s) from the Board will not affect the Applicant's
eligibility. In such a case, the Applicant must indicate in its application
how this grant award would complement the previous grant award(s)."
Q. We are enabled by the California Public Resources Code, but not section §§40000
et seq. Do cities generally qualify as eligible applicants, entities responsible
for furnishing solid waste services?
A. California cities are considered eligible for a Reuse Assistance
Grant, as they furnish solid waste handling services.
Q. Would a local 501(c)(3) nonprofit agency providing vendor services with
the Department of Rehabilitation qualify for a Reuse Assistance Grant?
A. Nonprofit organizations recognized by the State of California are
eligible to partner with a local public agency to apply for a Reuse Assistance
Grant, as stated on page 3 of the application.
Q. Can Reuse Assistance Grant funds be used to support portions of
existing material redistribution programs that provide nonmaterial services to
needy residents, or are they limited to being applied to the portion that
diverts materials from disposal for reuse purposes?
A. Reuse Assistance Grant funds are intended to initiate or enhance
programs that divert materials away from disposal and toward beneficial reuse.
The funds can be spent on the necessary infrastructure (facilities, equipment,
processes, etc.) to achieve this goal, but may not be spent on affiliated
activities such as providing nonmaterial assistance to recipients of reused
goods.
Q. Would purchasing software to design brochures directly related to a
public education campaign to promote reuse be an eligible expense? Or may the
purchase be considered a part of the City's "in-kind" contributions if
we purchase the software?
Also, on page 5 of the application, under Eligible Project Costs, it
states that staff time may be charged directly to the grant up to five percent
(5%) of the grant award amount. Along those same lines, is there a similar type
of cap for "in-kind" contributions related to staff time?
A. Purchasing software to design brochures directly related to a
public education campaign to promote reuse may be eligible for the Reuse
Assistance Grant funds or the matching fund requirement, provided that the
applicant can provide evidence that the software is critical for the existence
of the proposed reuse project/campaign, and the software will be used
exclusively for the reuse project/campaign. It is up to the applicant to
exercise discretion that the software to be purchased is the type of software
most appropriate for the function of the reuse project/campaign, and is in
accordance to the State Funded Grant Procedures and Requirements and Terms and
Conditions. The software is to be used for the purposes of the grant even if
the applicant is no longer receiving grant funds.
Staff time of local public agencies, private contractors, or volunteers may
be eligible as part of the matching funds, but shall not exceed five percent
(5%) of the grant award amount. Supporting documentation showing the salaries
is required in such a case.
Q. I am still a bit confused by the five percent (5%) cap on
charging staff time to the grant. Is there a similar type cap on in-kind
contributions related to the match requirement? Our program will require that
more than five percent (5%) of our match requirement be staff time, will this be eligible? It
looks like our match is a bit more than fifty percent (50%) staff time...will this be
acceptable or detract points from our application?
A. The five
percent (5%) cap on charging staff time to the grant (whether grant funds or
matching funds) only pertains to staff costs that fall under the category of
overhead, indirect costs, etc. These overhead and indirect costs are
expenditures not capable of being assigned and not readily itemized to a
particular project or activity, but considered necessary for the operation of
the organization and performance of the program. The costs of operating and
maintaining facilities, accounting services, and administrative salaries are
examples of overhead and indirect costs. These overhead and indirect costs
charged to the grant must be associated with grant related activities and
cannot exceed five percent (5%) of the grant award amount. Supervision
performed by managers, supervisors, etc. are considered to be
overhead/indirect costs. However, if a manager, supervisor, etc. performs an
activity that is directly related to the execution of the grant (not
supervision), costs associated with this activity may be included as a direct
charge, not to exceed $50,000 in grant funding. Such an activity must be
clearly supported by appropriate documentation and any staff time costs
charged directly for implementation and overseeing of the grant must be
clearly identified on your proposed budget. During our budget review process,
we will evaluate and determine whether to approve the staff time costs as an
allowable direct cost to the grant, work with you to revise the cost or
identify the cost as overhead/indirect cost of administration.
Q. We are currently in the process of completing a project involving 18
homes near the downtown area along with a plaza for the farmers market and
interactive fountain that local children can play and cool off in. The
interactive fountain will be the last part of the project to be finished and
for the base or flooring of the fountain we would like to use a waste-tire
playground cover made of recycled tires. Would the price of the waste-tire
playground cover and installation be eligible costs under the guidelines of
the Reuse Assistance Grants?
A. Recycling projects are not eligible for a Reuse Assistance Grant,
as stated on page 4 of the application. However, there are a variety of Waste
Tire Recycling Grants offered by the Board that may fund such a project. These
grant offerings can be found at www.ciwmb.ca.gov/Grants/.
Q. I wish to confirm that the lease of a vehicle by a nonprofit partner
would be an eligible expense provided all grant conditions are met. I found a
discrepancy between the "Notice of Funds Available (NOFA)" and the
"Grant Application." The "NOFA" indicates that the
purchase/lease of a vehicle is an ineligible expense, unless
purchased/leased by a local public agency. The "Application" indicates
that the purchase/lease of a vehicle is an eligible expense provided
certain conditions are met.
A. The
purchase or lease of a vehicle by a Grantee is an eligible expense provided:
1) that the vehicle is critical to the
implementation of the reuse grant program; 2) that the vehicle will be used
exclusively for the program; 3) that the cost is reasonable; 4) that the type
of vehicle is appropriate for the designated purpose; and 4) that the purchase
or lease is pre-approved by the Board. The vehicle must be used for the
purposes of the grant even if the Grantee is no longer receiving grant funds. Te Grantee
must get prior Board approval before they buy or lease a car. In this way, the
Grantee can be certain that all eligibility requirements are met.
Q. I need to clarify the following: Can the nonprofit partner
(and not the County/Grantee) be the entity actually listed on the vehicle lease,
as long as all conditions are met? In other words, the County will administer
the grant (if awarded), but the nonprofit partner would actually lease and
control the use of the vehicle. It is the County's intention that the nonprofit
partner would be reimbursed for the lease with grant funds via the County.
A. As stated on page 5 of the application, "The purchase or
lease of a vehicle by a Grantee is an eligible expense..." with the
provisions of such a cost following. The Grantee—which must be that local
public agency (e.g., the County)—must be the entity listed on the vehicle
lease; the entity partnering with the Grantee may not be listed on the vehicle
lease.
Q. The application information describes, under eligible project costs,
limited staff costs as valid for grant budget purposes. It specifies that
applicants can claim staff costs for "implementing and overseeing the
grant" up to five percent (5%) of total grant award amount. Does this mean
that total staff costs (matching plus grant funds) for all activities directly
related to the project cannot exceed five percent (5%) of the grant award, or,
does it mean that staff costs specifically for administering the grant are
limited to five percent (5%)?
A. The five percent (5%) cap on charging staff time to the grant
(whether grant funds or matching funds) only pertains to staff costs that fall
under the category of overhead, indirect costs, etc. These overhead and
indirect costs are expenditures not capable of being assigned and not readily
itemized to a particular project or activity, but considered necessary for the
operation of the organization and performance of the program. The costs of
operating and maintaining facilities, accounting services, and administrative
salaries are examples of overhead and indirect costs. These overhead and
indirect costs charged to the grant must be associated with grant related
activities and cannot exceed five percent (5%) of the grant award amount.
Supervision performed by managers, supervisors, etc. are considered to be
overhead/indirect costs. However, if a manager, supervisor, etc. performs an
activity that is directly related to the execution of the grant (not
supervision), costs associated with this activity may be included as a direct
charge, not to exceed $50,000 in grant funding. Such an activity must be
clearly supported by appropriate documentation and any staff time costs
charged directly for implementation and overseeing of the grant must be
clearly identified on your proposed budget. During our budget review process,
we will evaluate and determine whether to approve the staff time costs as an
allowable direct cost to the grant, work with you to revise the cost or
identify the cost as overhead/indirect cost of administration.
There is no cap of staff costs that are directly related to the grant
project. Additionally, administrative costs that are directly associated with
the grant project are not subject to the five percent (5%) cap; administrative
costs that are indirectly associated with the grant project are subject to the
five percent (5%) cap.
Q. If the total allowable costs for all staff time spent conducting the
project are limited to five percent (5%), are costs of consultant work on
activities directly related to the project similarly limited to any percent?
A. Only indirect costs are limited to five percent (5%) of the grant
award amount. Direct costs related to the project do not have a cap, whether
they are the result of work performed by the Grantee or the consultant.
Q. If an applicant hires a consultant to perform grant administrative
duties, are the allowable costs of the consultant time spent on administrative
activities limited to the five percent (5%) of grant award amount?
A. If an applicant hires a consultant to perform
grant administrative duties that are directly related to the grant project,
there is no cap. However, if overhead or indirect costs are included in the cost
of hiring a consultant to the perform grant administrative duties that are
directly related to the grant project, the overhead and indirect cost portion of
the cost must be subtracted from the direct portion of the cost. This overhead
and indirect costs would be limited to the five percent (5%) cap. In addition,
if the consultant performs grant administrative duties that are indirectly
related to the grant project, such costs are limited to the five percent (5%)
cap.
Q. The reuse project we are proposing is excavating soil from abandoned
oilfields (verified as nonhazardous) that will be beneficially reused as
reclamation and/or road material. As a point of clarification, many of these
"oilfield" sites are within residential and agricultural zone
properties. Would this project qualify for a Reuse Assistance Grant?
A. As long as the soil is considered
nonhazardous and is reused in its current form (not recycled), the project
would be eligible for a Reuse Assistance Grant. However, the focus of Reuse
Assistance Grants is on the reuse of materials that would otherwise be
disposed.
Please note that these are competitive grants. The
applications are evaluated based upon weighted general and preference scoring
criteria. All things being equal, a project that more closely addresses the
criteria will receive a higher score than one that does not. As an example, under the
"Objectives" criterion, more points will be awarded to projects that
continue (are self-perpetuating) after the end of the grant term.
Q. Can funds be used for a feasibility study for a resource recovery park
adjacent to an existing landfill and materials recovery facility?
A. Feasibility studies would not be eligible for a Reuse Assistance
Grant, as the Reuse Assistance Grants are intended for the establishment or
expansion of tangible reuse programs.
Q. Is a city-wide residential garage sale an eligible project for the
Reuse Assistance Grants?
A. A city-wide residential garage sale could be considered eligible
for a Reuse Assistance Grant. However, please note that as this is a
competitive grant, all proposed projects will be scored on several criteria
including "Need," which is worth 30 points out of a possible 100
points, and "Objectives," which is worth 25 points out of a possible
100 points (see page 7 of the application). The definition of "Need"
for this grant cycle includes the "(d)escription and justification of any
targeting of specific commercial sectors based on the potential for waste
diversion through reuse." The definition of "Objectives" for
this grant cycle includes "(t)he extent to which benefits from the
project will continue after the funding has ended." Proposed projects
that accomplish the goal of targeting business sectors and projects that have
a propensity for longevity will receive higher "Need" and
"Objectives" scores than those that do not. The Board cannot
predetermine whether a particular proposed project will receive the points
necessary to qualify for funding.
Q. Would the following concept be considered eligible for a Reuse
Assistance Grant: placing branches, logs, and wood in a tub grinder, and then
placing the subsequent mulch materials on the land around the Municipal Airport
to be used as erosion control (prevent blowing sand), fuel modification, and
weed suppression? If this material is not reused, our department will be
required to landfill it.
A. Placing the wood in a grinder to create mulch
would be considered significantly processing the wood, and therefore would not
be considered reuse. Subsequently, such a project would be considered
ineligible for a Reuse Assistance Grant.
Q. I am considering a project with a University of California to set up a
compost demonstration site on campus. The pilot scale project would be intended
to recycle/reuse the following materials in differing combinations: landscaping
waste, food waste, horse manure, and bedding. The composted materials would then
be used as a soil amendment in the University's organic gardens which adjoin the
proposed compost site. The project would be designed as an educational tool as
well as a means of demonstrating the feasibility of composting these materials
to the many and varied organic waste generators in the county. Would this
proposal meet the criteria for the current Reuse Assistance Grant? If not, will
there be other grants available through the Board in the near future?
A. Composting projects are not considered eligible
projects for a Reuse Assistance Grant. The Reuse Assistance Grants are
intended to foster projects that take a material in its current form and reuse
it in that form without any significant processing that would alter its
material structure. However, there are a variety of grants offered by the Board that may fund composting
projects. These grant offerings can be found at www.ciwmb.ca.gov/Grants/.
Q. Could the Reuse Assistance Grants fund the development of an
established reuse business
training curriculum, funding necessary training costs, and setting up a
candidate screening process to facilitate replication of an established reuse
business?
A. The Reuse Assistance Grants are intended to establish or expand
actual, long-term reuse programs. The development of training materials and
other processes for the potential replication of existing facilities do not
amount to the establishment or expansion of a reuse facility and would not be
considered eligible for a Reuse Assistance Grant. Examples of eligible
programs for a Reuse Assistance Grant include the reuse (not composting) of
organic materials, such as a food rescue (food bank) program, or the reuse
(not recycling) of electronics/computers.
Q. Could the Reuse Assistance Grants fund the development of
implementation plans to add reuse facilities to an existing solid waste
facility, scoping out what types of reuse facilities are needed in a given area,
and outlining how to develop a reuse project that meets those needs?
A. The Reuse Assistance Grants are intended to establish or expand
actual reuse facilities, not to assess the need for such a facility in a given
area—such studies should be completed before applying for a Reuse Assistance
Grant. Although a worthwhile project, the culmination of processes suggested
in this question above would not amount to the establishment or expansion of a
reuse facility and would not be considered eligible for a Reuse Assistance
Grant.
Q. The Reuse Assistance Grants Program prioritizes the reuse of
"organics,"
among a few key material types. Grasscycling, composting, and recycling efforts
clearly do not qualify. We are seeking further clarification on the types of
organic materials and types of specific activities that might qualify for Board
funding.
Our agency is considering a cooperative project with local school and
nonprofit organizations that would divert wood generated in tree removal
activities as useable product. The envisioned project may dovetail with current
nonprofit and school programs, particularly a barn owl box program sponsored by
local winegrowers in conjunction with high school and wildlife rescue
organizations.
The Parks Division would use the recovered logs for railings, landscape
borders, retaining walls, sign and fence posts. It might also purchase a small
portable mill to make lumber from the logs. The lumber could then be used for
barn owl boxes, boardwalks, signs, and other park and trail structures.
Would the Board consider the recovery of tree logs a reuse activity that
would qualify for funding? Would it consider purchase of a mill and costs of
shaping and installation of the wood products valid project costs?
A. "Reuse" is defined as the use of a material over again
in its current form without any significant processing that would alter its
material structure. The milling process necessary to convert logs into lumber
would be a significant processing of the recovered logs, and therefore the
project would not be eligible under this grant. However, other uses of
recovered logs that do not require significant processing, such as railings,
landscape borders, retaining walls, sign and fence posts, would be eligible
for Reuse Assistance Grant funding.
Q. We are currently in the process of completing a project involving 18
homes near the downtown area along with a plaza for the farmers' market and
interactive fountain that local children can play and cool off in. The
interactive fountain will be the last part of the project to be finished and
for the base or flooring of the fountain, we would like to use a waste-tire
playground cover made of recycled tires. Would the price of the waste-tire
playground cover and installation be considered eligible projects costs under
the guidelines of this grant?
A. Recycling projects are not eligible for a Reuse Assistance Grant,
as stated on page 4 of the application. However, there are a variety of Waste
Tire Recycling Grants offered by the Board that may fund such a project. These
grant offerings can be found at www.ciwmb.ca.gov/Grants/.
Q. Would paying for an extra custodial person (or someone in a similar
position) to ensure that the food waste/recyclables go to the right area (e.g.,
food and paper to yard waste, etc.) be eligible for a Reuse Assistance Grant
project? We are starting a residential food waste composting program and the
schools are eligible to get that service, too, if we can get someone to operate
such a program.
A. Composting projects are not considered eligible
projects for a Reuse Assistance Grant. The Reuse Assistance Grants are
intended to foster projects that take a material in its current form and reuse
it in that form without any significant processing that would alter its
material structure. However, there are a variety of grants offered by the
Board that may fund composting projects. These grant offerings can be found at
www.ciwmb.ca.gov/Grants/.
Q. Would constructing a set of compost bins using reused materials be
eligible for a grant project? We would set up a demonstration site for the
community as a whole and provide on-going training sessions that stress the
importance of reusing construction materials instead of buying new. We would
also coordinate with the local waste hauler and construction companies to
capture these materials, thereby potentially reducing their disposal costs.
There seems to be a considerable need in the community for composting as it
relates to water quality.
A. Constructing bins using reused materials could be considered
eligible for a Reuse Assistance Grant. However, please note that as this is a
competitive grant, all proposed projects will be scored on several criteria
including "Need," which is worth 30 points out of a possible 100
points, and "Objectives," which is worth 25 points out of a possible
100 points (see page 7 of the application). The definition of "Need"
for this grant cycle includes the "(d)escription and justification of any
targeting of specific commercial sectors based on the potential for waste
diversion through reuse." The definition of "Objectives" for
this grant cycle includes "(t)he extent to which benefits from the
project will continue after the funding has ended." Proposed projects
that accomplish the goal of targeting business sectors and projects that have
a propensity for longevity will receive higher "Need" and
"Objectives" scores than those that do not. The Board cannot
predetermine whether a particular proposed project will receive the points
necessary to qualify for funding.
Q. Can the Reuse Assistant Grant be used by a local public agency to hire
a consultant to organize and implement a reuse program which would then be
continued by the local public agency? If this would be considered an eligible
project, and the local public agency provides office space, phone and computer
use to the consultant, but these costs are not charged to the Reuse Assistance
Grant, can these costs be considered matching funds?
A. The Reuse Assistance Grant may be used by a local public agency
to hire a consultant to organize and implement a reuse program which would
then be continued by the local public agency. However, as stated on page 6 of
the application, "'(i)n-kind' contributions, other than staff time, are
not allowable as matching funds. An organization's overhead costs, such as
leasing or rental costs, utilities, or phones used for a reuse program are
ineligible for the matching fund requirement."
Q. My company would like to obtain a grant to design and purchase new
materials handling equipment (e.g., racks, display systems, conveyors) at our
reuse facility. Would that be an eligible activity?
A. Reuse Assistance Grant funds are intended to initiate or enhance
programs that divert materials away from disposal and toward beneficial reuse.
The funds can be spent on the necessary infrastructure (facilities, equipment,
processes, etc.) to achieve this goal; however, applicants are encouraged to
explore the options of used equipment whenever appropriate and feasible.
Q. We are a California special district that has been conducting a pilot
"biomass reuse" program for the past two years. We use locally
harvested urban trees from the City to mill into usable lumber. The lumber is
cured for several months, then used to construct or repair park benches,
bleachers, bluebird nest boxes, and other local projects. We have been using a
sawmill on loan from the California Department of Forestry and Fire Protection.
This biomass reuse project converts trees from the urban ecosystem
functions they provide to their "highest and best use." This diverts
trees from the waste stream or a lower use, such as firewood and mulch. Would
the cost of purchasing a sawmill be covered by this grant?
Secondly, we are enabled by the California Public Resources Code, but not
section §§40000. Do cities generally qualify as eligible applicants, entities
responsible for furnishing solid waste services?
A. Milling wood would be considered significantly
processing the wood, and therefore would not be considered reuse. Subsequently,
such a project would be considered ineligible for a Reuse Assistance Grant.
There are, however, a variety of grants offered by the Board. This information
can be found at
www.ciwmb.ca.gov/Grants/.
California cities are considered eligible for a Reuse Assistance Grant as
they furnish solid waste handling services.
Q. For Second Chance Week, we had an event where we asked for donations of
blankets, towels, and sheets for the local animal shelters. Shelters are in need
of them and the Goodwill store/trailer does not accept such items. The response
was overwhelming; would this qualify for a Reuse Assistance Grant project if we
continued the program throughout the year? This project would not require a
great deal of grant funding, but it is time-consuming to handle and deliver the
items.
A. Yes, such a project could be considered eligible for a Reuse
Assistance Grant project.
Q. We are planning on submitting our application on thirty percent (30%)
post-consumer recycled content paper, but the paper does not have a recycled
logo or emblem on it. What do we need to do in order to indicate that the paper
is in fact 30 percent postconsumer recycled content?
A. As stated on page 24 of the application, text confirming the use
of recycled content paper will suffice in place of a recycled logo or emblem.
If you will be using thirty percent (30%) post-consumer recycled content
paper, simply state on the last page of the application that the paper is
30 percent postconsumer recycled content.
Q. Regarding the Green Procurement Policy (Recycled Content Purchasing)
and Sustainable Practices requirement listed in the application, we would like
to submit an application for the Reuse Assistance Grant, but the County has not
yet adopted a Green Procurement Policy. Can we apply for a grant and attach a
draft of a Green Procurement Policy that will be considered or acted upon soon
by our Board of Supervisors here and still qualify? I think the requirement for
a Green Procurement Policy does act as an impetus for jurisdictions who have not
yet adopted such a policy to do so, but the timing is tight for getting both
completed by November 30, 2001.
A. While the Green Procurement
Policy may be adopted during the application period, the policy must
be adopted no later than November 30, 2001.
Q. Our local public agency has a Green Procurement Policy that is older
than five years. Would it be fine to submit the policy, along with a draft of a
new policy? If so, where would I attach the documentation?
A. Yes, it is acceptable to submit a draft of a new policy. The
documentation may be attached to the Green Procurement page of the application
(Criterion #7), or at the end of the application, as long as it is identified
to which Criterion the documentation belongs. If the applicant submits a draft
policy, the applicant must notify the Board no later than November 30, 2001 if
the adopted policy differs from the draft.
Q. Would purchasing software to design brochures directly related to a
public education campaign to promote reuse be an eligible expense? Or may the
purchase be considered a part of the City's "in-kind" contributions if
we purchase the software?
Also, on page 5 of the application, under Eligible Project Costs, it
states that staff time may be charged directly to the grant up to five percent
(5%) of the grant award amount. Along those same lines, is there a similar type
of cap for "in-kind" contributions related to staff time?
A. Purchasing software to design brochures directly related to a
public education campaign to promote reuse may be eligible for the Reuse
Assistance Grant funds or the matching fund requirement, provided that the
applicant can provide evidence that the software is critical for the existence
of the proposed reuse project/campaign, and the software will be used
exclusively for the reuse project/campaign. It is up to the applicant to
exercise discretion that the software to be purchased is the type of software
most appropriate for the function of the reuse project/campaign, and is in
accordance to the State Funded Grant Procedures and Requirements and Terms and
Conditions. The software is to be used for the purposes of the grant even if
the applicant is no longer receiving grant funds.
Staff time of local public agencies, private contractors, or volunteers may
be eligible as part of the matching funds, but shall not exceed five percent
(5%) of the grant award amount. Supporting documentation showing the salaries
is required in such a case.
Q. I am still a bit confused by the five percent (5%) cap on
charging staff time to the grant. Is there a similar type cap on in-kind
contributions related to the match requirement? Our program will require that
more than five percent (5%) of our match requirement be staff time, will this be eligible? It
looks like our match is a bit more than fifty percent (50%) staff time...will this be
acceptable or detract points from our application?
A. The five
percent (5%) cap on charging staff time to the grant (whether grant funds or
matching funds) only pertains to staff costs that fall under the category of
overhead, indirect costs, etc. These overhead and indirect costs are
expenditures not capable of being assigned and not readily itemized to a
particular project or activity, but considered necessary for the operation of
the organization and performance of the program. The costs of operating and
maintaining facilities, accounting services, and administrative salaries are
examples of overhead and indirect costs. These overhead and indirect costs
charged to the grant must be associated with grant related activities and
cannot exceed five percent (5%) of the grant award amount. Supervision
performed by managers, supervisors, etc. are considered to be
overhead/indirect costs. However, if a manager, supervisor, etc. performs an
activity that is directly related to the execution of the grant (not
supervision), costs associated with this activity may be included as a direct
charge, not to exceed $50,000 in grant funding. Such an activity must be
clearly supported by appropriate documentation and any staff time costs
charged directly for implementation and overseeing of the grant must be
clearly identified on your proposed budget. During our budget review process,
we will evaluate and determine whether to approve the staff time costs as an
allowable direct cost to the grant, work with you to revise the cost or
identify the cost as overhead/indirect cost of administration.
Q. It is my understanding that the total cost of staff costs charged to
the grant shall not exceed five percent (5%) of the grant award amount. Does the
five percent (5%) cap also apply to matching funds? Is it possible that a large
proportion of the matching funds may be spent on staff costs, as long as the
staff costs are directly related to the implementation of the grant and the
costs are identified in an approved proposal?
A. The 5 percent cap on charging staff time to the grant
(whether grant funds or matching funds) only pertains to staff costs that fall
under the category of overhead and indirect costs. These overhead and indirect
costs are expenditures not capable of being assigned and not readily itemized
to a particular project or activity, but considered necessary for the
operation of the organization and performance of the program. The costs of
operating and maintaining facilities, accounting services, and administrative
salaries are examples of overhead and indirect costs. These overhead and
indirect costs charged to the grant must be associated with grant related
activities and cannot exceed five percent (5%) of the grant award amount.
Supervision performed by managers, supervisors, etc. is considered to be
overhead/indirect costs. However, if a manager, supervisor, etc. performs an
activity that is directly related to the execution of the grant (not
supervision), costs associated with this activity may be included as a direct
charge, not to exceed $50,000 in grant funding. Such an activity must be
clearly supported by appropriate documentation and any staff time costs
charged directly for implementation and overseeing of the grant must be
clearly identified on your proposed budget. During our budget review process,
we will evaluate and determine whether to approve the staff time costs as an
allowable direct cost to the grant, work with you to revise the cost or
identify the cost as overhead/indirect cost of administration.
There is no cap of staff costs that are directly related to the grant
project. Additionally, administrative costs that are directly associated with
the grant project are not subject to the five percent (5%) cap; administrative
costs that are indirectly associated with the grant project are subject to the
5 percent cap. However, if overhead or indirect
costs are included in the administrative costs that are directly associated
with the grant project, the overhead and indirect cost portion of the cost
must be subtracted from the direct portion of the cost. This overhead and
indirect costs would be limited to the five percent (5%) cap.
Q. Can the Reuse Assistant Grant be used by a local public agency to hire
a consultant to organize and implement a reuse program which would then be
continued by the local public agency? If this would be considered an eligible
project, and the local public agency provides office space, phone and computer
use to the consultant, but these costs are not charged to the Reuse Assistance
Grant, can these costs be considered matching funds?
A. The Reuse Assistance Grant may be used by a local public agency
to hire a consultant to organize and implement a reuse program which would
then be continued by the local public agency. However, as stated on page 6 of
the application, "'(i)n-kind' contributions, other than staff time, are
not allowable as matching funds. An organization's overhead costs, such as
leasing or rental costs, utilities, or phones used for a reuse program are
ineligible for the matching fund requirement."
Q. May each itemized budget task come from one source of matching funds
(i.e., business community program oversight fees)? We have collected
approximately $70,000 in the last 12 months.
A. Yes, each itemized budget task may come from one source of
eligible matching funds.
Q. Would it be considered adequate if an applicant stated in writing that
its governing body would be presented a formal ordinance for allocating matching
funds for the project upon award by the Board?
A. Matching funds may be
secured after the submittal of the application, but must be secured by
December 21, 2001, not upon award by the Board.
However, applicants are strenuously encouraged to secure the matching
funds before November 30, 2001, as the delay in doing so may prevent the
applicants from successfully completing their reuse project and/or receiving
reimbursement for expenditures they accrue during the grant term. If matching
funds cannot be secured before November 30, 2001,
a letter of intent stating that the matching funds will be secured by December
21, 2001 must be included with the application.
Q. How many grants are awarded per cycle? If this varies can you give me
an estimate?
A. A total of $250,000 is available, and applicants may request up
to $50,000. Since applicants may request any amount up to $50,000, it is not
possible to estimate how many grants will be awarded.
Q. Regarding individual schools and/or school districts applying for a
Reuse Assistance Grant, does the partner need to be the school district, or can
it be the individual school? Our principal and Governance Council is fully
supportive of this grant but getting through the school district will be very
difficult.
A. There is no grant prohibition against an individual school
partnering with an eligible local public agency.
Q. Does the partner need to identify the local solid waste authority and
convince that agency to sponsor the grant application and then administer it?
A. Only a local public agency, as defined in the application, may
apply. If the local public agency is awarded the grant, it would be required
to perform certain responsibilities. The Grantee's responsibilities include,
but are not limited to, (1) supervising and administering the grant; (2)
accountability for how the grant funds are expended; and (3) responsibility
for disbursing grant funds. Grant partners do not receive funds directly from
the Board, and the partner is not a party to the grant agreement. The local
public agency should be aware of these conditions prior to applying for the
grant.
Q. Please clarify what is meant by the priority waste category
"materials intended for use in an educational setting" under the
Preference Criteria. For example, a wide variety of materials can be used in an
educational setting, including pens, chalk, paper, notebooks, markers,
furniture, phones, computers, etc. Does this category refer to any material that
could be used by schools? Does this category refer to setting up a reuse program
specifically for schools, so that they can come to a location and pick up
materials they need, even if the materials did not necessarily come from
schools?
A. The Preference Criterion "materials intended for use in an
education setting" can include, but is not limited to, pens, chalk,
paper, notebooks, markers, furniture, phones, computers, etc., as long as the
materials are nonhazardous, and are being reused, not recycled. Even if the
school materials do not come from a school, a reuse program that establishes a
facility where schools can come to a location and pick up materials could meet
the Preference Criterion, as the reused materials would benefit schools.
Q. How long is the reimbursement process after we submit our invoices?
A. Because the local public agency would be the Grantee for the
project, the local public agency would receive all of the reimbursement checks
and would then forward the checks to the business/nonprofit partner. Check
with your local public agency to find out how long it requires to process a
grant check for payment.
Q. How long is the Board's reimbursement process? It is our
understanding that we purchase our equipment and supplies and then submit our
invoices to the Board in order to get a grant check for reimbursement. Once we
(the Grantee) submit our invoices to the Board, how long is the response time
to issue us a grant check?
A. While the length of the reimbursement process can vary, Grantees
usually receive the reimbursement check within one (1) month of submittal,
provided that all costs are eligible expenses, and no revisions need to be
made to the Payment Request Form, the Progress Report, or any of the necessary
attachments.
Q. If awarded the grant, how much advance money may we request? How long
does it take to receive the advance?
A. The Reuse Assistance Grants are reimbursement grants only.
Advances are not available.
Q. Does the "advance" payment letter have to be included in the
grant application, or do we wait for award approval first?
A. As stated above, the Reuse Assistance Grants are reimbursement
grants only. Advances are not available.
Q. May we submit our application by the deadline and send the resolution
in early December 2001? We are trying to work around our Council Meeting date
schedule.
A. Yes, you may submit the application by the deadline (November 30,
2001) and send the Resolution separately. However, as stated on page 29 of the
application, the Resolution must be received by December 21, 2001
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