OVERVIEW SECTION
TITLE: "REMOVAL EMERGENCY RESPONSE PROGRAM"
ACTION: Request for Proposals (RFP) - Initial Announcement
RFPNO: EPA-OSWER-OEM-13-02
CATALOG OF FEDERAL DOMESTIC ASSISTANCE (CFDA) NO.: 66.813
DATES: The closing date and time for receipt of proposals is April 1, 2013. Proposals, as
described in Section 4(C) of this announcement, must be sent through the U.S. Postal Service,
commercial delivery service, or electronically through http://www.Grants.gov. Only one method
should be used for the submission of the original complete proposal package. Proposals submitted
via U.S. Postal Service or commercial delivery must be postmarked by April 1, 2013. Proposals
postmarked by the U.S. Postal Service or commercial delivery after April 1, 2013 will not be
considered. Proposals submitted electronically must be received by http://www.Grants.gov by
11:59 p.m. ET on April 1, 2013 to receive consideration.
SUMMARY: This notice announces the availability of funds and solicits proposals to provide the
necessary framework for the participation of individual state and territorial programs in research
activities with the mission of advocating for and supporting state removal action and emergency
response programs, to enhance these programs' capabilities to perform time critical and non-time
critical removal actions and emergency response activities that address immediate risks to human
health and the environment resulting from the release or potential release of hazardous substances.
The goal of this cooperative agreement is to promote research of hazardous substance detection,
assessment and evaluation of the effects on and risks to human health and the environment as
related to state and territorial removal and environmental emergency response programs.
FUNDING/AWARDS: The total estimated funding available under this competitive
announcement is $300,000 subject to availability of funds, quality of proposals received, and other
applicable considerations. EPA anticipates award of one cooperative agreement resulting from this
competitive opportunity. (Refer to Section 2(B).)
CONTENTS BY SECTION
1. Funding Opportunity Description
2. Award Information
3. Eligibility Information
4. Proposal and Submission Information
5. Proposal Review Information
6. Award Administration Information
7. Agency Contact
8. Other Information
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Section 1 - Funding Opportunity Description
A. Background
Each year, emergencies involving the release (or threatened release) of oil and hazardous substances
are reported in the United States potentially affecting both communities and the surrounding natural
environment. Emergencies range from small scale spills to large events requiring prompt action and
evacuation of nearby populations. EPA coordinates and implements a wide range of activities to
ensure that adequate and timely response measures are taken in communities affected by hazardous
substances and oil releases, where state and local first responder capabilities have been exceeded or
where additional support is needed. EPA's emergency response program responds to chemical, oil,
biological, and radiological releases; as well as large-scale national emergencies, including
homeland security incidents. EPA conducts time critical and non-time critical removal actions when
necessary to protect human health and the environment by either funding response actions directly
or overseeing and enforcing actions conducted by potentially responsible parties. In carrying out
these responsibilities, EPA coordinates with other EPA programs, other federal agencies, states,
tribes and local governments.
The purpose of the cooperative agreement to be awarded under this RFP is to promote "Research of
Hazardous Substance Detection, Assessment and Evaluation of the Effects on and Risks to Human
Health and the Environment as Related to State and Territorial Removal and Environmental
Emergency Response Programs." The proposed work is critical for the states as they continue to
enhance their expertise in hazardous substance removal actions and environmental emergency
response planning and preparedness.
The Comprehensive Environmental Response Compensation and Liability Act (CERCLA),§311 [c]
(Hazardous Substance Research) authorizes the Administrator to "conduct and support, through
grants, cooperative agreements, and contracts, research with respect to the detection, assessment,
and evaluation of the effects on and risks to human health of hazardous substances and detection of
hazardous substances in the environment." As required by statute, all research must relate to
hazardous substances; funding is restricted to "research" as defined at 40 CFR 30.2 (dd). EPA has
interpreted "research" under CERCLA §311[c] to include a study that extends to socioeconomic,
institutional, and public policy issues, as well as the natural sciences.
CERCLA provides at §104(a)(l): Whenever (a) any hazardous substance is released or there is a
substantial threat of such release into the environment, or (b) there is a release or substantial threat
of release into the environment of any pollutant or contaminant which may present an imminent and
substantial danger to the public health or welfare, the President is authorized to act, consistent with
the national contingency plan, to remove or arrange for the removal of, and provide for remedial
action relating to such hazardous substance, pollutant, or contaminant at any time (including its
removal from any contaminated natural resource), or take any other response measure consistent
with the national contingency plan which the President deems necessary to protect the public health
or welfare or the environment. The program that accomplishes this is more commonly known as
Superfund.
CERCLA provides under §121(f) "State Involvement" for substantial and meaningful involvement
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by each state in initiation, development, and selection of remedial actions to be undertaken in that
state. EPA has regulated the §121 (f) requirement through 40 CFR Part 300, the national
contingency plan (NCP), specifically SubpartF of that Plan. State governments play an important
role in removal activities. They are often the first responders at the scene of a release. The NCP
outlines the requirements for State involvement as the lead in non-time critical removals or, as the
support agency in all phases of Superfund response actions.
CERCLA, as amended by the Superfund Amendments and Reauthorization Act (SARA) of 1986,
stipulates federal and state roles in environmental remediation. In essence, Congress assigned roles
for both EPA and states in these processes. Under CERCLA, States with the capacity to carry out a
response action may be authorized to lead certain cleanup efforts at a Superfund site. SARA
strengthens the partnership between the Federal and State governments by allowing more State
involvement in Superfund activities.
The pervasive and often unique nature of hazardous substance releases requires that EPA and states
cooperate as co-regulators/co-implementers in the Superfund response action effort. Each state has
its own programs for response to Superfund hazardous waste problems. These hazardous waste
programs have regulatory responsibilities for the discovery, identification, assessment, and cleanup
of releases or threatened releases of hazardous substances in their jurisdictions. Most states have
statutes similar to or substantively the same as CERCLA to deal with hazardous waste releases, and
states play an essential role in Superfund. EPA is also required to take into account applicable or
relevant and appropriate requirements (ARARs) in state statutes when overseeing site cleanup, and
abide by state laws. EPA assists states by providing technical guidance and financial assistance,
issuing regulations, and implementing programs.
Under CERCLA §128(a), grants are provided to states and Tribes for their response programs. The
states and Tribes act as co-regulators/co-implementers with EPA. The state/Tribal programs address
contaminated sites that do not require Federal action, but need cleanup before the sites are
considered ready for reuse.
B. Project Description
The recipient will provide the necessary framework for the participation of individual state and
territorial programs in research activities with the mission of advocating for and supporting state
removal action and emergency response programs, to enhance these programs' capabilities to
perform time critical and non-time critical removal actions and emergency response activities that
address immediate risks to human health and the environment resulting from the release or potential
release of hazardous substances. This will help to enhance the partnership between the States and
EPA in implementation of removal actions and emergency response actions, as well as, to facilitate
effective transition of these sites to States for further actions.
1. Research:
Among specific tasks described under the agreement are to conduct research regarding the
resources and capabilities of State removals and environmental emergency response researching
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core state program elements, protocols, strategies and methodologies associated with each of
these programs in relation to other states and territories. EPA anticipates these activities will
include, but not be limited to preparing research reports that will assist state Removal programs
with:
• Incorporating new and emerging science into cleanup program activities that will be
undertaken at Removal sites;
• Promoting coordination of information and partnership with co-regulators (e.g., EPA,
local government, tribes) to provide for more effective remedies;
• Promoting dissemination of information to more effectively manage sites under the
Removal program;
• Coordinate research products, analyses, briefings and other information with other
recipients of EPA financial assistance to provide more comprehensive information for
states to use in their cleanup programs; and
• Provide travel assistance for state employees who participate in the research, or who use
the research provided by the recipient, to represent the interests of state co-regulators in
discussions with EPA on removal and emergency response policies, guidance or similar
matters that affect states.
Following analysis and discussions, the recipient will provide briefings and written reports to
help other states with the subject areas of the focus groups.
The recipient will ensure that the focus group has a workplan to address the specific subject
area, conduct regular teleconferences and/or meetings to review progress, make presentations at
larger state/EPA meetings, and publish reports of findings/results.
States may decide that other subject areas are appropriate for research. The successful applicant
must consult with EPA to ensure that the subject areas are within the scope of work for the
cooperative agreement and that adequate funding is available to conduct the research. In order to
accomplish this work, the applicant is expected to address subjects of interest in the focus group.
2. Coordination of research results and other information
EPA supports work with states to evaluate state cleanup programs and assess how to improve
cleanup programs, including EPA-state interactions. It is critical that research that will help to
redirect and improve existing state cleanup programs resulting from this agreement be shared
with, states and possibly others. This agreement will support a variety of efforts to share
information developed by the focus group and engage in dialogue on issues of importance to the
states' role in the Removal Program.
Efforts to support this coordination shall include, at a minimum:
• Posting the research reports and information obtained from research on the internet;
• Discussing the results and research findings at meetings or other forums;
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Coordination and sharing of information shall include, at a minimum:
• Sharing and exchanging information with and between states;
• Working with co regulators (e.g., EPA, tribes, local government) to conduct research;
• Participation in a variety of meetings to provide or conduct research on state cleanup
programs and state relations.
C. EPA Strategic Plan Linkage
The proposed project will support progress towards EPA Strategic Plan FY 2011-2015 Goal 3
(Cleaning Up Communities and Advancing Sustainable Development). The objectives supported in
Goal 3 are:
• Promote Sustainable and Livable Communities. Support sustainable, resilient, and livable
communities by working with local, state, tribal, and federal partners to promote smart
growth, emergency preparedness and recovery planning, brownfield redevelopment, and the
equitable distribution of environmental benefits.
• Restore Land. Prepare for and respond to accidental or intentional releases of contaminants
and clean up and restore polluted sites.
Specifically, the recipient selected for award will provide activities that support and enhance state,
tribal, local and territorial removal and emergency response programs; the creation and/or
implementation of removal and emergency response policy; and the performance of removal actions
and emergency response activities, all in a way that improves efficiency, cost effectiveness and the
protection of human health and the environment.
(View EPA's Strategic Plan at http://www.epa.gov/planandbudget/strategicplan.html)
D. Measuring Environmental Results: Anticipated Outcomes/Outputs.
Pursuant to EPA Order 5700.7, "Environmental Results under EPA Assistance Agreements," EPA
requires that all grant applicants and recipients adequately address environmental outcomes and
outputs. Outcomes and outputs differ both in their nature and in how they are measured. Applicants
must discuss environmental outcomes and outputs in their proposed work plan.
1. Outcomes. The term "outcomes" refer 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. Outcomes may be environmental, behavioral, health-related or
programmatic in nature, must be quantitative, and may not necessarily be achievable during the
project period.
EPA anticipates outcomes from projects expected to be awarded under this announcement will
include but are not limited to the following:
• Realization of program efficiencies that result from the sharing of knowledge and
information transfer
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Increased dialog among States and other co-implementors and co-regulators such as Tribe,
Federal representatives and local governments
Incorporation of state "co-regulator and co-implementor" perspectives into national
programs, leading to improved program effectiveness and environmental outcomes
Improved coordination regarding program issues among the states and between the States
and EPA
Improved technical expertise of state personnel to address Removal and Emergency
Response Program challenges including program initiatives, and how different states
effectively address various issues
2. Outputs. The term "outputs" refer to an environmental activity, effort, and/or associated
work products 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 but must be
measurable during the project period.
EPA anticipates the outputs from the project expected to be awarded under this announcement will
include but are not limited to the following:
• Development and dissemination of training and technical assistance materials, research,
guidance material, policy options for states and recommendations relating to the removal
and emergency response programs
• Development of documents, publications, tools and other resource material for information
exchange among state removal and emergency response programs on related topics
• Development and production of webinars, reports, assessments, tools, and resources for
sharing of information among state response programs
• Research, developed by focus groups, that will help to redirect and improve existing
removal and emergency response programs
• Briefing materials, summaries of meetings, reports and, other documents used to
share/exchange information under the agreement
E. Supplementary Information.
The statutory authority for this action is the Comprehensive Environmental Response,
Compensation, and Liability Act (CERCLA), Section 31 l(b)&(c), Public Law 95-510, 42 U.S.C
9660; Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA),
Section 31 l(b)&(c), Public Law 99-499, 42 U.S.C 9660.
Section 2 - Award Information
A. What is the amount of available funding?
The total estimated funding available under this competitive announcement is $300,000 subject to
availability of funds, quality of proposals received, and other applicable considerations. Under this
announcement, EPA anticipates award of one cooperative agreement, whose maximum estimated
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value will be $300,000. The proposed cooperative agreement will be funded incrementally
depending on satisfactory performance, funding availability, and other applicable considerations.
Maximum funding for the first year of the agreement shall not exceed $60,000. The proposal's
total budget may not exceed a maximum value of $300,000, excluding any voluntary cost
share or leveraging.
EPA reserves the right to make additional awards under this competition, consistent with Agency
policy, if additional funding becomes available. Any additional selections for awards will be made
no later than six months from the date of original selection decision.
B. How many agreements will EPA award in this competition?
EPA anticipates award of one cooperative agreement resulting from this announcement.
Cooperative agreements permit substantial involvement between the EPA Project Officer and the
selected applicants in the performance of the work supported. Although EPA will negotiate precise
terms and conditions relating to substantial involvement as part of the award process, the anticipated
substantial Federal involvement for this project will include:
1. Close monitoring of recipient's performance to verify the results proposed;
2. Collaboration during performance of the scope of work;
3. Review of any proposed changes to work plan and/or budget;
4. Review of proposed procurements in accordance with 40 CFR 30.44(e) and 40 CFR
31.36(g);
5. Approving qualifications of key personnel (EPA will not select employees or contractors
employed by the award recipient);
6. Review and comment on reports prepared under the cooperative agreement (the final
decision on the content of reports rests with the recipient); and
7. Review and concurrence on project outputs for consistency with the EPA approved scope of
work.
EPA reserves the right to reject all proposals and make no awards under this announcement or, to
make fewer awards than anticipated.
C. Will proposals be partially funded?
In appropriate circumstances, EPA reserves the right to partially fund proposals by funding discrete
activities, portions, or phases of proposed projects. If EPA decides to partially fund a proposal, it
will do so in a manner that does not prejudice any applicants or affect the basis upon which the
proposal or portion thereof, was evaluated and selected for award and; therefore, maintains the
integrity of the competition and selection process.
D. What is the project period for award(s) resulting from this solicitation?
The estimated start date for projects resulting from this solicitation is June 1, 2013. All project
activities must be completed within the negotiated project performance period of five years.
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E. Can funding be used to make subawards, acquire contract services, or fund partnerships?
EPA awards funds to one eligible applicant as the recipient even if other eligible entities are named
as partners or co-applicants, or members of a coalition or consortium in the proposal. The recipient
is accountable to EPA for the proper expenditure of grant 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 Parts 30 or 31, as
appropriate. 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
in 40 CFR Parts 30 or 31, as appropriate. The regulations also contain limitations on consultant
compensation.
Applicants are not required to identify subawardees/subgrantees and/or contractors (including
consultants) in their proposal. However, if they do, the fact that an applicant selected for award has
named a specific subawardee/subgrantee, contractor, or consultant in the proposal EPA selects for
funding does not relieve the applicant of its obligations to comply with subaward/subgrant and/or
competitive procurement requirements as appropriate. Please note that applicants may not award
sole source contracts to consulting, engineering or other firms assisting applicants solely based on
the firm's role in preparing the proposal.
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 its cooperative 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 "subaward" at 40 CFR 30.2(ff) or
"subgrant" at 40 CFR 31.3, as applicable. EPA will not be a party to these transactions. Applicants
acquiring commercial good or services must comply with the competitive procurement standards at
40 CFR Part 30 or 40 CFR Part 31.36 and cannot use a subaward/subgrant as the funding
mechanism.
F. How will an applicant's proposed subawardees or contractors be considered during the
evaluation process described in Section 5 of this announcement?
Section 5 of these guidelines describes the ranking 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, past performance, and reporting history, the
review panel will consider, if appropriate and relevant, the qualifications, expertise, and experience
of the following:
1. An applicant's named subawardees/subgrantees identified in the proposal if the applicant
demonstrates in the proposal 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
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example, applicants must not use subawards/subgrants to obtain commercial services or
products from for-profit firms or individual consultants.
2. An applicant's named contractor(s), including consultants, identified in the proposal if the
applicant demonstrates in its proposal 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 contractors(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.
EPA will not consider the qualifications, experience, or expertise of named subawardees/
subgrantees and/or named contractor(s) during the proposal evaluation process unless the applicant
complies with these requirements.
Section 3 - Eligibility Information
A. Eligible Entities
Proposals will be accepted from States, territories, Indian Tribes, and possessions of the U.S.,
including the District of Columbia, public and private universities and colleges, hospitals,
laboratories, other public or private nonprofit institutions, and individuals. In some instances, EPA
will consider applications from profit makers, proposing projects with significant technical merit
and relevance to EPA's Office of Solid Waste and Emergency Response. Nonprofit organizations
described in Section 501(c)(4) of the Internal Revenue Code that engage in lobbying activities as
defined in Section 3 of the Lobbying Disclosure Act of 1995 are not eligible to apply.
B. Cost Sharing or Matching
Although cost-sharing or matching is not required as a condition of eligibility under this
competition, under Section 5 of this announcement EPA will evaluate proposals based on a
leveraging criterion. (Refer to Section 5(A), Evaluation Criteria).
Leveraging is generally when an applicant proposes to provide its own additional funds/resources or
those from third party sources to support or complement the project they are awarded under the
competition which are above and beyond the EPA grant funds awarded. Any leveraged
funds/resources, and their source, must be identified in the proposal (See Section 4(B)(2)(b)(iv) of
the announcement). Leveraged funds and resources may take various forms as noted below.
Voluntary cost share is a form of leveraging. Voluntary cost sharing is when an applicant
voluntarily proposes to legally commit to provide costs or contributions to support the project when
a cost share is not required. Applicants who propose to use a voluntary cost share must include the
costs or contributions for the voluntary cost share in the project budget on the SF-424. If an
applicant proposes a voluntary cost share, the following apply:
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• A voluntary cost share is subject to the match provisions in the grant regulations (40 CFR
30.23 or 40 CFR 31.24, as applicable).
• A voluntary cost share may only be met with eligible and allowable costs.
• The recipient may not use other sources of federal funds to meet a voluntary cost share
unless the statute authorizing the other federal funding provides that the federal funds may
be used to meet a cost share requirement on a federal grant.
• The recipient is legally obligated to meet any proposed voluntary cost share that is included
in the approved project budget. If the proposed voluntary cost share does not materialize
during grant performance, then EPA may reconsider the legitimacy of the award and/or take
other appropriate action as authorized by 40 CFR Parts 30 or 31, as applicable.
Other leveraged funding/resources that are not identified as a voluntary cost share. This form
of leveraging may be met by funding from another federal grant, from an applicant's own resources,
or resources from other third party sources. This form of leveraging should not be included in the
budget and the costs need not be eligible and allowable project costs under the EPA assistance
agreement. While this form of leveraging should not be included in the budget, the grant workplan
should include a statement indicating that the applicant is expected to produce the proposed
leveraging consistent with the terms of the announcement and the applicant's proposal. If applicants
propose to provide this form of leveraging, EPA expects them to make the effort to secure the
leveraged resources described in their proposals. If the proposed leveraging does not materialize
during grant performance, then EPA may reconsider the legitimacy of the award and/or take other
appropriate action as authorized by 40 CFR Parts 30 or 31 as applicable.
C. Threshold Criteria
Proposals must meet the following "threshold criteria," by the time of proposal submission.
Proposals that fail to meet any one of the threshold criteria will not be considered further.
EPA will notify applicants who do not meet the threshold criteria within 15 calendar days of the
"fail" determination. Proposals that meet the threshold criteria will then be evaluated based on the
factors disclosed in Section 5(A), Evaluation Criteria. The threshold criteria are:
1. Proposals must address the program elements described in Section 1(B), Project
Description, of this announcement, applicable to the cooperative agreement they are
applying for.
2. The total proposed project budget may not exceed a maximum value of $300,000, excluding
any leveraging or voluntary cost share. Proposals requesting Federal assistance funding in
excess of this value will not be considered.
3. Proposals must substantially comply with the proposal submission instructions and
requirements set forth in Section 4(B) of this announcement or else they will be rejected.
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However, where a page limit is expressed in Section 4(B) with respect to the narrative
proposal, pages in excess of the page limitation will not be reviewed.
In addition, proposals must be received via www.grants.gov or postmarked on or before the
proposal submission deadline published in Section 4(C) of this announcement. Proposals
postmarked or received through www.grants.gov 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 or because of technical
issues associated with grants.gov. Applicants should confirm receipt of their proposal with
John Irizarry, EPA Project Officer, at irizarry.john@epa.gov as soon as possible after the
submission deadline—failure to do so may result in your proposal not being reviewed.
5. Ineligible activities: If a proposal is submitted that includes any ineligible tasks or activities,
that portion of the proposal will be ineligible for funding and may, depending on the extent
to which it affects the proposal, render the entire proposal ineligible for funding.
6. All proposal materials must be submitted in English.
Section 4 - Application and Submission Information
A. How to Obtain an Application Package
Applicants may download individual grant application forms, or electronically request a paper
application package and an accompanying computer CD of information related to applicants/grant
recipients roles and responsibilities from EPA's Grants and Debarment website by
visiting: http://www.epa.gov/ogd/grants/how to apply.htm.
B. Content and Form of Application
The following documents are required for all proposal packages, irrespective of the mode of
submission. All proposal packages must contain a "Narrative Proposal," one completed and signed
Standard Form 424 (SF-424), "Application for Federal Assistance," and a budget narrative. The
"Narrative Proposal," a maximum of 18 pages in length, must explicitly describe the applicant's
proposed project and specifically address each of the applicable evaluation criteria disclosed in
Section 5(A), Evaluation Criteria, and the relevant threshold eligibility criteria in Section 3(C).
1. Standard Form 424 (SF-424), Application for Federal Assistance, with original
signature.
Individual grant application forms may be downloaded from EPA's Grants and Debarment
website by visiting: http://www.epa.gov/ogd/AppKit/application.htm.
2 Narrative Proposal
Narrative Proposals must be concise, well organized, and not exceed 18 typed, single-line
spaced, 81/2x11" pages. The cover page, item "a" below, is included in this page limit.
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The Narrative Proposal must provide the information detailed in this section and include
responses to all Section 3(C), Threshold Criteria, Section 5(A), Evaluation Criteria, as
well as the information identified in Section 1, Funding Opportunity Description, for
each project proposal area. Factual information about your proposed project must be
provided. Do not include discussions of broad principles that are not specific to the proposed
work or project covered by your proposal Responses to evaluation criteria should include
the criteria number and title but need not restate the entire text of the criteria.
Sufficient detail must be provided to allow for an evaluation of the merits of the proposal.
Vague descriptions, redundancy, and failure to address the selection criteria will result in a
lower ranking.
The Narrative Proposal (Sections "a" and "b" below) must substantially conform to the
following outline and content:
a. Cover Letter. The cover letter must include a brief description of your project, be
written on your organization's official letterhead, and signed by an official with the
authority to commit your organization to the proposed project. The cover letter must also
include:
i. Project Title.
ii. Applicant Information. Provide the name and full address of the organization
applying for funds. This is the agency or organization that will be receiving the grant
and will be accountable to the EPA;
iii. Contacts. Provide phone/fax numbers, e-mail address, and mailing address of the
Project Manager and head of organization/Executive Director responsible for the
project application. These individuals may be contacted if other information is
needed;
iv. Cooperative Partners. Provide names and phone numbers of individuals and
organizations that have agreed to participate in the implementation of the project, if
any; and
v. Funding Requested. Specify the total amount you are requesting from EPA. The
total funding requested amount may not exceed $300,000, excluding any leveraging
or voluntary cost share. Proposals requesting federal assistance funding in excess
of this value will not be considered.
b. Detailed Project Narrative. The project narrative should provide the information below
on how the applicant will implement and conduct its project and discuss how the
proposal addresses each of the evaluation criteria in Section 5 of this announcement.
i. Project Description. Provide a description of how you will implement and conduct
the proposed project activities as referenced in Section 1(B), Project Description, and
do so to achieve the program objectives. The description should demonstrate
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consideration of the activities that will be conducted to accomplish objectives of the
project. The project description should: (1) demonstrate how the proposed project
supports activities described in Section 1(B), Project Description; (2) address how
the proposed project activities relate to the EPA Strategic Plan Linkage goals,
objectives and sub-objectives described in Section 1(C), Project Descriptions; (3)
identify necessary tasks and activities that will be conducted to accomplish the
project objectives; and (4) present an estimated timeline or schedule of expected
target dates and milestones to achieve specific tasks and activities that will be
conducted during the budget and project period. In addition, describe your approach
to providing assistance to States, and the methodology for transferring information
and lessons learned during the project to others. The tasks and activities should be
realistic and achievable within the budget and project period of the grant.
ii. Programmatic Capability and Past Performance. Submit a list of federally and/or
non-federally funded assistance agreements (assistance agreements include Federal
grants and cooperative agreements but not Federal contracts) similar in size, scope
and relevance to the proposed project that your organization performed within the
last three years (no more than 5 agreements, and preferably EPA agreements) and
describe (i) whether, and how, you were able to successfully complete and manage
those agreements and (ii) your history of meeting the reporting requirements under
those agreements including whether you adequately and timely reported on your
progress towards achieving the expected outputs and outcomes of those agreements
(and if not, explain why not) and whether you submitted acceptable final technical
reports under the agreements. In evaluating applicants under these factors in Section
5, EPA will consider the information provided by the applicant and may also
consider relevant information from other sources, including information from EPA
files and from current/prior grantors (e.g., to verify and/or supplement the
information provided by the applicant). If you do not have any relevant or available
past performance or past reporting information, please indicate this in the proposal
and you will receive a neutral score for these factors (a neutral score is half of the
total points available in a subset of possible points). If you do not provide any
response for these items, you may receive a score of 0 for these factors.
In addition, provide information on your organizational experience and plan for
timely and successfully achieving the objectives of the proposed project, and your
staff expertise/qualifications, staff knowledge, and resources or the ability to obtain
them, to successfully achieve the goals of the proposed project.
iii Performance Measurement: Anticipated Outcomes and Outputs.
Anticipated Outcomes. Specify the expected environmental outcomes including
those described in Section 1(D), Measuring Environmental Results: Anticipated
Outcomes/Outputs of this announcement. Discuss how you propose to track and
measure your progress towards achieving the project outcomes and results. (Refer to
Section 5(A), Evaluation Criteria, Performance Measurement.)
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Anticipated Outputs. Identify the expected project outputs, including those
described in Section 1(D), Measuring Environmental Results: Anticipated
Outcomes/Outputs of this announcement and describe how you will track and
measure your progress towards achieving the expected project outputs. Outputs,
quantitative or qualitative, must be measurable during the project performance
period.
iv. Leveraging. Demonstrate how you will leverage additional funds/resources beyond
the grant funds awarded to support the proposed project activities and how these
funds/resources will be used to contribute to the performance and success of the
proposed project. This includes but is not limited to funds and other resources
leveraged from businesses, labor organizations, non-profit organizations, education
and training providers, and/or federal, state, tribal, and local governments, as
appropriate. Describe the amount and type of leveraged resources to be provided,
how you will obtain the leveraged resources, the likelihood the leveraging will
materialize during grant performance, the strength of the leveraging commitment,
and the role the leveraged resources will play to support the proposed project
activities. Selected applicants are expected to abide by their proposed leveraging
commitments during grant performance and the failure to do so may affect the
legitimacy of the award.
v. Cooperative Partnerships. Identify all proposed partnerships and stakeholder
groups that will be involved in the project. Describe what each group's role will be
in project staffing, funding, design and implementation. Please note that procurement
of commercial services (e.g., consultants, audio visual equipment, meeting space) is
subject to the competitive procurement provisions of 40 CFR Part 30 or Part 31, as
applicable. Naming a commercial vendor as a "partner" does not relieve the applicant
of responsibility for complying with competitive procurement requirements,
including cost or price analysis, or justify sole source procurement.
vi. Expenditure of Awarded Grant Funds. Describe your organization's procedures,
and controls for ensuring that awarded grant funds will be expended in a timely and
efficient manner.
3. Attachments. The following documents shall be included as attachments to the narrative
proposal. These documents will not count as part of the 18-page limit and do not have an
individual page limitation. Attachments beyond the required attachments below will not be
considered. Please provide a list of all attachments to the proposal.
a. Budget Narrative. Include a detailed budget narrative which clearly explains how funds
will be used. The successful applicant's budget narrative should identify (1) specific
tasks for which EPA funding will be used; (2) the costs associated with each task, (3) the
costs that the applicant or other partners will fund for each task, if appropriate, and (4)
what outputs will be produced as a result of each task. (Refer to Section 1(D), Measuring
Environmental Results: Anticipated Outcomes/Outputs for a definition and examples of
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outputs.) The budget should include information on each major task broken out using the
following cost elements:
i. Personnel;
ii. Fringe Benefits;
iii. Contractual Costs;
iv. Travel;
v. Supplies;
vi. Other Costs (be specific);
vii. Administrative Costs (other than Indirect Costs);
viii. Non-EPA Project Funding. Identify funding from other sources including in-kind
resources;
ix. Total Direct Costs;
x. Total Indirect Costs (must include Negotiated Indirect Cost Rate Agreement as
documentation of federally-approved indirect cost rate (percentage); and
xi. Total Project Cost (Total Direct + Indirect Costs). Costs proposed in the budget
must be linked directly to the narrative proposal.
Following is a suggested format to summarize your proposed budget. Applicants are not
limited to three Project Activities. Please expand (add more columns), as necessary, to
include Activities listed in Section 1(B) of this announcement.
Budget Categories
(Required Field)
Personnel
Fringe Benefits
Contractual
Travel
Supplies
Equipment
Other Costs
Administrative
Total Direct
Indirect Costs
Non-EPA Project Funding
Total Project Cost
Non-EPA Funding
Project Activities
Activity
1
(fill in)
Activity
2
(fill in)
Activity
3
(fill in)
TOTAL
(Required Field)
Management Fees: When formulating budgets for proposals, applicants must not
include management fees or similar charges in excess of the direct costs and indirect
costs at the rate approved by the applicants cognizant audit agency, or at the rate
provided for by the terms of the 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
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for other similar costs that are not allowable under EPA assistance agreements.
Management fees or similar charges may not be used to improve or expand the project
funded under this agreement, except to the extent authorized as a direct cost of carrying
out the scope of work.
Under OMB Circulars, EPA financial assistance cannot be used for fund-raising.
Therefore, any costs associated with fund-raising may not be included in the budget for
your application, or charged to the resultant cooperative agreement.
Milestones. Provide a schedule indicating start times and completion dates of significant
tasks and responsibilities under your program. For efficiency, it is suggested that project
milestones be coordinated with important events (e.g., budget cycle, meetings, etc.).
Letters of Support. The applicant should provide names and phone numbers of persons
to contact at the organization providing the letter of support along with a description of
what involvement (e.g., assistance, role) the organization has or will have with your
organization/project. Applicants may include letters confirming commitments. If your
organization intends to provide funding to any supporting organization, please refer to
Sections 2(E) and (F) of this announcement.
C. Submitting a Proposal Package.
Applicants may choose to submit proposal packages, as described in Section B above, either in hard
copy (paper) format or through http://www.grants.gov with an electronic signature. Instructions for
all methods are detailed below. Please select only one method. Proposals must be received
via www.grants.gov or postmarked on or before April 1, 2013, 5:00 p.m. ET. Instructions for all
methods are detailed below.
1. Hard copy (paper) submission. Submit a complete proposal package including all of the
documents identified in Section 4(B) of this announcement. The complete package must be
sent through regular mail (U.S. Postal Service), express mail, or commercial delivery
service to the EPA Headquarters Program contact listed below. The submission must
include one original signature document and two copies of the completed Application for
Federal Assistance (SF-424), the Narrative Proposal, and all Attachments.
Because of the unique situation involving U.S. mail screening, EPA highly recommends
that applicants submitting a proposal package in hard copy use a commercial delivery
service or express mail option to send their package.
EPA Headquarters Address for Mailing Proposals - US Postal Service mail and
Commercial Delivery Services (Express Mail/Courier Delivery):
John Irizarry, U.S. Environmental Protection Agency, Office of Emergency Management
(MC 5104-A), 1200 Pennsylvania Avenue, N.W., Washington, DC 20460; Phone: (202)564-
2520.
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2. Using http://www.Grants.gov. The electronic submission of your application must be made
by an official representative of your institution who is registered with Grants.gov. For more
information, go to http://www.grants.gov and click on "Get Registered" on the left side of
the page. 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.
To begin the application process under this grant announcement, go to
http://www.grants.gov and click on the "Apply for Grants" tab on the left side of the page.
Then click on "Apply Step 1: Download a Grant Application Package" to download the
compatible Adobe viewer and obtain the application package. To apply through grants.gov
you must use Adobe Reader applications and download the compatible Adobe Reader
version (Adobe Reader applications are available to download for free on the
Grants.gov website. For more information on Adobe Reader please visit the Help
section on grants.gov at http://www.grants.gov/help/help.j sp or
http: //www. grants. gov/ab outgrants/program_status. j sp).
To begin the proposal process under this grant announcement, go to http://www.grants.gov
and click on the "Apply for Grants" tab on the left side of the page. Then click on "Apply
Step 1: Download a Grant Application Package" to download the compatible Adobe viewer
and obtain the application package To apply through grants.gov you must use Adobe
Reader applications and download the compatible Adobe Reader version (Adobe
Reader applications are available to download for free on the Grants.gov website. For
more information on Adobe Reader please visit the Help section on grants.gov
at http://www.grants.gov/help/help.j sp
or http://www.grants.gov/aboutgrants/program_status.j sp).
Once you have downloaded the viewer, you may retrieve the proposal package by entering
the Funding Opportunity Number, EPA-OSWER-OEM-13-02, or the CFDA number that
applies to this announcement (66.813), in the appropriate field. Then complete and submit
the proposal package as indicated. You may also be able to access the proposal package
by clicking on the "Application" button at the top right of the synopsis page for this
announcement on http://www.grants.gov (to find the synopsis page, go
to http://www.grants.gov and click on the "Find Grant Opportunities" button on the
left side of the page and then go to Search Opportunities and use the "Browse by
Agency" feature to find EPA opportunities).
Proposal Submission Deadline. Your organization's AOR must submit your complete
proposal package electronically to EPA through Grants.gov (http://www.Grants.gov) no
later than April 1, 2013, 11:59 p.m. ET. Please submit the proposal materials as
described below.
Proposal Materials. The following forms and documents are required under this
announcement (Refer to Section 4(B), Content and Form of Application):
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A. Application for Federal Assistance (SF-424)
B. Narrative Proposal.
C. Attachments
The proposal package must include all of the following materials:
A Application for Federal Assistance, Standard Form (SF-424). Complete the form
There are no attachments. Please be sure to include organization fax number and
email address in Block 5 of the Standard Form SF-424. Please note that the
organizational Dun and Bradstreet (D&B) Data Universal Numbering System
(DUNS) number must be included on the SF-424. Organizations may obtain a DUNS
number at no cost by calling the toll-free DUNS number request line at 1-866-705-
5711.
B. Narrative Proposal (also referenced as "Project Narrative Attachment Form" on
http://www.Grants.gov). Prepare your Narrative Proposal in accordance with the
instructions detailed in Section 4(B)(2), Narrative Proposal of this announcement
(EPA-OSWER-OEM-13-02). The Narrative Proposal shall not exceed 18 pages and
must substantially conform to the outline and content detailed in Section 4(B) of this
announcement.
C. Attachments. The budget narrative, milestones, letters of support, and
documentation of non-profit status if applicable as described in Section 4(B)(3) of
this announcement shall be included as attachments to the narrative proposal. If
indirect costs are requested, a copy of the Negotiated Indirect Cost Rate Agreement
must be submitted as part of the application package. These documents will not
count as part of the 18 page limit and do not have an individual page limitation.
Proposal Preparation and Submission Instructions
Document A, listed under Proposal Materials above, should appear in the "Mandatory
Documents" box on the http://www.grants.gov "Grant Application Package" page.
For Document A, click on the appropriate form and then click "Open Form" below the box.
The fields that must be completed will be highlighted in yellow. Optional fields and
completed fields will be displayed in white. If you enter an invalid response or incomplete
information in a field, you will receive an error message. When you have finished filling out
each form, click "Save." When you return to the electronic "Grant Application Package"
page, click on the form you just completed, and then click on the box that says, "Move Form
to Submission List." This action will move the document over to the box that says,
"Mandatory Completed Documents for Submission."
For Document B, you will need to attach electronic files. Prepare your "Narrative Proposal"
in accordance with the instructions detailed in Section 4(B), Content and Form of Proposal
Submission of this announcement (EPA-OSWER-OEM-13-02). Save the document to your
computer as an MS Word, PDF or WordPerfect file. When you are ready to attach your
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"Narrative Proposal" to the application package, click on "Project Narrative Attachment
Form," and open the form. Click "Add Mandatory Project Narrative File," and attach your
"Narrative Proposal" (previously saved to your computer) using the browse window that
appears. You may then click "View Mandatory Project Narrative File" to view it. Enter a
brief descriptive title of your project in the space beside "Mandatory Project Narrative File
Filename;" the filename should be no more than 40 characters long.
For Document C, the attachments to the Narrative Proposal identified in Section
4(B)(3) of this announcement, you may click "Add Optional Project Narrative File"
and proceed as before to attach the attachments or use the Other attachment form to
submit the documents. When you have finished attaching the necessary documents, click
"Close Form." When you return to the "Grant Application Package" page, select the
"Project Narrative Attachment Form" and click "Move Form to Submission List." The form
should now appear in the box that says, "Mandatory Completed Documents for
Submission."
Please note that applicants are limited to using the following characters in all attachment file
names. Valid file names may only include the following UTF-8 characters:
A-Z, a-z, 0-9, underscore ( _ ), hyphen (-), space, period.
If applicants use any other characters when naming their attachment files their applications
will be rejected by grants.gov.
Once you have finished filling out all of the forms/attachments and they appear in one of the
"Completed Documents for Submission" boxes, click the "Save" button that appears at the
top of the Web page. It is suggested that you save the document a second time, using a
different name, since this will make it easier to submit an amended package later if
necessary.
Please use the following format when saving your file: "Applicant Name - FY13 - Assoc
Prog Supp - 1st Submission" or "Applicant Name - FY 13 Assoc Prog Supp Back-up
Submission." If it becomes necessary to submit an amended package at a later date, then the
name of the 2nd submission should be changed to "Applicant Name - FY13 Assoc Prog
Supp - 2nd Submission."
Once your proposal package has been completed and saved, send it to your AOR for
submission to U.S. EPA through Grants.gov. Please advise your AOR to close all other
software programs before attempting to submit the application package
through http://www.grants.gov.
In the "Application Filing Name" box, your AOR should enter your organization's name
(abbreviate where possible), the fiscal year (e.g., FY13), and the grant category (e.g., Assoc
Prog Supp). The filing name should not exceed 40 characters. From the "Grant Application
Package" page, your AOR may submit the application package by clicking the "Submit"
button that appears at the top of the page. The AOR will then be asked to verify the agency
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and funding opportunity number for which the application package is being submitted. If
problems are encountered during the submission process, the AOR should reboot his/her
computer before trying to submit the application package again. [It may be necessary to turn
off the computer (not just restart it) before attempting to submit the package again.] If the
AOR continues to experience submission problems, he/she may
contact http://www.grants.gov for assistance by phone at 1-800-518-4726, or contact John
Irizarry at (202)564-2520 or irizarry.john@epa.gov.
Proposal materials submitted through http://www.grants.gov will be time/date stamped
electronically. If you have not received a confirmation of receipt from EPA (not from
grants.gov) within 30 days of the proposal deadline, please contact John Irizarry at
(202)564-2520 or irizarry.iohn@epa.gov. Failure to do so may result in your proposal not
being reviewed.
D. Confidential Business Information
EPA recommends that you do not include confidential business information ("CBI") in your
proposal. However, if CBI is included, it will be treated in accordance with 40 CFR 2.203.
Applicants must clearly indicate which portion(s) of their proposal/application they are claiming as
CBI. EPA will evaluate such claims in accordance with 40 CFR Part 2. 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. The Agency protects competitive proposals from
disclosure under applicable provisions of the Freedom of Information Act prior to the completion of
the competitive selection process.
E. Data Universal Numbering System (DUNS)
All applicants are required to provide a Dun and Bradstreet (D&B) Data Universal Numbering
System (DUNS) number when applying for a Federal grant or cooperative agreement. Applicants
can receive a DUNS number, at no cost, by calling the dedicated toll-free DUNS Number request
line at 1-866-705-5711, or visiting the D&B website at: http://www.dnb.com.
F. Pre-proposal/Application Assistance and Communications
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 applications/proposals. However, consistent with the
provisions in the announcement, EPA will respond to questions from individual applicants
regarding threshold eligibility criteria, administrative issues related to the submission of the
proposal, and requests for clarification about the announcement. In addition, if necessary, EPA may
clarify threshold eligibility issues with applicants prior to making an eligibility determination.
Questions received from applicants and EPA's responses will also be posted online
at http://www.epa.gov/oswer/grants-funding.htm.
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G. Duplicate Funding
Generally, applicants are not prohibited from submitting the same or virtually the same proposal to
EPA under multiple competitions, if appropriate. However, if an applicant does so, and the proposal
is selected for award under another competition, that may affect their ability to receive an award
under this competition for that proposal.
Section 5 - Application Review Information
A. Evaluation Criteria
Each eligible proposal will be evaluated according to the criteria set forth below. Applicants must
directly and explicitly address these criteria as part of their "Narrative Proposals." Each proposal
will be rated under a points system, with a total of 100 points possible.
CRITERION
Maximum
Points per
Criterion
Project Description. Under this criterion, EPA will evaluate the quality and
extent to which the proposal effectively addresses the scope of work activities
described in Section 1(B), Project Description of this announcement. Proposals
will be evaluated based on the quality and the extent to which the proposal
promotes:
• Clearly, concisely and realistically provides a description of the proposed
project goals, activities, budget, and project milestones; (15 pts.)
• Is technically sound and structured to accomplish the proposal requirements;
(10 pts.)
• Includes measures for demonstrating success. (10 pts.)
35
Programmatic Capability and Environmental Results Past Performance
Criterion. Under this criterion, applicants will be evaluated based on their ability
to successfully complete and manage the proposed project taking into account
their:
(i) past performance in successfully completing and managing the assistance
agreements described in Section 4(B)(2)(b)(ii) of this announcement; (10
points)
(ii) history of meeting the reporting requirements under the assistance
agreements described in Section 4(B)(2)(b)(ii) of this announcement including
whether the applicant submitted acceptable final technical reports under those
agreements and the extent to which the applicant adequately and timely
reported on their progress towards achieving the expected outputs and
outcomes under those agreements and if such progress was not being made
whether the applicant adequately reported why not; (10 points)
25
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• (iii) organizational experience and plan for timely and successfully achieving
the objectives of the proposed project, and staff expertise/qualifications, staff
knowledge, and resources or the ability to obtain them, to successfully achieve
the goals of the proposed project. (5 points)
Note: In evaluating applicants under items i and ii of this criterion, the Agency
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). If you do not have any relevant or available past performance or past
reporting information, please indicate this in the proposal and you will receive a
neutral score for these subfactors (items i and ii above-a neutral score is half of the
total points available in a subset of possible points). If you do not provide any
response for these items, you may receive a score of 0 for these factors.
Performance Measurement: Anticipated Outcomes and Outputs. Under this
criterion proposals will be evaluated based on the extent to which the "Narrative
Proposal" realistically describes how the project will lead to measurable
environmental results. The proposal will be evaluated based on whether it:
Clearly specifies anticipated environmental outcomes and outputs as described
in Section 1(D), Measuring Environmental Results: Anticipated
Outcomes/Outputs. (5 points)
Clearly describes the measures of success for the project. Measure of success
should be either measures of environmental improvement or should be directly
linked to such measures. EPA will look for quantitative and qualitative
measurability. (5 points)
• Describes how progress towards achieving project results (including the
outcomes and outputs identified in Section 1) will be evaluated and measured.
(5 points)
Budget/Resources. This criterion refers to the proposed budget, in-kind goods
and services, and other resources that the applicant outlines to carry out the
proposed project. The proposal will be evaluated based on the extent that:
• The budget is clearly stated, detailed, and appropriate to achieve the project's
objectives. How will your proposed budget effectively sustain your proposed
project? How will you plan on managing this budget? This should include
cost estimates for each of the proposed project activities to be conducted using
EPA funds. (lOpts)
The proposal identifies partnering organization(s) and documents the
relationship with the applicant, for example, through letters of support, joint
statements, or principles of agreement signed by other parties. (5 pts)
15
15
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Expenditure of Awarded Grant Funds. Under this criterion, applicants will be
evaluated based on their approach, procedures, and controls for ensuring that
awarded grant funds will be expended in a timely and efficient manner.
Leveraging. Under this criterion applicants will be evaluated based on the extent
they demonstrate:
• (i) how they will coordinate the use of EPA funding with other federal and/or
non-federal sources of funds/resources to leverage additional resources beyond
the grant funds awarded to carry out the proposed project(s) and/or (ii) that
EPA funding will complement activities relevant to the proposed project(s)
carried out by the applicant with other sources of funds or resources.
Applicants will also be evaluated based on the type and amount of leveraging
proposed, how the applicant will obtain the leveraged resources, the likelihood
the leveraging will materialize during grant performance, the strength of the
leveraging commitment, and the role the leveraged resources will play to
support the proposed project activities.
B. Other Factors
The EPA Headquarters Selection Official may consider the following factors, in addition to the
evaluation results based on the criteria above, in making the final funding decisions: (1) program
priorities and (2) the availability of funds.
C. Review and Selection Process
All proposals received via www.grants.gov or postmarked on or before the proposal submission
deadline published in Section 4(C) of this announcement will first be reviewed to determine
eligibility for funding based upon compliance with all threshold criteria listed in Section 3(C). Only
proposals determined eligible will be evaluated for technical merit. Each eligible proposal will be
evaluated by a review panel of EPA Headquarters staff for technical merit based on the evaluation
factors detailed in Section 5(A) of this solicitation.
Upon completion of the technical merit evaluation, each proposal will be given an evaluated
numerical score, with a total of 100 points possible. The evaluated numerical scores will be rank
ordered. The review panel will recommend the proposals with the highest evaluated numerical
score to the EPA Headquarters Selection Official for award.
The EPA Headquarters Selection Official will make the final funding decisions. The decisions will
be based upon the recommendation of the review panel and consideration of "Other Factors"
detailed in Section 5(B) of this announcement, as appropriate.
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Section 6 - Award Administration Information
A. Award Notices
Following EPA's evaluation of proposals, all applicants will be notified regarding their status. The
EPA anticipates notification to both successful and unsuccessful applicants by electronic or postal
mail by April 23, 2013.
The notification to successful applicant(s) that the proposal has been selected for award is not an
authorization to begin performance of the activities described in the application. Applicants are
cautioned that only a grants officer is authorized to bind the Government to the expenditure of
funds; selection does not guarantee an award will be made. For example, statutory authorization,
funding or other issues discovered during the award process may affect the ability of EPA to make
an award to an applicant EPA also reserves the right to negotiate appropriate changes in work
plans after the selection of a proposal and before the final award of a grant consistent with the
Agency's Competition Policy (EPA Order 5700.5A1, Section 11). The "Award Notice" signed by
the EPA Grants Officer is the authorizing document and will be provided through postal mail. This
process can take more than 90 days from the date of selection.
B. Administrative and National Policy Requirements
1. A listing and description of general EPA Regulations applicable to the award of assistance
agreements may be viewed at:
http://www.epa.gov/ogd/AppKit/applicable epa regulations and description.htm
2. Executive Order 12372, Intergovernmental Review of Federal Programs, may be applicable
to awards resulting from this announcement. Applicants selected for funding may be
required to provide a copy of their proposal to their State Point of Contact (SPOC) for
review, pursuant to Executive Order 12372, Intergovernmental Review of Federal Programs.
This review is not required with the initial application and not all states require such a
review.
3. Grants and cooperative agreements with non-profit organizations and institutions of higher
education are subject to 40 CFR Part 30 and OMB Circular A-122 (2 CFR Part 230) for non-
profits and A-21 (2 CFR Part 220) for institutions of higher learning. Grants and
cooperative agreements with governmental organizations are subject to 40 CFR Part 31 and
OMB Circular A-87 (2 CFR Part 225).
4. Programmatic terms and conditions will be negotiated with the selected recipient.
5. Reimbursement Limitation. If the recipient expends more than the amount of funding in its
EPA approved budget in anticipation of receiving additional funds from EPA, it does so at
its own risk. EPA is not legally obligated to reimburse the recipient for costs incurred in
excess of the EPA approved budget.
6. Subawards and Executive Compensation Reporting. Applicants must ensure that they have
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the necessary processes and systems in place to comply with the sub-award and executive
total compensation reporting requirements established under OMB guidance at 2 CFRPart
170, unless they qualify for an exception from the requirements, should they be selected for
funding.
7. System for Award Management (SAM) and Data Universal Numbering System (DUNS)
Requirements.
Unless exempt from these requirements under OMB guidance at 2 CFR Part 25 (e.g.,
individuals), applicants must:
a. Be registered in the SAM prior to submitting an application or proposal under this
announcement. SAM information can be found at
https://www. sam.gov/portal/public/SAM/.
b. Maintain an active SAM registration with current information at all times during which
it has an active Federal award or an application or proposal under consideration by an
agency, and
c. Provide its DUNS number in each application or proposal it submits to the agency.
Applicants can receive a DUNS number, at no cost, by calling the dedicated toll-free
DUNS Number request line at 1-866-705-5711, or visiting the D&B website at:
http://www.dnb.com.
If an applicant fails to comply with these requirements, it will, should it be selected for
award, affect their ability to receive the award.
To learn more about SAM, go to SAM.gov or https://www.sam.gov/portal/public/SAM/.
C. Reporting Requirement
Quarterly progress reports and a detailed final report will be required. The quarterly progress
reports will be submitted to the EPA Project Officer within thirty days after each reporting period.
These reports shall cover work status, work progress, difficulties encountered, preliminary data
results and a statement of activity anticipated during the subsequent reporting period. A discussion
of expenditures along with a comparison of the percentage of the project completed to the project
schedule and an explanation of significant discrepancies shall be included in the report. The report
shall also include any changes of key personnel concerned with the project.
The final report will address goals and objectives, performance measurements, lessons learned, any
other resources leveraged during the project and how they were used, and any plans to continue the
project after the expiration of the grant/cooperative agreement and associated sources of funding.
The final report will be submitted to the EPA Project Officer at the close of the grant.
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D. Use of Funds
An applicant that receives an award under this announcement is expected to manage assistance
agreement funds efficiently and effectively and make sufficient progress towards completing the
project activities described in the work-plan in a timely manner. The assistance agreement will
include terms/conditions implementing this requirement.
E. Disputes
Disputes related to this competition 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 also may
be requested by contacting John Irizarry at irizarry.john@epa.gov.
F. Non-profit Administrative Capability
Non-profit applicants that are recommended for funding under this announcement are subject to
pre-award administrative capability reviews consistent with Section 8b, 8c and 9d of EPA Order
5700.8 - Policy on Assessing Capabilities of Non-Profit Applicants for Managing Assistance
Awards (http://www.epa.gov/ogd/grants/award/5700 8.pdf). In addition, non-profit applicants that
qualify for funding may, depending on the size of the award, be required to fill out and submit to the
Grants Management Office the Administrative Capabilities Form with supporting documents
contained in Appendix A of EPA Order 5700.8.
G. Website References in Solicitations
Any non-federal websites or website links included in this solicitation are provided for proposal
preparation and/or informational purposes only. U.S. EPA does not endorse any of these entities or
their services. In addition, EPA does not guarantee that any linked, external websites referenced in
this solicitation comply with Section 508 (Accessibility Requirements) of the Rehabilitation Act.
H. Unpaid Federal Tax Liabilities and Felony Convictions for Non-Profit and For-Profit
Organizations (FY 13 funding)
EPA anticipates that awards made under this announcement will be subject to the provisions
contained in the Department of Interior, Environment, and Related Agencies Appropriations Act,
2012, HR 2055, Division E. Sections 433 and 434 regarding unpaid federal tax liabilities and
federal felony convictions. These provisions prohibit EPA from awarding funds made available by
the Act to any for-profit or non-profit organization: (1) subject to any unpaid Federal tax liability
that has been assessed, for which all judicial and administrative remedies have been exhausted or
have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the
authority responsible for collecting the tax liability; or (2) that was convicted (or had an officer or
agent of such corporation acting on its behalf convicted) of a felony criminal conviction under any
Federal law within 24 months preceding the award, unless EPA has considered suspension or
debarment of the corporation, or such officer or agent, based on these tax liabilities or convictions,
and determined that such action is not necessary to protect the Government's interests. Subject to
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the language in the FY 13 Appropriation Act (or Continuing Resolution), EPA anticipates that non-
profit or for-profit organizations that are covered by these prohibitions will be ineligible to receive
an award under this announcement.
I. Unfair Competitive Advantage
EPA personnel will take appropriate actions in situations where it is determined that an applicant
may have an unfair competitive advantage, or the appearance of such, in competing for awards
under this announcement. Affected applicants will be provided an opportunity to respond before
any final action is taken.
J. Data Access and Information Release
EPA has the right to obtain, reproduce, publish, or otherwise use the data first produced under the
awards to be made under this solicitation and authorize others to receive, reproduce, publish, or
otherwise use such data for Federal purposes under 40 C.F.R. § 30.36(c). In addition, pursuant to 40
C.F.R. § 30.36(d), if EPA receives a Freedom of Information Act request for research data that (1)
relates to published research findings produced under an EPA award and (2) was used by the
Federal Government in developing an agency action that has the force and effect of law, then EPA
shall request, and the award recipient shall provide, within a reasonable time, the research data so
that it may be made available to the public through procedures established under the FOIA.
K. Unliquidated Obligations
An applicant that receives an award under this announcement is expected to manage assistance
agreement funds efficiently and effectively and make sufficient progress towards completing the
project activities described in the work-plan in a timely manner. The assistance agreement will
include terms/conditions implementing this requirement.
L. Copyrights
In accordance with 40 CFR 31.34 (for state, local and Indian tribal governments) or 40 CFR 30.36,
as applicable, EPA reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish,
or otherwise use, and to authorize others to use, for Federal Government purposes, copyrighted
works developed under a grant, subgrant or contract under a grant or subgrant. Examples of federal
purpose include but are not limited to: (1) Use by EPA and other federal employees for official
Government purposes; (2) Use by federal contractors performing specific tasks for the Government;
(3) Publication in EPA documents provided the document does not disclose trade secrets (e.g.
software codes) and the work is properly attributed to the recipient through citation or otherwise; (4)
Reproduction of documents for inclusion in federal depositories; (5) Use by state, tribal and local
governments that carry out delegated federal environmental programs as "co-regulators" or act as
official partners with EPA to carry out a national environmental program within their jurisdiction;
and (6) Limited use by other grantees to carry out federal grants provided the use is consistent with
the terms of EPA's authorization to the grantee to use the copyrighted material.
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Section 7 - Agency Contact
A. CONTACT INFORMATION & ADDRESS FOR REGULAR MAIL (USPS), EXPRESS
MAIL/COURIER DELIVERY:
John Irizarry, U.S. EPA, Office of Emergency Management (MC 5104-A), 1200 Pennsylvania
Avenue, NW, Washington, DC 20460; Phone 202-564-2520; or email irizarrv.john@epa.gov.
Section 8 - Other Information
1. All questions or comments must be communicated in writing via postal mail or electronic mail to
the contact person listed above. Answers will be posted to the OSWER Grants/Funding webpage
located at http://www.epa.gov/oswer/grants-funding.htm, bi-weekly, until the closing date for this
announcement.
2. Applicants selected for award will be required to submit a final cooperative agreement proposal
package to the EPA. This package will include an EPA-approved final work plan that describes the
work to be performed, a final budget, and the required certification forms.
3. Exchange Network. EPA, states, territories, and tribes are working together to develop the
National Environmental Information Exchange Network, a secure, Internet- and standards-based
way to support electronic data reporting, sharing, and integration of both regulatory and non-
regulatory environmental data. States, tribes, and territories exchanging data with each other or
with EPA, should make the Exchange Network and the Agency's connection to it, the Central Data
Exchange (CDX), the standard way they exchange data and should phase out any legacy methods
they have been using. More information on the Exchange Network is available
at www.exchangenetwork.net. I EXIT Disclaimer!
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