Environmental Justice
Small grants Program
Application Guidance
FY 2015
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United States Office of Enforcement and September 2014
Environmental Protection Compliance Assurance
Agency http://www.epa.gov/compliance/environmentaliustice/qrants/ei smallqrants.htm
Office of Environmental Justice (2201 A)
FOR ADDITIONAL COPIES PLEASE CONTACT YOUR
RESPECTIVE EPA REGION. CONTACT INFORMATION MAY BE FOUND UNDER
SECTION VII "AGENCY CONTACT"
Inside Front Cover
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
OVERVIEW
AGENCY:
U. S. ENVIRONMENTAL PROTECTION AGENCY
OFFICE OF ENVIRONMENTAL JUSTICE
TITLE:
ENVIRONMENTAL JUSTICE SMALL GRANTS PROGRAM
TYPE:
FUNDING NO.:
REQUEST FOR APPLICATIONS (RFA)
EPA-OECA-OEJ-15-01
CFDA NO:
66.604
DATES:
ANNOUNCEMENT DATE: September 23, 2014
CLOSING DATE: December 15, 2014
Hard copy application packages must be postmarked by USPS or time and date-stamped by
courier service no later than 11:59 p.m. Eastern Standard Time (EST), December 15, 2014.
Application packages submitted electronically via http://www.qrants.gov must be submitted by
11:59 p.m. EST, December 15, 2014. Applications received after the closing date and time will
not be considered for funding. Questions must be submitted in writing via e-mail to
oeigrants.epa.gov before December 5, 2014. Written responses will be posted on EPA's web site
at: http://www.epa.gov/environmentaliustice/grants/ei-smgrants.html
EXECUTIVE SUMMARY: The Environmental Justice Small Grants (EJSG) Program provides
funding for eligible applicants for projects that address local environmental and public health
issues within an affected community. The EJSG Program is designed to help communities
understand and address exposure to multiple environmental harms and risks.
What types of projects are eligible for funding?
Under this RFA, EPA will award grants that support activities designed to empower and educate
communities to understand environmental and public health issues and to identify ways to
address these issues at the local level.
The Environmental Protection Agency also recognizes that affected communities* often face
disproportionate impacts from a changing climate. As a result, the fiscal year 2015 program will
have a special emphasis on proposals supporting community-based preparedness and resilience
efforts (community climate resiliency). The goal is to recognize the critical role of localized efforts
in helping communities shape climate change strategies to avoid, lessen, or delay the risks and
impacts associated with climate change. An overarching goal of including this emphasis is to help
bolster the efforts of such communities to address climate change vulnerabilities and develop
solutions. EPA anticipates awarding up to 25% of fiscal year 2015 awards to fund projects that
support community climate resiliency. Projects with a focus on community climate resiliency must
self-identify as such in their written work plans. Also, projects with a focus on community climate
resiliency must include activities related to at least one of the qualified environmental statutes
listed under section I.C.
* An "affected community," for the purposes of this assistance agreement program, is defined as a
vulnerable community that may be disproportionately impacted by environmental harms and risks
and has a local environmental and/or public health issue that is identified in the applicant's
application.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Please note: Under this announcement, projects that do not focus on community climate
resiliency are still eligible.
In an effort to enhance community outreach, EPA will designate up to 25% of fiscal year 2015
awards to eligible organizations that have not received an Environmental Justice Small Grants
award during fiscal years 2009 through 2013.
The long-term goals of the EJSG Program are to help build the capacity of communities with
environmental justice concerns and to create self-sustaining, community-based partnerships that
will continue to improve local environments in the future.
What are examples of Community Climate Resiliency?
Community climate resiliency essentially focuses on strategies dealing with the risks and impacts
associated with a changing climate including, but not limited to, preparedness strategies such as
readying communities for the impacts of climate change and adaptation strategies.
Adaptation strategies recognize that because some degree of future climate change will occur
regardless of future greenhouse gas emissions, developing strategies to help vulnerable
communities adapt to or cope with climate change is a necessity. Applicants are encouraged to
develop innovative projects that focus on adaptation strategies in relation to community climate
resiliency in communities with environmental justice concerns.
The following is a nonexclusive list of examples of the types of community climate resiliency
projects that would be consistent with this intent.
Educating residents about lung health impacts potentially exacerbated by increased
pollution levels which result from climate change, in relation to the Clean Air Act
Implementing strategies to protect a vulnerable community's water supply in relation to the
Safe Drinking Water Act
Community education and training for emergency response, prevention and control in
relation to the Toxic Substances Control Act.
Improving water use efficiency, planning for alternative water sources (in the event of an
emergency) and making changes to water allocation in relation to the Clean Water Act
• Adopting a green infrastructure plan to upgrade wastewater and sewage systems to better
cope with heavy storms in relation to the Solid Waste Disposal Act.
Who is eligible to receive an award under the EJSG Program?
An eligible applicant MUST BE one of the following entities:
• incorporated non-profit organizations—including, but not limited to, environmental justice
networks, faith based organizations and those affiliated with religious institutions;*
• federally recognized tribal governments; OR
• tribal organizations
* Applicant organizations claiming non-profit status must include documentation that shows the
organization is either a 501(c) (3) non-profit organization as designated by the Internal Revenue
Service; OR a non-profit organization recognized by the state, territory, commonwealth or tribe in
which it is located. For the latter, documentation must be on official state government letterhead.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Applicants must be located within the same region, territory, commonwealth, or tribe in which the
proposed project is located. In addition, eligible applicants must demonstrate that they have
worked directly with the affected community.
An "affected community," for the purposes of this assistance agreement program, is defined as a
vulnerable community that may be disproportionately impacted by environmental harms and risks
and has a local environmental and/or public health issue that is identified in the applicant's
application.
The following entities are INELIGIBLE to receive an award, but we encourage partnerships with
these organizations for technical assistance:
colleges and universities;
hospitals;
state and local governments and their entities;
quasi-governmental entities (e.g., water districts, utilities)*;
national organizations and chapters of the aforementioned organizations**;
non-profit organizations supporting lobbying activities as defined in Section 3 of the
Lobbying Disclosure Act of 1995; and***
organizations acting only as "fiscal agents"
* Generally, a quasi-governmental entity is one that: (1) has a close association with the
government agency, but is not considered a part of the government agency; (2) was created by
the government agency, but is exempt from certain legal and administrative requirements
imposed on government agencies; or (3) was not created by the government agency but performs
a public purpose and is significantly supported financially by the government agency.
** National organizations are defined as comprising of one centralized headquarters or principal
place of business that creates and controls the mission, structure and work carried out by its
chapters or affiliates.
*** Funds awarded under this announcement may not be used to support lobbying activities or any
activities related to lobbying or the appearance thereof.
How much funding is available?
The total estimated available funding for awards under this competitive opportunity is $1,200,000
for projects related to one of the seven statutes listed in Section I.C. EPA anticipates awarding up
to four grants per EPA region in amounts of up to $30,000 per award for one year. EPA
anticipates awarding up to 25% of fiscal year 2015 awards to fund projects that support
community climate resiliency. Also, in an effort to enhance community outreach, EPA will
designate up to 25% of fiscal year 2015 awards to eligible organizations that have not received an
Environmental Justice Small Grants award during fiscal years 2009 through 2013.
EPA reserves the right to increase or decrease the total number of grants awarded or reject all
applications and make no awards under this announcement. Such changes may be necessary as
a response to the quality of applications received by EPA or the amount of funds available.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Translations Available
A Spanish translation of this announcement may be available. To receive translations of this
document in Spanish or other languages, please contact Sheritta W. Taylor in the Office of
Environmental Justice at (202) 564-1771 or via email at oejgrants.epa.gov.
Please note, that applications must be written in English only. Applications written in languages
other than English will not be considered for award.
Hay traducciones disponibles de este anuncio en espanol. Si usted esta interesado en
obtener una traduccion de este anuncio en 4spanol, por favor Name a La Officina de Justicia
Ambiental conocida como "Office of Environmental Justice," linea gratuita (1-800-962-
6215).
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
FULL TEXT ANNOUNCEMENT
I. Funding Opportunity Description
II. Award Information
III. Eligibility Information
IV. Application and Submission Information
V. Application Review Information
VI. Award Administration Information
VII. Agency Contacts
VIII. Other Information /Appendices
SECTION I - FUNDING OPPORTUNITY DESCRIPTION
A. DEFINITION OF ENVIRONMENTAL JUSTICE
The U.S. Environmental Protection Agency (EPA) defines "environmental justice" as the fair
treatment and meaningful involvement of all people regardless of race, color, national origin or
income with respect to the development, implementation, and enforcement of environmental laws,
regulations, and policies. Fair treatment means that no one group of people, including racial,
ethnic, or socioeconomic groups, should bear a disproportionate share of the negative
environmental consequences resulting from industrial, municipal, and commercial operations or
the execution of federal, state, local, and tribal environmental programs and policies. Meaningful
involvement means that: (1) potentially affected community residents have an appropriate
opportunity to participate in decisions about a proposed activity that will affect their environment
and/or health; (2) the public's contribution can influence the regulatory agency's decision; (3) the
concerns of all participants involved will be considered in the decision-making process; and (4)
the decision-makers seek out and facilitate the involvement of those potentially affected.
B. BACKGROUND
The EPA's Office of Environmental Justice (OEJ) established the Environmental Justice Small
Grants Program in fiscal year (FY) 1994. The purpose of this grant program is to support activities
designed to empower and educate communities to understand environmental and public health
issues and to identify ways to address these issues at the local level.
The EJSG Program has funded projects that support collaborative partnerships that address local
environmental issues such as exposure to air toxics and lead, farm worker and residential
exposure to pesticides, youth involvement in education, etc. Summaries of all EJSG projects
funded from FY 2000 to 2013 are available on the OEJ website:
http://www.epa.qov/environmentaliustice/qrants/ei-smqrants.html
All proposed projects should include activities designed to empower and educate communities to
understand environmental and public health issues and to identify ways to address these issues
at the local level.
All projects considered for funding under this announcement must include a work plan. All work
plans should include strategies for addressing local environmental or public health issues,
educating and empowering the community about those issues, and approaches to building
consensus and setting community priorities. In addition, the work plan should demonstrate
collaboration with other stakeholders (e.g., other community-based organizations, environmental
groups, businesses, industry, federal, tribal, state and local governments, and academic
institutions) in an effort to realize project goals and objectives.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
All EJSG recipients will be required to attend a two-day training workshop tentatively held at EPA
headquarters in Washington, D.C. The training workshop is designed to help award recipients
with strategic planning and grant management. The workshop will also afford an opportunity for
award recipients to network with other community representatives and stakeholders.
C. QUALIFIED ENVIRONMENTAL STATUTES
The EJSG Program is designed to address multi-statute environmental and/or public health
issues. For this reason, each project, including projects with an emphasis on community
climate resiliency, must include activities related to at least one of the following federal
environmental statutes. Any failure to clearly and conclusively identify and cite at least one of the
federal statutes in your work plan may result in your project not being considered for award.
1) Clean Water Act, Section 104(b) (3): conduct and promote the coordination of research,
investigations, training, demonstration projects, surveys, and studies (including monitoring)
relating to the causes, effects, extent, prevention, reduction, and elimination of water
pollution.
2) Safe Drinking Water Act, Section 14421 (3): develop and expand the capability to carry out
a program (that may combine training, education, and employment) for occupations relating
to the public health aspects of providing safe drinking water.
3) Solid Waste Disposal Act, Section 8001(a): conduct and promote the coordination of
research, investigations, experiments, training, demonstration projects, surveys, public
education programs, and studies relating to solid waste (e.g., health and welfare effects of
exposure to materials present in solid waste and methods to eliminate such effects). Please
note that proposals supporting brownfields work are not eligible for funding under this
announcement.
4) Clean Air Act, Section 103(b)(3): conduct research, investigations, experiments,
demonstration projects, surveys, and studies (including monitoring) related to the causes,
effects (including health and welfare effects), extent, prevention, and control of air pollution.
5) Toxic Substances Control Act, Section 10(a): conduct research, development, monitoring,
public education, training, demonstration projects, and studies on toxic substances.
6) Federal Insecticide, Fungicide, and Rodenticide Act, Section 20(a): conduct research,
development, monitoring, public education, training, demonstration projects, and studies on
pesticides.
7) Marine Protection, Research, and Sanctuaries Act, Section 203: conduct research,
investigations, experiments, training, demonstration projects, surveys, and studies relating to
the minimizing or ending of ocean dumping of hazardous materials and the development of
alternatives to ocean dumping.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
D. EPA STRATEGIC PLAN LINKAGE AND ANTICIPATED OUTPUTS AND OUTCOMES
1) Linkage to EPA 2014 -2018 Strategic Plan and Cross-Agency Strategies. Tasks under
this project should support EPA's Strategic Plan Goal 3: "Cleaning Up Communities and
Advancing Sustainable Development" and EPA's Cross-Agency Strategy, "Working to Make a
Visible Difference in Communities." A copy of EPA's Strategic Plan is available online at
http://www2.epa.gov/planandbudget/fy-2014-2018-strategic-plan
2) Anticipated Outputs and Outcomes. In general, EJSG project activities should lead to
outputs and outcomes that result in the reduction of harmful exposures and health risks to
children and/or of potentially disproportionate health and environmental impacts or effects on
communities, including overburdened, low-income, minority, and/or tribal communities, and
support community efforts to build healthy neighborhoods. These activities are designed to
support, empower and educate communities to understand environmental and public health
issues and to identify ways to address these issues at the local level.
Outputs. The term "output" means an environmental activity, effort, and/or associated work
product related to an environmental/public health goal and 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 an assistance agreement funding period.
Expected outputs for this program include but are not limited to the following:
• The number of residents trained by an environmental/public health program to reduce
resident exposure to environmental/public health hazards (e.g., number of residents
trained on safe shellfish harvesting)
• Creation of an environmental/public health program to achieve and sustain
environmental/public health improvements (e.g., a community-wide asthma
coalition; community weatherization program)
Outcomes. The term "outcome" means the result, effect, or consequence that occurs from
carrying out an environmental/public health program or activity that is related to an
environmental/public health programmatic goal or objective. Outcomes may be
environmental, behavioral, health-related, or programmatic in nature, but must be quantitative.
However, unlike outputs, outcomes may not necessarily be achievable within an assistance
agreement funding period.
Examples of expected outcomes may be:
• The number of community members that utilize an asthma action plan to manage
asthma at home, work, and/or school
• The number of families that have reduced exposure to lead paint as result of their
homes undergoing a lead abatement program
• Reduction of energy used in buildings (school/apartment building/business/homes)
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
SECTION II - AWARD INFORMATION
A. FUNDING AVAILABILITY AND PROJECT PERIOD
The total estimated amount of funding available for awards under this solicitation for FY 2015 is
approximately $1,200,000. Awards will be made in the form of a one-year federal grant in
amounts of up to $30,000 per award for projects related to at least one of the seven statutes listed
in Section I.C. All awards will be fully funded at the time of award.
B. NUMBER OF ANTICIPATED AWARDS
EPA anticipates awarding up to four grants per EPA region for projects related to at least one of
the seven statutes listed in Section I.C. EPA also anticipates awarding up to 25% of fiscal year
2015 awards to fund projects that support community climate resiliency.
Also, in an effort to enhance community outreach, EPA will designate up to 25% of fiscal year
2015 awards to eligible organizations that have not received an Environmental Justice Small
Grants award during fiscal years 2009 through 2013. All awards are subject to the availability of
funds and the quality of the applications submitted.
For a listing of EPA's ten regions and the states for which they are responsible, please see
Section VII. EPA reserves the right to reject all applications and make no awards under this
announcement. If additional funding becomes available after the original selections are made,
EPA reserves the right to make additional awards under this announcement consistent with
Agency policy and guidance. Any additional selections for awards will be made no later than six
months after the original selections have been made.
SECTION III - ELIGIBILITY INFORMATION
A. APPLICANT ELIGIBILITY BASED ON CFDA
An eligible applicant MUST BE one of the following entities:
• incorporated non-profit organizations—including, but not limited to, environmental justice
networks, faith based organizations and those affiliated with religious institutions;*
• federally recognized tribal governments; OR
• tribal organizations
* Applicant organizations claiming non-profit status must include documentation that shows the
organization is either a 501(c) (3) non-profit organization as designated by the Internal Revenue
Service; OR a non-profit organization recognized by the state, territory, commonwealth, or tribe in
which it is located. For the latter, documentation must be on official state government letterhead.
Applicants must be located within the same region, territory, commonwealth, or tribe in which the
proposed project is located. In addition, eligible applicants must demonstrate that they have
worked directly with the affected community.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
An "affected community," for the purposes of this assistance agreement program, is defined as a
vulnerable community that may be disproportionately impacted by environmental harms and risks
and has a local environmental and/or public health issue that is identified in the applicant's
application.
The following entities are INELIGIBLE to receive an award, but we encourage partnerships with
these organizations for technical assistance:
colleges and universities;
hospitals;
state and local governments and their entities;
quasi-governmental entities (e.g., water districts, utilities)*;
national organizations and chapters of the aforementioned organizations**;
non-profit organizations supporting lobbying activities as defined in Section 3 of the
Lobbying Disclosure Act of 1995; and ***
organizations acting only as "fiscal agents"
* Generally, a quasi-governmental entity is one that: (1) has a close association with the
government agency, but is not considered a part of the government agency; (2) was created by
the government agency, but is exempt from certain legal and administrative requirements
imposed on government agencies; or (3) was not created by the government agency but performs
a public purpose and is significantly supported financially by the government agency.
** National organizations are defined as comprising of one centralized headquarters or principal
place of business that creates and controls the mission, structure and work carried out by its
chapters or affiliates.
*** Funds awarded under this announcement may not be used to support lobbying activities or
any activities related to lobbying or the appearance thereof.
B. THRESHOLD ELIGIBILITY CRITERIA
Applicants deemed ineligible for funding consideration will be notified within 15 calendar days of
the ineligibility determination.
Before an application is scored by the Review Panel, it must satisfy the seven conditions below:
1. Applicant Eligibility: Under this announcement, applicants must demonstrate eligibility.
Please refer to Section III of this announcement to review applicant eligibility requirements. An
eligible applicant must be either an incorporated nonprofit organization, federally recognized tribal
government or a tribal organization. Threshold Reviewers will determine if the applicant
organization meets the eligibility requirements as outlined in Section III. Applications received
from entities not considered eligible under this solicitation will not be reviewed or scored.
2. General Guidelines:
a. Applications must substantially comply with the application submission instructions and
requirements set forth in Section IV of this announcement or else they will be rejected. However,
where a page limit is expressed in Section IV with respect to the application or parts of the
application, pages in excess of the page limitation will not be reviewed.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
b. Applications must be postmarked or received through www.grants.gov as specified in Section
IV of this announcement on or before the application submission deadline published in Section IV
of this announcement. Applicants are responsible for ensuring that their application reaches the
designated person/office specified in Section VII of the announcement by the submission
deadline. With respect to www.grants.gov issues, applicants would need to demonstrate that
issues or problems attributable to www.grants.gov affected the timely submission of their proposal
and not issues with their own systems or failure to follow instructions or submission requirements.
Accordingly, applicants are encouraged to retain all receipts, tracking information and help desk
ticket numbers.
c. Applications postmarked after the submission deadline will be considered late and may be
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 problems associated with
www.grants.gov. Applicants should confirm receipt of their application as soon as possible after
the submission deadline—failure to do so may result in your application not being reviewed.
Applicants may confirm receipt of their application by contacting Sheritta W. Taylor at
202-564-1771 or oeiqrants.epa.gov.
3. Project Purpose: As referenced in Section I, the primary purpose of the project must be to help
communities understand and address environmental justice and/or public health challenges on a
local level. Applicants must explain how the proposed project will address local environmental
and/or public health issue(s) in the affected community.
4. Qualified Environmental Statutes: Each project, including projects addressing community
climate resiliency, must include activities related to at least one of the Qualified Environmental
Statutes listed under Section I.C. Any failure to clearly and conclusively identify and cite at least
one of the federal statutes in your work plan may result in your project not being considered for
award.
Projects must not be used for the purposes of routine program implementation,
implementation of routine environmental protection restoration measures, or completion
of work which was to have been completed under a prior EPA grant.
5. Budget: EPA will make one-year awards of up to $30,000 for projects related to at least one of
the seven statutes listed in Section I.C. Applications submitted with budgets over $30,000 for
projects related to the seven statutes listed in Section I.C, may not be considered for award.
6. Multiple Proposals: Applicants may submit only one application under this solicitation.
However an applicant organization may be a partner on an application from another organization.
7. Ineligible activities: If a proposal includes any ineligible tasks or prohibited 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.
C. COST-SHARING OR MATCHING FUNDS
No cost-sharing or matching is required as a condition of eligibility or otherwise considered for
evaluating applications for award.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
SECTION IV - APPLICATION AND SUBMISSION INFORMATION
A. ADDRESS TO REQUEST APPLICATION FORMS REQUIRED FOR THIS SOLICITATION
Applicants can request a hard copy of the forms or template by contacting their Regional
Coordinator. Please refer to "SECTION VII - AGENCY CONTACTS" for a complete listing
containing contact information for each region. All required forms are also available at:
http://www.epa.gov/ogd/AppKit/application.htm
Optional templates and samples are available in Appendices A - H.
B. CONTENT AND FORM OF APPLICATION SUBMISSION
Applications may be submitted via U.S. Postal Service (USPS), courier service or electronically
www.qrants.gov.
The following forms and documents are required under this announcement:
1) EJSG One-Page Threshold Eligibility Form (Appendix A)
2) SF-424 Application for Federal Assistance (Appendix B)
3) Key Contacts List EPA Form 5700-54 (Appendix C)
4) Work plan (Optional template in Appendix D)
5) Detailed Budget (Appendices E and F)
6) Resumes of the project manager (PM) and other key personnel
7) Project Performance Measures (Appendices G & H)
8) Proof of Non-Profit Status
The following is a detailed description of all the required forms and documents.
1) EJSG ONE-PAGE THRESHOLD ELIGIBILITY FORM (Appendix A)
The One-Page Threshold Eligibility Form is a helpful checklist to ensure that all eligibility
criteria are met and required documents are included in the application package.
2) SF-424 APPLICATION FOR FEDERAL ASSISTANCE, with original signature
(Appendix B): The SF-424 is the official form required for all federal grants and
cooperative agreements. It requests basic information about your organization and
proposed project. To complete the SF-424 form, applicants must provide a Dun and
Bradstreet (D&B) Data Universal Numbering System (DUNS) number. Applicants can
receive a DUNS number at no cost by calling the dedicated toll-free request line at
1-800-627-3867 or by visiting the D&B website at http://www.dnb.com.
3) KEY CONTACTS LIST, EPA Form 5700-54 (Appendix C): Applicants are encouraged
to ensure that all information presented on the Key Contacts form is accurate.
Information contained on the Key Contacts form may be used in the event an applicant
is contacted for additional information.
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4) WORK PLAN (Template available in Appendix D): The work plan is the most
important part of the application package. The work plan describes the project. Work
plans that are focused and succinct are stronger than ones that try to address too many
issues. The work plan should not exceed ten (10), single-spaced typewritten pages.
Anything over ten (10) pages will not be read by the Review Panel. The pages of the
work plan should be letter-size (8 1/2X11 inches), single-spaced. It is recommended
that applicants use a standard 12-point type with 1-inch margins. There will be no
penalty for using a different page size or font type, but it is strongly discouraged. Do
not use spiral binding, separation tabs, or plastic covers. The applicant may bind the
paperwork with a staple. Do not include videos or DVDs.
Applicants whose projects support community climate resiliency must self-identify in the
work plan. The work plan should demonstrate how the proposed project will increase the
adaptive capacity and or reduce vulnerability in the affected community.
The following table may be helpful when drafting the work plan.
The 10 page work plan must contain the following components and should be identified
by the headings in the exact order as listed below.
I. Project Title and Project Purpose Statement
Provide the following information:
• A title for the project;
• A summary description of the proposed project including the goals the project seeks
to achieve;
• Location of where the project will take place (include city, state and zip code);
• Identify the related environmental statute(s) from the list in Section I.C.
• If applicable, identify the project's community climate resiliency focus
II. Environmental. Public Health and Community Climate Resiliencvfif applicable)
information about the Affected Community
Please describe the following:
• The local environmental, public health and climate resiliency issue(s) (if applicable)
that the project seeks to address;
• Results achieved from the efforts to address the local environmental, public health
and climate resiliency (if applicable) issues(s);
• The characteristics of the affected community;
• How the affected community may be disproportionately impacted by the
environmental, public health and community climate resiliency (if applicable) harm(s)
and risk(s);
• How the affected community will benefit from the results of the project.
The application must include relevant information such as demographics, geographic location,
and community history.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
III. Organization's Historical Connection to the Affected Community
Please describe the following:
• The history of the organization's involvement with the affected community, including the
length of your involvement and how you became involved;
• How the organization has worked with the affected community's residents and/or
organizations to address local environmental, public health issues and community
climate resiliency (if applicable);
• How the residents of the affected community are part of the decision-making process;
• How the organizations' efforts have increased the community's capacity to address local
environmental, public health issues and community climate resiliency (if applicable); and
• How the organization maintains and sustains an ongoing relationship with the affected
community's residents and/or organizations.
IV. Project Description
The Project Description is an opportunity to describe the strategies for addressing local
environmental, public health and community climate resiliency issues (if applicable).
Describe how the project will educate and empower the community, project goals, the
components of the project, the timeframe to accomplish the proposed activities and the
evaluation process for determining success (a timeline and/or milestone chart is strongly
suggested). The roles and responsibilities of all key organizations involved in the project
should also be included.
The Project Description MUST address the following items:
i) A concise description of the activities the project will undertake during the year to
examine and address the environmental and public health issue(s), e.g., training,
education/outreach programs, capacity-building efforts, research etc.
Please describe the following:
• The local environmental, public health and community climate resiliency (if applicable)
results the project projects seeks to achieve; and
• How the project will achieve these results. Describe and/or identify activities designed to
educate, empower and enable the community to understand the environmental, public
health and community climate resiliency (if applicable) issues.
• How the organization's efforts will increase the community's capacity to address local
environmental, public health and community climate resiliency (if applicable) issues.
• How the project is related to the environmental statutes you identified in your Threshold
Eligibility Form (see Section I.C and Appendix A). Please note each project must
include activities that are authorized by one of the federal environmental statutes listed
in Section I.C.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
ii) A concise description of how the organization and its partner(s) will work
together during the year to address the local issue(s).
Please describe the following:
• The role of your partner(s) in addressing the local environmental, public health and
community climate resiliency (if applicable) issue(s);
• The nature of the organization(s), and what resources they bring to the partnership;
• How the partner(s) has a vested interest in working with this partnership [other than just
getting income], commitments made, and specific activities it will be responsible for;
and
• How the applicant plans to maintain and sustain the partnerships.
V. Organizational Capacity and Programmatic Capability
Please provide the following information:
• The organizational and administrative systems (e.g., accounting programs) the
organization has in place that will be used to appropriately manage, expend, and
account for Federal funds;
• How the applicant has successfully managed these projects in the past;
• How the applicant plans to effectively manage and successfully complete this proposed
project;
• Organizational experience (or the ability to obtain such experience) to successfully
achieve the goals of the proposed project.
• If the applicant has been a recipient of an EPA and/or other Federal grant/cooperative
agreement in the last five years, please indicate past performance in meeting reporting
requirements (e.g., progress reports, financial status). Please also include the name of
the Project Officer overseeing the grant/cooperative agreement and the assistance
agreement number associated with the project(s);
If the applicant does not have prior experience in managing federal funds please
indicate this in the workplan narrative, you will receive a neutral score in this
area. Failure to do so will result in receiving a score of 0 for this element.
VI. Qualifications of the Project Manager (PM)
Please describe the following:
• The qualifications of the PM as they relate to the project;
• How the PM has ties to the community and/or organization; and
• Past activities that the PM has worked on with the community.
(Continued on Next Page)
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
VII. Past Performance in Reporting on Outputs and Outcomes
Provide the following information:
• A list of any Federal or non-Federal grants or cooperative agreements (not Federal
contracts) of similar size, scope, and relevance to the proposed project that you
worked on within the past three (3) years (no more than five (5) agreements,
preferably EPA agreements). Please include the grant or cooperative agreement
number, title of the project, the amount of funding, funding agency or organization,
and point-of-contact;
• A description of how you have documented and/or reported on progress towards
achieving the expected outputs and outcomes under prior and/or current assistance
agreements; and
• If you did not make any progress towards achieving the expected outputs and
outcomes, describe whether you have documentation and/or reports satisfactorily
explaining why.
If the applicant does not have prior experience in reporting outputs and outcomes
please indicate this in the proposal, a neutral score in this area is given. Failure to
do so will result in receiving a score of 0 for this element.
VIII. Quality Assurance Project Plan (QAPP) Information
Please describe the following:
• Indicate whether you believe that your project will involve the use of existing
environmental data or the collection of new data (use the checklist in Appendix I to
assist you in making this determination). For more information about Quality
Assurance Project Plans, please consult the following website
http://www.epa.gov/quality/qs-docs/g5-final.pdf.
You are not required to develop a QAPP at this point. You are only being asked to
determine whether or not you will need a QAPP should your project be selected for funding. If
required, then an approved QAPP must be in place prior to the initiation of project activities.
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5) Detailed Budget (Template available in Appendices E and F).
Applicants must include a detailed budget breakdown that demonstrates and itemizes how
the funds will be specifically used in terms of personnel, fringe benefits, travel, equipment,
supplies, contractor costs, other cost including any indirect costs.
If the applicant does not have a current negotiated indirect cost (IDC) rate, the applicant may
include a flat IDC rate of 10% of salaries and wages (see 2 CFR Part 230, Appendix A).
Please note: Recipients that opt to use the 10% flat rate are obligated to use the flat rate for the
life of the grant award.
All EJSG recipients will be required to attend a two-day workshop fall 2015. It is anticipated the
workshop will be held at EPA Headquarters in Washington, DC. The objectives for the workshop
are to help recipients with strategic planning and grant management. The workshop will afford
numerous opportunities for recipients to network with other EJSG community representatives.
Applicants are expected to include estimated travel and related expenses in the detailed
budget.
Restrictions on Use of Federal Funds. All costs incurred under this program must be
allowable under 40 CFR 30.27 or 40 CFR 31.22, as applicable, and the applicable Office of
Management and Budget (OMB) Cost Circulars: 2 CFR Part 225 (State, local, or Indian tribal
governments), 2 CFR Part 230 (non-profit organizations), or 2 CFR Part 220 (Educational
institutions). Copies of these circulars can be found at
http://www.whitehouse.gov/omb/circulars/. In accordance with applicable law, regulation, and
policy, any recipient of funding must agree to comply with restrictions on using assistance
funds for unauthorized lobbying, fund-raising, or political activities (i.e., lobbying members of
Congress or lobbying for other federal grants, cooperative agreements, or contracts). Funds
generally cannot be used to pay for travel by federal agency staff. Proposed project activities
must also comply with all state and federal regulations applicable to the project area. The
applicant must also review the solicitation for any other programmatic funding restrictions
applicable to this program. If awarded funding, the recipient must refer to the terms and
conditions of its award for other funding restrictions applicable to its award. It is the
responsibility of the recipient to ensure compliance with these requirements.
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) Resumes of the Project Manager (PM) and Other Key Personnel. Applicants must
attach a resume or curricula vitae (CV) for the PM and other key personnel named on
the Key Contacts List.
7) Project Performance Measures (Optional logic model template and example are
available in Appendices G and H).
The ability to measure project progress is critical to achieving desired goals. Targeting work
toward specific project outcomes can help the recipient manage the project to achieve these
results. Measurement can indicate the effectiveness of the project and whether the efforts are
having a positive impact on the community.
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In order to determine whether your project has achieved its intended outputs and outcomes,
you will need to think about what your data source will be (e.g., people, existing records,
observation, etc.) and how you will collect the data (e.g., observing behavior changes,
administering pre- and post-tests). You will need to do this for each performance measure you
develop.
When developing performance measures, please list and describe the following:
1) Resources/Inputs: Identify which resources, the organization and its partners are
putting forward to further the project's goals. Resources may include but are not
limited to staff time, in-kind contributions, monetary contributions, etc.
2) Activities: What activities will the organization and its partners conduct under your
work plan?
3) Outputs and Outcomes; Describe the outputs and outcomes that will result from the
project (potential outputs and outcomes are listed in Section I. D).
When developing performance measures for all projects, it is also important to
consider the following:
1) What are the measurable short term and longer term results the project will achieve?
2) How will my project measure progress in achieving the expected results (including
outputs and outcomes) and how will the approach use resources effectively and
efficiently?
You will also need to think carefully about your data collection process in order to get quality
information from your project and to achieve your project's intended results.
One tool that may be useful in developing output and outcome measures is a "logic model." A
logic model is a visual model that shows the relationship between your work and your desired
results. It communicates the performance story of your project, focusing attention on the most
important connections between your actions and the results. A logic model can serve as a
basic road map for the project, explaining where you are and where you hope to end up.
The following websites provide information on developing a logic model, performance
measures, and other tools to measure project outcomes:
EPA Region 10 Web Page with measurement information and tools:
http://yosemite.epa. gov/R10/ECOCOMM.NSF/webpage/measuring+environmental+results
University of Wisconsin Extension Service online course on enhancing performance using
logic models: http://www.uwex.edu/ces/lmcourse/
8) Proof of Non-profit Status. Applicant organizations claiming non-profit status must include
documentation that shows the organization is either a 501(c) (3) non-profit organization as
designated by the Internal Revenue Service; OR a non-profit organization recognized by the
state, territory, commonwealth or tribe in which it is located. For the latter, documentation must be
on official state government letterhead.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
C. SUBMISSION DATES AND TIMES
All completed applications must be postmarked by USPS, date-stamped by courier service or
submitted electronically via www.qrants.gov by December 15, 2014 11:59 p.m., Eastern Standard
Time (EST). For instructions on submitting applications electronically, please see Section IV. I.
Paper applications should be sent to either one of the addresses below:
Courier/Delivered Address
U.S. Postal Service Address
Sheritta W. Taylor
U.S. EPA/Office of Environmental Justice
1200 Pennsylvania Avenue NW
Room 2202E
Washington, DC 20004
Phone: 202-564-1771
E-mail: oejgrants@epa.gov
Sheritta W. Taylor
U.S. EPA/Office of Environmental Justice
Mail Code 2201A
Washington, DC 20460
Phone: 202-564-1771
E-mail: oejgrants@epa.gov
Please note, applicants who choose to submit via the U.S. Postal Service (USPS) must submit
their application package using USPS overnight or express mail only.
D. PARTNERSHIPS, CONTRACTORS AND SUBAWARDS
The EJSG Program supports the development of collaborative partnerships dedicated to
identifying and understanding the multiple local environmental and public health issues in
communities, educating communities about the issues, and setting priorities to address the
issues. EPA encourages establishing and building collaborative partnerships with other
stakeholders who share a desire to address the local environmental and public health issues
affecting their community. Establishing partnerships with a wide array of different stakeholders is
a necessary component of collaborative problem-solving.
EPA awards funds to one eligible applicant as the recipient even if other eligible applicants are
named as partners or co-applicants or members of a coalition or consortium. The recipient is
accountable to EPA for the proper expenditure of funds. The following questions and answers
provide additional information on Federal regulations governing partnerships, contractors and
subaward recipients.
Contracts and Subawards:
a. Can funding be used for the applicant to make subawards, acquire contract services, or
fund partnerships?
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 of the regulations at 40 CFR Parts 30 or 31, as appropriate. The
regulations also contain limitations on consultant compensation.
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Applicants are not required to identify subawardees/subgrantees and/or contractors (including
consultants) in their proposal/application. However, if they do, the fact that an applicant selected
for award has named a specific subawardee/subgrantee, contractor, or consultant in the
proposal/application 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 with the proposal solely based on the firm's role in preparing the
proposal/application.
Successful applicants cannot use subgrants or subawards to avoid requirements in EPA grant
regulations for competitive procurement by using these instruments to acquire commercial
services or products from for-profit organizations to carry out its assistance agreement. The
nature of the transaction between the recipient and the subawardee or subgrantee must be
consistent with the standards for distinguishing between vendor transactions and subrecipient
assistance under Subpart B Section .210 of OMB Circular A-133 , and the definitions of 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 goods or services must comply with the
competitive procurement standards in 40 CFR Part 30 or 40 CFR Part 31.36 and cannot use a
subaward/subgrant as the funding mechanism.
b. How will an applicant's proposed subawardees/subgrantees and contractors be
considered during the evaluation process described in Section V of the announcement?
Section V of the announcement describes the evaluation criteria and evaluation process that will
be used by EPA to make selections under this announcement. During this evaluation, except for
those criteria that relate to the applicant's own qualifications, past performance, and reporting
history, the review panel will consider, as appropriate and relevant, the qualifications, expertise,
and experience of:
(i) an applicant's named subawardees/subgrantees identified in the proposal/application if the
applicant demonstrates in the proposal/application that if it receives an award that the
subaward/subgrant will be properly awarded consistent with the applicable regulations in 40 CFR
Parts 30 or 31. For example, applicants must not use subawards/subgrants to obtain commercial
services or products from for-profit firms or individual consultants.
(ii) an applicant's named contractor(s), including consultants, identified in the proposal/application
if the applicant demonstrates in its proposal/application that the contractor(s) was selected in
compliance with the competitive Procurement Standards in 40 CFR Part 30 or 40 CFR 31.36 as
appropriate. For example, an applicant must demonstrate that it selected the contractor(s)
competitively or that a proper non-competitive sole-source award consistent with the regulations
will be made to the contractor(s), that efforts were made to provide small and disadvantaged
businesses with opportunities to compete, and that some form of cost or price analysis was
conducted. EPA may not accept sole source justifications for contracts for services or products
that are otherwise readily available in the commercial marketplace.
EPA will not consider the qualifications, experience, and expertise of named
subawardees/subgrantees and/or named contractor(s) during the proposal/application evaluation
process unless the applicant complies with these requirements.
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E. INTERGOVERNMENTAL REVIEW
All applications submitted are subject to Executive Order 12372, "Intergovernmental Review of
Federal Programs." Applicants should contact their State's Single Point of Contact (SPOC) to find
out how to comply with the State's process. The names and addresses of the SPOC's are listed
in the Office of Management Budget's website: http://www.whitehouse.gov/omb/grants_spoc
You should submit your application to your SPOC at the same time as you submit your
application to the EPA in order to prevent delay. The intergovernmental review process
can be lengthy, so it is encouraged that applicants submit application packages to their
designated SPOCs as early as possible.
F. CONFIDENTIAL BUSINESS INFORMATION
EPA recommends that you do not include confidential business information ("CBI") in your
proposal/application. 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/applications
from disclosure under applicable provisions of the Freedom of Information Act prior to the
completion of the competitive selection process.
G. PRE-APPLICATION ASSISTANCE AND COMMUNICATIONS
Applicants are invited to participate in conference calls with EPA to address questions about the
EJSG Program and this solicitation. The following are the conference call dates and times.
Please call or send an e-mail to Sheritta Taylor at oejgrants@epa.gov or your regional point of
contact, and provide the following information: (1) your name; (2) the name of your organization;
(3) the address of your organization; (4) your phone number; (5) and the preferred date for the
call. If you cannot reply by e-mail, you can also register by calling your regional EJ Grants
Coordinator listed in Section VII.
Interested persons may access the pre-application assistance calls by dialing 1-866-299-3188
and entering the code 202-564-1771 when prompted.
Date
Time (Eastern)
Wednesday, October 1, 2014
1:30 - 3:00 p.m.
Wednesday, October 15, 2014
4:00 - 5:30 p.m.
Saturday, November 8, 2014
1:00 - 2:30 p.m.
Tuesday, November 18, 2014
7:00 - 8:30 p.m.
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 any of the language or
provisions in the announcement.
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Please note that applicants should raise any questions they may have about the solicitation
language to the contact identified in Section VII as soon as possible so that any questions
about the solicitation language may be resolved prior to submitting a proposal. In addition, if
necessary, EPA may clarify threshold eligibility issues with applicants prior to making an
eligibility determination
H. MANAGEMENT FEES
When formulating budgets for applications, applicants must not include management fees or
similar charges in excess of the direct costs and indirect costs at the rate approved by the
applicant's 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 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.
I. ELECTRONIC SUBMISSION PROCEDURES
Grants.gov Application Instructions
The electronic submission of your application must be made by an official representative of your
institution who is registered with Grants.gov and is authorized to sign applications for Federal
assistance. For more information on the registration requirements that must be completed in order
to submit an application through grants.gov, go to http://www.grants.gov and click on "Applicants"
on the top of the page and then go to the "Get Registered" link on the page. If your organization is
not currently registered with Grants.gov, please encourage your office to designate an Authorized
Organization Representative (AOR) and ask that individual to begin the registration process as
soon as possible. Please note that the registration process also requires that your organization
have a DUNS number and a current registration with the System for Award Management (SAM)
and the process of obtaining both could take a month or more. Applicants must ensure that all
registration requirements are met in order to apply for this opportunity through grants.gov and
should ensure that all such requirements have been met well in advance of the submission
deadline. Registration on grants.gov, SAM.gov, and DUNS number assignment is FREE.
To begin the application process under this grant announcement, go to http://www.grants.gov and
click on "Applicants" on the top of the page and then "Apply for Grants" from the dropdown menu
and then follow the instructions accordingly. Please note: To apply through grants.gov, you must
use Adobe Reader software and download the compatible Adobe Reader version. For more
information about Adobe Reader, to verify compatibility, or to download the free software, please
visit http://www.grants.gov/web/grants/support/technical-support/software/adobe-reader-
compatibility.html
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You may also be able to access the application package for this announcement by searching for
the opportunity on http://www.qrants.gov. Go to http://www.qrants.gov and then click on "Search
Grants" at the top of the page and enter the Funding Opportunity Number,
EPA-OECA-OEJ-15-01, or the CFDA number that applies to the announcement (CFDA 66.604),
in the appropriate field and click the Search button. Alternatively, you may be able to access the
application package by clicking on the Application Package button at the top right of the synopsis
page for the announcement on http://www.grants.gov. To find the synopsis page, go to
http://www.grants.gov and click "Browse Agencies" in the middle of the page and then go to
"Environmental Protection Agency" to find the EPA funding opportunities.
Helpful Hints for Submitting Documents Electronically
When submitting an electronic application via www.grants.gov, please adhere to the following to
ensure your application package is properly loaded:
Standard Form SF-424. Application for Federal Assistance
Complete the Standard Form (SF) 424 in its entirety. There are no attachments for this form. Be
sure to include your organization's fax number and email address in block 5 of the SF-424.
The organization's Dun and Bradstreet (D&B) Data Universal Number System (DUNS) number
must be included on the SF-424. The Standard Form SF-424 should appear in the "Mandatory
Documents" box on the Grants.gov Grant Application Package page. For this document, 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 completed the form, click "Save." When you return to the electronic Grant
Application Package page, click on the form you have just completed 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."
Work plan
The document should be readable in PDF or MS Word and consolidated into a single file.
You must follow all the instructions under Section IV. B, "Narrative Proposal Work-Plan." If
you do not carefully follow the instructions or if you fail to address any required element in
the proposal, it may impact your ability to secure an award under this Program.
For your proposal, you will need to attach an electronic file. Prepare your work plan as described
above in Section IV. B. 3 and save the document to your computer as an MS Word or PDF.
When you are ready to attach your proposal to the application package, click on "Project Narrative
Attachment Form," and open the form. Click "Add Mandatory Project Narrative File," and then
attach your work plan (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.
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To attach other forms and documents that may accompany your work plan, click "Add Optional
Project Narrative File" and proceed as before. When you have finished attaching the necessary
forms and documents (see Application Materials for a list of required forms/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."
Detailed Budget Narrative
You must include a detailed budget breakdown that shows how EPA funds will be specifically
used in terms of personnel, fringe benefits, travel, equipment, supplies, contractor costs, other
costs. All costs must be itemized and broken into unit costs. Your budget will be evaluated on the
reasonableness of the costs and how the budget relates to the activities in your proposal.
The document should be readable in PDF or MS Word and consolidated into a single file and be
submitted using the Other Attachments form.
Once you have completed 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 - FY15 - Assoc Prog
Supp - 1st Submission" or "Applicant Name - FY 15 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 - FY15 Assoc Prog Supp - 2nd Submission."
Once your application 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 Grants.gov.
In the "Application Filing Name" box, your AOR should enter your organization's name (abbreviate
where possible), the fiscal year (e.g., FY15), 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 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 application package again.
If the AOR continues to experience submission problems, he/she may contact Grants.gov for
assistance by phone at 1-800-518-4726 or email at http://www.grants.gov/help/help.jsp or contact
Sheritta W. Taylor at oejgrants.epa.gov or call 202.564.1771.
Application packages submitted through www.grants.gov are time/date stamped electronically. If
you have not received a confirmation of receipt from EPA (not from grants.gov) within 30 days of
the application deadline, please contact Sheritta W. Taylor at oejgrants.epa.gov. Failure to do so
may result in your application not being reviewed.
Per the updated Grants.gov submission instructions template, you need to state which forms are
mandatory and which forms are optional.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Application Submission Deadline: Your organization's AOR must electronically submit your
complete application package to EPA via grants.gov (http://www.grants.gov) no later than 11:59
p.m. EST, December 15, 2014.
Please submit all of the application materials described in Section IV. To view the full funding
announcement, go to http://www.epa.gov/compliance/environmentaljustice/grants/ej-
smgrants.html or go to http://www.grants.gov and click on "Find Grant Opportunities" on the left
side of the page and then click on Search Opportunities/Browse by Agency and select
Environmental Protection Agency.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
SECTION V - APPLICATION REVIEW INFORMATION
A. CRITERIA
Threshold Evaluation Criteria. Before an application is reviewed by a panel of EPA staff
(Review Panel), the application will be screened to ensure that it meets the Threshold
Eligibility Criteria (See Section III.B). An application will not be reviewed according to the
evaluation criteria set forth below if it does not meet the Threshold Eligibility Criteria.
Ranking Criteria. Applications meeting the Threshold Evaluation Criteria will be reviewed
and scored by the Review Panel. Each criterion has corresponding points that range from 2
points (lowest) to 25 points (highest). The score for each criterion will be based on how well
each criterion is addressed. The maximum total number of points is 100. Please note that
certain sections are given greater weight than others. The application will be scored on the
following Ranking Criteria:
Criteria
Maximum Points
per Criterion
Environmental. Public Health and Communitv Climate Resiliencv (if applicable)
15 points total
Information. The applicant will be evaluated on the ability to clearlv describe the local
issue(s) the project proposes to address and the community that is impacted. This will
be determined through the description of the following areas (Maximum of 3 points
each):
(1) The local environmental/public health and community climate resiliency(if
applicable) issue that the project seeks to address;
(2) The local environmental/public health and community climate resiliency results the
project seeks to achieve;
(3) The affected community the applicant is directly working with to address the issues
(4) How the affected community may be disproportionately impacted by environmental
harms and risks/climate change; and
(5) How the affected community will benefit from the project's intended local results.
The applicant must include relevant information such as demographics, geographic
location, and community history.
Organization's Historical Connection to Affected Communitv. The applicant will
15 points total
be evaluated on the description of the strong connection between the organization and
the affected community. In scoring this section, reviewers will consider the strength of
the organization's historical involvement with the affected community and the on-going
communications between with the affected community residents and/or organizations.
In addition, reviewers will consider the extent of the affected community's active
participation in the project and in the decision-making process. This will be
determined through the description of the following areas (Maximum of 3 points
each):
(1) History of the applicants involvement with the affected community, including
duration of involvement and circumstances that led to your involvement;
(2) How the applicant has worked with the affected community's residents and/or
organizations to address local environmental and public health issues;
(3) How the affected community's residents and/or organizations are part of the
decision-making process;
(4) How the applicant's efforts have led to increased capacity on the part of local
community-based organizations to address local environmental and public health
issues; and
(5) How the applicant will maintain and sustain an ongoing relationship with the
affected community's residents and/or organizations.
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Project Description. The applicant will be evaluated on the ability to describe the
activities the project will undertake to examine and address the environmental and
public health issue(s) and how the organization and partner(s) (if applicable) will work
together to address the local environmental and public health issue(s). The reviewers
will give more consideration to a description that is focused, succinct rather than one
that tries to address too many issues. The work plan narrative will be evaluated on the
clarity of write-up in addressing the following areas (Maximum of 5 points each):
(1) the local environmental and public health and community climate resiliency, (if
applicable) results the projects seeks to achieve;
(2) how the project will achieve these results;
(3) The role of your partner(s) (if applicable) and the affected community in addressing
the local issue(s) and how you plan to maintain and sustain these relationships;
(4) The nature of the organization, what resources it brings to the partnership, how it
has a vested interest in working with this partnership [other than just getting income],
commitments made, and specific activities it will be responsible for; and
(5) How the project is related to the qualified environmental statutes identified in your
work plan and Threshold Eligibility Form.
25 points
Organizational Capacity and Proarammatic Capability. The applicant will be
8 points total
evaluated on the ability to demonstrate how your organization has the organizational
capacity and programmatic capability to undertake this project. This will be
determined through your description of:
1) Applicant past performance in successfully completing and managing assistance
agreements similar in size, scope, and relevance to the proposed project
performed within the last 5 years and your history of meeting reporting
requirements under these agreements, and how you plan to effectively manage
and successfully complete this proposed project (5 points);
2) 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. (3 points);
In evaluating your organization for past performance purposes under this criterion,
OEJ will consider information provided by the applicant and may consider information
from other sources, including Agency files. Applicants who have no relevant or
available past performance reporting must indicate this in the narrative and will
receive a neutral score for this factor. A neutral score in this case is 4 points.
Failure to do so will result in receiving a score of 0 for this element.
Qualifications of Project Manaaer. The applicant will be evaluated on the ability to
clearly demonstrate that the PM selected to lead this project is the most qualified. This
will be determined through the description of the following:
(1) Why the PM is qualified to undertake the project; (2 points)
(2) Illustrating the PM's ties/historical connection to the community and the applicant
organization. Please include detailed descriptions of any activities that the PM has
worked on with the community and/or applicant organization. (8 points)
10 points total
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Past Performance in Reoortina on Outputs and Outcomes. Under this criterion,
applicants will be evaluated on the demonstration of prior experience in reporting
outputs and outcomes.
5 points total
This will be determined through the description of how progress is documented and/or
reported, towards achieving the expected outputs and outcomes under prior and/or
current assistance agreements, and if progress was not made towards achieving the
expected outputs and outcomes, whether the documentation and/or reports
satisfactorily explain why not.
Note: In evaluating applicants under 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 the applicant does not have any relevant or available past performance or past
reporting information, please indicate this in the proposal and the applicant will
receive a neutral score for these subfactors (a neutral score under this criteria is
2.5). If the applicant does not provide any response for these items, the
applicant may receive a score of 0 for these factors.
Detailed Budaet. The applicant will be evaluated on the reasonableness of the costs
and how the budget relates to the activities under the project. The applicant will
receive a score of "zero" for this criterion if you include costs that are restricted under
Section IV. B "Work plan (Detailed Budget)."
5 points total
Project Performance Measures/Milestones. The applicant will be evaluated on the
ability to formulate concrete, well-developed performance measures on a semi-annual
and annual basis.
1) Identification of performance measures that determine whether or not the project
meets the target(s) and are successful.
2) Measures that relate directly to the local environmental and public health. Indicate
results the project seeks to achieve.
3) The approach for determining how and whether progress is made in achieving the
expected project outcomes and outputs, (maximum of 5 points each)
15 points total
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.
2 points total
Total Maximum Points Available
100
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
B. REVIEW AND SELECTION PROCESS
All applications will be reviewed and scored under a two-step process:
1) Threshold Screening Process - All applications will be screened for Threshold Eligibility at
EPA headquarters (see Section III. B). EPA staff will screen all applications using the One-Page
Threshold Eligibility Form found in Appendix A.
2) Panel Review and Evaluation Process - All applications that meet the Threshold Eligibility
after the initial review will be forwarded to the appropriate EPA Region. (Please refer to Section
VII for a listing of EPA's ten regions and the states that they serve). Each region will convene a
panel to review, score and rank the applications based on the Ranking Criteria (see Section V. A
2) published in this RFA.
Applications will not be scored against any unpublished criteria. After the individual projects are
reviewed, scored and ranked, the Director of the Office of Environmental Justice will make the
final selection. EPA reserves the right to reject all applications and make no awards under this
announcement.
C.OTHER FACTORS
In addition to the evaluation criteria, the Director of the Office of Environmental Justice may
consider the following factors in making the final funding decisions: (1) national program priorities
and (2) the availability of funds.
D. ANTICIPATED ANNOUNCEMENTS AND AWARD DATES
Below is a tentative schedule of important dates for the EJSG Program. Please note dates are
tentative and subject to change.
Date
Activity
September 15, 2014
EJSG Program is announced and published.
December 15, 2014
Applications must be date-stamped by courier service, postmarked by
U.S. Postal Service, or submitted through grants.gov by 11:59 p.m. (EST),
December 15, 2014.
Applications received after this date will not be reviewed.
January 2015
Staff at EPA headquarters will review applications for Threshold Eligibility
Criteria.
January 2015
Letters to ineligible applicants will be sent. Letters will provide brief
explanations on the reason(s) for ineligibility. Ineligible applicants must
request a debriefing within 15 days of receipt of the correspondence
February -March 2015
EPA Review Panel reviews, scores, and ranks all eligible applications.
March 2015
EPA will make the final selections for awards. All applicants will be
notified of the selection results by mail/email.
Summer 2015
The Director of EPA's Office of Environmental Justice will release a
national announcement of the recipients.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
SECTION VI - AWARD ADMINISTRATION INFORMATION
A. AWARD NOTICES
EPA anticipates notification of selected finalists will be made via telephone or electronic or postal
mail by June 2015. The notification will be sent to the original signer of the proposal or the project
contact listed in the proposal. This notification, which informs the applicant that its proposal has
been selected and is being recommended for award, is not an authorization to begin work. The
successful applicant may be requested to submit a final proposal and additional application forms
which must be approved by EPA before the grant can officially be awarded. The award notice,
signed by an EPA grants officer, is the authorizing document and will be provided through
electronic or postal mail. Funds will be available after receipt of the award notice. The time
between notification of selection and award of a grant can take up to 90 days or longer.
Once applications have been recommended for funding, EPA will notify the finalists and request
any additional information necessary to complete the award process. The finalists will be required
to complete additional government application forms prior to receiving a grant, such as the EPA
Form SF-424B (Assurances - Non-Construction Programs). The Federal government requires all
grantees to certify and assure that they will comply with all applicable Federal laws, regulations,
and requirements.
Unpaid Federal Tax Liabilities and Felony Convictions for Non-Profit and For-Profit Organizations
Awards made under this announcement are subject to the provisions contained in the
Consolidated Appropriations Act, 2014, Public Law 113-76, Division G, Title IV, Sections 422 and
423 regarding unpaid federal tax liabilities and federal felony convictions, which have been
included in prior appropriations acts also. These provisions (and the prior ones) prohibit EPA from
awarding funds made available by the Act (and the prior appropriations acts) 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 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, based on these tax liabilities or convictions, and determined that
such action is not necessary to protect the Government's interests. Non-profit or for-profit
organizations that are covered by these prohibitions are ineligible to receive an award under this
announcement.
B. ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS
A listing and description of general EPA regulations applicable to the award of assistance
agreements may be viewed at: http://www.epa.gov/ogd/grants/regulations.htm.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
System for Award Management (SAM) and Data Universal Numbering System (DUNS)
Reguirements
Unless exempt from these requirements under OMB guidance at 2 CFR Part 25(e.g., individuals),
applicants must:
1. Be registered in SAM prior to submitting an application or proposal under this announcement.
SAM information can be found at https://www.sam.gov/portal/public/SAM/.
2. 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
3. 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.
Please note that the CCR has been replaced by the System for Award Management (SAM). To
learn more about SAM, go to SAM.gov or https://www.sam.gov/portal/public/SAM/.
Subaward and Executive Compensation Reporting
Applicants must ensure that they have the necessary processes and systems in place to comply
with the subaward and executive total compensation reporting requirements established under
OMB guidance at 2 CFR Part 170, unless they qualify for an exception from the requirements,
should they be selected for funding.
C. REPORTING
Progress Report
The Project Manager will be required to submit semi-annual progress reports for the duration of
the agreement to update the EPA Regional Project Officer. Project manager will also be required
to have quarterly meetings with the EPA Regional Project Officer.
Final Report Reguirement
The Project Manager must submit a Final Technical Report for EPA approval within 90 days after
the end of the project period. A draft of this report should be submitted within sixty (60) days after
the end of the project period. A Financial Status Report is also required and will be described in
the award agreement. The EPA may collect, review, and disseminate those final reports that can
serve as models for future projects. Many applicants may find it useful to document their progress
using various media. This may include, but not limited to the use of videos, blogs and other forms
of social media.
Quality Assurance Project Plans (QAPP)
Quality assurance is sometimes applicable to assistance projects (see 40 CFR 30.54 and 40 CFR
31.45). Quality assurance requirements apply to the collection of environmental data.
Environmental data are any measurements or information that describe environmental processes,
location, or conditions; ecological or health effects and consequences; or the performance of
environmental technology.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Environmental data include information collected directly from measurements, produced from
models, and compiled from other sources, such as databases or literature. Once the award is
made, if a Quality Assurance Project Plan is required for the project, the applicant will have to
draft a QAPP prior to beginning work on the project.
You must reserve time and financial resources in the beginning of your project in order to prepare
your QAPP and include the cost for developing your QAPP in your Detailed Budget. Selected
applicants cannot begin data collection until EPA approves the QAPP.
D. COMPETITION DISPUTE RESOLUTION
Any applicant deemed ineligible as a result of an application that did not meet the conditions
required under the Threshold Eligibility Criteria (see Section III. B and Section V. A.) will be
notified of the reason for ineligibility no later than 15 calendar days from the date of completion of
the Threshold Eligibility Review. The applicant will have 15 calendar days from the date of the
notification to request a debriefing on the decision. Responses can be sent via e-mail, postal, or
courier but must be dated within the 15 calendar day period for dispute resolution.
Assistance agreement competition-related disputes will be resolved in accordance with the
dispute resolution procedures published in 70 FR (Federal Register) 3629, 3630 (January 26,
2005) which can be found at: http://www.epa.gov/ogd/competition/resolution.htm.
Copies of these procedures may also be requested by contacting Sheritta W. Taylor at (202) 564-
1771 oroejgrants.epa.gov
E. 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.
F. NON-PROFIT AWARD 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, depending on the size of the award, may 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.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
G. 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.
H. 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. 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.
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.
SECTION VII - AGENCY CONTACTS
For further information about this grant program, please contact the following:
Courier/Delivered Address
U.S. Postal Service Address
Sheritta W. Taylor
U.S. EPA/Office of Environmental Justice
1200 Pennsylvania Avenue NW
Room 2224H
Washington, DC 20004
Phone: 202-564-1771
E-mail: oejgrants@epa.gov
Sheritta W. Taylor
U.S. EPA/Office of Environmental Justice
Mail Code 2201A
Washington, DC 20460
Phone: 202-564-1771
E-mail: oejgrants@epa.gov
Questions must be submitted in writing via e-mail to oeigrants.epa.gov before December 5, 2014.
Questions and answers will be posted until the closing date of this announcement at the OEJ
Grants/Funding webpage. http://www.epa.gov/environmentaliustice/grants/ei-smgrants.html.
The names on the following pages reflect the contact person(s) in each region and the states for
which the region serves.
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Region
Contact Information
Region 1:
USEPA Region 1 (RAA)
5 Post Office Sq.
Connecticut
Suite 100 (ORA 19-1)
Maine
Boston, MA 02109
Massachusetts
New Hampshire
Primary Contact:
Rhode Island
Jeffrey Norcross
Vermont
(617) 918-1839
norcross. ieffrev(®.eDa.aov
Region 2:
USEPA Region 2
290 Broadway, 26th Floor
New Jersey
New York, NY 1007
New York
Puerto Rico
Primary Contact:
U.S. Virgin Islands
Derval Thomas
(212) 637-3577
thomas.derval(®eDa.aov
Secondary Contact:
Tasha Frazier
(212) 637-3861
frazier.tasha@eDa.aov
Region 3:
USEPA Region 3 (3DA00)
1650 Arch Street
Delaware
Philadelphia, PA 19103-2029
District of Columbia
Maryland
Primary Contact:
Pennsylvania
Reginald Harris
Virginia
(215) 814-2988
West Virginia
harris.reaaie@eDa.aov
Region 4:
USEPA Region 4
61 Forsyth Street
Alabama
Atlanta, GA 30303-8960
Florida
Georgia
Primary Contact:
Kentucky
Deborah Carter
Mississippi
(404) 562-9668
North Carolina
carter.deborah(®eDa.aov
South Carolina
Tennessee
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Region 5:
USEPA Region 5 (DM7J)
77 West Jackson Boulevard
Illinois
Chicago, IL 60604-3507
Indiana
Michigan
Primary Contact:
Minnesota
Lara Lasky
Ohio
(312) 353-5614
Wisconsin
laskv.lara@eDa.aov
Region 6:
USEPA Region 6
Fountain Place, 13th Floor
Arkansas
1445 Ross Avenue (RA-D)
Louisiana
Dallas, TX 75202
New Mexico
Oklahoma
Primary Contact:
Texas
Tressa Tillman
(214) 665-2261
tillman.tressafo),epa.gov
Secondary Contact:
Israel Anderson
(214) 665-3138
anderson.israel(®eDa.aov
USEPA Region 7
Region 7:
901 North 5th Street (RGAD/ECO)
Kansas City, KS 66101
Iowa
Kansas
Primary Contact:
Missouri
Brendan Corazzin
Nebraska
(913) 551-7429
corazzin. brendan@eDa.aov
Secondary Contact:
Althea Moses
(913) 551-7649
moses.althea@eDa.aov
Region 8:
USEPA Region 8 (8ENF-EJ)
1595 Wynkoop
Colorado
Denver, CO 80202-2466
Montana
North Dakota
Primary Contact:
South Dakota
April Nowak
Utah
(303) 312-6528
Wyoming
nowak.aDril@eDa.aov
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
Region 9:
USEPA Region 9 CED-1
75 Hawthorne Street
Arizona
San Francisco, CA 94105
California
Hawaii
Primary Contact:
Nevada
Andrea Manion
American Samoa
(415) 947-4184
Guam
manion.andrea@eDa.aov
Secondary Contact:
Deldi Reyes
(415) 972-3795
reves.deldi(®eDa.aov
Region 10:
USEPA Region 10 (CRE-164)
1200 Sixth Avenue
Alaska
Seattle, WA 98101
Idaho
Oregon
Primary Contact:
Washington
Sheryl M. Stohs
(206) 553-0250
stohs.shervl(®.eDa.aov
Secondary Contact:
Running Grass
(206)553-2899
Grass. runnina@.eDa.aov
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Office of Environmental Justice Small Grants Program Application Guidance FY 2015
SECTION VIII - OTHER INFORMATION
See appendices on following pages
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APPENDIX A
EJSG One-page Threshold Eligibility Form
This form will be used primarily to determine if you meet all the eligibility requirements. You must
address the following areas:
1) Applicant Eligibility. Incorporated non-profit organizations including, but not limited to,
environmental justice networks, faith based organizations and those affiliated with religious
institutions; federally recognized tribal governments; or tribal
organizations ~
My organization is located within the same region, territory, commonwealth, or tribe that the
proposed project will be located (identify) ~
In addition, eligible applicants must demonstrate that they have worked directly with the affected
community.
The following entities are INELIGIBLE to receive a grant. However, we encourage partnerships
with these organizations for technical assistance:
colleges and universities;
hospitals;
state and local governments and their entities;
quasi-governmental entities (e.g., water districts, utilities)*;
national organizations and chapters of the aforementioned organizations**;
non-profit 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;*** and
Organizations acting only as "fiscal agents"
• * Generally, a quasi-governmental entity is one that: (1) has a close association with the
government agency, but is not considered a part of the government agency; (2) was
created by the government agency, but is exempt from certain legal and administrative
requirements imposed on government agencies; or (3) was not created by the government
agency but performs a public purpose and is significantly supported financially by the
government agency.
• ** National organizations are defined as comprising of one centralized headquarters or
principal place of business that creates and controls the mission, structure and work
carried out by its chapters or affiliates.
• *** Funds awarded under this announcement may not be used to support lobbying activities
or any activities related to lobbying or the appearance thereof.
Page lof 2
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2) Qualified Environmental Statutes. Below is a list of qualified environmental statutes. Each
project, including projects addressing community climate resiliency, must include
activities related to at least one of the Qualified Environmental Statutes listed under Section
I.C. Any failure to clearly and conclusively identify and cite at least one of the federal statutes
in your work plan may result in your project not being considered for award.
• Clean Water Act, Section 104(b) (3) ~
• Safe Drinking Water Act, Section 1442(b)(3) ~
• Solid Waste Disposal Act, Section 8001(a) ~
• Clean Air Act, Section 103(b) (3) ~
• Toxic Substances Control Act, Section 10(a) ~
• Federal Insecticide, Fungicide, and Rodenticide Act, Section 20(a) ~
• Marine Protection, Research, and Sanctuaries Act, Section 203 ~
3) Eligible Activities. The project must carry out eligible activities under one of the above
referenced environmental statutes. Explain how the project is tied to the local environmental,
public health and community climate resiliency (if applicable) issue in the affected community
(see Section I.C).
Proposed projects must not be used for the purposes of routine program
implementation, implementation of routine environmental protection restoration
measures, or completion of work which was to have been completed under a prior ~
grant
4) Required Documents. Use this checklist to ensure that you have submitted all required
documents.
• EJSG One-Page Threshold Eligibility Form ~
• SF-424, Application for Federal Assistance (Form in Appendix B) ~
• Key Contacts Form (Form in Appendix C) ~
• Work plan (Optional template in Appendix D) ~
• Detailed Budget (Template and example in Appendices E and F) ~
• Performance Measures (Template and example in Appendices G and H) ~
• Resumes of the PM and Other Key Personnel ~
• Quality Assurance Project Plan Questionnaire (Appendix I) ~
• Proof of Nonprofit Status ~
Page 2of 2
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APPENDIX B OMB Number: 4040-0004
Expiration Date: 03/31/2012
Application for Federal Assistance SF-424
Version 02
*1. Type of Submission:
*2. Type of Application * |f Revision, select appropriate letter(s)
~ Pre application
~ New
~ Application
~ Continuation
*Other (Specify)
~ Changed/Corrected Application
~ Revision
3. Date Received: 4.
Applicant Identifier:
5a. Federal Entity Identifier:
*5b. Federal Award Identifier:
State Use Only:
6. Date Received by State:
7. State Application Identifier:
8. APPLICANT INFORMATION:
*a. Legal Name:
*b. Employer/Taxpayer Identification Number (EIN/TIN):
*c. Organizational DUNS:
d. Address:
*Street 1:
Street 2:
*Citv:
Countv:
*State:
Province:
*Countrv:
*Zip / Postal Code
e. Organizational Unit:
Department Name:
Division Name:
f. Name and contact information of person to be contacted on matters involving this application:
Prefix:
*First Name:
Middle Name:
*Last Name:
Suffix:
Title:
Organizational Affiliation:
Telephone Number:
Fax Number:
*Email:
Page 1 of 6
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OMB Number: 4040-0004
Expiration Date: 03/31/2012
Application for Federal Assistance SF-424
Version 02
*9. Type of Applicant 1: Select Applicant Type:
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
*Other (Specify)
*10 Name of Federal Agency:
11. Catalog of Federal Domestic Assistance Number:
CFDA Title:
*12 Funding Opportunity Number:
Title:
13. Competition Identification Number:
Title:
14. Areas Affected by Project (Cities, Counties, States, etc.):
*15. Descriptive Title of Applicant's Project:
Page 2 of 6
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OMB Number: 4040-0004
Expiration Date: 03/31/2012
Application for Federal Assistance SF-424
Version 02
16. Congressional Districts Of:
*a. Applicant: *b. Program/Project:
17. Proposed Project:
*a. Start Date: *b
End Date:
18. Estimated Funding ($):
*a. Federal
*b. Applicant
*c. State
*d. Local
*e. Olher
*f Program Income
*g. TOTAL
*19. Is Application Subject to Review By State Under Executive Order 12372 Process?
f~l a. This application was made available to the State under the Executive Order 12372 Process for review on
~ b. Program is subject to E.O. 12372 but has not been selected by the State for review.
~ c. Program is not covered by E. O. 12372
*20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes", provide explanation.)
~ Yes ~ No
21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply
with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject
me to criminal, civil, or administrative penalties. (U. S. Code, Title 218, Section 1001)
~ ** I AGREE
** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or
agency specific instructions
Authorized Representative:
Prefix: *First Name:
Middle Name:
*Last Name:
Suffix:
Title:
Telephone Number:
Fax Number:
* Email:
*Signature of Authorized Representative:
*Date Signed:
Authorized for Local Reproduction Standard Form 424 (Revised 10/2005)
Prescribed by OMB Circular A-102
Page 3 of 6
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OMB Number: 4040-0004
Expiration Date: 03/31/2012
Application for Federal Assistance SF-424 Version
02
*Applicant Federal Debt Delinquency Explanation
The following should contain an explanation if the Applicant organization is delinquent of any Federal Debt.
Page 4 of 6
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INSTRUCTIONS FOR THE 5F-424
Public reporting burden for this collection of infawiajion is. estimated Id average 80= minutes per response, including time for reviewmg instructions, searching
existing data sources, §attiaring aid maintaining tie data needed, and completing and reviewing the collection of infarma&wt. Send comments 'regarding fee
twrelen estimate or any other aspect of this cotiesion of information. including suggestions for reducing this iwrcten, to the Office of Management and. Budget,
Paperwork Reduction Project (0348-01143), Washington. DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND B*J0GET SEND :IT TO THE ADDRESS PROVIDED
BY TOE SPONSORING AGENCY.
This is a. standard Sum (inchidiD£ She continuation sheet) required Car « as a com M for submission of preappications sail applications and
titatMt infonoBtios anisi discretionary programs. Sane of the items are repini and some tie optfeul at the discretion of the applicant or the Federal
agemcy (agency), Required stems ut identified with so istsiisk on. lie form rod are specified in (be iusttuctMns beiow. la addition to the instmctioas
provided Ixlewr, applicants must consult agency insttuctiora So ietsimiae specific: reqaHismeais.
Item
Entry;
Item
Entry:
1.
Type of Submission; (Required): Select one type ofsubmrss c -n
accordance with agency instructions.
¦ : ¦
* Application
» C *angec C >"* 3ted Application' - If requested by the agency, check
if this submission its to otoiif e or correct a pmrioosly submitted
application. Unless requested by the agency, applicants may not
use this to submit changes after the closing date.
10-
lame Of Federal Agency: (Required} Enter fhe name of the
Federal agency ton «Moh assistanee .is being requested with
Ibis application.
11.
Catalog Of Federal Domestic Assistance- Number/Title:
Eriier the Catalcf of Federal Dwsesic Assistance wnba ami:
tie of the program under which assistance is requested, as
found in ihe program amwiinoeire" 's:z ;a.: i
2.
Type of Application: (Required) Select one type of application in
accordance with agency instructions.
• Mew - An application that is being submitted to an agency for She
first time.
» GonMaSoft - An -eitension for an additional fundingftudget period
for a prefect with a projected romp-Wort date. This can include
rersw's,
« Revision - Any change in tie Federal Government's I»his
OS).
18.
Is Application Subject to Review by State lln-der Executive
Order 12312 Process? Applicants should contact.'Ihe State.
Smfie resini of Con-tact {SPOC) for Federal Executive Order
123-72 to determine whether i»e appliealion is siiifecl to the
•. Orfaniiattafial UnB; Enter the name of Ihe primary orgarezatMial
wnit (and .department or iiiision, if appfcafcSel that w# indartate •»
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assistance activity, V applicable..
State intergovernmental; review process. SeSect the
appropriate bo*. If "a." is selected, enter the asm me
•oa-amon was submitted toft* Slate
f. Name ami contact information of person to be contacted: on
matters involving this application: Biter Ac name (First and last name
required), organization^ affiliation fif affiliated wish an organization other
ton «* appfcanl organization 5, telephone number (Required}, fax
5c. --.t-i c-:hr :: :*
matters related to Shis jtoMsrion.
2D.
Is the Applicant Delinquent on any FrM Debt?
Required) Select fse appropriate to*.. This question applies to
the applicant organization, not the person who signs as the
authorized representative. Categories of debt include
delinquent audit disasowances, bans and tees.
If yes, include an explanation on 'the continuation sheet
8.
Type of AfpSeant (Required)
Select up to three applicant type{s} in accordance wife; agency
instructions.
21.
Authorized Representative: (RequiireelJ To be signed and
dated toy the authorised representative of the applicant
organization. Enter the name (Firsi and last name required)
tie (Required), telephone number (Required), fa* number,
and email address (Required) of fie person authorized to sign
far the applicant
ft copy of fce governing body's authorizafafi for you to slfn
this application as the official representative must be on lie in
8» applicant's offse. {Certain Federal agencies may require
8wt fcts authorization be submitted as part of the application.)
A. Slats Government
B. County Government
C. G% or T wmship Government
0. Special DisSriel GnHmiM
E. Regional Organization
F. U.S. T«ci»y or Possession
G. Independent School District
H. FtfhfeStaie Controlled
faslihifen: of Higher Education
I Indian/Natwe American Tribal
Government (Federaly
-e::zi:¦
J. tadianMaiw American T ribal
Government (Other than
Federally Recognized)
R. todiarti'Matiw American
Tribair/ Oas.|pat&s
Organization
L. Puii»tfs?lnilBin Housing
Authority
M. Nonprofit with 501C3 1RS
Status {Othef tan Inslilutwi
of Higher Education)
M Nenprofiil without 80IC3 IRS
Statys {Other tan Institution
of Higher Education)
0. Private Mrfon of Hifher
Education
P. Inahridual
Q. Far-Profit Organization
(Other than Small Bostons)
R. Small Business
S, Hispanie-sermBfl losliluficjfi
T. Historically Black Coieges
and UWmrsWbs fHBCUs}
U. TribaBy Controlled Colleges
and Universities (TCC-Us)
V. Alaska Native and Nat*
Hawaiait Serving Institutions
W. Man-domesiio f non-US)
Entity
X. Other (specify)
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APPENDIX C
Form Approved OMB No: 2030-0020
KEY CONTACTS FORM
Authorized Representative: Original awards and amendments will be sent to this individual for
review and acceptance, unless otherwise indicated.
Name:
Title:
Complete Address:
Phone Number
Payee: Individual authorized to accept payments.
Name:
Title:
Mail Address:
Phone Number:
Administrative Contact: Individual from Sponsored Program Office to contact concerning
administrative matters (i.e., indirect cost rate computation, rebudgeting requests etc.)
Name:
Title:
Mailing Address:
Phone Number:
FAX Number:
E-Mail Address:
Project Manager: Individual responsible for the technical completion of the proposed work.
Name:
Title:
Mailing Address:
Phone Number:
FAX Number: _
E-Mail Address:
Web URL:
EPA Form 5700-54 (Rev 4-02)
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APPENDIX D
EJSG Work plan Template (Optional)
A. Project Title and Project Purpose Statement (approximately 1/2 page)
[ADD NARRATIVE HERE]
B. Environmental. Public Health and community climate resiliency (if applicable)
information about the affected community
(approximately half page to 1 and one-half pages)
[ADD NARRATIVE HERE]
C. Organization's Historical Connection to the Affected Community (approximately
1 page)
[ADD NARRATIVE HERE]
D. Project Description (approximately 4 to 5 pages)
[ADD NARRATIVE HERE]
E. Organizational Capacity and Programmatic Capability (approximately 1/2 page)
[ADD NARRATIVE HERE]
F. Qualifications of the Principal Investigator or Project Manager (PI/PM)
(approximately 1 page)
[ADD NARRATIVE HERE]
G. Past Performance in Reporting on Outputs and Outcomes (approximately 1/2
Page)
H. Quality Assurance Project Plan (QAPP) Information (1 to 2 sentences)
[ADD NARRATIVE HERE]
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APPENDIX E
EJSG Budget Detail Template (Optional)
Description
Total
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Contractual
Construction
Other
$30,000
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EJSG Detailed Budget Example
APPENDIX F
Description
Total
Personnel
¦ Project Manager @ $35,000 annual
salary X 10% of time on project =
$3,000 per year
¦ Outreach worker @ $25,000 annual
salary X 20% of time on project =
$5,000
¦ Community support leader @
$20,000 annual salary X 15% =
$3,000
$16,000
Fringe Benefits
¦ Project Manager 15% of salary
(includes medical, dental, life
insurance) = $450 per year
¦ Outreach worker 10% of salary
(includes medical, dental, life
insurance) = $500
¦ Community support leader 10% of
salary (includes medical, dental, life
insurance) = $500
$1,250
Travel
¦ Local mileage for Project Manager for
partner meetings: 25 miles @
$0.30/mi. X 16 meetings = $120.00
¦ Local mileage for Outreach worker for
community outreach efforts: 10 miles
@ $0.30/mi. X 30 times X 12 months
= $1,080
¦ Travel to 2 regional seminars: Per
diem - $30 per day X 2 days = $60;
Airfare = $1,360
$2,560.00
Equipment (purchase
greater than $5,000)
¦ None
$0
Supplies
¦ 20 reams of copy paper @ $4.00 for
outreach materials = $80
¦ Laptop computer for Outreach worker
to work off-site on community $1,500
¦ Miscellaneous supplies for staff on
this project = $1,500
$3,080
Contractual
¦ Bookkeeper/Accountant $10/hr @ 3
hrs/week @ 52 weeks = $1,560
$1,560
Construction
¦ None
0
Other
¦ Sub-grant = $4,050
¦ Outreach materials/Postage = $1,500
$5,550
$30,000
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Appendix G
EJSG Logic Model Template for Performance Measures/Milestones
PROJECT TITLE:
Semi-Annual
(six months after
beginning of
nrniertl
Annual
Resources/Inputs
Activities
Outputs
Outcomes
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Appendix H
Sample of Performance Measures/Milestones
Creating Partnerships to Develop Inter-agency Air Quality Guidance
Semi-Annual
(six months after
beginning of
project)
Annual
(at the end of
the project)
Resources/Inputs
Activities
Outputs
Outcomes
¦ Staff time
¦ In-kind contributions
¦ Additional grants
¦ Volunteers
¦ Partnering
Organizations
¦ Identify potential partners
in city, county, state
government, public health
office, universities to draft
and implement air quality
guidance
¦ Partner meetings to
discuss how to formulate
an interagency air quality
guidance
DeveioDina a
comprehensive
understanding
8 meetings on quarterly
basis to formulate air
quality guidance
Draft air quality guidance
Creatina Partnerships
Increase # of various
stakeholders participating to
address issues concerning air
quality
Educatina the Communitv
Increase in # of stakeholders
who are informed of the
immediate impacts of poor air
quality in target community
Increase in # of residents who
participate in the partner
meetings
¦ Staff time
¦ In-kind contributions
¦ Additional grants
¦ Volunteers
¦ Partnering
Organizations
¦ Conduct door knocking to
solicit resident support and
input
¦ Generate report and
brochures on air quality
data
Educatina the
Communitv
Create one report on the
status of air quality, 4
brochures on specific
neighborhood data
Reach 250 residents in
community through door
knocking
Disseminate report and
brochures to 250 residents
Educatina the Communitv
Increase in # of residents aware
of air quality issues in
community
Increase in # of residents
actively participating in the
project
Improved air quality
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Office of Environmental Justice Small Grants Application Guidance FY 2015
APPENDIX I
Office of Environmental Justice
Quality Assurance Project Plan Requirement (QAPP)
Check Yes or No for each of the items provided below as it applies to your specific project.
1. Your project will involve the collection of groundwater, soil, sediment, surface water, air, biota or fauna
samples for chemical or biological analysis.
Yes ~ No ~
2. Your project will use existing computer databases containing analytical data or personal information
previously collected.
Yes ~ No ~
3. Your project will use existing historical research pertaining to this project or proposal.
Yes ~ No ~
4. Your project will implement deed searches for current property or site.
Yes ~ No ~
5. Your project will conduct medical records search for the population covered in the grant.
Yes ~ No ~
6. Your project will compile meteorological data to determine weather trends or air mixing trends.
Yes ~ No ~
7. Your project will use existing statistical studies or will conduct these studies as part of the project.
Yes ~ No ~
8. Your project will create a new database based on the information gathered.
Yes ~ No ~
9. Your project will use this information for litigation purposes.
Yes ~ No ~
10. Your project will use this information to make recommendations on environmental decisions.
Yes ~ No ~
(Continued on Next Page)
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Office of Environmental Justice Small Grants Application Guidance FY 2015
If you answered YES to any of the items listed above, you are REQUIRED TO SUBMIT a
Quality Assurance Project Plan in accordance with EPA Requirements and an approved QAPP
must be in place prior to the initiation of activities. You will be contacted with information on how to
prepare your QAPP. In the meantime you can visit the website
http://www.epa.gov/ogd/grants/assurance.htm which provides guidance on what must be
submitted for grants/cooperative agreements.
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Office of Environmental Justice Small Grants Application Guidance FY 2015
APPENDIX J
TIPS ON PREPARING AN ENVIRONMENTAL JUSTICE
GRANT APPLICATION
This information is intended to help you put together a competitive proposal for the
Environmental Protection Agency's (EPA) Environmental Justice Small Grants Program. Please
read the Application Guidance carefully - this document is intended to enhance not replace the
official guidance.
> Target your audience carefully
Identify a specific group or community to work with to develop a program that will give the
highest return for your dollars invested.
> Build partnerships and alliances
You are strongly encouraged to enlist project involvement from community groups with similar
or related goals and secure their commitment of services and/or dollars. Be sure to document
this by obtaining letter(s) of commitment for your application. Initiate the partnerships early in
your planning, since building alliances can take time and effort.
> Do some homework
Allow time to review the literature on environmental justice issues both within EPA and the
community you work in or with. Find out what materials exist on the subject and the procedures
you are planning to include in your work plan. Use this information to back up your project plans
or to explain how your group activities are unique and/or creative.
> Develop a project evaluation technique
Define as carefully and precisely as possible what you want to achieve with this project and how
you will test its success. Ask yourself: "what do you expect to be different once the project is
complete?" Outline a plan you will use to measure the success of your activities/project.
> Develop a timeline or project accomplishment schedule
List the major tasks that you will complete to meet the goals of the project. Break these broad
goals into smaller tasks and lay them out in a schedule over the twelve months of the grant
period. Determine and identify in the proposal the total estimated cost for each task. You may
estimate this cost by the number of personnel, materials, and other resources you will need to
carry out the tasks.
> Stay within the format
This makes it easier for the reviewer to read and therefore, understand your work plan. Please
refer to the application requirements (pages X-X).
> Communicate the nature of your project accurately, precisely, and concisely.
Describe exactly what you propose to do, how you are going to do it, when you are going to do
it, who will benefit, and how you will know you are successful. Indicate not only what you
propose but what expertise your group has for completing the project (include resumes).
COMMON STRENGTHS
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Office of Environmental Justice Small Grants Application Guidance FY 2015
• Project proposal developed solidly from within the community
• Broad based community support for a project that has the potential to positively affect
local people
• Project identifies established community advisory board or community group who will be
involved in the project
• Good partnership with industry, community, and environmental groups. Good
coordination with a variety of community groups
• Proposal does a good job of outlining a complex problem and approach to solving it -
does not overlook any major issues or key players
• Clear identification and background description of population to be served
• Proposal identifies specific outputs, target accomplishments, and estimated budgets for
each goal, and target dates for completion
• Proposed project builds on existing projects or programs
• The scope of the project can be completed in a funding year
• Proposal clearly describes how the project will achieve the program goals outlined on
pages x and x of the application guidance
• Proposal includes innovative ideas and creative thinking about how to motivate and
involve youth in the communities where they live
• Proposal includes honest discussion of challenges involved
COMMON WEAKNESSES
• Application did not include information specifically requested in the application guidance
• Community members do not appear to be an integral part of the project planning
process
• Not specific enough about what EPA funds will be used for
• Applicant is not a non-profit organization (see application guidance page 2)
• Program may be too ambitious for one year
• Project funds conferences or dialogues to discuss EJ issues but does not fund activities
that make direct changes in a community
• Immediacy of need is not established
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Office of Environmental Justice Small Grants Application Guidance FY 2015
• Methods of evaluating the success of the project unclear
• Failure to mention other groups that applicant will work with or to secure letters of
commitment
• Proposal seeks support for developing general environmental program with little mention
of environmental justice issues. The link between goals of EPA's environmental justice
program and the project is not clearly stated
• Discussion of overall mission and goals of the organization but not enough detail on how
the specific project and activities will help achieve the goals
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Office of Environmental Justice Small Grants Application Guidance FY 2015
APPENDIX K
GUIDANCE ON LOBBYING RESTRICTIONS
The purpose of this guidance is to remind nonprofit organizations, universities, and other non-
government recipients of EPA grants2 that, with very limited exceptions, you may not use
Federal grant funds or your cost-sharing funds to conduct lobbying activities. The restrictions on
lobbying are explained in Office of Management and Budget (OMB) Circular No. A-21, "Cost
Principles for Educational Institutions," 61 Fed. Reg. 20880 (May 8, 1996),3 and OMB Circular
No. A-122, "Cost Principles for Nonprofit Organizations; 'Lobbying' Revision," 49 Fed. Reg.
18260 (April 27, 1984). As a recipient of EPA funds, you must be aware of and comply with
these restrictions.4
Circular A-122 addresses public information service costs that do not relate to lobbying.
Attachment B to the Circular, at paragraph 36, makes allowable, with prior approval of the
Federal agency, costs associated with pamphlets, news releases and other forms of information
services if their purpose is: to inform or instruct individuals, groups or the general public; to
interest individuals or groups in participating in a service program of the recipient; or to
disseminate the results of sponsored and non-sponsored activities. The general objective of the
restrictions is to prohibit the use of appropriated funds for lobbying, publicity, or propaganda
purposes designed to support or defeat legislation. The restrictions do not affect the normal
sharing of information or lobbying activities conducted with your own funds (so long as they are
not used to match the grant funds).
Unallowable Lobbying Activities
Under Circulars A-21 and A-122, the costs of the following activities are unallowable:
(1) Contributions, endorsements, publicity or similar activities intended to influence
Federal, State or local elections, referenda, initiatives or similar processes.
(2) Direct and indirect financial or administrative support of political parties, campaigns, political
action committees, or other organizations created to influence elections. Recipients may help
collect and interpret information. These efforts must be for educational purposes only, however,
and cannot involve political party activity or steps to influence an election.
(3) Attempts to influence the introducing, passing, or changing of Federal or State legislation
through contacts with members or employees of Congress or State legislatures, including
attempts to use State and local officials to lobby Congress or State legislatures. For example,
you may not charge a grant for your costs of sending information to Members of
Congress to encourage them to take a particular action. Also prohibited are contacts with any
government official or employee to influence a decision to sign or veto Federal or State
legislation. The restriction does not address lobbying at the local level.
(4) Attempts to influence the introducing, passing, or changing of Federal or State legislation by
preparing, using, or distributing publicity or propaganda, i.e., grass roots lobbying efforts to
obtain group action by members of the public, including attempts to affect public opinion and
encourage group action. For example, the costs of printing and distributing to members of the
public or the media a report produced under a grant, if intended to influence legislation, are
unallowable.
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Office of Environmental Justice Small Grants Application Guidance FY 2015
(5) Attending legislative sessions or committee hearings, gathering information about legislation,
and similar activities, when intended to support or prepare for unallowable lobbying.
Exceptions
There are three exceptions to this list of unallowable lobbying activities in Circulars A-21 and A-
122. These exceptions do not necessarily make the cost of these activities allowable; they make
the costs potentially allowable. Allowability will be determined based on whether the costs in a
particular case are reasonable, necessary, and allocable to the grant.
The first exception is for technical and factual (not advocacy) presentation to Congress, a
State legislature, member, or staff, on a topic directly related to performance of the grant, in
response to a request (not necessarily in writing) from the legislative body or individual. For
requests that are not made in writing, recipients should make a note for their files documenting
the requests. The information presented must be readily available and deliverable. Costs for
travel, hotels, and meals related to the presentation are generally unallowable unless related to
testimony at a regularly scheduled Congressional hearing at the written request of the
chairperson or ranking minority member of the congressional committee. The second exception
is for actions intended to influence State legislation in order to directly reduce the actual cost of
performing the Federal grant project or to protect the recipient's authority to perform the project.
The exception does not apply to actions intended merely to shift costs from one source to
another. For example, in response to Federal funding cutbacks, a Federally-funded recipient
lobbies for State funds to replace or reduce the Federal share of project costs for next year. The
cost of that lobbying activity would not be allowable because its purpose is not to directly reduce
the actual cost of performing the work but merely to shift from Federal funding to State funding.
Finally, Circulars A-21 and A-122 allow lobbying costs if they are specifically authorized by law.
Indirect Cost Rate
When you seek reimbursement for indirect costs (overhead), you must identify your total
lobbying costs in your indirect cost rate proposal so that the Government can avoid subsidizing
lobbying. This is consistent with the circulars' requirement of disclosure of the costs spent on all
unallowable activities. This requirement is necessary so that when the Government calculates
the amount of an organization's indirect costs that it will pay. It does not include the costs of
unallowable activities that the organization happens to count as indirect costs
Enforcement
In cases of improper lobbying with grant funds, EPA may recover the misspent money, suspend
or terminate the grant, and take action to prevent the recipient from receiving any
Federal grants for a certain period. Your project officer is available to handle any questions or
concerns.
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