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Grant Application Preparation

Grant Application Preparation. Nancy Reish EPA Region 8 Environmental Justice Program. How Do I Begin?. Internet http://www.grants.gov http://www.CFDA.gov http://epa.gov Newspapers Public Service Announcements Classified Life Library Federal Register

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Grant Application Preparation

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  1. Grant Application Preparation Nancy Reish EPA Region 8 Environmental Justice Program Region 8 Environmental Justice Program

  2. How Do I Begin? • Internet • http://www.grants.gov • http://www.CFDA.gov • http://epa.gov • Newspapers • Public Service Announcements • Classified • Life • Library • Federal Register • Catalogue of Federal Domestic Assistance Region 8 Environmental Justice Program Project Research Requests for Proposals (RFP) Eligible?

  3. Getting Started • Identify a clear purpose for your project • Develop a new activity or program • Improve the quality of an existing program • Establish a sustainable community involvement program • Collect data that has not been evaluated in the past or do primary data collection • . Region 8 Environmental Justice Program

  4. What’s Next? • Read Guidance • Request for Proposals • evaluation criteria • Understand goals of agency • Follow Directions • Complete ALL requirements Region 8 Environmental Justice Program

  5. Federal Announcement Sections I. Funding Opportunity II. Award Information III. Eligibility Information IV. Application & Submission VI. Award Administration VII. Agency Contact information VIII. Other Information Region 8 Environmental Justice Program

  6. Initial Application Package • Threshold Eligibility form (eligible, statutes) • Application Form (SF 424) • Key Contacts List • Activity timeline • Detailed budget • Work Plan/Proposal/Narrative • Resumes • Performance Measures (outputs/outcomes) • Non-profit status • State Single Point of Contact – early on Region 8 Environmental Justice Program

  7. Elements of a Work Plan There are five elements to your plan: • One-page summary • Introduction • Concise project description • Environmental Results • Appendices Region 8 Environmental Justice Program

  8. Elements of a Work Plan Element One – • One-page summary • A synopsis of your project proposal • Can be shorter; but not longer • Concise and compelling • What – How – When – Who • Measure of success Region 8 Environmental Justice Program

  9. Elements of a Work Plan Element Two • Introduction • Nature of your organization • Past success • Project Purpose • Community Statistics • Timeframes Region 8 Environmental Justice Program

  10. Elements of a Work Plan Element Three III. Detailed project description • Problem solving • Partnerships • Public participation • Potential impacts Region 8 Environmental Justice Program

  11. Problem Solving Identify a methodology to address the issue identified in your project • Identify successful approaches • Review past projects & literature • Determine how your project will address the concerns of the community and focus on environmental results • Determine how your target audience will be involved in problem-solving techniques • Develop timeline with milestones and associated costs Region 8 Environmental Justice Program

  12. Problem Solving Examples • Inadequate outreach to rural communities • educate and empower rural residents about environmental issues and threats to human health • Lack of coordination on issues • Provide training to improve communications among environmental and other community groups • Inadequate long-term progress • Reinvigorate a past project which has stalled Region 8 Environmental Justice Program

  13. Partnerships • Critical to success • Recognize and initiate partnerships that will add value to your project early in the planning process • Identify new relationships and existing relationships that can be strengthened • Enlist project involvement from partners and stakeholders in the affected community Region 8 Environmental Justice Program

  14. Partnerships • The Right People on Your Team • Select people or organizations that will add value to the project • Clarify key roles • Ensure long term commitment Region 8 Environmental Justice Program

  15. Public Participation • Be sure to include the public! • Develop a strategy to communicate to all stakeholders • Get input early in the process • Emphasize collective benefits, long-term activities, and positive relationships • Encourage activities that can be sustained by the community after the funding ends • Get Feedback • Be Creative! Region 8 Environmental Justice Program

  16. Potential Impacts • Identify how project will • Address specific community environmental concerns • Involve community stakeholders • Identify and address potential impacts and benefits • Evaluate actual impacts of your project Region 8 Environmental Justice Program

  17. Potential Impacts Examples • Diesel Best Practices Manual • Helps fleets reduce air toxics • Rail line research • Will assist community in planning for possible spills • Research on watershed • Will assist community in protecting drinking water Region 8 Environmental Justice Program

  18. Elements of a Work Plan Element Four - • Environmental Results • Specify what will be different once your project is completed? • New community linkages will be established • Analytical results will be available from a research project to help develop an action plan for the community • Environmental concerns identified in a study are priorities for the community's future • Improved community health and reduced exposure to risk through studies and training Region 8 Environmental Justice Program

  19. Elements of a Work Plan Element Four – • Environmental Results • Anticipated Outcomes (with targets) • Short-term • Interim • Long-term • Baseline Region 8 Environmental Justice Program

  20. Elements of a Work Plan Element Five V. Appendices • Resumes • Letters of commitment Region 8 Environmental Justice Program

  21. Quality Assurance Project Plans (QAPP) • A QAPP will be required if you are doing any type of data collection. • Primary data collection • sampling wells for water quality • Secondary data collection • bringing together data from the State Health Department, EPA, and Local Conservation District to see where data gaps need to be addressed Region 8 Environmental Justice Program

  22. Grant or Cooperative Agreement • Grant • EPA has limited involvement in the implementation of the grant • grantee is expected to contact EPA with questions or concerns, if needed • Cooperative Agreement • EPA will be directly involved in some of the tasks in the project Region 8 Environmental Justice Program

  23. D&B D-U-N-S # Required • A DUNS Number is required for all organizations who apply for grant funding from the Government. • It only takes one day to get a number. • Website: www.dnb.com • Phone #: 1-866-705-5711 Region 8 Environmental Justice Program

  24. Budget Categories • Personnel • Fringe Benefit • Travel • Equipment • Supplies • Contractual • Other/In-Kind • Indirect Cost Rate Region 8 Environmental Justice Program

  25. Sample Budget Detail I. Personnel 0.5 FTE Bilingual Community Outreach Worker at $12.00/hour $9,600.00 0.2 FTE Project Coordinator at $12.00/hr 4,600.00 14,200.00 II. Fringe Benefits at 17% 0.5 FTE Community Outreach Worker 1,632.00 0.2 FTE Project Coordinator 782.00 2,414.00 III. Local Travel at $0.26/mile 500.00 IV. Equipment 0.00 V. Supplies Projector Rental 500.00 Postage 500.00 Paper & Printing 1,800.00 2,300.00 TOTAL $19,914.00 Region 8 Environmental Justice Program

  26. Costs Allowed • Reasonable • “incurred by a prudent person” • “necessary for the operation” • Allocable • “benefits received” • Allowable • Circular, law, T&C, local regulation • Food under certain conditions Region 8 Environmental Justice Program

  27. Sub-grants & Contractors • Sub-grant • “a non-Federal entity that expends Federal awards received from a pass-through entity to carry out a Federal program, but does not include an individual that is a beneficiary of such a program. A sub-grant may also be a recipient of other Federal awards directly from a Federal awarding agency.” • Contractor • “a dealer, distributor, merchant or other seller providing goods or services that are required for the conduct of a Federal program. These goods or services may be for an organization's own use or for the use of beneficiaries of the Federal program.” Region 8 Environmental Justice Program

  28. Funding Restrictions • Grant funds CANNOT be used for: • Matching other federal grants • Construction • Furniture • Lobbying • Personal gifts (such as t-shirts, buttons, hats, etc.) • Litigation • Intervention in Federal Regulatory or Adjudicatory Proceedings (list is not inclusive) Region 8 Environmental Justice Program

  29. Common Strengths • Broad based community support • Identifies who will be involved • Good outline of a complex problem • Budget for each goal • Identifies outputs • Innovative ideas and creative thinking • Clearly describes project • Follows Request for Proposal (RFP) Region 8 Environmental Justice Program

  30. Common Weaknesses • Left out something critical • Community members not included • Not specific enough in budget • Applicant is not eligible to apply • Program is too ambitious • Activities are not appropriate for the type of grant Region 8 Environmental Justice Program

  31. Did you…? • Conduct the final quality control check • All changes have been made • All application requirements are addressed • Application materials are complete • Sign the application • Check and meet the submittal deadline Region 8 Environmental Justice Program

  32. Grant Management Region 8 Environmental Justice Program

  33. Non-Profit Mandatory Training www.epa.gov/ogd/training/index.htm • Applying for a Grant • Demonstrating Management System Capabilities • Accepting a Grant • Carrying out Grant activities • Closing the Grant Region 8 Environmental Justice Program

  34. Grant Award • Recipient and Project Manager • Dollar Amount • Project and Budget Periods • Approved Budget Breakdown • Terms and Conditions • Official Signature Page Region 8 Environmental Justice Program

  35. Grant Management • EPA will assign regional project officers to assist recipients with project management • Post-award monitoring by the EPA project officer will be conducted sometime during your grant period Region 8 Environmental Justice Program

  36. Grant Management • Discuss project budget, schedule status, final report requirements • Review project milestones • Anticipate/address potential issues (activities, schedules, outcomes) • Document agreement on any changes to project activities, schedules, or outcomes Region 8 Environmental Justice Program

  37. Reporting Requirements • Project progress reports will be specified in the terms and conditions • All recipients must submit a final report package which includes the following • Final technical report • Final Financial status report • Described in the grant award agreement Region 8 Environmental Justice Program

  38. Grant Award Process Program Requests Complete Applications from Selected Applicants Program Reviews Initial Proposals Applicants Submit Complete Applications Applicants Submit Initial Proposals Request for Initial Proposals Request for Initial Proposals Applicants Submit Complete Applications Request For Applications Request for Applications Non-Competitive Applicants Submit Complete Applications Award Recommendations White House Notification (up to 10 calendar days)* Program Review and Final Selection Grants Review Award Made Notification Withheld Congressional Notification (5 working days) Award Mailed Recipient Acceptance (within 21 calendar days of receipt) Post Award Closeout Region 8 Environmental Justice Program

  39. EPA Grant and Information Resources EPA Region 8 homepage www.epa.gov/region8/ Non-Profit Resources www.usa.gov/Business/Nonprofit Federal Grants www.grants.gov EPA Grants & Debarment www.epa.gov/ogd Region 8 Environmental Justice Program

  40. EPA Grant and Information Resources Technical Assistance to Brownfields (TAB) Projects www.epa.gov/brownfields/tools/tab_bifold.pdf Brownfields Inventory Tool (BIT) www.tab-bit.org State and EPA Targeted Brownfields Assessments www.epa.gov/brownfields/grant_info/tba Assessment, Revolving Loan Fund, and Cleanup (ARC) EPA Competitive Brownfield Grants www.epa.gov/brownfields/grant_info/index www.epa.gov/brownfields/applicat www.epa.gov/region07/cleanup/brownfields/index Region 8 Environmental Justice Program

  41. EPA Grant and Information Resources Environmental Finance Center efc.boisestate.edu/efc/ www.epa.gov/swerosps/bf/mmatters United States Department of Agriculture (USDA) grants www.rurdev.usda.gov Region 8 Environmental Justice Program

  42. Thank you!Questions? Nancy Reish Reish.nancy@epa.gov EPA Region 8 Environmental Justice Program Region 8 Environmental Justice Program

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