HomeMy WebLinkAboutSubmit a Montana Dept. of Environmental Quality Recycling Infrastructure Grant Application.pdf
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Natalie Meyer, Grants Coordinator
Anna Rosenberry, Finance Director
Chris Kukulski, City Manager
SUBJECT: Authorize the City Manager submit our Montana DEQ Recycling
Infrastructure Grant application to fund recycling bins and education material for Bozeman
School District.
MEETING DATE: December 14, 2009
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize City Manager to submit our Montana DEQ Recycling
Infrastructure Grant application to support a partnership to establish a district-wide recycling and
education program for Bozeman public schools totaling $14,580.
BACKGROUND: The American Recovery and Reinvestment Act of 2009 (ARRA) allocated
funds to the State Energy Program through the U.S. Department of Energy (DOE) to improve
energy efficiency and conservation. The Montana Department of Environmental Quality (DEQ)
oversees the State Energy Program and has allocated a portion of these funds to increase the
recycling infrastructure in Montana and increase energy efficiency through recycling programs.
The funds will be distributed by DEQ to local government entities, non-profit organizations, and
private enterprises for projects throughout the State. A total of $312,000 in funding is available
with a maximum of $25,000 awarded to each applicant. A five percent cash contribution is
required. The DEQ released their Request for Applications on November 6, 2009 and
applications are due December 15, 2009.
In an effort to coordinate efforts and identify a project that would maximize community benefits,
Natalie Meyer, Steve Johnson, and Debbie Arkell met with representatives from Montana State
University and Gallatin County. Building on the success of the City of Bozeman pilot recycling
program at Emily Dickinson, the group concluded there is an opportunity to expand recycling to
the entire Bozeman Public School District.
We have since partnered with MSU and Bozeman School District to develop the Bozeman
School District Recycling Partnership, an effort to establish and promote the first school district-
wide recycling program in Montana. The grant will be used to purchase recycling bins and totes
for all 11 Bozeman public schools. Bozeman School District will then pay the City of Bozeman
for continued recycling service. To help establish the recycling program, Montana State’s School
of Film & Photography and the Department of Education, will use grant money to develop an
13
educational recycling film and activity packet that will target elementary school students. These
materials will be used by members of Bozeman High Recycling Club to teach elementary school
students the fundamentals of recycling. The educational material will be made available to the
entire state through the Montana DEQ website. The grant application includes the following
elements:
Activity Estimated Cost:
Recycling totes & bins $5,780
MSU Film & Photography Department $ 6,300
MSU Department of Education $ 2,500
TOTAL REQUEST $ 14,580
FISCAL EFFECTS: If awarded, the Solid Waste Division will receive $5,780 in recycling
totes & bins (for use by the School District) for the cost of the five percent grant match of $729.
ALTERNATIVES: As suggested by the City Commission.
Attachments: Montana DEQ Recycling Infrastructure Grant Requirements
Report compiled on: December 9, 2009
14
MONTANA DEPARTMENT OF ENVIRONMENTAL QUALITY
REQUEST FOR APPLICATIONS
RECYCLING INFRASTRUCTURE GRANT
FROM THE U.S. DEPARTMENT OF ENERGY
UNDER THE
AMERICAN RECOVERY AND REINVESTMENT ACT
RELEASE DATE: November 6, 2009
15
2
Table of Contents
Recycling Infrastructure Grant Summary pages 3-4
General Guidelines & Instructions pages 5-8
Instructions for Grant Application Form page 9
Instructions for Grant Narrative section pages 10-12
Attachments page 13
1. Grant Application Form
2. Budget Form
3. Evaluation Form
4. Application Checklist
5. Sample Timeline
Model Contract
16
3
Recycling Infrastructure Grant Summary
Background
The American Recovery and Reinvestment Act of 2009 (ARRA) allocated funds to the State Energy
Program through the U.S. Department of Energy (DOE) to improve energy efficiency and conservation
while stimulating the economy. The Montana Department of Environmental Quality (DEQ) has allocated
a portion of these funds to increase the recycling infrastructure in Montana and increase energy
efficiency through recycling programs. The funds will be distributed by DEQ to local government entities,
non-profit organizations, and private enterprises for projects throughout the State. The DEQ will
distribute the grant funding through a competitive Request for Applications (RFA) process.
Available Funding
A total of up to $312,000 in funding is available to assist Montana recycling projects. The maximum
amount of funding per applicant is $25,000. Applicants are required to provide a cash contribution of
five percent of the requested funding.
Example of match requirement:
ARRA funding requested $ 25,000
Five percent cash contribution $ 1,250
Total project cost $ 26,250
The DEQ may elect to award less than the full amount of the ARRA funds during this solicitation and
offer a second solicitation within six months of the first.
Funding Period
Applications are due December 15, 2009. The grant period will begin no later than March 1, 2010 and
end by March 31, 2011.
Purpose
Montana’s Integrated Waste Management Plan directs that the state will recycle 19 percent of its total
Municipal Solid Waste (MSW) by 2011, and 22 percent of total MSW by 2015. A goal of the Recycling
Infrastructure Grant Program is to develop the recycling infrastructure within Montana to help
communities achieve greater recycling rates and help the state meet its recycling goals.
To be eligible for funding applicants must demonstrate that their project will increase tonnage recycled,
which will result in a measurable reduction in energy used in the manufacture of goods from raw
materials.
Recycling is difficult in Montana because of the state’s rural nature and distance to markets. It may be
beneficial for communities in a geographic region to work together to collect and transport recyclable
materials. Projects that create these types of partnerships are highly encouraged and will be given
additional points in the rating process.
There is a need for in-state markets for collected recyclables and community resources such as
equipment to collect, store and transport recyclable commodities to markets. The Montana Recycling
Infrastructure Grant program encourages innovative responses to these needs.
A goal of the recycling grant is to fund projects that will continue after the funding period has ended. A
plan for the continued operation of the project (a sustainability plan) is required as part of the application
process.
Projects that result in creation or maintenance of employment will be given additional points in the rating
process.
17
4
Projects may include an educational or promotional component. The development of educational and
promotional materials is encouraged as part of a project, but educational campaigns by themselves are
not eligible for funding.
Activities of funded projects will be publicized by DEQ during and after the funding period. A funded
project may develop components that may help other communities in Montana with recycling efforts.
These activities will be made available for use by others within the State.
Ineligibility for ARRA Grant Funds:
Grant funding may not be used for the purchase of land or vehicles. Integrated projects that include the
purchase of land or vehicles by the applicant must document that funding of these purchases remains
separate from the ARRA Funding.
None of the funds provided from the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5
may be used by any State or local government, or any private entity, for any casino or other gambling
establishment, aquarium, zoo, golf course, or swimming pool.
Davis-Bacon Requirement
Federal wage rates and related regulations apply to projects funded under this RFA. All laborers and
mechanics employed by Contractor or subcontractors shall be paid wages at rates not less than those
prevailing on projects of a character similar in the locality as determined by the Secretary of Labor of the
United States Department of Labor (DOL) in accordance with subchapter IV of chapter 31 of title 40,
United States Code (Davis-Bacon and related acts).
Contractor and subcontractors are required to obtain wage determinations from the DOL and comply with
DOL guidance and regulations implementing wage rate requirements applicable to Recovery Act funds.
Prevailing wage rates for Montana are available online at
http://www.access.gpo.gov/davisbacon/mt.html, or from the DOL.
Buy American Requirement
In accordance with Section 1605 of the American Recovery and Reinvestment Act of 2009 (ARRA) the
construction, alteration, maintenance, or repair of a public building or public work requires that all iron,
steel, and manufactured goods used in the project be produced in the United States. Recycling projects
funded as a result of this RFA may require applicants to comply with that section and applicants should,
therefore, be familiar with the terms and conditions of that section.
18
5
General Guidelines and Instructions
Eligible Applicants
• Local Government entities
• Non-profit Organizations
• Private Enterprises
Important Notes
• Only one project application per applicant may be submitted.
• An application checklist is included as Attachment 4.
• The project may not begin until a contract — Attachment 6 — is signed by both parties.
• A model contract is attached for the applicant’s review only. Do not sign and return the contract
in the application packet.
• The recipient of a funded project must submit a monthly activity report and reimbursement
request. Standard forms will be made available to funded projects.
• Grant recipients must offer public acknowledgement to the Montana DEQ and the American
Recovery and Reinvestment Act for the grant assistance.
• Projects must be completed and a final report submitted to DEQ by March 31, 2011.
Single Point of Contact
After November 17, 2009 — the date of the informational Webinar — until such time as the awarded
projects are announced, applicants must not communicate with any State staff or officials regarding this
RFA, except at the direction of Vicki Woodrow, the Procurement Officer for the RFA. Unauthorized
contact may disqualify the applicant from further consideration. The single point of contact information is:
Vicki Woodrow
1520 E. Sixth Avenue
Helena, MT 59620
P 406-841-3101
F 406-841-1804
VWoodrow@mt.gov
Schedule of Initial Events (details follow):
1. Release of Announcement and RFA…………………………………………... November 6, 2009
2. Informational Webinar…………………………………………………………...November 17, 2009
3. Questions and Answer period
Questions taken ……………………………………………………...Nov. 17 – Nov. 24, 2009
Answers posted by ………………………………………………………….December 1, 2009
4. Grant applications received by deadline………………………………….December 15, 2009
5. Applications Reviewed for Completeness…………………………………………December 2009
6. Completed Applications Forwarded to Review Team……………………………December 2009
7. Evaluation Process…………………………………………………………..Dec. 2009 – Jan. 2010
8. Final Selections………………………………………………………………………...February 2010
9. Sign Contracts and begin project.…………………………................................... March 1, 2010
10. Reporting…………………………………………………………………………. monthly and final
1. Release of Announcement and RFA
The RFA announcement will be released on November 6, 2009. This notice announces the amount of
funding available per applicant, date of the informational Webinar, application due date, anticipated date
the contracts will be awarded, and other pertinent information specific to the grant cycle. The letter will be
sent electronically to the recycling distribution lists maintained in the Energy & Pollution Prevention
Bureau of DEQ.
The RFA Application Packet will be available on November 6, 2009 on these sites:
http://deq.mt.gov/Recovery/energy/energy.asp
19
6
http://svc.mt.gov/gsd/OneStop/SolicitationDefault.aspx
A paper copy of the application can be requested by contacting Marilyn Johnson at MJohnson4@mt.gov
or 406-841-5202.
Hold questions until November 17, 2009 — the date of the Informational Webinar
2. Informational Webinar
An informational Webinar is scheduled for November 17, 2009 at 10:00 a.m. Pre-registration is required
and will be available after November 11, 2009 at: http://deq.mt.gov/Recovery/energy/SEP.asp. The
registration process can be completed up to fifteen minutes prior to the scheduled starting time. A media
recording and printed transcript of the Webinar will be available by December 1, 2009.
3. Question and Answer Period
Questions will be taken from November 17, 2009 to November 24, 2009 ONLY.
After the Webinar, additional questions will be accepted until November 24, 2009. Submit your questions
to VWoodrow@mt.gov. The answers to submitted questions will be posted by December 1, 2009 on this
website: http://deq.mt.gov/Recovery/energy/SEP.asp. All correspondence regarding the grant
application must be made to Procurement Officer Vicki Woodrow ONLY.
1520 E. Sixth Avenue
Helena, MT 59620
P 406-841-3101
F 406-841-1804
VWoodrow@mt.gov
4. Application Instructions
The following is required for all application packets:
• Use recycled-content paper for all printed documents.
• Do not use binders or folders. The application packet should be stapled only.
• The narrative section must be: single spaced, minimum 12-point font size, maximum eight single-
sided sheets or four double-sided sheets, and printed on 8.5”x11” paper.
• With the exception of the original application, all copied pages are to be printed on both sides to
conserve paper.
Application Packets must be prepared in the following order:
1. Introductory cover letter
2. Grant Application Form; Attachment 1
3. Narrative section; instructions on pages 10-12
4. Timeline; Attachment 5
5. Budget Form; Attachment 2
6. Letters of support and other materials necessary to support your application.
Application Packets must be received by the due date of December 15, 2009
Mail or deliver the original Application Packet and three copies in a sealed envelope to:
Vicki Woodrow, Procurement Officer
1520 E. Sixth Avenue
Helena, MT 59620
P 406-841-3101
F 406-841-1804
VWoodrow@mt.gov
On the outside of the packet write “ARRA Recycling Infrastructure Grant Application”
20
7
5. Applications Reviewed for Completeness
The evaluation process begins after the application due date of December 15, 2009. Each application
will be reviewed to ensure that it is eligible for funding based on compliance with the guidelines indicated
in the RFA instructions. Applications that fail to meet requirements may be rejected and removed from
further consideration. Applicants will be notified if the eligibility requirements are not met.
All information received in response to this RFA, including copyrighted material, is deemed public
information, with the following three exceptions: (1) bona fide trade secrets meeting the requirements of
the Uniform Trade Secrets Act, Title 30, chapter 14, part 4, MCA, that have been properly marked,
separated, and documented; (2) matters involving individual safety as determined by the State; and (3)
other constitutional protections. See section 18-4-304, MCA.
Upon opening the applications the procurement officer will review the application and separate out any
information that meets the exceptions referenced in the preceding paragraph, providing the following
conditions have been met:
• Confidential information is clearly marked and separated from the rest of the application.
• The application does not contain confidential material in the cost or price section.
• An affidavit from an applicant's legal counsel attesting to and explaining the validity of the
trade secret claim as set out in Title 30, chapter 14, part 4, MCA, is attached to each proposal
containing trade secrets. Counsel must use the State of Montana “Affidavit for Trade Secret
Confidentiality” form in requesting the trade secret claim. This affidavit form is available on the
OneStop Vendor Information website at: http://svc.mt.gov/gsd/OneStop/GSDDocuments.aspx
or by calling (406) 444-2575.
Information separated out under this process will be available for review only by the evaluator/evaluation
committee members, and limited other designees. Applicants must be prepared to pay all legal costs and
fees associated with defending a claim for confidentiality in the event of a “right to know” (open records)
request from another party.
6. Completed Applications Forwarded to Review Team
If the application meets all eligibility requirements, it will be forwarded to the review team. The review
team will consist of at least three DEQ employees who will rate each application based on the evaluation
criteria outlined in Attachment 3.
7. Evaluation Process
Applicants may be asked to supply additional information, or clarify components of their application.
Applicants may be asked to provide a presentation to the review committee if the committee believes this
is necessary to thoroughly understand the proposed project. Applicants may be asked to revise their
application. Awards are limited by the amount of funding available; therefore, all qualifying projects may
not be funded.
8. Final Selections
Applicants will be notified when the evaluation process is completed and the awards are made. If the
applicant is not awarded a contract, the notification will provide a point of contact to review the
evaluation, if desired. Although committee decisions are final, concerns and/or complaints will be noted.
9. Sign Contract and Begin Project
Work cannot be started on a project until the contract is signed by both parties. The projects may begin
by March 1, 2010.
10. Reporting
A monthly report is due by the 5th day of each month. The monthly report will include a summary of
expenditures for the preceding month, the number of employment hours created or saved, and the status
of the project. Instructions and a template for reporting will be provided to funded projects.
21
8
A final report will be due by March 31, 2011. This will include a summary of the project, results and
outcomes, an evaluation of project components that worked well as well as those that did not work well,
and a plan for continued operation. Digital photos that depict project milestones will be included.
After the funding period ends, successfully funded projects will continue to report annually to DEQ on the
progress of the project for three years.
22
9
Instructions for Attachment 1, Grant Application Form
Project Title: The name of your project. Please limit the length to one line.
Project Description: The project description should briefly describe the project.
Authorizing Agency: Provide the name and address of the organization applying for the
funding.
Authorized Agency Contact: Provide contact information for the person who can be contacted
with financial and technical questions. This is the person who is the authorized signatory for the
Grant Application Form.
Project Manager: The name, title and contact information for the individual who will have the
day-to-day knowledge of the project and will be contacted throughout the funding period.
Organization Type: Indicate the type of organization applying for funding. This is for
informational purposes only.
DUNS Number: Applicants and any subcontractors must have a DUN and Bradstreet Universal
Number System (DUNS) number (www.dnb.com) and must maintain active and current profiles
in the Central Contractor Registration (www.ccr.gov) for the duration of any contract awarded as
part of this process. Contractor and any subcontracts must comply with any guidance from the
Office of Management and Budget (OMB) related to the reporting requirement of section 1512 of
ARRA issued by the OMB or DOE.
Project Cost: The cost of the proposed project must match the budget form submitted by
applicant. (Attachment 2)
[Answer “Debarred or Suspended” question.]
Signature: The application must be signed in ink by an individual authorized to legally enter into
contracts on behalf of the organization/firm. The authorized signature on the application
guarantees that the offer has been established without collusion and without effort to preclude
the State of Montana from obtaining the best possible supply or service. Proof of authority for
the person signing the application or letter of financial commitment must be furnished upon
request.
23
10
Project Narrative Instructions
The narrative section of the application must be structured and submitted in accordance with the
outline format provided below. This information will be used by the review team during the evaluation
process. Make sure that the information provided clearly describes the project. The evaluation will be
guided by the information that is provided.
The narrative section must be single spaced, minimum 12-point font size, maximum eight single-
sided sheets or four double-sided sheets, and printed on 8.5”x11” paper
FORMAT THE NARRATIVE AS OUTLINED BELOW
1) Goal of the Project (30 points possible, 0 points in the category will disqualify the project)
Proposed project should result in building the recycling infrastructure in Montana.
• Clearly state and describe how the project will develop the recycling infrastructure in Montana.
• Explain the extent of the benefits of the project, including whether the project will benefit a single
entity, all or a portion of a community, or a number of communities.
• Explain if the project is a new program or a change/expansion to an existing program.
2) Increased Recycling (25 points possible, 0 points in the category will disqualify the project)
Funded projects will help communities achieve greater recycling rates, which will increase overall
recycling within the State of Montana.
• Describe the additional materials that will be recycled because of the project.
• Estimate the tonnage of the additional materials, show calculations and rationale.
• Explain how the waste stream in the community or region is handled, such as who collects waste
and where it is disposed of.
• Describe current recycling efforts in the community and region.
• Discuss the impact the project will have on the waste stream.
3) Energy Savings (20 points possible)
Grant funding will be awarded to applicants who are able to demonstrate that their project will result in
energy savings. Calculate the amount of energy saved by recycling the estimated tonnage. Use the
following table; if a commodity is not listed provide the BTUs and source of data. List the BTUs to be
saved by the project in the application.
BTU Table – use to calculate savings
Recyclable
Commodity
BTU per ton savings
Aluminum Cans 206 million
Steel Cans 20 million
Glass 2 million
Plastic #1 53 million
Plastic #2 51 million
Personal Computers 44 million
Fiber:
Cardboard 15 million
Newspaper 16 million
Phone Books 11 million
Office Paper 10 million
Magazines/junk mail 1 million
24
11
4) Employment Created or Maintained (15 points possible)
Employment hours will be created because of each project, or employment hours that may have been
lost may be maintained because of the project. Other employment hours may include those connected
to the project through sub-contractors working with components of the project, such as transportation or
construction.
Include in your application:
• Employment hours created or maintained because of the project.
• List positions and wages paid, address Montana prevailing wage requirements (see following
information.)
• Describe other jobs created or maintained through contracts generated by the project.
Federal wage rates and related regulations apply to projects funded under this RFQ. All laborers and
mechanics employed by Contractor or subcontractors shall be paid wages at rates not less than
those prevailing on projects of a character similar in the locality as determined by the Secretary of
Labor of the United States Department of Labor (DOL) in accordance with subchapter IV of chapter
31 of title 40, United States Code (Davis-Bacon and related acts).
Contractor and subcontractors are required to obtain wage determinations from the DOL and comply
with DOL guidance and regulations implementing wage rate requirements applicable to Recovery Act
funds. Prevailing wage rates for Montana are available online at
http://www.access.gpo.gov/davisbacon/mt.html, or from the DOL.
5) Deliverables and Timeline (30 points possible)
Each project will result in deliverables. A deliverable is a tangible or intangible item produced as a result
of project execution. A deliverable may be products purchased, such as a piece of processing equipment
or curbside collection bins. A deliverable could also be a plan for a multiple-community collection system
to transport processed materials to market, or an educational campaign.
A clear timeline that indicates the steps that will be taken to implement the project must be included. A
sample timeline is included as Attachment 5.
• Explain the project deliverable — exactly what will be produced as a result of the project’s
execution.
• If equipment is to be purchased — identify the type and model. Provide three price quotes
prepared specifically for your proposal. Section 1605(a) of ARRA requires assistance recipients
to use domestic iron, steel, and manufactured goods that are produced in the US. If applicable,
address this in your application.
• Describe educational or promotional material that will be developed as a part of the project.
• Determine individual tasks that will be taken to implement the project.
• Organize the tasks into a timeline that shows how the project will be developed during the course
of the funded period of time.
6) Sustainability (20 points possible, 0 points in the category will disqualify the project)
A goal of the recycling grant is to fund projects that will continue after the funding period has ended.
• Include a plan that addresses how the project’s service or operation will continue after the
funded period.
• Describe who will be responsible and accountable for continuing the project.
• Explain how employment created by the project will be maintained.
• The project may expand to include other communities — explain how and when.
• If the project includes contractual relationships — explain how they will continue after the
funding period ends.
• Include a plan for continued reporting on the progress of the project.
• Describe continuing promotions and marketing.
25
12
7) Project Partners and Support (15 points possible)
A project may have partners that add a degree of experience, supply monetary support or bring other
support to the project. Partnerships may include government agencies, non-profits or private enterprise.
Describe partnerships and include documentation of support. Partnerships may be regional ones
developed between communities.
• Describe partnerships — business, political, solid waste districts, or other — which will be created
by this project.
• Explain if collaborative efforts between communities are part of the project.
• Fully explain the benefit that each partner will bring to the project.
• Attach letters of support from the project partners.
8) Experience (20 points possible)
Applications will be evaluated on the lead applicant’s organizational background, experience and past
performance with relation to similar projects. The experience of partners is also relevant to the project.
• Provide a brief summary of the lead organization’s experience and capability to successfully
complete this project.
• Describe the experience and capabilities of additional project partners and the role they will serve
for the grant.
• Describe any past work the lead organization or partner(s) have done in the area of solid waste
management.
• Include experience in project and budget management.
9) Budget Form and Narrative (25 points possible)
The budget must be complete and accurate. Any item for which funding is requested should be justified
in the budget narrative. The matching contribution must be clearly identified in the budget form and
narrative.
• Complete the budget form (Attachment 2) with the costs associated with the project.
• List project personnel position and hours.
• List equipment purchases.
• List other direct project costs
• List how the applicant’s five percent contribution will be expended.
• Provide a detailed narrative description that clearly explains all of the items listed on the budget
form. Expenses must be necessary to the project.
The Grant Application Form, Narrative Section, Budget Form, and Timeline will constitute the
‘Scope of Work’ for awarded projects
26