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Request for Applications
R5-GL2008-1

Answers to your questions about the Great Lakes Collections of Household Unwanted Electronics and Medicines - Request for Applications

Return to the Request for Applications

Q.1. Are tribes eligible under the Request for Applications?
A.1. Yes. Section III of the Request for Applications says that "State pollution control agencies, interstate agencies, and other public or nonprofit private agencies, institutions, and organizations are eligible… Tribes are within the terms of that definition.

Q.2. Are local governments and organizations eligible under the Request for Applications?
A.2. Yes. Section III of the Funding Guidance says that "State pollution control agencies, interstate agencies, and other public or nonprofit private agencies, institutions, and organizations are eligible; "for-profit" organizations are not." Since local governments and organizations would be "other public or nonprofit private agencies, institutions, and organizations," they are eligible to compete.

Q.3. We would like to collaborate with another organization. Can we apply as co-applicants?
A.3. 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.

Subgrants or subawards may be used to fund partnerships with non profit organizations and governmental entities. 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 to carry out its cooperative agreement. The nature of the transaction between the recipient and the 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.

Q.4. Can matching funds be in the form of overhead? (i.e., office space, lights, heat, computer access, etc.) If so, what criteria should be used to determine the amount of the match?
A.4. Yes. Applicants should use applicable cost provisions of OMB circulars (such as (A-21, A-87, or A-122) and EPA grant regulations (40CFR Part 30 or 31) in valuing their match. Per Section III of the Funding Guidance, matching funds (in cash or in-kind) are encouraged and the match percentage will be considered by reviewers during evaluations.

Q.5. Any advice for some long time recyclers but newbie grant writers?
A.5. There are some tips available from:

Q.6. Our project is located in a Great Lakes State, but not within the Great Lakes basin. Could we receive a grant?
A.6. Section III of the Request for Applications states that “Assistance is available pursuant to Clean Water Act §104(b) for activities impacting the Great Lakes Basin and in support of the Great Lakes Water Quality Agreement. Applicants’ proposals pursuant to this Funding Opportunity must conduct, and promote the coordination and acceleration of, research, investigations, experiments, training, demonstrations, surveys, and/or studies relating to the causes, effects, extent, prevention, reduction, and/or elimination of pollution. Proposals for other activities will be rejected.” It is easier to make the connection if the project is located within the Great Lakes basin; however, applicants are encouraged to demonstrate other connections their projects would have to the Great Lakes Basin. If those connections can be made, then a grant is possible. For example, even though the project may not be physically located in the Great Lakes basin, the project might prevent pollution from entering the Great Lakes Basin, address issues applicable to the Great Lakes Basin and be immediately transferable to the Great Lakes Basin, or impact a substantial number of people who live in the Great Lakes basin.

Q.7. Is my county located in the Great Lakes Basin?
A.7. All or part of each county listed below is located in the Great Lakes Basin:

ST COUNTY NAME
IL Cook
IL Lake
IN Adams
IN Allen
IN De Kalb
IN Elkhart
IN Kosciusko
IN La Porte
IN Lagrange
IN Lake
IN Marshall
IN Noble
IN Porter
IN St Joseph
IN Steuben
IN Wells
IN Whitley
MI Alcona
MI Alger
MI Allegan
MI Alpena
MI Antrim
MI Arenac
MI Baraga
MI Barry
MI Bay
MI Benzie
MI Berrien
MI Branch
MI Calhoun
MI Cass
MI Charlevoix
MI Cheboygan
MI Chippewa
MI Clare
MI Clinton
MI Crawford
MI Delta
MI Dickinson
MI Eaton
MI Emmet
MI Genesee
MI Gladwin
MI Gogebic
MI Grand Traverse
MI Gratiot
MI Hillsdale
MI Houghton
MI Huron
MI Ingham
MI Ionia
MI Iosco
MI Iron
MI Isabella
MI Jackson
MI Kalamazoo
MI Kalkaska
MI Kent
MI Keweenaw
MI Lake
MI Lapeer
MI Leelanau
MI Lenawee
MI Livingston
MI Luce
MI Mackinac
MI Macomb
MI Manistee
MI Marquette
MI Mason
MI Mecosta
MI Menominee
MI Midland
MI Missaukee
MI Monroe
MI Montcalm
MI Montmorency
MI Newaygo
MI Oakland
MI Oceana
MI Ogemaw
MI Ontonagon
MI Osceola
MI Oscoda
MI Otsego
MI Ottawa
MI Presque Isle
MI Presque Isle
MI Roscommon
MI Saginaw
MI Sanilac
MI Schoolcraft
MI Shiawassee
MI St Clair
MI St Joseph
MI Tuscola
MI Van Buren
MI Washtenaw
MI Wayne
MI Wexford
MN Aitkin
MN Carlton
MN Cook
MN Itasca
MN Lake
MN Pine
MN St Louis
NY Allegany
NY Cattaraugus
NY Cayuga
NY Chautauqua
NY Chemung
NY Cortland
NY Erie
NY Essex
NY Franklin
NY Genesee
NY Hamilton
NY Herkimer
NY Jefferson
NY Lewis
NY Livingston
NY Madison
NY Monroe
NY Niagara
NY Oneida
NY Onondaga
NY Ontario
NY Orleans
NY Oswego
NY Schuyler
NY Seneca
NY St Lawrence
NY Steuben
NY Tioga
NY Tompkins
NY Wayne
NY Wyoming
NY Yates
OH Allen
OH Ashland
OH Ashtabula
OH Auglaize
OH Crawford
OH Cuyahoga
OH Defiance
OH Erie
OH Fulton
OH Geauga
OH Hancock
OH Hardin
OH Henry
OH Huron
OH Lake
OH Lorain
OH Lucas
OH Marion
OH Medina
OH Mercer
OH Ottawa
OH Paulding
OH Portage
OH Putnam
OH Richland
OH Sandusky
OH Seneca
OH Shelby
OH Stark
OH Summit
OH Trumbull
OH Van Wert
OH Wayne
OH Williams
OH Wood
OH Wyandot
PA Crawford
PA Erie
PA Potter
WI Adams
WI Ashland
WI Bayfield
WI Brown
WI Calumet
WI Columbia
WI Dodge
WI Door
WI Douglas
WI Florence
WI Fond Du Lac
WI Forest
WI Green Lake
WI Iron
WI Kenosha
WI Kewaunee
WI Langlade
WI Manitowoc
WI Marathon
WI Marinette
WI Marquette
WI Menominee
WI Milwaukee
WI Oconto
WI Oneida
WI Outagamie
WI Ozaukee
WI Portage
WI Racine
WI Shawano
WI Sheboygan
WI Vilas
WI Washington
WI Waukesha
WI Waupaca
WI Waushara
WI Winnebago

Q.8. Are there environmentally responsible practices and tools that should consider when applying to this announcement and in running a collection event?
A.8. Yes. This will be considered when we evaluate your strategic approach pursuant to the criteria in Section V.A on page 15 of the Request for Applications. For your convenience, we have included some specific reference which may be helpful to you. For electronics, that would include practices such as:

  1. (a) initial processing within the United States;
  2. (b) selection of an electronics recycler having any of the following certifications:
    ISO 14001, International Association of Electronics Recyclers Certification, or
    the Institute of Scrap Recycling Industries Recycling Industries Operating Standards;
  3. (c) and utilization of practices and tools such as those available from

    For unwanted medications, that would include utilization of practices and tools such as those available from: http://www.iisgcp.org/unwantedmeds/.

Q.9. Matching funds are not required but considered in the review process, when an applicant offers matching funds, what percentage is usually included?
A.9. We will look at leveraged funding, which includes match. There is no usual percentage - this is the first offering of this sort that we have done.

Q.10. How many applications do you anticipate receiving for 2008?
A.10. That is totally unknown to us because this is the first offering of this sort that we have done.

Q.11. Are there any specific criteria or factors that will give one application priority over another? Never received program funding before? Geographic location?
A.11. The criteria and factors that will give applications priority are specified in Section V of the Request for Applications.

Q.12. We are looking to host our electronic waste (and perhaps medical waste) disposal event on either April 19 or April 26 (the 19th is our preferred date). Would either of those two dates still allow us to be eligible for this grant?
A. 12. Yes. The Schedule for the collection event is one of the criteria V.B. on page 15 of the Request for Applications. That section includes consideration of the "Potential for successful collection event taking place during the week of April 22, 2008..." Collection events which take place on either the weekend before or the weekend after April 22 will be given full credit for meeting this criteria.

Q.13. I do not currently have a building for this plan. Can I still apply?
A.13. You are welcome to apply. This is a grants competition, so be aware of the criteria, and associated point value for each, starting on page 15 (Section V) of the Request for Applications. If you do not currently have facilities arranged for your event, then your plans for obtaining the necessary facilities for the collection event would be considered in evaluating your application.

Q.14. I have attached an outline of our plan which I submitted for consideration by xxx.
A.14. Thank you for the attachment; however, because this is a competition, USEPA cannot review and comment on materials submitted in advance.

Q.15. If applicable, would I be able to receive funding for this project if I do apply for funds from the xyz program as well?
A. 15. Yes.

Q.16. Regarding "matching profits", can you tell me more about that?
A.16. See Section IV.B.2.e. of the Request for Applications. There are provisions addressing match and leveraging. If EPA accepts an offer for a voluntary cost share/match/participation, applicants must meet their matching/sharing/participation commitment as a condition of receiving EPA funding. Applicants may use their own funds or other resources for voluntary match/cost share/participation if the standards at 40 CFR 30.23 or 40 CFR 31.24, as applicable, are met. Only eligible and allowable costs may be used for voluntary matches/cost shares/participation. Other Federal grants may not be used as voluntary matches or cost shares without specific statutory authority (e.g. HUD's Community Development Block Grants).

Q.17. In the request for application "packet", it mentioned a "final report". In my case, starting this project, I would give you what is being asked in the application as a "draft"? until final report is submitted? before application date of 2/28/08?
A.17. The Request for Applications mentions the draft and final reports so that Applicants are aware of this requirement they will have if a grant is awarded to them. The final report would be due at the end of the grant period and would generally describe incorporate project outputs and summarize the nature and extent of the project, methodologies employed, significant events and experiences, and a compilation of the data collected. It would include analysis of the data, conclusions, and recommendations and incorporate photo documentation of the project and environmental progress under the project at appropriate phases, and appropriate illustrations, diagrams, charts, graphs, and maps to express the data and findings. A draft of the final report would be due 45 days before the end of the grant period.

Q.18. Are there any firms in the xxx area that handle the disposal of unused or unwanted medicines? What is the process for disposing of a large amount of medicine?
A.18. Section 5A on page 15 of the Request for Applications provides links to a resource which can help to answer your questions. (See: http://www.iisgcp.org/unwantedmeds/ ) The 2006 update of the US Drug Enforcement Administration Reverse Distributors Directory "is an unofficial list of reverse distributors/returns processors and their telephone numbers. New registrations for reverse distributors/returns processors continue to be issued and changes in the registration information is likely to occur. Callers inquiring about returns processors/reverse distributors should be referred to the appropriate local DEA office. Note also that although the 2006 update lists reverse distributors by state, that does not mean that these distributors can only work in that State"  Note also that although the 2006 update lists reverse distributors by state, that does not mean that these distributors can only work in that State See: http://www.iisgcp.org/unwantedmeds/updatedToolkitMaterials/3.3a%20RevDistrDirectory.pdf

Q.19. I assume we would need our police department involved.
A.19. The Request for Applications includes the statement that:
Collections of unwanted and expired medicines may require support by police (if controlled substances are collected) and coordination with applicable state waste regulators to ensure compliance with State and Federal waste collection, transportation and disposal regulations.

Q.20. I understand that the collection event should take place the week of April 22, 2008. Is that date set in stone?
A.20. The 2nd criterion for the Request for Applications provides 10 out of 100 points for collection events during the week of April 22. This includes the weekends before and after April 22nd. The success of an application for an event at some other time depends upon the quality and quantity of the applications, including the dates of the collection events proposed in those applications.

Q.21. Would we be able to apply for a grant for the medications and for the electronics or, would it have to be an either or situation?
A.21. You can apply for either or both.

Q.22. Our collection would be in rural areas and likely would include veterinary medicines for pets. Farmers might also bring in some veterinary medicines that had been intended for their farm animals. Would this collection event be eligible under the Request for Applications?
A.22. The focus of the Request for Applications is support for collections from households. Veterinary medicines for pets can be included in household collections. However, EPA has no objection if the applicant uses this funding as part of an event which is broader than just household collections.

Q.23. Once medicine is collected, what is the proper disposal mechanism? Do we contract with a firm who can take the medicine and dispose of it properly?
A.23. Proper disposal mechanisms depend upon the laws, regulations, and available mechanisms for environmentally responsible disposal available in your area. Information available from http://www.iisgcp.org/unwantedmeds/ and the links there (click on the Section headings) can help you in designing your event. The Northeast Recycling Council’s "Operating Unwanted Medication Collections - A Legal & Safe Approach" available from a link there
(http://www.iisgcp.org/unwantedmeds/updatedToolkitMaterials/3.1NERCadvisory.pdf) provides advice on all stages of organizing collection events. One proper disposal mechanism would be to contract with a firm who can take the medicine and dispose of it properly. You may want to contract with reverse distributors such as those on the list at http://www.iisgcp.org/unwantedmeds/updatedToolkitMaterials/3.3a%20RevDistrDirectory.pdf

Q.24. How are certain restricted medicines to be handled - do we need to have law enforcement at the collection site? Can this restricted medicine be handed over to a contract firm for disposal or are there special requirements to prove that the medicine got destroyed and not used improperly?
A.24. The Request for Applications includes a statement recognizing that "Collections of unwanted and expired medicines may require support by police (if controlled substances are collected) and coordination with applicable state waste regulators to ensure compliance with State and Federal waste collection, transportation and disposal regulations." The information available from http://www.iisgcp.org/unwantedmeds/ and the links there (click on the Section headings) can help you in designing your event; however, these are issues for you to resolve in planning your event and submitting a proposal.

Q.25. How do I find what the specific New York State laws are regarding this issue?
A.25. You could try contacting the New York State Department of Environmental Conservation: http://www.dec.ny.gov/

Q.26. When there is a conflict between the information in the January 15, 2008 Request for Applications and the June 22, 2007 H14 Instructions, which should we follow?
A.26. Sorry for the confusion. Generally follow the information in the instructions in the January 15, 2008 Request for Applications where there are conflicts.  There are slight differences between the specific instructions in the Request for Applications for this grants offering and the more generic Requirements and Instructions posted to:  http://epa.gov/greatlakes/fund/applicationpac/Help/HI4-RequirementsAndInstructions.pdf  If you can point us to any of those conflicts, we will try to resolve them as quickly as possible.

Q.26.1 To whom do we send our paper submissions?  The January 15, 2008 Request for Applications lists Lawrence Brail.  But the supplemental information/instructions (H14) dated June 22, 2007 (the link from http://epa.gov/greatlakes/fund/appforms.html ) lists Eden Barragan.
A.26.1. Address the Application Packages to Lawrence Brail.

Q.26.2. The Requirements and Instructions document requests information about the applicability of our proposal to the Agency Strategy, the 2002 Great Lakes Strategy, RAPs, and LaMPs.  Is that information required?
A.26.2. Only part of that information is required for this offering. The applicable information you seek is now incorporated in part a of the workplan section for the Request for Applications:  a. Proposed Work. Describe what will be done and how. Include a statement of the project’s relevance to the Great Lakes, particularly to needs and priorities in Subobjective 4.3.3 (Improve the Health of Great Lakes Ecosystems) of EPA's Strategic Plan and to the Great Lakes Regional Collaboration.
 

Q.27. Is a DUNS number required for paper application submissions?
A.27. Yes. A DUNS number is required.

Q.28. For pharm waste collection proposals, are you looking for detail information on the type and quantity of prescription and OTC material taken at an event?
A.28. Reviewers will be looking for sufficient information on the type and quantity of prescription and OTC material taken at an event in order to evaluate the proposal under Sections V.A. and V.C. of the Request for Applications.  

Quantitative estimates would be helpful in those regards; however, extremely detailed information is not necessary.  

In planning your project, please keep in mind the standard reporting requirements for GLNPO grants, including that of a Final Report which shall "incorporate project outputs and summarize the nature and extent of the project, methodologies employed, significant events and experiences, and a compilation of the data collected. report shall also include analysis of the data, conclusions, and recommendations. The final report shall incorporate photo documentation of the project and environmental progress under the project at appropriate phases, and appropriate illustrations, diagrams, charts, graphs, and maps to express the data and findings."

Q.29. Are you expecting and/or encouraging project periods closer to a year (i.e., with multiple, smaller events) or should the main focus be on one big event this Earth Day?
A.29. The main focus would be an event during the week of Earth day.  Ten of the possible 100 points will be awarded to proposals which meet that criteria.  Additional events throughout the year are also possible.

Q.30. Is there any problem with requesting this funding to promote an event already scheduled and funded by another agency?
A.30. There is no problem with using this funding for promotion or other activities that would add to an already-scheduled event funded by another agency.

Q.31. Is the upper limit on awards set at $25,000, or is that just an estimate?
A.31. The description of Amounts, Targets, and Number of Projects in Section II of the Request for Applications best answers this question.  

Q.32. When it indicates that "awards" will be made on April 17, 2008 does that mean that funds will actually be distributed? Or are the funds reimbursed after fees are incurred?
A.32. The Award document would be signed by EPA and sent to you on or about that date. You would need to set up an account from which you can either draw funds in advance (generally no more than 3 days before they are needed) or by reimbursement.  Note also the provisions in the Request for Applications on Pre-award Costs:

It is possible for applicants to be reimbursed for pre-award costs. Applicants who expect to incur pre-award costs should identify those costs in their proposals. Reimbursement of pre-award costs is considered on a case-by-case basis. EPA is not obligated to reimburse recipients for pre-award costs; recipients incur pre-award costs at their own risk. Applicable regulations for pre-award costs are contained in 40 CFR 30.25 (f). EPA Policy Guidance (GPI-00-02) makes this policy applicable to grantees under both Part 30 (universities and nonprofits) and Part 31 (State, local, and tribal).

Q.33. If funds are distributed on 4/17/08, are there record keeping requirements in terms of what the funds were used for? For example, when the final report is submitted, will it have to include receipts/invoices for everything that the money was used for?
A.33. You are required to keep records of how grant funds are used. See the record keeping requirements described in applicable provisions 40 CFR 30 or 31.

Q.34. The information requested about past performance distinguishes between assistance agreements and federal contracts.  I'm a little unclear on the concepts...what is the difference?
A.34. In its simplest terms, U.S. EPA will issue a grant or cooperative agreement (an assistance agreement) for the purpose of assisting the recipient to accomplish THEIR objectives or mutual objectives.  U.S. EPA enters into a contract when an entity agrees to do work for EPA's interest.

Q.35. We have studied bullhead tumors and contaminated sediment in Presque Isle Bay, hosted workshops to compare notes with other agencies and put out a proceedings document(s) on these efforts with financial backing from EPA...what format do you want this info in to be responsive to information requested about past performance? Would title of proposal, dates of proposal, reporting requirements (and how we met those/dates they were submitted), and contact person cover it?
A.35. That would be partially responsive. Note, however, that the section requires information about more than meeting reporting requirements.  It also asks "whether, and how, you were able to successfully complete and manage those agreements".  Please also include the applicable grant number.

Q. 36. What are the EPA standards for testing treated wastewater for PPCPs?
A. 36. EPA does not have any regulatory methods for measuring PPCPs in wastewater.  However, earlier this year, EPA did issue analytical methods (that are non-regulatory) for PPCPs.  See below.
The following three new methods are posted at:

http://www.epa.gov/waterscience/methods/method/other.html

Another set of widely used analytical methods include the USGS methods (see http://toxics.usgs.gov/regional/emc/methods_devel.html).

Q. 37. If awarded a grant, what are the EPA audit requirements?  Is a full-fledged financial audit by a CPA required?
A. 37. A full-fledged financial audit by a CPA is not always required. Audit requirements are referenced in the applicable code of federal regulations:

Audit requirements are contained in OMB circular A-133 (http://www.whitehouse.gov/omb/circulars/a133/a133.html).  

Q. 38. If our project includes a survey (to determine the effectiveness of the educational component of our project) would this EPA grant require a Quality Assurance Plan?  If your answer to the first question is "yes," where can I find information about what is required for a Quality Assurance Plan?
A. 38. Yes you will need some quality documentation because you are collecting information on the effectiveness of the education component. Information on GLNPO Quality Assurance requirements can be found in Part V of the document at http://www.epa.gov/glnpo/fund/applicationpac/Help/HI4-RequirementsAndInstructions.pdf  

Please note that sufficient quality documentation can be as little as 1-2 pages emphasizing your  criteria for success and any information that describes the type of acceptance criteria you will use for data used in your "success" decision.  

GLNPO's Quality Management Plan at www.epa.gov/glnpo/QMP/index.html pages 26 -27 and pages 56-70 should save you time, rather than going to the EPA web site.  Covering this information in your grant proposal should save time for both of us.  

 

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