Brownfields Grants Understanding the Proposal Guidelines

Brownfields Grants: Understanding the Proposal Guidelines September 24, 2007 Presented by: Olga Perry EPA Region 4 Brownfields Section 1 Background on EPA’s Brownfields Grants 2 EPA’s Mission The mission of the Environmental Protection Agency is to protect human health and the environment. We believe that revitalization of contaminated properties goes hand-in-hand with our mission. 3 Benefits of Revitalization     Increases local tax base Facilitates new job growth Utilizes existing infrastructure Takes development pressure off undeveloped land  Prevents sprawl  Cleaner air  Reduces habitat destruction  Many more 4 Brownfields Definition “...real property, the expansion, redevelopment, or reuse of which may be complicated by the presence or potential presence of a hazardous substance, pollutant, or contaminant.” 5 Eligible Sites include these contaminated with:  Hazardous Substances  Petroleum Contamination  Asbestos & Lead Paint are eligible  Controlled Substances (e.g., Meth labs)  Mine-Scarred Lands  Other environmental contaminants 6 The Competitive Grant Program These grants are very competitive. Applicants should be prepared to put time and effort into constructing a winning proposal. 7 FY2007 Brownfields Competitive Grant Program  EPA received over 800 proposals  Funded 294 grants nationally ($70.7 million)  189 assessment grants  92 cleanup grants  13 RLF grants  Funded 43 Region 4 grants ($9.2 million; or 13% of national monies)    31 assessment grants 11 cleanup grants 1 RLF 8 FY2007 Funding to Region 4: $9.2M  FY 2007 Competitive Grant  Kinds of FY 2007 Funding for Communities in these States/Tribes  AL - $800k  FL - $2.0M  GA - $1.0M  KY - $1.4M  MS - $400k  NC - $2.0M  SC - $800k  TN - $800k  Tribes - $0K Competitive grant funding  Assessment - $6.0M  RLF - $1.0M  Cleanup - $2.2M 9 Application Process FY2008 15 – Notice of Availability  October 12 – Assessment, Revolving Loan Fund, and Cleanup (ARC) proposals due  Early March 2007 – Award Announcement  August 10 Evaluation Process FY2008 (Tentative)  Regional Evaluation of Threshold Criteria Responses  National Panel Evaluations of the Ranking Criteria Responses  Non-Region 4 staff will serve as reviewers for proposals from our 8 States  Headquarters Decision Official Selects the “Highest Ranking”  Additional policy considerations  Announcement: Planned for early March 2008 11 What kind of funding is available? 12 Assessment Grant Program  To inventory, characterize, assess, and conduct       planning and community involvement related to brownfield sites Community-wide or site-specific (single site) $200K hazardous substance (including asbestos, lead paint, other environmental hazards) $200K petroleum-only contamination Up to $350K per property with approved waiver No more than 2 applications per eligible entity Must apply separately for hazardous substances and petroleum 13 Revolving Loan Fund Grants Program  To make low interest loans to carryout cleanup activities at brownfields properties.  Up to $1M per eligible EPA-Grant Recipient-Loan Recipient entity  40%-cleanup subgrants  60%loans  Coalitions may apply  Cost share of 20% 14 Cleanup Grant Program  To carry out cleanup activities at brownfield sites  Up to $200K per property  Hazardous substances or petroleum-only     contamination May apply for up to 3 properties: Separate proposals for each property Non-profits may apply Cost share 20% Must have a FEE SIMPLE TITLE by 6/30/2008 15 Other U.S. EPA Brownfields Programs  Brownfields Job Training Grant Program  Kathleen Curry, (404) 562-8660  Targeted Brownfields Assessment Program  Olga Perry, (404) 562-8534 16 Getting Started 17 Proposal Guidelines FY 2008 Guidelines are at: http://www.epa.gov/swerrims/grantsfunding.htm#EPA-OSWER-OBCR-0709  This training is NO SUBSTITUTE for reading and closely following the detailed guidelines !   Deadline is October 12, 2007; via submitting with postmark or using “grants.gov.” 18 Encourage Good Basic Proposal Preparation Practices…  Read entire new guidelines and follow directions !  Get mentoring from prior successful grantees (refer to http://www.epa.gov/swerosps/bf/reg4.htm); and review winning proposals.  Write as though the reader knows NOTHING previously about your community ! This must be a “stand-alone” document.  Address all criteria – if it doesn’t apply say so and explain.  Be kind to your reviewers – minimize the use of acronyms and technical/cultural jargon 19 Encourage Good Basic Proposal Preparation Practices… (cont.)  Use “white space” and obey page limits! Strict 18 single-sided page limit.  Write Ranking Criteria section lengths according to weighting of scoring ! (refer to new tool at CLU-IN Web-Site)  Limit number of attachments.  Pages in excess of the 18-page limit will be removed and not evaluated.  1” margins; 12 pt font; no binders; NO COLOR. 20 Encourage Good Basic Proposal Preparation Practices… (cont.)  No photos. Maps may speak a thousand words; but they must copy well in B&W and on letter size paper.  If applying for more than one grant program, must submit separate proposals. 21 Threshold Criteria “Pass/Fail” 22 Overall Tips For Thresholds …  Often 70% of R4 grants are Community-Wide Assessments, complying with Threshold criteria are much easier for these. The 30% remainder are SiteSpecific Assessments & Cleanups which demand much more Threshold attention.  Remember that the formula is: 18 pages maximum – cover page – threshold criteria pages = pages left to write the Ranking Criteria !  We’ve seen anywhere from 0.25 pages (C-wide) to 7 pages (Site-Specific) taken up with Threshold Criteria.  So, be to the point as much as possible; so as not to jeopardize your Ranking pages needed to score your proposal ! 23 Threshold Criteria                    ASSESSMENT GRANTS: A. Applicant Eligibility B. Letter from the State/Tribal Environmental Authority C. Site Eligibility/Property Ownership Eligibility-Site Specific REVOLVING LOAN FUND GRANTS: A. Applicant Eligibility B. Description of Jurisdiction C. Letter from the State/Tribal Environmental Authority D. Cleanup Authority/Oversight Structure E. Cost Share F. Legal Authority to Manage a Revolving Loan Fund CLEANUP GRANTS: A. Applicant Eligibility B. Letter from the State/Tribal Environmental Authority C. Site Eligibility/Property Ownership Eligibility D. Cleanup Authority/Oversight Structure E. Cost Share 24 Threshold Criteria – In other words, MUST PASS:  Applicant Eligibility  Letter from the State or Tribal Environmental      Authority Site Eligibility and Property Ownership Eligibility * Cleanup Authority and Oversight Structure * Cost Share **Description of Jurisdiction **Legal Authority to Manage a Revolving Loan Fund * RLF and Cleanup Grant only ** RLF only 25 Threshold: Letter from the State or Tribal Environmental Authority  Provide a letter from the state or tribal environmental authority acknowledging that the applicant plans to conduct or oversee assessment and/or cleanup activities and to apply for grant funds. 26 Threshold: Letter from the State or Tribal Environmental Authority Useful Tips  Attach one current state letter with each proposal submitted.  General letters of correspondence and documents evidencing state involvement will NOT be accepted.  Contact your State or Tribal Agency in advance of proposal deadline. 27 Threshold: Site and Property Ownership Eligibility  Sites That Are NOT Eligible  Property on, or proposed for listing on the National Priorities List  Property subject to unilateral administrative orders, court orders, administrative orders on consent, or judicial consent decrees issued to or entered unto by parties under CERCLA  Property subject to the jurisdiction, custody, or control of the US government. (Land in trust by the US Government for an Tribe is eligible.) 28 Threshold: Site and Property Ownership Eligibility [Cleanup Only] Useful Tips  At  a minimum, a PHASE 1 completed is required (ASTM Std); and minimum of a PHASE 2 underway or completed (ASTM Std) prior to proposal submission. Should have enough assessment completed to describe cleanup plan and estimated costs. 29 Threshold: Cost Share Useful Tips  20% cost share required for RLF and Cleanup     Grants Clearly identify the source of funds. If the source is questionable, provide alternate sources. May apply for a waiver - BUT only granted in limited circumstances (i.e. bankruptcy) Cost share requirement can only be met with eligible activities under the grant. (RLF-only) Cost share may be passed to borrowers and subgrantees. If this is your plan, identify a backup plan. 30 Ranking Criteria 31 Key is to Write Well & Score High!  Maximum Points Assessment grants (132); Cleanup grants (127); RLF grants (150).  8-10 Ranking Sections/Grant. Critical to write appropriate Section lengths & content based upon weighting of section scoring (range from 5 – 27 points). Refer to tool at CLU-IN site.  Analysis shows unsuccessful applicants commonly did NOT use all 18 pages, and Section lengths were disproportionate to the points being offered. Scores suffered. 32 Key is to Write Well & Score High! (cont.)  Analysis showed unsuccessful applicants: 1) did not solicit sample award-winning proposals (refer to epa.gov/brownfields for winning grantees) to use as a “go-by;” and did not have external peer review 2) failed to relate sections back to the targeted grant or area; had too many “stock answers” 3) with petroleum proposals lacked petroleum references and often were just a cut/paste from the HS proposal. In C-Wide grants, be sure to give petroleum or HS references & real-life sites (in B, C, D, H, J). 33 Assessment Session 34 Assessment Ranking Criteria  Budget (10)  Community Need (15)  Site Selection Process  Pre-Award Community   (6)  Sustainable Reuse of Brownfields (12)  Creation and/or Preservation of Greenspace/Open Space (5)   Notification (12) Ongoing Community Involvement (16) Reduction of Threats to Human Health and the Environment (26) Leveraging of Additional Resources (10) Programmatic Capability (20) 35 Participants applying for Cleanup/RLF grants please pay close attention to all criteria covered here! Ranking: A. Budget Useful Tips  Include a short introduction, before the budget chart, outlining how you intend to spend the funding.  After the budget chart, explain EACH of your tasks clearly and completely. Utilize clear and precise task descriptions. Don’t use acronyms. Spell it out.  Never use the word “administrative” to describe a task. Use “program development” or something similar.  Describe travel funds to attend annual Brownfields conferences or other eligible uses.  It is always useful (and strongly suggested) to explain and justify equipment and/or supply budget items. 36 Ranking: B3. Community Need Useful Tips  Address the impact of brownfields on your community by looking at size, number and location of sites. If you don‟t know, conduct an anecdotal estimate or call your state brownfields coordinator and get their list of former mfg sites or USTs for your town/area. Start there.  Avoid a response that indicates you don‟t know the impacts.  Describe the negative impacts that potentially contaminated properties have had in your neighborhood(s). Suggest even if it is “communitywide” at least give one-two examples.  Best to mention not just environmental, but 37 economic and health impacts as well (e.g., cite studies, etc.) Ranking: C. Site Selection Process Useful Tips  C1. Remember that reviewers are looking for community input into the site selection process.  C1. Identify the specific site selection criteria your community will be utilizing (developer interest, community need, location, etc.)  C1. Mention why this targeted corridor was selected, as well as preliminary site selection criteria  C2. Even if no inventory exists, get BF count from regulatory agency; mention related dovetailing efforts such as BF Steering Committees, Redevelopment Plans, Regional Planning Councils. 38 Ranking: C. Site Selection Process Useful Tips (cont.)  C3. Most proposal writers do not respond to the access issue and therefore lose points. Don’t overlook this for privately owned sites. Include local or state incentives for Brownfields property owners. Discuss access agreements, communication processes with landowners, ways to win over property owners (e.g., counseling, highlight benefits). 39 Ranking: D. Sustainable Reuse of Brownfields Useful Tips  Describe how this grant for your target area would support the goals listed above and, specifically, how your plans, development regulations, policies and programs will achieve these goals.  Link any overarching master plans, development plans, zoning and other planning tools that may be in place to address each of the three focus areas (e.g., retaining greenfields, stormwater runoff initiatives). Sometimes proposals mention fact sheets to new owners or developers re: construction or post construction practices of water conservation, smart growth, energy efficiency.  Respond to each of the focus areas. Failure to address each will result in lost scoring points. 40 Ranking: E. Creation and/or Preservation of Greenspace/Open Space or Nonprofit Purpose Useful Tips  Operative words here are the “OR” words. Greenspace and/OR non-profit purpose (e.g., community center).  In community-wide applications, this criteria may be a factor in your site selection process.  By default, if you’re redeveloping brownfields, you’re likely preserving greenspace; but say it. However, a patch of green in a parking lot or a lawn will not get you points. 41 Ranking: E. Creation and/or Preservation of Greenspace/Open Space or Nonprofit Purpose Useful Tips (cont.)  Be specific about any planning documents or regulations that will guide your community in preserving greenspace. Successful grants have stated serving the needs of youth and linked greenspace to existing local ecosystems (rivers, trailways, etc).  Consult with your parks department about longterm care and management of greenspace. 42 Ranking: F. Pre-Award Community Notification Useful Tips  Actual notification need not take place prior to selection, but applicants should be prepared to implement their plan as soon as selections are announced.  Notification is to Citizens or members of the public, NOT exclusively to government officials.  If you already had notification, attach meeting notification, minutes, those in attendance. 43 Ranking: F. Pre-Award Community Notification Useful Tips  If no formal n’hood orgs, mention as such. Consider adding you that you will meet when/where the people are (e.g., luncheon meetings with business persons & unemployed; evening meetings with daytime adult workers with 30-minute commutes).  If you mention non-English speaking populations in B1 (demographics), be sure to reference potential actions for translating & outreach to these special populations. 44 Ranking: Useful Tips G. Ongoing Community Involvement  Do not underestimate the importance of providing a list & their role/activities of community-based organizations (G4). Take the time to list the contact person, and phone number. Don‟t lose points here!  List must include „community-based organizations‟ (i.e., faith-based, environmental groups, civic organizations, business groups, non-profit economic development corps. )  Make sure that your community partners have been given a chance to review and have input on your written proposal.  EPA will check all references. 45 Ranking: Useful Tips (cont.) G. Ongoing Community Involvement  Specific plans for communicating progress include use of fact sheets, meetings, newspapers, websites, local access channels, radio, etc.  Begin designing and implementing a strategy to meet this criteria NOW.  Partnerships may be formal or informal.  Community notification vs. community engagement: Discuss not only how you will inform the community, but ALSO how you will involve them in the decision-making process. It‟s a 2-way process ! 46 Ranking: H. Reduction of Threats to Human Health and the Environment Useful Tips  This is highest scoring section; ensure enough space !  For community-wide proposals, discuss your intention to use funds to characterize sites via Phase I’s /Phase II’s and begin to determine possible health risks.  If possible, mention specific contaminants of concern to your community (e.g., even for C-wides, it helps to give real-life site examples and potential contamination and your reduction of threat scenario in your target area). Describe the typical local brownfields industry sectors (e.g., furniture) and the typical kinds of chemicals (e.g., solvents) associated with them.  If the proposal is for petroleum funding, mention 47 petroleum as the contaminant of concern! Ranking: H. Reduction of Threats to Human Health and the Environment Useful tips (cont.)  If you’ve already done Phase II work in target area, spell out specific chemicals and mention their toxic effects (e.g., neurotoxin, carcinogenic, etc.)  Be congruent with your Comm. Need Section (B3) if you discuss how the project will mitigate human health risks.  It’s okay to reference local Health Assessment reports if there’s a possibility BF sites may be affecting the health of local residents (B3 and H2). Try as much as possible to discuss risks to the focused target area, not a much broader community. 48 Ranking: H. Reduction of Threats to Human Health and the Environment Useful tips (cont.)  For H2. Communicate your State BF program involvement, such as their critical review of Environmental Assessment reports (especially Phase II). Share your present or intentioned involvement in the State VCP program clearly; and how you may encourage property owners with contaminated Brownfields to participate also when it comes to cleanup phases.  For grants with a 10% Health Monitoring Task, be sure to reference this effort in H2. Call your health officials and discuss the proposal now. Make sure to utilize resources at the state and local departments of health to gather data; discuss BOTH state and local department of health involvement in your proposal – use positive verbs. 49 Ranking: H. Reduction of Threats to Human Health and the Environment Useful tips (cont.)  If there are sensitive ecosystems or shallow groundwater tables, or drinking water intakes mention the potential connections to brownfields, as applicable.  Wrap-up discussing how subsequent brownfields clean-up to meet state/federal stds. will protect communities and natural resources from further impacts & health risks. 50 Ranking: I. Leveraging of Additional Resources  For I1, Start off talking about any gaps in funding between the EPA grant and your entire project needs – be quantitative ! Some applicants have painted the “big brownfields picture” and even estimated capital improvements for sewer, water, sidewalk and landscaping for a certain # properties.  For I1, to fill in possible gap with internal monies/resources; include staff time and other inkind services, particularly if that‟s all you have (e.g., FTEs for programmatic costs). For I1 AND I2, describe funding sources you are pursuing as well as those that have been committed. 51 Useful Tips Ranking: J. Programmatic Capability Useful Tips  Identify key staff who will manage the brownfields work and years experience doing brownfields/economic development, as well as grants management. Suggest describing your procurement process and financial process..  Absolutely respond to “adverse audit findings” and “high risk terms and conditions.” Don’t assume that if you say nothing reviewers will know that it means you have no adverse audit findings.  Mention other Federal grants at least by agency name and amounts; then total amount. 52 Ranking: J. Programmatic Capability Useful Tips  Don’t forget to highlight and detail significant accomplishments which occurred due to EPA brownfields funding. Include cleanup and redevelopment leveraging information ! 53 Ranking: J. Programmatic Capability Useful Tips  J3. If you are a recipient of our funds, be sure to answer all these points. FYI, the Region 4 BF staff will research records and score this.  J4. EPA’s targeted outcomes include: # Phase I and # Phase II assessments; # jobs leveraged, # funding leveraged, including cleanup dollars and redevelopment dollars (refer to Guidelines page 12 and BF Property Profile Reporting Form, epa.gov/brownfields/pubs/rptforms.htm) 54 Cleanup and Revolving Loan Fund Session 55 Cleanup Grant Program - Overview  To carry out cleanup activities at brownfield sites  Up to $200K per property  Hazardous substances or petroleum-only     contamination May apply for up to 3 properties: Separate proposals for each property Non-profits may apply Cost share 20% Must have FEE SIMPLE TITLE by 6/30/2008 56 Revolving Loan Fund Grants Funding - Overview  To make low interest loans to carryout cleanup activities at brownfields properties  Up to $1M per eligible EPA-Grant Recipient-Loan Recipient entity  40%-cleanup subgrants  60%loans  Coalitions may apply  Cost share of 20% 57 Basic Ranking Criteria (Cleanup & RLF) RLF GRANTS (150 Pts) A. B. C. D. E. F. G. H. I. J. RLF Budget = 10pts CN = 15pts Business Plan for RLF = 24pts Sustainable Reuse = 12pts Creation and/or Preservation of GS/OS = 5pts Preaward Comm. Notification = 12pts Ongoing Comm. Involvement = 16 pts Reduction of Threats to HH & Environment = 26pts Leveraging of Additional Resources = 10pts Programmatic Capability/Mgmt Structure = 20pts CLEANUP GRANTS: (127Pts) A. B. C. D. E. Clup budget = 10pts CN = 15pts Sustainable Reuse = 12pts Creation and/or Preservation of GS/OS = 5pts Preaward Comm. Notification = 12pts Ongoing Comm. Involvement =16 pts Reduction of Threats to HH & Environment = 27pts Leveraging = 10pts Programmatic Capability = 20pts F. G. H. I. 58 Ranking: Budget Useful Tips  Before the budget – Short Introduction  After the budget chart – Explain tasks in detail  You may utilize up to 10% of the grant  If applying for both types of contaminants (Hazardous and Petroleum), submit separate budgets  The RLF funding can be utilized for both loans and subgrants. Loans must constitute at least 60% of your budget 59 Ranking: A. Budget Useful Tips  If applicant is proposing to use funds for both loans and subgrants, two separate budget tables must be submitted, one for loan pool budget tasks and one for subgrant pool budget tasks.  Don’t put all the “programmatic” costs under the loan budget. Show it under the grant budget as well.  Utilize the “Other” line item for proposed loan and subgrant amounts 60 Ranking: H. Leveraging of Additional Resources – 10pts Useful Tips  This is element “I” for RLF proposals  Response to question one is very unique to a RLF proposal. It takes commitment at the local level to make this program work. If you are an RLF Coalition, describe the resources the coalition members are contributing. 61 Ranking: I. Programmatic Capability 20pts Useful Tips  Programmatic Capability, sub elements 1-4, same as assessment  For RLF Grants; its ranking element J is called, “Programmatic Capability/ Management Structure.”  Note that if you are applying for RLF along with either assessment or cleanup proposal, you cannot just cut and paste here. The first question is unique to a RLF proposal. 62 Ranking: C. Business Plan for RLF Program Useful Tips  Know what you are getting into – have a basic understanding of the RLF program and requirements.  Talk to successful RLF grantees in the Region or talk to us.  Put some thought into your responses – don‟t simply restate or reword guideline language.  Undertake some pre-proposal marketing - how you define/perceive your market may determine how and by what means you reach your market. 63 Ranking: C. Business Plan for RLF Program Useful Tips (cont.)  For operational and management teams, there is no penalty for acknowledging the need for outside expertise. This may include technical, legal and/or fund management.  Demonstrate that you will ready to open your doors for business within months after receiving the grant. Your goal is to gain an edge through the preparation of a proposal that sells a reviewer on the strong likelihood of near term success. 64 Key Steps for Applicants…  Begin drafting or improve upon your edits of your draft proposal ! Start thinking about site selection!  Contact us with site eligibility questions!  Contact partners for assistance in preparing and/or reviewing your proposal! Get sample award-winning proposals & get peer review !  Contact State if applying for petroleum!  Decide upon option to place notice in paper and set up a public meeting!  Get State acknowledgement letter! 65 Resources Regional Information on-line! www.epa.gov/region4/waste/bf Headquarters Information on-line! www.epa.gov/brownfields Resources at CLU-IN on-line! www.clu-in.org/conf/tio/r4bfgrantwriting National Brownfields Conference; May 5-8, 2008, Detroit www.brownfields2008.org For Q & A to the ranking criteria from last years CLU-IN http://www.clu-in.org/conf/tio/r4bfgrantwriting/resource.cfm 66 For Additional Information…  FY07 Threshold Issues: Wanda Jennings at 404-562-8682 or jennings.wanda@epa.gov or Rudy Tanasijevich at 404-562-9557 or tanasijevich.rudy@epa.gov  Assessment: Nicole Bates at 404-562-9966 or bates.nicole@epa.gov  Cleanup: Mike Norman at 404-562-8792 or norman.michael@epa.gov or Olga Perry at 404-562-8534 or perry.olga@epa.gov  RLF: Wanda Jennings at 404-562-8682 or jennings.wanda@epa.gov 67