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									                                  Request for Proposals for
                                  Sustainable Saint Paul’s
                                  Energy Challenge Grants

                                 Issued by the City of Saint Paul
                                          May 19, 2010

The City of Saint Paul is making Federal Stimulus funds available for projects that will assist
Saint Paul residents and businesses in reducing their energy use and climate change impact. The
purpose of the funding is to empower local groups to take concrete steps to reduce green house
gas emissions and their carbon footprint. These projects must utilize and promote either the
Neighborhood Energy Connection’s Home Energy Squads, Center for Energy and
Environment’s One-Stop Efficiency Shop Program, the Minnesota Energy Challenge or other
successful cost-effective energy efficiency and conservation programs.

Eligible applicants may request up to $5,000 for projects completed by June 30, 2011. The
deadline for applications is June 14, 2010.

Background:

The City of Saint Paul is pleased to offer the Sustainable Saint Paul Energy Challenge Grants
funded by the Federal American Recovery and Reinvestment Act of 2009 through the U.S.
Department of Energy’s (DOE) Energy Efficiency and Conservation Block Grant (EECBG)
program. The City of Saint Paul has a long history of taking proactive steps to protect our air,
water, and urban landscape. The City is committed to making Saint Paul “The Most Livable
City in America” and one of the greenest cities in the country.

To achieve this end, it is critical that all of us – government, residents, businesses, and
community groups – work together to reduce our energy use, green house gas emissions and our
impact on climate change.

For more information regarding the City of Saint Paul’s climate change efforts, please visit the
Sustainable Saint Paul website at: www.stpaul.gov/sustainability .

Eligible Applicants:

Non-profit organizations, neighborhood associations and business associations are eligible, as are
other public organizations that serve Saint Paul residents and businesses and have the capacity to
comply with City contract requirements. Applicants may submit proposals for more than one
project. However, no more than one proposal per fiscal agent will be funded.

For-profit organizations are not eligible for funding.




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Funding Amount/Appropriate Expenses:
    Up to $5,000 per eligible organization is available.
    Matching funds are not required. However, higher consideration will be given to projects
      leveraging in-kind and/or cash matches.
    Funds may be used for materials, supplies, printing, dissemination, translation, salaries,
      outreach expenses, and other items as agreed to and outlined in the grant agreement.
    Ineligible costs include some equipment (e.g. computers, monitors, and printers),
      activities that occur prior to grant execution, activities that occur after grant expiration, as
      well as any activity that does not serve to further the goal of reducing climate change.

Proposal Minimum Requirements:

The City of Saint Paul seeks to fund climate change initiatives that will empower Saint Paul
residents and businesses to reduce their energy use and carbon footprint. Specific requirements
include:

      Projects must include an evaluation component quantifying the results of the project. (e.g,
       number of pounds of green house gases reduced, energy cost savings, energy savings,
       number of residents participating, number of volunteer hours utilized, etc.)
      Projects must utilize, promote, and encourage participation in the Neighborhood Energy
       Connection’s Home Energy Squads (www.thenec.org), Center for Energy and
       Environment’s One-Stop Efficiency Shop program (www.mncee.org) or Minnesota
       Energy Challenge (http://mnenergychallenge.org/) or other successful cost-effective
       energy efficiency and conservation programs.
      Projects may involve a Minnesota Energy Challenge Team as a basis to track project
       progress. Participants may elect to create a new team or use an existing team. However,
       if an existing team is used, a baseline must be established prior to beginning the project.
      Project activities must be focused on Saint Paul residents and/or businesses and must take
       place within the City boundaries.
      Projects must allow local groups to take concrete action to reduce their energy use, green
       house gas emission, and carbon footprint and must result in meaningful and measurable
       steps to reduce climate change. (Funds are not intended to be used for future planning or
       for research projects.)
      Projects must have a realistic timeline and be completed by June 30, 2011.
      Project budgets must be clearly described and should have limited administrative
       overhead.
      The target audience must be clearly described and must be sufficiently large to warrant
       funding.

Review Evaluation Criteria:

An evaluation committee will review proposals. Grant Funding will be awarded based on the
following criteria:



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       Consistency with grant purpose and requirements.
       Quality of the work plan, including the measurability and meaningfulness of the project’s
        goals and objectives.
       Clarity regarding project outcomes and how those outcomes will be measured.
       Clarity regarding the specific populations to be reached by the project and the applicant’s
        ability to attract and engage those populations.
       Organizational capacity, including the capacity to collect and analyze data regarding
        project outcomes and effectiveness.
       Whether the proposal reflects “best practices” in climate change actions.
       Clarity and appropriateness of the project’s budget. Matching funds are not required,
        however, priority may be given to projects leveraging in-kind or cash matches.

The following focus areas are highly desirable:
    Multi-neighborhood projects
    Businesses
    Landlords and/or tenants
    Vulnerable/disadvantaged communities

Grant Agreement:

Each grant recipient must enter into a formal grant agreement. The grant agreement is a legally
binding document that will enumerate the conditions of the grant award, including requirements
for project implementation and mid-term and final reports. Grant recipients are expected to keep
accurate records of the project’s finances.

Applicants will further be required to submit the following administrative documents with the
proposal:

       Applicant’s most recent audit and management letter
       Applicant’s IRS determination letter
       Applicant’s Board of Directors member list
       Applicant’s organizational chart
       Applicant’s most recent annual report

Successful applicants may be required to submit additional documentation once funding is
approved. Additionally, all successful applicants will be required to provide documentation of
appropriate insurance, such as workers’ compensation, comprehensive liability, commercial
auto, and/or professional liability. It is recognized that not all of these requirements will apply to
every successful applicant.

Some waivers and/or adjustments to these requirements can be negotiated based on the City’s
risk management criteria.




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Payments:

50% of the grant award will be provided to the successful applicant following completion of the
formal grant agreement. 25% of the grant will provided after successful completion of Mid-term
report. The remainder of the grant award will be provided following satisfactory completion of
all project activities and submission and approval of the final report. Quarterly updates will be
provided to the City to complete required DOE reports.

Tentative Program Timeline:

      4:00 p.m., June 14, 2010: Grant applications due
      June 25, 2010: Announcement of grant recipients
      July 1, 2010: Project start date
      December 31, 2010: Mid-term reports due
      June 30, 2011: Project completion date

How to Send Your Grant Application:

      Send one original application plus three double-sided copies to the address below. Only
       one set of the administrative documents is required.
      Your application must be received by 4:00 p.m. on Monday, June 14, 2010.
      Late applications may not be considered. No faxed or emailed proposals will be
       accepted.
      Mail or deliver your application to:

                        Sustainable Saint Paul Energy Challenge Grant
                        Attn: Anne Hunt, Environmental Policy Director
                           390 City Hall, 15 West Kellogg Boulevard
                                     Saint Paul, MN 55102

Additional Resources:

      Sustainable Saint Paul: http://www.stpaul.gov/sustainabiliy
      Neighborhood Energy Connection: http://www.thenec.org/
      Minnesota Energy Challenge: http://mnenergychallenge.org/
      Center for Energy and Environment: http://www.mncee.org/
      Minnesota Office of Energy Security: http://www.energy.mn.gov
      Community Action Partnership of Ramsey and Washington Counties:
       http://www.caprw.org/
      Xcel Energy InfoSmart (energy saving tools):
       http://www.xcelenergy.com/Minnesota/Residential/SaveEnergy_Money/Pages/Energy_sa
       ving_tools_by_InfoSmart_from_Xcel_Energy_sm.aspx




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                       SAINT PAUL ENERGY CHALLENGE GRANTS
                          2010 COVER SHEET AND APPLICATION

                      Applications due by 4:00 p.m. Monday, June 14, 2010

Late applications may not be considered. No faxed or emailed letters will be accepted.

Mail or deliver to:     Sustainable Saint Paul Energy Challenge Grant
                        Attn: Anne Hunt, Environmental Policy Director
                        390 City Hall, 15 West Kellogg Boulevard
                        Saint Paul, MN 55102

Name of Applicant:

Address:

Telephone Number:

Fax Number:

Contact Person Name and Title:

E-mail address:

Grant Request: $               Matching Funds (not required): $          Total Cost: $

Affected Neighborhoods/District Council/City Council Wards:

Federal Employer Identification Number:

Short Description of Proposed Project (summarizing main goals and activities):




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CHECKLIST OF ATTACHED DOCUMENTS
Proposal (original and six copies):
____ Completed cover sheet
____ Application narrative (maximum 4 pages including budget/justification)
____ Other relevant documents/attachments (optional)


Administrative Documents (one set):
The following documents are required to be submitted with your proposal. Failure to include
any documents may disqualify your proposal from consideration. If you cannot supply one or
more documents, please include a note of explanation.
_______Most recent audit and management letter
_______Organizational chart
_______IRS Determination Letter
_______List of Board of Directors members
_______Most recent Annual Report




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                      SAINT PAUL ENERGY CHALLENGE GRANTS
                               APPLICATION INSTRUCTIONS

    (Please limit to 4 pages, including the budget, in 12 point font, single space, 1” margins)


Describe Target Audience/Community Partners
    Target Area: Describe the geographic area served (e.g., specific neighborhoods,
       citywide, etc.)
    Target Population: List the number of intended recipients of the proposed project, and, if
       known, describe their age distribution, racial/ethnic composition, and/or income
       distribution.
    Community Partners: Describe other project partners and their role (if any).

Describe Program Goals, Activities, Timelines
    Primary Goal: State your project’s goals and your intended final outcome
    Activities: Describe the actions you intend to take to implement your project and achieve
       your goals
    Milestones/Timeline: Provide a schedule for project implementation
    Promote Energy Programs: Describe how you will promote the Neighborhood Energy
       Connection’s Home Energy Squads, Center for Energy and Environment’s One-Stop
       Efficiency Shop Program, the Minnesota Energy Challenge or other successful cost-
       effective energy efficiency and conservation programs. Utilization and promotion of
       successful energy programs is a requirement to receiving grant funds.
    Rationale: Describe how each activity will be effective for your target population and the
       expected benefits of your project to the target population.

Evaluation Components
    Measurement: State specifically how you will measure and evaluate your progress
      toward meeting your goals.
    Quantify: Describe how you will quantify pre & post energy use, energy savings, jobs
      created, volunteer hours, etc.
    Greenhouse Gas Reduction Target: Describe how much carbon dioxide or greenhouse
      gasses you expect to reduce and how this reduction will be measured.

Organizational Capacity
    Organization: Briefly describe the composition and purpose of your organization, your
      major activities, the population served, the length of time your organization has been in
      existence, any similar/relevant activities your organization has done, and any past
      connections your organization has had with your targeted population.
    Key Project Staff: List the titles, responsibilities, and qualifications of project staff and
      state who will be in charge of the project.
    Grant Management Experience: Briefly describe your previous grant management
      experience.


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Budget and Justification

                                   SAMPLE PROJECT BUDGET FORMAT
PERSONNEL                                   Grant request                      In–kind or other funding
 Staff person’s name, title, %
 time @ $___


TOTAL SALARY/WAGES
FRINGE BENEFITS
TOTAL STAFF COSTS


CONTRACTUAL - Specify



OTHER EXPENSES*
  Volunteer time
   Mileage
   Supplies
   Printing
   Postage
   Other (specify)
TOTAL OTHER EXPENSES


TOTAL DIRECT COSTS


INDIRECT/ADMIN (not to
exceed 10% of direct costs)


TOTAL PROJECT COSTS
*These categories are not required. Other categories may be used.

Budget justification instructions:
Personnel: Justify staff time allotted to the project.
Fringe benefits: Indicate whether the amount provided is the total of actual fringe benefits for each
individual or whether an average percentage was used. Identify what constitutes fringe benefits (e.g.,
health, dental, or disability insurance, FICA, Medicare, pension).
Contractual: Include services to be provided under contract.
Other expenses: Itemize each category of expenses (e.g., anticipated 500 miles of travel between project
sites @ $0.375/mile; printing 1000 brochures at $2.25 each).
Indirect/administrative costs: All indirect/administrative costs are capped at 10% of the direct costs.


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