2016 Community Waste Reduction and Recycling Grants
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1 2016 Cmmunity Waste Reductin and Recycling Grants REQUEST FOR PROPOSALS N.C. Department f Envirnmental Quality Divisin f Envirnmental Assistance and Custmer Service The purpse f this grant prgram is t assist lcal gvernments with the implementatin, expansin, and imprvement f waste reductin and recycling prgrams in Nrth Carlina. The Divisin f Envirnmental Assistance and Custmer Service (DEACS) administers the Cmmunity Waste Reductin and Recycling Grant prgram thrugh the Slid Waste Management Outreach Prgram. With the release f this Request fr Prpsals (RFP), DEACS is seeking prpsals that request grant funding t help initiate r expand public waste reductin prgrams within the state. Applicants shuld carefully read this entire RFP prir t submitting a prpsal. Prpsals must be received by DEACS by 5:00 p.m. n Friday, February 12, Please address any questins abut this grant prgram t Rb Taylr at (919) , rb.taylr@ncdenr.gv. Cmmunity Waste Reductin and Recycling Grant Prgram Parameters and Ideas: The 2016 Cmmunity Waste Reductin and Recycling (CWRAR) Grant Prgram seeks t fund prjects that help cmmunities build lasting capacity t divert materials frm the waste stream and / r increase public awareness f waste reductin and recycling. There are tw categries f CWRAR Grants: Standard Prject Grants and Pririty Prject Grants. Different levels f grant funding are available fr Standard Prject Grants and Pririty Prject Grants. See the Available Funding sectin f this dcument fr mre infrmatin. Standard Prject Grants: Standard Prject Grants supprt a wide range f prjects that increase and / r enhance public waste reductin and recycling. The fllwing list prvides examples f Standard Prjects that are welcmed: Prjects that demnstrate the ptential t significantly increase a cmmunity s verall diversin f materials frm the slid waste stream; Prjects that imprve recycling prgram efficiency and / r cst effectiveness while increasing waste reductin; Prjects that increase the diversin f materials that are banned frm dispsal in Nrth Carlina; Prjects that increase the cllectin and diversin f special and / r hazardus wastes frm dispsal; Prjects that implement educatin and utreach effrts that will grw public awareness abut waste reductin and recycling services; Prjects that implement r expand public schl recycling prgrams. If seeking funding fr public schl recycling, please see additinal prvisins fr public schl recycling prjects in the Special Requirements sectin f this dcument; Prjects that increase the efficiency r effectiveness f public electrnics recycling prgrams. If seeking funding fr electrnics recycling, please see additinal prvisins fr electrnics recycling prjects in the Special Requirements sectin f this dcument. Pririty Prject Grants: Pririty Prject Grants supprt investments in public recycling prgram elements that have been determined t be f particular imprtance t grwing and expanding efficient and effective waste reductin and recycling services thrughut Nrth Carlina. Prpsals that seek funding fr the fllwing Pririty Prjects are strngly encuraged: 1
2 Prjects that create r expand away-frm-hme recycling pprtunities such as recycling infrastructure fr parks, sprts fields, streetscape / pedestrian recycling, and / r recycling at public venues. If seeking funding fr away-frm-hme recycling, please see additinal prvisins fr away-frm-hme recycling prjects in the Special Requirements sectin f this dcument; Prjects that implement r expand multifamily and / r cmmercial recycling service; Prjects that implement r expand Cnstructin and Demlitin recycling effrts such as asphalt shingle recycling r carpet recycling; Prjects that implement r supprt Hub and Spke Recycling Systems that cnslidate cmmingled recyclable materials fr bulk transfer t a Materials Recvery Facility (MRF); Prjects that implement r expand recycling prgrams t cllect and manage fd waste frm residential r cmmercial surces. Grant funds may nt be used fr cntracted cllectin csts r fr emplyee salaries. See the Grant Prject Planning sectin f this dcument fr mre infrmatin n the types f prgram elements that are eligible fr grant funding. Please cntact Rb Taylr at (919) r rb.taylr@ncdenr.gv fr mre infrmatin r t discuss yur prject ideas. Available Funding and Cash Match Requirement: Grant Award Amunts: Standard Prject: Applicants are eligible fr a Standard Prject grant award f up t $20,000. Pririty Prject: Applicants are eligible fr a Pririty Prject grant award f up t $30,000. Required Cash Match: Standard Prject and Pririty Prject grant winners must prvide a cash match equal t r exceeding 20 percent f the requested grant funding. Fr example, a grantee under this prgram requesting $20,000 in grant funding frm DEACS must shw a minimum expenditure f $4,000 f lcal funds n the prject. T meet the cash match requirement, a minimum f ne (1) lcal dllar must be spent fr every five (5) dllars f grant funding awarded. Calculating Cash Match: T determine the necessary cash match fr any grant prject, first determine the ttal prject budget then use the fllwing equatin: ttal prject budget 6 = required cash match. The difference between the ttal prject budget and the required cash match equals the maximum pssible grant award. Distributins frm the $2 per tn Slid Waste Dispsal Tax may be used t cver cash match requirements. In-kind cntributins will nt be accepted in lieu f cash match. The annual CWRAR Grant cycle typically receives funding requests that exceed available funds. Hwever, it is a pririty fr DEACS t supprt as many prjects as pssible. After clse examinatin f the requested funding and subject t agreement with the applicant, DEACS may award grant amunts lwer than the riginal request. Fr any amunt awarded, grantees must still prvide the required cash match. Grant Prject Planning: Available funding is limited and it is anticipated that the 2016 CWRAR Grant Rund will be highly cmpetitive. Fr this reasn it is imprtant that yur prject be well thught ut and well planned, and that yu fllw the instructins in this RFP and prvide all infrmatin as utlined in the sectin addressing Required Prpsal Frmat. Prpsals that seek grant funds fr the replacement f existing equipment will be scred substantially lwer than prjects that implement new recycling services r prjects that expand existing recycling services. Examples f apprved uses f CWRAR Grant funds include site develpment csts, cnstructin f facilities t handle recyclable materials, equipment purchases, equipment installatin csts, key recycling 2
3 prgram cmpnents, public awareness prgrams and materials that supprt public educatin such as signs r brchures. Examples f activities fr which CWRAR Grant funds MAY NOT be used include emplyee salaries, land acquisitin csts, administrative expenses such as verhead csts, studies r wrk perfrmed by cnsultants, cntracted cllectin csts r payment fr recycling services such as husehld hazardus waste events. Please cnsider cntacting a DEACS Lcal Gvernment Assistance Team staff member t discuss yur grant prject prir t submitting yur prpsal. Lcal Gvernment Team members are available t prvide technical assistance and advice n grant prjects. A listing f team member cntact infrmatin and areas f individual expertise is available n this web site: Eligible Entities: Cunties, municipalities, cuncils f gvernments and slid waste authrities in Nrth Carlina are eligible t apply fr funding frm the CWRAR Grant Prgram. Cunties, municipalities, cuncils f gvernments and / r slid waste authrities with an pen 2015 CWRAR Grant cntract must have inviced fr 90% f their grant funds by the prpsal due-date t be eligible fr grant funding during this grant cycle. Applicants that have cmpleted and clsed previus CWRAR Grant prjects may submit anther prpsal under this grant rund. Prpsals will nt be accepted frm applicants with an pen CWRAR Grant frm cycles prir t Federal and state agencies are nt eligible fr funding thrugh this grant prgram. Public universities, cmmunity clleges and private clleges and universities are nt eligible fr funding thrugh this grant prgram. Nt-fr-prfit entities are nt eligible fr funding thrugh this grant prgram; hwever, these entities are eligible fr funding thrugh the Recycling Business Develpment Grant Rund. Fr mre infrmatin abut Recycling Business Develpment Grants, please cntact Wendy Wrley at (919) r wendy.wrley@ncdenr.gv. Public schl systems and individual public schls are nt eligible t apply directly fr funding thrugh this grant prgram. Hwever, lcal gvernments (cunties r municipalities) may apply fr funding t supprt public schl recycling prjects. Additinal requirements apply fr prjects seeking grant supprt fr public schl recycling prjects - see Special Requirements sectin belw. Cnditins n Submittals: ONLY ONE PROPOSAL PER ELIGIBLE ENTITY WILL BE ACCEPTED. Grant prpsals may cmbine funding requests fr multiple types f prjects int ne prpsal. Fr example, a grant prpsal seeking funding fr away-frm-hme recycling receptacles plus an investment in sme ther public recycling prgram element unrelated t away-frm-hme recycling wuld be cnsidered. If cmbining different grant prject elements int ne prpsal, the available funding limits still apply and ttal request may nt exceed the grant award amunts nted in the Available Funding sectin f this dcument. Multi-party initiatives (such as jint prjects by tw r mre lcal gvernments where each lcal gvernment cntributes twards prject funding) are strngly encuraged. Any grup participating in a reginal r multi-party prject prpsal may nt submit additinal prpsals. All applicants selected fr funding will underg a cmpliance review t ensure that they d nt have an utstanding Ntice f Vilatin (NOV) related t Nrth Carlina slid waste statutes and rules. Outstanding NOVs must be crrected t the satisfactin f the N.C. Divisin f Waste Management (DWM) prir t any grant being awarded. Applicants with utstanding NOVs are respnsible fr prviding DEACS with infrmatin frm DWM indicating that the cmmunity is in cmpliance and that the NOVs have been crrected befre a grant cntract can be initiated. Applicatins will nt be accepted frm lcal gvernments that have nt submitted the required Slid Waste and Materials Management Annual Reprt fr the mst recent fiscal year. 3
4 As a cnditin f grant award DEACS may wrk with applicants t revise initially submitted prpsals befre entering int a grant cntract. Initial prpsals must be received by the due date. Changes t prpsals may include adjustments t prject scpe, prject budget, prject time line and / r ther elements f the prpsal. Any changes t initial prpsals must be apprved by DEACS and the applicant and the resultant Final CWRAR Prpsal will becme an attachment t the grant cntract. General Requirements: General requirements fr all applicants: Certificatin regarding usage f NC Slid Waste Dispsal Tax prceeds: Slid Waste Dispsal Tax prceeds are distributed t eligible lcal gvernments n a quarterly basis by the Department f Revenue. Accrding t , these funds must be used by a city r cunty slely fr slid waste management prgrams and services. CWRAR Grant applicants must certify in writing that all dispsal tax prceeds are used nly fr the purpse f prviding slid waste and recycling services. In additin t this written certificatin, applicants must describe hw dispsal tax funds are utilized. Public Building Recycling Services: CWRAR Grants will nt be awarded t applicants that d nt have recycling services fr cans, bttles and paper available at their gvernment buildings. As part f the grant prpsal, all applicants must indicate that emplyees in the key gvernment buildings perated by the applicant have reasnable access t recycling services and are able and encuraged t recycle materials generated in the curse f business. Please include a list f the materials cllected fr recycling at these facilities. Mercury Prduct Recycling: 130A requires that any public agency using state funds fr the cnstructin r peratin r public buildings shall establish a prgram fr the cllectin and recycling f all spent flurescent lights and thermstats that cntain mercury generated in public buildings. As part f the grant prpsal, all applicants must indicate that they have a prgram in place fr the cllectin f flurescent lights and mercury thermstats frm their public buildings. If the applicant des nt have a prgram in place fr the cllectin f these materials, then as a precnditin f any grant award the applicant must initiate such services. Fr mre infrmatin abut these requirements and / r fr assistance implementing a mercury prducts recycling prgram please cntact Jseph Fitzpatrick at , jseph.fitzpatrick@ncdenr.gv. Special Requirements: Applicants seeking funding fr public schl recycling, away-frm-hme recycling r electrnics recycling MUST address the indicated Special Requirement(s) in their submitted prpsal. Public Schl Recycling Prjects: As stated in the sectin addressing Eligible Entities, nly cunties, municipalities, cuncils f gvernments and slid waste authrities in Nrth Carlina are eligible t apply fr CWRAR Grant funding. Prpsals seeking funding fr public schl recycling prjects must cme frm ne f these entities. Public schl systems and r individual schls may nt apply directly. Applicants seeking funding fr public schl recycling prjects must answer the supplemental questins belw t ensure that all necessary prgram elements are addressed, and t help demnstrate prject planning. This is a cmpetitive grant prgram and prjects that institute r expand a schl-system wide recycling prgram will cmpete better than prjects that nly serve individual schls. Eligible grant prjects may seek funding fr equipment (such as bins and rll carts) and / r educatin materials. As with ther CWRAR prjects, administrative expenses (staff salaries and cntract cllectin csts) are nt eligible fr grant funding nr can they be used as matching funds. Please cntact Heather Cashwell at , heather.cashwell@ncdenr.gv fr infrmatin r assistance with public schl recycling prjects. Schl Recycling Supplemental Questins: Prvide a descriptin f any existing schl recycling prgram(s). 4
5 Indicate whether cllectin f recyclables will be prvided by the lcal gvernment r thrugh a cntracted cllectin service prvider. Prvide a list f the recyclables accepted by the prgram, and indicate hw the materials are cllected (single stream, dual stream, surce separated)? Where are the recyclables ging after cllectin (wh is yur market)? Where will recycling cntainers be placed (classrms, cafeterias, hallways, athletic fields, administrative ffices, library, cpy rms, etc.)? Wh will be respnsible fr emptying cntainers (cleaning staff, teachers, students, student grups, etc.)? A recycling cntact must be established at each schl that is recycling as a result f this grant. Please prvide a list f schls, cntact persn, and title. Examples f designated cntacts might include the facility manager, head custdian, the faculty crdinatr f a leadership grup r club, the principle, r an administratr. Describe yur plan fr prmting recycling and educating staff and students abut the prgram. Electrnics Recycling Prjects: Any cmmunity seeking grant funds related t an electrnics recycling related prject must indicate in their prpsal whether the lcal gvernment has ever received funds distributed frm the State s Electrnics Management Prgram. Fr mre infrmatin n eligibility fr Electrnics Management Prgram Funds see this web site: If the lcal gvernment has received Electrnics Management Fund distributins, then the applicant must include infrmatin in its prpsal abut hw thse funds have been used in the past and n hw the cmmunity intends t use the funds that will be distributed in February 2016 and February Successful cunty applicants seeking grant funds t supprt an electrnics recycling related prject that have nt previusly been eligible fr distributins frm the State s Electrnics Management Prgram will be required t becme eligible fr Electrnics Management Funds n r befre December 31, 2016 as a precnditin f receipt f CWRAR Grant funds. Successful municipal applicants seeking grant funds t supprt an electrnics recycling related prject that have nt previusly been eligible fr distributins frm the State s Electrnics Management Prgram must decide whether r nt t make themselves eligible fr Electrnics Management Funds prir t the December 31, 2016 eligibility deadline. This decisin shuld be made in cnsultatin with the cunty and shuld be based n hw the distributin f funds can best serve the advancement electrnics recycling the cmmunity. If it is determined that the municipality shuld seek Electrnics Management Funds, the municipality shuld take actin t becme eligible fr funds n r befre December 31, Away-Frm-Hme Recycling Prjects: Grant funds can nly be used fr recycling related purchases and cannt be used t pay fr the purchase f away-frm-hme receptacles fr the cllectin f waste (garbage). If a prpsal includes the purchase f away-frm-hme receptacles that cllect BOTH waste and recyclables then the standard matching fund requirement will be adjusted s that the applicant (grantee) cvers the full cst f the waste prtin f the cntainer with their matching funds. Fr example, if a cmmunity seeks t purchase a cmb waste / recycling statin that has ne slt fr garbage and ne fr recyclables and the receptacle csts $1,000 then the applicant will be expected t prvide a match equal t ne half f the purchase price r $500. If seeking funding fr an away-frm-hme recycling prject then please indicate in the Special Requirements sectin f the prpsal whether any f the equipment t be purchased will be used t cllect waste materials that are intended t be dispsed f in a landfill. 5
6 In additin, applicants fr away-frm-hme related grant prjects are strngly encuraged t specify which particular recycling receptacles are being cnsidered fr purchase as a part f their prpsal. Fr assistance with and guidance n the selectin f recycling receptacles please cntact Heather Cashwell at r heather.cashwell@ncdenr.gv. Funding Perid: Grantees must expend funds within ne year f cntract executin unless the grant cntract term is extended by written agreement between the applicant and the N.C. Department f Envirnmental Quality (DEQ). Extensins are pssible but nt guaranteed. It is anticipated that grant cntracts resulting frm this grant cycle will begin n July 1, 2016 and end n June 30, Any funds expended prir t the start f the cntract will nt be reimbursed. Due Date: Prpsals MUST be received by DEACS by 5:00 p.m. n Friday, February 12, Any prpsals received after the deadline will nt be cnsidered. Lcal gvernments requiring bard apprval t apply fr grant funds shuld plan t prcure that apprval befre the submittal deadline. Hw t Submit Prpsals: One electrnic cpy f the prpsal must be submitted. Receipt f all acceptable prpsals will be acknwledged by . Submit electrnic dcuments t rb.taylr@ncdenr.gv. Please submit electrnic versins as Micrsft Wrd (preferred) r Adbe (PDF) files. If submittal f an electrnic versin f yur prpsal presents a hardship, please cntact Rb Taylr t discuss submittal ptins. Prpsals must be received by 5:00 p.m. n Friday, February 12, Prpsals nt received by 5:00 p.m. n Friday, February 12, 2016 will nt be accepted. Required Prpsal Frmat: The fllwing utline indicates what applicants must include in their prpsal fr their applicatin t be cnsidered cmplete. Prpsals that fail t prvide all f the required infrmatin r that fail t fllw the fllwing frmat will be deemed inadequate and may nt be cnsidered fr funding. Prject Title Applicant Cntact Infrmatin: t include the fllwing: Name and title f main cntact Organizatin Address Phne number Fax number address Date f Prpsal Submittal: this must be the date f submissin f prpsal t DEACS General Requirements: (see sectin n General Requirements fr mre infrmatin) Written statement certifying that Slid Waste Dispsal Tax Prceeds are used nly fr slid waste management purpses and a descriptin f hw prceeds are used. Written statement indicating that the applicant has recycling services cllecting cans, bttles and paper available at the key gvernment buildings and a list f materials cllected. Written statement indicating that the applicant has established a prgram fr the cllectin and recycling f flurescent lights and mercury cntaining thermstats frm public buildings wned by the applicant. ~ cntinued n next page ~ 6
7 Prject Descriptin: Please include the fllwing infrmatin in yur prject descriptin: Descriptin and quantities f items t be purchased with grant funds; Descriptin f the anticipated life f service fr the items r materials t be purchased with grant funds (estimate hw lng the prject will cntinue t serve the cmmunity); An estimate f the number f husehlds r businesses that will be impacted by r have access t the recycling services assciated with the prpsed prject; An estimate f the waste reductin impact f the prpsed prject; and A descriptin f whether the grant prject will create a new service, enhance r expand an existing service, r supprt an existing recycling service withut expanding that service. Special Requirements: Prpsals fr schl recycling, electrnics recycling r away-frm-hme recycling must include additinal infrmatin as stipulated in the Special Requirements sectin. See Special Requirements n pages 4-6 fr mre infrmatin. Prject Timeline: Bulleted list shwing prject milestnes and general implementatin dates. Timeline must begin n r after July 1, 2016 and prject must be cmplete by June 30, Prject Budget: t include the fllwing: Itemized list f intended expenditures and estimated csts; Amunt f funds requested frm the state and amunt f matching funds t be prvided by the applicant (see Cash Match Requirements); If the grant prject is nt a Pririty Prject Grant, the state grant award cannt exceed $20,000; Please submit yur budget in a table fllwing the example shwn belw: Sample Prject Budget State Grant Award Applicant Cash Match Prject Ttal Recycling Carts fr Cmmercial Recycling Prgram (100 $55 each) $ 4,583 $ 917 $ 5,500 Labels fr Carts and Signs fr Recycling Sites $ 343 $ 69 $ 412 Prgram Brchures (Design and Printing) $ 209 $ 41 $ 250 Ttal $ 5,135 $ 1,027 $ 6,162 * Nte abut Prject Budgets: state and lcal sales taxes are nt reimbursable expenditures and shuld nt be included as part f grant budgets. Grant Selectin Prcess: Thrugh a blind vte prcess, a selectin cmmittee will use the pre-established Award Criteria identified belw t rank prpsals and make award decisins. The review prcess is expected t be cmpleted and preliminary award annuncements made in April, Applicants are encuraged t cnsider the Award Criteria as they develp their grant prpsals. A ttal f 100 pints is available. Award Criteria: 1. Innvatin / Creativity (0-5 pints): Is the prject innvative? Des the prject address a new waste stream r material, create a new recycling service, r take an apprach nt seen in Nrth Carlina? Des the prject set a strng example fr ther cmmunities t replicate? 2. Advancement f Public Recycling Service (0-10 pints): Des the prject implement a new recycling service in the applicant cmmunity? Des the prject bring a new aspect f recycling t an area r regin f the state? Des the prject implement a new prgram r service that is prven t be effective in anther cmmunity r regin f the state? 3. Planning (0-20 pints): Did the Prject Descriptin include all necessary elements? Is the prpsal well thught ut, well researched and backed by valid facts and assumptins? 4. Cnsistency with Best Management Practices (0-15 pints): Is the prject cnsistent with recycling industry Best Management Practices (BMPs) and / r des the prject invlve the adptin 7
8 r expansin f an industry BMP? Recgnized BMPs may include the cllectin f cmmingled materials, cllectin using carts, the use f cmpacting equipment fr cllectin vehicles, and / r the use f equipment and / r practices prven t reduce cntaminatin and maximize diversin in ther cmmunities. 5. Impact n the Waste Stream (0-15 pints): Will the prject cntribute substantially tward reductin f the lcal waste stream r will it substantially increase tnnage recvered thrugh recycling services? 6. Efficiency / Cst-effectiveness (0-10 pints): Will the prject imprve the efficiency r csteffectiveness f the lcal waste reductin prgram? Des the prject increase the efficiency r effectiveness f an existing service? Des the prject reduce the perating cst f a current recycling service r des it adpt practices prven t be cst effective in ther cmmunities? 7. Sustainability / Cmmitment (0-10 pints): Will the prject be nging and sustained in subsequent annual budgets? Des the prject have the supprt f the gverning bdy? Des the prject make investments that will cntinue t serve the cmmunity fr years t cme? 8. Jint Effrt (0 r 5 pints): One party prpsals will receive zer (0) pints; multi-party prpsals (invlving cash match frm all participants) will receive five (5) pints. 9. Pririty Prject (0-10 pints): Is the prject seeking funding fr a Pririty Prject Grant, and t what extent des the prject supprt investments targeted in ne f the Pririty Prject Grant categries? If Yur Prpsal is Selected fr Funding: DEACS anticipates that applicants selected fr funding will be ntified by the end f April DEACS will ntify the applicant with a frmal ffer by . The applicant must accept r decline the ffer. The fllwing will ccur nce the ffer is accepted: DEACS will cnduct a cmpliance review with the Divisin f Waste Management (this may ccur befre ffer is accepted). When DEACS requires revisins t the initially submitted prpsals as a cnditin f grant award, DEACS and the applicant must bth agree n the revisins t the prpsal and the applicant must apprve any changes and accept the ffered grant in writing. The Final Prpsal will becme an attachment t the grant cntract. Applicants wh fail meet this requirement will nt be awarded funding. Successful applicants will be required t register with the state s e-prcurement system using the same address prvided in the applicant s prpsal. T register in the state s e-prcurement system please visit the fllwing link: DEACS will submit a request thrugh the DEQ cntract prcessing system fr a grant cntract. NOTE: Successful applicants that make purchases befre a grant cntract is signed by bth DEQ and the grant recipient will nt be reimbursed. Other General Terms and Cnditins: All grantees are subject t the fllwing terms and cnditins. Mst f these terms and cnditins will be utlined in the grant cntract. Publicatins: all dcuments and publicatins assciated with a grant cntract shuld be printed n recycled paper cntaining at least 30 percent pst-cnsumer cntent. Cash match: grantees are required t prvide cash match f at least f 20 percent f the grant award. Final reprts: a draft final reprt is required t be submitted t DEACS at least 30 days prir t the cntract end date and a final reprt is required t be submitted by the cntract end date. Final reprts and drafts shuld be submitted electrnically. All applicants are strngly encuraged t visit the fllwing web site t review the final reprting frmat and guidelines: If yu d nt have internet 8
9 access, please cntact Rb Taylr at (919) t receive a cpy f the Final Reprt Guidelines. Extensins: n-cst time extensins are pssible but nt guaranteed fr grant cntracts. Grantees seeking n-cst time extensins shuld submit a request fr a time extensin at least sixty (60) days prir t the cntract end date. The request fr extensin must indicate hw lng the grantee is seeking t extend the prject and the reasn that the extensin is being requested (i.e., why the prject cannt be cmpleted n time). Any request fr an extensin must include a new timeline with revised prject milestnes as well as a new budget if budget changes are als being requested. DEACS reserves the right t decline any request fr extensin that is nt initiated at least sixty (60) days prir t the cntract end date. Reimbursement: distributin f DEACS grant funds is n a reimbursement basis. Requests fr reimbursement can nly be made after the grantee has spent funds n the grant prject. Reimbursement requests must be submitted n letterhead, must include cpies f invices, and must include prf that the grantee has made payment. Prf f payment may include cpies f canceled checks r ther financial reprts shwing that funds were spent. State and lcal sales taxes are nt reimbursable, may nt be cunted twards expenditure requirements, and shuld be excluded frm reimbursement requests. Final 10 Percent f Funds: DEACS will cntinue t reimburse grantees until 90 percent f the award amunt has been expended. The final 10 percent f grant funds will be held until an acceptable final reprt has been received by DEACS. The final reprt must be received and apprved prir t the end date f the cntract. All final requests fr reimbursement must be received within 45 days f the cntract end-date r all remaining grant funds will be frfeited. A Final Wrd n Grant Writing: Prpsals may receive lw scres r even be rejected because applicants fail t fllw the instructins utlined in this dcument. Applicants stand a better chance f success if they include all f the required cmpnents f a prpsal and if they fllw the Required Prpsal Frmat. Prject Descriptins shuld be clear, cncise, and shuld demnstrate thughtful planning. Prly prepared prpsals create uncertainty abut the prject gals and intended results. Clear details will prvide grant prpsal reviewers cnfidence abut the validity and feasibility f a prpsal. Applicants with questins are encuraged t cntact DEACS fr mre infrmatin. 9
Instructions. Important Dates. Application Deadline: May 15, 2013 at 5:00 p.m. Grant Awards Announced: July 15, 2013
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