North Central Texas Sustainable Materials Management Solid Waste FY2018/FY2019 Call for Projects

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1 North Central Texas Sustainable Materials Management Solid Waste FY2018/FY2019 Call for Projects November 21,

2 Agenda NCTCOG Background Grant Eligibility Private Sector Notification Requirements Application Requirements Evaluation Criteria Call for Projects Timeline Post Grant Submission Information Past Projects and Contact Information 02

3 What is NCTCOG? Voluntary association of local governments Assists local governments in: - Planning for common needs - Cooperating for mutual benefit - Recognizing regional opportunities - Resolving regional problems NCTCOG is the designated solid waste management agency for North Central Texas 03

4 NCTCOG s Role in Materials Management Planning Facilitate the region s solid waste advisory committee, the Resource Conservation Council (RCC) Maintain the Regional Solid Waste Management Plan Maintain the Closed and Abandoned Municipal Solid Waste Landfill Inventory (CLI) of the North Central Texas region Facilitate review of the conformance of proposed waste management facilities Provide regional outreach and education services 04

5 Examples of NCTCOG Materials Management Coordination Activities Regional Solid Waste Resources Closed Landfill Inventory Offer Workshops Data Collection Regional Studies Social Media Content for Cities Local Government Support Sign up for interested party list to receive updates! Go to our website and join here: 05

6 Pass-Through Grants Call for Projects 06

7 Eligible Entities and Available Funding Cities Counties Public schools and school districts (not including universities or post-secondary education institutions) Regional Councils of Governments Other general law and special law districts created in accordance with state law, and with authority and responsibility for water quality protection or municipal solid waste management, to include river authorities TOTAL AVAILABLE PASS-THROUGH GRANT FUNDING FY18/19 Total: $659,542 FY2018: $329,771 FY2019: $329, County Region 07

8 Project Categories Local Government Regional Collaborative Projects Minimum Funding Request Maximum Funding Request Project Types $15,000 $200,000 Any eligible entity $125,000 $500,000 Must include at least (3) eligible entities 08

9 Eligible Expenses Personnel - Does not include overtime or travel - Expense reimbursement requests must be submitted monthly Equipment - Unit acquisition cost of $5,000 of more Construction Contractual - Applicable laws and regulations concerning bidding and contracting for services must be followed Other Examples: - Advertising/Public Notices - Computer Software - Training New Threshold: *Each budget line item must meet or exceed $500 to be deemed acceptable. This applies to all budget categories except for Equipment* 09

10 Eligible Projects TCEQ funding categories: Source Reduction and Recycling Household Hazardous Waste Local Enforcement Litter and Illegal Dumping Programs Citizen Collection Stations and Small Transfer Stations Local Solid Waste Management Plans Technical Studies with a regional scope/impact Educational and Training Projects 10

11 Application Requirements Pre-Application Meeting: Applicants that have not previously been awarded NCTCOG Grant funding are required to meet with NCTCOG prior to application submission. To schedule this meeting, please contact Kate Powers at or (817)

12 Five Goal Areas: Application Requirements Goal Identification: All applicants are required to identify at least one applicable goal/objective from the Planning for Sustainable Materials Management in North Central Texas Support Materials Management Education and Training 2. Promote Creation and Expansion of Waste Management Programs 3. Measure Regional Waste Reduction Efforts 4. Support Innovative Technologies for Other Waste 5. Promote Collaborative and Public/Private Sector Partnerships Objectives and plan can be found at: 12

13 Application Requirements All applicants need to identify: 1. Project Type (Local Government or Regional Collaborative Project) 2. Project Category (one of the eight eligible projects types) If grant is for a Regional Collaborative Project, each participating entity must submit a letter of support This letter should identify: Applicant role Level of participation Any other support that the partner will provide to the lead applicant (e.g. local match, etc.) 13

14 Application Requirements Submittal of a resolution/court-order authorizing the project application submittal from the governing body of the project lead entity **One notarized copy must be submitted by COB on March 14, 2018 ** Should be submitted via to Kate Powers, kpowers@nctcog.org If applicable, applicants must submit a Private Sector Notification for the applicable project categories: - Source Reduction and Recycling - Citizens Collection stations and small registered transfer stations - Demonstration projects under Educational and Training Projects category 14

15 Private Sector Notification Requirements Contact in person or in writing the known private service providers of similar services which are providing services within the geographic service area that the project intends to serve, prior to submitting the application. Must contact known private service providers that are providing similar services Consider any input and concerns from providers Consider meeting private service providers in person to resolve any concerns A list of service providers within the region is available from NCTCOG at 15

16 Application Requirements A project timeline for each project is required. It should include: Detailed purpose and goal of the project; Specific task statements with responsible entity identified and description of task; List of deliverables/products/activities under each; and, Schedule of major deliverables *Projects must be completed by March 31, 2019* Example: 1. Task: a.) Activity/deliverable (date of completion) b.) Activity/deliverable (date of completion) c.) Etc. 16

17 Application Requirements All applicants are required to submit a 1-page summary slide in the online application **A template is provided on the home page of the online application It is also available at under Grant Writing Resources 17

18 Must be an Eligible Entity Application Checklist Applicant Meeting with NCTCOG staff Completed Online Application Form Signed Certification and Assurances Project Summary Slide (PowerPoint or PDF) Support Letters from participating entities (Required for Regional Collaborative Projects only) Private Sector Notification is required for projects in the following categories: Source Reduction and Recycling Citizen Collection Stations and Small Transfer Stations Education and Training Signed Resolution/Court Order (by March 14, 2018 to 18

19 Evaluation Criteria 1. Budget (10 points for Local Government Projects; 10 Points for Regional Collaborative Projects) Expenses itemized with an approximate unit cost Explanation of how requested funding will be used and the purpose of any materials being purchased Appropriate, relevant, and consistent When possible, applicants are encouraged to balance their budgets between the two fiscal years, but this is not required and may not be appropriate in certain instances. 19

20 Evaluation Criteria 2. Timeline (10 points for Local Government Projects; 10 Points for Regional Collaborative Projects) Describes the major steps or activities involved Identifies the responsible entities Establishes a specific timeline to accomplish each task Organized and realistic 20

21 Evaluation Criteria 3. Project Description/Demonstrated Funding Need (30 points for Local Government Projects; 20 Points for Regional Collaborative Projects) Readiness for Implementation Clearly identified funding needs Equipment appropriate for project Local match commitment Budget appropriate for project described Ability to complete project on time 21

22 Evaluation Criteria 4. Project Impacts and Benefits (30 points for Local Government Projects; 30 Points for Regional Collaborative Projects) Demonstration of needs and/or critical issues addressed Partnerships, collaboration, and stakeholder diversity Geographic scope and impacted area Defined measurements of progress showing benefits of project Identify specific waste stream addressed 22

23 Evaluation Criteria 5. Regional Advancement of Materials Management (20 points for Local Government Projects; 10 Points for Regional Collaborative Projects) Potential for project to demonstrate feasibility of new technologies or materials management infrastructure not yet used by the applicant. Demonstration or pilot project that establishes or advances materials management programs. Demonstration of additional environmental quality of life benefits (e.g. air quality, water quality, social responsibility). 23

24 Evaluation Criteria In addition, Regional Collaborative Projects will also be evaluated based on the following criteria: 6. Partnership and Regional Impacts (N/A for Local Government Projects; 20 Points for Regional Collaborative Projects) Degree of public/private sector collaboration Demonstration of regional impacts 24

25 Point Summary Scoring Criteria Category Local Government Project Category Regional Collaborative Project Category Budget 10 points 10 points Project Timeline 10 points 10 points Addressing Needs and Demonstrating Results 30 points 20 points Project Impacts and Benefits 30 points 30 points Regional Advancement of Materials Management Partnerships and Regional Impacts 20 points 10 points N/A 20 points Total Points

26 Event Call for Projects Timeline Anticipated Timeline Public Meeting on Funding Plan (NCTCOG Offices) October 9, 2017 RCC Meeting- Approve Funding Plan and Call for Projects Criteria October 19, 2017 Call for Projects Regional Workshops Nov./Dec NCTCOG Exec. Board : CFP, Funding Plan Approval Dec. 21, 2017 Call for Projects Opens January 8, 2018 Call for Projects Closes, 5 p.m. February 12, 2018 CFP Scoring Process/Private Sector Review Feb./Mar RCC Meeting: Approve Selected Projects April 19, 2018 NCTCOG Exec. Board: Approve Selected Projects April 26, 2018 Execute Agreements May 2018 Project Implementation Jun Mar. 31,

27 Online Application Applications for Grants are sought through a web-based application, which can be found at: Applications for the Grants must be received in the web-based application by 5:00 p.m. CST on February 12, 2018 Applications will be time-stamped in the online system It is strongly advised that applicants register in the system with a Username and Password in advance of the submission deadline to ensure they can access the system and avoid delays caused by technical difficulties 27

28 Presentations by Grant Applicants All applicants are required to give a brief presentation and answer questions for the Selection Subcommittee. A template presentation will be provided to applicants prior to the Selection Subcommittee s February/March 2018 meeting Please block off calendar for these dates if you are planning on submitting an application Applicants will be notified of their presentation time after the close of the Call for Projects 28

29 Grant Administration Successful applicants will be notified of their selection and the amount of grant funds awarded **Selected entities will be required to execute a standard legal Interlocal Agreement with NCTCOG to ensure that the approved work program of the project is followed A notice to proceed will be sent to the award applicants **Once received, project implementation can commence, and cost may begin to be incurred NCTCOG expects to notify grant recipients of awards in May

30 Reimbursement of Expenses Grant Funding will be provided on a reimbursement basis for eligible expenses incurred by the grant recipient. Requests for reimbursement should include documentation to show all the grant funded expenses have been received and paid by the grant recipient. Requests for reimbursements must be submitted at least quarterly but no more than once a month. Grant recipients must have all project activities and expenditures completed by March 31, A Final Report, Final Reimbursement Request, and Release of All Claims will be due to NCTCOG by 5:00 p.m. on April 30,

31 Projects from FY2016/

32 Applicants can find the following information at x Contact Information Application Guidelines Online Application 32

33 Contact Connect Tamara Cook Manager of Environment & Development North Central Texas Council of Governments Kate Powers Environment & Development Planner North Central Texas Council of Governments Ryann Cline Environment & Development Planner North Central Texas Council of Governments nctcogenv youtube.com/user/nctcoged nctcog.org/envir 33

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