Kickstart your Application! Webinar No. 4: Task Descriptions, Cost - - PowerPoint PPT Presentation
Brownfield Grantwriting Training Webinar S eries: Kickstart your Application! Webinar No. 4: Task Descriptions, Cost Estimates, and Measuring Progress July 9,2020 Pre-Webinar Q&A: What questions do you have from Webinars 1, 2 & 3 or
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Hosted by: Louisiana Dept. of Environmental Quality Kansas S tate University's Technical Assistance to Brownfields Program
Sponsored by:
Pre-Webinar Q&A: What questions do you have from Webinars 1, 2 & 3 or Brownfields in general? What can KSU TAB help with? Webinar No. 4 will start at 2pm
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If you are using a phone for audio – make sure your Computer Audio is turned off.
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Rebecca Otte
Amanda Alewine, S
Assessment – Community Wide (S ingle Entity)
Assessment – S ite S pecific
Assessment – Coalition
Multipurpose Grant
Cleanup Grant
Not sure yet
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Webinar No. 1: Check all the Boxes: Narrative S ummary S heet & Threshold Criteria Webinar No. 2: Proj ect Area Description & Plans For Revitalization Webinar No. 3: Community Need & Community Engagement
Webinar No. 5: Programmatic Capability & Past Performance Webinar No. 6: Updates to the new Request for Applications
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PART 3: TASK DESCRIPTIONS, COST ESTIMATES AND MEASURING
3.a. Description of Tasks/Activities and Outputs
3.a.i. Proj ect Implementation 3.a.ii. Anticipated Proj ect S
chedule
3.a.iii. Task/ Activity Lead(s) 3.a.iv. Output(s)
3.b. Cost Estimates 3.c. Measuring Environmental Results
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Helpful Tip 1 before we get started – Follow the Outline 3.a. Description of Tasks/Activities and Outputs (25 Points)
3.a.i. Proj ect Implementation (10 points) 3.a.ii. Anticipated Proj ect S
chedule (5 points)
3.a.iii. Task/ Activity Lead(s) (5 points) 3.a.iv. Output(s) (5 points)
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3.a
3.a.i. Proj ect Implementation (10 points)
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3.a
Task/ Activity: i. Proj ect Implementation
A-funded activities for the priority site(s):
A-funded activities for the non-priority site(s), if applicable:
A grant resources needed to carry out task/ activity, if applicable:
chedule
Tip: If EP A provides an example table, use that table!
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3.a.i
Task 1: Activity Activity Activity Task 2: Activity Activity Etc.
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Helpful Tip - Tasks must match the budget
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Ranking Criteria Evaluation Criteria Provide a list and description of the tasks/ activities required to implement the proposed proj ect.
Discuss the EP A-funded activities that will take place to address the priority brownfield site(s) in the target area(s); The degree to which the tasks/ activities are eligible, specific, and appropriate to the goals of the proposed proj ect, and the degree to which the response demonstrates a sound plan to address the priority site(s) and the applicant’s readiness to achieve the proj ect goals in an efficient manner.
3.a.i
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Ranking Criteria Evaluation Criteria and if applicable, the anticipated activities to occur beyond the priority site(s), in or outside the target area(s). When applicable, the degree to which tasks/ activities for the remaining funds are specific and appropriate, and the degree to which the response demonstrates a sound plan. If applicable, identify tasks and/ or activities that are necessary to carry out the grant that will be contributed by sources other than the EP A grant; such as in-kind resources or funding contributed by your organization. When applicable, the extent to which other resources (e.g. in-kind resources) will bridge the gap between the EP A grant and activities necessary to bring the grant to successful completion. (For example, the applicant does not charge the EP A grant for salary dollars and therefore contributes its
activities or grant administration. Do not duplicate sources listed in 1.c.i. Resources Needed for S ite Reuse.) (Note, a response may not earn full points if the applicant duplicates sources that are listed in 1.c.i. Resources Needed for S ite Reuse.)
3.a.i
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Ranking Criteria Evaluation Criteria The degree to which the Assessment Coalition applicant proposes to assess a minimum of 5 sites and at least one in each coalition member’s j urisdiction. (Note, proj ects that plan to assess a minimum of 5 sites with at least one site in each coalition members’ j urisdiction will be reviewed more favorably.)
3.a.i
Cooperative Agreement Oversight Exchange Program Information with EP
A & Other Grantees (e.g. Attend Conferences and Workshops)
Community Engagement Brownfields Planning Conduct Environmental Assessments Cleanup Planning
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3.a.i
Personnel & Fringe Costs to conduct/ oversee these activities are eligible grant expenses
Cooperative Agreement Oversight S
ubmitting Quarterly Reports to EP A including DBE reporting and Federal Financial Reports
Updating ACRES Procuring an Environmental Consultant Grant Drawdowns/ Financial Tracking Ensure Quality Management Plan is up-to-date
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3.a.i
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3.a.i
Exchange Program Information with EP
A & Other Grantees
Participate in Annual EP
A Regional Meetings in Dallas
Participate in National Brownfields Conference (every 18-
24 months)
Participate in EP
A Grantee Calls
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3.a.i
Community Engagement Community Meetings Website / S
S
peaking at Events
Hosting a Festival Booth Coordinating Zoom Calls Coordinating Coalition meetings (if applicable) S
ite Progress Updates Adapting to Coronavirus
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3.a.i
Brownfields Planning Enhancing your existing Brownfields inventory Reuse planning Land use assessment Development of an area-wide plan Conducting market feasibility studies Evaluating infrastructure needs And more!
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3.a.i
Conduct Environmental Assessments Phase I and Phase II environmental site assessments Procuring an Environmental Consultant to conduct investigations S
ite selection
S
ecuring site access
S
ubmitting Property Eligibility Determination Request to EP A
Developing Quality Assurance Proj ect Plans S
ubmitting Assessment Reports to EP A
Keeping EP
A Informed of Progress
S
ite Progress Updates to the Community
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3.a.i
Cleanup Planning
Cleanup Plan Analysis of Brownfield Cleanup Alternatives
Each Program is Unique!
Health Monitoring Activities Monitoring and enforcement of any institutional control
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3.a.i
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site
to advancing cleanup and reuse of brownfields in the project area
planning (including updating/ writing such plans) that are unrelated to advancing cleanup and reuse of brownfields in the project area
3.a.i
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3.a.i
urvey design, distribution or collection
ite-specific reuse planning for a site ineligible for brownfields funding
uperfund S ites)
ites under CERCLA orders/ consent decrees
A Brownfields Grant programs or other Federal Program (e.g. No Double Dipping)
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3.a.i
Task 1: Community Outreach i. Host quarterly meetings in the target area to inform the community about Brownfields and site progress and gather their input on the environmental work and planned reuses. Regularly post on social media (including our partners’ outlets) to keep the community informed and solicit feedback. Conduct semi-annual Coalition meetings.
Nonprofit.
chedule
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Develop a bullet list (or table) of your Planned Activities
ites / your Target Area(s)?
Group activities into 3-4 Tasks
3.a.i
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3.a.i
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3.a.ii
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Ranking Criteria Evaluation Criteria
Discuss the anticipated schedule and timing for the EP A-funded activities outlined above in 3.a.i. Program Implementation The extent to which the proj ect schedule milestones are achievable and during the 3-year period of performance. the likelihood that the activities will be completed within the 3-year period of performance.
3.a.ii
Cooperative Agreement Oversight/ Exchange Program Information with EPA & Other Grantees:
S elect a contractor within 3 months of award
S ubmit reports to EP A quarterly
Update ACRES as proj ects progress (at least monthly)
Participate in EP A calls & conferences as scheduled
Update our Quality Management Plan annually Community Outreach:
Conduct Quarterly Community Outreach Events throughout the 3-year grant period
S end out a monthly Brownfield Newsletter
Hold initial grant Coalition meeting within 2 months of award & qtrly thereafter Environmental Assessments:
Conduct 3 Phase Is and 2 Phase II within Y ear 1; Conduct an additional 3 Phase Is and 3 Phase IIs by the end of the proj ect period.
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3.a.ii
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3.a.ii
Task 1: Community Outreach i. Host meetings in the target area to inform the community about Brownfields and site progress and gather their input on the environmental work and planned reuses. Regularly post on social media (including our partners’ outlets) to keep the community informed and solicit feedback. Conduct semi-annual Coalition meetings.
Nonprofit.
Weekly social media posts while proj ects are underway; S emi-annual Coalition meetings
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3.a.ii
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3.a.iii
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Ranking Criteria Evaluation Criteria
For each task/activity, identify the lead entity(ies) overseeing the various activities (i.e.
The extent to which the entity overseeing each task/ activity is appropriate and the degree to which the applicant demonstrates an ability to direct grant activities. When applicable, the degree to which the local health agency is involved in health monitoring activities.
3.a.iii
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Oversight Tip: Okay to have the same Lead on Multiple Tasks
3.a.iii
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Task 1: Community Outreach i. Host quarterly meetings in the target area to inform the community about Brownfields and site progress and gather their input on the environmental work and planned reuses. Regularly post on social media (including our partners’ outlets) to keep the community informed and solicit feedback. Conduct semi-annual Coalition meetings.
Nonprofit.
are underway; S emi-annual Coalition meetings
3.a.iii
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3.a.iii
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3.a.iv
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Ranking Criteria Evaluation Criteria
Identify, The quality of the specific outputs and quantify as appropriate, and the extent to which the outputs correlate with the proposed proj ect, the anticipated outputs/ deliverables for each activity/ task. and the likelihood that the outputs will be achieved within the 3-year period of performance. Outputs may include, but are not limited to:
ite Inventories
ite Assessment Reports
ite Cleanup Plans
(Refer to S ection I.D. for an explanation of outputs.)
3.a.iv
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3.a.iv
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Task 1: Community Outreach i. Host quarterly meetings in the target area to inform the community about Brownfields and site progress and gather their input on the environmental work and planned reuses. Regularly post on social media (including our partners’ outlets) to keep the community informed and solicit feedback. Conduct semi-annual Coalition meetings.
Nonprofit.
are underway; S emi-annual Coalition meetings
Coalition meetings; S ummaries of meetings and S
reports to EP A
3.a.iv
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Combine activity timelines as necessary for space
3.a
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Task/ Activity Schedule Task Lead Output
Task 1: Cooperative Agreement Oversight
Procure a QEP oversee the grant Within 3 months of award City of Who Dats (applicant) – Brownfield Coordinator QEP selection noted in Qtrly Report to EP A S ubmit Quarterly Reports to EP A including DBE reporting and Federal Financial Reports Per grant cooperative agreement requirements City of Who Dats (applicant) – Brownfield Coordinator Reports submitted to EP A per grant requirements Update ACRES As sites progress through assessment and reuse process City of Who Dats (applicant) – Brownfield Coordinator ACRES records updated Drawdown on grant funds and track financials As expenses are incurred/ throughout the 3-yeard grant period City of Who Dats – Fiscal Dept. Grant drawdowns Rebecca’s Way Of Organizing For Planning Purposes – Not to Put in the Proposal
3.a
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3.a.i
3.a.i. Project implementation (10 points) City staff are now engaged in community outreach and negotiation of site access agreements and can initiate proj ect activities upon issuance
procedures adopted by City Council to hire environmental consultants to perform assessment work.
3.a
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3.a.ii 3.a
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3.a
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3.a
Task/Activity: Programmatic Support ($10,500)
and negotiation of site access agreements and can initiate proj ect activities upon issuance of a Cooperative Agreement. The City follows competitive procurement procedures adopted by City Council to hire environmental consultants to perform assessment work.
chedule: Cooperative Agreement Negotiated–Aug – S ept Advertise RFP for environmental Consulting and select contractor – S ept – Oct Complete Generic Quality Assurance Proj ect Plan for EP A approval - Nov
taff
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3.a
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3.b
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Administrative Costs
S
Rent Utilities S
hared Clerical Personnel
Etc.
Programmatic Costs Personnel time to complete Quarterly
Reports / Enter information into ACRES
Conducting / Overseeing ES
As paid for by the grant
Grant-Related Travel, training,
equipment supplies
Conducting Grant-S
pecific Outreach
Maintaining Brownfields Proj ect
Website/ S
Other Costs Directly Related to the
Grant
Up to 5%
No Cap
Is it worth it?
3.b
Budget Categories Project Tasks Total Task 1: CA Oversight Task 2: ESAs Task 3: Task 4: Direct Costs Personnel $ $ $ $ $ Fringe Benefits1 $ $ $ $ $ Travel $ $ $ $ $ Equipment $ $ $ $ $ S upplies $ $ $ $ $ Contractual $ $ $ $ $ Other (include subawards) (specify type)______ $ $ $ $ $ Total Direct Costs $ $ $ $ $ Indirect Costs2 $ $ $ $ $ Total Budget (Total Direct Costs + Indirect Costs) $ $ $ $ $
1 City of Who Dats’ Fringe Benefits Rate is 50%of Personnel Costs 2 City of Who Dats’ Indirect Cost Rate is 50%
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3.b
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3.b
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Ranking Criteria Evaluation Criteria
Describe how cost estimates for each task were developed (per budget category), 3.b.i. Development of Cost Estimates The degree of clarity on how each cost was developed and and, where appropriate, present costs per unit. the extent to which costs per unit are presented in detail. Replace the task number heading in the sample table with the actual title of the task. 3.b.ii. Application of Cost Estimates The extent to which each proposed cost is reasonable and realistic to implement the proj ect and clearly correlates with the proposed tasks and activities. Only include costs to be covered by EP A grant funds in this table. 3.b.iii. Funds Allocated Toward Environmental S ite Assessments The degree to which grant funds are allocated for tasks directly associated with Phase I and Phase II environmental site assessments. Leveraged resources should not be included in the budget table. (Note, proj ects that allocate at least 50%
tasks directly associated with Phase I and Phase II environmental site assessments will be reviewed more favorably.)
3.b
Task 1: Personnel to Oversee Grant - Personnel Costs: 20 hours at
average rate of $50/ hr = $1,000
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3.b
Task 1: Personnel to Oversee Grant: Personnel: 20 Hours $50 Per hour $1,000 Fringe (50%of Personnel): $500
Task 2: Environmental S ite Assessments – Personnel Costs: 20 hours at average rate of $50/ hr = $1,000; Contractual Costs: 6 Phase I site assessments at average cost of $3,500 based on past experience with similar proj ects in Louisiana = $17,500; 3 Phase II site assessment at average cost of $30,000 per Phase II = $90,000
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3.b
Task 2: Environmental S ite Assessments: Personnel: 5 Hours per Phase I ES A 6 Phase I ES As $50 Per hour $1500 Personnel: 10 Hours per Phase II ES A 3 Phase II ES As $50 Per hour $1500 Fringe (50%of Personnel): $1500 Contractual: 6 Phase I ES As $3,500 Average cost per Phase I $21,000 3 Phase II ES As $30,000 Average cost per Phase II $90,000
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EXAMPLE
Task 1- Programmatic Support Staff time for programmatic support is estimated at 180 hours to be paid from the assessment grant; additional salary costs will be covered from the City’s General Fund. Supplies for each grant is estimated at $500 over 3 years for computer-related hardware, paper, ink, pens and other miscellaneous office supplies. A portion of the funds will be used to offset costs for travel and education/training for staff to attend the National Brownfields Conference or other brownfields venues.
Budget Categories Proj ect Tasks ($) Programmatic Support Total Personnel $6,000 Fringe Benefits $1,500 Travel $2,000 Equipment S upplies $1,000 Contractual Other Total Direct Costs $10,500
3.b
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FY20 EXAMPLE Task 2-Phase I & II Environmental Site Assessments The cost assumes about 25 Phase Is will be completed along with 5 Phase IIs. This budget assumes an average per site cost of $3k - $4k for the Phase Is and $30k - $40k for Phase IIs. Most of the funds (estimated at $165,000 collectively) is expected to be spent on Phase II ES As.
Budget Categories Proj ect Tasks ($) Programmatic Support Phase I & II ES A’s Total Personnel $6,000 Fringe Benefits $1,500 Travel $2,000 Equipment S upplies $1,000 Contractual $268,288 Other Total Direct Costs $10,500 $268,288
3.b
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EXAMPLE Task 3- Focused Use-based Cleanup Planning: After Phase II reports are completed, staff and the consultant will develop a use-based cleanup plan for an estimated 3 sites. These are estimated to cost between $1,500 and $2,000 each. Preparation of cleanup plans will be consistent with submittal requirements of ODEQ and/ or OCC.
Budget Categories Proj ect Tasks ($) Programmatic Support Phase I & II ES A’s Cleanup/ Reuse Planning Total Personnel $6,000 $4,000 Fringe Benefits $1,500 $1,000 Travel $2,000 Equipment S upplies $1,000 Contractual $268,288 $5,300 Other Total Direct Costs $10,500 $268,288 $10,800 3.b
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EXAMPLE Task 4- Community Involvement: Staff time is estimated at 180 hours; additional salary
costs will be covered from the City’s General Fund. Contracts are expected to support community meetings and we have included $500 for rental space or other items as needed.
Budget Categories Proj ect Tasks ($) Programmatic Support Phase I & II ES A’s Cleanup/ Reuse Planning Community Involvement Total Personnel $6,000 $4,000 $6,000 Fringe Benefits $1,500 $1,000 $1,500 Travel $2,000 Equipment S upplies $1,000 Contractual $268,288 $5,300 $2,912 Other $500 Total Direct Costs $10,500 $268,288 $10,300 $10,915
3.b
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EXAMPLE Make Sure your Numbers Add Up
Budget Categories Proj ect Tasks ($) Programmatic Support Phase I & II ES A’s Cleanup/ Reuse Planning Community Involvement Total Personnel $6,000 $4,000 $6,000 $16,000 Fringe Benefits $1,500 $1,000 $1,500 $4,000 Travel $2,000 $2,000 Equipment S upplies $1,000 $1,000 Contractual $268,288 $5,300 $2,912 $276,500 Other $500 $500 Total Direct Costs $10,500 $268,288 $10,300 $10,915 $300,000
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Draft your Budget Table in Excel
Only costs to be billed to Grant
Develop Draft Cost Estimates
per 3-year period)
ite Assessments:
As x Cost of Phase I ES A =
As x Cost of Phase II ES A =
upplies – Include a description
3.b
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3.b
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3.c
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Ranking Criteria Evaluation Criteria Discuss how you plan to track, The extent to which the plan and mechanism to track, measure and measure and evaluate your progress evaluate proj ect progress in achieving these proj ect outputs, in achieving expected outputs,
and eventual proj ect outcomes results to ensure the grant funds are expended in a timely and efficient manner. are reasonable, appropriate, and (Definitions of outputs and outcomes are provided in S ection I.D.) correlate with information previously presented in the application. The extent to which proj ect goals will be achieved in an efficient manner.
3.c
S
preadsheets to track proj ect progression and key deliverables
KS
U TAB Brownfield Inventory Tool
Report to EP
A in Quarterly Reports
Number of People Type of Event S
ummary
Outcomes
Regularly updating ACRES
, including after the grant has closed out
Financial Tracking S
Internal/ Coalition/ Community Check in Meetings to evaluate Progress
emi-Annual Basis
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3.c
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The City of Oklahoma City
The City of Oklahoma City enters environmental site assessments into ACRES and a GIS Brownfields database to track progress. Brownfields staff routinely attends community meetings which will be tracked and noted in quarterly
they progress. The assessment grants will minimize exposures to contaminants by identifying what sites have contamination and assisting with cleanup planning to remediate/ mitigate the sites and prepare them for reuse. Expected outcomes are listed in the chart.
3.c
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Develop a plan to Measure Results
How are you going to track your proj ects?
KSU TAB BiT
S preadsheets
MS Access
Proj ect White Board
Quarterly Reports
ACRES
Regular Check ins to Evaluate Progress
Financial Tracking
3.c
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3.c
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Develop a bullet list (or table) of your Planned Activities
ites / your Target Area(s)?
Group activities into 3-4 Tasks
Note an Anticipated Proj ect S chedule for each task/ activity
Note a Task Lead for each task
Note Outputs for activities noted
3.a
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Draft your Budget Table in Excel
Only costs to be billed to Grant
Develop Draft Cost Estimates
per 3-year period)
ite Assessments:
As x Cost of Phase I ES A =
As x Cost of Phase II ES A =
upplies – Include a description
3.b
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Develop a plan to Measure Results
How are you going to track your proj ects?
KSU TAB BiT
S preadsheets
MS Access
Proj ect White Board
Quarterly Reports
ACRES
Regular Check ins to Evaluate Progress
Financial Tracking
3.c
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Webinar No. 1: Check all the Boxes Webinar No. 2: Proj ect Area Description and Plans for Revitalization Webinar No. 3: Community Need and Community Engagement
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July 30: Programmatic Capability & Past Performance August: Updates to the new RF
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S cott Nightingale, KS U TAB S ervices Coordinator for EP A Region 6 scottnight@ ksu.edu / (785) 207-6021 Jennifer Clancey, KS U TAB S ervices Coordinator for EP A Region 7 j mclancey@ ksu.edu / (319) 270-3394 Rebecca Otte, Louisiana Brownfields & VRP Coordinator Rebecca.Otte@ la.gov / (504) 736-7069
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This proj ect has been funded wholly or in part by the United S tates Environmental Protection Agency under assistance agreement TR-83684001 to Kansas S tate University. The contents of this document do not necessarily reflect the views and policies of the Environmental Protection Agency, nor does the EP A endorse trade names or recommend the use of commercial products mentioned in this document.