Q. Is a copy of NH OEP's EECBG application to the DOE available for review?
A. Please see the following links:
EECBG Subgrant Application
Q1. Point of clarification - For Task 3 on p. 5 of the Request for Proposal (RFP), is the EECBG Subgrant Application to be a competitive RFP document to be issued to applicants?
A1. The subgrant manager, in consultation with OEP, will develop the format of the application. The application process will be competitive.
Q2. Has NH OEP received any proposals from municipalities/counties to date? (we ask as for EECBG efforts in other states, certain states have requested initial proposals prior to the competitive solicitation process)
A2. OEP has received anecdotal communications from municipalities regarding potential EECBG funded projects. Such communications will not be considered when evaluating EECBG applications.
Dates
Q1. What are the anticipated beginning and end dates for EECBG Subgrant Manager's work?
A1. The Subgrant Manager will begin work immediately following approval from the NH Governor and Executive Council of the contract between the Subgrant Manager and OEP(currently anticipated to be on December 9, 2009). The Subgrant Manager's work is expected to conclude on September 9, 2012.
Q2. Point of clarification for dates listed in RFP
i. On p. 6 of the RFP, for the December 9, 2009 date, does this mean that the EECBG Subgrant Manager's approach and timeline will need to be approved by the NH Governor and Executive Council?
OEP will work with the selected Subgrant Manager to finalize their approval and timeline. Major milestones will be incorporated into the contaract. The NH Governor and Executive Council must approve the proposed contract between OEP and the selected Subgrant Manager. The RFP requests that respondents assume a December 9, 2009 approval date when creating their proposed timeline.
ii. On p. 4 of the RFP, for the March 13, 2010 date, has NH OEP received further guidance from the DOE regarding the term "provided"?
OEP has received indication that subgrantees must be selected by March 9, 2010. Though OEP received notification of its award from DOE on September 14, 2009, the contract effective date was set at September 10, 2009. Recent correspondences from DOE have indicated that the following information must be available for all subgrantees by March 9, 2010:
* Name
* DUNS Number
* Award Amount
* Statement of work including applicable activities
* NEPA EF-1 Form for all proposed activities
However, OEP is continuing to work with DOE to clarify their specific requirements for the term "provided."
Outreach
Q1. What type of outreach is currently being performed by NH OEP that may be able to be leveraged by the EECBG Subgrant Manager?
A. The Subgrant Manager will be permitted use OEP's website and ARRA listserv for approved communications. OEP will assist in a coordinated outreach strategy. OEP has established relationships and/or involvement with several entities that would likely circulate information as a service to their constituencies.
Q2. Has a list of municipalities and associated contact information to be contacted by the EECBG Subgrant Manager already been developed? Is the list available for review?
A2. OEP maintains a list of municipal contacts. OEP will assist the Subgrant Manager in broadcasting correspondences. OEP will not publicly release its list of municipal contacts at this time.
Q3. Is budget for outreach in newspapers, tours, TV appearances, etc. (task 2 on p. 4 of RFP) contained within the budget for the EECBG Subgrant Manager? Or are separate funds available?
A3. Outreach expenses are to be contained within the budget for EECBG Subgrant Manager. Certain organizations, including OEP, will assist in dissemination of outreach materials at no cost.
Leverage
Q1. Has the NH OEP targeted any other sources of funds to be leveraged by the EECBG Subgrant Manager?
A1. OEP will engage in discussions with the selected Subgrant Manager to identify funding sources. It is expected that the Subgrant Manager will bring a strong knowledge of external resources.
Q2. Has the selection of the Program Manager for Administrative Services for Loans & Grants (8/24/09 RFP) been made? Can this Program Manager be contacted as part of the formulation of our company's response.
A2. The selection of the Program Manager for Administrative Services for Business Loans & Grants (8/24/09 RFP) has not been made. The deadline for proposals for the Loans and Grants Program is 4:00 PM on September 30, 2009. A selection for this administrator will not be made until after the October 16 deadline for the EECBG Subgrant Manager.
Q. I would like to ask a question regarding the type of contract this work will fall under. For example, will you operate a fixed price contract, time and materials, cost plus fee, or other? Also, please verify that this opportunity is not itself a grant.
A. This is a contract, the amount of which is not to exceed a specified amount. The amount paid from the contract will be based upon actual expenses (e.g. time, travel, materials) delineated within the contractor’s budget. It will be required that monthly invoices itemize and document reimbursable costs and quantify expenditures at rates that are compliant with those listed within the contractor’s budget.
Q: Who will have responsibility for certifying payroll figures when required - the Subgrant Manager or the recipient?
A: The Subgrant Manager will ultimately be responsible for ensuring that payroll documentation is complete and in compliance with federal requirements. It is expected that the Subgrant Manager will require subgrant recipients to submit complete and compliant payroll documentation as a condition of the subgrant contract.
Q: Will the Subgrant Manager be responsible for determining whether the project requires NEPA review?
A: The Subgrant Manager will work with OEP to identify projects requiring NEPA review. Ultimately, the Federal Government will make the final determination as to whether a particular project requires NEPA review.
Q: Will the Subgrant Manager be responsible for initiating the Section 106 review if necessary?
A: The Subgrant Manager will work with OEP to identify projects requiring Section 106 review.
Q: Task 4, Item 4- Funds distribution schedule and invoice requirements-Are these already defined or do we have to create them?
A: These will have to be created. The Subgrant Manager will likely want to coordinate its distribution of funds to subgrantees with its receipt of funds from OEP.
Q: Is the total dollar amount being managed by the Sub-grant Manager:
1 - $9.6M which is the amount granted to the State for the EECBG Program; or
2 - $6.6M which is the total in the OEP Final Program Budget (plus sub grant manager administration costs).
A: The subgrant manager will manage approximately $6.6 million in subgrants and will operate within a budget of $500,000 for internal administration. The remainder of the $9.6 million received by OEP will go toward the $2 million Technical Assistance program and to OEP internal operating expenses.
Q: Will municipality contact information be readily available through the OEP?
A: OEP will immediately assist in the dissemination of information through its contacts list. Such lists are in constant need of update and it will be expected that multiple avenues of communication will be utilized.
Q: How will the actual disbursement of funds to the municipalities be managed, and what level of approval will be required by OEP personnel once the project has been approved?
A: OEP anticipates that awardees will invoice the Subgrant Manager and the Subgrant Manager will, in turn, invoice OEP. OEP will require that all terms of the contract between the Subgrant Manager and the awardee be enforced and that any digression from the terms of the contract be cleared with OEP.
Q: Task #8 states: "Sub grant manager will enter into contracts with each sub grantee". Is there an example of this contract available?
A: The Subgrant Manager and OEP will develop the content of this contract. OEP will provide examples of past contracts with municipalities.
Q: Is there a deadline for the completion of the projects being funded? Will there be any "holdback" provisions in the contracts with the municipalities?
A: All projects must be completed by September 9, 2012. Holdback provisions would be appropriate.
Q: Will the Subgrant Manager have responsibility for directly issuing funds to recipients?
A: Yes. OEP anticipates that awardees will invoice the Subgrant Manager and the Subgrant Manager will, in turn, invoice OEP.
Q: Is there a standard format we should have our references follow for the Letters of Support?
A: No. All materials should be submitted in a manner that demonstrates the respondent's capacity to prepare effective written reports.
Q: Per page 6 of the RFP, we are to limit the proposal to six (6) pages (except for cover letter, resumes, reference letters and statement of disclosure). Beyond the 6 pages, are we allowed to include appendices as part of the response?
A: Appendices may be used to provide documentation of materials referenced within the proposal. Appendices may not be used to introduce additional elements of the respondent's proposed scope of work. For example, if the respondent were to propose the use of a certain spreadsheet within its six-page response, the applicant could include a sample of the spreadsheet as an appendix. |
