HomeMy WebLinkAboutItem No. 08 - Resolution for Waste Tire Cleanup Grant Program FY 2020/21
Consent Calendar
City of San Bernardino
Request for Council Action
Date: March 4, 2020
To: Honorable Mayor and City Council Members
From: Teri Ledoux, City Manager
By: Kris Jensen, Director of Public Works
Subject: Resolution for Waste Tire Cleanup Grant Program FY 2020/21
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino,
California:
1. Adopt Resolution No. 2020-42 of the Mayor and City Council of the City of San
Bernardino, California, approving the submittal of an application for Grant
Programs offered by CalRecycle and related authorizations; and
2. Authorize the Director of Finance to record budget adjustments to Grant Fund
No. 123 revenue (Account No. 123-400-0981-4695) and operating expenditure
budgets (Account 123-400-0981-5015/5111) upon notice of Waste Tire Cleanup
Grant award from CalRecycle.
Background
The California Department of Resources Recycling and Recovery (CalRecycle) receives
an annual appropriation from the California Tire Recycling Management Fund to
administer the Tire Recycling Act and related legislation. In turn, CalRecycle has
allocated funds for the Waste Tire Cleanup Grant Program. The intent of this grant
program is to remediate threats to public health, safety, and property. If waste tires and
other illegally dumped items are not removed immediately, they tend to increase in
volume and become a greater problem than originally discovered.
Since the City first applied for this grant in FY 2005/06, the City has collected illegally
dumped waste tires that are in the proximity of homes, businesses, and schools and are
considered a serious threat to public health and safety. In FY 2018/19, City staff and
volunteers cleaned up over 6,000 waste tires throughout the City. To date, the City has
collected, and properly disposed of, approximately 34,000 waste tires that were illegally
dumped in the public right of way or in vacant lot. All activity costs have been covered
by the Waste Tire Cleanup Grant.
The City continues to experience a high rate of illegally dumped waste tires, despite the
fact that the City offers curbside bulky item pickup collection of used tires from
residential customers. Continuation of the program is the key in maintaining cleanliness
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and safe public right of way areas. In addition to this program, the City also hosts
monthly residential community dump days, which include the collection of waste tires
from participants. To offset the influx of waste tires, staff continues to proactively work to
identify and address any potential businesses and individuals responsible for illegally
dumping tires.
Discussion
payment programs from the State of California Division of Recycling (CalRecycle). The
Waste Tire Cleanup Grant is one of several funding opportunities offered by CalRecycle
also continues to support the ongoing waste tire cleanup efforts. Staff has requested
$15,000 from CalRecycle for the two-year program cycle. CalRecycle does not
guarantee the actual funding amount until the application is approved.
The CalRecycle application period for this funding cycle was very condensed. Staff
received notification of funding availability in mid-February with an application
submission deadline of March 3, 2020. As such, staff has proactively submitted the
application to CalRecycle as not to miss the deadline. A secondary deadline of April 2,
2020 was established by CalRecycle specifically to allow applicants to supply an
approved Resolution authorizing the submission of an application for this grant funding.
Staff is recommending that the Mayor and City Council approve Resolution 2020-42 to
meet this requirement, and support the previously submitted application.
In addition, staff is requesting that the Mayor and City Council authorize the Director of
Finance to record budget amendments to both the revenue and expenditure budgets in
the respective fiscal year, upon notification of the award. Any funds awarded will be
available to cover eligible expenditures on a reimbursement basis through the grant
term end date of September 29, 2022.
2020-2025 Key Strategic Targets and Goals
The request for submitting application for Waste Tire Cleanup Grant (TCU18) aligns
with Key Target No. 1: Financial Stability - Secure a long-term revenue source. Annual
program funds (if awarded) will support the costs associated with continuance of the
Tire Cleanup Program throughout the City.
Fiscal Impact
No General Fund impact is associated with this action. All annual program funding will
cover costs through payment requests (reimbursements) of all waste tire collection,
transportation and disposal projects authorized through the program.
Conclusion
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino,
California:
1. Adopt Resolution No. 2020-42 of the Mayor and City Council of the City of San
Bernardino, California, approving the submittal of an application for Grant
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Programs offered by CalRecycle and related authorizations; and
2. Authorize the Director of Finance to record budget adjustments to Grant Fund
No. 123 revenue (Account No. 123-400-0981-4695) and operating expenditure
budgets (Account 123-400-0981-5015/5111) upon notice of Waste Tire Cleanup
Grant award from CalRecycle.
Attachments
Attachment 1 Resolution No. 2020-42
Attachment 2 TCU18 Program Application Guidelines and Instructions
Ward: All
Synopsis of Previous Council Actions:
March 6, 2006 Resolution 2006-68 ratifying submittal of the waste Tire Cleanup
Grant Application.
February 20, 2007 Resolution 2007-64 authorizing submittal of Waste Tire Cleanup
Grant Application.
March 7, 2011 Resolution 2011-57 ratifying submittal of Waste tire Cleanup Grant
Application.
January 23, 2012 Resolution 2012 authorizing submittal of Waste Tire Cleanup Grant
Application.
March 17, 2014 Resolution No. 2016-67 was approved authorizing submittal of
Waste Tire Cleanup Application from the Department of Resources
Recycling and Recovery (CalRecycle).
March 7, 2016 Resolution No. 2016-42 was approved authorizing submittal of
Waste Tire Cleanup Grant Application from the Department of
Resources Recycling and Recovery (CalRecycle).
March 21, 2018 Resolution No. 2018-73 was approved authorizing the complete
submission of the application for payment programs for Waste Tire
Cleanup offered by CalRecycle and approving related
authorizations.
Page 3
Resolution No. 2020-42
RESOLUTION NO. 2020-42
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF
THE CITY OF SAN BERNARDINO, CALIFORNIA,
AUTHORIZING THE SUBMITTAL OF AN APPLICATION
FOR GRANT PROGRAMS FOR WASTE TIRE CLEANUP
OFFERED BY CALRECYCLE AND APPROVING
RELATED AUTHORIZATIONS
WHEREAS, pursuant to Public Resources Code sections 48000 et seq., 14581, and
42023.1(g), the Department of Resources Recycling and Recovery (CalRecycle) has established
various grant programs to make payments to qualifying jurisdictions; and
WHEREAS, in furtherance of this authority, CalRecycle is required to establish
procedures governing the administration of the grant programs; and
WHEREAS, ering grant programs require, among
to the administration of the grant program; and
WHEREAS, City proposes to utilize the grant funds to continue the collection,
transportation and proper disposal of illegally dumped waste tires throughout the City.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. The above recitals are true and correct and are incorporated herein by this
reference.
SECTION 2. The City Manager, or her designee, is authorized to submit an application
to CalRecycle for any and all grant programs offered, including the Waste Tire Cleanup Grant.
SECTION 3. The City Manager, or her designee, is hereby authorized as Signature
Authority to execute all documents necessary to implement and secured payment under such
programs.
SECTION 4. This authorization is effective until rescinded by the Signature Authority or
this governing body.
SECTION 5. The Finance Director is authorized to amend the 20/21 budget if such
grants are awarded.
SECTION 6. The City Council finds this Resolution is not subject to the California
Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA
applies only to projects which have the potential for causing a significant effect on the
environment. Where it can be seen with certainty, as in this case, that there is no possibility that
Resolution No. 2020-42
the activity in question may have a significant effect on the environment, the activity is not
subject to CEQA.
SECTION 7. Severability. If any provision of this Resolution or the application thereof
to any person or circumstance is held invalid, such invalidity shall not affect other provisions or
applications, and to this end the provisions of this Resolution are declared to be severable.
SECTION 8. Effective Date. This Resolution shall become effective immediately.
APPROVED and ADOPTED by the City Council and signed by the Mayor and attested
by the City Clerk this ___ day of __________ 2020.
John Valdivia, Mayor
City of San Bernardino
Attest:
Genoveva Rocha, CMC, Acting City Clerk
Approved as to form:
Sonia Carvalho, City Attorney
Resolution No. 2020-42
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO) ss
CITY OF SAN BERNARDINO )
I, Genoveva Rocha, CMC, Acting City Clerk, hereby certify that the attached is a true
copy of Resolution No. 2020-___, adopted at a regular meeting held on the ___ day of _______
2020 by the following vote:
Council Members: AYES NAYS ABSTAIN ABSENT
SANCHEZ _____ _____ _______ _______
IBARRA _____ _____ _______ _______
FIGUEROA _____ _____ _______ _______
SHORETT _____ _____ _______ _______
NICKEL _____ _____ _______ _______
RICHARD _____ _____ _______ _______
MULVIHILL _____ _____ _______ _______
WITNESS my hand and official seal of the City of San Bernardino this ___ day of
____________ 2020.
Genoveva Rocha, CMC, Acting City Clerk
February 2020
Department of Resources Recycling and Recovery
Local Government Waste Tire Cleanup
Grant Program
Application Guidelines and Instructions
18th Cycle (TCU18)Fiscal Year2020–21
Local Government WasteTire CleanupGrant Program, TCU18 (FY 2020–21)1
Table of Contents
Grant Cycle Overview................................................................................................... 3
Timeline........................................................................................................................ 3
Eligible Applicants........................................................................................................ 4
Regional Application Requirements.............................................................................. 4
Joint Powers Authority Application Requirements........................................................ 4
Eligible Projects/Products................................
............................................................. 4
Available Funds............................................................................................................ 5
Grant Term................................................................................................................... 5
Eligible Costs................................................................................................................ 5
Ineligible Costs............................................................................................................. 6
Environmentally Preferable Purchases and Practices Policy Requirement.................. 6
Question-and-Answer Process..................................................................................... 7
Public Records Requests............................................................................................. 7
Confidentiality............................................................................................................... 7
Application Instructions............................................................................................... 9
Application Access....................................................................................................... 9
Application Contents and Instructions.......................................................................... 9
Summary Tab............................................................................................................ 9
Applicant/Participant Tab........................................................................................... 9
Detail Tab................................................................................................................10
Contacts Tab...........................................................................................................10
Budget Tab..............................................................................................................11
Site(s) Tab...............................................................................................................11
Documents Tab.......................................................................................................11
Application Submittal and Deadline.........................................................................11
Application Documents..............................................................................................13
Electronic and Original Signatures.............................................................................13
CalRecycle Documents..............................................................................................13
Application Certification...........................................................................................13
Cost Per Tire Calculation.........................................................................................13
Priority Ranking Criteria Checklist...........................................................................14
Property Access Authorization and Non-Responsibility Affidavit for Private Property
................................................................................................................................14
Applicant’s Documents...............................................................................................14
Joint Powers Agreement..........................................................................................14
Letter of Authorization.............................................................................................14
Letter of Commitment..............................................................................................15
Letter of Designation...............................................................................................15
Photos.....................................................................................................................15
Resolution................................................................................................................15
Grant Review and Award Process.............................................................................17
Grant Application Review Process.............................................................................17
Priority Ranking Criteria...........................................................................................17
Grant Award Process................................................................................................. 18
Grant Award Conditions.............................................................................................18
Grant Program Administration...................................................................................19
Grant Agreement........................................................................................................19
Reporting Process......................................................................................................19
Payment Request Process.........................................................................................19
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21) 2
Grant Cycle Overview
The Department of Resources Recycling and Recovery (CalRecycle) offers the Local
Government Waste Tire CleanupGrant Program pursuantto Section 42889(b)(5)ofthe
Public Resources Code.The purpose of the grant is to pay for the cost of cleanup,
abatement, or other remedial actions related to the disposal of illegally dumped
California waste tires.
This resource document provides applicantswithinstructionsto access and complete
the application online and information about grant administration.The web-based
applicationis in CalRecycle’s Grants ManagementSystem (GMS)
(https://www.calrecycle.ca.gov/Funding/GMS/).You will need to sign into GMS to
complete and submit an application.
Timeline
February 13, 2020: Question and Answer Period
Questions may be submitted from application release date to this date.
Questions must be submitted by email.
February 20, 2020: Questions and Answers Posted
All answers will be posted (tentative).
March 3, 2020: Application Due Date
Applications must be submitted in GMS by 11:59 p.m. on this date.
Customer service will be availableuntil 4:00 p.m. on this date.
April 2, 2020: Secondary Due Date
Approved Resolution must be uploaded in GMS by this date if it was not
submitted with the application.
Applicant must have an Environmentally Preferable Purchasing and Practices
(EPPP) Policy by this date.
July2020: Grants Awarded
CalRecycle considers funding recommendations, and if approved, conditionally
awards grants during this month (tentative).
September 29, 2022: Grant Term
Notice to Proceed to this date
September 29, 2022: Final Report and final Payment Request Deadline
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21) 3
Eligible Applicants
Local Government Waste Tire CleanupGrant Program eligible applications include:
All California local government entities (including cities, counties, and cities and
counties).
Special districts.
Joint Powers Authorities (JPA) where all JPA members are also otherwise
eligible applicants.
Qualifying Indian Tribes.
o A Qualifying Indian Tribe is defined as an Indian tribe, band, nation or
other organized group or community, residing within the borders of
California, which:
1. Is recognized for special programs and services provided by the
United States to Indians because of the status of its members as
Indians; or
2. Can establish that it is a government entity,and which meets the
criteria of the grant program.
Regional Application Requirements
Local governments may join together in a regional grant applicationin which two or
more eligible jurisdictions join together for the purpose of grant implementation.A
Regional Lead Participant (Lead) must be designated to act on behalf of all participating
jurisdictions.The Leadis the applicant/granteewho will be responsible for the
performance of the grant and all required documentation.CalRecycle will direct all
official correspondence and grant payments to the Lead.If a jurisdiction is a participant
in a regional application, it may not apply individually.
Joint Powers Authority Application Requirements
Joint Powers Authorities (JPA) may submit a grant application as an individual
applicant.The JPA must upload a copy of its joint powers agreement giving it authority
over solid waste management, listing all member entities, and containing the signature
of all members.An entity may not submit an individual application if that entity is also a
member of an applicant JPA.
Eligible Projects/Products
Local Government Waste Tire CleanupGrant Program projects include the collection,
removal, transportation, recycling, and disposal of California waste tires from illegal tire
piles and areas where illegal dumping has occurred along public rights-of-way. Sites
can be located on private or public property.
Sites located on property zoned for agricultural use must first be reviewed by the Grant
Manager for the Farm and Ranch Solid Waste Cleanup and Abatement Grant Program,
and considered ineligible, in order to be considered for cleanup under this grant
program. Tires dumped primarily onto the rightsof way that spill over onto agriculturally
zoned property are potentially eligible.
A site where an operating business, including a farm or ranch, buys, sells, or otherwise
tradestires, or that is actively stockpiling waste tires is ineligible for grant funding.
Local Government WasteTire CleanupGrant Program, TCU18 (FY 2020–21)4
The waste tires must be transported by a waste tire hauler who is registered or
exempted from registration requirements by CalRecycle pursuant to Public Resources
Code section 42954. Additionally, the waste tires must be transported to a CalRecycle
approved solid waste facility, a waste tire storage facility, or adisposal site that is
permitted, excluded, or exempted by CalRecycle to accept waste tires.
Available Funds
$1,500,000isavailable for this grant cycle, fiscal year 2020–21.
$100,000is the maximum available for individual grant awards.
$250,000is the maximum available for the regional grant awards.
Grant Term
The Grant Term begins on the date of the Notice to Proceed.Grant-eligible program
expenditures may start no earlier than the date indicated in the Notice to Proceed.The
Grant Term ends on September 29,2022and all eligible program costs must be
incurred and paid for by this date.
TheFinal Reportand final Payment Request are due on September 29,2022.
CalRecycle recommends reserving the period from July 1, 2022to September 29,2022
exclusively for the preparation of the Final Reportand final Payment Request, though
they may be completed earlier.Costs incurred to prepare the Final Reportand final
Payment Request are only eligible for reimbursement during the Grant Term.
Eligible Costs
Eligible costs may be incurred only during the GrantTerm, which starts when the
grantee receives a Notice to Proceed from CalRecycleand ends on September 29,
2022.(See “Grant Term” for additional information).
Eligible costs are limited to the following:
The cost of collecting less than 5,000 waste tires on private property where the
owner is not responsible.
The cost of collecting and loading waste tires into transporting vehicles for
waste tire cleanup projects.
The cost of transporting waste tires by a waste tire hauler, registered or
exempted by CalRecycle, to a permitted, excluded or exempted waste tire
storage facility, or to another authorized solid waste facility.
The cost of transporting waste tires for a specific end-use to a CalRecycle
approved end-use facility.
•The waste tires must be transported by a CalRecycle approved waste
tire hauler to a CalRecycle approved end-use facility.
The cost for disposing of waste tires at a CalRecycle permitted, excluded, or
exempted waste tire storage facility or disposal site.
Equipment rental.
Mileage of up to $0.575per mile (or the rate identified on the CalHR website
(https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx) at the
time the cost was incurred) for waste tire cleanup related activities.
The reasonable cost for labor and materials (not greater than fivepercent of
project costs reimbursed by CalRecycle) for fencing, gates, signs, and other
methods to secure the property where illegal dumping has occurred.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21) 5
Any salaries and benefits for personnel directly involved in waste tire cleanup
activities including the preparation of payment requests and final progress
reports incurred prior to the grant term end date.
Ineligible Costs
Ineligible costs include, but are not limited to:
Costs incurred prior to receipt of the Notice to Proceed letter or after September
29,2022.
Personnel time for preparation of a Local Government Waste Tire Cleanup Grant
Program Application.
Cleanup of a site on private property with 5,000 or more tires.
Any costs that are not consistent with local, state, and federal laws, and
guidelines and regulations.
Personnel costs incurred while an employee, assigned to the waste tire cleanup
grant project, is not working on the grant (e.g., use of accrued time such as sick
leave, vacation, etc.).
Costs currently covered by or incurred under another CalRecycle funded loan,
grant, grant cycle, or contract.
Purchasing or leasing of vehicles.
Overhead (costs for accounting/budget/finance staff, rental/lease of space,
utilities, copying, office supplies, etc.).
Costs for obtaining permits and licenses.
Cleanup/removal of waste tires from an operating business where the owner or
operator of the property is actively stockpiling tires.
Costs of collecting waste tires from waste tire generating businesses that are
responsible for contracting with registered waste tire haulers for the removal of
their waste tires.
o If it is determined that the Grantee has used grant funds for this purpose,
costs incurred will be deemed ineligible.
Research costs for specific end-use projects associated with the site cleanup.
Fines or penalties due to violation of federal, state or local laws, ordinances, or
regulations.
Personnel travel or per diem costs.
Cameras, cell phones, electronic personal data devices, pagers, and other
similar personal electronic devices.
Costs connected with contractor claims against the grantee.
Any costs that are unrelated to the grant project or unreasonable as determined
by the Grant Manager.
Environmentally Preferable Purchases and Practices Policy
Requirement
Consistent with CalRecycle’s core values, all applicants are required to have or
develop, adopt, and implement an Environmentally Preferable Purchasing and Practices
(EPPP) Policy for their organizations.To see examples of existing EPPP Policies, visit
the Responsible Purchasing Network
(http://www.responsiblepurchasing.org/purchasing_guides/all/policies/),Environmentally
Preferable Purchasing Laws and Policies
(https://www.calrecycle.ca.gov/EPP/LawPolicy/)andTools and Resources
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21) 6
(https://www.calrecycle.ca.gov/EPP/Resources/).Some additional practices that
CalRecycle encourages organizations to include in their EPPP Policies include:
Buildings and Grounds
o All building and renovations follow the green building practices for design,
construction and operation, where appropriate, as described in the
Leadership in Energy & Environmental Design Green Building Rating
System(https://www.usgbc.org/resources/leed-v4-building-design-and-
construction-current-version).
Continual Improvement
o Training is provided to new and existing employees.
o Organization regularly evaluates and/or improves implementation of EPPP
policy.
Applicants who have an EPPP Policy in place prior to submitting their application must
certify to this fact on the Detail tab in the application.Applicants that do not have an
EPPP Policy at the time of application submittal mustadopt one by the secondary due
date and upload the EPPP Notification to theapplication.
For more information, visit the EPPP Frequently Asked Questionswebpage
(https://www.calrecycle.ca.gov/Funding/EPPPQandA).
Question-and-Answer Process
Questions regarding the application and its requirements must be in writing and emailed
to Cathy.Aggergaard@CalRecycle.ca.gov.Questions must be received by February
13,2020or they will not be accepted.
Periodically during the Question and Answer (Q&A) period, Q&As will be posted on the
Q&As website.The Q&A website can be accessedfrom the Notice of Funds Available
webpage or from the application.Similar or related questions may be grouped together
or re-worded for clarity and responded to as one question.All Q&As will be posted
February 20, 2020 and are subject to updates.It is the applicant’s responsibility to
check this website for the latest information.
Public Records Requests
It is the policy of CalRecycle to make records requested by the public promptly available
in accordance with the laws
(https://www2.calrecycle.ca.gov/Forms/ContactUs/PublicRecordsRequest/)governing
disclosure of records and information to the public.In general, all records in the
possession of a state agency are public records subject to disclosure, unless a law
provides that a particular kind of record or information is not a public record or is exempt
or prohibited from disclosure.Upon request, the entire contents of your submitted
application are subject to public records requests.This may include contact
information, project summary, uploaded documents, and scoring information.
Confidentiality
CalRecycle appreciates applicants’ desire to treat certain documents provided to
CalRecycle as confidential. The following describes the treatment of certain confidential
or proprietary information under the California Public Records Act (Government Code
6250, et seq.) and related regulations. It also describes how questions are resolved on
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21) 7
whether information is truly confidential, the legal protections for confidential
information, and internal and program procedures to maintain confidentiality.
Confidential or Proprietary Information
Title 14 ofthe California Code of Regulations (14 CCR), sections 17041-17046, states
that confidential or proprietary information shall include, but is not limited to:
1.Personal or business-related financial data, customer client lists, supplier lists
and other information of a proprietary or confidential business nature provided by
persons in applications, reports, returns, certifications or other documents
submitted to \[CalRecycle\] which if released would result in harmful effects on the
person’s competitive position
2.Tax information prohibited from disclosure, pursuant to the Revenue and
Taxation Code
Accordingly, appropriate documents submitted with an application that are clearly
marked, on each page, “confidential or proprietary information” will be treated by
CalRecycle pursuant to the procedures set forth in 14 CCR sections 17041-17046.
However, the mere marking of documents (such as sales brochures, promotional
literature and other general non-financial documents) as “confidential or proprietary
information” will not result in their being treated as confidential if they do not fall within
the categories of protected financial documents listed above.
What if there is a question about what is confidential?
If CalRecycle receives a request to disclose data claimed by the applicant to be
confidential, CalRecycle would notify the applicant of the request and state that the
documents were under review to determine whether information was correctly identified
as “confidential.” If there was any question whether specific information was
confidential, CalRecycle would contact the person(s) identified in the application to
provide a justification and statement why the information is confidential. The process
for evaluating confidentiality claims is set forth in 14 CCR 17046.
What program procedures will keep information confidential?
Financial information will be evaluated and analyzed onlyby CalRecycle staff, kept
confidential, and will be maintained with restricted access. Grantee businesses agree
to provide specific key financial information for three years to develop benchmarks to
evaluate the program (edit as needed for your program).Records no longer needed to
provide the services offered under the grant program are periodically destroyed, when
allowed by audit policies and state law.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21) 8
Application Instructions
Application Access
The application is available inCalRecycle’sweb-basedGrants Management System
(GMS).Access to GMS is secure; therefore,you must have a CalRecycle WebPass in
order to loginto the system.Applicantswho have not previously obtaineda
CalRecycle WebPass can create an accountattheCalRecycle WebPass site
(https://secure.calrecycle.ca.gov/WebPass/).
When you are ready to start an application, loginto GMS
(https://secure.calrecycle.ca.gov/Grants), select “Apply for a Grant” on the left.Open
grant cycles are displayedin a table.Find Local Government Waste Tire Cleanup
TCU18:2020–21and select “Start Application.”A pop-up window will appear asking for
contact information.You will automatically be added as the first contact and Primary
Contact for the new grant application however, this can be updated later.The
applicationthenopens to the Summary Tab.
Application Contents and Instructions
The components of the application are divided into tabs.To fill outanapplication, click
on each tab and completethe sectionsin each tab as required.General directions are
on the top of each tab and detailed information about the requirements for each tabis
listed below.
The applicant is responsible for a complete application.This includes signing
documents, uploading required documents, and submitting the application by the due
date(s).Failure to do so will result in disqualification from the Local Government Waste
Tire Cleanup Grant Program.Examples of disqualifications may include:
Applicant does not meet the eligibility requirements
Project is not eligible
Failure to use required CalRecycle documents or forms
Uploading incomplete or blank documentsto the Documents tab
Signature Authority fails to sign Application Certificationor any document that
requires a signature
The online application is incomplete or missing information
Applicant fails to adopt an EPPPpolicy by the secondary due date
SummaryTab
This tab provides a summary of the application, due dates, resourcedocuments and
links, application documents, and the Application Submission section. It is the
applicant’s responsibility to ensure that all required documents, based on theindividual
grant application/project,are submitted by the appropriate due date.
Applicant/ParticipantTab
The applicant name is the legal name of the jurisdiction/organization that is legally
responsible for grant administration, if awarded.Do not enter your personal name.
Select the Add Applicant/Participant button and type in the Applicant Name and
County.
Local Government WasteTire CleanupGrant Program, TCU18 (FY 2020–21)9
Search the table for the correct applicant name and select Add
Applicant/Participant.
Choose the Lead Participant radiobutton.Every application must have a Lead
Participant even if it is an individual application with no participating jurisdictions.
If it is not listed, click on Add New Applicant/Participant.Complete the items
marked with a red asterisk and save the information.
Enter the applicant/participant name as it appears on the Resolutionor Letter of
Commitment.Do not include the department or unit name.
County names must be listed with the name first followed by the word “County”,
e.g.,“Sacramento County”.
City names must be listed as “City of” followed by the city’s name, e.g.,“City of
Sacramento.”
For Regional, Collaborative, or Joint Powers Authority Applications
Add the name of each eligible participating jurisdictionand choose the
Participating Jurisdiction radiobutton.
For a list of eligible applicants,please see the Grant Cycle Overview sectiontitled
“Eligible Applicants.”
DetailTab
Complete this tab as follows:
Enter a dollar amount in the Grant Funds Requested field.Do not exceed the
maximum grant award amountof $100,000 for an individual application or
$250,000 for a regional application. Please round all amounts to the nearest
whole dollar.
Enter the Assembly Districtsand Senate Districts.
o To select more than one district hold the “Ctrl” key while selecting the
numbers.
Enter the applicant’s department name, e.g.“General Services.”
o If the applicant does not have a department, the applicant’s name may be
entered.
Enter thegrant payment mailing address.
Project Summary/Statement of Use:Provide a general description of the types
of areas that the grant funds will remediate, including the proximity to populated
areas or sensitive environments, number of tires, proposed method of
remediation and end-use, indicating if the tires will be recycled or landfilled.
Select the appropriate option for the Resolution or Letter of Commitment
Requirement and optional Letter of Designation.
Select the appropriate option for the Environmentally Preferable Purchasing and
Practices Policy.
Select the appropriate answer for Program Questions.
ContactsTab
Theapplication is required to have only one Primary Contact and at least one Signature
Authority.Each contact entered in the application may be granted access by checking
the box on the topof the contact’s detail screen.The contact will be able to log into
GMS using his/herown CalRecycle WebPass and access the application.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)10
Primary Contact.One person who has been authorized by the Signature
Authority/Designee to manage and oversee the grant.This person will be the
first contact with whom the Grant Manager will communicate.
Signature Authority.The person(s) authorized to sign CalRecycle documents,
such as grant applications, grant agreements, etc., as authorized by a
board/council-adopted Resolution, Letter of Designation, or Letter of
Commitment (if applicable).
Secondary Contact.A person authorized (by the Primary Contact or Signature
Authority/Designee) as the alternate person with whom the Grant Manager will
communicate.(Not required)
Consultant.A professional who provides advice in anareaof expertise.If the
applicant is awarded a grant, the consultants may manage the grant or only
conduct specific activities, based on a written agreement between the applicant
and the consultant outlining work to be performed.(Not required)
B
udgetTab
Complete the budget document provided in GMS.Transfer the total ofeach budget
categoryfrom the documentintothe budget tab.The budget document must be
uploaded in the Documents tab and the budget amounts must match those enteredin
the Budget tab.The total must equal the Grant Funds Requested amountshown on the
Detail tab.
Site(s)Tab
If the cleanup site is known at the time of the application, add an entry for each grant
project/site. The following information is required for each grant project or site:
Site Name.Label site name in accordance to grant payment number.
Site Type.Select from drop-downlist.
Summary.
o Provide a brief descriptionoftwoto fivesentences describingthe following:
o Location (address, cross street, GPS coordinates, mile markers, etc.)
o Approximately how many tires per pile
DocumentsTab
See the Application Documents section for documents that must be uploaded inthe
Documentstab.When uploading a document, enter a document title, select the
appropriate document type from the drop-down list, and enter the date that it was
executed/signed, if applicable, or select “today’s date.”
After all the application documents are uploaded, return to the Summary Taband print
the Application Certificationfrom the Application Submissionsection.
Application Submittal and Deadline
The Submit Applicationbutton will be enabled after all required documents have been
uploaded.Click the Submit Applicationbutton and the application status will change
to Submitted.The application can only be submitted once, however, you will be able to
upload documents until the secondary due date.
Applications must be submitted no later than 11:59 p.m.on March 3,2020.Customer
service will be availableuntil 4:00 p.m.on the application due date either by emailing
grantassistance@calrecycle.ca.govor calling (916)341-6228.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)11
Note:Applications that are not submitted by the due date will be automatically deleted
from GMS.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)12
Application Documents
Electronic and Original Signatures
CalRecycle documents or forms that certify legally binding information require an
original wet ink signature.If a signature block with penalty of perjury language is
provided, please provide a wet ink signature.CalRecycle will accept electronic
signatures onall otherdocuments.If you have questions, email
grantassistance@calrecycle.ca.gov.
CalRecycle Documents
CalRecycle documents are on the Summary tab in the ApplicationDocuments section.
To access adocument, click on the link, open it up, fill it out, save it to your computer,
and upload it to the Documents tab.Below is a list of the documents.Unless a
document specifies that it may be reproduced as necessary, do notalter CalRecycle
documents.If you are having trouble with a document, email
grantassistance@calrecycle.ca.gov
or call (916)341-6228.Altered or reproduced
CalRecycle documents or templates mayresult in automatic disqualification of your
application.
Application Certification
The Application Certification is a required application document that must be generated
from GMS.After each tab of the application is complete and documents are uploaded,
generate the Application Certification from the Summary tab.A wet ink signature from
the authorized Signature Authority (identified in your resolution or letter of commitment)
is required, then scan the document, upload it, and retain the original hard copy
document.
Cost Per Tire Calculation
Each grantee must calculate the cost per tire for the cleanup project. This is done by
dividing the total grant cost by the number of tires estimated to be collected during the
two-year grant cycle. For those who have had previous cleanup grants, the estimated
numbers of tires to be collected should be determined by the actual number of tires
collected in past cycles.
Any cost per tire that is derived from an estimate of tires that exceeds twice the amount
cleaned up under previous cycles of this grant must be accompanied by a statement
from the applicant explaining why the estimated number of tires has increased. Failure
to submit an explanation, or if the Grant Manager determines that the explanation is not
reasonable or does not satisfactorily explain the increase, will result in the application
being given the lowest priority rank.
CalRecycle reserves the right to reduce a grant budget that is unreasonable or
disqualify a grant budget altogether.The cost per tire must not exceed $8 per tire or
the grant application will be disqualified.
The California Conservation Corps (CCC) or Local Conservation Corps (LCC) may be
available to assist in the cleanup of waste tires for your grant project. Applicants that
utilize the services of the CCC or LCC can deduct all costs associated with the CCC or
Local Government WasteTire CleanupGrant Program, TCU18 (FY 2020–21)13
LCC from their cost per tire calculations.This effort has the potential to increase an
Applicant’s possibility of being awarded grant funds by lowering their cost per tire. The
CCC and LCC costs should be included in the final grant award. For those that plan to
work with Local Conservation Corps, contact information is provided in the application
under Resource Documents.
Priority Ranking Criteria Checklist
The Priority Ranking Criteria Checklist is a required application document. The answers
provided on the checklist will be used by CalRecycle to rank each grant application and
determine eligibility.
Property Access Authorization and Non-Responsibility Affidavit for Private
Property
For sites on private property with at least 500 tires, but not more than 4,999, a Property
Access Authorization and Non-Responsibility Affidavit for Private Property (Affidavit)
(CalRecycle 741) must be completed by the property owner and uploaded with the
application. The Affidavit includes a declaration signed under penalty of perjury that the
owner did not personally bring the tires onto their property, did not profit from the
placement of tires on their property, did not direct, authorize, license, permit, lease
(legally or illegally) or otherwise provide consent to another to bring the tires on site, nor
did they inherit property from relatives that conducted any of these activities. Sites with
5,000 tires or more are ineligible for cleanup under thisgrant program.
Applicant’s Documents
Below is a list of documents that the applicant is responsible for preparing and
uploading to their application.For examples ofsome ofthese documents, please see
the Resolution and Letter Exampleslink found on theSummary Tabunder
Resource Linksand Resource Documents.
CalEnviroScreen 3.0 Map
Applicants with sites with existing tire pile(s) located within a census tract that is in the
71–100 percentile rangeas calculated using the California Communities Environmental
Health Screening Tool (CalEnviroScreen 3.0) must submit printed output(s) from the
CalEnviroScreen version 3.0
(https://oehha.ca.gov/calenviroscreen/report/calenviroscreen-30).
Joint Powers Agreement
Joint Powers Authorities (JPA) must upload a copy of its joint powers authority
agreement giving it authority to conduct the project, listing all member entities, and
containing the signature of all members. Letters of Authorization are not required for
JPA applicants.
Letter of Authorization
For grants that allow for Regional applications, a Letter of Authorization may be used. It
is prepared by the Participating Jurisdiction and gives the Lead Participant authorization
to apply for and to act on its behalf in the implementation and administration of the
grant/program. The Lead must upload the Letter of Authorization no later than the
secondary due date or the Participating Jurisdiction(s) will be removed from the
application. The Lead Participant must maintain the letter with the original signature in
their file. The letter must be on the Participant’s official letterhead, signed by an
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)14
individual authorized to contractually bind the Participating Jurisdiction, and include the
information below.
The letter may be valid for as long as the Lead’s Resolution, not to exceed five
years, otherwise must be dated within the last 12 months.
It must authorize the Lead to submit a regional application and act as Lead
Agency on behalf of the Participating Jurisdiction.
It must authorize the Lead to execute all documents necessary to implement the
grant.
Letter of Commitment
Applicants that are not subject to a governing body must upload a Letter of Commitment
that authorizes specific grant-related matters. Some publicly held businesses or private
companies with a governing body may submit a Letter of Commitment under the
condition that the signatory is an individual authorized to contractually bind the applicant
for the conditions of the grant award. The Letter of Commitment is due by the
secondary due date or the application will be deemed incomplete and will be
disqualified. The applicant/grantee must maintain the letter with the original signature in
the grant file.
Letter of Commitment Requirements:
1.The letter must authorize submittal of the Local Government Waste Tire Cleanup
Grant Program application on behalf of applicant.
2.It must designate the job title of the person authorized to execute all grant
documents necessary to secure grant funds and implement the approved grant
project (Signature Authority).
3.Optional.The letter may authorize the Signature Authority to delegate this
authority.
Letter of Designation
A Letterof Designation is required only when the authorized Signature Authority title
identified in the approved Resolution delegates his/her authority to another person.
First, the approved Resolution must indicate the Signature Authority’s ability to delegate
or designate his/her authority. Second, the letter must be uploaded priorto the
Designee’s exercise of his/her authority. For example, if the Designee signs the
Application Certification in place of the Signature Authority, the letter must be uploaded
when the Application Certification is submitted. The letter must be on the applicant’s
letterhead, signed by the Signature Authority, and include the information below.
Identify the job title of the Designee and the scope of the Designee’s authority.
Identify the period during which the Designee may exercise the authority. The
Designee’s authority may not extend beyond the effective date of the approved
Resolution or Letter of Commitment. For example, if the Resolution is effective
until December 31, 2020, then the Letter of Designation may not be effective
beyond December 31, 2020. If the letter does not identify a valid time period, the
letter will follow the same time frame as the Resolution.
Photos
Please provide a photo(s) of existing tire cleanup site(s).
Resolution
Any applicant that issubject to a governing body must upload a Resolution that
authorizes specific grant-related matters.A copy of the authorizing Resolution is a
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)15
required application documentthat must beuploaded no later than the secondary due
date or the application will be deemed incomplete and will be disqualified.Resolution
requirements vary for individual and regional applications.See the Resolution and
Letter Exampleslink for more information.CalRecycle staff are available to answer
questions about the Resolution or letter examples, or to review your draft Resolution to
ensure it meets the requirements of the grant program.You may upload the Resolution
to your application as a Draft Resolution, or for immediate review email it to
grantassistance@calrecycle.ca.gov.
Note:Some publicly held businesses or private companies with a governingbody may
submit a Letter of Commitment, see Letter of Commitment section above.
Individual Application Requirements:
1.The Resolution must authorize submittal of an application for one or more
specifically named CalRecycle grant(s) or for all CalRecycle grants for which the
applicant is eligible.
2.The Resolution must identify the period of time, up to fiveyears, during which the
authorizations are valid.Five years is encouraged; however, periods of less than
fiveyears are acceptable.If a Resolution does not specifically identify a period of
time, it will be considered valid for one year from the date of adoption.
3.The Resolution must identify the Signature Authority by listing the job title of the
person(s)authorized to sign all grant-related documents necessary to implement
and close-out the grant(s).
(Optional but encouraged)The Resolution should authorize the Signature Authority to
delegate his/her signature authority to another person identified by job title.
Note:The Signature Authority must sign a Letter of Designation priorto the Designee’s
exercise of his/her authority.
Regional ApplicationRequirements:
1.The Regional Lead Participant (Lead) must submit an approved Resolution that
authorizes it to act as a lead for a regional program.This Resolution authorizes
submittal of a regional application on behalf of the Lead and specifically named
participants and includes authorization letters from the participating jurisdictions
authorizing the Lead to act on their behalf for this cycle.
2.If the Resolution is valid for more than one year, it is highly recommended a) that
the list of participants be provided as an attachment rather than embedded in the
Resolution and b) that the Signature Authority be authorized to revise the list as
necessary with each subsequent application (this allows a Signature Authority to
add or remove participants with each new application without the necessity of
obtaininga new Resolution).
3. Participants subject to a governing body must provide a Letter of Authorizationto
the Leadauthorizing the Lead to act on its behalf for this cycle.Letters of
Authorizations maybevalid for as long as the Lead’sResolution, not to exceed
five years,otherwise must be datedwithin the last 12 months.Copies of the
Letters of Authorization must be uploaded with the application by the secondary
due date.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)16
Grant Review and Award Process
Grant Application Review Process
After the close of the application period, CalRecycle staff will review the applications for
completeness and eligibility.Only complete applications can be considered for award.
An applicant’s total program cost must be $8 or less per tire or the application will be
disqualified. Priority Ranking Criteria is applied to rank each grant application.
Priority Ranking Criteria
Applications within all ranks listed below will besorted from lowest to highest cost per
tire.
1.Rank One. Applicants that meet one ofthe following criteria will be Rank One
andconsidered for funding first:
Sites with existing tire pile(s) that are a serious threat to public health, safety,
and the environment (projects that propose to remediate waste tire piles
within 1,000 feet of residential homes, schools, recreational areas,
waterways, public walkways, airports, commercial or industrial centers,
electrical transmission lines, or an environmentally sensitive area).
Sites with existing tire pile(s)located within a census tract that is in the 71–
100 percentile range as calculated using the California Communities
Environmental Health Screening Tool (CalEnviroScreen 3.0). Applicant must
submit printed output(s) from the CalEnviroScreen version 3.0
(https://oehha.ca.gov/calenviroscreen/report/calenviroscreen-30).
2.Rank Two. Applicants that meet all the following criteria will be Rank Two and
considered for funding after the applications in Rank One:
Applicant must provide documentation showing coordination between the
jurisdiction and the Local Conservation Corps (LCC) for services related to
this program. Example activities might include coordination with the LCCs to
assist with additional staffing, tire hauling, and servicing surrounding areas.
Costs covered by an LCC will be shown on the Budget as a separate column
denoted as "LCC" and will not be included in the calculation of the cost per
tire.
o The rank two criterion was designed to encourage local jurisdictions to
work with their LCCs. The LCCs were allocated $5,000,000 from the
Tire Recycling Management Fund in the FY 2017–18 Governor’s
Budget. Leveraging these resources so that LCCs perform some of
the work could potentially free up grant funding and enable additional
jurisdictions to receive grants.
3.Rank Three.Applicants that are cities with less than 20,000 residents, counties
with less than 50,000 residents, special districts, or Qualifying Indian Tribes:
This rank provides resources to those applicants who typically have higher
transportation costs and may be at a disadvantage compared to applicants
whose program costs are well under $8 or less per tire.
4.Rank Four.Applicants that do not fall into Ranks One, Two, or Three.
Local Government WasteTire CleanupGrant Program, TCU18 (FY 2020–21)17
5.Rank Five.Applicants that have previously withdrawn or spent less than 50
percent of the grant award:
Notwithstanding the above, and excluding applicants who meet Rank One
criteria, applicants that were awarded any grants in the previous three fiscal
years (2018–19, 2016–17 and 2014–15), but either withdrew their grant
award or used less than 50 percent of their grant award, will be considered
only after all other eligible applicants have been awarded.
In the event of a tie within any of the ranks, CalRecycle will applythe following criteria:
1.Tie Breaking Criteria 1.Sites with existing tire pile(s) of10 or more tires.
2.Tie Breaking Criteria 2. Applicant did not receive a grant for the previous FY
2018–19 cycle.
Note:It is possible to meet all the criteria, but fail to be awarded grant funds if the
total amount requested by all eligible applicants for the TCU18grant cycle exceeds the
amount of funds available.
Grant Award Process
For qualifying applications, CalRecycle staff will develop funding recommendations for
the consideration and approval of CalRecycle’s Director, or their designee; this is
tentatively scheduled for July 2020.CalRecyclereserves the right topartially fund or
fund individual phases of selected proposals, and CalRecycle may fundan amount less
than requested.
CalRecyclereserves the right to not award any grant funds under one or more cycles.
Grant Award Conditions
When awarded,this grant will be subject to two conditions:
1)The recommended grantee must pay all outstanding debts due CalRecycle, or
bring current outstanding payments owed to CalRecycle, within 60 days of the
date of the award email.
2) The recommended grantee’s Signature Authority (or where delegation is
authorized, hisor her Designee) must sign and return the Grant Agreement to
CalRecycle.The signed Grant Agreement mustbe received byCalRecycle
within 60 days of the date of the award email.
Failure to comply with either condition will void the grant award.
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)18
Grant Program Administration
Grant Agreement
The Grant Agreement binds the grantee to CalRecycle’s requirements as outlined in the
Grant Agreement documents.An original signature is required on the Grant
Agreement.We cannot accept an electronic signature.These documents shall guide
the grantee’s administration of the grant project.
FollowingCalRecycle’s conditional approval of the grant awards, we will email grantees
theinformation below.
Award email
Grant Agreement Cover Sheet (CalRecycle110)
Exhibit A – Terms and Conditions: contain CalRecyclestandard legal
requirements for grants
Exhibit B – Procedures and Requirements: contain specific requirements for
administering this grant, including but not limited to project, reporting, and audit
requirements
Exhibit C –Grantee’s approved application with revisions, if any, and any
amendments
Reporting Process
Grantees are required to report on the progress of their grant with each payment
request and at the end of the Grant Term.The Final Reportis due on September 29,
2022.Detailed reporting information is included in theProcedures andRequirements
(Exhibit B).
Payment Request Process
Eligible costs are authorized for reimbursement upon the Grant Manager’s approval of
the Payment Request, and if required, the accompanying Progress/Final Report.
Payment Requests must include itemized documentation of claimed expenses (e.g.,
itemized receipts and proof of payment of invoices).CalRecycle will retain 10percent
of each approved Payment Request amount until the Grant Manager approves the Final
Report, the final Payment Request, and all required supporting documentation.Failure
to submit these final documents by the deadline specified in the Procedures and
Requirements (Exhibit B) or failure to receive the Grant Manager’s approval of these
documents by September 29,2022, may result in the nonpayment of otherwise eligible
costs.Detailed payment information is included in theProcedures andRequirements
(ExhibitB).
Local Government Waste Tire Cleanup Grant Program, TCU18 (FY 2020–21)19