Developing a Strong Proposal

1
Developing a Strong Proposal

• Some Helpful Suggestions
• Presented by
• Alan Powell, EPA Region 4
• Southeast Diesel Collaborative

2
Outline

• Pre-planning
• Assembling the Project Concept
• Key Elements of a Proposal
• Final Checks

3
Pre-planning

• Assemble Partners
• Information Collection
• Use of Verified Technology and/or Methods

4
Assemble Your Partners

• Who all is affected by project?
• Contact state, public agencies, non-profits,
  port authorities
• Build network of support

5
Information CollectionAssess Your Fleet

• Compile records
• Vehicle and engine information
• Fuel usage

6
Information Collection Explore the Technology
Available

• SEDC grant
• State grant
• Emerging technology grant
• Loan Program grant

• Verified technology
• State decision
• Not required-initiate verification process
• Verified technology

7
Assembling the Project Concept

• Administrative Checkup
• Consider How You Will Contribute

8
Administrative Checkup

• Check and see how prepared your organization is
  to receive and manage federal or state funds
• Identify your organizations budget process?
• This is also important for getting ready to have
  matching funds for federal grants

9
Consider How You Will Contribute

• Consider your matching amount
• Line up your matching contribution early
• Identify local resources

10
Read the RFP Carefully
11
Key Elements of A Proposal

• Eligibility
• Project Schedule
• Project Outcomes and Outputs
• Performance Capacity
• Letters of Support

12
Eligibility and Ranking Criterion

• Check the Eligibility Thresholds
• Address ALL Ranking Criteria

13
Project Development Schedule

• Key events and when they will occur
• Request proposals from retrofit
• manufacturers 30 days
• Select manufacturer execute
• a contract 2 mos.
• Purchase install retrofit equipment
• on 20 vehicles/equipment 2-3 mos.
• Track performance for 12 months
• Inspect retrofits regularly
• Collect and analyze quarterly maintenance logs
• Present results to Department stakeholders July
  25
• and fleet operators
• Final Report to EPA Aug 25

14

• Follow the Instructions

15
Project Outcomes and Outputs

• Link Project Results to Agency's Strategic Plan

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What is an Output?

• Activity, effort or work product
• Specific period of time
• Qualitative or quantifiable- must be measured

17
What is an Outcome?

• Result, effect or consequence
• Related to an environmental goal/objective
• Environmental, behavior health-related
• Quantitative, but not necessarily achievable
  within funding period

18
ExampleR D and Studies

• Outcomes
• Advancement in knowledge on the effects of
  pollution as reflected in a peer reviewed
  scientific journal article

• Outputs
• of experiments or samples
• of reports or publications

19
ExampleImplementation Projects

• Outcomes
• Reduction in tons of emissions from demonstration
  project
• Fuel displaced, savings

• Outputs
• of on-road and off-road equipment replaced or
  retrofitted with emission control technology

20
ExampleTraining and Outreach

• Outcomes
• Increase in knowledge, consistency and
  compliance

• Outputs
• of signs posted
• of drivers trained
• type of information distributed

21
Performance Capacity

• Document your skills that will enable the
  project to be completed
• Include all partners

22
Answer Every Criteria Ranking Factor in RFP
23
Letters of Support

• Obtain letters of support from partners
• State officials
• Local American Lung Association or asthma groups,
  etc.
• Technology suppliers or fuel suppliers

24
Support letter example-

• We are herby confirming our commitment to act in
  partnership with ABC.The Departments role would
  support this joint effort by assisting with
  emission reduction calculations. This in-kind
  service will augment the grant funding.
• As DEF we have special interest in this project
  because our goal is to raise awareness and take
  steps toward clean air .

25
Final Checks

• Turn it in by the deadline
• Questions - check EPAs website for QAs
• Thank your partners for their support and keep
  them informed of any news
• Wait for the good news.

26

• Read the RFP Carefully
• Follow the Instructions
• Answer Every Criteria Ranking Factor in RFP