Frequently Asked Questions

Although there is some overlap between the two Funding Opportunity Announcements, the solicitations have different objectives.  The differences are highlighted below.

Community Scale Clean Energy Projects in Indian Country (DE-FOA-0000852)

• Financial assistance awards will range from $50,000 to $1,500,000 (a total of $2,500,000 - $4,500,000 is available for funding).
• Limited to community or facility scale deployment of clean energy systems (must be commercial warrantied equipment, no R&D).  For purposes of this announcement, clean energy systems include renewable energy systems and combined heat and power systems fueled by either renewable energy resources or natural gas.
• May be used for either new OR existing buildings
• Must reduce total fuel use by at least 15%, and systems for electricity power generation only must be a minimum of 50kW.
• Cost share requirement may be reduced from 50% down to 10%, upon applicant request and DOE approval.

Tribal Renewable Energy and Energy Efficiency Deployment Assistance (DE-FOA-0000853)

• Financial assistance awards will range from $50,000 to $250,000  (a total of $2,500,000 is available for funding).
• Limited to community or facility scale deployment of renewable energy and/or energy efficiency projects (must be commercial warrantied equipment, no R&D).
• Limited to existing tribal buildings only.
• Must reduce total fossil fuel use by at least 30%, and systems for electricity power generation only must be a minimum of 10kW.
• Designed to promote leveraging of state or utility incentive programs (extra points)
• Cost share requirement is at least 50% of the total project cost (DOE will provide up to $250K).

 Please review each of the FOAs for other requirements.

Funding through DE-FOA-0000853 may only be used for electrical generation, heat or cooling in existing tribal buildings.  Although laudable on its own merit, a compressed natural gas vehicle fuel system would not qualify for funding through this funding opportunity announcement because it would not result in electricity, heat or cooling for existing tribal buildings.  Please continue to monitor EERE Exchange (https://eere-exchange.energy.gov/) for other possible funding sources for alternative fuel systems.

Please note that, for purposes of this Funding Opportunity Announcement (FOA), a “consortium” is defined as a group of organizations, at least one of which is an Indian Tribe, that have chosen to submit a single application, provided the application is submitted by a single Tribe representing the consortium. 

In addition to permitting such a consortium to submit an application on behalf of multiple tribes (if the application includes a tribal resolution from each tribe), applications may also be submitted on behalf of an Indian Tribe(s) by authorized Tribal or Inter-tribal Organizations (see definition in Appendix A of the FOA), provided evidence of that authority is supplied as part of the application.   For purposes of this FOA, the definitions of Tribal and Inter-tribal Organizations are: 

·         “Inter-Tribal Organization”  for purposes of this announcement, means any organization comprised of two or more Indian Tribes, established under Congressional, State, or Tribal law to act on behalf of the participating Indian Tribes. “Inter-Tribal Organizations” may include, but are not limited to, inter-tribal councils, regional tribal organizations or associations, and tribal federations.  Applications may be submitted by an authorized “Inter-Tribal Organization”, provided evidence of the authority to submit an application, relative to the proposed project, is supplied as part of the application. Evidence may include, but is not limited to, a resolution, ordinance, executive order, charter, P.L. 93-638 contract, or other legal documentation.  DOE will determine the sufficiency of the authorization based on the evidence submitted as part of the application.

·         “Tribal Organization” for purposes of this announcement means any legally established organization of an Indian Tribe, which is controlled, sanctioned, or chartered by the recognized governing body of that Indian Tribe.  A “Tribal Organization” may include, but is not limited to, a subsidiary, subdivision, or instrumentality of an Indian Tribe, established under Congressional, State or Tribal law to act on behalf of an Indian Tribe.  Applications may be submitted by an authorized “Tribal Organization”, provided evidence of the authority to submit an application, relative to the proposed project, is supplied as part of the application.  Evidence may include, but is not limited to, a constitution, resolution, ordinance, executive order, charter or other legal documentation. DOE will determine the sufficiency of the authorization based on the evidence submitted as part of the application.

In response to your question,

1)      A single application may be submitted on behalf of one or all four Tribes, provided the application includes a resolution from each Tribe (if submitted by a consortium) or documentation of the authority from each Tribe to submit on their behalf (for a Tribal or Inter-tribal Organization).

2)      Multiple applications may be submitted from a single applicant, as long as each application represents a distinctly different project.  No duplicate applications will be considered.  For example, DOE would not accept individual applications for projects in each of the four tribal communities and also accept a combined application representing projects for the same four tribal communities, regardless of whether each was submitted by the same entity, or not. 

Please see the Funding Opportunity Announcement(s) for all other requirements.

Building energy audits are required as a pre-requisite for proposing energy efficiency measures under this Funding Opportunity Announcement.  The energy audit report, to be submitted as part of the application, should include the projected energy savings for each measure.  For purposes of this Funding Opportunity Announcement, the calculated reduction (at least 30%) would be the total projected reduction in natural gas or other fossil fuel use from all proposed measures relative to the buildings' total combined electrical, heating and cooling load.

Congress has appropriated funds under a year-long Continuing Resolution under the Consolidated and Further Continuing Appropriations Act, 2013 (P.L. 113-6) and as such funds are available for this Funding Opportunity Announcement (FOA) during fiscal year 2013 (October 1, 2012 through September 30, 2013).  Selections are expected on or about August 31, 2013 and awards by September 30, 2013 (see Part V.C., Anticipated Notice of Selection and Award Dates).  Please note that although obligation of funds is expected by September 30, 2013, funds may not be available for immediate expenditure based on award-specific conditions. 

There are no restrictions on the type of building or buildings, as long as the building is “Tribally-owned,” defined in the Funding Opportunities Announcements as “one where the Indian Tribe, Tribal Energy Resource Development Organization, or Tribal Consortia has the authority to retrofit the building and is either owned by the Indian Tribe, Tribal Energy Resource Development Organization, or Tribal Consortia, or Tribal members, or has a long-term lease.”  Under FOA DE-FOA-000853 all proposed installations must be to existing “Tribally-owned buildings” or on Indian Lands; under FOA DE-FOA-0000852, installations must be for either existing Tribally-owned buildings or Tribally-owned buildings being constructed or to be constructed.

Per Part III.A (Eligible Applicants), an “Indian Tribe” is eligible.  An “Indian Tribe,” for purposes of this announcement, means any “Indian Tribe, Band, Nation or other organized group or community” (see below for further definition), including any Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act (85 Stat. 688) [43 U.S.C. §§ 1601 et seq.], which are recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians.  Therefore, as one of the Alaska Regional Corporations, your corporation would be an eligible applicant and able to apply on its own behalf.

The intent of the Funding Opportunity Announcement is to install community or facility scale renewable energy and/or energy efficiency projects to provide electricity and/or heating and cooling for existing tribal buildings, including tribal facilities such as casinos. 

Per Part I.C (Merit Review Criteria Discussion), engineering information including materials and/or equipment list(s)  for energy efficiency measures and for renewable energy projects performance specifications and warrantees, engineering drawings, and any other supplemental data should be included as an attachment to the application.  As such, the engineering is expected to be complete and the project ready for installation at the time the application is submitted. 

For cost share to be allowable and allocable, only cost share contributions made during the period of the project, if awarded, can be considered (See Part IV.G, Funding Restrictions and 10 CFR 600.125) and costs incurred prior to the notification of selection of award cannot be considered as cost share or for reimbursement by DOE. 

In order to be eligible, a project must result in renewable electrical generation, heating or cooling for tribal buildings or the reduction in fossil fuel use in tribal buildings through energy efficiency measures.  Further, the applicant must meet the eligibility requirements at the time the application is submitted (see Part III.A, Eligible Applicants).  Per Section III.C (“Questions Regarding Eligibility”) of DE-FOA-0000853, DOE will not make eligibility determinations for potential applicants prior to the date on which applications to this FOA must be submitted.  The decision whether to submit an application in response to this FOA lies solely with the applicant.

All cost share must come from non-Federal sources unless otherwise allowed by law (see note below and Appendix C).  "Cost Sharing" is not limited to cash investment.  In-kind contributions (e.g., contribution of time, services, or property; donated equipment, buildings, or land; donated supplies; or unrecovered indirect costs) incurred as part of the project may be considered as all or part of the cost share. 

The "Cost Sharing" definition is contained in 10 CFR 600.30, 600.101, 600.123, 600.224, and OMB Circular A-110.  Foregone fee or profit by the applicant shall not be considered Cost Sharing under any resulting Award.  Reimbursement of actual costs will only include those costs that are reasonable, allowable and allocable to the project as determined in accordance with the applicable cost principles prescribed in 10 CFR 600.127 and 10 CFR 600.224 for the respective participants.

Except for pre-award costs with prior DOE approval, only cost share contributions made during the period of the project, if awarded, can be considered (See Part IV.G, Funding Restrictions and 10 CFR 600.125). Costs incurred prior to the notification of selection of award cannot be considered as cost share or for reimbursement by DOE. 

NOTE:   Per the Indian Self-Determination Act (Public Law 93-638) as codified and amended, funding under the Indian Self-Determination Act may be used as non-Federal cost share by Indian Tribes on Federal grants.

For Tribal self-governance funding agreements, see 25 U.S.C. Section 458cc(j), Funds, “All funds provided under funding agreements entered into pursuant to this subchapter, and all funds provided under contracts or grants made pursuant to this subchapter, shall be treated as non-Federal funds for purposes of meeting matching requirements under any other Federal law.” 

For self-determination contract funding, see 25 U.S.C Section 450h(c), Use as matching shares for other similar Federal grant programs, “The provisions of any other Act notwithstanding, any funds made available to a tribal organization under grants pursuant to this section may be used as matching shares for any other Federal grant programs which contribute to the purposes for which grants under this

For compact funding, see 25 U.S.C. Section 450j-1(j), "Notwithstanding any other provision of law, a tribal organization may use funds provided under a self-determination contract to meet matching or cost participation requirements under other Federal and non-Federal programs.” 

Projects proposed for this Funding Opportunity Announcement are only for installation and may not be divided into phases.  Feasibility and design must be complete at the time of application and may not be included as part of the proposed project. 

Correct, a Tribal Chapter would not in and of itself be directly eligible to apply.  However, a Tribal Chapter might meet the criteria of a “Tribal Organization”.   For purposes of this announcement, “Tribal Organization” means any legally established organization of an Indian Tribe, which is controlled, sanctioned, or chartered by the recognized governing body of that Indian Tribe.  A “Tribal Organization” may include, but is not limited to, a subsidiary, subdivision, or instrumentality of an Indian Tribe, established under Congressional, State or Tribal law to act on behalf of an Indian Tribe.  Applications may be submitted by an authorized “Tribal Organization”, provided evidence of the authority to submit an application, relative to the proposed project, is supplied as part of the application.  Evidence may include, but is not limited to, a constitution, resolution, ordinance, executive order, charter or other legal documentation. DOE will determine the sufficiency of the authorization based on the evidence submitted as part of the application.

Specifically for Chapters of the Navajo Nation, only Chapters which have received Local Governance Act (LGA) Certification would be eligible to apply for and receive funds under the subject Announcement, provided evidence of that certification is provided with the application and the Chapter is identified on the Navajo Nations List of LGA Certified Chapters website at http://www.navajoauditor.org/lgacertified_01.html.  

As the utility’s installation contractors are not direct contractors or vendors to the applicant, but rather an offering under the utility incentive program, the utility’s installation contractors do not require prior DOE approval.  However, to account for the total cost of the proposed project, the value of those contributions (i.e., portion of equipment costs and installation costs) should be included in the total proposed budget.  In addition to the requisite evidence of acceptance under the incentive program, we would also need documentation to quantify and value those contributions such that DOE can approve the total proposed project budget.  If the value of those installation costs cannot be obtained directly from the utility, then DOE may consider a third party estimate of those services for budgetary purposes.  Because cost share is required and evaluation criteria include scoring for those who have secured a state and/or utility incentive, we would encourage you to accurately reflect those utility provided cost share contributions.

Exisitng housing may be eligible, provided it meets the definition of “Tribally-owned building” as defined in the Funding Opporutnity Announcement (FOA).  Please also note that the Tribal housing authority would not in an of itself be an eligible applicant, but could submit on behalf of the Tribe as a “Tribal Organizaiton” (see FOA for definition) provided evidence of that authority was included as part of the application.

Funding through DE-FOA-0000852 and DE-FOA-0000853 may only be used for electrical generation, heat or cooling in Tribally-owned buildings.  Although laudable on its own merit, on-grid or off-grid solar street lighting would not qualify for funding through these funding opportunity announcements because it would not result in electricity, heat or cooling for tribal buildings.  Further, applications must demonstrate the potential of at least a 15% reduction in total fossil fuel use in either existing tribally-owned building(s) or Tribally-owned building being constructed or to be constructed (under DD-FOA-0000852) or demonstrate the potential of at least a 30% reduction in total fossil fuel use in existing Tribally-owned buildings (under DE-FOA-0000853).  Please continue to monitor EERE Exchange (https://eere-exchange.energy.gov/) for other possible funding sources for infrastructure improvements.

There is no prescribed format for the energy audit report, although it must be sufficient to demonstrate the potential of at least a 30% reduction in total fossil fuel use.  As such, a simple walk-through or preliminary audit (equivalent to an ASHRAE Level I Audit) will likely not be sufficient, and therefore a general audit (equivalent to an ASHRAE Level II Audit or Level III Audit), alternatively called a site energy audit or detailed energy audit or complete site energy audit, or an investment-grade audit will likely be needed.  A description of energy audit types for commercial buildings can be found on the DOE website or see a brief description of ASHRAE energy audit levels.  More information on residential energy audits, tools, resources, and training can be found on the Weatherization Assistance Program Technical Assistance Center. 

However, for residential audits, the auditor should be accredited; residential energy auditors are typically accredited by the Building Performance Institute (BPI) or the Residential Energy Services Network (RESNET).  For information on how to choose a commercial building energy auditor, see finding a qualified energy auditor on the DOE website.

Although not preferred, a consultant may upload an application on behalf of an eligible applicant.  In order to upload an application, the submitter must certify in EERE Exchange that they are authorized to submit on behalf of the applicant (eligible entity as defined in the Funding Opportunity Announcement).  Also, if the application is submitted by proxy: (1) the entity uploading the application must have been authorized by an eligible applicant; and (2) the Application for Federal Assistance (SF424) must be physically signed by an authorized representative of the eligible applicant as defined in the FOA and scanned prior to uploading to Exchange.  As an electronic signature would be invalid if the application was uploaded by proxy, it is essential that the Application for Federal Assistance is physically signed, scanned, and uploaded. 

Sharing permissions (section six of the EERE Exchange Applicant user guide) can be used to give EERE Exchange users from multiple organizations access to the submission for content management, oversight and review responsibilities and submission responsibilities.  Note that uploading by proxy does not negate the requirement for the applicant to complete all other registrations (SAM, FedConnect, Grants.gov, and obtain a DUNS number) as described on page ii of the FOA. 

Incremental hydropower, as included in the definition of renewable energy under both FOAs (DE-FOA-0000852 and DE-FOA-0000853), refers to incremental production gains from efficiency improvements or capacity additions to existing hydroelectric facilities.  For the three main types of hydropower facilities (impoundment, diversion, and pumped storage) and the three main sizes (large, small, and micro), see the Tribal Energy Program’s on-line Guide to Tribal Clean Energy Development. 

A new small-scale hydro project for a rural community in Alaska (typically considered a micro-hydropower if generating less than 100kW) would be considered an eligible renewable energy system under these Funding Opportunity Announcements (FOAs), provided the facility generated electric power for Tribally-owned buildings on Indian Lands and met the system minimum size requirement (see each FOA for minimum size and other requirements).

Grant.gov reflects an error.  The Funding Opportunity Announcement itself specifies the requirements and supersedes any other information posted on Grants.gov.  For Funding Opportunity Announcement (FOA), DE-FOA-000853 (Tribal Renewable Energy and Energy Efficiency Deployment Assistance) the cost share requirement is 50% of the total allowable costs of the project up to $250,000.  See Part III.B of the FOA document for more on cost sharing.

Yes, financial statements are required as part of the application as the Applicant’s financial need will be considered in making selections under both Funding Opportunity Announcements (FOAs) and used to assess requests to reduce the cost share below the 50% cost share requirement under DE-FOA-0000853 (Community-Scale Clean Energy Projects in Indian Country).   Other supporting documents may be used to help demonstrate financial hardship; however, applications for both FOAs and cost share reduction requests for DE-FOA-0000853  will not be considered unless financial statements are submitted. 

The financial statement should include a balance sheet, statement of income and retained earnings or statement of activities (listing income and expenses), and cash flows.  Therefore, if a Single Audit Report does not include this information, it cannot be used to meet the financial statement requirement. 

DOE understands the potential sensitivity of this information, and therefore, requires any individuals with access to the applications to comply with specific nondisclosure requirements.

Yes, an executed Tribal Council Resolution is required as part of the application.  Per Part I, Section B of the Funding Opportunity Announcement, a Tribal Council Resolution from each participating Indian Tribe, declaration (or resolution) from each Tribal Energy Resource Development Organization or Tribal Consortium, and a letter of commitment from all other project participants are required as a part of the application.  If an application is being submitted on behalf of an Indian Tribe(s) by an authorized Tribal or Inter-tribal Organization, evidence of that authority is required as part of the application, along with a declaration (or resolution) from the Tribal or Inter-tribal Organization, and a letter of commitment from all other project participants. All resolutions, declarations and letters of commitment must be specific to this Funding Opportunity Announcement and must include any cost sharing commitments (see Statements of Commitment and Cost Sharing File under Part IV.C., Content and Form of Application).

1)      As stated in the Funding Opportunity Announcements (FOAs), “only commercial warrantied materials, supplies, or equipment will be considered and, to the maximum extent practicable, such materials, supplies and equipment must be made in the U.S.”  Therefore, if American-made equipment that meets the needs of the project is not available, rationale should be included in the application that justifies the use of equipment made outside the U.S.

 2)      This requirement does not necessitate the use of refurbished equipment, nor imply that only NEW equipment will be considered.  As required as part of the application, the applicant should describe the technology to be installed and provide rationale for choosing those technologies, including any justification for equipment made outside the U.S.   

Per Appendix E, the “common conversion factors (multipliers in Table 1) not only convert energy values to a common unit (kBtu), but also include the effects of inefficiencies in energy conversion and distribution based on values found on the ENERGY STAR website.”  As such, the conversion factors in the table provided (“11.4” for electricity) not only includes the conversion from kWh to kBtu (“3.4” for electricity) but also a conversion from site to source energy to account for the efficiency of the power plant and losses in the electrical transmission and distribution system.  For more on the use of national average source-to-site conversion factors, see the approach described in the ENERGY STAR Performance Ratings Methodology for Incorporation Source Energy Use.

Please continue to use the conversion factors as provided in Appendix E of the Funding Opportunity Announcement.

Under Funding Opportunity Announcement (FOA) DE-FOA-0000853 (Tribal Renewable Energy and Energy Efficiency Deployment Assistance), DOE will not consider utility incentives either in reviewing the application or as cost share unless the applicant has been accepted to a program before the application deadline and provides evidence of that acceptance as part of the application.  See Part IV, Section C.4.f of DE-FOA-0000852 for additional information on statements of commitment and cost sharing.  Based on the information provided, DOE is unable to determine whether a “utility reservation” is sufficient, or not.

        Advanced energy storage (e.g. batteries) in and of itself does qualify as it does not in and of itself provide electricity and/or heating and cooling for use on Tribally-owned buildings.  If, however, advanced energy storage (e.g., batteries) are proposed as an integral part of a renewable energy system (see definition on page 2 of the FOA) to increase energy savings to Tribally-owned buildings, then they may be considered.  Be aware that only commercial warrantied materials, supplies, and equipment will be considered.

Thank you for bringing this to our attention.  We are aware of the error in Grants.gov and have attempted to have it corrected, but we will continue to pursue.  We also addressed this issue in a Q&A in Exchange. (See Question #30 for DE-FOA-0000852). Although it is unfortunate, the actual Funding Opportunity Announcement (FOA) takes precedence.

At this time, DOE is unable to consider extending the deadline(s).  However, if for any reason those due dates are extended, amendments will be made to the Funding Opportunity Announcements.  Please check the Exchange website periodically for any updates.  Also see the Frequently Asked Questions (FAQs) for supplemental information.

Under this Funding Opportunity Announcement (FOA), DOE will share 50% of the total costs of the project up to $250,000; meaning the required cost share is 50% (or 100% match). 

Therefore, if the project is estimated to cost $500,000, the DOE share would be $250,000 and the applicant’s cost share $250,000 (100% match or 50% of total project costs).  If, however, the project is estimated to be $600,000, the DOE share would be $250,000 (maximum DOE award amount) and the applicant’s cost share would be  $350,000.  If, for instance, the total project is estimated to cost $400,000, the DOE share would be $200,000 and the applicant’s cost share $200,000 (100% match or 50% of the total project costs).  Any additional “leveraged” dollars would be shown as cost share in the grant application budget as the total costs of the proposed project must be reflected in the budget.

Even though it is not accurate, Federally-recognized Tribal Governments should select “State and/or Local Government” on the Full Applications Details ‘General’ page on the Exchange website.  Be sure to select “Indian/Native American Tribal Government (Federally Recognized)” on field 9 of the Application for Financial Assistance form (SF-424).

Yes, you may make changes after hitting “Create Full Application.” as it is only creating the shell, and does not officially submit your application.  For future questions on registrations or systems, please contact EERE Exchange or see the Users’ Guide for Applying to the Department of Energy EERE Funding Opportunity Announcements.

Per the Funding Opportunity Announcement (FOA), questions regarding the content of this FOA must be submitted via email to: tribal@go.doe.gov not later than 3 business days prior to the application due date.  This 3 day period is to ensure we have adequate time to respond and the inquirer has adequate time to incorporate the results of their inquiry into their application before the due date.  Therefore, no further questions regarding the content of the Tribal Renewable Energy and Energy Efficiency Deployment Assistance FOA will be answered. 

Please note that we at the tribal@go.doe.gov mailbox are unable to provide assistance on the system below.  Therefore, please contact the helpdesk below directly for any questions about the Exchange system.

EERE Exchange:  EERE-ExchangeSupport@hq.doe.gov or see the Users’ Guide for Applying to the Department of Energy EERE Funding Opportunity Announcements found at https://eere-exchange.energy.gov/Manuals.aspx.